Teachers College Recruitment Training Guide

Last Updated on 8 November 2021 0 | P a g e

Teachers College

Recruitment Training Guide New User Essentials


Table of Contents

Sections Page

Accessing Recruitment Dashboard via TC portal 03

Creating a new Job Description 04 - 06

Definitions for Reasons for Job Description 07

Description of Approval Process for Job Description 08

Actions of Icons in new Job Description form 09

Definition of fields in Job Description card 10

Helpful Tabs in Job Description card 11

Approving Job Descriptions 12

Declining a Job Description 13

Re starting approval process for Job Description that has been declined 14

Creating a Requisition 15 - 20

Approving a Requisition 21

Description of Approval Process for a Job Requisition 22

Declining a Requisition 23

Definition of fields in Requisition form 24

Posting Jobs to TC careers 25 - 29

Previewing Job Advertisement 30

Reviewing Applicants 31- 34

Reviewing Applicants – Attaching New Documents to Applicant Cards 35

Reviewing Applicants as Search Committee Member 36

Making an Offer to Full Time/ Part Time Professional 36 - 37

Definitions of Fields in Offer Details form 38

Making an Offer for Pooled Positions 39 - 43

Closing a Job in the system Plan 44

Closing a job in the system (Cancelled) 45-46

Closing a job in the system (Filled) along with Reasons for Non Selection 47-53

Reviewing New Hires 54


On boarding (View from Applicant) 55-57

Reviewing New hires task list 58-59

Student Hire Process 60-63

Making an Offer for Faculty 64 - 68

Managing Job overviews 69

Bulk Update to Jobs 70

Managing Applications 71-85

Appendix 86


Accessing Recruitment Dashboard via TC portal

What you need to do What you will see

STEP 1:

How to access the Recruitment Dashboard portal

To access the single sign on feature for Recruitment Dashboard you can access this by entering into your TC portal and selecting the ‘TC Services’ tab.

STEP 2:

Once you have selected the ‘TC Services’ tab you will click on the link ‘Recruitment Dashboard [NEW]’ inside the ‘Payroll and Human Resources’ box.

STEP 3:

Welcome to Recruitment Dashboard!

The first page that you will see will be the Dashboard page.

Your view may be different depending on the permissions assigned to your role.

*A detailed menu of the contents in your Recruitment Dashboard Dashboard can be accessed by clicking the left hand corner ‘striped’ icon.

Creating a New Job Description



STEP 1:

Create a new job description

To create a new Job Description, you will need to select ‘Manage Job Descriptions and create a new requisition’ from the Job Description box.

STEP 2:

Once prompted to the Job Descriptions click on the ‘New Job Description’ link at the top left corner, to create a brand new position.

i.e. You may want to use this feature to increase headcount, only if a position does not exist.




STEP 3:

You will now be prompted to the Job Description Information form.

In this form you will need to complete all the fields necessary to create this new Job Description.

Fields with an asterisk* are mandatory.

NOTE- use Calendar icon to add dates. Format is dd/mm/yyyy

STEP 4:

Job Duties

Click the ‘New’ button. The format shown will be displayed.

Please list the essential (core) duties of the position and the percentage of the time devoted to each duty in the window (pictured)

Please ensure the total adds up to 100%

STEP 5:

Once all the fields have been completed please select your ‘Approval Process’.

.




STEP 6:

Once you have selected your ‘Approval Process’ a range of fields will appear:

1) You can type in the email of the appointee in the field as described. or

2) You can search the appointee using the binoculars icon. then

3) Click ‘Enter’ and the field will populate the appointee’s name and email link .

Your Selection will be stored as defaults for future use on the same web browser.

STEP 7:

Select your HR Representative.

Repeat steps 1 thru 3 as described above in STEP 6

STEP 8:

Click ‘Save and Exit’ when ready to move description through the approval process.


Definitions for Reasons for Job Description

Reason Use When:

New Permanent FT position (addition to headcount – VP Approval Required)

• This is used for a completely new full time permanent position that will be adding to current headcount. No other positions will be closed to create this position.

• VP approval is required before submitting a new permanent FT position to headcount.

• If closing out an old position to create a new one, use “Replacing an existing position”.

• Hiring a new employee is not considered an addition to headcount, but adding a new position is considered an addition to headcount. Hiring of a new employee on a Requisition, not a JD.

Replacing an existing position

• Any time there is a change in title and a change in salary – it’s a new position.

• Promoting an employee into a new position and closing out their old position is replacing an existing position. i. If someone is getting a promotion into a position that already exists and their current position will be backfilled, use a Requisition.

• Whenever replacing an existing position with a different position it is assumed the old position will be cancelled.

Editing an existing job description

• This is used for changing the functions listed on a JD.

• This can be used if changing the title only. If change to salary and title, use “Replacing an existing position”.

• If only changing an existing employee's salary, use a PAF

Other

• New Pooled Positions. (if hiring someone into a pooled position that already exists, use a Requisition.)

• Creating a new permanent part time position. (provide a copy of the permanent budget transfer submitted if permanent funding is not already available on that index-account)

• Creating a new temporary full or part time position (if funding is not already available on that index & account, provide a copy of temporary budget transfer submitted)


Description of Approval Processes for Job Description

Approval Process Applicable Employee Classes Faculty & Lecturers/Visiting Professors Faculty = 6111, e-class 20 Single

Lecturer/Visiting Professor = 6161, e-class 25

Full-Time Instructional Staff FT Instructors = 6121, e-class 24 Single

All Other Employees – Grant Funded FT Professional Exempt = 6211, e-class 40

FT Professional Non-Exempt = 6213, e-class 42 Single

PT Professional Exempt = 6242, e-class 43

PT Professional Non-Exempt = 6244, e-class 41 PT Professional Student = 6432, e-class 45

Temporary Professional Exempt or 1-Time Payment = 6252, e-class 48 Pooled

Interim/Temporary Professional Non-Exempt = 6254, e-class 91

All Other Employees - Split Funded FT Professional Exempt = 6211, e-class 40

FT Professional Non-Exempt = 6213, e-class 42

PT Professional Exempt = 6242, e-class 43 Single


Temporary Professional Exempt or 1-Time Payment = 6252, e-class 48

Temporary Professional Non-Exempt = 6254, e-class 91

All Other Employees - Operating FT Professional Exempt = 6211, e-class 40





70 Hour Secretarial-Clerical = 6311, e-class 50 Single

40 Hour Secretarial-Clerical = 6312, e-class 51

50 hour Secretarial-Clerical = 6312, e-class 52

707 Service-Maintenance = 6321, e-class 70

707 Security = 6331, e-class 71

Temporary Facilities (707) = 6321, e-class 78

32BJ Service Maintenance = 6341, e-class 72

Interim/Temporary Professional Non-Exempt = 6254, e-class 91 Pooled

Resident Assistant = 6531, e-class 86

PT Instructional Staff PT Instructors = 6122, e-class 31 Pooled

Adjunct/PT Visiting Prof/PT Lecturer = 6132, e-class 35

Community Teacher = 6142, e-class 39

Instructional Staff/Fee-Based Instructor = 6152, e-class 81

RA/TA/DRFs – Department Funded Research/Teaching Assistant = 6422, e-class 87 Pooled

Doctoral Research Fellow = 6442, e-class 88

RA/TA/DRFs – Provost Funded Research/Teaching Assistant = 6422, e-class 87 Pooled

RA/TA/DRFs – Grant Funded Doctoral Research Fellow = 6442, e-class 88 Pooled

Research/Teaching Assistant = 6422, e-class 87

Course Assistant/Admin Fellow Course Assistant = 6462, e-class 84 Pooled

Administrative Fellow = 6412, e-class 89

Work-Study Work-Study = 7829, e-class 90 Pooled

Modify Job Description All Employee Classes (as needed)


Actions of Icons in New Job Description Form

ICONS ACTIONS

By clicking the binoculars icon you can SEARCH for information to populate the field this icon is next to.

By clicking the calendar icon you can add the DATE to populate the field this icon is next to

By clicking the eraser icon you can ERASE information in the field you have populated if you want to edit information.


Definition of Fields in Job Description Card

FIELD DEFINITION FIELD DEFINITION

Working Title Title to be posted in career site and TC directory

Position Title Title associated with position in Banner

Appointment End Date

If the job has an end date use the Calendar icon to enter date.

For positions without an end date, select 08/31/2049

Position Type From the drop down menu, select if employee is:

Faculty- for Faculty positions only.

Student- for Student positions only.

Temp/Interim- for temp and interim positions only.

Staff- FT, PT, Secretarial, Facilities and Security.

Pooled Position

Should be selected to Yes if position falls under the following categories:

Recruitment Process

This field defines the workflow for candidates, when offer is made.

Faculty- for Faculty positions only.

Standard- for Professional, Secretarial, Facilities, Security, Temp/Interim positions only.

Student- for Student positions only.


Helpful tabs in Job Description Card

TABS USES

NOTES TAB

The NOTES tab is a great way to record extra information about the job. You can record notes for yourself and also send e-mails about the job from the Notes tab.

DOCUMENTS TAB

The DOCUMENTS tab is used to store job related documents such as Position Descriptions or interview guides.


Approving Job Description

Users will receive an email notifying them to review and approve/decline a Job Description. This email will have instructions on how to approve the Job Description. There are two ways of approving Job Descriptions:

APPROVE VIA EMAIL APPROVE VIA Recruitment Dashboard Portal

To approve by email:

Reply to the email received by typing in the word ‘Approve’ and send.

The word ‘Approve’ is the only valid response accepted via the email.

To approve by the Portal (accessible by computer only):

Access these jobs by clicking the ‘Approvals’ link from the orange box.

*Review Job Description and Approve*


Declining a Job Description

Users will receive an email notifying them to review and approve or decline a Job Description. This email will have instructions on how to approve or decline the Job Description. There are two ways of declining Job Descriptions:

DECLINE VIA EMAIL Decline VIA Recruitment Dashboard Portal

To decline by email:

Click on the ‘View Position Description’ link provided in email. You will be prompted to review the Job Description.

After reviewing you can click ‘Decline’ at the bottom of the page.

To decline by the Portal (accessible by computer only):


*Review Job Description and Decline*

When declining a Job Description you will be required to enter a reason for declining. After you click ‘Decline’ the below window will appear:

Enter reason for decline, then click ‘Save’


Restarting approval process for a Job Description that has been Declined.

1) If declined you will receive a ‘Declined position description’ email. To review- click the ‘View Position Description’ link provided in the email.

2) Scroll to the bottom of the page and click the ‘Restart’ button, a window will pop up

Click ‘OK’ if you would like to restart the process.

3) You will be prompted to the Job Description form to edit and reassign approvers. Follow the same process of “Creating a Job Description” and make sure to edit accordingly. Once complete click ‘Save and Exit’ this will send the Job Description back to the approvers as assigned.

4) You can review the approval queue process by viewing the job description ‘Approval Process’ field towards the bottom of the form.


Creating a Requisition


STEP 1:

Create a Requisition

To create a new Requisition, you will need to select ‘Manage Job Descriptions and create a new requisition’.

*For pooled positions see page 18 for hints headcount management and position numbers*

STEP 2:

Once prompted to the Job Descriptions page, choose the appropriate position description. Scroll towards the right of the screen, select ‘Create Requisition from a job description’.




STEP 3:

Requisition information

You will be prompted to the Requisition information card.

In this form complete all the fields necessary to save this Requisition.

*Make sure to assign a ‘Team’ in the requisition form*

Fields with an asterisk* are mandatory.

STEP 4:

Assigning a TEAM in the Requisition:

To find your team, locate the Supervisor field towards the bottom of the requistion.

In the blue box, click the drop down menu.

Your user information will then populate.

Note to input this value into the ‘Teams’ field toward the beginning of the requisition.

*Important for Security Purposes- Update this field with your specific team as instructed (Step 4), as this will limit who is able to access your JD/Reqs.

CLICK




STEP 5:

If applicable, Set up Search Committee.

1. Select ‘Yes’ in ‘Do you wish to utilize a search committee’

2. Input the user name of the Search Committee Chair

3. Click ‘Add Search Committee Member’ and select all applicable users.

**If you want to make updates to the search committee after the requisition has been approved, please contact your HR Rep.**

STEP 6:

Once all the fields have been completed please select your ‘Approval Process’




STEP 7:

Once you have selected your ‘Approval Process’ a range of fields will appear:

1) You can type in the email of the appointee in the field as described. or

2) You can search the appointee using the binoculars icon. then

3) Click ‘Enter’ and the field will populate the appointee’s name and email link .

Your Selection will be stored as defaults for future use on the same web browser.




STEP 8: Select your HR Representative.

Repeat steps 1 thru 3 as described above in STEP 6

STEP 9: Click ‘Save and Exit’ when ready to move requisition through the approval process.


Creating a Requisition *Headcount Management for Pooled Positions only*


For Pooled positions, a position number must be added to the position number field.

Step 1:

If adding more than 1 headcount to a requisition, please ensure that each position number field is populated, these position numbers should always be the same.

Click on the icon, to find the ‘Template’ for the pooled position (refer to page 7 and page 19 for pooled position descriptions)

If the field is already pre populated (as shown), copy and paste the Position number onto the next headcount fields.

Click ‘TAB’ on your keyboard to populate.

*See step 2 in page 20*


Creating a Requisition *Headcount Management for Pooled Positions only*


For Pooled positions, After populating the position field for the additional headcount you MUST always select a ‘TYPE’.

Step 2:

Click on the drop down arrow in the ‘TYPE’ field, select if this is a ‘NEW’ or a ‘REPLACEMENT’ headcount.


Approving a Requisition

Users will receive an email notifying them to review and approve/decline a Job Requisition. This email will have instructions on how to approve the Job Requisition. There are two ways of approving Job Requisitions:

APPROVE VIA EMAIL APPROVE VIA Recruitment Dashboard Portal

To approve by email:

Reply to the email received by typing in the word ‘Approve’ and send.

The word ‘Approve’ is the only valid response accepted via the email.

To approve by the Portal (accessible by computer only):


*Review Job Requisition and Approve*


Description of Approval Processes for a Job Requisition

Approval Process Applicable Employee Classes

Faculty & Lecturers/Visiting Professors Faculty = 6111, e-class 20 Single










































Declining a Requisition

Users will receive an email notifying them to approve or decline a Job Requisition. This email will have instructions on how to approve or decline the Job Requisition. There are two ways of declining Job Requisition:

DECLINE VIA EMAIL Decline VIA Recruitment Dashboard Portal

To decline by email:

Click on the ‘View Requisition’ link provided in the email. You will be prompted to review the Job Requisition.

After reviewing you can click ‘Decline’ at the bottom of the page.

To decline by the Portal (accessible by computer only):


*Review Job Description and Decline*

When declining a Job Requisition you will be required to enter a reason for declining. After you click ‘Decline’ the below window will appear:

Enter reason for decline, then click ‘Save’


Definition of Fields in Requisition Form


Department Enter name of Department for position

Requested Salary Enter requested salary for this position.

* The system will not accept offers outside the approved range. If you decide to offer an amount outside of the range, please work with your VP and HR Representative. Once approved, the range will be updated allowing you to proceed with the posting.

Headcount Management

If hiring more than one person on this requisition please enter the no. of ADDITIONAL New or Replacement positions required.

Skip this section if only hiring one person Note: all requested positions must have approved budget.

Search Committee You can use these fields to create a committee for the hiring of this position.

Posting Details

In this menu you can apply for a posting Waiver. (Waiving only allowed for Student positions)

Enter reason for Waiver

Posting Details

If you plan to advertise in addition to the TC website indicate the advertising source.

Email your Representative and discuss these sources. HR will post positions externally.


Posting Jobs to TC Careers

*To be completed after Requisition has been approved*


STEP 1:

After Requisition has been approved by all parties, you will need to post the job to the TC Careers Portal- any external postings need to be coordinated with your department HR Representative.

Next to the ‘New Job’ box click the ‘jobs open’ link.

This will prompt you to the ‘ Jobs’ open menu.

Example of Requisition approved E-mail.

STEP 2:

In the ‘Jobs’ menu, click the ‘View ’ link to select the job to be posted in the TC Careers site.




STEP 3:

Once in the requisition card, click the Posting tab.

Click ‘Add posting channels’ and you will be prompted to the Posting Channels window. Click on the TC Careers checkbox to ensure the job is posted on the TC Careers site.

Please note the following:

• Complete all mandatory fields as required.

• The POSTING tab is for departments to control the posting process on the TC Career site.

• Advertising text can be created independent of the job description.

• To post externally contact your HR Representative.




STEP 4: Customize for Job

To customize requested supporting documents (i.e. Research Statement, Publication, Writing Samples)

Click on the ‘Customize for Job’ button

*make sure pop ups are allowed on your computer*

STEP 5:

You will be prompted to an Item Library menu. Click on the ‘Question Library’ button.

Another pop up will bring you to the Question Library page.

Here you can add any requested supporting documents.

Click ‘Save’ once you are done.

*This is optional, not a requirement, ideal for Faculty hiring*




STEP 6:

Classifying Search Categories and Work Types

These are *Mandatory fields

By checking the boxes in the SEARCH CATEGORIES and WORK TYPES section, you are selecting a filtering process for the applicant experience.




STEP 7:

Select Application Form from the drop down menu.

*Mandatory field

STEP 8:

Make sure to review thoroughly and click ‘SAVE’ to post job into the TC Careers site.

A confirmation will appear once job is posted.

CONGRATULATIONS!! You have successfully posted your job, now let’s get ready to look for a qualified candidate, send the offer and hire a new colleague.


Previewing Job Advertisement Supervisor and Hiring Manager roles


STEP 1:

Once the job has been posted to the TC Careers site, click on the ‘Open Advertisement’ link next to ‘Advertisements’ yellow box. This will bring you to preview any open job advertisements.

STEP 2:

In the ‘My Posted Jobs’ menu click on the ‘Preview Job ad’ on the far right, next to the posting you are looking to preview.

A pop up window will appear, showcasing the posting.


Reviewing Applicants

*Contingent on permissions and team settings*


STEP 1:

In the ‘New Job’ box, click the ‘jobs open’ link.

This will prompt you to the ‘My Jobs’ open menu.

STEP 2:

Once clicked, you will be prompted to the ‘My jobs’ page- here you can see any open, closed, pending or approved jobs you may have in the system.

To sort positions by status, click the drop down arrow in the ‘Status’ window.

To view the job card, click the ‘View job’ link on the right hand side of the page





STEP 3:

Click the ‘View applications’ link on the left top corner.

STEP 4:

You will be prompted to the applicants list. Here you can sort applicants and create your offer.

To view applications scroll to the right side of the applicants name and click ‘View application’

*HINT*

Another way to download resumes without viewing the application is by clicking on the icon pictured.





STEP 5:

After clicking ‘View applications’ you will be prompted to the ‘Applicant Card’

Here you can review applicant’s resume, cover letter etc.

STEP 6:

In the Applications section of the ‘Applicant Card’ you can view any history of applications submitted to any other open positions within your department.

From this section you can also create the offer and start the hiring process for the applicant.

(Follow next steps in the Making an offer section, page 26)


Reviewing Applicants – As a Search Committee Member



STEP 1:

In the ‘Search Committee Review’ box, click the ‘jobs requiring search committee review’ link.

*This will prompt you to the ‘My search committee jobs’ menu.

STEP 2:

In the ‘My search committee jobs’ menu, scroll to the right of the page and click on ‘View Applicants’.

STEP 3A:

Review Applicant Information via Bulk Compile and Send

• On Search Committee card, select applicants you want to review by clicking the appropriate check box, or click ‘Select All’

• Click ‘Bulk compile and send’

• Select the applicable documents

• Click ‘Create

• You can view or download the

resume by clicking the icon, or view the full application by

clicking the icon, located to the left of the applicants’ name.

To Bulk Compile and Send


Reviewing Applicants – As a Search Committee Member



STEP 3B:

Review Applicant Information via Bulk Compile and Send

STEP 4:

Add a note in the ‘summary’ box and/or an overall recommendation for each applicant who has applied to the job.

Once your overall recommendation has

been added, hit ,

or .

*Add a check to specific employee, name should be highlighted in blue*


Making an Offer - Full Time and Part Time Professionals


STEP 1:

You can initiate an offer in two ways.

Method 1 – Candidate Application Page

Navigate to the candidate’s application page. Go to the Applications section and find the applicable requisition. Click the existing status underneath the Status link. In many cases, this will be New.

Method 2- Manage applications page

Navigate to the manage applications page on the requisition. On the candidate’s record, click New under Status.

STEP 2:

A Change application status box will appear.

Select *Create offer proposal* and click

Next >.



STEP 3:

You will be taken to a new pop up box called Confirm status change. You are able to perform additional actions such as:

Email the applicant. By ticking of Yes, an email template will drop down. Complete as you wish.

STEP 3 (continued):

Additional actions:

Email Additional users from Job. You are

able to select which users from the Req

(Job) and Offer to send an email too.

Another email template will populate and

you can update as you see fit.

Update job status from Approved to

Offer. Click Yes. This is signify in the

system that no other offers can be made

on this requisition.

After performing any additional actions,

click Move now.


Making an Offer - Full Time and Part Time Professionals


STEP 4

You are now taken directly to the Offer details card. You will be required to complete all fields marked with an asterisk.

STEP 5

Merge Documents

Every offer must have an Offer Letter and a Pay Rate Form.

Click Merge document.

A Document merge box will pop up. Navigate to the folder of the applicable employee group and then select an Offer Letter and a Pay Rate Form based on what employee you are hiring.

In this example, we are hiring an adjunct professor you will go to the Part Time Instructional folder and then select: Offer Letter: Adjunct Professor and Pay Rate Form: Adjunct

Click Merge.



STEP 5 (continued):

A Document merge box will appear. The system is configured to pull information directly from the Offer details card and populate it onto the Offer Letter and Pay Rate Form. An asterisk will designated any missing mandatory fields. Click Back to fix the issue. If no changes are needed, click Ignore.

STEP 5 (continued):

You will be taken back to the Offer Details card and can find your newly merged offer documents in that section.

STEP 6

FT and PT Professional Approval Process

From the drop down menu, select HR Team

STEP 6 (continued)

An approval workflow will populate. Into approval line 1, input the email of your HR Representative

Click Save and Close.

After approving the offer, your HR Representative will extend the offer and on-board the candidate.


Definition of Fields in Offer details form


UNI Enter UNI of employee if this ID exists.

HINT: All students have UNIs this will be helpful to add if hiring a student employee.

Start Date/End Date

These two are required fields. Use the calendar icon to provide appropriate Date format.

End Date: For Student Appointments enter the last day of the Semester or the last day worked.

*If there is no end date, input 08/31/2049.

Annual salary/Appointment amount

Important! Provide an appointment salary amount (NOT ANNUAL SALARY) if the duration of the appointment is less than one year.

Hourly Pay Rate and Overtime Rate

These two fields are mandatory.

If hiring an hourly employee, use the Salary calculator to calculate Hourly Pay Rate and Overtime Rate.

If Hiring a Salaried employee, enter 00.00 in both fields.

On-boarding workflow

Select Workflow for applicant, this will provide the employee with the appropriate On- boarding forms.

Onboarding Form

Select the appropriate post offer form

1. Current Employees (active employee record) Post Offer – Used when offering a new job to active employee

2. Standard Post Offer – Used when offering a new job to a brand new employee

3. Student Post Offer – Used when offering a new job to an employee who is currently a student

Offer Documents In this section you will create pdf. Files of documents applicant will receive once the offer is made.

If your department has additional documents other than those provided in the ‘Merge Document’ menu, you can add documents by clicking the ‘Add Document’ button. Here you will be prompted to upload the desired documents.


Making an Offer- Pooled Positions


STEP 1:

You can initiate an offer in two ways.


Navigate to the candidate’s application page. Go to the Applications section and find the applicable requisition. Click the existing status underneath the Status link. In many cases, this will be New.


Navigate to the manage applications page on the requisition. On the candidate’s record, click New under Status.

STEP 2:

A Change application status box will appear.

Select *Create offer proposal*

and click Next >.




STEP 3:

You will be taken to a new pop up box called Confirm status change. You are able to perform additional actions such as:

Email the applicant. By ticking of Yes, an email template will drop down. Complete as you wish.

STEP 3 (continued):

Additional actions:

Email Additional users from Job.

You are able to select which users

from the Req (Job) and Offer to

send an email too. Another email

template will populate and you can

update as you see fit.

Update job status from Approved

to Offer. Click No. Since this is a req

for pooled positions, other offers

may be made from this req.

After performing any additional

actions, click Move now.



STEP 4

You are now taken directly to the Offer details card. You will be required to complete all fields marked with an asterisk.

STEP 5

Merge Documents

Every offer must have an Offer Letter and a Pay Rate Form.

Click Merge document.

A Document merge box will pop up. Navigate to the folder of the applicable employee group and then select an Offer Letter and a Pay Rate Form based on what employee you are hiring.

In this example, we are hiring an adjunct professor you will go to the Part Time Instructional folder and then select: Offer Letter: Adjunct Professor and Pay Rate Form: Adjunct

Click Merge.



STEP 5 (continued):

A Document merge box will appear. The system is configured to pull information directly from the Offer details card and populate it onto the Offer Letter and Pay Rate Form. An asterisk will designated any missing mandatory fields. Click Back to fix the issue. If no changes are needed, click Ignore.

STEP 5 (continued):

You will be taken back to the Offer Details card and can find your newly merged offer documents in that section.

STEP 6

Selecting approval process

From the drop down menu, select ‘None’.

STEP 7:

HR Team field

1) Click ‘Save and Close’.

HINT: Representative will have access to review, but Representative will not send the offers for pooled positions.




STEP 8: Once the offer proposal has been created, you must send the offer to the candidate. This can be done in two ways.


Navigate to the candidate’s application page. Go to the Applications section and find the applicable requisition. Under the Status section, click *Create offer proposal*


Navigate to the manage applications page on the requisition. On the candidate’s record click *Create offer proposal* under the Status column.

A new window will pop up to ‘Change application status’ form.



STEP 9: In the ‘Change application status’ form select *Send contingent online offer* click ‘Next’




STEP 10: Review email to be sent to candidate

In the ‘From’ field, replace the populated email with your own tc.edu email.

*By adding your email the applicant will know to communicate directly with you the hiring manager, this will assist in both parties being updated accordingly.

STEP 11:

Click ‘Move now’, this will send the email to the candidate requiring them to enter the applicant portal to accept the offer and complete their post hire forms.

*Please encourage candidates to complete this step as soon as they receive this email

.


Closing a Job in the system

Responsibility of Hiring Manager

In accordance with Federal law, the College maintains an Affirmative Action Plan.

Part of that plan is to report and track recruitment activity. For positions which are part of this plan such as faculty, professional, instructional staff and executive positions. For these positions we identify reasons for non- selection for each candidate and the stage in the process where they are no longer being considered.

Student positions, interim position and any other “pooled position” do not require identification of reasons for non-selection.

There are two ways to close out a job

1)Cancel a job (pages)

2) Job has been filled (pages)


Closing a Job in the system (Cancelled)

It is the Responsibility of the Hiring Manager once a position has been filled to always close out the job.

What you need to do

What you will see

STEP 1:

Click on ‘Jobs Open’ link next to your ‘NEW JOB’ box in the dashboard.

STEP 2:

In your ‘Jobs’ menu, click on the ‘View ’ link (right)

You will be prompted to the Requisition form.

Once in the Requisition form.

Scroll to the bottom of the page.

In the ‘Status’s section, click on the ‘Close Job’ link


Closing a Job in the system (Cancelled)


What you need to do

What you will see

STEP 3:

You will be prompted to select a move status.

From the drop down menu you can select ‘Filled’ or ‘Cancelled’

Select ‘Cancelled’

STEP 4:

Select reason which applies to cancelling this position.

Click ‘Save’


Closing Job in the System (Filled)

It is the Responsibility of the Hiring Manager to close out the job once a position has been filled.

What you need to do

What you will see

STEP 1:

Click on ‘Jobs Open’ link next to your ‘NEW JOB’ box in the dashboard.

STEP 2:

You will be taken to your JOBS page. Find the applicable job and click ‘View ‘ on the right hand side.

You will taken to the Requisition form.

You will be taken to the requisition.

Scroll to the bottom of the page. In the status section, click the ‘Close Job’ link.


Closing Job in the System (Filled)

It is the Responsibility of the Hiring Manager to close out the job once a position has been filled.

What you need to do

What you will see

STEP 3:

You will be prompted to select a move status.

From the drop down menu you can select ‘Filled’ or ‘Cancelled’

Date ‘Filled’ will be employee Start Date.

Select ‘Filled’

STEP 4:

If ‘Filled’ is selected

In the ‘reasons for closing position’ field, select:

‘ Position Filled’

Click ‘Save’


Closing Job in the system (Filled) Reasons for Non Selection


What you need to do

What you will see

STEP 5:

Go to ‘Recent Items’ on the top right corner of the screen, click on the drop down arrow.

*Find the job you just closed*

STEP 6: You will be prompted to the Requisition form once again.

On the top left corner of the screen, you will find ‘View applications’

Click this link.




What you need to do

What you will see

STEP 7:

In this screen, the applicants for this position will be displayed.

Select those who were not hired, by using the color boxes on the left side of the screen.

*you can choose any color to identify those who were not hired.*

STEP 8:

Click on the ‘Select a bulk action’ drop down menu.

Select ‘Bulk move’




What you need to do

What you will see

STEP 9:

In the ‘Bulk move’ screen click on the ‘Application Status’ drop down.

STEP 10:

Select one of the options for non selection.

*see green boxes*




What you need to do

What you will see

STEP 11:

Select communication template from the drop down menu.

In this case you should select ‘Position Filled’

Select Yes for the Email Applicant field

*NOTE- Every position must be closed and every applicant should receive an email.

STEP 12:

From the second drop down menu Select a reason for ‘non selection’

Click ‘Move now’.


Reasons for Non Selection- Responsibility of Hiring Manager

Reason Use When:

Position Cancelled and/or Filled Internally The position is filled by a TC employee or is not filled at all.

Withdrew for Not Completing and/or Cooperating in Recruitment Process

An application is incomplete or when a candidate could not be reached for an interview

Does not meet Advertised/Posted Minimum Qualifications

it is determined that the candidate does not meet the posted minimum qualifications. This can be done at any stage of the process, but typically determined at the pre-interview stage.

Meets Minimum Qualifications, but Does Not Meet Preferred Qualifications

it is determined that the candidate meets the posted minimum qualifications, but not the posted preferred qualifications. This can be done at any stage of the process.

Meets Preferred Qualifications, but Finalist is a Better fit it is determined that the candidate meets all of the posted qualifications but was not the selectee. This can only be determined after the selectee has been identified.

No Offer and/or Office Rescinded due to Results for Background Check or Other Screening

References result in the candidate no longer being considered or when an offer has been rescinded due to background check. Background checks are only conducted after a "contingent offer" is initially made. Reference checks are made before an offer is made

Screening and/or Interview revealed Insufficient Experience or Skills

After phone or in-person interview

Screening and/or Interview revealed a Lack of Interest or Poor Communication Skills

After phone or in-person interview

Withdrew due to Dissatisfaction with Terms of Employment

After the candidate is interviewed in phone or in person and informs the interviewer that they are no longer interested in the position

Not Hired (only to be used for pooled positions) A candidate is not selected for a "pooled" budgeted position, such as a student employee, part-time instructor or adjunct faculty position

Qualifications Not Considered due to Data Management Techniques

This is legally permissible but not normally employed at Teachers College. This is only to be used if it is decided, before the screening begins, that a certain number (or percentage) of applicants will not be viewed due to the large number of applications anticipated and/or received. In this approach, the specific applications are viewed based on a defined criteria (e.g., the first 50 applications or specific resumes in a sequence such as every fifth application).


Reviewing New Hires


STEP 1:

In the ‘Offers & Onboarding’ box, click the ‘new hires’ link.

This will prompt you to the ‘My new hires’ menu.

STEP 2:

In the ‘My new hires’ menu, scroll to the right side of the applicants row.

Click the ‘View offer details’

STEP 3:

You will be prompted to review the ‘Offer details’ card, here you can check the Application status;

Example- background check, contingent online offer sent, accepted offer or declined offer.


On-boarding (View from applicant)

What you need to do

STEP 1: Applicant will receive an offer email

STEP 2: Applicant will log in using the link provide in the email when offer was made.

STEP 3: At the top of the welcome page of the applicant profile, the applicant will see a yellow banner with a ‘View Offer’ link.

The link will take the applicant to the Employment offer page. In this page the applicant must download any documents that were provided during the online offer process i.e. ‘offer letter’, ‘pay rate acknowledgement’ and any other documents the hiring manager has provided.


Onboarding (View from applicant)

What you need to do

STEP 5: Once the forms provided are downloaded and reviewed by the applicant, the applicant can check the ‘agreed to the terms’ box, they can now choose to accept or decline the offer.

STEP 6: Once offer is accepted, the applicant will be prompted to complete all necessary post hire forms and acknowledgements.


On-boarding (View from applicant)

What you need to do

STEP 7: Once offer is accepted and forms are completed, the new hire can visit the portal by clicking on the ‘Go to employee portal’ link. Here they will be able to access their ‘Task List’.


Reviewing New Hires- Task List

These lists can be viewed once employee has completed the onboarding process.


STEP 1:

In the ‘Offers & Onboarding’ box, click the ‘new hires tasks’ link.

This will prompt you to the ‘new hires tasks’ menu.

STEP 2:

In the ‘My new hires task’ page select the name of the employee whose list you are reviewing.

Click ‘Search’

Click the ‘View all tasks’ link.

STEP 3:

You will be prompted to the ‘New Hire tasks’ dashboard.

Here you can review:

1) Employee’s pending tasks. 2) Manager’s pending tasks 3) You can add new tasks to

yourself (manager) or to employee.


Definition of actions in New Hire tasks dashboard


The employee task list is broken down by:

Prior to first day

First day at TC

First week at TC

First month at TC

2 Year Anniversary at TC

In each section the Employee has tasks to complete, these tasks will have the due date information.

Employees are emailed reminders to complete these tasks.

The managers task list is broken down by:

Prior to first day

First day at TC

First week at TC

First month at TC

2 Year Anniversary at TC

In each section the Manager has tasks to complete, these tasks will have the due date information.

Managers are emailed reminders to complete these tasks.

New tasks may be added to Employees or Managers.

Just click on the ‘Add new task’ link under the appropriate section to create a new task.

You can also favourite a task:

In the ‘New Task’ form at the bottom of the page click :

Your tasks will be saved for future use.

A Hiring Manager can also send reminders to their employees to complete tasks:

1) Click on the ‘Notify updates’ at the top left of the ‘New Hire tasks’ dashboard.

2) In the ‘Email employee’ form complete the mandatory fields.

3) Compose email.

4) click Send

Employee will receive notification to complete pending tasks.


Student Hire process

For verbal offers of employment


STEP 1:

Student Hiring process

To begin the Student hire process, you will need to select the ‘Jobs open’ link from the ‘New Job’ box.

STEP 2:

In the ‘My jobs’ menu, select the position you are looking to fill by clicking the ‘View Job’ link on the right side of the page.

STEP 3: To assign a specific student to the position click on the ‘View applications’ link at the upper left corner of the page.



For verbally hired student


STEP 4:

You will be prompted to a menu of applicants for this position.

If the applicant is not on the list and you would like to extend an invitation, do the following:

1) Click ‘New applicant’ at top left corner.

2) Complete mandatory fields in the ‘New applicant’ card.

3) To disclose the application select Yes from the drop down menu.

4) Click ‘Save’

STEP 5:

You will be prompted to the ‘Offer details’ card.

Complete all mandatory fields- add or merge student documents as required.

Please follow instructions to completing the ‘Offer details’ card in pages 26-29.





STEP 6:

To send the offer to a specific student you will need to do the following:

Go to your menu bar and click on ‘Applicant Search’

STEP 7:

Find the specific student- click on ‘view application’




What you need to do

What you will see

STEP 8:

The ‘Applicant card’ will populate.

STEP 9:

In the ‘Applicant card’ under ‘Applications’

Click the ‘New’ link next to the job description.

STEP 10: Change ‘Application Status’ to

‘Send Contingent online offer’

Click ‘Next’

A sample of the offer email will display

Click ‘Move now’

*Review pages 31-34 for the applicant experience*


Making an offer- Faculty

To make an offer from ‘Applicant Card’ follow next steps

What you need to do

What you will see

STEP 1:

Once in the applicant card, go to the ‘Applications’ section and click on the ‘No Offer’ link.

STEP 2:

You will be prompted to the ‘Offer details’ card.

In the ‘Offer details’ card you will be required to complete all fields marked with an asterisk*

HINT: The ‘Offer details’ card contains a snapshot view of the applicant’s personal details and job details.




What you need to do

What you will see

STEP 3:

For Academic Appointments, complete the ‘Academic Appointment Details’ section

*All fields in this section must be completed.

STEP 4:

Select a ‘Term’ from the drop down menu




What you need to do

What you will see

STEP 5:

In the ‘Onboarding’ section, of the ‘Onboarding form’ field (#12) select ‘Standard Post Offer’.

STEP 6:

For the ‘Onboarding workflow’ field (#13) select ‘Full Time Employee’.

*complete all mandatory fields, follow steps in page 43*


Making an offer- Faculty ( Merge Documents)


What you need to do

What you will see

STEP 3: Merge Documents

In this section you will select/add (add if necessary) documents which will be merged and mailed to the applicant for reviewing your offer.

1)Click Save offer details card

then

2) Click ‘Merge Document’

3) Select documents from menu:

* Mandatory attachment*

Notice and Acknowledgement of Pay Rate and Payday.

4) Click Merge once selection of documents is complete.

HINT: Ignore any personal details required by employee, these will be entered by employee when they complete the On-Boarding process.


Making an offer- Faculty (Selecting Approval Process)



STEP 5: Selecting approval process

From the drop down menu, select ‘HR Team’.

STEP 6: HR Team field

1) In this field enter the email of your HR department Representative.

2) Click ‘Save and Close’.

HINT: Representative will receive email for approval and move candidate to the next steps for On-Boarding.

Once employee is approved you will receive an email from the Recruitment Dashboard system, you will then be able to view your new hire in your dashboard.

(Follow steps in ‘Reviewing new hires’ page 30)


Managing job overviews

Helpful Hints

Helpful hint What you will see

Sorting Jobs via ‘Manage Jobs’ link

To sort you can click any of the columns headings and the sort will update.

Manage Headings

To add or reduce amount of headings you will like to see click on the hammer

Located and the bottom left of the page, this hammer icon represents ‘Settings’

Once clicked you will see a menu of the headings, here you can click which you will like to remove or which ones you will like to add. Make sure to click the ‘Save’ button to update.


Bulk update to jobs


STEP 1:

Click the ‘Manage jobs’ link on the right side menu of your page.

STEP 2:

On the left side of the jobs you will see a check box,-here you can check the jobs you will like to take bulk action on.

When these jobs are selected click the drop down at the top of the page

Once you have selected ‘Bulk update job’ a pop up screen will display.

In the ‘Job Status’ field you can select an action from the drop down menu.

Click ‘SAVE’ at the bottom of the page to update action.


Managing applications

Search by job, applicants name or application status


STEP 1:

Click on the ‘Manage applications’ link on the right side menu.

Here you can search for applicants using a specific job.

*Contingent on permissions*

STEP 2:

You can search for a specific job, name or application status by clicking the ‘Search’ tab on the left side of the page.

A page will display with fields to specify the search

To search by job click the binocular icon

Once you have filled in the fields of your choice, hit the ‘Search’ button at the bottom of the page.


Managing applications Search by answers to questions


STEP 1: To search by answers to questions, click the link at the top of the page ‘search by answers to questions’

STEP 2: This will display a pop up page with a question and answer wizard, select the questions and click ‘NEXT’.

*You can also add another question, by clicking the ‘Add another question’ link.

STEP 3: You will then be prompted to type in the answer you would like to search on then click ‘FINISH’.

*The results will be displayed as per your specifications*


Managing applications Viewing Resume and Answers


STEP 1:

Once you have specified the actions as described in page 25 or 26 the applicants will be displayed in the results tab.

STEP 2:

On the right side of the results page you will see the following icons

View Resume icon

Download Resume icon

View answers icon

Clicking this link will take you to the applicant card

STEP 3:

Once in the applicant card, you will be able to see the applicant’s personal details along with history, resume, communication and application forms.

To print the applicant card click the

print icon at the top right of the page.


Managing applications Flags and Applicant actions


FLAGS

STEP 1:

Once is the application card, you can manually edit flags.

To do this click on the ‘Flags’ link in the applicants personal information section

STEP 2:

The ‘Flags’ link will display a pop up page with a menu of flags you can check off to apply or remove, once flags have been selected, click ‘SAVE’ at the bottom of the page to apply the update.

APPLICANT ACTIONS

At the top left of the ‘Applicant card’ you will find the ‘Actions’ drop down menu, here you can click the action links and apply to applicants.

*Note any action taken is recorded against the applicants history*


Managing Applications – Attaching New Documents to Applicant Cards



STEP 1:

Download applicable document

STEP 2: Navigate to applicant card

To view applications scroll to the right side of the applicants name and click ‘View application’

• Download document (usually missing cover letter)

• Go to applicant card

o Go to hamburger menu (upper left) o Go to applicant search

o Input applicant name

o Applicant card will populate

o Go to 'Applications' section and find applicable job

o From the 'Actions' menu, click the drop down arrow

o Click 'Add document'' o Upload applicable document o Done


Managing Applications

Changing application status


STEP 1:

On the applicant card, in the ‘Applications’ section click the current status next to the job you would like to make a status change to.

STEP 2:

Once this status link is clicked a menu with status options will display-here select the status and click ‘NEXT’

When selecting a status the ‘Confirm status change’ page will display, this page will give you options to send communication, give reasons, assign to talent pool or record a recruitment step.

* These options will vary depending on the status selection.

Click ‘Move now’ at the bottom of the page to complete the action.



Viewing an applicant’s resume and application form


STEP 1:

Once in the applicant card, you will be able to see the applicant’s personal details along with history, resume, communication and applications.

To print the applicant card click the

print icon at the top right of the page.

STEP 2:

To view the resume or application form

Under the ‘Applications’ history in the applicant card, look for your job scroll to the right, here you will see links to view forms, resume and edit flags.

To download resume, click on the Resume link.

To view application, click on the Form link

To add flags, click on the Flags link



Actions and Viewing History


Procedure: To take actions in a specific applicant card.

Go into the applicant card, under ‘APPLICATIONS’ find the job application you will like to take an action for.

Scroll to the right side to click on the actions drop down menu.

*Note actions menu is contingent on permissions**

Procedure: To view applicant history in applicant card.

Go into the applicant card, the third section in the card reads ‘History’, in this section you can filter the history by clicking on the drop down menu for ‘Item’ or ‘Job’.



Bulk actions overview


Procedure: To bulk applicants using specific bulk actions.

*This feature is extremely helpful since it helps the hiring manager organize multiple applicants at the same time*

The 3 colour check boxes on the left assist with the organization process.

STEP 1: Select Manage applications from right side menu.

STEP 2: Select applicants by clicking any of the 3 colour boxes on the right side.

STEP 3: Click the ‘Select a bulk action’ a drop down menu will display.

STEP 4: Click the action and complete information requested in pop up page.

*Please see the next page (33) for specific action breakdown*



Bulk Apply and Bulk Categorize


BULK APPLY

STEP 1: Select applicants.

STEP 2: Select ‘Bulk Apply’ from the ‘Select a bulk action’ drop down menu.

STEP 3: Complete mandatory fields in pop up page:

Job Title/Number- job specified for applicant to apply to.

Job source- for reporting purposes

Application Status- status you would like applicant to appear in once applicant is applied to specific job.

STEP 4: Click ‘NEXT’.

STEP 5: Read information displayed in pop up page, once confirmed click ‘APPLY’.

BULK CATEGORIZE

STEP 1: Select applicants

STEP 2: Select ‘Bulk Categorize

STEP 3: Click ‘Areas of Interest’ under category library, select applicable areas then click ‘ADD’ to update.



Bulk Assign


BULK ASSIGN


STEP 2: Select ‘Bulk Assign’ from the ‘Select a bulk action’ drop down menu.

STEP 3: In pop up page displayed, using the binoculars find the user you will like this application assigned to.

STEP 4: Once user has been selected and email has been reviewed, click the ‘ASSIGN’ button to send email.

*User should receive an email with merge fields populated.*



Bulk Communication


BULK COMMUNICATION


STEP 2: Select ‘Bulk Communicate’ from the ‘Select a bulk action’ drop down menu.

STEP 3: Select a communication template from list, the preview of template will populate, click ‘NEXT’

STEP 4: Review email or make necessary updates.

At the bottom left corner you have an option to ‘Delay e-mail by’, select delay of your choice. Click ‘SEND’ to email communication to applicant.



Bulk compile and send


BULK COMPILE AND SEND


STEP 2: Select ‘Bulk compile and send’ from the ‘Select a bulk action’ drop down menu.

STEP 3: Check documents you would like to include. Click ‘CREATE PDF’ at bottom of page.

STEP 4: Using the binoculars select user you would like compiled documents sent to. Click ‘SEND’

*User should receive an email with compiled documents attached.*

(example of email received by user)



Bulk invite to apply/Bulk move


BULK INVITE TO APPLY


STEP 2: Select ‘Bulk invite to apply’ from the ‘Select a bulk action’ drop down menu.

STEP 3: Complete mandatory fields i.e. Job, application source, application form, external job site and position description. Click ‘NEXT’

STEP 4: Review e-mail language. Click ‘PROCEED’ when ready to send.

BULK MOVE


STEP 2: Select ‘Bulk move’ from the ‘Select a bulk action’ drop down menu.

STEP 3: From the drop down menu select reason for move. Click ‘NEXT’

STEP 4: You may choose to select a communication template or move without selecting a template. Click ‘MOVE NOW’ when ready to send or move.



Bulk move and send


BULK MOVE AND SEND


STEP 2: Select ‘Bulk move and send’ from the ‘Select a bulk action’ drop down menu.

STEP 3: Complete fields and select information you would like to send to user or users. Click ‘NEXT’

*User should receive an email with compiled documents attached.*

(example of email received by user)



Bulk Task Reminder


BULK TASK REMINDER


STEP 2: Select ‘Bulk task reminder’ from the ‘Select a bulk action’ drop down menu.

STEP 3: In the displayed pop up page, complete the mandatory fields.

STEP 4: Click ‘SAVE’ once ready to send task.

Other Actions:

From the ‘ Select a bulk action’ drop down you can also choose to

*Bulk document merge

*Bulk export

*Bulk reference check


APPENDIX A

Approval Workflow Applicable Employee Classes

Faculty & Lecturers/Visiting Professors Faculty = 6111, e-class 20 Single









































Modify Job Description All Employee Classes (as needed)


APPENDIX B

Job Status Description

Cancelled Cancelled requisition.

Filled Approved requisition that is now filled. If multiple headcount exists, people can still be hired into it.

Draft Has not been through approval process. Cannot be posted or hired into.

Approved Approved by all levels of selected workflow. Can be posted or hired into (if headcount management section is configured correctly)

Offer Approved requisition that is now filled. If multiple headcount exists, people can still be hired into it.

Declined Declined by an approver during approval process. Cannot be posted or hired into

On hold Approved, but not able to be posted or hired into until moved back to Approved status

Sourcing Approved, posted and actively being recruited for.

Pending approval Requisition pending approval from ALL users in approval workflow. Cannot be posted or hired into.

Background checking

Approved requisition that has an offer made against it. Offer has been accepted and candidate moved to background check request stage.


Version History

Version # Modified by Date Description of Change

V1 AE 1/1/2018 original

V2 HM 4/27/2018 Adding truncated post offer form info

V3 HM 5/18/2018 Adding definitions of job status

V4 HM 6/12/2018 Updated to include e-class 45

V4 HM 6/12/2018 Added text about appointment salary

V5 HM 6/29/2018 Adding search committee info

V5 HM 9/4/2018 Adding in how to attach new documents to application

V5 AE 10/18/2018 Updating screen shots to new interface.

V7 HM 10/10/2019 Updating with creating an offer:

Teachers College Recruitment Training Guide

Documents

Transcript of Teachers College Recruitment Training Guide