Vancouver Island University Job Posting System Instruction Manual

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1 Vancuver Island University Jb Psting System Instructin Manual Have questins, cncerns, r need training? Cntact Human Resurces Recruitment Office at r lcal 6239 Last updated: February 2013

2 Cntents 1.0 Intrductin User Permissin Types Jb Psting System Access Jb Descriptin Templates Create a New Template Create New Versins and Cpy Existing Templates Jb Pstings Create a Jb Psting Jb Psting Apprval Administratin Add Users and Assign Permissins Remve Users and Permissins Replace Existing Apprver Add New Departmental Apprval Level Tip! If yu experience system prblems, Ctrl + F5 will refresh the entire Jb Psting System. If this des nt reslve the prblem, cntact the Human Resurces department. i

3 1.0 Intrductin Befre ging thrugh the step-by-step instructins, take a few minutes t familiarize yurself with the nline jb psting system. What is the VIU Jb Psting System? What are the benefits? The VIU Jb Psting System replaces the Internal Psting/Advertising Frm. The system perates using jb descriptin templates allwing fr jbs t be psted quickly, easily, and cnsistently. Electrnic apprval wrkflws ntify apprvers f a pending jb psting; prmpting them t cmment and apprve the jb psting in the system. Users can mnitr the jb psting at each step in the apprval prcess. 1.1 User Permissin Types Nte: There are fur user permissin types in the Jb Psting System. Users with Template/Jb Psting permissin can create jb descriptin templates and jb pstings. Users with Area Administratr permissin can add and remve Template/Jb Psting users and mdify their permissin types. They can als replace existing departmental level apprvers. Users with Apprval permissin can review/apprve jb pstings that have been submitted. Users with System Administratr permissin can maintain all system cmpnents. Users can nly perfrm tasks within their assigned departmental area and permissin type. 1.2 Jb Psting System Access T access the Jb Psting system, navigate t and click n Emplyment > Emplyment Pstings > Submit a VIU Emplyment Opprtunity > Online Jb Psting System. Sign in using Username and Passwrd. 1

4 2.0 Jb Descriptin Templates All jb pstings are created frm jb descriptin templates. T create a jb psting yu must first create a template r search fr an apprpriate existing template t use. Jb descriptin templates define key attributes such as title, duties, and qualificatins. This infrmatin will ppulate in the jb psting. Template Creatrs will create and update VIUFA and BCGEU jb descriptin templates fr their assigned departments. Human Resurces will create and update all Administratin and CUPE jb descriptin templates t ensure cnsistency with JE/JJE. Within the Jb Descriptin Templates tab yu will find: The Active, Pending, and Inactive Templates trees stre jb descriptin templates within yur assigned departments. Active Templates are ready t be used t create jb pstings. Pending Templates are saved in a wrk in prgress state. Templates in this tree must be Set as Active befre they can be used t create jb pstings. Inactive Templates are ld versins f templates that can n lnger be used t create jb pstings. Search Templates allws yu t search all active templates in all departments. Frm this tab, yu can create new versins f templates within yur assigned departments r cpy and mdify existing templates frm ther departments. 2

5 2.1 Create a New Template Navigatin: Jb Descriptin Templates > Pending Templates > Add New Step One: Enter required fields in the jb descriptin template. Imprtant: Fields checked Override can be changed thrughut the jb psting and apprval prcess. Fr maximum flexibility, the bxes shuld remain checked. Psitin Number: Select applicable psitin based n affiliatin and appintment type. Fr assistance selecting the crrect psitin number, see the table prvided in the icn r cntact the Human Resurces Recruitment ffice (lcal 6239). Divisin: Select apprpriate divisin frm the drp dwn menu. Department: Select apprpriate department frm the drp dwn menu. Jb Title: Field defaults t the StarGarden psitin title. Yu may type a specific title t make it easier t find yur template. Ensure the Override bx remains checked s that the title can be changed in a jb psting. Expectatins: Defaults t standard language apprved by Prvst Cuncil and is nn-updateable. Duties, Required Qualificatins, and Preferred Qualificatins: Cmplete fields the same way as yu wuld have using the previus jb psting frm. Driver s Licence Required: If a driver s licence is required, select the apprpriate class t aut ppulate standard language in the Required Qualificatins field. Click Save at any time t save a partially cmpleted template in Pending Templates. Step Tw: Click Preview Fields t view the jb descriptin template infrmatin. 3

6 Step Three: When yu are finished preparing the template, click Set as Active t make the template available fr use in a jb psting. Ntice: The template is nw lcated in the Active Templates tab. Tip! If yu create jb descriptin templates in advance it will nly take minutes t create and submit a jb psting. Create a generic regular and a generic temprary faculty jb descriptin template and then cpy them int each departmental area, add mre specific infrmatin. 4

7 2.2 Create New Versins and Cpy Existing Templates Navigatin: Jb Descriptin Templates > Search Templates The Search Templates functin allws yu t: Review existing templates prir t use. Define the search criteria using the drp dwn menus. Click n the desired template t pen and review the duties and qualificatins. Create new versins f existing templates within yur assigned departments. If a template is frm yur assigned areas, the Create New Versin buttn will appear. When a template requires revisin, click Create New Versin, mdify as necessary, Save and click Set as Active. Cpy and mdify existing templates frm any department fr use in yur assigned departments. All VIUFA and BCGEU templates in the jb psting system can be cpied and mdified frm any department fr use in yur assigned departments. Click Cpy, mdify the fields, Save and click Set as Active. 5

8 3.0 Jb Pstings Users with Create Pstings permissins perfrm several tasks within their assigned departments: Create jb pstings. View saved jb psting drafts, mnitr the prgress f submitted jb pstings, and review declined jb pstings. Search all jb pstings created. Within the Jb Pstings tab yu will find: My Pstings displays all the jb pstings yu have drafted, submitted fr apprval, r that have been declined. Yu can mnitr the apprval status f yur jb pstings frm this tab. The Status field displays where the jb psting is currently at in the apprval prcess. New Psting is the starting pint t create a new jb psting. Search Pstings can be used t find past jb pstings by status, psitin, divisin, department, title, affiliatin, r cmpetitin number. 6

9 3.1 Create a Jb Psting Imprtant: All jb pstings are created frm jb descriptin templates. Befre creating a jb psting, ensure the template yu need exists in yur active template tree r create a new template. (Fr detailed instructins n creating templates refer t sectin 2.1 and 2.2.) Navigatin: Jb Pstings > New Psting > Create New Psting Step One: Select the jb descriptin template yu wish t use in yur jb psting by clicking n the + signs t display all active templates.! Templates displayed in blue are available fr use in a jb psting. Templates displayed in red have nt been reviewed fr JE/JJE in ver 5 years and must be cnfirmed prir t being used in a jb psting. Cntact Human Resurces fr assistance. 7

10 Step Tw: Cmplete the required fields in the Psitin Inf tab. Nte: Fr temprary VIUFA pstings, an additinal mandatry check bx will appear in the Psitin Inf tab t ensure adherence with Articles 6 and 9 f the cllective agreement Divisin, Department: Select apprpriate ptin. Display: Select if yu want the Divisin, Department, t appear in the jb psting belw the jb title. If yu want the jb psting t list the title nly, leave bth fields blank. Ge Lc: Indicates where the jb pening is lcated. Display Campus (Optinal): If the lcatin is nt listed under Ge Lc, free type lcatin details in this field. (E.g. Milner Gardens, r Nanaim and Cwichan Campuses). Appintment Type: Indicate if the jb will be filled n a regular/temprary, full time/part time, r casual basis. Leave Replacement: Select this bx if the pening is a result f a leave replacement. When checked, the fllwing fields will appear. Replace wh: Click n the magnifying glass t search by name. Replacement Details (Optinal): Free type additinal infrmatin which may be pertinent t the jb psting apprvers. Click Create New Psting t save yur wrk. At anytime a draft can be fund under My Pstings with a status f Drafted. 8

11 Step Three: Cmplete the required fields in the Pstings Details tab. Open Date: Opening date f the jb psting. Whenever pssible select a Thursday. Clse Date: Chse a date at least seven (7) calendar days frm the Open Date. Jb pstings that pen n a Thursday wuld clse the fllwing Wednesday at the earliest. Start Date: Anticipated start date f the incumbent. Start Date Text: Free type field may include As sn as pssible. End Date: Fr temprary psitins, enter the end date. End Date Text: Free type field which may include May end early r be extended. Wrklad: Enter the hurs per week, FTE, r any ther pertinent infrmatin regarding the wrklad. Cmmittee Chair, Administrative Supprt, Additinal Cntact: At least ne f these fields must be filled in befre yu can submit the jb psting. Click n the magnifying glass apprpriate name. Enter their telephne lcal in the Lc: field. t search fr the Psting Restrictins: Enter applicable restrictins such as funded in base budget, and/r subject t funding and enrlment. External Advertising: Click this bx t view the advertising ptins managed by Cmmunicatins and Public Relatins (lcal 6529). If yu require external advertising, ensure yu allw enugh time fr the advertisement t be created, run, and displayed. Click Update Psting 9

12 Step Fur: Mdify r cnfirm fields in the Template/Addendum tab. Imprtant: Fields that appear in pink cannt be changed. Use the Addendum fields t include additinal duties and qualificatins. Fields that appear in white can be edited as required. Jb Title: Ppulates frm the template selected. If editable, free type the title yu want t display in the jb psting. Title Addendum (nly displays in VIUFA and BCGEU jb pstings): Use this field t free type additinal title infrmatin. Use Web Preview t see hw the title will display in the nline jb psting. Duties, Required Qualificatins, and Preferred Qualificatins: Ppulate frm the template selected. If editable, yu can add mdify the fields t reflect minr changes. Otherwise, add any additinal infrmatin in the addendum fields. Click Update Psting! Dn t frget t Spell Check and Web Preview! 10

13 Step Five: In the Applicant Dcuments tab, select the dcument types applicants are required t submit when applying fr the jb psting. Leaving the field blank will display the selected descriptin. Fr example, Cver Letter Text typed in the selected field will display as specified. Fr example, Recent teaching evaluatins T request specific dcuments, check the bx and specify in the Text field. The typed field will nullify the generic descriptin. Yu can select up t five dcuments. If yu need mre than five dcument types, select a check bx and type multiple dcuments in the text field separated by cmmas. Use Web Preview t see hw the applicant dcuments will display nline in the jb psting. Click Update Psting! Fr temprary r casual appintment jb pstings, prceed t Step Seven. 11

14 Step Six: The Regular Authrizatin tab will appear if a regular appintment type is selected. All fields are required. Enter Cst Centre Number, Surce f Funding, Functin f Psitin, Cnsequences f nt filling psitin, Alternative Service Delivery, and Alignment with Institutinal Pririties. All fields are required. This tab replaces the Regular Psitin Authrizatin paper frm. Click Update Psting 12

15 Step Seven: Click Web Preview t view yur jb psting as it will appear nline. Make any necessary crrectins and click Update Psting. Click Submit t send yur jb psting fr electrnic apprval. Ntice: Once Submit is clicked, the Current Status changes frm Nt Submitted t Awaiting Apprval Ntice: In the My Pstings tab yu can mnitr where the jb psting is in the apprval prcess by scrlling ver the icn. 13

16 3.2 Jb Psting Apprval Nte: The Apprval Pending tab will nly display fr users wh have permissin t apprve jb pstings Navigatin: Jb Pstings > Apprval Pending Once the jb psting is submitted fr apprval, apprvers will be ntified by f a jb psting pending apprval. A direct link t the Jb Psting System within the message will prmpt the apprver t sign in using their username and passwrd. Step One: Click nce n the jb psting t pen. Step Tw: Click the Web Preview buttn, t display the jb psting cntents. Fr regular psitins, review the cntents f the Regular Authrizatin tab. If necessary, amend details in any tab and click Update Psting. 14

17 Step Three: Click the Cmments buttn t review the cmments submitted by previus apprvers. If yu wish, add additinal cmments and click Save. View cmments by scrlling ver the icn. Step Fur: Click the Apprved By buttn t send the jb psting and cmments t the next apprval level. Imprtant: A jb psting shuld nly be declined t stp the jb frm being psted. Crrectins can be made and updated by any apprver during the apprval prcess. Step Five: Click the Exit Psting buttn t return t the Apprval Pending tab. Clse the web brwser t exit the Jb Psting System. 15

18 4.0 Administratin Human Resurces has designated certain users as Area Administratrs. In additin t creating jb descriptin templates and jb pstings, Area Administratrs perfrm ther tasks within their assigned departments: Add and remve jb psting system users and permissins. Maintain the electrnic apprval wrkflw within their departments. Within the Administratin tab yu will find: Wrkflw Alerts allws yu t quickly and easily identify if an apprval path is brken. Maintain Users allws yu t add r remve users and assign them permissin t Create Templates and Create Pstings within yur assigned departments. Maintain Apprvers manages the apprval wrkflw path fr bth regular and temprary jb pstings. Area Administratrs manage departmental level apprvers (Apprved Level 1, 2, and 3). Human Resurces manages all ther levels f apprvers. 16

19 4.1 Add Users and Assign Permissins Navigatin: Administratin > Maintain Users Step One: Click Add New User. Step Tw: Click n the magnifying glass t search fr the user s name. Type first name r last name and click the Search buttn. Then, click n the name f the persn yu wish t set up as a jb psting system user. Step Three: T assign permissins, click in the Dept. field t display the drp dwn menu and select the apprpriate department. Assign Create Pstings and Create Templates permissins by clicking the apprpriate bx(es) and then click the Add New User buttn. T add permissins fr anther department, select the departments frm the drp dwn menu, assign the apprpriate permissins, and click n the buttn t add the selectin. 17

20 4.2 Remve Users and Permissins Navigatin: Administratin > Maintain Users Step One: Select the user that yu wish t mdify by clicking n their name. Step Tw: T remve specific permissins, un-check the apprpriate bx(es). T remve all permissins fr an entire department, click n the buttn fr the department. T remve the user cmpletely, click n the buttn fr all departments listed. Cnfirm the user has been remved by clicking Refresh Tree and ensuring their name n lnger appears in the list. 18

21 4.3 Replace Existing Apprver The apprval wrkflws fr all regular and temprary jb pstings have been set up by the Human Resurces department. Regular psitin jb pstings are subject t review by Finance, apprval by a Dean/Directr/Principal, Executive apprval, and review by HR Advisrs. Temprary psitin jb pstings are subject t review by HR Advisrs. Hwever, individuals at the departmental level may be added as the first apprversarea Administratrs manage departmental level apprvers. Human Resurces manages all ther levels f apprvers. These directins are intended t assist Area Administratrs shuld a departmental level apprver change. Navigatin: Administratin > Maintain Apprvers > Faculty/Divisin > Select Department Step One: Step Tw: Click n the Apprval Wkflw tabs t display the list f apprvers fr that department. Every department will have tw apprval wrkflws, ne fr regular jb pstings and ne fr temprary jb pstings. Nte the start status and end status f the departmental level apprver yu want t replace. Step Three: Delete the existing departmental level apprver using the buttn. Step Fur: Use the magnifying glass t search fr the name f the new departmental level apprver. Their emplyee number will ppulate in the crrespnding field. Step Five: Select the same start status and end status that initially existed and click t add. Imprtant: If an apprval wrkflw path is incmplete the jb pstings will nt cntinue thrugh the apprval prcess. After amending the wrkflw, check the Wrkflw Alerts tab t ensure there are n brken wrkflws. 4.4 Add New Departmental Apprval Level Cntact Human Resurces t discuss adding additinal levels f apprval int existing wrkflws. 19

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