Recruiting - Recruiters. Guide for Users Updated on 7 December 2015

Transcription

1 Updated on 7 December 2015

2 Contents Getting Help... iv About Recruiting... 1 Create Job Openings/Postings... 2 Understanding job opening/posting data... 3 Graduate Assistants... 4 Teaching Assistants Exam Invigilator Lab Monitors Manage Job Openings Recruiting home Edit job opening/postings Close a job opening Search job openings Search for job postings Browse job openings Manage Applicants & Applications Link applicants to job openings Search applicants Browse applicants Search applications View and download job offers Prepare & Unpost Job Offers Graduate Assistants Teaching Assistants Exam Invigilator Lab Monitors Unpost & add revised offer Complete Hiring Recruiter responsibilities Enter date of birth and SIN number Complete a hire Withdraw from hire View closed job openings Accept offer on behalf of applicant ii

3 Processing Data Changes Job Changes Terminating Employees About Notifications Apply for Jobs Apply to a job opening Apply without selecting a job Forgot password & user name Manage Applicants Link an applicant Submit job offer Approved job offer Delete job offer Deny job offer Job offer status summary Outstanding approvals Complete Hire Successful hire Successful re-hire Re-hire reminder to activate Ryerson ID Update Personal Information Enter direct deposit info Update emergency contact info Complete diversity self-id survey Glossary iii

4 Getting Help ehr Online Learning You will find a collection of online tutorials and user guides for ehr systems at: Check out the Getting Started topic before you start browsing the online content. HR Client Services If you experience difficulties logging into ehr or online tutorials, contact HR Client Services: Call: ext or Technical Help To access any Ryerson system, you must first activate your Ryerson identity by completing the web form available at: If you experience difficulties logging into ehr via the Ryerson portal using your RyersonID, contact the CCS Help Desk: Call: ext or Supported Browsers Firefox Safari OSx Chrome Desktop version 24.x, 35.x 17.x, 24.x, 30.x 7.x Internet Explorer WIN 7 9.x, 10.x, 11.x Compatibility Off Disclaimer This document is intended as a reference for employees of Ryerson University. Every effort has been made to ensure the content of this document is correct. If any conflict of information is found between this document and any official documents related to the content, the applicable policy/collective agreement information in the official documents will prevail. The information contained in this document can change without notice and is not guaranteed to be error-free. If you find any errors, contact HR Client Services at (416) or iv

5 About Recruiting ehr's online recruiting system is used for CUPE Local 3904 Unit 3: teaching assistants, graduate assistants, lab monitors and invigilators and CUPE Local 3904 Unit 2: instructors at the Chang School. This system enables hiring administrators to recruit and process potential candidates using job openings and job postings. Applicants search job postings, upload their resumes, and apply for positions using the careers web site (https://careers.ryerson.ca/index.html) or self-service. Hiring administrators can then review applicants, prepare job offers (workload confirmations) and create employment records in ehr - all electronically and in one system. The Recruiting Cycle The recruitment cycle occurs at various times during the academic year for CUPE Unit 2 and Unit 3 types of jobs with each step being completed by either the recruiter, applicant or approver. 1

6 Create Job Openings/Postings Job openings and job postings represent the temporary jobs that you are trying to fill. The first step in the recruitment process is to create a job opening and posting. This data is entered in two stages. First, you enter job opening data and second you enter job posting information which will be viewed online by the applicant. Job opening data contains information about start and end dates, target openings, course and other important information. Job posting information contains data about responsibilities and pay rate information that which will be used to create an electronic contract. The applicant will view posting information when browsing the careers page or using self-service online. The CUPE Local 3904 Unit 3 Collective Agreement (http://www.ryerson.ca/hr/policy/index.html) outlines the requirements for advertising work for teaching assistants, graduate assistants, lab monitors and exam invigilators. This agreement also defines posting duration, hours of work and hourly rates of pay etc. Knowing what the rules are will help you to understand the difference between the assistantship positions. 2

7 Understanding job opening/posting data About Job Opening Data: When you create job openings, job templates determine what fields are available for data entry. These job templates automatically populate job information required to complete the hire. As a recruiter, you will enter department specific data and other job opening information. Job opening information includes: Job opening data such as start and end dates and department codes Job codes and related pay information including total contract hours Academic year, term and course information (if applicable) Distribution codes Recruiters, hiring managers and interested parties Note: Access to job templates is determined by your security set-up. If you need additional templates made available, complete an self-service ehire security access request. About Job Opening Statuses: The job opening status refers to the current state of the job opening: Draft: the job opening is in a draft state and available to recruiters Open: the job opening is active and available to recruiters and applicants Filled/closed: the target openings have been filled and the job opening is no longer available About Job Posting Data: Job postings are job descriptions that are attached to the job openings. You determine if these are published to posting destinations (on the posting date) to attract applicants to a job opening. These descriptions are made up of one or more sections that are defined by job templates. Descriptions include: About Ryerson Qualifications Responsibilities Compensation, additional information about work schedules and submission deadlines It's important to note that content from the 'Responsibilities' section is used to create the electronic contract that will be sent to the approver for review and the applicant for acceptance. 3

8 Graduate Assistants Graduate assistants play a number of vital academic support roles that vary considerably from faculty to faculty, department to department, and from course to course. Graduate assistant postings should provide: A descriptive posting title and hiring department details The total contract hours and pay rate Expected minimum qualifications and responsibilities Procedure In this topic you will learn how to create a job opening for a graduate assistant. 1. Navigate to the 'Create Job Opening' menu. Click the Main Menu button. 2. Click the Recruiting menu. 3. Click the Create Job Opening menu. 4. You are presented with the university's Privacy Policy. Ensure you understand your obligations. Click the Continue button. 5. Select which job opening template you will be using to create the job opening. Select either a job opening with course detail or no course detail. Click the Job Opening Templates link. 6. Enter a descriptive title that applicants can easily understand on the job listings page (you can update this title at any time). Enter the desired information into the Posting Title field. Enter "AER222". 7. Click the Continue button. 4

9 8. The 'Job Opening' header displays information about the job opening 'Status' and 'Job Opening ID'. By default, the job is in 'Draft' status and not available to applicants. Use the 'Job Opening ID' to easily retrieve your job postings. 9. After you've selected the job opening template, you are required to fill in the job opening details in each tab. The 'Opening Details' tab includes information about the department, start and end dates, total contract hours, and default pay rates. 10. Use the 'Target Openings' field to indicate the total number of job openings that need to be filled. 11. 'Available Openings' indicates the number of openings that are unfilled. At first, the field matches the 'Target Openings' field, but as applicants are hired, the system adjusts the number of available openings to show how many spots are still open. 12. Enter the total number of Target Openings field. Enter "3". 13. Select the department that will hire the applicant. Click the Look up Department (Alt+5) button. 14. Click the Department link. 5

10 15. Notice that the primary job code is updated on the job opening. 16. CUPE Unit 3 jobs default to a 'Temporary' job type. This value does not change. 17. The Begin Date indicates the starting date of the position. Enter "01/07/2016". 18. The End Date indicates when the position will be terminated. Enter "04/30/2016". 19. Enter the desired information into the Hours field. Enter "100.00". 20. The default 'Work Period' for this type of hire is 'Contract'. This value does not change. 21. Salary information defaults from the job opening template. Salary Ranges are determined by the wage rates (http://www.ryerson.ca/hr/benefits/rates_by_group/taga_salary.html) defined by the collective agreements for each academic year. 22. 'Pay Frequency' indicates how the applicant is paid. This value does not change. 6

11 23. Click the Ryerson Details tab to enter the academic year and cost center/account code information. 24. Select the 'Academic Year' and 'Term' for the assignment. Click the Academic Year list. 25. Click the 2015/16 list item. 26. Click the Term list. 27. Click the Winter list item. 28. Course related info is supplied by SAS. Depending on the 'Year'/'Term' selected, you can look up a valid 'Subject', 'Catalog Nbr' and 'Class Section' information. Click the Look up Subject (Alt+5) button. 29. Click the Subject Area link. 30. Click the Look up Catalog Nbr (Alt+5) button. 31. Click the Catalog Number link. 7

12 32. Click the Edit Chartfields link. 33. 'Department (Cost Center) and 'Account' code combinations are specific to each department. You cannot enter invalid combinations, and '0' should be entered into empty fields (example shown here). Contact your Financial Advisor (http://www.ryerson.ca/financialservices/about/services/contacts/index.html) for cost center account code combinations and department specific codes used in 'Activity' and 'Employee/CourseID' fields. 8

13 34. In this example, the distribution code is entered. Click the Ok button to return to the previous page. 35. Enter the desired information into the Distrb % field. Enter "100". 36. The distribution percentage allocates the payroll cost to the applicable department. To split the cost between departments, enter the percentage amount to be applied to the first distribution code. Then, click + to add another distribution code(s) with its percentage amount. Note: Ensure the percentage totals add up to 100%. 'Distrb %' cannot be split using $ amounts. 37. Click the Hiring Team tab to add recruiters, hiring managers and interested parties. 38. You can add additional recruiters (with the same security access) on the job opening to allow them to edit your job postings. 39. Use the 'Hiring Managers' field to identify the hiring manager who will default as the supervisor/reports to on the job offer, and provide 'View' access to the job opening. 40. Click the Add Hiring Manager button. 9

14 41. Click the Look up Manager ID (Alt+5) button. 42. Click the Sue Knurr link. 43. Use 'Interested Parties' button to identify people who will participate with the hiring process by having the view access to the job opening and its applicants. 44. Click the Add Interested Party button. 45. Click the Look up Empl ID (Alt+5) button. 46. Click the John Doe link. 47. Once you've entered all the details on the job opening, you'll need to complete the job posting information. Click the Opening Details tab. 10

15 48. Scroll to the bottom of the page and click the Job Postings link. 49. The 'Posting Information' page contains the posting title and five sections of default descriptions. Each description displays on the job posting on the careers and selfservice pages. 50. The 'Posting Title' displays on the careers site and ehr self-service pages. This can be updated at any time. 51. The 'Description Type' defaults from the job opening templates. All postings require the default text on the job posting. You can add more text using the text editor. However, do not delete the default descriptions. 52. In this section, you can specify 'Qualifications' required for the position. Default information is copied from the template. This section should be updated to describe the qualifications for your job posting. Use the text editor to format text display on web pages. 53. Default workload information is copied from the template. You should update this section to accurately describe the 'Responsibilities' for your job posting. This information is used to create the contract. Ensure the total hours accurately reflect the expected workload of the applicant. 54. In this example, the text is modified to reflect the actual work load and contract hours entered on the 'Job Opening Details' tab. 11

16 55. 'Job Posting Destinations' enable you to control where and when the job posting will be available. 56. The 'Posting Type' determines if the job posting will be available for both external and internal applicants. 57. Use the 'Post Date' field to specify a date for the job posting to become available for applicants to view. 58. In this example, enter the date into the Post Date field. Enter "12/01/2015". 59. Use the 'Remove Date' field to specify a date to remove the job posting from the careers pages. Note: The remove date is 12am on the date specified. 60. Enter the desired information into the Remove Date field. Enter "12/31/2015". 61. Enter the post date for the 'Internal' recruiting page into the Post Date field. Enter "12/01/2015". 62. Enter the remove date for the 'External' recruiting page into the Post Date field. Enter "12/31/2015". 63. To review how the job posting will look on the careers page and ehr self service pages, click the Preview button. 64. Once you've reviewed the information, you should now 'Open' the job to activate it for the posting dates you have entered. Click the Return to Previous Page link. 65. Click the OK button. 66. Use the 'Save as Draft' button to save the data without making this job available to applicants. 67. In this instance, make the job available on all the posting destinations. Click the Save and Open button. 68. The job posting is now open and available for applicants to apply. Take note of the 'Job Opening ID' and print the details if required. 69. End of topic. End of Procedure. 12

17 Teaching Assistants Teaching assistants play a number of vital academic support roles that vary considerably from faculty to faculty, department to department and from course to course. These job postings should provide: A descriptive posting title and hiring department details The total contract hours and pay rate Minimum qualifications and responsibilities Procedure In this topic you will learn how to create a job opening for a teaching assistant. 1. Navigate to the 'Create Job Opening' menu. Click the Main Menu button. 2. Click the Recruiting menu. 3. Click the Create Job Opening menu. 4. You are presented with the university's Privacy Policy. Ensure you understand your obligations. Click the Continue button. 5. Select which job opening template will be used to create the job opening. Click the Job Opening Templates link. 6. Enter a descriptive title that applicants can easily understand on the job listings page (you can update this title at any time). Enter the desired information into the Posting Title field. Enter "AER222". 7. Click the Continue button. 13

18 8. The 'Job Opening' header displays information about the job opening 'Status' and 'Job Opening ID'. By default, the job is in 'Draft' status and not available to applicants. Use the 'Job Opening ID' to easily retrieve your job postings. 9. After you've selected the job opening template, you are required to fill in the job opening details in each tab. The 'Opening Details' tab includes information about start and end dates, total contract hours, and default pay rates. 10. Use the 'Target Openings' field to indicate the total number of job openings that need to be filled. 11. 'Available Openings' indicates the number of openings that are unfilled. At first, the field matches the 'Target Openings' field, but as applicants are hired, the system adjusts the number of available openings to show how many spots are still open. 12. Enter the total number of Target Openings. In this example, enter "2". 13. Select the department that will hire the applicant. Click the Look up Department (Alt+5) button. 14. Click the Department link. 15. Notice that the primary job code is updated on the job opening. 16. CUPE Unit 3 jobs default to a 'Temporary' job type. This value does not change. 17. The Begin Date indicates the starting date of the position. Enter "01/07/2016". 18. The End Date indicates when the position will be terminated. Enter "04/30/2016". 19. Hours indicates the total number of hours for the contract duration. In this example, enter "80.00". 20. The default 'Work Period' for this type of hire is 'Contract'. This value does not change. 21. Salary information defaults from the job opening template. Salary Ranges are determined by the wage rates (http://www.ryerson.ca/hr/benefits/rates_by_group/taga_salary.html) defined by the collective agreements for each academic year. 22. 'Pay Frequency' indicates how the applicant is paid. This value does not change. 23. Click the Ryerson Details tab to enter academic year and account information. 14

19 24. Select the 'Academic Year' and 'Term' for the assignment. Click the Academic Year list. 25. Click the 2015/16 list item. 26. Click the Term list. 27. Click the Winter list item. 28. Course related info is supplied by SAS. Depending on the Year/Term selected, you can look up a valid course, catalog and class section information. Click the Look up Subject (Alt+5) button. 29. Click the Subject Area link. 30. Click the Look up Catalog Nbr (Alt+5) button. 31. Click the Catalog Number link. 32. Click the Edit Chartfields link. 33. 'Department' (Cost Center) and 'Account' code combinations are specific to each department. You cannot enter invalid combinations, and '0' should be entered into empty fields (example shown here). Contact your Financial Advisor (http://www.ryerson.ca/financialservices/about/services/contacts/index.html) for cost center account code combinations and department specific codes used in 'Activity' and Employee/CourseID fields. 34. In this example, the distribution code is entered. Click the Ok button. 35. Enter the desired information into the Distrb % field. Enter "100.00". 15

20 36. The distribution percentage allocates the payroll cost to the applicable department. To split the cost between departments, enter the percentage amount to be applied to the first distribution code. Then, click + to add another distribution code(s) with its percentage amount. Note: Ensure the percentage totals add up to 100%. 'Distrb %' cannot be split using $ amounts. 37. Click the Hiring Team tab to add recruiters, hiring managers and interested parties. 38. You can add additional recruiters (with the same security access) on the job opening to allow them to edit your job postings. 39. Use the 'Hiring Managers' field to identify the hiring manager who will default as the supervisor/reports to on the job offer, and provide 'View' access to the job opening. 40. Click the Add Hiring Manager button. 41. Click the Look up Manager ID (Alt+5) button. 16

21 42. By default, a list of manager names display. In this example, the name and look up is complete. Click the Sue Knurr link. 43. Use 'Interested Parties' to identify people who will participate with the hiring process by having view access to the job opening and its applicants. 44. Once you've entered all the details on the job opening, you'll need to complete the job posting information. Click the Opening Details tab. 45. Click the AER222 Teaching Assistant I link. 46. The 'Posting Information' page contains the posting title and five sections of default descriptions. Each description displays on the job posting on the careers and selfservice pages. 47. The posting title displays on the careers site and ehr self-service pages. This can be updated at any time. 17

22 48. In this section, you can specify 'Qualifications' required for the position. Default information is copied from the template. This section should be updated to describe the qualifications for your job posting. Use the text editor to format text display on web pages. 49. Default workload information is copied from the template. You should update this section to accurately describe the 'Responsibilities' for your job posting. This information is used to create the contract. Ensure the total hours accurately reflect the expected workload of the applicant. 50. In this example, the text is modified to reflect the actual work load and contract hours entered on the 'Job Opening Details' tab. 51. 'Job Posting Destinations' enable to you to control where and when the job posting will be available. 52. The 'Posting Type' determines if the job posting will be available for both external and internal applicants. 53. In this example, enter the date into the Post Date field. Enter "12/01/2015". 54. Use the 'Remove Date' field to specify a date to remove the job posting from the careers pages. Note: The remove date is 12am on the date specified. 55. Enter the date into the Remove Date field. Enter "12/31/2015". 56. Enter the post date for the 'Internal' recruiting page into the Post Date field. Enter "12/01/2015". 57. Enter the remove date for the 'External' recruiting page into the Post Date field. Enter "12/31/2015". 58. To review how the job posting will look on the careers page and ehr self service pages, click the Preview button. 59. Once you've reviewed the information, you should now 'Open' the job to activate it for the posting dates you have entered. Click the Return to Previous Page link. 60. Click the OK button. 18

23 61. Use the 'Save as Draft' button to save the data without making this job available to applicants. 62. In this instance, make the job available on all the posting destinations. Click the Save and Open button. 63. The job posting is now 'Open' and available for applicants to apply. Take note of the 'Job Opening ID' and print the details if required. 64. End of topic. End of Procedure. 19

24 Exam Invigilator Exam invigilator postings provide information about each vacancy and/or requests for availability. Information included at the time of posting includes: Descriptive posting title and hiring department details Total contract hours and pay rate Qualifications and responsibilities Schedule information about applicant availability Procedure In this topic you will create a job opening and posting to hire exam invigilators. 1. Navigate to the 'Create Job Opening' page. Click the Main Menu button. 20

25 2. Click the Recruiting menu. 3. Click the Create Job Opening menu. 4. You are presented with the university's Privacy Policy. Ensure you understand your obligations. Click the Continue button. 5. Select which job opening template will be used to create the job opening. Click the Job Opening Templates link. 6. Enter a descriptive title that applicants can easily understand on the job listings page (you can update this title at any time). Enter the desired information into the Posting Title field. Enter "AER222". 7. Click the Continue button. 8. The 'Job Opening' header displays information about the job opening 'Status' and 'Job Opening ID'. By default, the job is in 'Draft' status and not available to applicants. Use the 'Job Opening ID' to easily retrieve your job postings. 9. After you've selected the job opening template, you are required to fill in the job opening details in each tab. The 'Opening Details' tab includes information about start and end dates, total contract hours, and default pay rates. 10. Use the 'Target Openings' field to indicate the total number of job openings that need to be filled. 11. 'Available Openings' indicates the number of openings that are unfilled. At first, the field matches the 'Target Openings' field, but as applicants are hired, the system adjusts the number of available openings to show how many spots are still open. 12. Enter the total number of Target Openings. In this example, enter "5". 13. Select the department that will hire the applicant. Click the Look up Department (Alt+5) button. 21

26 14. Click the Department link. 15. Notice that the primary job code is updated on the job opening. 16. CUPE Unit 3 jobs default to a 'Temporary' job type. This value does not change. 17. The Begin Date indicates the starting date of the position. Enter "04/12/2016". 18. The End Date indicates when the position will be terminated. Enter a "04/30/2016". 19. Enter approximate/actual Hours for the invigilator job. In this example, enter "12.00". 20. The default 'Work Period' for this type of hire is 'Contract'. This value does not change. 21. Salary information defaults from the job opening template. Salary Ranges are determined by the wage rates (http://www.ryerson.ca/hr/benefits/rates_by_group/taga_salary.html) defined by the collective agreements for each academic year. 22. 'Pay Frequency' indicates how the applicant is paid. This value does not change. 23. Click the Ryerson Details tab to enter academic year and account information. 24. Select the 'Academic Year' and 'Term' for the invigilator assignment. LAB and INV assignments do not require course information. Click the Academic Year list. 25. Click the 2015/16 list item. 26. Click the Term list. 27. Click the Winter list item. 28. Click the Edit Chartfields link. 22

27 29. 'Department' (Cost Center) and 'Account' code combinations are specific to each department. You cannot enter invalid combinations, and '0' should be entered into empty fields (example shown here). Contact your Financial Advisor (http://www.ryerson.ca/financialservices/about/services/contacts/index.html) for cost center account code combinations and department specific codes used in 'Activity' and Employee/CourseID fields. 30. In this example, the distribution code is entered. Click the Ok button. 31. Enter the desired information into the Distrb % field. Enter "100.00". 32. The distribution percentage allocates the payroll cost to the applicable department. To split the cost between departments, enter the percentage amount to be applied to the first distribution code. Then, click + to add another distribution code(s) with its percentage amount. Note: Ensure the percentage totals add up to 100%. 'Distrb %' cannot be split using $ amounts. 33. Click the Hiring Team tab to add recruiters, hiring managers and interested parties. 34. You can add additional recruiters (with the same security access) on the job opening to allow them to edit your job postings. 35. Use the 'Hiring Managers' field to identify the hiring manager who will default as the supervisor/reports to on the job offer, and provide 'View' access to the job opening. 36. Click the Add Hiring Manager button. 37. Click the Click the Look up Manager ID (Alt+5) button. 38. By default, a list of manager names display. In this example, the name and look up is complete. Click the Sue Knurr link. 39. Use 'Interested Parties' to identify people who will participate with the hiring process by having view access to the job opening and its applicants. 23

28 40. Once you've entered all the details on the job opening, you'll need to complete the job posting information. Click the Opening Details tab. 41. Click the AER222 Exam Invigilator link. 42. The posting title displays on the careers site and ehr self-service pages. This can be updated at any time. 43. The 'Description Type' defaults from the job opening templates. All postings require the default text on the job posting. You can add more text using the text editor. However, do not delete the default descriptions. 44. In this section, you can specify 'Qualifications' required for the position. Default information is copied from the template. This section should be updated to describe the qualifications for your job posting. Use the text editor to format text display on web pages. 45. Default workload information is copied from the template. You should update this section to accurately describe the 'Responsibilities' for your job posting. This information is used to create the contract. Ensure the total hours accurately reflect the expected workload of the applicant. 46. In this example, the text is modified to reflect the actual work load and contract hours entered on the 'Job Opening Details' tab. 47. 'Job Posting Destinations' enable you to control where and when the job posting will be available. 48. The 'Posting Type' determines if the job posting will be available for both external and internal applicants. 49. Use the 'Post Date' field to specify a date for the job posting to become available for applicants to view. 50. In this example, enter the date into the Post Date field. Enter "03/01/2016". 51. Use the 'Remove Date' field to specify a date to remove the job posting from the careers pages. Note: The remove date is 12am on the date specified. 52. Enter the date into the Remove Date field. Enter "03/31/2016". 24

29 53. Enter the post date for the 'Internal' recruiting page into the Post Date field. Enter "03/01/2016". 54. Enter the remove date for the 'External' recruiting page into the Post Date field. Enter "03/31/2016". 55. To review how the job posting will look on the careers page and ehr self service pages, click the Preview button. 56. Once you've reviewed the information, you should now 'Open' the job to activate it for the posting dates you have entered. Click the Return to Previous Page link. 57. Click the OK button. 58. Use the 'Save as Draft' button to save the data without making this job available to applicants. 59. In this instance, make the job available on all the posting destinations. Click the Save and Open button. 60. The job posting is now 'Open' and available for applicants to apply. Take note of the 'Job Opening ID' and print the details if required. 61. End of topic. End of Procedure. 25

30 Lab Monitors Lab monitor job postings should provide: A descriptive posting title and hiring department details The total contract hours and pay rate Qualifications and responsibilities Procedure In this topic you will learn how to create a job opening for a lab monitor. 1. Navigate to the 'Create Job Opening' menu. Click the Main Menu button. 2. Click the Recruiting menu. 3. Click the Create Job Opening menu. 4. You are presented with the university's Privacy Policy. Ensure you understand your obligations. Click the Continue button. 5. Select which job opening template will be used to create the job opening. Click the Job Opening Templates link. 6. Enter a descriptive title that applicants can easily understand on the job listings page (you can update this title at any time). Enter the desired information into the Posting Title field. Enter "AER". 7. Click the Continue button. 8. The 'Job Opening' header displays information about the job opening 'Status' and 'Job Opening ID'. By default, the job is in 'Draft' status and not available to applicants. Use the 'Job Opening ID' to easily retrieve your job postings. 26

31 9. After you've selected the job opening template, you are required to fill in the job opening details in each tab. The 'Opening Details' tab includes information about start and end dates, total contract hours, and default pay rates. 10. Use the 'Target Openings' field to indicate the total number of job openings that need to be filled. 11. 'Available Openings' indicates the number of openings that are unfilled. At first, the field matches the 'Target Openings' field, but as applicants are hired, the system adjusts the number of available openings to show how many spots are still open. 12. Enter the total number of Target Openings. In this example, enter "25". 13. Select the department that will hire the applicant. Click the Look up Department (Alt+5) button. 14. Click the Department link. 15. Notice that the primary job code is updated on the job opening. 16. CUPE Unit 3 jobs default to a 'Temporary' job type. This value does not change. 17. The Begin Date indicates the starting date of the position. Enter "01/07/2016". 18. The End Date indicates when the position will be terminated. Enter "04/30/2016". 19. Hours indicates the total number of hours for the contract duration. In this example, enter "130.00". 20. The default 'Work Period' for this type of hire is 'Contract'. This value does not change. 21. Salary information defaults from the job opening template. Salary Ranges are determined by the wage rates (http://www.ryerson.ca/hr/benefits/rates_by_group/taga_salary.html) defined by the collective agreements for each academic year. 22. 'Pay Frequency' indicates how the applicant is paid. This value does not change. 23. Click the Ryerson Details tab to enter academic year and account information. 27

32 24. Select the 'Academic Year' and 'Term' for the invigilator assignment. LAB and INV assignments do not require course information. Click the Academic Year list. 25. Click the 2015/16 list item. 26. Click the Term list. 27. Click the Winter list item. 28. Lab monitor postings do not require course, catalog and class section information. 29. Click the Edit Chartfields link. 30. 'Department' (Cost Center) and 'Account' code combinations are specific to each department. You cannot enter invalid combinations, and '0' should be entered into empty fields (example shown here). Contact your Financial Advisor (http://www.ryerson.ca/financialservices/about/services/contacts/index.html) for cost center account code combinations and department specific codes used in 'Activity' and Employee/CourseID fields. 31. In this example, the distribution code is entered. Click the Ok button. 32. Enter the desired information into the Distrb % field. Enter "100.00". 33. The distribution percentage allocates the payroll cost to the applicable department. To split the cost between departments, enter the percentage amount to be applied to the first distribution code. Then, click + to add another distribution code(s) with its percentage amount. Note: Ensure the percentage totals add up to 100%. 'Distrb %' cannot be split using $ amounts. 28

33 34. Click the Hiring Team tab to add recruiters, hiring managers and interested parties. 35. You can add additional recruiters (with the same security access) on the job opening to allow them to edit your job postings. 36. Use the 'Hiring Managers' field to identify the hiring manager who will default as the supervisor/reports to on the job offer, and provide 'View' access to the job opening. 37. Click the Add Hiring Manager button. 29

34 38. Click the Look up Manager ID (Alt+5) button. 39. By default, a list of manager names display. In this example, the name and look up is complete. Click the Sue Knurr link. 40. Use 'Interested Parties' to identify people who will participate with the hiring process by having view access to the job opening and its applicants. 41. Once you've entered all the details on the job opening, you'll need to complete the job posting information. Click the Opening Details tab. 42. Click the AER Lab Monitor link. 43. The posting title displays on the careers site and ehr self-service pages. This can be updated at any time. 44. The 'Description Type' defaults from the job opening templates. All postings require the default text on the job posting. You can add more text using the text editor. However, do not delete the default descriptions. 30

35 45. In this section, you can specify 'Qualifications' required for the position. Default information is copied from the template. This section should be updated to describe the qualifications for your job posting. Use the text editor to format text display on web pages. 46. Default workload information is copied from the template. You should update this section to accurately describe the 'Responsibilities' for your job posting. This information is used to create the contract. Ensure the total hours accurately reflect the expected workload of the applicant. 47. In this example, the text is modified to reflect the actual work load and contract hours entered on the 'Job Opening Details' tab. 48. 'Job Posting Destinations' enable you to control where and when the job posting will be available. 49. The 'Posting Type' determines if the job posting will be available for both external and internal applicants. 50. Use the 'Post Date' field to specify a date for the job posting to become available for applicants to view. 51. In this example, enter the date into the Post Date field. Enter "12/01/2015". 52. Use the 'Remove Date' field to specify a date to remove the job posting from the careers pages. Note: The remove date is 12am on the date specified. 53. Enter the date into the Remove Date field. Enter "12/31/2015". 54. Enter the post date for the 'Internal' recruiting page into the Post Date field. Enter "12/01/2015". 55. Enter the remove date for the 'External' recruiting page into the Post Date field. Enter "12/31/2015". 56. To review how the job posting will look on the careers page and ehr self service pages, click the Preview button. 57. Once you've reviewed the information, you should now 'Open' the job to activate it for the posting dates you have entered. Click the Return to Previous Page link. 58. Click the OK button. 59. Use the 'Save as Draft' button to save the data without making this job available to applicants. 31

36 60. In this instance, make the job available on all the posting destinations. Click the Save and Open button. 61. The job posting is now 'Open' and available for applicants to apply. Take note of the 'Job Opening ID' and print the details if required. 62. End of topic. End of Procedure. 32

37 Manage Job Openings 'Recruiting' provides many options for locating and editing job information. Once you access a job opening, you can perform various tasks. Choose a topic to begin. Recruiting home The 'Recruiting home' page is a dashboard view of important data from your job openings with areas on the page such as: My alerts - enables you take action such 'complete hire' and un-posting expired 'online offers'. Browse job openings - browse the collection of jobs you have access to or have a relationship with as a recruiter. My job openings - access the 'open status' jobs you have access to or have a relationship with as a secondary recruiter. My applicant lists - enables you to send correspondence, download resumes or access the application of the candidate (for all applicants on jobs you have a relationship with as a secondary recruiter). The 'Recruiting home' displays data based on your relationship with the job as a recruiter or secondary recruiter: All jobs - these are jobs where you are either assigned, associated with or have created. Jobs assigned to me - these are jobs where you are set as the primary recruiter. Job associated with me - these are jobs where you are set as secondary recruiter. Created by me - these are jobs that you have created, and possibly assigned another recruiter as primary. The personalization option on the recruiting home page should be set to display 'all jobs' so that you can view jobs where you are set as the primary or secondary recruiter. Procedure In this topic you will learn how to navigate through the 'Recruiting Home' page. 1. Navigate to the 'Recruiting Home' page. Click the Main Menu button. 33

38 2. Click the Recruiting menu. 3. Click the Recruiting Home menu. 4. The 'Recruiting Home' page displays various pagelets that provide a dashboard view of recruiting activities. The pagelets in the dashboard differ with user roles. In this example, the dashboard of a recruiter is displayed. 5. The 'Browse Job Openings' pagelet lets you perform quick keyword searches (job opening title) for job openings. 6. The 'My Alerts' pagelet provides links to more detailed information about each alert. Each alert label includes both the number and type of alerts. Selecting the alert label opens a page that lists the individual instances for the alert. 7. The 'My Job Openings' pagelet displays information about your job openings. these are jobs that you as the recruiter have a relationship with, either as a recruiter, hiring manager or interested party. 8. Use the 'My Job Categories' page to assign a colour coded category to a job opening. These are personal categories that you (as a recruiter) define. 9. The 'Hiring Manager' column displays either the job opening s primary hiring manager or primary recruiter. 10. For job openings in an open status, the 'Days Open' column displays the number of days since the job opening s earliest posting date. 34

39 11. The 'No Taken' column displays the number of applicants in the applied disposition. 12. The 'Total Applicants' column displays the total number of applicants that have applied for the job. 13. The 'My Applicants' pagelet displays active applicant lists on your jobs. These applicants are attached to jobs that you as a recruiter have a relationship with, either as a recruiter, hiring manager or interested party. 14. The 'Phone' and ' ' fields display the applicant s primary phone number and icon. You are able to send an from this page by using the icon. 15. The 'Jobs Applied' field displays the number of jobs for which the person has applications. 16. The 'Last Job Applied To' field displays the job opening ID and title for the person's most recent application. 17. The 'Application' field displays the manage application icon to access the 'Manage Application' page where you perform recruiting activities for a single job application. 18. Pagelets can be personalized to display more data depending on your relationship with the job. 19. Click the Pagelet Settings button. 35

40 20. Click the Personalize link. 21. Click the Pagelet Settings button. 22. Click the Personalize link. 23. Select the filter options that determine which jobs are displayed on recruiting home. Click the Display list. 24. Based on your relationship with the job as recruiter, secondary recruiter, choose an option: All jobs - these are jobs where you are either assigned, associated with or have created. Jobs assigned to me- these are jobs where you are set as the primary recruiter. Job associated with me - these are jobs where you are set as secondary recruiter. Created by me - these are jobs that you have created, and possibly assigned another recruiter as primary. 25. Click the Jobs Assigned to me list item. 26. Click the Status list. 27. By default the 'status' is set to display all open jobs. 28. Click the 010 Open list item. 29. Click the Created Within list. 30. Set a filter option to display different data. Click the Last Year list item. 36

41 31. Click the Save button. 32. End of topic. End of Procedure. 37

42 Edit job opening/postings Job postings are the 'job advertisements' that you create and publish to recruit qualified applicants. These postings can be in a draft or an open status. You can update any data on your job posting in its draft or open status by: Changing the start and end date Increasing or reducing the target openings Modifying the job posting title Updating the responsibilities section of the posting or the 'remove date' to extend the posting You can control the visibility of your job posting by entering or changing: A posting date to determine when the job posting should become available for applicants to view, or A remove date to determine when the job posting will no longer be available for applicants to view Restrictions are in place to control who can update the job opening data: Only the creator or an assigned recruiter of the job opening can update information if the status of the job opening is Draft or Open and Changes made to the job posting with a status of Closed/Filled do not have any effect of your job posting. You will need to recreate a new job opening and posting to fill a new position. Procedure In this topic you will learn how to edit a job opening to increase the number of target openings. 1. Navigate to the 'Browse Job Openings' menu. Click the Main Menu button. 2. Click the Recruiting menu. 3. Click the Recruiting Home menu. 4. The 'Recruiting Home' page displays job openings with an 'Open' status. Select a job opening to begin editing. 38

43 5. Click the Job Opening link. 6. The 'Applicants' tab will show you all applicants who have applied for the position. 7. The 'Applicant Search' tab allows you to search and link applicants to the job opening using the various options available. 8. The 'Applicant Screening' tab allows recruiters to set and review minimum requirements that each applicant must meet before they are considered for the position (for example, their legal work status in Canada). 9. The 'Activity & Attachments' tab displays summary information about the job opening, including the job history. 10. Click the Details tab. 11. The 'Details' tab will contain all the information that was entered (when the job was initially created). You may edit and save any data on the opening as needed. 12. Increase the amount of target openings if you want to increase the amount of available jobs or any other field that needs to change. 13. In this example, increase the number openings in the Target Openings field. Enter "7". 14. Click the Save button. 15. End of topic. End of Procedure. 39

44 Close a job opening Procedure In this topic you will learn how to close a job opening. 1. Navigate to the 'Browse Job Openings' menu. Click the Main Menu button. 2. Click the Recruiting menu. 3. Click the Recruiting Home menu. 4. Click the Job Opening link. 40

45 5. Click the Details tab. 6. Click the Status Code list. 7. Click the 110 Filled/Closed list item. 8. Click the Save button. 9. The job opening is now closed and cannot be re-opened. If you need to process more applicants, you will need to create a new job opening. 10. End of topic. End of Procedure. 41

46 Search job openings You can search for job openings based on a variety of criteria, including: The job opening ID and job status How recently activity has occurred in the job opening Manager, or recruiter Job title Procedure 1. Navigate to the 'Search Job Openings' page. Click the Main Menu button. 2. Click the Recruiting menu. 3. Click the Search Job Openings menu. 4. Use the 'Search Job Openings' page to search for job openings that meet the criteria you specify. 5. Searching by 'Job Opening ID' is the most efficient way to access the record for a specific job opening ID that you know. Also, choose the 'blank' list item in the status drop-down list to search across all statuses. 6. The 'Hiring Manager', 'Recruiter', and 'Created By' fields enable you to search for jobs based on the members of their hiring teams. Other search fields include 'Business Unit', and 'Department'. 7. Use the 'Find Job Openings' page to locate a specific job opening. Click the Look up Job Opening ID (Alt+5) button. 8. Click the Job Opening link. 9. Click the Search button. 42

47 10. The 'Search Results' grid displays summary information about the job openings that meet your criteria. Clicking the 'Job Opening' link opens the 'Job Opening' page, where you manage the job opening and its applicants. 11. Click the Job Opening link. 12. The 'Applicants' tab (previously known as 'Manage Applicants') allows recruiters to perform various recruiting actions such as 'Prepare Job Offer' by using the 'Other s' link or clicking the applicant link to update data. 13. End of topic. End of Procedure. 43

48 Search for job postings Two search pages are available to help you find open job postings where job posting titles or descriptions match the criteria that you entered: 'Basic Search' page uses full text search in the job posting title and the posting text 'Advanced Keyword Search' page uses the combination of job template type, subject, catalogue and/or time criteria Procedure In this topic you will learn how to use 'Quick' and 'Advanced' searching. 1. Navigate to the 'Search Job Postings' page. Click the Main Menu button. 2. Click the Recruiting menu. 3. Click the Postings menu. 4. Click the Search Job Postings menu. 5. Use the 'Quick Search' tab to search for job postings based on search keywords and how recently the posting occurred. 6. Enter the desired information into the Search For field. Enter "assistant". 7. If needed, narrow your search by specifying a time frame. Click the Posted Within list. 8. Click the Last Three Months list item. 9. Click the Search button. 10. The 'Search Results' grid shows all job postings that meet your criteria. 44

49 11. An active 'Job Posting Title' enables you to view the complete job description. Click the Job Posting Title link. 12. When you have reviewed the job description, click the Job Posting List link to go back to the previous page. 13. Click the Advanced Search tab to search for postings with more keyword and fieldspecific criteria. 14. Click the Clear button. 15. You can perform searches by 'Job Family' and how recent the posting occurred with the 'Job Family' and 'Posted Within' options. Click the Job Family list. 16. Click the Exam Invigilators list item. 17. Click the Search button. 18. Your new search results appear. Click the Job Posting Title link to view the posting details. 19. End of topic. End of Procedure. 45