Job Posting and Publication

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1 Job Posting and Publication

2 Contents Page 3 Page 4 Page 5 Page 6 Page 6 Page 7 Page 8-12 Page Page Page Page Page Page Page 25 The Job Requisition Process Maintenance Page Overview Checking the About the Job and Advertisement Paperwork External Publications Redeployment How to attach amended advert documentation Posting a Job Editing Closing Dates or Publication Channels Editing Advertisements Editing About the Job and About the University Documents Withdrawing a Post Processing Direct Appointments Processing Re-advertisements Application Information - Candidates unable to apply on-line - Late Applications Information for staff using an UNMANAGED computer Popups should automatically be allowed for staff on managed computers When using the e-recruitment system please ensure that you have allowed Popups. On a PC using Internet Explorer 1. Click Tools, select Popup blocker (usually the second option down) 2. Either click Turn Off Popup Blocker to allow ALL popups or choose popup blocker settings and allow popups from the following web address only; Jobs.shef.ac.uk On a PC using Firefox 1. Click Tools, select Options and then Content 2. Either uncheck the box that states block Popup windows to allow ALL popups or choose Exceptions and allow popups from the following web address only; Jobs.shef.ac.uk On a MAC using Firefox 1. Click Firefox, select Preferences and then Content 2. Either uncheck the box that states block Popup windows to allow ALL popups or choose Exceptions and allow popups from the following web address only; Jobs.shef.ac.uk 2

3 The purpose of creating and completing a Job Requisition is to supply sufficient information to approve the need to recruit and provide the Departments of Finance and Human Resources with the required data to process the recruitment and create the position in ubase. 3

4 The Job Posting and Publication processes cover the entering of the advertisement details and publishing the vacancy to the web, as required. Maintenance Page Overview This screen gives an overview of the Job Requisitions you have created or have been given access to. From this page you can Create, Edit and Copy Job Requisitions, as well as track their progress through the approval process. Display Selection: Displays the Job Requisitions that you have selected. Reset: Resets the Selection Criteria fields at display Job Requisition. Click the blue box to select or deselect the Job Requisition. Status: You can choose to view the Job Requisitions by their current status (All, Draft, Released, and Closed) Start date and End date: Enables you to view Job Requisitions created within a specific period. Publication Ref: Shows the advertising reference once it is published on-line Closing Date: Shows the closing date once it is published on-line. Click here to collapse the selection criteria screen. Arrow buttons: allow you to navigate through the pages. Displays the Overview of the Job Requisition Click here to sort column below. Create Requisition: Creates a new Job Requisition and opens the General Job Information page. Edit: Enables you to edit the information of the selected Job Requisition [nb certain changes will require a Job Requisition to be approved again]. Filter Row: Enables you to search for a specific Job Requisition 1. Click in the column you wish to search on e.g. Job Title 2. Type in the Job Title e.g. Research Associate 3. Click on the Filter Symbol Any Job Requisition s with a matching job title will appear Copy: Enables you to copy the information of the selected Job Requisition. The job title, cost distribution and attachments will not be copied. 4. To return to all Job Requisitions delete the Job Title in the search row and press the filter symbol 4

5 When a department has a requirement to recruit, the Recruiter will create an e-recruitment Job Requisition. While they are working on the Job Requisition it will be in Draft status. They will add you, as their departmental HR Assistants, to the Recruitment Group to allow you to view the Job Requisition and process the publication of the advertisement. The Recruiter will continue to liaise with Human Resources regarding the details of the Job Requisition, the correct grade based on the About The Job and the drafting of the advertisement, before and during the creation of the Job Requisition, as required. The Recruiter will complete the Job Requisition and then trigger the approval process. Once all of the Approvers have approved it, the status of the Job Requisition will change from Draft to Released, signaling that it is ready to be made available to applicants. At this point you and the Recruiter will receive and alert notifying you of the status change. You will create the Job Posting, which will contain the details of the advertisement, and then the Publication, which will allow you to select the group of applicants the vacancy is to be made available to e.g. all applicants, internal only, direct appointments and define the dates it will be published for. You should continue to check the About The Job and the Advert are appropriate and that the details are consistent with the information in the Job Requisition. Checking the About the Job and Advertisement Paperwork Before the About the Job and Advertisement paperwork are attached to the Job Requisition, the recruiting department should have discussed any queries regarding the grade with Human Resources. The importance of the recruiting department continuing to liaise with their departmental HR and Finance contacts has been stressed during the Job Requisition training sessions and materials. If errors or inappropriate grades etc are detected after the Job Requisition has been approved, resulting in changes being required to the information held in the Job Requisition, the approval process will need to be repeated. Summary: If the Job Requisition is approved at the incorrect grade, it will need to be edited and repeat the approval process before it can be posted. You can check the About the Job and Advert paperwork once you have been added to the Recruitment Group. You can advise the Recruiter if changes need to be made before the Job Requisition is Released for approval. You are able to make minor changes such as wording or layout to the attachments (e.g. About the Job, Advert etc) as well as changing the document into PDF format before posting the job without requiring the approval process to be repeated. 5

6 External Publications If a department would like a vacancy to be published in an external publication, e.g. The Star or New Scientist, the details along with funding code (if relevant) should be provided in the Note field on the Job Requisition. Once you have been added to the Recruitment Group you will be able to access the details from the Maintenance page. When you have identified the correct Job Requisition, if you click on the Job Title the overview box will appear and display see the details. e-recruitment will allow Recruiters to provide details of the requirement and the funding code but it is only used to publish the vacancy to the web. You are required to enter details regarding any external publications into the Job Posting, see page 8 Redeployment The Redeployment process has now been moved on-line within the e-recruitment system. Each Job Requisition will continue to be checked against the Redeployment Pool to see if there are any suitable candidates. If a match is identified you should follow the Redeployment procedure. Further details can be found in your Redeployment Training guide in uspace If the post isn t filled through redeployment, the HR Assistant will carry out the Job Posting and Publication, which will allow candidates to apply for the vacancy. If Redeployment is successful you should process the vacancy as a direct appointment, publishing it for the successful redeployee only, allowing them to enter a basic application. See page 21 Once the application is submitted the Recruiter can move directly to the Offer Phase activities. 6

7 How to attach amended advert documentation You can access the Advert documentation in the first instance by clicking on the job title from your maintenance screen. The attachments will be at the bottom of the overview. You can open the documents and save in your personal area to edit. When the final versions have been agreed by the HR Advisor and Department you can reattach them to the Job Requisition following the instructions below. 1. Log in to Muse and click on e-recruitment 2. Select the Maintenance link 3. Click the blue cube to highlight the relevant Job Requisition 4. Click Do not change anything on the Job Requisition as it will set it to Draft and it will then need to be approved again. 5. Click on the blue Attachments Tab 6. Click the blue cube to highlight the document you want to replace 7. Click 8. Click 9. Click to search for the updated version of the document 10. Click NB When attaching the final versions of the About The Job and About The University ensure that they are in PDF format as they will be put directly onto the web pages from the Job Requisition. Please also ensure that the agreed version of the Advert is attached to the Job Requisition. This should be a Word document. 7

8 Creating a Job Posting 1. Log in to MUSE. 2. Click on Staff Applications 3. Click on e-recruitment 4. From your start page - click on Maintenance 5. Change the Status from Draft to Released and Click on.. This displays the Job Requisitions that have been approved. 6. Click on the blue cube to select the Job Requisition you want to post. 7. Click 8. Click on the last entry icon 9. Click 10. At the bottom of the Overview tab click on the link for the Advert. This will open the attached advert. Keep this open in a separate window to allow you to paste the information into the Advert fields later. 11. Click the Job Postings tab 8

9 12. Click on Create Job Posting 13. Check the Job Type is correct and amend from the drop down box if necessary. If the advert is to be published in an external source such as the Star or a Journal you will need to complete the additional fields. Ext Advertising Cost The cost of the advert. Percent Funded by HR The amount of the cost to be paid by Human Resources. Ext Advert Fund Code The Departmental funding code the advert is to be charged to. Ext Publication Date The date the advert is to appear in the Publication. Cost Ref Number The reference number for the advert provided by Adsfab/Hirds. Ext Media Title Where the advert is to appear. Contract Type If the contract is Fixed-Term you must specify the details here. Working Pattern If the position is working Part-Time you must specify the details here. Faculty You should specify the relevant Faculty or Professional Services here. Location If the position is not working on campus you should specify the location details here. Salary range You should provide details of the salary range here. 14. Click on Save 9

10 If you do not know the details regarding the external publication at the point of creating the Job Posting you can enter the details at a later date by editing the Job Posting. Once you have entered the information the status of the Job Requisition will be changed back to Draft you must ensure that you change the status back to Released. See below on page Click 16. Copy the information from the Advert you opened earlier into the relevant fields Job Title: The System defaults the Posting Reference in this field. If you do not change the Job Title here the applicants will only see the Posting Reference when applying for the post. Confirm HR Adviser Approval: As well as confirming who approved the advert this field is to be used for any additional notes you wish to add e.g. information regarding any additional publications. 17. Click on Save 18. Click to review the information you have entered. 10

11 19. Click 20. Change Status to Released. This will allow you to publish the advert for the vacancy. 21. Change the Status Reason to Approved by HR Advisor for Publication 22. Click on Save 23. Click on to make the vacancy available to applicants on the web. 11

12 24. Click on Create The system will generate the individual Job Reference number that the applicant will see. 25. Select the appropriate Posting Channel: a. For Internal Candidates Only: This will make the vacancy available to University of Sheffield employees only, via their myjob accounts. b. For Any Candidates: This will make the vacancy available to all external and internal candidates. c. For Any Candidates (not published): This posting channel will be used for direct appointments e.g. a person is named on a research grant or is being appointed via Redeployment. 26. Input the publication Start Date This will generally be the date you are posting the job so it can be viewed immediately, however, it may also be a future date. 27. Input the Closing Date If the closing date provided on the Job Requisition is no longer suitable you will need to contact the department to confirm a new date. 28. Change the Status to Released 29. Choose Publication as the Status Reason 30. Click on Save The vacancy will now be published on the web as per the posting channel you have selected. It should be visible to applicants within 10 minutes of the Publication being saved, if you have set the publication start date as today. 12

13 How to Edit a Closing Date or Publication Channel for a posted job 1. From the e-recruitment start page, click on Maintenance 2. Change the Status from Draft to Released and Click on.. This displays the Job Requisitions that have been approved. 3. Click on the blue cube to select the Job Requisition you want to Edit. 4. Click 5. Click on the last entry icon 6. Click 7. Click on the blue cube to choose the posting you want to Edit. There will generally only be one, unless you have already edited the Job Posting. 8. Click Edit 9. Click 10. Click on the blue cube to choose the Publication you want to Edit. You need to withdraw the current Publication before you can post the corrected publication. 13

14 11. Change the Status to Withdrawn 12. Click Save 13. Click Create. You are creating a new publication containing the changes you required. 14. The system will generate the individual Job Reference number that the applicant will see. 15. Select the appropriate Posting Channel, Start date and Closing Date, ensuring that you have made the changes required. 16. Change the Status to Released 17. Choose Publication as the Status Reason 18. Click on Save The change(s) you made to the vacancy has now been changed on the web. The change will appear within 10 minutes of the Publication being saved, if the publication start date was entered as today. 14

15 How to edit the Advert details for a posted job. 1. From the e-recruitment start page, click on Maintenance 2. Change the Status from Draft to Released and click on.. This displays the Job Requisitions that have been approved. 3. Click on the blue cube to select the Job Requisition you want to Edit. 4. Click 5. Click on the last entry icon 6. Click 7. Click on the blue cube to choose the posting you want to Edit. There will generally only be one unless you have already edited the Job Posting. 8. Click Edit 15

16 9. Work through the tabs making the required changes to the content of the Advert. 10. As soon as a change is made to the Job Posting the status will revert back to Draft. Once you have completed and checked the required changes, the appropriate HR Adviser should review and approve the content of the Advert. 11. Once an HR Adviser has approved the content of the Advert, click on the Status tab. 19. Click Create. You are creating a new publication; you do not want to edit the publication 20. Change the Status to Released. 21. Set the Status Reason to Approved by HR Adviser 22. Click on Save When you click Save, the change(s) made to the advertisement will appear immediately on the web. 16

17 How to Edit attachments for a posted job. 1. Click on Maintenance 2. Change the Status from Draft to Released and Click on.. This displays the Job Requisitions that have been approved. 3. Click on the blue cube to select the requisition you want to Edit. 4. Click 5. Click 6. Click on the Document title of the attachment you want to edit to open the document. 7. Click 8. Make the necessary changes and save the document ensuring it is saved in a PDF format. 9. Once you have changed the document go back to the Attachments tab 17

18 10. Select the Attachment you want to Edit. 11. Click 12. Click and select the amended PDF version of the Document. 13. Click 14. Repeat for other attachments if necessary. The Amended Documents will now appear for the candidates applying for the post. 18

19 How to withdraw a posted job You may be required to withdraw a post if the recruiting department wish to stop the recruitment to the vacancy. Once you have withdrawn a post no further applicants will be able to apply for the position. If there have already been applications the Recruiter will inform them via Click on Maintenance 2. Change the Status from Draft to Released and Click on.. This displays the Job Requisitions that have been approved. 3. Click on the blue cube to select the Job Requisition you need to Withdraw. 4. Click 5. Click on the last entry icon 6. Click 19

20 7. Click on the blue cube to choose the posting you want to withdraw. There will generally only be one unless you have previously edited the Job Posting. 8. Click Edit 9. Click 10. Click on the blue cube to choose the Publication you want to withdraw. There will generally only be one unless you have previously edited the Closing Date or Publication Channel. 11. Click Edit 12. Change the Status to Withdrawn 13. Click Save The Publication Status will now have changed to Withdrawn and it will no longer be available on the University Jobs web pages. 20

21 How to advertise for a Direct Appointment If you need to advertise a position for an individual named on a grant, a successful Redeployee or for a single department only you will use the For Any Candidates (Not published channel) when creating the Publication. The Recruiter will still need to create a Job Requisition and attach all the Advert documentation. The Job Requisition will still need to be approved in line with the appropriate approval route. Once published via this channel it will not appear on the web pages. It will only be available to applicants with the unique advert reference number. 1. Create the Job Posting (see page 8) and then go to the Publication tab. 2. Click on Create The system will generate the individual Job Reference number that you will need to send to the applicant or recruiting department. 3. Select the Posting Channel for Any Candidates (not published). 4. Input the publication Start Date 5. Input the Closing Date 6. Change the Status to Released 7. Choose Publication as the Status Reason 8. Click on Save 21

22 Direct Appointment; the candidate the Job Reference number and the correct link (see below) Ensure that you advise them of the closing date As it is a direct appointment the applicant can input a minimal application form - They can leave the Education and Work Experience fields blank. - They can attach their CV. - They can input Direct Appointment or Redeployment into the Application Statement field. - They must complete all the Questionnaires under the Further Information tab. Single Department/Pool of Candidates; the Recruiter the Job reference number, closing date and the correct link (see below). The Recruiter will their department or pool of candidates to advise them of the job details. The applicants will complete their application form fully. Links; Internal Candidates If it is the first time they are using e-recruitment they will need to SYNC their password via the CICs webpage link below: External Candidates (including University of Sheffield Students) You should direct external applicants to the University of Sheffield Jobs Webpage where they can apply using the Apply Directly link. 22

23 How to action a re-advertisment If a department decides to re-advertise a Job Requisition you need to check when the original vacancy was advertised. If it was less than 6 months ago you are able to use the same Job Requisition. However if the Recruiting department want to make changes to the position you need to check with your HR Adviser if those changes require further approval. If they do the Recruiter should edit the Job Requisition to incorporate the changes and should then release it for approval again. If the Job is being re-advertised more that 6 months after the original was approved a new Job Requisition will need to be raised and approved before it can be advertised. If the recruiting department are using the same Job Requisition to process the re-advertisement please consider the following points: Any previous applicants must have been informed they were unsuccessful and must have also been set to rejected by the Recruiter. This will move the applicants from the In Process to the Rejected status. This is very important as it will mean that previous candidates are not visible on the Panel Member screen and will not get grouped with the new candidates applying for the job within the display candidates screen. None of the applicants that have already applied will be able to apply for the vacancy again. You must ensure that the Recruiting Department are aware and happy with this before the job is published. If the Recruiting department would like the option to allow candidates who have previously applied to submit an updated application you will need to advertise on a new Job Requisition. This will allow previous candidates to submit a new application. However, as long as the re-advertisement is within 6 months of the original being approved and there are no changes that affect the funding you will not have to send the Job Requisition round the approval route again. The Recruiter should copy the original Job Requisition and Business Solutions will set the status directly to released allowing you to publish it. 23

24 Creating a new Job Posting; This only needs to be actioned if there have been changes to the position that need to be reflected in the Advert text. To create a new Job Posting see page 8 Creating an Additional Publication; - If you have created a new Job Posting you will create the Publication from that Posting. - If you are using the same Job Posting you can edit the Job Posting and go directly to the Publications tab. You can then click Create to complete a new Publication. Please see below how to complete the Publication; The system will generate the individual Job Reference number that the applicant will see. 1. Select the appropriate Posting Channel: a. For Internal Candidates Only: This will make the vacancy available to University of Sheffield employees only, via their myjob accounts. b. For Any Candidates: This will make the vacancy available to all external and internal candidates. c. For Any Candidates (not published): This posting channel will be used for direct appointments e.g. a person is named on a research grant. 2. Input the publication Start Date This will generally be the date you are posting the job so it can be viewed immediately, however, it may also be a future date. 3. Input the Closing Date If the closing date provided on the Job Requisition is no longer suitable you will need to contact the department to confirm a new date. 4. Change the Status to Released 5. Choose Re-advertisement as the Status Reason 6. Click on Save The vacancy will now be re-published on the web as per the posting channel you have selected. The reference number will be different to the original advert however any applications will be channeled to the same Job Requisition. 24

25 Candidates unable to apply on-line The application process is 100% on-line with. Paper applications will only be accepted from applicants with a disability. If an applicant is unable to use a computer due to their disability or the software they are using to support them is not compatible with SAP Human resources will accept a paper, electronic or a telephone application. The HR Assistant will enter their application into the system on their behalf Late Applications Late applications will only be accepted under exceptional circumstances. The Recruiter will need to contact the appropriate HR Adviser to gain approval in the first instance. If agreed the HR Assistant will need to create a new Publication as the post will have already closed. They will publish the post using the For any Candidates (not published) channel Whilst the post is published to the late applicant the Recruiter will be unable to access the bulk download of applications. You must ensure that they are aware of this and have accessed it before you republish the vacancy if required. Once the late applicant has submitted their application you should advised the Recruiter to provide this to their panel members separately as it will not appear in the bulk download. The Applicant in question will then be sent an containing a link to the post so that only they are able to apply (see Direct Appointments page 21) 25

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