Hiring Manager Guide

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1 Hiring Manager Guide

2 Welcome to the Seattle University Faculty & Staff Recruiting System. The Human Resources department has implemented this system in order to automate many of the paper-driven aspects of the recruitment and employment process.

3 You Will Learn How To Create and submit requests to HR for staff recruitment, temporary positions and supplemental pay (PAGE 11) Create or update job descriptions (PAGE 10) View applications on your postings (PAGE 21) Notify HR of your decisions regarding the status of recruitment (PAGE 5) The system is designed to benefit you by facilitating: Faster processing of employment information Up-to-date access to information regarding all of your Personnel Requisitions The HR department has provided these training materials to assist with your understanding and use of this system. Other recruitment resources are available on the last page of the guide or on the Supervisor s Toolkit on HR s homepage:

4 The Basics All staff recruiting is managed in our online applicant tracking system; SU does not accept application materials via or hard copy. The hiring manger link to the online system is: All positions are advertised on the SU website and general sites such as Indeed. If your position requires additional national or profession-specific advertising, contact Isa Chong, Recruiter to complete your advertising plan. HR pays the cost of additional advertising. The hiring steps on the next page are not absolutes. If you would like to alter your recruiting plan, contact the recruiter to construct a plan that best fits your needs.

5 Recommended Hiring Steps 1) Position is posted online for a minimum of 7 days. 2) Telephone screens are conducted for 5-7 top candidates. 3) On-campus interviews are scheduled for 2-4 top candidates. The recruiter is available to schedule time for final candidates to learn about SU benefits. 4) Background check, reference checks (supervisory) and software assessments (Administrative only) are conducted for the final candidate(s). Contact Recruiter to send background check and assessments prior to making an offer. 5) Hiring managers should review staff pay guidelines: If there are questions regarding salary offers or a range recommendation is needed, contact the recruiter. 6) The hiring manager makes an employment offer, sends an offer letter and then contacts interviewed candidates after an acceptance is received. 7) The hiring manager informs the Recruiter of the acceptance-salary, start date and those they have contacted. Recruiter will fill the position and notify applicants that were not selected for an interview. 8) In order to allow sufficient time to create an address and other new employee permissions, new employees begin work no sooner than 3 days after an offer is accepted and recruiter is notified. 9) Hiring manager should review the Onboarding Checklist (last page of guide).

6 Applicant Tracking System You may view and print application materials from the system. You may screen and rank candidates as you receive applications. This is a useful feature, especially when you are asking a committee to view applications and your candidate pool is large. You may request guest user access for others to review application materials. Let HR know you would like this function enabled when you open your position.

7 After entering jobs.seattleu.edu/hr/, the login screen for the system will appear and should be similar to the following screen: Note: This login is separate from the Seattle University network but you can create a password to be similar. If you need to reset your password, select Request a Password Reset and it will be the same as your username.

8 Manager s Home Applicant tracking- Requests & viewing postings Position Management- Viewing & editing position descriptions If you have more than one user group assigned, you can select it here & then click the refresh button next to it.

9 Select the appropriate request To request recruitment of a replacement or new position, select Create New Staff Posting. For temporary positions or supplemental pay request, select Create New Temp or Supplemental Posting

10 If you need to create or update the position description before submitting the staff posting request, change to Position Management & select PD user and click the Refresh (circle arrow) Click on staff tab & search descriptions by department--type your department name to narrow the search. Or create a new description. A detailed guide to Position Descriptions is available, contact HR

11 Return to Applicant Tracking to Create the Posting Applicant tracking- Requests & viewing postings Position Management- Viewing & editing position descriptions

12 From scratch. This would be the selection for Temp or Supplemental requests This would be the most common for staff recruitment. If you have an updated description in the system, select this to create a posting from it.

13 If you are creating a posting from a position description, find the description (with Department name) and create from Click to review the description If this is the description you want to use for the request, click Actions then Create From

14 Add Department Click Create New Posting to start

15 Complete the Position Details section (top) only If there is an additional department, please choose from the options Choose the Hiring Manager from the options Depending on your division/college, choose from the options for approval Fields with Red Asterisks (*) next to them are required

16 Enter the Budgeted Amount for the position If position is funded through multiple budgets, list each budget number & percentage Yes-replacement positions or newly funded positions No-grant positions or short-term funded Fields with Red Asterisks (*) next to them are required If the position is replacing someone, enter their name

17 If replacing someone, when was their last work day? If the position supervises other employees, choose yes, then enter the name(s) of those that will report to them Fields with Red Asterisks (*) next to them are required

18 This will be a default message, you can leave these blank When finished-- Save or go to Next for next tabs. Those tabs are optional and you can Save and click on Summary tab on the left to send it to HR This will not show to applicants. You can use this to let HR know who you would like to hire for temp positions, staff name for supplemental pay or other information

19 Click Summary once all steps are complete The tabs on the left: Applicant Documents, Supplemental Questions, Guest User, Search Committee, etc are optional. You can skip and go to summary

20 Click on Take Action on Posting and send it to HR Review (Recruiter or HR Manager) or save to work on later Closely review the posting details. If something is missing, a red banner will appear on the top of the page and there will be an exclamation (!) next to the section that needs attention Once you have completed all steps, the Recruiter or HR Manager will review your posting and move it on to further approvals (Dean/Vice President, Provost, EVP etc)

21 How to View and Manage Positions and Applications

22 Search all postings assigned to you, including historical (inactive) positions.

23 Review Postings and Applications Click on the Title to view the Posting or go to Actions to View Applicants directly or Watch or Stop Watching a posting (this will go to the Watchlist on your home page)

24 View posting details using this tab. View your applicant list using this tab. Resumes, cover letters, other documents would be in this column View an application by clicking the candidate s name or Actions

25 Change applicant status to select candidates for telephone interviews (this sends an ) OR to screen candidates out of your pool. The s associated with not interviewed, not hired does NOT send an until the position is filled.

26 Useful Forms & Templates Equal Opportunity Guidance Telephone Interview Sample Sample General Interview Questions Sample Reference Form More resources on the supervisor s toolkit (login with SU network ID and password): Contact Human Resources: or x5866 for assistance & good luck with your search!

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