UTHealth Applicant Tracking System (ATS) · UTHealth Applicant Tracking System (ATS) Faculty...
57
UTHealth Applicant Tracking System (ATS) Faculty Recruitment
Transcript of UTHealth Applicant Tracking System (ATS) · UTHealth Applicant Tracking System (ATS) Faculty...
UTHealth Applicant Tracking System (ATS) Faculty Recruitment
Presenter
Presentation Notes
Welcome to the information session that will outline steps in the requisition process of the PeopleAdmin Applicant Tracking System. The purpose of this session is to make the process more understandable and user friendly by outlining simple steps to follow.
The objectives of this session are to:
• Review the Workflow steps of the faculty requisition and candidate
tracking process
• Outline the process for creating faculty requisitions
• Follow candidates as they progress through the hiring process
• Recognize the end of the hiring process and steps to close the
requisition
• Communicate resources available to support the faculty recruiting
process
OB
JEC
TIV
ES
Presenter
Presentation Notes
Explain the objectives of the session When discussing the second bullet about the Workflow diagram, ask them to find their QRG and have it ready for review.
OB
JEC
TIV
ES
OB
JEC
TIV
ES
Standard Faculty Posting Process
Search Waiver Process
Resources and Contacts
Section 1
Section 2
Section 3
Presenter
Presentation Notes
Explain the objectives of the session When discussing the second bullet about the Workflow diagram, ask them to find their QRG and have it ready for review.
SECTION 1: STANDARD FACULTY POSTING PROCESS
FA
CU
LTY RE
CR
UITM
EN
T
PRO
CE
SS S
TEP
S Prep
Log In to the Applicant Tracking System (ATS)
Create a Faculty Requisition
Advertise Externally as Needed
Search
Review Applicants & Identify Candidates for
Interview
Interview Applicants
Select Finalists
Select Final Candidate & Obtain Hiring Approval
Extend an Offer
Close
Disposition Remaining Finalists
Create & Complete New Hire Checklist in ATS
Close the Requisition
1
2
3
4
5
6
7
8
9
10
11
STANDARD FACULTY POSTING PROCESS
Presenter
Presentation Notes
Perhaps on a second slide we can emphasize that prior to creating a job posting that: The department has received permission or authorization to recruit, based on their schools policies. A Search Committee has been formed that has created and agreed upon a job description. It is recommended that the Search Committee does not review any potential candidates until the job has been posted online and those potential candidates have applied to the job posting.
Log in to the Applicant Tracking System
Create a Faculty Requisition
Advertise Externally as Needed
Phase I - Prep PREP
Log in to the Applicant Tracking System using your UTHealth username and password.
LOG IN TO ATS
SE
CTI
ON
1: S
TAN
DA
RD
FA
CU
LTY
PO
STI
NG
PR
OC
ES
S
Log in to the System
Create a Standard Faculty Requisition
Advertise Externally as Needed
Phase I - Prep PREP
To initiate a Faculty Requisition, from the left menu, under Create Requisition, click FROM TEMPLATE.
CREATE A STANDARD FACULTY REQUISITION
Reminder: Prior to posting a position, obtain the appropriate approval to hire based on your school’s procedure.
SE
CTI
ON
1: S
TAN
DA
RD
FA
CU
LTY
PO
STI
NG
PR
OC
ES
S
CREATING A STANDARD FACULTY REQUISITION CREATE A STANDARD FACULTY REQUISITION
Select “Faculty” from the drop down box for the Job Category.
SE
CTI
ON
1: S
TAN
DA
RD
FA
CU
LTY
PO
STI
NG
PR
OC
ES
S
On the next screen, click Create for the type of position being created. For a standard faculty requisition, click Create below Faculty Position.
CREATING A STANDARD FACULTY REQUISITION CREATING A STANDARD FACULTY REQUISITION CREATE A STANDARD FACULTY REQUISITION
SE
CTI
ON
1: S
TAN
DA
RD
FA
CU
LTY
PO
STI
NG
PR
OC
ES
S
CREATING A STANDARD FACULTY REQUISITION
Posting Details The Posting Details tab is used to create the job description. Fields denoted with an asterisk must be completed to submit the requisition.
CREATE A STANDARD FACULTY REQUISITION
SE
CTI
ON
1: S
TAN
DA
RD
FA
CU
LTY
PO
STI
NG
PR
OC
ES
S
CREATING A STANDARD FACULTY REQUISITION
Additional Summary Specific
to Job The description of the position being posted should be placed in the field to the right of “Additional Summary Specific to Job”.
CREATE A STANDARD FACULTY REQUISITION
SE
CTI
ON
1: S
TAN
DA
RD
FA
CU
LTY
PO
STI
NG
PR
OC
ES
S
Presenter
Presentation Notes
Anything placed in the Additional Summary Specific to Job – is what will appear in the actual job posting. Any items that you would include in a journal should appear here. As this is what will be published, please be sure to check content, spelling and grammar before submitting for posting.
CREATING A STANDARD FACULTY REQUISITION
After completing all necessary information, click Continue to Next Page.
In the “Comments” section at the bottom of the page, you should enter the official Position Title. This title will be used for the job posting.
CREATE A STANDARD FACULTY REQUISITION
SE
CTI
ON
1: S
TAN
DA
RD
FA
CU
LTY
PO
STI
NG
PR
OC
ES
S
Presenter
Presentation Notes
In addition to putting the official job title in the comments field, this is where you would also include the names of anyone else who would need to view this requisition.
CREATING A STANDARD FACULTY REQUISITION
Posting Specific Questions
You can add
questions to the requisition in order to
screen potential applicants.
CREATE A STANDARD FACULTY REQUISITION
SE
CTI
ON
1: S
TAN
DA
RD
FA
CU
LTY
PO
STI
NG
PR
OC
ES
S
Presenter
Presentation Notes
This is a great place to enter any questions related to licensure requirements.
CREATING A STANDARD FACULTY REQUISITION
Guest Users
Guest users accounts allow search committee members who are not assigned to the requisition “view only” access to review CV’s and applications for that specific requisition only.
• The system willgenerate a user name
• The person setting upthe guest account willassign a password of 6characters or more
CREATE A STANDARD FACULTY REQUISITION
SE
CTI
ON
1: S
TAN
DA
RD
FA
CU
LTY
PO
STI
NG
PR
OC
ES
S
CREATING A STANDARD FACULTY REQUISITION
Attaching Documents
Notice the “Posting Documents” tab where you will later upload the following documents before closing the requisition:
• Search Committeeinformation sheet
• Copy of anyadvertisement ifapplicable
CREATE A STANDARD FACULTY REQUISITION
SE
CTI
ON
1: S
TAN
DA
RD
FA
CU
LTY
PO
STI
NG
PR
OC
ES
S
CREATING A STANDARD FACULTY REQUISITION
Review the Requisition Review the requisition for accuracy.
If you need to make a change or edit the requisition, select EDIT to return to the requisition.
Select Submit for Approval and click CONTINUE if you are satisfied with the requisition.
HR will review and post the requisition. Once posted, you will receive confirmation with the requisition number.
All faculty job postings will remain open for a minimum of ten (10) days.
CREATE A STANDARD FACULTY REQUISITION
SE
CTI
ON
1: S
TAN
DA
RD
FA
CU
LTY
PO
STI
NG
PR
OC
ES
S
Log in to the System
Create a Standard Faculty Requisition
Advertise Externally as Needed
Phase I - Prep PREP
Language Requirements for External Advertisements • Minimum language required: “EOE/M/F/Disabled/Vet.”
• Preferred language: “UTHealth is an EEO/AA employer. UTHealthdoes not discriminate on the basis of race, color, religion, gender,sexual orientation, national origin, genetics, disability, age, or anyother basis prohibited by law. EOE/M/F/Disabled/Vet.”
Other Requirements
• All external advertisements must direct potential applicants to apply through UTHealth’s career webpage at https://jobs.uth.tmc.edu.
• Posting on UTHealth’s career webpage ensures that the job will also beposted on WorkinTexas.com as required by law.
• Applicants must be informed that only applications received through theonline system will be considered.
• Faculty positions posted externally must be posted onhttps://jobs.uth.tmc.edu for a minimum of ten (10) calendar days.
ADVERTISING – EXTERNAL POSTINGS
SE
CTI
ON
1: S
TAN
DA
RD
FA
CU
LTY
PO
STI
NG
PR
OC
ES
S
Presenter
Presentation Notes
All ads must be posted for a minimum of ten(10) calendar days. All jobs must be posted on UTHealth’s career webpage at https://www.jobs.uth.edu. Posting on UTHealth’s career webpage ensures that the job will also be posted on WorkinTexas.com as required by law. For external advertisements of a position, the following EO language must be used: “UTHealth is an EEO/AA employer. UTHealth does not discriminate on the basis of race, color, religion, gender, sexual orientation, national origin, genetics, disability, age, or any other basis prohibited by law.” Any external advertisement must direct potential applicants to the UTHealth’s career webpage at https://www.jobs.uth.edu. Applicants should be informed that only applications received through the online system may be considered.
Review Applicants & Identify Candidates for Interview
Interview Candidates
Select Finalists
Select Final Candidate & Obtain Hiring Approval
Extend an Offer
Phase I - Prep SEARCH
REVIEWING APPLICANTS
SE
CTI
ON
1: S
TAN
DA
RD
FA
CU
LTY
PO
STI
NG
PR
OC
ES
S
• Review completed applications and documentation for each candidate
• Identify the candidates to be interviewed
• Update each candidate’s status after review in ATS
Three Key Activities
Presenter
Presentation Notes
By collecting the EO data in the application process, hiring managers no longer need to invite candidates to complete and submit separate paper form.
After your requisition has been submitted and reviewed by Human Resources, you will then be able to view it in your list of active positions after you login. To view applications for a specific position, click on View underneath the position title.
REVIEW APPLICANTS
Review Active Requisition List
SE
CTI
ON
1: S
TAN
DA
RD
FA
CU
LTY
PO
STI
NG
PR
OC
ES
S
REVIEWING APPLICANTS
If the applicant has successfully submitted an application, you will be able to view the Profile/Contact Form and any of the following, if attached:
• CV/Resume• Other pertinent letters, recommendations, list of accomplishments, etc.
During the application process, we now also provide applicants with the opportunity to submit demographic data to support compliance with OFCCP guidelines.
Submitted Applications
• After the applicant successfully applies, he/she will receive an email thankingthem and confirming their application has been received.
• An applicant can only be considered for the positions to which they applied.• It takes less than 10 minutes to apply to a faculty position on our website.
SE
CTI
ON
1: S
TAN
DA
RD
FA
CU
LTY
PO
STI
NG
PR
OC
ES
S
Presenter
Presentation Notes
By collecting the EO data in the application process, hiring managers no longer need to invite candidates to complete and submit separate paper form. OFCCP – Office of Federal Contract Compliance Programs
Thank you for applying for the Faculty Position - Instructor position and for your interest in the University of Texas Health Science Center at Houston.
Your application materials were successfully received. You will be contacted if additional information is needed or the search committee wishes to request an interview.
You may view the status of the position by returning to this site and using your personal username and password.
We invite you to follow the latest university updates and breakthroughs breaking on Twitter http://twitter.com/UTHouston and by visiting the university's official Facebook page: https://www.facebook.com/UTHouston
Thank you, Human Resources The University of Texas Health Science Center At Houston
EMAILS
SE
CTI
ON
1: S
TAN
DA
RD
FA
CU
LTY
PO
STI
NG
PR
OC
ES
S
Successful Receipt of Applicant’s Application Email
Review the application, resume/C.V., and any other submitted documents for each applicant and determine which applicants you wish to interview.
After you review each of the applicant’s documents, update the applicant’s status to denote their current status within the recruiting process.
REVIEWING APPLICANTS
Review Individual Applicant’s Application and Documents
SE
CTI
ON
1: S
TAN
DA
RD
FA
CU
LTY
PO
STI
NG
PR
OC
ES
S
Presenter
Presentation Notes
Any candidate that applies for the position must be reviewed.
Why a Status Change is Needed As the applicant moves through the selection process, the status is updated so that the Hiring Manager and others involved in the hiring process can review where the applicant is in the process. A change in status will not result in a communication to the applicant unless the status is changed to “not hired”.
REVIEWING APPLICANTS
Update Applicant Status
SE
CTI
ON
1: S
TAN
DA
RD
FA
CU
LTY
PO
STI
NG
PR
OC
ES
S
Presenter
Presentation Notes
It might be useful here to have a comparison of what status change sets forth what action. For example, if they choose “Not Hired”, the candidate will be moved from the active candidate list and the candidate will receive an automated email informing them that they are no longer being considered for the position. Whereas “Mgr Interviewed” does not trigger any emails or changes in candidates, but is just a way for a Hiring Manager to manage the data base. Maybe a chart that shows exactly what each status does, so that mistakes are not made.
Remember: If at any point you determine the applicant will not move forward in the selection process, you may change their status to “Not Hired” and select the most appropriate reason by clicking the drop down arrow in the “Choose Option Below” field. This status change WILL result in an email notifying the applicant that he/she is no longer being considered for the position.
REVIEWING APPLICANTS
Select Reason Code
SE
CTI
ON
1: S
TAN
DA
RD
FA
CU
LTY
PO
STI
NG
PR
OC
ES
S
Your application is no longer being considered by UTHealth for the position of [position title]. Thank you for your interest in UTHealth.
Regards, Human Resources
Below is the email sent to an applicant or candidate who is no longer being considered for the position.
SE
CTI
ON
1: S
TAN
DA
RD
FA
CU
LTY
PO
STI
NG
PR
OC
ES
S
Dispositioning Email
Review Applicants & Identify Candidates for Interview
Interview Candidates
Select Finalists
Select Final Candidate & Obtain Hiring Approval
Extend an Offer
Phase I - Prep SEARCH
All finalists should be dispositioned in the system as “finalists”.
Finalists should not be dispositioned as “not hired” until after the candidate that is selected for hire has accepted an offer of employment.
When changing an applicant’s status to “Not Hired,” the following email is sent to the candidate’s email address listed on their electronic application.
Select Finalists
SE
CTI
ON
1: S
TAN
DA
RD
FA
CU
LTY
PO
STI
NG
PR
OC
ES
S
Presenter
Presentation Notes
I would split this into two separate slides. First slide shows what happens when people are changed to “Not Hired” and the info about “Selected for Hire-Faculty EEO Review” is merged into the following slide. We also need to emphasize that before the “Selected for Hire-Faculty EEO Review” that the Hiring Manager needs to complete a Search Committee Form. I would also recommend that there is a slide about the Search Committee Form. It could explain that we need to have a record of who was on the Search Committee and a record of other places that the open position was advertised.
Review Applicants & Identify Candidates for Interview
Interview Candidates
Select Finalists
Select Final Candidate & Obtain Hiring Approval
Extend an Offer
Phase I - Prep SEARCH
For the candidate selected for hire, the status for the candidate should be changed to “Selected for Hire-Faculty EEO Review”. This will initiate the electronic review process through the offices of Human Resources Equal Opportunity (EO) and Executive Vice President of Academic and Research Affairs (EVPARA). Remember All required information must be attached to the requisition before sending to EO, this includes:
• Search Committee Form • Copies of external advertisements
When changing an applicant’s status to “Not Hired,” the following email is sent to the candidate’s email address listed on their electronic application.
SELECT FINAL CANDIDATE & OBTAIN HIRING APPROVAL
SE
CTI
ON
1: S
TAN
DA
RD
FA
CU
LTY
PO
STI
NG
PR
OC
ES
S
Presenter
Presentation Notes
I would split this into two separate slides. First slide shows what happens when people are changed to “Not Hired” and the info about “Selected for Hire-Faculty EEO Review” is merged into the following slide. We also need to emphasize that before the “Selected for Hire-Faculty EEO Review” that the Hiring Manager needs to complete a Search Committee Form. I would also recommend that there is a slide about the Search Committee Form. It could explain that we need to have a record of who was on the Search Committee and a record of other places that the open position was advertised.
Review Applicants & Identify Candidates for Interview
Interview Candidates
Select Finalists
Select Final Candidate & Obtain Hiring Approval
Extend an Offer
Phase I - Prep SEARCH
Upon approval of the candidate selected for hire by the EVPARA, a system generated email will be sent to the hiring manager. The hiring manager follows their school’s process for generating an offer letter to the candidate selected for hire and extends the offer of employment.
Extend an Offer
SE
CTI
ON
1: S
TAN
DA
RD
FA
CU
LTY
PO
STI
NG
PR
OC
ES
S
Disposition Remaining Finalists
Create & Complete New Hire Checklist in ATS
Close the Requisition
Phase I - Prep CLOSE
Disposition Remaining Finalists
Once the candidate has accepted the offer of employment, the Hiring Manager must disposition the remaining finalist(s) which will result in an email notification to the finalist(s).
SE
CTI
ON
1: S
TAN
DA
RD
FA
CU
LTY
PO
STI
NG
PR
OC
ES
S
Disposition Remaining Finalists
Create & Complete New Hire Checklist in ATS
Close the Requisition
Phase I - Prep CLOSE
Create & Complete New Hire Checklist in ATS
To initiate the hiring process, a new hire checklist must be created in ATS.
To ensure timely processing and to avoid a delayed start date, please complete and submit the new hire checklist at least (10) business days prior to the desired start date.
SE
CTI
ON
1: S
TAN
DA
RD
FA
CU
LTY
PO
STI
NG
PR
OC
ES
S
Presenter
Presentation Notes
This is the current process. The checklist created in the ATS provides human resources with the additional information needed that is not a part of the requisition or application needed to initiate the pre-employment process and background check. You may or may not be the person who creates the checklist in ATS.
Create & Complete New Hire Checklist in ATS
SE
CTI
ON
1: S
TAN
DA
RD
FA
CU
LTY
PO
STI
NG
PR
OC
ES
S
• Log in to the Applicant Tracking system
• Change the user type to “Submitter”
• Click on “Change Group”
Create & Complete New Hire Checklist in ATS
SE
CTI
ON
1: S
TAN
DA
RD
FA
CU
LTY
PO
STI
NG
PR
OC
ES
S
Under “Create Requisition”, select “From Scratch”
Create & Complete New Hire Checklist in ATS
SE
CTI
ON
1: S
TAN
DA
RD
FA
CU
LTY
PO
STI
NG
PR
OC
ES
S
*Required information is denoted with an asterisk.
Enter candidate information Enter position information
Create & Complete New Hire Checklist in ATS
SE
CTI
ON
1: S
TAN
DA
RD
FA
CU
LTY
PO
STI
NG
PR
OC
ES
S
• Enter school/department information
• Click “Continue to Next Page” when finished
*Required information is denoted with an asterisk.
Create & Complete New Hire Checklist in ATS
SE
CTI
ON
1: S
TAN
DA
RD
FA
CU
LTY
PO
STI
NG
PR
OC
ES
S
• Select “Submit Non-Classified to Pre-employment”
• Click on “Continue”
Note: if you need to collect additional information before submitting then: • Select “Save w/o submit” • Click on “Continue”
Create & Complete New Hire Checklist in ATS
SE
CTI
ON
1: S
TAN
DA
RD
FA
CU
LTY
PO
STI
NG
PR
OC
ES
S
Click “Confirm”
A confirmation message will then display indicating the check list has been successfully submitted
Create & Complete New Hire Checklist in ATS
Once the new hire checklist is completed, HR will:
• contact the candidate selected for hire and obtain the necessary information needed to initiate the background check
• schedule the selected candidate to visit UTHealth to complete the health screening and all required documentation
SE
CTI
ON
1: S
TAN
DA
RD
FA
CU
LTY
PO
STI
NG
PR
OC
ES
S
Disposition Remaining Finalists
Create & Complete New Hire Checklist in ATS
Close the Requisition
Phase I - Prep Close
CLOSE THE REQUISITION
SE
CTI
ON
1: S
TAN
DA
RD
FA
CU
LTY
PO
STI
NG
PR
OC
ES
S
The Hiring Manager contacts HR to close the requisition.
PRE-EMPLOYMENT ACTIVITIES
SE
CTI
ON
1: S
TAN
DA
RD
FA
CU
LTY
PO
STI
NG
PR
OC
ES
S
All candidates selected for hire must complete the pre-employment process and receive authorization from HR before they can start work. Authorization is provided after the selected candidate does the following: • clears the background check • clears the health screening • completes required employment documentation, including an I-9 form
Internationals must also receive clearance from the Office of International Affairs before they can start work. Pre-employment activities are initiated upon completion of the new hire checklist in ATS. A minimum of (10) business days are needed to complete pre-employment activities. Upon successful completion of the pre-employment process, an email will be generated from HR to the hiring department advising that employment is authorized.
SECTION 2: SEARCH WAIVER PROCESS
WAIVERS
SE
CTI
ON
2:
WA
IVE
R P
RO
CE
SS A department may submit a request to waive a search committee if one of
the following criteria applies:
Non-Benefits Eligible Faculty A faculty member who is not eligible for benefits because of their part-time or casual status
Current or Former Fellow/Resident/Graduate Student
Hired into a permanent Faculty position and the UTHealth relationship ended no more than 1 year before date of hire
Promotion to a Faculty Position Classified staff member is promoted to a faculty position within the same department
Presidential Waiver HOOP Policy 189
Spouse/Domestic Partner Accommodation
Hiring spouse/domestic partner of newly hired UTHealth employee
Emergency Appointment Department performance may be impaired as a result of vacant position
Acquisition of a Practice Member of an acquired practice is joining the faculty
Current Fellows/Residents – Temporary Hire
Hired into a temporary Faculty or Management A&P title for the duration of their training.
Note: Search Waivers and Searches are not required when a faculty member changes rank within their school or if a current casual faculty member status changes into a regular appointment.
WAIVER PROCESS STEPS
SE
CTI
ON
2:
WA
IVE
R P
RO
CE
SS
1. Department obtains approval from Dean’s Office for Waiver
2. Upon approval from the Dean’s Office, Department is to submit the requisition with job description, this form and the Letter of Justification as attachments to the Applicant Tracking System
3. Human Resources will approve the requisition, which will create an internal job posting
4. Department sends the identified candidate the link to the job posting, so the candidate can complete a profile
WAIVER PROCESS STEPS
SE
CTI
ON
2:
WA
IVE
R P
RO
CE
SS
5. Once candidate completes a profile and attaches his/her CV, Department changes the candidate’s status to “Selected for Hire – EEO Review”, triggering notice to Human Resources
6. Human Resources will verify all appropriate documentation is attached and forward to EVPARA for review and approval
7. Upon EVPARA approval, Department notifies School to begin the on-boarding process for the selected candidate
8. After the candidate accepts the job offer, Department notifies Human Resources to close the requisition
Search Waivers and Searches are not required when a faculty member changes rank within their school or if a current casual faculty member status changes into a regular appointment.
WAIVER PROCESS STEPS
SE
CTI
ON
2:
WA
IVE
R P
RO
CE
SS
The UTHealth Faculty Search Waiver Request form with instructions can be found on the Faculty Recruiting Resources website at: https://go.uth.edu/facultyrecruiting
SECTION 3: CONTACT INFORMATION & RESOURCES
CONTACT INFORMATION
SE
CTI
ON
3: R
ES
OU
RC
ES &
CO
NTA
CTS
Posting a Faculty Position Erin Jones 713-500-313 General Recruitment Best Practices and Resources
Linda Muyskens 713-500-3139
Search Waivers EVPARA Office 713-500-3062 Faculty Pre-Employment Process Raquel Young 713-500-3123 Equal Employment Opportunity Concerns
Karla Crabtree 713-500-3193
Resources to assist in the faculty recruitment process are available on the Faculty Recruiting Resources website at: https://go.uth.edu/facultyrecruiting
RESOURCES
SE
CTI
ON
3:
RE
SO
UR
CE
S &
CO
NTA
CTS
