edoc Lite Recruitment Guidelines

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1 edc Lite Recruitment Guidelines Intrductin OneStart & the Academic Psitin Search Channel edc Lite Ruting and Wrkgrups Ruting Actin List Ruting Cntrls Wrkgrups Dcument Search edc Lite Dcuments Vacancy Ntice Interview Request Offer Request Search Status Waiver Request Supprt

2 Intrductin In an effrt t streamline and create an easier way t prcess the submissin f recruitment frms, the Office f Affirmative actin in cnjunctin with the Vice Prvst fr Faculty and Academic Affairs ffice have created a grup f electrnic dcuments. The edcs will allw departments t present their infrmatin in an easy t use and thrugh fashin that will then electrnically rute nt the Schl / RC, the OAA, and the VPFAA ffice fr review and apprval. The files are stred electrnically t help reduce the number f paper frms being used and allws fr retrieval & reference at any time. The fllwing dcument details the varius tls and cmpnents that make up this system. OneStart & the Academic Psitin Search Channel Access t the Online Recruitment edcs is limited. Only members f the apprpriate ADS grup will see the Academic Psitin Search channel within OneStart. T access the channel: 1. Open OneStart 2. Click n the tan Services Tab lcated alng the tp 3. Click n the Administrative Services Sectin lcated alng the left 4. Click n the Academic subsectin lcated alng the left edc Lite Ruting and Wrkgrups edc Lite dcuments are electrnic frms with lgic built int them t assist the user in cmpletin and t then rute the dcument alng a defined path fr apprval. These dcuments are custmized fr each applicatin f use. The fllwing pages have descriptins f each dcument as well as ntes fr their use as it applies t the Recruitment prcess. Fr all dcuments, required fields are nted with a red asterisk (*); initiatrs will nt be able t rute the dcument nt the next apprver if these fields are nt cmpleted. Ruting T expedite the review prcess f these dcuments, we use the universityʼs KEW wrkflw engine t rute the dcuments fr review. All dcuments fllw the same path: Initiatr t Schl/RC t OAA t VPFAA. After the dcuments have been final apprved by the VPFAA, an acknwledgement will be sent back t the

3 initiatr and Schl/RC apprvers t let them knw the dcument has cmpleted its prcess. Actin List During the life f the edc there are tw different ways that it can be accessed. When itʼs being ruted fr apprval r acknwledgement, the apprver r acknwledger will need t access the dcument frm their Actin List. The Actin List cntains all the dcs acrss the varius university systems that use KEW. Users f HRMS edcs, Purchasing, and ther university systems will be familiar with its use. Yur actin list can be accessed in a variety f different ways, but the mst cmmn and cnvenient way is t use the Actin List link that is always lcated at the tp right f the OneStart prtal. Frm the actin list yuʼll be prvided with infrmatin abut the type f dcument, the actin being requested f yu (Apprve r Acknwledge), wh created the dcument, and when it was created. Clicking n the Dcument ID will pen the dcument s that yu may take actin n it. Ruting Cntrls All f ur specialized dcuments cntain the same rute cntrl buttns fr the initiatr, the persn creating the dcument frm scratch. Submit will mve the dcument n t the first rute level apprver at the Schl/RC level. Save will save the dcument t the yur Actin List; frm there yu can pen the dcument and Submit r Cancel, r Save it. Cancel terminates the current dcument and deletes it frm being created. Fr Apprvers, the Submit and Cancel buttns are replaced with Apprve and Disapprve. Apprving the dcument will rute it nt the next apprver at that level r nt the next level. Disapprving the dcument will finalize it as Disapprved and send Acknwledgements t anyne that has apprved the dcument up t that pint. Wrkgrups At each apprval level, wrkgrups are used. The wrkgrup cntains a set f apprvers that all receive the dcument fr apprval. Once ne persn frm the grup has apprved the dcument, it is remved frm the actin list f the rest f the grup. Dcument Search When the dcument is n lnger in yur actin list r after it has cmpleted its wrkflw path, the dcument can be accessed frm Dcument search. Again, users f ther KEW related systems shuld be familiar with Dcument Search. Hwever, fr the Recruitment dcuments weʼve added additinal functinality t increase the usefulness f dcument search. As such itʼs recmmended that users use the dcument search link prvided in the Academic Psitin Search channel. Using the links will prvide yu with additinal fields t search n; the OAA number, the Department, the Campus, and the Schl specified n the dcument. This will help narrw dwn the search results set and aid in finding the right dcument.

4 Once yuʼve fund the dcument yu want, clicking n the Dcument ID will pen the dcument. Thrugh dcument search, the dcument can nly be viewed; n changes, deletins, r additins are allwed. edc Lite Dcuments The next few pages detail the intended use, and any imprtant items f infrmatin related t the edc Lite Dcuments. Vacancy Ntice The Vacancy Ntice dcument is t be filled ut by the department wh is initiating a search fr a vacant psitin. The first field n the dcument is an OAA number; this is nt a required field and will be entered when the dcument reaches the Office f Affirmative Actin fr apprval. A field prvided fr instances where a prir search is being cntinued is prvided. The field, Reactivating Prir Year Search: OAA#, is used fr linking this new search t the prir ne by prviding the prir OAA #. A separate sectin twards the bttm is presented fr Utilizatin data. This sectin is t be cmpleted nly by the OAA grup. After they have entered the infrmatin, this data will be available fr viewing using the dcument search ptin t view the dcument. Interview Request The Interview Request dcument is t be filled ut by the department initiating the search and is used t declare persns t be interviewed. If mre than 8 Candidates are t be interviewed, an additinal Interview Request shuld be created. The OAA number used is the same as the ne prvided by the Office Affirmative Actin fr the crrespnding Vacancy Ntice. A separate sectin twards the bttm is presented fr Applicant Pl data. This sectin is t be cmpleted nly by the OAA grup. After they have entered the infrmatin, this data will be available fr viewing when it is ruted back fr acknwledgement r by using the dcument search ptin t view the dcument. Offer Request The Offer Request is t be filled ut by the department initiating the search and is used t dcument a ptential ffer t the candidate. The OAA number used is the same as the ne fr the crrespnding Vacancy Ntice. A link t a template fr the Offer t Recmmend Appintment letter is prvided. T dwnlad a cpy f the preferred frmatted template: Right Click n the template link and fllw the Save As ptin directins After yuʼve dwnladed and mdified the template, yu need t attach it t the dcument fr review at the apprval levels. Multiple versins f the letter can be created and attached t this dcument. Then attach the letter(s): Click n the Brwse buttn in the Create a Nte sectin twards the bttm f the dcument and fllw the prcedures fr lcating and selecting a file.

5 Search Status The Search Status dcument is t be filled ut by the department initiating the search and is used t dcument the final results f the search. The OAA number used is the same as the ne fr the crrespnding Vacancy Ntice r Waiver Request. In the event that the Offer Status is selected as Declined r N Offer was made, a new list f values is prvided t utline what the next steps fr this search will be. Waiver Request The Waiver Request dcument is similar t the Vacancy Ntice in that the department initiating the search cmpletes it, but in this case the department is als requesting a waiver frm the nrmal academic search requirements. The first field n the dcument is an OAA number; this is nt a required field and will be entered when the dcument reaches the Office f Affirmative Actin fr apprval. A link t a template fr the Offer t Recmmend Appintment letter is prvided. T dwnlad a cpy f the preferred frmatted template: Right Click n the template link and fllw the Save As ptin directins After yuʼve dwnladed and mdified the template, yu need t attach it t the dcument fr review at the apprval levels. Multiple versins f the letter can be created and attached t this dcument. Then attach the letter(s): Click n the Brwse buttn in the Create a Nte sectin twards the bttm f the dcument and fllw the prcedures fr lcating and selecting a file. Supprt If at any time yu have questins assciated t their intended use, the functinality cntained within, r the ruting assciated with the OAA Recruitment dcuments, please send an t

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