HR Unit Liaison MeetingAugust 19, 2011

Agenda

•Announcements

•NST Tips and Tricks

•Demo

•My LINC Training Materials

•Questions?

2

Announcements

ICHAT BACKGROUND CHECKS for EMPLOYEES

• ICHAT checks are not required for current active employees with a regular appointment being hired into a temporary position, so they won’t receive an email request to complete it.

3

Announcements

Supplement Appointment Forms

• Automated process for all hires through eRecruit.• All non eRecruit hires must complete the paper form.• Notarization of the form is no longer required.• Process was vetted and the form language was updated by the

OGC.• New form (36100) is available on the HR website

http://hr.umich.edu/hrris/forms/pdfs/supplementalapptinfo.pdf

4

Announcements

URC Program End

5

THANK YOU!!!!!

Tip and Tricks

NST JOB OPENINGS:• System does not require approval for job openings

(Do Not add EPC)• Non posted positions are not searchable on the

www.umjobs.org website. • Applicant must click on the LOGIN link at the top of

the page. Instructions for applicants are included in the Manage Applicants QRS document on My LINC, and can be cut and pasted to email. http://maislinc.umich.edu/mais/pdf/HR_EMP_ManageApplicants_QR.pdf

6

Tip and Tricks

Applicant Disposition:• Set the disposition of the selected candidate to

“Interview” before creating the offer.• This allows an easy link to the offer content when it is

created.• The system manages the applicant Dispositions of

“Accepted, Offer, Ready or Hired”, so there is no need for you to do that manually.

7

Tip and Tricks

Background Check Consent:• Offer creation sends the email to the selected

candidate instructing him/her to complete the background check consent form.

• If the candidate can’t find the email, they can navigate to www.umjobs.org and Login to the site to access the consent form.

• Consent form is available for 30 days or until the offer has been approved or denied.

8

DEMOChris Fillmore

9

Tip and Tricks

Completing the Hire Process:• Step 1: Approve Offer

• Approve Offer only after the background check is successfully completed.

• Access the offer page by clicking on the “Interview” link on the Manage Applicants page for the selected candidate.

• Must have Job Opening Updater role and be on the hiring team to view the offer details.

• Once approved, system will update applicant Disposition to “Offer”.

10

Tip and Tricks

Completing the Hire Process:• Step 2: Change Offer status to “Accept”

• Open the Offer page by clicking on the “Offer” link and click on the EDIT OFFER button.

• Change Offer Status to “Accept” and click SUBMIT.

• Return to previous page and click SAVE.• System will update applicant Disposition to

“Accepted”.

11

Tip and Tricks

Completing the Hire Process:• Step 3: Complete Prepare for Hire Page

• Return to the Manage Applicants page.• Select “Prepare for Hire” from the Take Action drop

down menu on the selected candidate.• Review, check box if contact with other hiring

department was made, then Save & Submit to HR.• System will update applicant Disposition to

“Ready”.• New Hire onboarding emails are generated to the

new employee.12

How to access Offer page after submitting information to HR:• Return to the Manage Applicants page.• Select “Prepare for Hire” from the Take Action

drop down menu on the selected candidate.• Click on the Offer link.• Offer page will open in a new window to review.• Unable edit the Offer details.

13

Tip and Tricks

New Hire Onboarding:• Receives UMID e-mail immediately when Prepare for

Hire page is complete and no issues are found.• If a uniqname already exists, they receive an email

reminder to update password.• If no uniqname, receive an e-mail with an OTID and

is instructed to create a uniqname and password (This may take up to 24 hours).

• When uniqname and password are established, new hire verifies personal information and completes the Oath.

14

Tip and Tricks

New Hire Onboarding:• Reminder emails are sent daily until all tasks are

complete.• Once complete, the appointment information is sent

to Job Data via a nightly process, the applicant disposition changes to “Hired”, the job opening status changes to “Closed/Filled.

• Final e-mail sent instructing new hire to access Employee Business and complete tax forms, direct deposit and other applicable items.

15

Tip and Tricks

New Training Materials

• Revised “Prepare for Hire - Step by Step” to include steps for changing the offer status to “Accept”.

• New “Finalizing NST Job Offers - Support Material”.

• New “Process NST Hires in Mpathways - Support Material”

• New “NST Applicant & New Hire Instructions” for departments to assist NST applicants.

16

QUESTIONS?

17