Job Opening Request Form Help

Transcription

1 When to use this form This form should be used to request the creation of a job opening/posting, and ultimately obtain approval to hire into the job for the following job/appointment types: Operating funded salaried AUPE and MaPS jobs including: o Regular o Sessional o Limited Term o Temporary Relief o Temporary (6 months or less) Operating funded hourly Recurring Part-time AUPE jobs Research project funded salaried AUPE and MaPS jobs including: o Fixed Term (greater than 6 months) o Fixed Short Term (6 months or less) Research project funded Fixed Term Recurring Part-time AUPE jobs Continuing, Contingent, Limited Term, and Administrative academic appointments Senior Leadership Team appointments For a guide on how to submit the Job Opening Request for a particular role see the hiring Job Aid lists for Operating-funded jobs, and for Project-funded jobs. Jobs not listed above do not require posting or processing through Talent Acquisition (e.g. Sessional Instructors, student programs such as Co-op, etc.) as they are processed using the Template-Based Hire form. However the Job Opening Request can be used to initiate an optional job posting on the HR Careers website in cases where the manager wishes to post these jobs. For a summary of AUPE and MaPS job types, see HR Summary by Staff Group on the HR website. How to use this form From the myuofc portal, navigate to My work > People management > Job opening request This form should be completed online, saved, and then submitted for approvals through the automated approval process. Please refer to Field Explanations below for a complete list of all fields on this form. Job Opening Request Form page The Job Opening Request Form page will allow you to Search for Transactions or Initiate a New Transaction. To initiate a new transaction, click the button. Once you have initiated a new transaction or opened a saved transaction, you will be brought to the Job Opening Request form page. This page contains several sections and fields that will be defined in the next section. After completing the form, click the button. You can save the request at any point, and come back to it at a later date. When returning to search for a saved transaction, you can search by Request ID, or use the Transaction Status to display only Saved transactions. Page 1 of 10

2 After saving the Begin Approvals and Delete buttons are activated. Click the saved transaction. Click to submit the form for approval. to permanently delete To view the approval workflow, click the tab (top of form) or link (bottom of form). If after the form has been submitted you realize you need to make changes to the details on the form, you can click the button to reopen the form and make any edits. Make the required changes, save the form, and click Begin Approvals again. To search for an existing request: When searching for an existing Job Opening Request, click on the of the fields to define your search. Click tab and use one or more Field Explanations Search Page When searching for transactions use one or more of the fields below to refine your search results. Request ID Transaction Status Department ID Location Every request is automatically assigned a request ID number. A search can be performed if you know that number. A search can be performed for transactions in a given status. Statuses include: Approved the request has received final approval and is complete Cancelled the request has been cancelled by the initiator and cannot be edited or resubmitted Denied the request has been denied in the approval process and may be edited and resubmitted or cancelled by the initiator Pending the request is currently progressing through the approvals process Retracted the request has been called back by the initiator and can be edited and resubmitted for approval or cancelled Saved the request has been saved by the initiator but approvals have not be begun Department code of the department where the job is located. A search on this field will yield all requests associated to the department code defined. Location code of faculty/unit where the job is located. A search on this field will yield all request associated to the location code defined. Request User ID The Employee ID of the person who created the online request in the system. A search on this field will yield all requests created by the defined individual. Request Type The type of request form that was submitted (e.g. New Job/Position or New Position Academic). Page 2 of 10

3 Job Opening Request The Job Opening Request section found at the top of the form indicates the Request ID number, Name and ID of the Requestor, Transaction Status, date the transaction was created and the date of the current status. Also it contains a dropdown listing the five possible request types. Before any information can be input, the request type must first be selected. The request type chosen will drive the sections / fields that display on the form. Request Type Other Fields (system generated) Select from the drop-down list. The Request Type identifies the type of request you are making. There are five options which include: New Job/Position New Position - Academic Optional Posting Positioned Job - With Changes Positioned Job - No Change The request type selected will activate or inactivate sections of the form as well as specific fields within them to assist the initiator in identifying what must be completed. Request ID an identifier automatically generated by the system Requester the name and empl ID of the initiator Transaction Status indicates where in the process the request is sitting (e.g. Pending) Status Date the last date the request was edited or approved Created the date on which the request was initiated Position Information The Position Information section contains information about the position being created or changed. Fields will become active when the request type is selected. Which fields become active is dependent on the request type selected. Position Number Business Unit Department The position number is required when completing the Positioned Job No Change and Positioned Job With Changes request types. If position number is entered, the rest of the Position Information section will populate with the information for that position. Identifies if the employee will be paid out of a project or the base operating budget. UCALG is for operating based funding (Fund 10). UCALT is for project based funding, including both research-funded projects (Funds 60 and 70) and operating-funded projects (Funds 11, 12, and 45). A 5-digit number assigned to the department where the position/ job resides. The correct department can be searched for by clicking the look up next to the field <> The Faculty/Unit field defaults based on the Department selected. This field represents the faculty or unit where the position/job resides. Page 3 of 10

4 Job Code Reports To Position Full/Part Time Position Title A code that represents a role or job performed in the organization. In most cases, the job code will be provided by the HR Compensation Analyst through the classification process. As a result of the job code entered, the following fields automatically populate: Job Family - General grouping of related jobs with broadly similar content Std Hrs/Wks - Standard hours per week. For existing positioned jobs, this defaults based on the position information. For new positions or non-positioned jobs, it will default to the full-time standard hours for the job code. Classification - Corresponds to the Job Family for this job code as defined in the AUPE Collective Agreement or MAPS for Management & Professional Staff. Phase/Zone - Indicates the phase of the job code as defined in the AUPE Collective Agreement or the level for Management & Professional Staff. Salary Range From - Indicates the minimum of the salary range for the job code. Salary Range To - Indicates the maximum of the salary range for the job code. This field contains the position number of the manager/ supervisor this job reports to. Employees are considered part-time when they work less than the standard hours specified for their job code (e.g. 30 hours rather than 35 hours/week). For existing positioned jobs, this defaults based on the position information. Title of the position being filled limited to 30 characters. This may be different from the Job Posting Title (in the Posting Information section) which displays on the posting and is often longer/more descriptive. New Position Information This section displays only when Positioned Job With Changes request type is selected and allows the user to update those position attributes that require change. It displays the same options as indicated in the Position Information section above, but opens up fields to allow changes to be made. Job Information This section contains information specific to this job and not tied to position data. Fields will become active when the request type is selected. Which fields become active will be dependent upon the request type selected. Employee Classification (Empl Class) This is used to classify employees within the Regular and Temporary groupings, and for project funded jobs, to assist with identifying the type of employee for salary, benefit, and reporting purposes. The Empl Class field is required for all temporary and fixed term jobs. For a one-page reference document, see the Empl Class Quick Reference Sheet. Page 4 of 10

5 Empl Class options for Operating-funded jobs (UCALG): Recurring Part-time Temporary Temporary Relief Support Staff Limited Term Support Staff Sessional *Regular positions do not require an Empl Class, thus this field is left blank Empl Class options for Project-funded jobs (UCALT): Research project: Research Assistant Research Associate Research Lab Support Research Other Recurring Part-time Operating project: Operating Project Limited Term Length of Term Project End Date Expected Job End Date Maximum Approved Salary Employee Being Replaced Strong Internal Candidate Schedule *Not required for recurring part-time jobs Identifies the duration of the job and is required for all temporary and fixed term roles. Identifies the end date of the associated project. This is required for all project-funded jobs as the end date of the job cannot exceed the end date of the project. For temporary and fixed term jobs indicate the last day of employment, if known. Optional field, complete only when requesting approval for a salary below the maximum for the job code. For example, if the maximum of the salary range is $70,000 annually, but you have no intention of hiring for more than $50,000 annually, you can indicate that here. If this option is used, be sure to allow room for negotiation. If this job is replacing an existing incumbent, indicate the empl ID of that employee. Indicate if a strong internal candidate exists for the role, and enter their empl ID number. Jobs with strong internal candidates will be posted for 7 days on the internal Careers site only. Hours/day = The number of hours the employee will be working per day. Start Time = The start time of the employee required for shift schedules where shift premiums/ differential applicable. Define AM or PM by selecting the correct indicator. Page 5 of 10

6 Salary/Benefit Chartfield Information The chartfield section indicates the appropriate account information where employee earnings will be charged. Percentages (Distrb %) must add up to 100% as indicated when charging to multiple accounts. Click Edit Charfields to view/enter account string. The chartfield data will populate into the form when the account is entered and the user clicks OK. Operating-funded jobs: Edit ChartFields link will display and default accounting will be shown and can be edited if required Project-funded jobs: Click Edit ChartFields link to enter accounting string including Fund, Dept ID, Account, Project and Activity ID Acctg Type field if you would like benefits charged to a different project add an additional line and select the Benefits option. If multiple accounts are to be used during different time frames, use the From and To Date fields Posting Information This section contains information specific to the posting of the job. Fields will become active when the request type is selected. Immediate Posting Check if you would like the job posted as soon as possible. Preferred Posting Start and End Date Job Posting Title Job Profile Identifier Recruiting Location Summary of Key Responsibilities / Posting Details Indicate if there are specific start and/or end dates preferred for the job posting. If none are indicated, the Recruiter will post for the standard 14 days. Indicate the title as you would like it to appear on the job posting. Note that your Recruiter may make some adjustments to ensure it meets the standards used across all jobs. Refers to the Job Profile number which is the identifier assigned to a job profile when saved on the Job Profile Database. The work location of the job (e.g. Main Campus, Foothills Campus). This field defaults based on the faculty/unit selected above, but can be updated as required. This information displays on the job posting. Open text box which allows the initiator to provide details to be included in the job posting (i.e. a high level description of the department/unit/project, highlight key responsibilities and/or qualifications for the role) Page 6 of 10

7 Contacts This section contains the contacts or hiring managers associated to the job. Fields will become active when the request type is selected. Primary Hiring Manager Secondary Hiring Manager Primary Hiring Manager is always the Reports To Manager for the job. This field will auto-populate for Positioned Job No Change and Positioned Job with Changes, but is required entry for all other jobs. Note that if you are changing the Reports to Manager on the position then you will also need to change the primary hiring manager. address populates based on the employee selected, but phone number must be entered manually. Indicate any additional individuals who require access to view the job opening and associated applicants in PeopleSoft Recruiting. This could include a person who is the lead in the hiring process but is not the Reports To Manager. NOTE: Only those individuals with access to the Recruiting module in PeopleSoft will be available for selection here including: Reports to Managers Dept ID Budget Owners and Project Budget Owners Those assigned the Recruitment Administrator security role address populates based on the employee selected, but phone number must be entered manually. New Position Rationale This section displays in the New Position and New Position Academic request types, and only when the position is operating-funded. This section allows the initiator to provide justification for the request and any relevant budget/financial information to be considered by approvers. Notes/Comments This section contains a space for the initiator to indicate any additional relevant information related to the request (e.g. request to advertise the job externally on job boards; request approval for more than one job). Next Steps Once the information has been input, click the button. At any point you can save the request, and come back to it at a later date. When returning to search for a saved transaction, you can search by Request ID, or use the Transaction Status to display only Saved transactions. Begin Approvals button is activated. Click to begin the approval process. To view the approval workflow, click the tab (top of form) or link (bottom of form). To make changes to the form click the button on the Job Opening Approvals tab to reopen the form and make any edits. Make the required changes, save the form, and click Begin Approvals again. Page 7 of 10

8 Help For guides on how to submit the Job Opening Request for a particular role see the hiring Job Aid lists for Operating jobs, and for Project jobs. At anytime during the initiation of a Job Opening Request you can click the help link in the top right hand corner of PeopleSoft HCM to view simulations of the initiation of the Job Opening Request form. If you require further assistance with initiating a Job Opening Request, call the Integrated Service Centre at or hr@ucalgary.ca. Page 8 of 10

9 Job Aid List Operating-funded Staff Group Job/Appointment Type Applicable Job Aid(s) Support Staff MaPS Academic Senior Leadership Team Regular; Sessional; Temporary; Recurring Part-time Limited Term Temporary Relief Casual hourly; Student job Regular; Temporary Limited Term Temporary Relief Continuing; Contingent; Limited Term; Administrative Appointment Sessional Instructor Regular Recruit for a new regular, sessional, temporary, or recurring parttime position Fill a vacant position Fill a vacant position (change to position information required) Request a permanent change in hours for an existing employee Recruit for a new limited term position Fill a temporary position to replace an employee on leave Request a job posting for a casual/student job, sessional instructor or a postdoctoral scholar Recruit for a new regular or temporary position Fill a vacant position Fill a vacant position (change to position information required) Request a permanent change in hours for an existing employee Recruit for a new limited term position Fill a temporary position to replace an employee on leave Recruit for a new academic position Request a job posting for a Sessional Instructor Recruit for a new regular position Fill a vacant position Fill a vacant position (change to position information required) Page 9 of 10

10 Job Aid List Project-funded Staff Group Job/Appointment Type Applicable Job Aid(s) Support Staff MaPS Fixed Term; Fixed Short Term; Fixed Term Recurring Part-time Limited Term Casual hourly; Student job Fixed Term; Fixed Short Term Limited Term Recruit for a new MaPS or AUPE research employee (Fixed Term) Fill a vacant MaPS or AUPE research manager/supervisor position Fill a vacant MaPS or AUPE research manager/supervisor position (change to position information required) Recruit for a new limited term position Request a job posting for a casual/student job, sessional instructor or a postdoctoral scholar Recruit for a new MaPS or AUPE research employee (Fixed Term) Fill a vacant MaPS or AUPE research manager/supervisor position Fill a vacant MaPS or AUPE research manager/supervisor position (change to position information required) Recruit for a new limited term position Page 10 of 10