User Guide. SaskPolytech Recruiting and Onboarding System (SROS) Version 2 (July 2015) Human Resources

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1 User Guide SaskPolytech Recruiting and Onboarding System (SROS) Version 2 (July 2015) Human Resources

2 Table of Contents Section 1 Access the SROS Access the SaskPolytech Recruitment and On boarding System (SROS) Log In Home Page Information User Page (My Profile) Edit User profile... 3 Section 2 Create a Primary Job Posting Introduction Before you start Create a Primary Job Posting... 5 Checklist for Job Content (SDF) details Visualize Applicants in the Posting Watch List Include or Remove a Postings to the Watch List Section 3 Create a Casual Job Posting Section 4 Validate Funding Overview of Authorizer / Executive Sponsor / AVP VP role Overview of the Budget Analyst role Section 5 Create an Employee Service Contract (ESC) Posting Introduction Before you start Create New ESC Posting (CEC or CEA)... 18

3 User Guide for the SaskPolytech Recruiting and Onboarding System (SROS) Section 1 Access the SROS 1.1 Access the SaskPolytech Recruitment and On boarding System (SROS). https://careers.saskpolytech.ca/hr/ 1.2 Log In Use your SaskPolytech username. When you log in for the first time, the system password default is your username. You will be prompted by the system to create a new password prior to entering the system. Record this password for future use. If you are not able to access the SROS, use the Request an account prompt. A member of the Human Resources team will contact you regarding your request. 1 P age

4 1.3 Home Page Information From the Home Page access your Inbox, Watch List, User information and historical posting information. This page is also where you will initiate a new posting. (See Section 2 for Primary Job Posting or Section 5 for ESC Posting.) 1.4 User Page (My Profile) The My Profile provides information regarding your role and profile in the SROS. The default user type is shown here (see below), such as Program Head/Supervisor, Office Assistant and others. If you need to switch your user profile, use the the refresh button. to access your profile listing, change to the desired role, and click 2 P age

5 1.5 Edit User profile The edit user link provides you with information on the Banner funding authorities or permissions you have. System permissions are set up in two ways. Automatically set to match fund authorization(s) in Banner OR Manually set for positions such as Office Assistants, HRC, HRA, CEC s, CEA s and Budget Analysts. If your permissions or profile settings are not accurate, please contact your local Human Resources Office or 3 P age

6 Section 2 Create a Primary Job Posting 2.1 Introduction The purpose of the Primary Job Posting (formerly known as the Staffing Decision Form SDF) is to initiate a job posting. Use the Primary Job Posting for all full time, part time and casual postings (Academic, Professional Services or Out of Scope). All applicants are required to complete an application using the SROS to be considered in a competition. The application will include their on line application information, a resume and cover letter. Applicant screening and the selection process will follow the appropriate collective agreement or selection/hiring procedures. The SaskPolytech Recruitment and On boarding System (SROS) is the single repository for all postings for Saskatchewan Polytechnic. Note: To post an Employee Service Contract, please refer to Section 5 Create an Employee Service Contract Posting. DO NOT use the Primary Job posting for an Employee Service Contract posting. 2.2 Before you start Before you initiate a Primary Job Posting, have the following information ready for your reference: Do you have? Approval and authorization for funding the position Position number, fund/org number, your employee id # and position # if you are the Program Head / Supervisor Completed Job Information Questionnaire (JIQ) or Classification, as applicable Advertisement requirements (for advertising in addition to the SaskPolytech Careers Page) Previous Incumbent form (completed by employee if incumbent to be listed on posting) Note: required fields will appear with an orange * indicating information is required before proceeding in the workflow. 4 P age

7 2.3 Create a Primary Job Posting Overview There are six steps to create your new posting noted in the table below. Each step is described in detail below. Step Action 1. Initiate Job Posting/ Announcement 2. Create new posting from position type, template or previous posting 3. Select Branch/Division/Department fields 4. Complete Job Content/SDF fields 5. Summary and Take Action on Posting (move to Authorizer, Budget Analyst) 6. Add posting to Watch List Step 1 Step 2 Go to the tab Postings to initiate Job Posting / Announcement Click on Create New Posting to create new posting from position type, template* or previous posting *Before using the template option, please contact the HR Consultant to verify if there are templates available according to your need. 5 P age

8 A new Dialogue Box will appear. Select from one of the three options: Note: If you are posting a position for the first time (new JIQ, new position), please contact your local HR Consultant. They will assist you with initiating your posting and ensure the appropriate consultation with the union, if needed. Step 3 Select the Branch/Division/Department fields on the New Posting page 6 P age

9 Checklist for New Posting fields Field Posting Title* (*title to be seen on the job posting) Senior Management / Branch Division Department Accept online applications (checked for Primary postings) Special offline application instructions (not required and can be completed later in the posting process) Required? Step 4 Complete Job Content (SDF) Details (completed primarily by Program Head/Supervisor or Office Assistant) Fill in the required information on the job content (SDF) details page. If you do not know the information required, please enter zero (0) and use the Notes section for further explanation for the HRC or Budget Analyst. The HR Consultant or Budget Analyst will assist you to complete the required information. When complete, click Next. 7 P age

10 Checklist for Job Content (SDF) details Field Location (drop down list) Other Location (check box list) Building (drop down list) Other Building (free text) Position Title (free text) Posting Title (completed from first page) Bargaining Unit (drop down list) Classification (drop down list) JIQ # (free text) Start Date (calendar) End Date (calendar) Ongoing (yes or no) Category of Work (drop down list) Hours of Work (drop down list) Total Assigned days (AC) / Total Hours per biweekly pay (PS/OOS) Supervisor ID Number (free text) Supervisor Position Number (free text) Reason for Vacancy (drop down list) Are division/department resources available to fund this position? (yes or no) Please describe the source of the funding (free text) Posting Status (completed by HRC) Incumbent (free text) Date Posted (completed by HRC) Closing Date (completed by HRC) Open Until Filled (completed by HRC) Salary Range (completed by HRC) Temporary Market Stipend (completed by HRC) Special Instructions to Applicants (free text) Note (free text, not visible to applicants) Quick Link (available for distribution purposes) Org Code (free text) Budget Position Number (free text) Funding Notes (free text) Casual Contact Name* Casual Candidate Contact * Next Year s Posting Quicklink* Next Year s Posting Title* HRC Contact* Required? 8 P age

11 Invitation Only* (yes or no) Note: The Casual Specific Information fields are used for the creation of Casual employment recall lists. For information on how to create a Casual posting, please check the Create a Casual Posting section. The HR Consultant will complete the Next Year s Posting Quicklink section and contact the Casual applicant. If it is not a Casual posting or if you do not have a Casual candidate to bring forward to HR, DO NOT complete these fields. Note: Verify pre populated information. If you use a template posting or a previous posting, information will populate in many fields. Please review carefully to verify if the information is accurate and applies to the new posting you are creating. Step 5 Summary and Take Action on Posting Once you have saved all the job details and moved to Next, you will review a Summary of the posting. The Summary page allows you to confirm the content of your posting and ensure all required information included for the Budget Analyst or HR is complete before you take action. If the information is not complete, you will see a red banner across the top of the page, indicating what information is required/missing. You need to complete the required information before you can take action on the posting and advance in the workflow. You can preview or print the posting from the menu options in this view. When the Summary information is confirmed, click Take Action on Posting. A Dialogue Box will appear. If you have authority to approve (defined in the SaskPolytech Management Authorities Grid) to proceed to hire, click Take Action on Posting and select Approved (move to Budget Analyst). Select your division budget analyst (see image Step 6 below). This will forward the posting to your division budget analyst for funding review. 9 P age

12 If you do not have the authority to proceed, click on Approved (move to Authorizer/ Executive Sponsor role (Director/Dean/AVP/VP/President) to obtain higher level authorization on the funding required to hire. Step 6 Add Posting to your Watch List Now you can confirm if you want the posting added to your Watch List by checking the box. When you have successfully added the posting to your Watch List, the banner across the top page will indicate, Posting was successfully transitioned. This means the SDF has moved in the workflow and is now available in your Watch List. To remove a posting from your Watch List, please check Section 2.5 Watch List Include or Remove a posting from the Watch List. Note: What if the posting returns? The posting may return to you as the originator of the posting if there is information not provided or required by another role in the workflow. For example, if the position number referenced does not match your org/fund authorizations, you may receive the posting back from the Budget Analyst to correct this item. To continue the workflow, complete the required information and return the posting back to the requester. Remember, you can use the Notes field to share information with others, as Notes are not visible to the Applicant. As well, action taken on the posting is tracked and accessible using the History tab on the posting. Congratulations! You have created a Primary Job Posting! 2.4 Visualize Applicants in the Posting Once the position is posted and you start to receive applications, as the hiring manager you have access to preview the applications as they come, here is how you can access it: 10 P age

13 Step 1 Log in to the SROS system. (See Section 1) Step 2 Go to the Posting tab and select Primary Step 3 A list of posting will be available for you to view based on the orgs you have assigned to your account in SROS, which reflects your authority in Banner. Step 4 You can search for the specific posting using the search field, using the posting tittle or competition number, or simply click on the posting title of the desired posting on the list to open and preview it. Another option is to use the Actions option to select to View the Posting or View the Applicants (see image below). Step 5 Once you open the posting, you will have access to the Applicants tab inside the posting, and preview the applicants. 2.5 Watch List Include or Remove a Postings to the Watch List Having postings included on the Watch List in the system is an easy way to access the postings you wish to track the approval process and to view the applications, without having to leave the system s home page or search for it. If you created a posting and forgot to select the check box to include it on your Watch List (Step 6 on Section 2.3 Create a Primary Job Posting), you still can include the posting to your Watch List. Include Posting to the Watch List: Follow the steps 1 to 4 as listed on section 2.4 Visualize Applicants in the Posting, use the Actions option on the posting and use the option Watch. Remove Posting from the Watch List: To remove a posting from your Watch List, use the same steps as mentioned above and select Stop Watching. 11 P age

14 Section 3 Create a Casual Job Posting The steps to create a casual posting for the Program Head/Supervisor are the same as Section 2.3 Create a Primary Job Posting. The only difference in the posting is: Category of work (select Casual) End date (indicate date assignment will end, no later than fiscal year end June 30 th ) Information regarding the funding arrangements provided in the comments field Once the posting has been generated and moved through the primary job posting workflow, the HR office will assist with creating the casual list for the department or work area. If you have posted a competition in this fiscal year and have exhausted the list of applicants from that posting, you can generate another posting using the Create from Posting option (see image below). If you have a candidate that you would like to add to a casual posting list, you can initiate a job posting and provide the candidate contact information (name and ) to the Casual Specific Information (see image below). If the casual posting process has been completed, and/or you would like to add an additional candidate, you can use this process to initiate a new casual contact list. For additional information, please contact your HR Consultant for assistance. The HR Office will continue to administer the Casual Employee Recall processes. 12 P age

15 Section 4 Validate Funding There are three roles in the system that may be required to validate funding for a posting. You may be asked to validate funding as an Authorizer or Executive Sponsor / AVP VP (see section 4.1 below), or as a Budget Analyst (see section 4.2 below). 4.1 Overview of Authorizer / Executive Sponsor / AVP VP role Funding authorization may be required for a posting in accordance with the SaskPolytech Management Authorities Grid. The authorization may be requested by the Program Head/Supervisor or the Office Assistant, and advanced to the Authorizer. The Authorizer in the system is the next level in the fund/org model. If the Authorizer does not have the permission to approve, the posting should be advanced to the Executive Sponsor by the Authorizer. Here is an example of the hierarchy. Branch Executive Sponsor/AVP VP Division Authorizer Department Program Head/Supervisor For example, posting starts with the Program Head Dean VP Academic To authorize funds the Authorizer / Executive Sponsor / AVP VP will access the SROS and take action on the posting. Use the following steps and checklist to assist. Overview Step Action 1. Log in to system 2. Go to Home Page Inbox 3. Open the Job Posting and validate the funding 4. Confirm funding authorization. Update funding Notes section as needed. SAVE. 5. Take action on posting 6. Add to Watch List (if needed) Step 1 Log in to the SROS system. (See Section 1) Step 2 Go to your Home Page and access your Inbox. (See Section 1) Step 3 If the posting is assigned to a different group other than the one you are logged in, make sure to switch to the correct group in order to be able to visualize the posting and approve it. (See image below). 13 P age

16 Select the preferred user group and use the circle arrow on the right to confirm your selection and refresh the page. The system will confirm that you are viewing as a member from a different group. Step 4 Open the Job Posting that requires action. Confirm the posting details. Validate the funding authorization using the Funding Comments field. Step 5 Confirm or decline the funding authorization using the comments field. Enter comments to accept or decline authorization of the funds required. SAVE posting. Proceed to the Summary page in the table on the left. Step 6 Click on the Take Action On Posting. This will bring up a Dialogue Box requiring an action to move the posting along in the workflow. The Return action returns the posting to the hiring manager for correction/abandonment. Either Approved action continues the posting request in the SROS workflow. If you are the Authorizer and require additional fund authorization, use the Approved (move to Dean/AVP). The system will advance the posting to the next level in the branch/division/department workflow. Step 6 Add to your Watch List, if you wish to track this posting. When these steps are complete, the banner across the top of the page will change to indicate the posting was successfully updated (green = successful, red = errors on the page). To remove the posting from your Watch List, please check Section 2.5 Watch List Include or Remove a posting from the Watch List. 14 P age

17 4.2 Overview of the Budget Analyst role Overview of Budget Analyst actions Step Action 1. Retrieve Job Posting from Inbox 2. Open posting and confirm posting content (update as needed) 3. Make any changes (as needed) 4. Save Posting 5. Take Action on Posting 6. Add to Watch List (if needed) Step 1 Go to Home Page and retrieve the Job Posting from your Inbox Step 2 Open the posting that requires action. Confirm posting details and validate funding source/authorization, including level of authority, fund/org number, position number or other funding details. Step 3 Make changes to the posting if needed. Alternatively, you may need to return the posting to the hiring manager for correction. (See Step 5). Step 4 Save posting, if any changes. Step 5 Click on the Take Action On Posting. This will bring up a Dialogue Box with the choices for moving the posting along in the workflow. 15 P age

18 Step 6 Add to Watch List (if you wish to track this posting). When these steps are complete, the banner across the top of the page indicates the posting was successfully updated (green = successful, red = errors on the page). The posting can be added to your Watch List if selected. To remove a posting from your Watch List, please check Section 2.5 Watch List Include or Remove a posting from the Watch List. 16 P age

19 Section 5 Create an Employee Service Contract (ESC) Posting 5.1 Introduction The purpose of the Create New Employee Service Contract (ESC) Posting is to initiate an ESC job posting. While the SaskPolytech Recruitment and On boarding System (SROS) is the single repository for all postings for SaskPolytech, ESC contracts will NOT use the complete SROS applicant tracking workflow at this time. ESC Postings will be generated in the SROS, while the applications will continue to be received via e mail. Once the ESC posting has been generated in the SROS, you will continue to follow the current ESC hiring processes. ESC applicants will directly to the primary CEC noted on the posting. Once the successful applicant is selected, an Employee Service Contract will be completed. The contract will be signed off by the employee and supervisor (CEC), and forwarded to the Budget Analyst for processing. The Budget Analyst will complete their review of the contract funding. Once confirmed, send the contract and any other hiring documents to the local HR office. The HR Assistant will complete the set up for the employee contract, including the assigned days. Once the employee profile is complete, the HRA will forward the appropriate documentation to the Payroll Office and ITS. 5.2 Before you start Before you begin to Create New ESC Posting, have the following information ready for your reference: Do you have? Approval and authorization for funding the position Supervisor Position Number Copy of the previous posting (if any) Confirmation of the dates, times, locations and courses to be taught Note: required fields will appear with an orange * indicating information is required before proceeding in the workflow. 17 P age

20 5.3 Create New ESC Posting (CEC or CEA) Overview There are seven steps to create your new posting described in the table below. Each step is described in detail below. Step Action 1. Switch group preference to CEC/Supervisor or Cont.Ed.Assist. 2. Create New ESC Posting/ Announcement 3. Create new posting from position type, template or previous posting 4. Complete Branch/Division/Department fields 5. Complete Employee Service Contract fields 6. Summary and Take Action on Posting (Move to Continuing Education Assistant for posting) 7. Add posting to Watch List (if needed) Step 1 If you have more than one group assigned to your account, you will need to switch the group preference from your current to CEC/Supervisor or CEA. (See Step 3 of Section 4.1) Step 2 Go to the tab Posting and select ESC, or use the Shortcuts area Create New ESC Posting. 18 P age

21 Step 2 Create new posting from position type, template or previous posting. A new Dialogue Box will appear asking, What would you like to use to create this new posting? Step 3 Complete Branch/Division/Department fields on the New Posting page Note: As we do not accept online applications for ESC positions through the system, make sure to disable this option when creating any posting (red arrow above). 19 P age

22 Step 4 Complete Employee Service Contract fields Complete the required information on the Employee Service Contract details page. When complete, click Save and then Next. Format the posting with course listing first and dates/times second. This previously was provided in a table/chart. The new system has a single field for this information. Here are a two examples: Checklist for an ESC Posting Field Location (drop down list) Other Location (free text) Building (drop down list) Other Building (free text) Required? 20 P age

23 Posting Title (completed from first page) Course/Services Dates/Times (free text) Description (free text) Course Delivery Pre requisites (free text) Required pre requisites for all above assignments also include (select those that apply to the posting from list provided) Date Posted (calendar) Closing Date (calendar) Open Until Filled (check box) Competition Number (automatic field) Special Instructions to Applicants Continuing Education Consultant same as Continuing Education Administrator (free text) Mailing Address (dropdown selection) Address (free text) Supervisor Position Number (free text) Note (free text) Note: Verify pre populated information. If you use a template posting or a previous posting, information will populate in many fields. Please review carefully to verify the information is accurate and applies to the new posting you are creating. Step 5 Summary and Take Action on Posting. Once you have saved all the job details and moved to Next, you can review the posting at the Summary page. The Summary page allows you to confirm the content on your posting and ensure all information is complete before you take action. If the information is not complete, you will see a red banner across the top of the page, with prompts to indicate what information is required or missing. You will need to complete the required information before you can take action on the posting and advance it in the workflow. You can preview or print the posting from the menu options in this view. When the Summary information is confirmed, click Take Action on Posting and move it to Posted. If needed the Continuing Education Assistant can send the posting to the CEC/Supervisor for approval before posting it, otherwise the posting can be set as Posted. 21 P age

24 Step 6 Add posting to Watch List (if needed) When you have successfully added the posting to your Watch List, the banner across the top page will indicate, Posting was successfully transitioned and it was added to your Watch List. This message confirms the ESC posting has moved along in the workflow and is available in your Watch List. Note: What if the posting returns? The posting may return to you as the originator of the posting if there is information not provided or required by another role in the workflow. To continue the workflow, complete the required information and return the posting back to the requester. The actions taken on the posting are tracked and accessible using the History tab on the posting. 22 P age

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