REACH-UM PSU & BUSINESS MANAGER FAQS

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1 1. What information can I see in REACH-UM? Access to information in REACH-UM depends upon the security profile. Business Managers: A Business Manager creates and approves requisitions, and sends them on to Human Resources for final approval and posting. This role can also track requisition activity and candidates. PSUs: A PSU role can create requisitions and then forward them on for further approval. The access to REACH-UM is limited and will not allow PSUs to track applicants within the system. 2. How do I create a requisition? To create a requisition hover your cursor over the HR logo, then click on Jobs and on Create Requisition. There are two ways to post a new job: 1) From "scratch"; and 2) Finish a draft. CREATE FROM SCRATCH Option 1: The Requisition Creation page allows you to create a new requisition. You begin by selecting the position history and entering the position number. The associations for the job will be populated from the file feed, based on the information you provided. COMPLETE A DRAFT Option 2: When creating a requisition, you will have the option to "Save as Draft". Those will appear under the My Drafts section of this page. Hiring Managers can return to this draft and complete when convenient.

2 3. How do I edit a requisition? When creating a requisition, you will have the option to "Save as Draft". Those will appear under the My Drafts section of this page. Hiring Managers can return to this draft and complete when convenient. Once you submit the requisition to HR you can no longer edit it. 4. How can I save a requisition to re-use another time? Once you have completed the requisition process for a position and the position has been posted you are not able to save it and re-use the requisition to create another posting in the future. REACH-UM draws information from a file feed from VIP, which is up to date and always accurate; therefore you are not able to reuse a requisition because the information would not be up to date. For example: Current salary ranges would not be displayed if you re-used a former requisition.. 5. What are role or position profiles? Role or position profiles have been created to capture the generic qualifications and key representative duties of positions. The profiles have been developed using Class Specs, Job Descriptions and previous postings. They are then linked to position numbers. 6. How do I capture the uniqueness of our position? REACH-UM is based on database technologies which streamline the recruitment and hiring process. To accomplish this we have created role or position profiles (see above). If a unique key qualification or representative duty needs to be changed or added to the requisition, contact your HR Consultant for discussion. 7. Can I hire more than one person on a requisition? As long as the position number is the same, i.e. a sofa position, you may hire more than one person on a requisition. If the position numbers are different, you will need to complete a separate requisition for each position. 8. How do I add approvers to my requisition? Set Approvers is the third, and final, step in the Requisition Creation process. Depending on the faculty/department, certain approvers may be required for the Requisition 2

3 1. Type: Serial. Serial indicates the approvers will only be allowed to take action in the sequence in which they are set. 2. Select the Internal Approvers for this requisition: To select an internal approver (i.e., a user within REACH-UM) click on the Internal Approvers link. Enter the last name of the approver in the Search field and click Search. Click next to the approver s name. Scroll down and Confirm Selection or click on selection. to removee them from your 9. How do I know the status of my requisition/posting? At any point during the erecruitment process you can check the status of your requisition/posting. To do so, go to the Career Centre, hover over the HR logo, then Jobs, then Manage Requisitions. The Views column displays the number of times the job has been viewed on your website. The New column displays the number of resumes that have been submitted to the Requisition and have not been reviewed or acted on. Click on the number to see a list of the resumes. The Candidates column reflects the number of resumes submitted that you have selected as Candidates for the Requisition. Click on the number to view and manage each candidate. The Status column displays the status of a Requisition and the ability to change it. Click on the link to view the options page. NOTE: Each change is documented and the system keeps track of the change history. 10. Can I accept a paper application? Does it have to be electronic? REACH-UM is based on database technologies which streamline the recruitment and hiring process. In order to consider potential candidates their application MUST be submitted online. The Hiring and Onboarding process is linked to the electronic posting. This process will mean a lot less paper work, advance our management of information and coordination, and improve our customer service by providing more efficient turnaround times to our departments and faculties going through the hiring process. 3

4 11. What do I tell an applicant if they do not have access to a computer? For the convenience of potential applicants who do not readily have access to a computer, kiosks are available at various locations throughout the Fort Garry and Bannatyne Campuses. University and Public Libraries also have computers available for use. A list of available kiosks is available on the Human Resources website. Potential applicants should be directed to the University of Manitoba employment website where an elearn on the application process is available. 12. How do I provide copies of the applications to selection committees? Go to Manage Requisitions New Resume Submissions: Screened-In you have a list of possible actions that may be carried out. Send a Printable Batch: This action will send the selected resumes to your in PDF format. To do so, select the candidate(s) in the check boxes and click on Send a Printable Batch from the dropdown menu and click Go. This automatically sends the resumes of the candidate(s) selected in pdf format to your own account. From there you may forward the pdf copies elsewhere via (for example, to a selection committee). 13. Do I need to print all of the applications for interviews? One of the benefits of REACH-UM is the reduction of paper. An option to print applications for use during an interview is to batch and the applications to yourself (or committee members) so that they can be viewed on a laptop. 14. How do I check the applicants? From the Career Centre hover over the HR logo, then Jobs, then Manage Requisitions. Click on the hyper-linked number under the New Resumes column to view the new applicants. To view the candidate click on their hyper-linked name and change their status to Potential Candidate by checking the box beside the applicant(s) name and clicking on Mark as Candidate from the dropdown menu and click Go. 15. How do I know if someone is in priority status? (e.g., layoff, position discontinuance, etc.) As soon as an application with priority status applies they will be flagged as such. You will be directed to HR for further information regarding their status. 4

5 16. How do I obtain seniority? Seniority and compensation group will be automatically displayed at the closing of the deadline date of the posting. 17. How do we determine the best candidates? Selection of the best candidate is done through a combination of Screening Questionnaires, Interviews, References and Skills Testing where appropriate. 18. What are Screening Questionnaires? Screening Questionnaires are a set of questions designed to determine which candidates meet key qualifications. Your HR Consultant will discuss with you the option of using a Screening Questionnaire to assist with the initial sort or identification of potential candidates. If a Screening Questionnaire is used, all applicants for the position must answer the prescribed questions. The responses to the questions are then automatically scored based on the applicant(s) answers. As a result, applicants are either screened in or out of the competition prior to interviews. 19. What if I want to see the applicants that have been screened out? By default, if a screening questionnaire is being used, the list presented will be only Screened In job seekers. Click the "View Screened Out" button on the right-hand side of the screen to see a list of those individuals. You may screen the applicant in by selecting Potential Candidate from the drop down Select menu and click Go. 20. How do I get approval to hire? When interviews and reference checks are complete, complete a Justification of Selection and to your HR Consultant. 21. How is the offer made? When the approval to hire has been granted by HR, the hiring department or the HR Consultant will contact the candidate of choice by phone and make a verbal offer. If the verbal offer is accepted, the HR Consultant will follow-up with a formal offer through their REACH-UM account. 5

6 22. When will the appointment letter be issued? Letters of Offer will be issued by the HR Consultant shortly after the verbal offer has been accepted. The chosen candidate will have up to 2 business days to accept or decline the offer. 23. How do I know if the applicant has accepted the offer? At any point during the hiring process you can view the status of the requisition/hiring. In the Career Centre, hover over HR, then Jobs, then Manage Requisitions. Hover over Manage Requisitions under the Navigation Bar. Click Show/Hide Filter, select Filled, then click Filter to list the requisitions that have been filled. Scroll to Candidates and click on the hyper-link number to list the active Candidates and to see their status. Click on the hyper-link name of the candidate of choice. You will be taken to their Resume/CV Dashboard. Confirm you have the correct requisition listed under Selected Requisition. Click Workbench, then Recruiting Workflows to see the status of the candidate. 24. How do I send regret letters? Human Resources will send regret letters on behalf of your department. 25. How will the department know the details of the offer? In the Career Centre, hover over HR, then People, then Candidates, then Offers. You can see the Candidate, Job Title, and Offer Status. You can view the Candidate's Résumé/CV Dashboard by clicking on the name in the Candidate column. Use the View icon in the Action(s) column to view the Offer Details. 26. How will the Direct Deposit, Tax, Personal Information, and Staff Benefits forms be provided to the new hire? During the Onboarding process the Direct Deposit, Tax, Personal Information and Staff Benefits forms will be provided to the new hire with instructions on what must be completed immediately vs. what must be printed and brought on the first day of work. The Personal Information form will be completed online and downloaded through a file feed directly to VIP. Direct Deposit and Tax forms will be directed to Payroll. Staff Benefits forms will be directed to Staff Benefits. 6

7 27. How will I access the employee number? The employee number will be assigned prior to Onboarding and will be included in the Onboarding information sent to the new hire. You will be able to access VIP to obtain the employee number. 28. Do we have to wait until the new employee starts work to Claim ID for computer access? During the Onboarding process the new hire will be informed of the Claim ID process. They will be able to claim their ID within two business days of receiving their employee number. IST will receive a System Notification which will allow them to initiate discussion with the department to establish the correct directory access, groups etc. 29. Do we have to wait until the new employee starts work to apply for Parking? During the Onboarding process the new hire will be directed to the Parking website to apply for parking if required. By completing the fillable Parking Application, the new hire can arrange to have their new parking pass ready for pickup on their first day of work, pending space availability. 7