Recruiting - Recruiters - Ryerson · PDF fileeHR Recruiting - Recruiters Guide for Users 1...

Recruiting - Recruiters

Guide for Users Updated on 20 April 2018

eHR Recruiting - Recruiters

Guide for Users

ii

Contents

Getting Help ..................................................................................................................... iv

Supported Browsers ......................................................................................................... iv

About Recruiting .............................................................................................................. 1

Create Job Openings/Postings ......................................................................................... 2

Understanding job opening/posting data .............................................................................. 2

Graduate Assistants ........................................................................................................... 3

Teaching Assistants ......................................................................................................... 17

Exam Invigilator .............................................................................................................. 31

Contract Lecturer ............................................................................................................ 45

Lab Monitors ................................................................................................................... 56

Insert link to Google docs on a job posting ......................................................................... 70

Manage Job Openings .................................................................................................... 77

Recruiting home .............................................................................................................. 77

Edit job opening/postings ................................................................................................. 84

Close a job opening ......................................................................................................... 91

Search job openings ........................................................................................................ 95

Search for job postings .................................................................................................... 97

Browse job openings...................................................................................................... 104

Add a secondary recruiter .............................................................................................. 110

Add a hiring manager & interested party .......................................................................... 112

Manage Applicants & Applications ................................................................................ 117

Unit 3 application summary ............................................................................................ 117

Link applicants to job openings ....................................................................................... 120

Search applicants .......................................................................................................... 133

Browse applicants ......................................................................................................... 138

Prepare Job Offers & Revise Offers .............................................................................. 139

Graduate Assistants ....................................................................................................... 139

Teaching Assistants ....................................................................................................... 148

Exam Invigilator ............................................................................................................ 157

Lab Monitors ................................................................................................................. 166

Full Sessional Contract Lecturer ...................................................................................... 174

Reduced Sessional Contract Lecturer ............................................................................... 188

Part-Time Contract Lecturer ........................................................................................... 198

Overload offers for full sessional ..................................................................................... 207


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Unpost & add revised offer ............................................................................................. 211

Attach continuing appointment letter to a contract lecturer offer ......................................... 216

View hire transaction and download job offers .................................................................. 219

Complete Hiring ........................................................................................................... 222

Recruiter responsibilities ................................................................................................ 222

Enter date of birth and SIN number ................................................................................. 222

Complete a hire ............................................................................................................ 229

Withdraw from hire ....................................................................................................... 236

View closed job openings ............................................................................................... 241

Accept offer on behalf of applicant ................................................................................... 246

Process Job Changes & Contract Terminations ............................................................. 252

Change in Hourly Rate ................................................................................................... 252

Change Contract Amount ............................................................................................... 262

Change in Contract Hours............................................................................................... 272

Contract Revision .......................................................................................................... 280

Distribution Code, Supervisor, Hours & Rate Change ......................................................... 290

Distribution Code Change ............................................................................................... 302

Supervisor ID Change .................................................................................................... 315

Change in Start & End Date ............................................................................................ 324

Change in Hours & Hourly Rate ....................................................................................... 332

Glossary ....................................................................................................................... 340


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Getting Help

eHR Tutorials You will find a collection of tutorials and user guides for eHR systems at: http://www.ryerson.ca/hr/learning-workshops/how-to-eHR/index.html. Check out the Getting

Started topic before you start browsing the online content.

HR Client Services Contact HR Client Services if you experience difficulties logging into eHR or online tutorials.

416-979-5000 ext. 5075

[email protected]

Technical Help Activate your my.ryerson username first, before you access any Ryerson system. Contact the CCS

Help Desk if you experience difficulties logging into eHR in the Ryerson portal using your Ryerson

online identity.

416-979-5000 ext. 6806

[email protected]

Supported Browsers

Firefox

OSx + WIN 7/10

Safari

OSx

Chrome

OSx +WIN 7/10

IE WIN 7/10

24.x, 35.x 17.x, 24.x, 30.x 7.x 11.x Compatibility Off

Disclaimer This document is intended as a reference for employees of Ryerson University. Every effort has

been made to ensure the content of this document is correct. If any conflict of information is found

between this document and any official documents related to the content, the applicable

policy/collective agreement information in the official documents will prevail. The information

contained in this document can change without notice and is not guaranteed to be error-free. If

you find any errors, contact HR Client Services at (416) 979-5075 or [email protected].

http://www.ryerson.ca/hr/learning-workshops/how-to-eHR/index.html

http://www.ryerson.ca/hrelearning/gs/index.html

http://www.ryerson.ca/hrelearning/gs/index.html

mailto:[email protected]

https://www.ryerson.ca/accounts/




Guide for Users

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About Recruiting

eHR's online recruiting system is used to automate the hiring processes in departments at Ryerson.

Currently, the recruiting system is used for hiring:

CUPE Local 3904 Unit 1: contract lecturers

CUPE Local 3904 Unit 2: instructors at the Chang School

CUPE Local 3904 Unit 3: teaching assistants, graduate assistants, lab monitors and

invigilators

Applicants search job postings, upload their resumes, and apply for positions using the careers web

site (https://careers.ryerson.ca/index.html) or self-service. Hiring administrators can then review

applicants, prepare job offers (workload confirmations) and create employment records in eHR - all

electronically and in one system.

The Recruiting Cycle

The recruitment cycle occurs at various times during the academic year for CUPE Unit 1, 2 or 3 type of jobs with each step being completed by either the recruiter, applicant or approver.

https://careers.ryerson.ca/index.html


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Create Job Openings/Postings

Job openings and job postings represent the temporary jobs that you are trying to fill. The first

step in the recruitment process is to create a job opening and posting. This data is entered in two

stages. First, you enter job opening data and second you enter job posting information which will be viewed online by the applicant.

Job opening data contains information about start and end dates, target openings, course and

other important information. Job posting information contains data about responsibilities and pay

rate information that which will be used to create an electronic contract. The applicant will view

posting information when browsing the careers page or using self-service online.

The CUPE collective agreements (http://www.ryerson.ca/hr/collective-agreements/) outline the

requirements for advertising work for CUPE positions. These agreements define posting duration,

hours of work, and hourly rates of pay etc. Knowing what the rules are will help you to understand

the difference between the assistantship positions, salary calculations and important information

about CUPE hiring.

Understanding job opening/posting data

About Job Opening & Job Posting Data:

When you create job openings, job templates determine what fields are available for data entry.

These job templates automatically populate job information required to complete the hire. As a

recruiter, you will enter department specific data and other job opening information. Job opening information includes:

Job opening data such as start and end dates and department codes

Job codes and related pay information including total contract hours

Academic year, term and course information (if applicable)

Distribution codes Recruiters, hiring managers and interested parties

Job postings are job descriptions that are attached to the job openings. You determine if these are

published to posting destinations (on the posting date) to attract applicants to a job opening. These

descriptions are made up of one or more sections that are defined by job templates. Descriptions include:

About Ryerson

Qualifications

Responsibilities

Compensation, additional information about work schedules and submission deadlines

http://www.ryerson.ca/hr/collective-agreements/


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Graduate Assistants

Graduate assistants play a number of vital academic support roles that vary considerably from

faculty to faculty, department to department, and from course to course. Graduate assistant postings should provide:

A descriptive posting title and hiring department details

The total contract hours and pay rate

Expected minimum qualifications and responsibilities

Procedure This topic demonstrates how to create a job opening for a graduate assistant.

Step Action

1. Navigate to the 'Create Job Opening' menu.

Click the Main Menu button.

2. Click the Recruiting menu.

3. Click the Create Job Opening menu.


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Step Action

4. You are presented with the university's Privacy Policy. Ensure you understand your

obligations.

Click the Continue button.

Step Action

5. Select which job opening template you will be using to create the job opening. Select

either a job opening with course detail or no course detail.

Click the Job Opening Templates link.


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Step Action

6. Enter a descriptive title that applicants can easily understand on the job listings page

(you can update this title at any time).

Enter the desired information into the Posting Title field. Enter "AER222".

7. Click the Continue button.

8. The 'Job Opening' header displays information about the job opening 'Status' and 'Job

Opening ID'. By default, the job is in 'Draft' status and not available to applicants.

Use the 'Job Opening ID' to easily retrieve your job postings.

About job opening statuses:

The job opening status refers to the current state of the job opening:

- Draft: the job opening is in a draft state and available to recruiters

- Open: the job opening is active and available to recruiters and applicants

- Filled/closed: the target openings have been filled and the job opening is no

longer available

9. After you've selected the job opening template, you are required to fill in the job

opening details in each tab. The 'Opening Details' tab includes information about the

department, start and end dates, total contract hours, and default pay rates.

10. Use the 'Target Openings' field to indicate the total number of job openings that need

to be filled.


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Step Action

11. 'Available Openings' indicates the number of openings that are unfilled. At first, the

field matches the 'Target Openings' field, but as applicants are hired, the system

adjusts the number of available openings to show how many spots are still open.

Step Action

12. Enter the total number of Target Openings field. Enter "3".

13. Select the department that will hire the applicant.

Click the Look up Department (Alt+5) button.

14. Click the Department link.

15. CUPE Unit 3 jobs default to a 'Temporary' job type. This value does not change.

16. The Begin Date indicates the starting date of the position.

Enter "01/07/2016".


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Step Action

17. The End Date indicates when the position will be terminated.

Enter "04/30/2016".

18. Enter the desired information into the Hours field. Enter "100.00".

19. The default 'Work Period' for this type of hire is 'Contract'. This value does not

change.

20. Salary information defaults from the job opening template. Salary Ranges are

determined by the wage rates (http://www.ryerson.ca/hr/employee-

resources/index.html) defined by the collective agreements for each academic year.

21. 'Pay Frequency' indicates how the applicant is paid. This value does not change.

22. Click the Ryerson Details tab to enter the academic year and cost center/account

code information.

23. Select the 'Academic Year' and 'Term' for the assignment.

Click the Academic Year list.

http://www.ryerson.ca/hr/employee-resources/index.html



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Step Action

24. Click the 2015/16 list item.

Step Action

25. Click the Term list.


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Step Action

26. Click the Winter list item.


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Step Action

27. Course related info is supplied by SAS. Depending on the 'Year'/'Term' selected, you

can look up a valid 'Subject', 'Catalog Nbr' and 'Class Section' information.

Click the Look up Subject (Alt+5) button.

28. Click the Subject Area link.

29. Click the Look up Catalog Nbr (Alt+5) button.

30. Click the Catalog Number link.

31. Click the Edit Chartfields link.

32. 'Department (Cost Center) and 'Account' code combinations are specific to each

department. You cannot enter invalid combinations, and '0' should be entered into

empty fields (example shown here).

Contact your Financial Advisor

(http://www.ryerson.ca/financialservices/about/services/contacts/index.html) for cost

center account code combinations and department specific codes used in 'Activity' and

'Employee/CourseID' fields.

http://www.ryerson.ca/financialservices/about/services/contacts/index.html


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Step Action

33. Click the Ok button to return to the previous page.

Step Action

34. Enter the desired information into the Distrb % field. Enter "100".

35. The distribution percentage allocates the payroll cost to the applicable department. To

split the cost between departments, enter the percentage amount to be applied to the

first distribution code. Then, click “+” to add another distribution code(s) with its

percentage amount.

Note: Ensure the percentage totals add up to 100%. 'Distrb %' cannot be split using

$ amounts.

36. Click the Hiring Team tab to add recruiters, hiring managers and interested parties.

37. You can add additional recruiters (with the same security access) on the job opening

to allow them to edit your job postings.

38. Use the 'Hiring Managers' field to identify the hiring manager who will default as the

supervisor/reports to on the job offer, and provide 'View' access to the job opening.

39. Click the Add Hiring Manager button.


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Step Action

40. Click the Look up Manager ID (Alt+5) button.

41. Click the Sue Knurr link.

42. Use 'Interested Parties' button to identify people who will participate with the hiring

process by having the view access to the job opening and its applicants.

43. Click the Add Interested Party button.

44. Click the Look up Empl ID (Alt+5) button.

45. Click the John Doe link.

46. Once you've entered all the details on the job opening, you'll need to complete the

job posting information.

Click the Opening Details tab.

47. Scroll to the bottom of the page and click the Job Postings link.

48. The 'Posting Information' page contains the posting title and five sections of default

descriptions. Each description displays on the job posting on the careers and self-

service pages.

The 'posting information' page contain the posting title and five sections of default

descriptions. These descriptions are made up of one or more sections that are defined

by job templates. Descriptions include: about Ryerson, qualifications, responsibilities,

compensation, additional information about work schedules and submission deadlines

It's important to note that content from the 'responsibilities' section is used to

create the electronic contract that will be sent to the approver for review and the

applicant for acceptance.

You can add more text using the text editor. However, do not delete the default

descriptions.

49. The 'Posting Title' displays on the careers site and eHR self-service pages. This can be

updated at any time.

50. The 'Description Type' defaults from the job opening templates. All postings require

the default text on the job posting.


descriptions.


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Step Action

51. In this section, you can specify 'Qualifications' required for the position. Default

information is copied from the template. This section should be updated to describe

the qualifications for your job posting.

Use the text editor to format text display on web pages.

52. Default workload information is copied from the template. You should update this

section to accurately describe the 'Responsibilities' for your job posting.

This information is used to create the contract. Ensure the total hours

accurately reflect the expected workload of the applicant.

53. In this example, the text is modified to reflect the actual work load and contract hours

entered on the 'Job Opening Details' tab.

54. 'Job Posting Destinations' enable you to control where and when the job posting will

be available.

55. The 'Posting Type' determines if the job posting will be available for both external and

internal applicants.

56. Use the 'Post Date' field to specify a date for the job posting to become available for

applicants to view.

Step Action

57. In this example, enter the date into the Post Date field. Enter "12/01/2015".


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Step Action

58. Use the 'Remove Date' field to specify a date to remove the job posting from the

careers pages.

Note: The remove date is 12am on the date specified.

59. Enter the desired information into the Remove Date field. Enter "12/31/2015".

60. Enter the post date for the 'Internal' recruiting page into the Post Date field.

Enter "12/01/2015".

61. Enter the remove date for the 'External' recruiting page into the Post Date field.

Enter "12/31/2015".

62. To review how the job posting will look on the careers page and eHR self service

pages, click the Preview button.


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Step Action

63. Once you've reviewed the information, you should now 'Open' the job to activate it for

the posting dates you have entered.

Click the Return to Previous Page link.

Step Action

64. Click the OK button.

65. Use the 'Save as Draft' button to save the data without making this job available to

applicants.


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Step Action

66. In this instance, make the job available on all the posting destinations.

Click the Save and Open button.

67. The job posting is now open and available for applicants to apply. Take note of the

'Job Opening ID' and print the details if required.

68. End of topic.

End of Procedure.


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Teaching Assistants

Teaching assistants play a number of vital academic support roles that vary from faculty to faculty,

department to department and from course to course. These job postings should provide:


The total contract hours and pay rate Minimum qualifications and responsibilities

Procedure This topic demonstrates how to create a job opening for a teaching assistant.

Step Action






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Step Action


obligations.


Step Action

5. Select which job opening template will be used to create the job opening.



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Step Action






Opening ID'. By default, the job is in 'Draft' status and not available to applicants.

Use the 'Job Opening ID' to easily retrieve your job postings.





longer available


opening details in each tab.

The 'Opening Details' tab includes information about start and end dates, total

contract hours, and default pay rates.


to be filled.


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Step Action




Step Action

12. Enter the total number of Target Openings. In this example, enter "2".





16. The Begin Date indicates the starting date of the position. Enter "01/07/2016".

17. The End Date indicates when the position will be terminated. Enter "04/30/2016".


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Step Action

18. Hours indicates the total number of hours for the contract duration.

In this example, enter "80.00".


change.





22. Click the Ryerson Details tab to enter academic year and account information.

23. Select the 'Academic Year' and 'Term' for the assignment.


Step Action





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Step Action



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Step Action


Step Action

27. Course related info is supplied by SAS. Depending on the Year/Term selected, you can

look up a valid course, catalog and class section information.

Click the Look up Subject (Alt+5) button.

28. Click the Subject Area link.

29. Click the Look up Catalog Nbr (Alt+5) button.

30. Click the Catalog Number link.



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Step Action

32. 'Department' (Cost Center) and 'Account' code combinations are specific to each






Employee/CourseID fields.

Step Action

33. In this example, the distribution code is entered.

Click the Ok button.



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Step Action

34. Enter the desired information into the Distrb % field. Enter "100.00".




percentage amount.


$ amounts.









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Step Action

41. By default, a list of manager names display. In this example, the name and look up is

complete.

Click the Sue Knurr link.

42. Use 'Interested Parties' to identify people who will participate with the hiring process

by having view access to the job opening and its applicants.




44. Click the AER222 Teaching Assistant I link.



service pages.









descriptions.

46. The posting title displays on the careers site and eHR self-service pages. This can be












50. 'Job Posting Destinations' enable to you to control where and when the job posting

will be available.


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Step Action



Step Action



careers pages.


54. Enter the date into the Remove Date field. Enter "12/31/2015".


Enter "12/01/2015".


Enter "12/31/2015".


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Step Action



Step Action





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Step Action



applicants.


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Step Action



62. The job posting is now 'Open' and available for applicants to apply. Take note of the


63. End of topic.

End of Procedure.


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Exam Invigilator

Exam invigilator postings provide information about each vacancy and/or requests for availability.

Information included at the time of posting includes:

Descriptive posting title and hiring department details

Total contract hours and pay rate

Qualifications and responsibilities

Schedule information about applicant availability

Procedure This topic demonstrates how to create a job opening and posting to hire exam invigilators.

Step Action

1. Navigate to the 'Create Job Opening' page.





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Step Action


obligations.


Step Action




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Step Action






Opening ID'. By default, the job is in 'Draft' status and not available to applicants. Use

the 'Job Opening ID' to easily retrieve your job postings.





longer available






to be filled.


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Step Action




Step Action







17. The End Date indicates when the position will be terminated. Enter

a "04/30/2016".


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Step Action

18. Enter approximate/actual Hours for the invigilator job.



change.






23. Select the 'Academic Year' and 'Term' for the invigilator assignment. LAB and INV

assignments do not require course information.


Step Action





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Step Action



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Step Action


Step Action











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Step Action



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Step Action





percentage amount.


$ amounts.







36. Click the Click the Look up Manager ID (Alt+5) button.


complete.







40. Click the AER222 Exam Invigilator link.




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Step Action



service pages.









descriptions.












be available.




applicants to view.


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Step Action



careers pages.




Enter "03/01/2016".


Enter "03/31/2016".




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Step Action





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Step Action



applicants.


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Step Action





60. End of topic.

End of Procedure.


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Contract Lecturer

Sessional or part-time sessional contract lecturers hold full or part-time teaching positions and

may perform course development work. Depending on student enrollment and available courses, contract lecturers are offered different types of positions during the academic year:

Part-time contract lecturer - 1 to < 9 teaching hours

Full sessional contract lecturer - 15 teaching hours

Reduced sessional contract lecturer - 9 to 15 teaching hours

The CUPE Local 3904 Unit 1 Collective Agreement (http://www.ryerson.ca/hr/collective-

agreements/) outlines appointment procedures, which include advertising job postings and

candidate selection processes. This agreement also defines duties and obligations of the successful candidate, salaries, benefits, and other formal procedures.

This topic will demonstrate how to:

Create a job opening Set up the posting information page

Procedure This topic demonstrates how to create a job opening for a contract lecturer.

Step Action

1. Navigate to the 'Create Job Opening' page.







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Step Action


obligations.



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Step Action

5. Click the Contract Lecturer Template link.


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Step Action

6. Enter a descriptive title that applicants can easily understand on the job listings page.

Enter "Part-Time - Contract lecturer" into the Posting Title field.

Note: You may update the title at any point in time using the 'Posting Information

page.


8. The 'Job Opening' header displays information about the job opening, including: job

code, job family, posting title, and more.

Use the 'Job Opening ID' to easily retrieve your job postings in the future.

9. The job opening 'Status' refers to the current state of the job opening. The status can

be in one or more of the following states:

1. Draft: the job opening is in a draft state and available to recruiters

2. Open: the job opening is active allowing recruiters to link applicants, prepare

offers and other job posting related tasks

3. Filled/closed: the target openings have been filled and the job opening is no

longer active to edit

By default, the job is in 'Draft' status and not available to applicants.

10. The 'Opening Details' tab includes information about the target openings, department,

start and end dates, and total contract hours.


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Step Action

11. Use the 'Target Openings' field to enter the number of applicants that will be hired for

the position.

Enter "5" into the Target Openings field.

12. 'Available Openings' indicates the number of openings that are unfilled. As applicants

are hired, the system adjusts the number of available openings to show how many

spots are still open.

Click in the Available Openings field to update the value to match the one specified

in 'Target Openings'.

13. Select the department that will hire applicants for this posting.


14. Click the D11682 link.

15. Click the scrollbar.

16. The 'Begin Date' indicates the start date of the position.

Enter "08/23/2017" into the Begin Date field.


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Step Action

17. The 'End Date' indicates when the position will be terminated.

Enter "12/31/2017" into the End Date field.





21. Use the 'Hiring Managers' field to identify a CLAC member as a hiring manager. They

will also default as the supervisor/reports to on the job offer.

Managers will have access to 'View' the job opening.



24. Click the Bob Doe link.

25. Use the 'Interested Parties' field to identify CLAC members who will participate with

the hiring process.

Interested party members will have access to 'View' the job opening and its

applicants.

26. Click the Add Interested Party button.


28. Click the Ken Doe link.

29. Once you have entered all the details on the job opening, you'll need to complete the




31. Click the Job Posting link.


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Step Action

32. The 'Posting Information' page contains the 'Posting Title' and five sections of default

descriptions. Each description displays on the external 'Careers' page and internal

self-service pages.

33. Course information for the posting is listed under the 'Appointment Details' text

editor. Use this section to post applicable course information for part-time contract

lecturers.

In this example, part-time contract lecturers are required to teach the courses listed.

34. NOTE: Normally, full sessional contract lecturers teach one course per semester.

If you are entering posting information for any full sessional contract lecturers, only

post course information specific to their workload.

For example, a reduced sessional contract lecturer would teach 1 course at 9 hours.

35. The 'Posting Title' can be updated at any time, as long as the job opening remains in

an 'Open' status.

36. The 'Description Type' defaults from the job opening template.

You can add more text using the text editor. However, do not delete the default text

as postings require this information.

37. Use the text editor ribbon to format how the text will display on web pages.

Step Action



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Step Action


be available.

40. The 'Posting Type' determines where the job posting will be available. It may be

available externally ('Careers' page), internally (self-service pages), or both.


applicants to view on the external careers page.

Click the Choose a date (Alt+5) button.

42. Click the Current Date link.


external careers page.


Note: The remove date is 12:00 AM on the date specified.

44. Click the 31 object.

45. Enter a 'Post Date' for the 'Internal' self-service pages.


46. Click the Current Date link.

47. Enter a 'Remove Date' for the self-service pages.


48. Click the 31 object.

49. Click the Preview button to view how the job posting will look on the careers pages.


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Step Action

50. Once you have reviewed the information, you should now 'Open' the job opening to

make it available for both internal and external applicants.



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Step Action



applicants.


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Step Action

53. Click the Save and Open button to make the job opening available to applicants.


55. The job posting is now open and available for applicants to apply.

Take note of the 'Job Opening ID' and print the details if required.

56. End of topic.

End of Procedure.


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Lab Monitors

Lab monitor job postings should provide:


The total contract hours and pay rate Qualifications and responsibilities

Procedure This topic demonstrates how to create a job opening for a lab monitor.

Step Action






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Step Action


obligations.


Step Action




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Step Action



Enter the desired information into the Posting Title field. Enter "AER".



Opening ID'. By default, the job is in 'Draft' status and not available to applicants. Use

the 'Job Opening ID' to easily retrieve your job postings.






to be filled.





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Step Action







17. The End Date indicates when the position will be terminated. Enter "04/30/2016".

18. Hours indicates the total number of hours for the contract duration.



change.


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Step Action



resources/index.html)defined by the collective agreements for each academic year.



23. Select the 'Academic Year' and 'Term' for the invigilator assignment. LAB and INV

assignments do not require course information.


Step Action





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Step Action



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Step Action


27. Lab monitor postings do not require course, catalog and class section information.

Step Action











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Step Action



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Step Action





percentage amount.


$ amounts.









complete.







41. Click the AER Lab Monitor link.




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Step Action



service pages.









descriptions.












be available.




applicants to view.


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Step Action



careers pages.




Enter "12/01/2015".


Enter "12/31/2015".




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Step Action





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Step Action



applicants.


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Step Action





61. End of topic.

End of Procedure.


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Insert link to Google docs on a job posting

'Google Drive' is a convenient application often used to share files between members within

Ryerson University or the public.

On the 'Posting Information' page, the text editor in each description box enables recruiters to post important information and share online documents on CUPE 1 contract lecturer job postings.

This topic will demonstrate how to link Google documents using shareable links from Google Drive.

Procedure This topic demonstrates how to attach Google documents to a job opening.

Step Action

1. Navigate to the 'Posting Information' page on the job opening.

Step Action



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Step Action

3. Place the text cursor at the top of the text box.

Click beside the 'Ryerson Undergraduate Calendar' text.

4. Press [Enter] to create a new line of text.

5. Enter the text that will be used to link the Google document.

Enter "CUPE 1 Important Documents" into the Text Editor field.

6. Highlight the inputted text, and click the Link button.

7. The 'Link' dialog box allows you to enter any web page URL in the highlighted text

box.

In this example, we will get a shareable link from a Google document.


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Step Action

8. Navigate to the Google document to retrieve the shareable link.

Click the CUPE1_Important_Notes_2016/17 object.

9. Click the Sharing settings button.

10. IMPORTANT: The 'Link sharing on' option must be enabled before you share the link.

This option allows anyone with the link to have 'View' access.

If this option is disabled, users will not be able to view the contents of the document

and will need to request access from the author.


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Step Action

11. Click in the URL field.


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Step Action

12. Press [Ctrl+A] on your keyboard to highlight the entire link.

13. Press [Ctrl+C] on your keyboard to copy the link.

Step Action

14. Navigate back to the 'Link' dialog box of the 'Posting Information' page.

Click in the URL field.

15. Press [Ctrl+V] on your keyboard to paste the link.

16. After pasting the shareable link, set-up how the window will display.

Click the Target tab.

17. Click the Target list.


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Step Action

18. Click the <popup window> list item.

This setting will cause the window to popup in the browser.


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Step Action


20. The link has now been attached to the text.

When users click this link on the actual job posting, it will take them to the Google

document attached to the text.

21. Click the OK button to confirm the changes made to the posting.

22. End of topic.

End of Procedure.


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Manage Job Openings

'Recruiting' provides many options for locating and editing job information. Once you access a job

opening, you can perform various tasks.

Recruiting home

The 'Recruiting home' page is a dashboard view of important data from your job openings with

areas on the page such as:

My alerts - enables you take action such 'complete hire' and un-posting expired 'online

offers'.

Browse job openings - browse the collection of jobs you have access to or have a

relationship with as a recruiter.

My job openings - access the 'open status' jobs you have access to or have a relationship

with as a secondary recruiter.

My applicant lists - enables you to send correspondence, download resumes or access the

application of the candidate (for all applicants on jobs you have a relationship with as a secondary recruiter).

The 'Recruiting home' displays data based on your relationship with the job as a recruiter or secondary recruiter:

All jobs - these are jobs where you are either assigned, associated with or have created.

Jobs assigned to me - these are jobs where you are set as the primary recruiter.

Job associated with me - these are jobs where you are set as secondary recruiter.

Created by me - these are jobs that you have created, and possibly assigned another recruiter as primary.

The personalization option on the recruiting home page should be set to display 'all jobs' so that

you can view jobs where you are set as the primary or secondary recruiter.

Procedure This topic demonstrates how to navigate through the 'Recruiting Home' page.

Step Action

1. Navigate to the 'Recruiting Home' page.



3. Click the Recruiting Home menu.


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Step Action

4. The 'Recruiting Home' page displays various pagelets that provide a dashboard view

of recruiting activities. The pagelets in the dashboard differ with user roles. In this

example, the dashboard of a recruiter is displayed.

5. The 'Browse Job Openings' pagelet lets you perform quick keyword searches (job

opening title) for job openings.

6. The 'My Alerts' pagelet provides links to more detailed information about each alert.

Each alert label includes both the number and type of alerts. Selecting the alert label

opens a page that lists the individual instances for the alert.

7. The 'My Job Openings' pagelet displays information about your job openings. These

are jobs that you as the recruiter have a relationship with, either as a recruiter, hiring

manager or interested party.

8. Use the 'My Job Categories' page to assign a colour coded category to a job opening.

These are personal categories that you (as a recruiter) define.

9. The 'Hiring Manager' column displays either the job opening’s primary hiring manager

or primary recruiter.

10. For job openings in an open status, the 'Days Open' column displays the number of

days since the job opening’s earliest posting date.

11. The 'No Action Taken' column displays the number of applicants in the applied

disposition.

12. The 'Total Applicants' column displays the total number of applicants that have

applied for the job.

13. The 'My Applicants' pagelet displays active applicant lists on your jobs. These

applicants are attached to jobs that you as a recruiter have a relationship with, either

as a recruiter, hiring manager or interested party.

14. The 'Phone' and 'Email' fields display the applicant’s primary phone number and email

icon. You are able to send an email from this page by using the email icon.

15. The 'Jobs Applied' field displays the number of jobs for which the person has

applications.

16. The 'Last Job Applied To' field displays the job opening ID and title for the person's

most recent application.

17. The 'Application' field displays the manage application icon to access the 'Manage

Application' page where you perform recruiting activities for a single job application.

18. Pagelets can be personalized to display more data depending on your relationship

with the job.

19. Click the Pagelet Settings button.

20. Click the Personalize link.


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Step Action

21. Select the filter options that determine which jobs are displayed on recruiting home.

Click the Display list.

22. Based on your relationship with the job as recruiter, secondary recruiter, choose an

option:

All jobs - these are jobs where you are either assigned, associated with or have

created.

Jobs assigned to me- these are jobs where you are set as the primary recruiter.

Job associated with me - these are jobs where you are set as secondary recruiter.

Created by me - these are jobs that you have created, and possibly assigned

another recruiter as primary.


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Step Action

23. Click the Jobs Assigned to me list item.


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Step Action

24. Click the Status list.

25. By default the 'status' is set to display all open jobs.

Step Action

26. Click the 010 Open list item.


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Step Action

27. Click the Created Within list.


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Step Action

28. Set a filter option to display different data.

Click the 070 - Last Year list item.

Step Action

29. Click the Save button.

30. End of topic.

End of Procedure.


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Edit job opening/postings

Job postings are the 'job advertisements' that you create and publish to recruit qualified applicants.

These postings can be in a draft or an open status. You can update any data on your job posting in its draft or open status by:

Changing the start and end date

Increasing or reducing the target openings

Modifying the job posting title

Updating the responsibilities section of the posting or the 'remove date' to extend the posting

You can control the visibility of your job posting by entering or changing:

A posting date to determine when the job posting should become available for applicants to

view, or

A remove date to determine when the job posting will no longer be available for applicants to view

Restrictions are in place to control who can update the job opening data:

Only the creator or an assigned recruiter of the job opening can update information if the

status of the job opening is Draft or Open

and

Changes made to the job posting with a status of Closed/Filled do not have any effect of

your job posting. You will need to recreate a new job opening and posting to fill a new position.

Procedure This topic demonstrates how to edit a job opening to increase the number of target openings.

Step Action

1. Navigate to the 'Search Job Openings' menu.




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Step Action

3. Click the Search Job Openings menu.

4. The 'Search Job Openings' page allows for search queries to be entered to find a job

opening. Search for a Job Opening ID to view it.


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Step Action

5. To modify your search results, click the Status list item.

6. Click the Blank list item.


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Step Action

7. Click in the Job Opening ID field.

8. Enter the desired information into the Job Opening ID field. Enter "314720".


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Step Action

9. Click the Search button.

10. Click the Job Opening link.

11. The 'Applicants' tab will show you all applicants who have applied for the position.

12. The 'Applicant Search' tab allows you to search and link applicants to the job opening

using the various options available.

13. The 'Applicant Screening' tab allows recruiters to set and review minimum

requirements that each applicant must meet before they are considered for the

position (for example, their legal work status in Canada).

14. The 'Activity & Attachments' tab displays summary information about the job opening,

including the job history.


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Step Action

15. Click the Details tab.

16. The 'Details' tab will contain all the information that was entered (when the job was

initially created). You may edit and save any data on the opening as needed.

17. Increase the amount of target openings if you want to increase the amount of

available jobs or any other field that needs to change.


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Step Action

18. In this example, increase the number openings in the Target Openings field.

Enter "7".


20. End of topic.

End of Procedure.


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Close a job opening

Procedure This topic demonstrates how to close a job opening.

Step Action

1. Navigate to the 'Search Job Openings' menu.




Step Action



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Step Action

5. Click a Job Opening link in the 'open' status list.

Step Action

6. Click the Details tab.


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Step Action

7. Click the Status Code list.


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Step Action

8. Click the 110 Filled/Closed list item.

Step Action


10. Changes made to the job posting with a status of 'Closed/Filled' do not have any

effect of your job posting. You will need to recreate a new job opening and posting to

fill a new position.

11. End of topic.

End of Procedure.


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Search job openings

You can search for job openings based on a variety of criteria, including:

The job opening ID and job status

How recently activity has occurred in the job opening

Manager, or recruiter Job title

Procedure This topic demonstrates how to search for openings using the 'Search Job Openings' page.

Step Action

1. Navigate to the 'Search Job Openings' page.




4. Use the 'Search Job Openings' page to search for job openings that meet the criteria

you specify.

5. Searching by 'Job Opening ID' is the most efficient way to access the record for a

specific job opening ID that you know.

Also, choose the 'blank' list item in the status drop-down list to search across all

statuses.

6. The 'Hiring Manager', 'Recruiter', and 'Created By' fields enable you to search for jobs

based on the members of their hiring teams.

Other search fields include 'Business Unit', and 'Department'.


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Step Action

7. Use the 'Find Job Openings' page to locate a specific job opening.

Click the Look up Job Opening ID (Alt+5) button.



10. The 'Search Results' grid displays summary information about the job openings that

meet your criteria. Clicking the 'Job Opening' link opens the 'Job Opening' page,

where you manage the job opening and its applicants.


12. The 'Applicants' tab (previously known as 'Manage Applicants') allows recruiters to

perform various recruiting actions such as 'Prepare Job Offer' by using the 'Other

Actions' link or clicking the applicant link to update data.

13. End of topic.

End of Procedure.


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Search for job postings

Two search pages are available to help you find open job postings where job posting titles or

descriptions match the criteria that you entered:

'Basic Search' page uses full text search in the job posting title and the posting text

'Advanced Keyword Search' page uses the combination of job template type, subject, catalogue and/or time criteria

Procedure This topic demonstrates how to use 'Quick' and 'Advanced' searching.

Step Action

1. Navigate to the 'Search Job Postings' page.



3. Click the Postings menu.

4. Click the Search Job Postings menu.

5. Use the 'Quick Search' tab to search for job postings based on search keywords and

how recently the posting occurred.


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Step Action

6. Enter the desired information into the Search For field. Enter "assistant".

7. If needed, narrow your search by specifying a time frame.

Click the Posted Within list.


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Step Action

8. Click the Last Three Months list item.


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Step Action


10. The 'Search Results' grid shows all job postings that meet your criteria.

11. An active 'Job Posting Title' enables you to view the complete job description.

Click the Job Posting Title link.

Step Action

12. When you have reviewed the job description, click the Job Posting List link to go

back to the previous page.


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Step Action

13. Click the Advanced Search tab to search for postings with more keyword and field-

specific criteria.

14. Click the Clear button.

15. You can perform searches by 'Job Family' and how recent the posting occurred with

the 'Job Family' and 'Posted Within' options.

Click the Job Family list.


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Step Action

16. Click the Exam Invigilators list item.


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Step Action


18. Your new search results appear. Click the Job Posting Title link to view the posting

details.

19. End of topic.

End of Procedure.


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Browse job openings

Browsing for job openings enables you to view lists of jobs that are filtered based on certain

criteria. You can filter based on your relationship to the job, by viewing only:

Job openings that you created

Job openings that are assigned to you (that is, you are the primary recruiter)

Job openings that are associated with you (that is, you are the creator or you are a hiring

manager or interested party)

You can also filter by the status of the job opening and by how recently activity has occurred on

your job opening.

Procedure This topic demonstrates how to browse job openings.

Step Action

1. Navigate to the 'Browse Job Openings' page.



3. Click the Browse Job Openings menu.

4. The 'Browse Job Openings' page lists jobs based your relationship to the job opening,

the status of the job opening, and how recent activity has occurred in the job

opening.


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Step Action

5. Click the Search Job Openings link.

6. The 'Search Criteria' helps filter jobs based on your relationship to the job opening.

By default, the 'Status' field is set to 'Open'.

In this example, we will set filters for 'Most Recent Activity' and 'My Association'.


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Step Action

7. Click the Most Recent Activity list.


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Step Action

8. Click the Active within Last Month list item.

Step Action

9. Click the My Association list.


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Step Action

10. Click the Jobs Created by me list item.


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Step Action

11. When you've finished with filtering the criteria, click the Search button.

12. Displayed here are the job openings that are 'Open' (created by you) and active

within the last month.

13. To view your 'Drafts', click the Browse Job Openings link.

Step Action

14. Click the 005 Draft (28) tree item.

Note: As a shortcut, you can select multiples of any links listed under the 'Filter by'

tree to filter job openings to your business needs.

15. All your drafts are now displayed. Notice that the 'Draft' filter is set at the top of the

page.

16. End of topic.

End of Procedure.


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Add a secondary recruiter

When you create a job opening, you are designated as the primary recruiter on the job opening

who receives all notifications about applicants. During the recruitment process however, you can

add other employees as 'secondary recruiters' if several people typically work together to process applicants. Note: Only the primary recruiter receives notifications about applicants.

Procedure This topic demonstrates how to add a secondary recruiter to a job opening.

Step Action

1. Navigate to an open status job. Click the Details tab.

Step Action

2. Click the Hiring Team link.


to allow them to edit your job postings and manage applicants. Note: Only primary

recruiters receive notifications about applicant status for this posting. Other recruiters

will be able modify the posting.


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Step Action

4. Click the Add Recruiter button.

5. Click the Look up Recruiter ID (Alt+5) button.

6. End of topic.

End of Procedure.


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Add a hiring manager & interested party

When you create a job opening, you add a primary hiring manager who is the employee's

manager/supervisor. During the recruitment process however, you can add other employees as

'interested parties' if groups of people typically work together on your job openings to view applications.

Procedure This topic demonstrates how to add a hiring manager and interested parties to a job opening.

Step Action

1. Navigate to an open status job. Click the Details tab.

Step Action

2. Click the Hiring Team link.

3. Use the hiring manager field to select the employee's manager/supervisor on the job

offer and employee's contract.

Click the Add Hiring Manager button.


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Step Action


5. Enter the name and then click the Look Up button.

6. Click the Name link.

7. Primary hiring managers have access to 'view' the job opening and its applicants.


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Step Action

8. Use the 'Interested Party' field to select employees who will participate in the

recruitment process.

Click the Add Interested Party button.


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Step Action


10. Enter the name and then click the Look Up button.

11. Click the Name link.

12. Interested party members will have access to 'view' the job opening and its

applicants.


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Step Action


14. End of topic.

End of Procedure.


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Manage Applicants & Applications

Managing applicants involves viewing applicant activity for each candidate to determine how many

jobs, contracts hours have been accepted for a semester, and the disposition of each application.

Unit 3 application summary

The 'Unit 3 Application Summary' page provides detail and summary totals about the total contract

hours that a CUPE 3 applicant (teaching assistants and graduate assistants) has accepted during

the academic year. This information is used to determine if the applicant (teaching assistants and

graduate assistants) has exceeded the maximum hours allowed under the collective agreement.

The current CUPE 3 collective agreement outlines the maximum hours that teaching assistants and graduate assistants can work:

An average of 10 hours per week over the three terms of the academic year to a maximum

of 130 hours per term or 390 hours per academic year.

More than the allotted 130 hours per term provided that he/she doesn't exceed the allotted 390 hours in the academic year.

The application summary page data is available to primary/secondary recruiters.

Procedure This topic demonstrates how to search an academic year and term to determine the total contract

hours for an applicant.

Step Action

1. Navigate to the 'Unit 3 Application Summary' menu.



3. Click the Unit 3 Application Summary menu.


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Step Action

4. Select the search criteria for the academic year and term.




7. Click the Fall list item.

8. The 'Search My Applicants' option limits search results to only those applicants who

are attached to job openings where you are the recruiter, hiring manager or

interested party.

9. Enter the full or partial name information into the Last Name field. Enter "doe".

10. If known, enter the applicant ID and/or select the 'display reject disposition' to

include applications with this disposition.



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Step Action

12. Click the Applicant ID link.

13. The summary page displays details for LAB, TA and GA contracts across all

departments. INV contract details are excluded.

14. The total hours for the academic term includes: pending approval, approved and

accepted contracts. Contract hours for declined, rejected or denied contracts are

excluded.

15. The total hours for the academic year includes: pending approval, approved and

accepted contracts for all semesters.

16. You can access job opening IDs where you are the recruiter, hiring manager or

interested party.

17. Click the Return to Search button.

18. Select another semester to view other contracts hours for the academic year.

Click the Term list.



21. Click the Applicant ID link.

22. Click the Return to Search button.

23. Select another semester to view other contract hours for the academic year.

Click the Term list.

24. Click the Spring/Summer list item.


26. The search will not return results if no applications exist for applicant in the selected

academic term.

27. End of topic.

End of Procedure.


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Link applicants to job openings

You might decide to reserve the job opening for certain candidates or add an applicant to the job

without the applicant applying. In this case, you will create a job opening, define the

responsibilities section of the posting but will not specify the posting dates for the internal and

external career pages. This action enables you to link the most qualified applicant to an "open

status" job.

For CUPE 3 applicants, ensure you search applicants on jobs, using the unit 3 application summary

to decide if the candidate is eligible to hold another contract for the academic year without exceeding the total contract hours as set out in the collective agreement.

Note: Applicants must submit a general application to create an active profile to be added to the

applicant pool. To do this, applicants must use the 'Apply without Selecting a Job' option to enable

you to find them in the applicant pool using the "Applicant Search" tab in the job opening. There

are multiple ways to link an applicant directly to the job opening. This topic discusses two ways to complete this task.

Procedure This topic demonstrates how to link applicants to job openings.

Step Action

1. Navigate to the 'Recruiting' menu.



3. Decision: There are two ways to link an applicant to a job. Choose a method listed

below:

Job Opening method

Go to step 4

Search Applicants method

Go to step 24


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Step Action


5. The 'Search Job Openings' page allows for search queries to be entered to find a job

opening. Search for a Job Opening ID to view it.


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Step Action



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Step Action


Step Action

8. Click the Applicant Search tab.

9. You have several options to link an applicant. Use the applicant's last name to

perform the search (or other information if known).


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Step Action

10. Uncheck this option to enable you to search through all available applicants.

Click the Search My Applicants option.

11. Enter the desired information into the Last Name field. Enter "Burr".

12. Change the applicant status to 'blank' to search all applicant statuses.

Click the Applicant Status list.


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Step Action

13. Click the Blank list item.


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Step Action


15. You will be presented with all the relevant results to your query.

16. Click the Actions link.

17. Click the Link Applicant to Job menu.

18. Click the Link button.


20. Message confirms that the link was successful.

Click the OK button.

21. Click the Applicants link.

22. The disposition is updated to 'Linked'. A notification will be sent to the applicant about

the application being submitted on their behalf.

The applicant must complete the questionnaire and accept the job offer you prepare.

23. End of topic.

End of Procedure. Remaining steps apply to other paths.


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Step Action

24. Click the Search Applicants menu.

25. You have several options to link an applicant. Use the applicant's first and last name

to perform the search (or other information if known).


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Step Action

26. Uncheck this option to enable to you to search through all available applicants.

Click the Search My Applicants option.

27. Enter the desired information into the First Name field. Enter "Shilo".

28. Enter the desired information into the Last Name field. Enter "Ramoul".

29. Click the Applicant Status list.


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Step Action

30. Click the Blank list item to search all applicant statuses.


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Step Action


32. Review the applicant's dispositions for each job to determine if this applicant is

eligible to accept another offer.

33. Click the Actions link.

Step Action

34. Click the Link Applicant to Job menu.


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Step Action

35. Now you will be required to link the applicant with the job opening ID.

Click the Look up Job Opening ID (Alt+5) button.


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Step Action

36. Click the Job Opening ID link.

Step Action

37. Click the Link button.


39. A message will confirm that the link was successful.

Click the OK button.

40. End of topic.

End of Procedure.


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Search applicants

The 'Search Applicants' page enables you to perform a search to find applicants that meet field-

specific criteria that you enter.

Procedure This topic demonstrates how to search for applicants.

Step Action

1. Navigate to the 'Search Applicants' page.



3. Click the Search Applicants menu.

4. Use the 'Search Applicants' page to search for applicants using any of the three

search options.

5. The 'Search My Applicants' option limits your results to applicants who are attached to

job openings for which you are the recruiter or hiring manager.

6. The 'Search My Applicants' option limits your search results to applicants who are

attached to job openings for which you are the recruiter. Uncheck this option to view

all applicants in the system.


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Step Action

7. Uncheck the Search My Applicants option.

8. Enter the desired information into the Last Name field. Enter "burr".

9. By default, the 'Applicant Status' field is set to search only for active applicants.

Change this option to 'blank' to view applicants with any status.

Click the Applicant Status list.


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Step Action

10. Click the blank list item.


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Step Action


12. The 'Search Results' grid appears and displays information of each applicant.

The 'Jobs Applied' field displays the number of jobs that the applicant has applied for.

The count does not include any applications in draft status such as un-submitted

applications.

Use the 'Actions' drop-down list to display a menu of actions that you can perform for

the applicant shown in the row.

13. Select the applicant name to access the 'Manage Applicant' page.

Click the Applicant link.

14. Use the 'Manage Applicant' page to view and modify applicant data and also to take

various applicant-related actions.

Step Action

15. Click the Return link to go back to the previous page.


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Step Action

16. When you perform a search, the group box with the search criteria fields collapses. To

perform another search, you must first expand the group box.

Click the object.

17. First, click the Clear button to clear the previous search parameters and enter new

criteria for the next search.

18. End of topic.

End of Procedure.


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Browse applicants

The 'Browse Applicants' page enables you to view lists of applicants based on several filter criteria

from this search menu or from recruiting home.

Click the Try It! button to start the tutorial.

Procedure This topic demonstrates how to browse for applicants.

Step Action

1. Navigate to the 'Browse Applicants' menu.



3. Click the Browse Applicants menu.

4. Use the 'Browse Applicants' page to view lists of jobs based on several filter criteria

that is displayed on the left side of the page.

5. Use the 'Search Applicants' link to access a page where you can perform more specific

person searches.

6. End of topic.

End of Procedure.


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Prepare Job Offers & Revise Offers

Job offers formalize the terms and responsibilities being offered to an applicant who you want to

hire. Once you perform the 'Prepare Job Offer' action on the applicant, details of the offer are sent

to the approver of your department. Once approved, an offer letter (the contract) is sent to the

applicant and a copy is sent to the recruiter. The offer must be accepted by the expiry date before you complete the hire process. Use the 'Prepare Job Offer' page to:

Review, update and modify data such as the time reporter type, job code and hiring

manager

Change or update the start or end date of the contract

Update the grade, step and total contract hours Unpost and add revised offers

There are multiple ways to take action and prepare or unpost a job offer for a candidate. This topic explains each method.

Graduate Assistants

Depending on the applicant you may have to change the wage rate to ensure that the graduate

assistant enrolled in a Ph.D. program is offered the correct pay rate. Wage rates for assistantships

(http://www.ryerson.ca/hr/employee-resources/index.html) and priority of appointments are

defined by the collective agreements and can be found on the HR web site.

Procedure This topic demonstrates how to prepare a job offer for a graduate assistant with a Ph.D.

Step Action






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Step Action



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Step Action



Step Action


7. The applicants who have applied for the position will be assigned a 'Type' as either

'Employee' or 'External'.

8. The 'Disposition' indicates the current stage of the applicant in the hiring process.


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Step Action

9. Review the applicant's resume and application. Once complete, select the applicant to

prepare an offer.

Click the Other Actions menu.

10. Click the Recruiting Actions menu.

11. Click the Prepare Job Offer menu.

12. The 'Offer Details' section displays information about the job offer.

You will need to complete final details before making an offer.

13. The 'Offer Date' is defined as the day you created the offer. Do not change this date.

14. The 'Start Date' is the start date of the job if the offer is accepted. This date is copied

into the job offer. Update this field if needed.

15. The 'Offer Expiration Date' is when the offer becomes invalid. This defaults to five

days after the offer date. Update this field (if needed) to suit your business

requirements.

If the applicant fails to accept the offer by the due date, the offer will expire. You will

need to re-submit a new offer to the approver.


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Step Action

16. By default, the current wage rate is copied to the job offer. If this job offer is for an

applicant who is enrolled in a Ph.D program, the individual will paid the Ph.D rate.

The 'Grade' must be changed to update the pay rate on the offer.

Step Action

17. Select the 'Reported Time Type'. This determines if the employee will either submit

payable time for the hours worked ('Positive Hours'), or if the employee will be

automatically paid on each pay day ('Avg Hrs by Day').

Click the Reporting Type for Contract list.


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Step Action

18. Click the Positive Hours list item.

19. By default, the 'Grade' and 'Step' is already set for 'Graduate Assistant' appointments.

If these need to be changed, click the 'Look up Grade (Alt+5)' and 'Look up Step

(Alt+5)' buttons.

20. 'Estimated Contract Amount' & 'Estimated Cost with Burden' will change with the

grade that is selected.

21. 'Chartfields' must be completed and 'Distrb %' must always be defined as 100%.

Change the details as required and add additional rows if the payroll cost is being split

among two cost centers.


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Step Action

22. Click the Submit for Approval link to complete the job offer.


24. Click the Approvals tab.

25. To view the approvers, click the Multiple Approvers link.


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Step Action

26. Click the Close button.


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Step Action

27. Enter comments for the approver as needed.

Enter the desired information into the Comments Text field. Enter "Applicant has

Ph.D".

28. Click the Submit button.


30. Your offer has been submitted to the designated approver. The status indicates that

the transaction is 'Pending Approval'.

An email notification will be sent to the approver daily until all outstanding approvals

have been processed. If the offer is not approved by the offer expiration date, a new

offer will need to be created and submitted to the approver.

You will receive an email with a copy of the offer once the job offer is

approved.

31. End of topic.

End of Procedure.


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Teaching Assistants

Depending on the applicant's university enrollment, wage rates will vary between applicants:

'Teaching Assistant Category 1': Undergraduate (enrolled in 4th year) or Non-Ryerson

student 'Teaching Assistant Category 2': Non-course related and lab monitor appointments

Wage rates for assistantships (http://www.ryerson.ca/hr/employee-resources/index.html) are defined by the collective agreements and can be found on the HR web site.

Procedure This topic demonstrates how to prepare a job offer for a teaching assistant.

Step Action






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Step Action


Step Action

4. From the job openings list, select the job that you would like to edit.

Enter the desired information into the Job Opening ID field. Enter "314810".



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Step Action






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Step Action


prepare an offer.

Click the Other Actions link.










requirements.




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Step Action






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Step Action


18. By default, the 'Grade' and 'Step' is already set for 'Graduate Assistant' appointments.

If these need to be changed, click the 'Look up Grade (Alt+5)' and 'Look up Step

(Alt+5)' buttons.







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Step Action






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Step Action



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Step Action

26. Enter comments for the approver as needed into the Comments Text field.

Enter "Not currently a student".









approved.

30. End of topic.

End of Procedure.


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Exam Invigilator

Depending on the applicant, you may have to change the wage rate to ensure that 'Grand

Parented' invigilators are paid the rate of correct rate of pay. Wage rates for assistantships

(http://www.ryerson.ca/hr/employee-resources/index.html) and priority of appointments are defined by the collective agreements and can be found on the HR web site.

Procedure This topic demonstrates how to prepare a job offer for an Exam Invigilator.

Step Action

1. Navigate to the 'Recruiting Home' page.



Step Action




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Step Action

4. From the job openings list, select the job that you would like to edit.




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Step Action






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Step Action


prepare an offer.











requirements.




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Step Action






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Step Action








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Step Action






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Step Action



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Step Action


Enter "grand parented pay rate".









approved.

29. End of topic.

End of Procedure.


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Lab Monitors

Wage rates for assistantships (http://www.ryerson.ca/hr/employee-resources/index.html) are

defined by the collective agreements and can be found on the HR web site.

Procedure This topic demonstrates how to prepare a job offer for a lab monitor.

Step Action




Step Action




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Step Action



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Step Action


6. Press the left mouse button on the Job Opening link.




Step Action


prepare an offer.








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Step Action





requirements.



Step Action






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Step Action



grade that is inputted.





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Step Action






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Step Action



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Step Action


Enter "Please Approve Applicant".









approved.

29. End of topic.

End of Procedure.


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Full Sessional Contract Lecturer

Job offers formalize appointment details and terms being offered to the applicant you are hiring.

Once you complete the 'Prepare Job Offer' process, details of the CUPE 1 offer (including contract

amount and semester hours) are sent to the approver of your department.

Once approved, an offer letter (with contract details) is sent to the applicant, and a copy is sent to

the recruiter. The offer must be accepted by the specified 'Offer Expiration Date' before you start

the 'Complete Hire' process.

For full sessional contract lecturers, use the 'Prepare Job Offer' page to:

Review and modify data such as job code, offer amount, and hours

Add course development work/additional offer letter details Unpost and add revised offers

A multi-year/term addendum must also be included (where applicable) with the job offer for full

sessional contract lecturers. The addendum is a formal letter that notifies the candidate of continuous appointment for multiple academic terms, along with the following information:

Workload and semester hours

Appointment dates and terms Important information about to the collective agreement


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Reference Chart

Use the reference chart below for information on job codes, hours, and dates used in contract

lecturer job offers:

Full Sessional

Contract Lecturer

Full Sessional

Overload

Job Code C1FS C1OVLD

Hours

15.00 hours 1.00 to 18.00 hours

*Start & End Dates - Fall Aug 16 to Jan 15 Aug 16 to Jan 15

*Start & End Dates - Winter

Dec 16 to Jun 15 Dec 16 to Jun 15

Post Fall Consecutive

Term Dates

Jan 16 - June 15 Jan 16 - June 15

*Start & End Dates - Summer

May 1 to Aug 31 May 1 to Aug 31

Posted? (Internal/External)

Yes/No No

Posting

Deadline Dates

Fall: May 15

Winter: Nov 1

Spring: Mar 1

N/A


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Procedure This topic demonstrates how to prepare a job offer for a full sessional contract lecturer.

Step Action




Step Action



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Step Action




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Step Action

6. Click the Job Openings link.





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Step Action

9. Review the applicant's resume and application. When you are done, prepare a job

offer for them.






13. The 'Offer Date' is the day you created the offer. It automatically defaults to the

current system date.

14. The 'Start Date' is the start date of the job, if the offer is accepted. This date is copied


15. The 'End Date' is the date that the job will be terminated. Update this field if needed.


days after the offer date. Update this field, if needed.




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Step Action

17. In this example, we will change the 'Job Code' to 'C1FS'.

Click the Look up Job Code (Alt+5) button.

18. Click the C1FS link.

19. The 'Hours' must represent the total semester hours of teaching. The job code for the

type of contract lecturer determines the range of hours allowed for each type of hire.

20. Salary calculations are determined by the salaries defined by the collective

agreements (http://www.ryerson.ca/hr/collective-agreements/) for each academic

year. Refer to the CUPE 1 collective agreements for more information.

21. In this example, enter a contract amount of "31666.65" into the Offer

Amount field.

22. Click the Edit Chartfields button.











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Step Action

24. When you have finished entering a cost center, click the Ok button.

25. Verify the 'Estimated Contract Amount' and 'Estimated Cost with Burden' for this

offer. This includes 4% vacation pay. This amount will be encumbered for budgeting

purposes.


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Step Action


27. The 'Additional Offer Letter Details' is copied to the offer letter. Ensure template text

for contract lecturers who carry out course development work is included.

Depending on your business processes, the text can be included in the offer letter or

given to the contract lecturer in a separate letter.

28. Next, we will add the multi-year addendum (notice of continuing appointments) to the

applicant's job offer.

The job offer must first be saved as a draft. Click the Save as Draft link.


30. Click the Edit Offer link.

31. Click the Add Applicant Attachment button.

32. Click the Browse button.


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Step Action

33. Click the Multi-Year Addendum list item.

34. Click the Open button.


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Step Action

35. Click the Upload button.

36. Enter a description for the attachment.

Enter "Multi-Year Addendum" into the Description field.

37. Click the Submit for Approval link.


39. The job offer has been sent to the Approver, and an offer letter has been generated.

Click the Offer letter link to view the details.

40. The offer letter contains all the information from the 'Prepare Job Offer' page,

including start and end dates, total expected hours of work, contract amount, and

more.


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Step Action

41. When you are finished viewing the letter, click the Close Tab (Ctrl+W) button.

42. To view the list of Approvers for this job offer, click the Approvals tab.


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Step Action

43. Click the Multiple Approvers link.


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Step Action

44. When you are finished, click the Close button.

45. Your offer has been submitted to the designated approvers. The status indicates that






approved.

46. End of topic.

End of Procedure.


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Reduced Sessional Contract Lecturer

For reduced sessional contract lecturers, use the 'Prepare Job Offer' page to:



Reference Chart

Use the reference chart below for information on job codes, hours and dates used in contract


Reduced Sessional Contract

Lecturer

Job Code

C1RSD

Hours

9.00 to 15.00 hours

*Start & End Dates - Fall

Aug 16 to Jan 15


Dec 16 to May 15

Post Fall Consecutive Term Dates

Jan 16 - June 15


May 1 to Aug 31


Yes/No

Posting

Deadline Dates

Fall: May 15

Winter: Nov 1

Spring: Mar 1

*Contract Start Dates and End Dates can occur for any date range within the fall, winter or

summer dates for each job code.


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Procedure This topic demonstrates how to prepare a job offer for a reduced sessional contract lecturer.

Step Action




Step Action



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Step Action




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Step Action






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Step Action


offer for them.







current system date. Update this field if needed.









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Step Action

17. In this example, we will change the 'Job Code' to 'C1RSD'.


18. Click the C1RSD link.

19. The 'Hours' must represent the total semester hours of teaching. The job code for the

type of contract lecturer determines the range of hours allowed for each type of hire.





Amount field.












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Step Action

24. Click the Ok button.

25. Verify the 'Estimated Contract Amount' and 'Estimated Cost with Burden' for this

offer. This includes 4% vacation pay. This amount will be encumbered for budgeting

purposes.


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Step Action


27. The 'Additional Offer Letter Details' is copied to the offer letter. Ensure template text

for contract lecturers who carry out course development work is included.

Depending on your business processes, the text can be included in the offer letter or

given to the contract lecturer in a separate letter.

28. Click the Submit for Approval button.



Click the Offer Letter link to view the details.



more.


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Step Action



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Step Action



Step Action








approved.

37. End of topic.

End of Procedure.


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Part-Time Contract Lecturer

For part-time contract lecturers, use the 'Prepare Job Offer' page to:



Reference Chart

Use the reference chart below for information on job codes, hours and dates used in contract


Part-Time

Contract Lecturer

Part-Time

Contract Lecturer

Replacement

Job Code

C1PT C1PTRP

Hours

1.00 to < 9.00 hours 1.00 < 9.00 hours


Aug 23 to Dec 31 Aug 23 to Dec 31


Jan 1 to May 8 Jan 1 to May 8

Post Fall Consecutive term Dates

N/A N/A




Yes/No Flexible Dates

Posting

Deadline Dates

Fall: May 15

Winter: Nov 1

Spring: Mar 1

Flexible Dates




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Procedure This topic demonstrates how to prepare a job offer for a part-time contract lecturer.

Step Action




Step Action

3. Click the Search Job Opening menu.


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Step Action



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Step Action






Step Action


offer for them.





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Step Action




current system date. Update this field if needed.








17. In this example, the 'Job Code' remains 'C1PT' for a part-time contract lecturer.




Step Action

19. In this example, enter a contract amount of "6333.33" into the Offer Amount field.




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Step Action








Step Action

22. When you have finished entering a cost center, click the Ok button.



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Step Action


24. Press [Delete].

25. The additional offer letter details will be copied to the job offer. Ensure the text

correctly describes the work offered.




Click the Offer letter link to view the details.



more.


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Step Action



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Step Action

31. To view the list of Approvers for this job offer, click the Approvals tab.


Step Action








approved.

35. End of topic.

End of Procedure.


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Overload offers for full sessional

Overload job offers are created for full sessional contract lecturers who teach more than 15

teaching hours in a semester. Once an overload offer is approved, an offer letter (with contract

details) is sent to the applicant, and a copy is sent to the recruiter. The overloads must be accepted by the specified 'Offer Expiration Date' before you start the 'Complete Hire' process.

For overload contracts, use the 'Prepare Job Offer' page to:

Review and modify data such as job code, offer amount, and hours Unpost and add revised offers

Reference Chart

Use the reference chart below for information on job codes, hours, and dates used in contract lecturer job offers:

Full Sessional

Contract Lecturer

Full Sessional

Overload

Job Code

C1FS C1OVLD

Hours

15.00 hours 1.00 to 18.00 hours


Aug 16 to Jan 15 Aug 16 to Jan 15


Dec 16 to Jun 15 Dec 16 to Jun 15

Post Fall Consecutive

Term Dates

Jan 16 - Jun 15 Jan 16 - Jun 15




Yes/No No

Posting

Deadline Dates

Fall: May 15

Winter: Nov 1

Spring: Mar 1

N/A




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Procedure This topic demonstrates how to prepare a job offer for a full sessional overload contract lecturer.

Step Action

1. Create a non-posted job (reserved posting). For the posting title, enter course details

and include 'overload' in the title description.

Step Action

2. Link an applicant, and prepare a job offer.




5. Complete all the details for the overload contract. Ensure the contract start and end

dates align with full sessional posting dates for fall, winter or summer semesters.


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Step Action

6. Change the default 'Job Code' to 'C1OVLD'.


7. Click the C1OVLD link.

8. Overload calculations are defined by the collective agreements

(http://www.ryerson.ca/hr/collective-agreements/) for each academic year. Refer to

the CUPE 1 collective agreements for more information.


Amount field.

10. The 'Hours' must represent the total semester hours of teaching.

11. Enter the earnings distribution code and distribution %.

12. The 'Additional Offer Letter Details' is copied to the offer letter. Depending on your

business processes, enter the course details and description of the overload teaching

hours.

13. Click the Submit for Approval button.




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Step Action

15. To view approvers, click the Approvals tab.


Step Action








approved.

19. End of topic.

End of Procedure.


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Unpost & add revised offer

In some cases, you might need to withdraw an offer from the applicant profile to revise its details.

On the 'Manage Applicants' tab, the disposition field identifies the status of the applicant in the

recruitment cycle. For example, a disposition of 'Needs Aprv' indicates an offer is in the approver's

transaction queue. All active disposition links allow you to access the job offer page to revise the

offer details. Each disposition requires a different action, and listed below is a reference:

Disposition Recruiting Action

Applied Prepare Job Offer

Accepted Unpost/Add Revised Offer

Offer Unpost/Add Revised Offer

Denied Add Revised Offer

Declined Unpost/Add Revised Offer

Needs Aprv Approver must deny offer, then Add Revised Offer

Note: Recruiters must communicate with applicants prior to withdrawing an offer to ensure they

are aware the revised offer details. For example, a change in supervisor, start and end dates or any other change that affects the employee contract.

Procedure This topic demonstrates how to unpost and add a revised job offer.

Step Action






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Step Action


5. Change the 'Status' to either 'open', 'closed', or select blank status to retrieve all job

statuses.




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Step Action

8. To un-post an offer posted from the applicant account, click the Other Actions link.




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Step Action

11. Offers that have not expired must be un-posted before they can be edited and re-

submitted to the approver.

Click the Unpost link.

12. The 'Unpost' action withdraws the offer from the applicant account and the 'Add

Revised Offer' button becomes available.

It's possible to 'Unpost' the offer and then leave the status as 'un-posted' without

adding a revised offer. The offer will not be available to the applicant. Be aware that

you will not be able to use the 'Prepare Offer' action menu.

13. An email is sent to the applicant to notify them that the offer is withdrawn and to

contact the recruiter.

Click the Add Revised Offer link.

14. Change the details of the offer as needed. In this instance, change the offer

expiration date.


15. Click the Day link.


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Step Action



18. Click the Return link.

19. The revised offer is now re-submitted to the approver.

20. If you attempt to prepare a new offer with an existing offer (with either a 'Needs

Aprv', 'Accepted' or 'Offer' disposition), you will receive a message with instructions.

21. End of topic.

End of Procedure.


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Attach continuing appointment letter to a contract lecturer offer

CUPE 1 contract lecturers who have multi-term/continuing appointment agreements need an extra

document attached to each job offer for every term they teach. Contract lecturers should review

the offer letter with the notice of continuing appointments online, and must accept the offer online for each semester they teach.

Listed here is the process to follow for multi-term/continuing appointments for CUPE 1:

1. Prepare the multi-term/continuing appointment using the template document

(https://drive.google.com/open?id=0B9E_NxCi69hZUV9nMGZtNmFoZlU).

2. Compile the offer in recruiting, and save as draft to attach the multi-term/continuing

appointment letter. 3. Submit offer and continuing appointment letter for approval.

Procedure This topic demonstrates how to attach continuing appointment letters to CUPE 1 contract lecturer

offers.

https://drive.google.com/open?id=0B9E_NxCi69hZUV9nMGZtNmFoZlU


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Step Action

1. Before you prepare an offer for a contract lecturer who has a continuing appointment

agreement, create the letter using the template document

(https://drive.google.com/open?id=0B9E_NxCi69hZUV9nMGZtNmFoZlU).

'Link' the applicant to the job, then prepare the offer.

Click the Recruiting Actions menu.


3. Complete all the details on the 'Prepare Job Offer' page.

To attach a multi-term/continuing appointment document, click 'Save as Draft' first,

then attach the document.

Click the Save as Draft link.


5. Click the Edit Offer link.

https://drive.google.com/open?id=0B9E_NxCi69hZUV9nMGZtNmFoZlU


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Step Action

6. Click the Add Applicant Attachment button.

7. Find your continuing appointment document and then click the Upload button.

8. Enter a name for the document into the Description field. Enter "Appointment

Letter".

9. Click the Action Required option.

This option activates the 'Action Required' icon on the applicant account.



12. Once the offer is approved, the continuing appointment document will posted to the

applicant account for review with the offer letter.

All continuing appointment offers must be accepted online, and require this document

attached to the offer each term for the remainder of the continuing appointment

agreement.

13. End of topic.

End of Procedure.


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View hire transaction and download job offers

As a recruiter, hiring manager or interested party assigned to a job, you can view and print the hire

transaction and download the job offer from an open or closed status job opening.

Procedure This topic demonstrates how to view and download job offers.

Step Action

1. Navigate to the 'Search for Job Openings' menu.




Step Action

4. Enter the job number into the Job Opening ID field. Enter "326529".


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Step Action

5. The default job opening status is 'open', change this status 'closed' to view other jobs.



Step Action

8. Select the applicant with a disposition of 'Offer', 'Offer Accepted', 'Denied' or 'Hired'.

Click the Application button.


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Step Action

9. Click the Offer tab.

10. The 'Manage Application' page displays details of the hire transaction. Use your

browser to print the details.

To download or print the offer, click the Offer Letter link.

11. Use the Print button or Save icon.

12. The printer options may differ depending on the type of printer and browser you use.

13. End of topic.

End of Procedure.


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Complete Hiring

After the candidate has accepted the offer, the final step in the recruiting process is to update the

SIN and date of birth information required by law. Then, the 'Complete Hire' action transfers the data and creates the employee record.

Recruiter responsibilities

Transaction Processing Deadlines:

Recruiters cannot create job openings and postings and prepare offer for past dates. Applicants are

required to be presented (and accept) a valid electronic offer prior to the start date of the

position. Recruiters, hiring managers, administrators, and approvers share responsibility for

ensuring applicant offers are reviewed and approved on time. This includes completing, processing

and approving hiring documentation and changes that affect an applicant's pay and department

budget encumbrance. A list of dates (for the pay period covered by those dates and the deadlines

for processing (http://www.ryerson.ca/hr/manager-resources/pay-schedules-deadlines/index.html)

recruiting transactions) can be found on the payroll page (http://www.ryerson.ca/hr/manager-resources/pay-schedules-deadlines/index.html) on the HR web site.

SIN and Date of Birth Information:

As a recruiter, you must be aware of your responsibilities when hiring candidates. Included below is

an excerpt from the Government of Canada's

(http://www.servicecanada.gc.ca/eng/about/reports/sin/cop/section3.shtml) web site:

"Employers must see the employee's SIN card and record the Social Insurance Number within

three (3) days of hiring so they can provide him or her with Records of Employment and various

year-end reporting slips such as the T4 for income tax purposes. Employers also use SINs to record

and forward employee payroll deductions for income tax, the Employment Insurance (EI) program,

Canada Pension Plan (CPP)."

Key responsibilities for employers are included and explained in full on the web site (http://www.servicecanada.gc.ca/eng/about/reports/sin/cop/section3.shtml).

Social insurance numbers (SINs) that begin with a "9" are issued to temporary workers who are

neither Canadian citizens nor permanent residents. These SINs are temporary and valid only until

the expiry date printed on the front of the card. Employees and returning employees must provide

an updated SIN and expiry date prior to the recruiter completing the hire. SINs for Canadian citizens and permanent residents do not have expiry dates.

Enter date of birth and SIN number

The 'Eligibility' and 'Identity' section of the 'Applicant Data' tab is used to record date of birth and

SIN information that is required to complete the hire transaction.

Click the Try It! button to start the tutorial.

Procedure This topic demonstrates how to enter date of birth and SIN numbers.

http://www.ryerson.ca/hr/manager-resources/pay-schedules-deadlines/index.html



http://www.servicecanada.gc.ca/eng/about/reports/sin/cop/section3.shtml

http://www.servicecanada.gc.ca/eng/about/reports/sin/cop/section3.shtml


Guide for Users

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Step Action


Click the Main Menu object.


Step Action



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224

Step Action

4. Locate the job opening for which you are entering eligibility and identity information,

and click the job opening name.




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225

Step Action


7. The 'Applicants' tab displays each applicant's current disposition on the job opening.


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226

Step Action

8. Click the Applicant Name link.


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227

Step Action

9. Click the Applicant Data tab.

10. Use the 'Personal Information' link to view personal information and employee

number.

11. Use the 'Eligibility & Identity' link to enter date of birth and SIN information.

Click the Eligibility & Identity link.

12. Enter the date of birth or use the calendar icon to choose the date.

13. Use the national identification section to enter the applicant's SIN.

Click the Edit button.

Step Action

14. Enter the SIN into the National ID field. In this example, enter "435-580-979".


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Step Action

15. Social insurance numbers (SINs) that begin with a "9" are issued to temporary

workers who are neither Canadian citizens nor permanent residents. These SINs are

temporary and valid only until the expiry date printed on the front of the card.

SINs for Canadian citizens and permanent residents do not have expiry dates.


Step Action


18. End of topic.

End of Procedure.


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229

Complete a hire

The 'Applicants' tab is used to perform the 'Complete Hire' action. This action transfers the

applicant data to eHR and creates an employee record if none exists or adds an additional record to

an existing employee record. This action also 'Closes' the position if the target openings has been

reached. You can review the disposition of your applicants on the 'Applicants' tab. The disposition

type indicates current stage of the applicant in the recruiting process. Listed here are the common types:

'Accepted' - Applicant has accepted a job offer, and you can complete the hire

'Hold' - Applicant may be rejected because a candidate has accepted the last offer available

from the target openings of the position

'Sent to HR' - Applicant is ready for hire into eHR but you may still withdraw the hire if

required

'Hired' - Applicant has been hired in eHR. Process further changes through the eAppoint job change menu

Procedure This topic demonstrates how to 'Complete Hire' for an applicant.

Step Action





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230

Step Action

3. Click the Search Job Openings link.


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Step Action


Step Action




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Step Action

7. Click the Other Actions link.


9. Click the Complete Hire menu.


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Step Action

10. Click the Next button.

11. Recruiting performs a search for existing employees to check if an employee record

exists for the person. You may be presented with a match with an existing record. If

so, select the correct person or select the 'No Matches' button.

If you have not entered the applicant's SIN or date of birth information, you will be

prompted to enter this information.


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Step Action

12. In this instance, there is a matching record in eHR.

Click the Select button.


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Step Action


14. Notice the applicant's disposition is updated to 'Sent to HR'. The applicant will be

processed into eHR at the end of each day and this disposition will change to 'Hired'

once the employee record is created.

Please consult the pay deadline schedule (http://www.ryerson.ca/hr/manager-

resources/pay-schedules-deadlines/index.html) for more information about Recruiting

deadlines.

15. If the disposition is 'Sent to HR', you still have the opportunity to use the 'Withdraw

from Hire' action, if needed. This will allow you to generate a new offer for another

applicant.

Once the disposition is set to 'Hired', use eAppoint to process any further changes.

16. Once the applicant is processed into eHR at the end of each day, the disposition

changes to 'Hired' and an employee record is created.

All other applicant dispositions are updated to 'Reject'. This action sends email

notifications with details about unsuccessful applications to all candidates.

17. End of topic.

End of Procedure.




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Withdraw from hire

The 'Applicants' tab page on the job opening does not allow you to cancel the hire request if the

disposition of the applicant is 'Hired'. This disposition indicates that the applicant has an active

contract in eHR. If it is necessary to cancel a hire request for an applicant, the cancellation request must be processed through a job change function using the 'termination' option in eAppoint.

If the applicant does not have a 'Hired' disposition, you can perform a withdrawal request. Use the

'Withdraw From Hire' action for an applicant if the disposition is 'Sent to HR' and the job opening

has an 'Open' status. Once you submit a withdrawal request, the system changes the applicant's disposition to 'Withdrawn'.

Processing other changes after hiring an applicant:

Employment information may change after you have hired an applicant though Recruiting. Use the eAppoint Job Change menu to:

Change to hours, hourly rates, etc.

Change of supervisors

Terminations (contract cancellations)

New start and end dates or extension (contract revisions) Change of distribution codes (allocation of costs)

Procedure This topic demonstrates how to withdraw a hire request.

Step Action





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Step Action



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Step Action



Step Action


7. With a 'Disposition' status of 'Sent to HR', you will able to initiate a cancellation

request.


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Step Action

8. Click the Other Actions link.


10. Use the 'Withdraw from Hire' action for an applicant to submit a hire cancellation

request.

Click the Withdraw from Hire menu.


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Step Action

11. Click the Withdraw button.

12. The applicant is successfully withdrawn.

Note: If the disposition of the applicant is 'Hired', use eAppoint to terminate the

applicant.

13. End of topic.

End of Procedure.


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View closed job openings

The 'Job Openings' page provides views of several types of information about your closed/filled job

opening:

'Applicants tab': applicants and their current disposition i.e.: hired, or rejected or withdrawn

'Activity & Attachments tab': job history details and notes 'Details tab': opening details, salary information, job postings, recruiter and hiring manager

Procedure This topic demonstrates how to view 'Closed' postings.

Step Action





4. By default, the search page is set to 'open' status jobs assigned to you. You will need

to select 'closed' status.


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Step Action

5. Click the Status list.


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Step Action

6. Click the Closed list item.

Step Action


8. Notice that the 'Available Openings' displays '0', which indicates that the amount of

target openings have been filled and the position is closed.



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Step Action

10. Click the Applicants tab.

11. On the job opening page, you can review the applicant list, details tab, and the

candidate who was successfully hired for the job.


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Step Action

12. Click the Return (Alt+R) button to go back to the 'Search Job Openings' page.

13. End of topic.

End of Procedure.


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Accept offer on behalf of applicant

Procedure This topic demonstrates how to accept a job offer on behalf of an applicant.

Step Action




Step Action



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Step Action

4. Locate the job opening for which you want to accept an offer on behalf of an

applicant, and click the job opening name.



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Step Action




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Step Action

7. Click the Manage Application button.


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Step Action

8. Click the Offer tab.

9. The 'Accept Offer' action is available when the applicant has at least one offer in the

'Offer' disposition.

10. Click the Accept Offer link.

Step Action

11. Click the Accept button.


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Step Action


13. To go back to the previous page, click the Return link.

14. Notice that the applicant's 'Disposition' has been changed to 'Accepted'.

The applicant will receive an email with their 'Employee ID' and steps on how to

activate their eHR.

15. End of topic.

End of Procedure.


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Process Job Changes & Contract Terminations

Once an applicant's disposition is 'hired' on the job opening, you can make data changes

to contracts using the 'Job Change or Termination' menu.

Note: Depending on your security access you might have the 'eAppoint' and the 'Job Change

Termination' menu, either menu will enable you to perform job changes or terminations to a contract.

Change in Hourly Rate

Job changes to hourly pay rates can be submitted for:

Non-Union Casual Research Assistant

Non-Union Casual

WorkStudy Student

You will need to have: full name, or employee ID and the date on which the change should

take place to complete a job change. For all other employee groups contact HR Client Services on x5075.

Procedure This topic demonstrates how to change the hourly rate.

Step Action

1. Navigate to the 'eAppoint Start Page'.


2. Click the eAppoint menu.

3. Click the eAppoint Start Page menu.


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Step Action

4. Click the Job Change link.


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Step Action


6. You must enter the 'Empl ID' and 'Effective Date' of the job change (for example, the

day the change should occur).

You could also use other search fields: Last Name, or First Name, or SIN or Student

ID.

Do not enter all the fields - this is not required. If the employee was appointed to a

department that you do not have access to, you cannot change their job data.

Step Action

7. Enter the desired information into the Empl ID field. Enter "000123456".

8. Enter the desired information into the Effective Date of Change field.

Enter "08/09/2017".



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Step Action

10. Click the Select button.


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Step Action

11. Depending on the required change, you will need the relevant information on-hand to

complete the transaction.

Click the What type of job change is it? list.

Step Action

12. Click the Hourly Rate Change list item.


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Step Action

13. Click the Is this job funded by External Research Funding? list.


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Step Action

14. Click the No list item.

Step Action

15. In this example, we will be increasing the hourly rate of pay.

Enter the desired information into the Comp Rate field. Enter "30".

16. As a best practice, enter relevant comments for the validator. These comments are

not visible to HR.



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Step Action

18. You can review the transaction status under the 'Submitted Transactions' section.

Click the Review Transaction Status link.


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Step Action

19. Click the Trans Type list.

20. Click the Change list item.

Step Action

21. Click the Refresh button.


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Step Action

22. Click the transaction number link to view the job change.

23. You will find details about the job change and the new estimated contract amount and

cost.

The validator for this transaction is also displayed.

In order for these changes to be effective for the next pay, the validator can refer to

the eAppoint Validated Transactions deadlines

(http://www.ryerson.ca/content/dam/hr/employee-resources/docs/2017-pay-

schedule-deadlines-biweekly-deferred.pdf) on the bi-weekly pay schedule.

24. End of topic.

End of Procedure.

http://www.ryerson.ca/content/dam/hr/employee-resources/docs/2017-pay-schedule-deadlines-biweekly-deferred.pdf



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Change Contract Amount

Job changes for total contract can be submitted for

Graduate Student Stipends



Procedure This topic demonstrates how to change the contract amount.

Step Action






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Step Action



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Step Action





ID.



Step Action



Enter "09/10/2017".



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Step Action



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Step Action




12. Click the Change Contract Amount list item.

Step Action

13. Click the How is this job funded? list.


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Step Action

14. Click the Department Funding list item.


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Step Action

15. In this example we will increase the contract amount.

Enter the desired information into the Estimated Contract Amount field. Enter

"20000".


not visible to HR.


Step Action




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Step Action




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Step Action




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Step Action


24. You will find details about the contract here.






25. End of topic.

End of Procedure.




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Change in Contract Hours

Job changes for contract hours can be submitted for:

CUPE Unit 3 TA/GA

CUPE 233 Part-time

Non-Union Research Assistant

Non-Union Casual

WorkStudy Student



Procedure This topic demonstrates how to change contract hours.

Step Action






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Step Action



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Step Action





ID.



Step Action



Enter "08/29/2017".


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Step Action



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Step Action




11. Click the Change in Contract Hours list item.

12. Click the How is this job funded? list.

13. For this example, click the Department Funding list item.

Step Action

14. For this example, we are adding 3 extra contract hours for the last week of the

contract.

Enter the desired information into the Stnd Hrs/Week field. Enter "18".


not visible to HR.


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Step Action


Step Action




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Step Action




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Step Action



22. You will find details about the job change and the new estimated contract amount and

cost.






23. End of topic.

End of Procedure.




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Contract Revision

Job changes for contract revisions can be submitted for:

CUPE Unit 1 Part-time Contract Lecturer

CUPE Unit 1 Full Sessional Contract Lecturer



Procedure This topic demonstrates how to enter a contract revision.

Step Action






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Step Action



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Step Action





ID.



Step Action



Enter "08/29/2017".


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Step Action



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Step Action



Click the What type of job change is it? list item.

11. Click the Contract Revision list item.

12. Click the Edit ChartFields link.

Step Action

13. Enter the fund, department, account code, activity code, employee ID/Course ID, and

Location.

For more information about account codes, please contact your Financial Services

Advisor (http://www.ryerson.ca/financialservices/about/services/contacts/)


http://www.ryerson.ca/financialservices/about/services/contacts/


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Step Action


16. Enter the desired information into the Semester Hours field. Enter "9".

17. Enter the desired information into the Estimated Contract Amount field. Enter

"20,000".

18. Enter the desired information into the Start Date field. Enter "08/16/2017".

19. Enter the desired information into the End Date field. Enter "01/15/2018".

20. Click the Job Code list.


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Step Action

21. Click the Reduced Sessional Lecturer list item.


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Step Action

22. Enter the desired course information. Enter "9" into the Course Hours field.


not visible to HR.


Step Action




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Step Action



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Step Action


Step Action



30. You will find details about the revised contract.






31. End of topic.

End of Procedure.




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Distribution Code, Supervisor, Hours & Rate Change

Job changes for supervisor, distribution code and hourly rates can be submitted for:



Non-Union Casual WorkStudy Student


take place to complete a job change. For all other employee groups contact HR Client Services on

x5075.

Procedure This topic demonstrates how to change a contract's distribution code, supervisor, number of

contract hours and contract amount.

Step Action






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Step Action



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Step Action





ID.



Step Action



Enter "08/23/2017".



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Step Action



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Step Action




12. Click the Dist, Suprvsr, Hrs & Rate Chg list item.

Step Action

13. Click the Select Supervisor link.


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Step Action

14. Enter the desired information into the Last Name Begins With field. Enter

"Shahrazad".




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Step Action

17. In this example, we will keep the same distribution code.

Click the Edit ChartFields link.


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Step Action

18. Enter the fund, department, account, activity code, employee ID/Course ID, and

Location.

For more information, please contact your Financial Services Advisor

(http://www.ryerson.ca/financialservices/about/services/contacts/)


Step Action




"14800".


not visible to HR.




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Step Action




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Step Action




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Step Action




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Step Action


31. You will find details about the revised contract here.






32. End of topic.

End of Procedure.




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Distribution Code Change Job changes for distribution codes can be submitted for:

CUPE Unit 1 Part Time Contract Lecturers

CUPE Unit 1 Full Sessional Contract Lecturers

CUPE Unit 3 TA/GA

CUPE 233 Part-time

Non-Union Casual Research Assistants

Non-Union Casual

Graduate Student Stipends

WorkStudy Students

You will need to have: full name, or employee ID and the date on which the change should take place to complete a job change.

Procedure This topic demonstrates how to change a distribution code for a contract.

Step Action






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Step Action



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Step Action





ID.



Step Action



Enter "08/21/2017".



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Step Action



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Step Action




12. Click the Distribution Code Change list item.

Step Action

13. Click the Is this job funded by External Research Funding? list.


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Step Action

14. Click the No list item.


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Step Action

15. In this example, a new cost centre will be added, in addition to the current cost

centre.

Both cost centre codes will be distributed by 50%.

Click the Edit ChartFields link.

16. Enter the new cost centre. Enter the fund, department, account, activity code,

employee ID/Course ID, and Location.

For more information about account codes, please contact your Financial Services

Advisor (http://www.ryerson.ca/financialservices/about/services/contacts/)


Step Action

18. Enter "50" into the Distrb % field.

19. Click the Add (+) button.



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Step Action

20. Click the Edit ChartFields link.

Step Action

21. Enter the current cost centre. Enter the fund, department, account, activity code,

employee ID/Course ID, and Location.

For more information, please contact your Financial Services Advisor

(http://www.ryerson.ca/financialservices/about/services/contacts/)




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Step Action

23. Enter "50" into the Distrb % field.


not visible to HR.



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Step Action




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Step Action




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Step Action




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Step Action








33. End of topic.

End of Procedure.




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Supervisor ID Change

Supervisor job changes can be submitted for:



CUPE Unit 3 TA/GA

CUPE233 PT

Non-Union Research Assistant

Non-Union Casual WorkStudy Student

You will need to have: full name, or employee ID and the date on which the change should take place to complete a job change.

Procedure This topic demonstrates how to change a supervisor.

Step Action






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Step Action



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Step Action


6. You must enter the 'Empl ID' and 'Effective Date' of the job change i.e: the day the

change should occur).


ID.



Step Action



Enter "08/23/2017".



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Step Action



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Step Action






Click the Supervisor ID Change list item.

Step Action

13. Click the Select Supervisor link.


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Step Action

14. Enter the desired information into the Last Name Begins With field. Enter "Dores".



not visible to HR.


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Step Action



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Step Action



Step Action




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Step Action


22. Click the Transaction Nbr link to view the job change.

23. You will find details about the contract and validators for this transaction number.

For these changes to be effective for the next pay, the transaction must be validated

before the next pay deadline. Initiators and validators can refer to the eAppoint

validated transactions deadlines (http://www.ryerson.ca/content/dam/hr/employee-

resources/docs/2017-pay-schedule-deadlines-biweekly-deferred.pdf) found on the bi-

weekly pay schedule.

24. End of topic.

End of Procedure.




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Change in Start & End Date

Job changes for contract start and end dates can be submitted for:

CUPE Unit 2 Continuing Education Contract Lecturers

CUPE Unit 3 TA/GA

CUPE 233 PT

Continuing Education

Non-Union Casual WorkStudy Students



Procedure This topic demonstrates how to change the start and end date.

Step Action






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Step Action



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Step Action





ID.



Step Action



Enter "09/05/2017".



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Step Action



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Step Action




12. Click the Change in Start/End Date list item.

Step Action

13. Enter the desired information into the Start Date field. Enter "09/05/2017".

14. In this example, we will extend the stipend payments until the Spring term.

Enter the desired information into the End Date field. Enter "04/04/2018".


not visible to HR.



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Step Action




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Step Action



Step Action




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Step Action








24. End of topic.

End of Procedure.




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Change in Hours & Hourly Rate

Job changes for hourly rates and semester hours can be submitted for:

CUPE 1 Part-time Contract Lecturer

CUPE 1 Full Sessional Contract Lecturer



Procedure This topic demonstrates how to change hours and hourly rate.

Step Action






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Step Action



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Step Action

5. It's important that you are aware of your FIPPA responsibilities.

Click the Next button.




ID.



Step Action



Enter "01/01/2018".



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Step Action



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Step Action




12. Click the Change in Hours/Hourly Rt list item.

Step Action




"16672".


not visible to HR.



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Step Action




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Step Action



Step Action




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Step Action








25. End of topic.

End of Procedure.




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Glossary Account

Account: Account numbers are associated with departments to control and

track costs and budgets. Account numbers are not limited to only one department. There might be several cost centers within a department.

For example: Faculty of Arts may have a cost for Exam Invigilator as 6125.

SIN SIN: The Social Insurance Number (SIN) is a nine-digit number that you need

to work in Canada or to have access to government programs and benefits.

Recruiting - Recruiters - Ryerson · PDF fileeHR Recruiting - Recruiters Guide for Users 1...

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