Instruction Guide Creating a Job Requisition in GatorJobs for TEAMS or Faculty

Transcription

1 OVERVIEW Use this instruction guide to create a job requisition in GatorJobs as an Originator with the security role of UF_N_GJ_Department Admin. Create the job requisition from a position template that copies in most of the position information. Complete the rest of the requisition using the left hand-menu to guide you through the sections. At any time, save your work and return to edit, or view the requisition as an applicant would see it. When complete, submit it for departmental approval to your Level 1 department approver, with the security role of UF_N_GJ_Department Approver, who will review and approve it and submit it to HR Recruitment and Staffing (Level 3) for final approval and posting. STEPS Navigation There are two ways to navigate to GatorJobs in myufl: 1. Click Main Menu > Click UF Departmental Admin > Click GatorJobs 2. Click Main Menu > Click Recruiting > Click GatorJobs To begin a requisition: 3. Click the Create New Staff/Faculty Requisition link in the Shortcuts box on the right. 4. Click the Create from Template link in the message box. 5. On the Staff/Faculty Templates page, click the More Search Options link to view all search fields. Office of Human Resources Page 1 of 6

2 6. To search, a. Enter the Position Number in the Position Number field and click the Search button or b. Enter the Classification Title in the Search field and click the Search button 7. In the resulting row, hover over the Action button (on the right-hand side), and click the Create From link. Most of the information for this position will be copied into a new job requisition for you to complete. 8. In the new screen, click the Division dropdown to select the appropriate college/unit. 9. Click the Department list to select the Dept ID for the department doing the hiring. 10. Select the Applicant Workflow state where applications will start when first submitted. Applications automatically start in the Under Review state. 11. Leave the Accept References box unchecked unless you wish to use the system s Reference Collection feature. If so, please see instructions for this tool in the instruction guide, "Using the Reference Collection Tool in GatorJobs" to understand when and how to use this tool. 12. At the Accepted Applications Forms section, select the type of form to be accepted as an application for this position. Check Yes for Online Applications. For TEAMS/OPS, select the TEAMS, Student Employment, and Cooperative Extension Application No Reference Required option. If you are using the Reference Collection Tool, select the TEAMS choice with Reference Required. For Faculty, select the Faculty Profile / Short Application option. Offline communication is any message you need to send to your Level 1 approver and to HR. 13. Click the Create New Requisition button. At this point, you will see the menu on the left-hand side appear to guide you through completing the requisition. The Classification Title and Requisition Title will copy in from the previous page. Both titles should be the same. Office of Human Resources Page 2 of 6

3 To complete the Posting Details section: 14. Enter information needed such as: Working Title Funding Source Advertised Salary Time Limited? Job Category Send to Inside Higher Education? o Click Yes or No to send announcement to Inside Higher Ed and select a Category for advertising (free to UF) Work Location Contact information Job Description Preferred Qualifications Criminal Background Check Required Health Assessment Required Special instructions to Applicants o For example, you might specify instructions for providing references. Posting Date Posting Review Date Closing Date o No hire decision should be made before the closing date. o Open Until Filled: Needs to be approved by HR. Employment Recruiter Advertising Source o The Chronicle online is free to UF departments. o List any other advertising sources. Department is responsible for posting at these sources. Click the Next >> button to save your work and move to the next section on the menu. To complete the Supplemental Questions section: 15. Review the five required supplemental questions. Do not delete. 16. To add additional supplemental questions, click the Add a Question button. a) Search by entering a keyword. b) To view the answers to a question, click the question link. Office of Human Resources Page 3 of 6

4 c) To add to the list, click the box in front of the question. d) Click the Submit button to add selected questions to the job requisition. 17. If you cannot find the question you need, click the Add a new one link found at the bottom of the page to add your own. These types of questions will be pending approval of the Level 3 HR Approver: a) Enter a title or name of the question. For example, enter "Resolving Conflict". b) Click the Category list and select a category. c) Enter the question. For example, enter "Do you have experience in resolving conflict within your team?" d) Click the Predefined Answers option and enter possible answers or click Open Ended for the applicant to enter an answer. For this example, possible answers could be Yes or No. e) Click the Submit button. The blank answers will disappear when you click the button. 18. Click the link of the added question to view the answers. To make it a disqualifying question, check the box in the Disqualifying column next to the answer that will automatically disqualify applicants that select this answer. 19. Click the Required checkbox for all supplemental questions. Otherwise the applicants may choose not to answer them. 20. Click the Next >> button to save and move to the next section. To complete the Required Documents section: 21. For each of the documents listed, select Not Used, Optional, or Required. a) For example, for the Cover Letter, you may decide it is Required for the applicant to complete and submit. In this case, click the circle in the Required column. b) If you do not require a Work Sample, click Not Used or Optional. 1. Click Optional to allow the applicant to submit a work sample if they choose to do so. 2. Click Not Used to prevent the applicant from submitting any unwanted documents. These documents will not display to the applicant. 22. For all positions that were formerly USPS (Salary Plans beginning with TU), check the Optional checkbox to include the DD214 (Veteran's Form). 23. Click the Next >> button to save and move to the next section. To complete the Internal Documents section: 24. Use this feature to include internal documents that the applicants will not see, such as a budget approval authorization for the position. Click the Actions link then Upload to attach it. 25. Click the Next >> button to save and move to the next section. To add members of the Search Committee: 26. Search for the name of the Search Committee member for this job requisition by his/her first name, last name or address and clicking the Search button. The system will search the system library for this person. Office of Human Resources Page 4 of 6

5 27. If you get no results, add the Committee member by completing all the fields in the New Search Committee member section. 28. Click the Add Member button to assign this person to the Committee. GatorJobs will the Search Committee members on the Review Date to review the applicant pool. 29. To assign a member as the Committee Chair or to Delete, click the Actions link to use these choices. 30. Click the Next >> button to save and move to the next section. To complete the Reference Letters section: Refer to the instruction guide, "Using the Reference Collection Tool in GatorJobs." Office of Human Resources Page 5 of 6

6 To add a Guest User: 31. Click the Create Guest User Account button to generate a username and password for guest users. a) If you would like the system to the guest users, enter their s, one per line, to the list. b) Press [Enter] on your keyboard for the second line to add an additional . c) Click the Update Guest User Recipient List button. The system will the guest users the username/password when the position is posted. d) To modify the password, change it and then click on the Update Password button. 32. Click the Next >> button to continue to the next section. To use the See How Requisition Looks to Applicant link: 33. Before submitting for approval, click the See How Requisition Looks to Applicant link a) To return to the requisition, click the job position title link at the top To use the Watch List: 34. To add this job requisition to your Watch List to find easily when you return, click the Take Action on This Requisition button, then click Keep Working on this Requisition a) Make sure you do not uncheck the box for "Add this requisition to your watch list?" b) Click the Submit button. 35. To locate all the requisitions in your Watch List, click the link to the Watch List to fully open the page To submit the job requisition for approval: 36. Check the job requisition. An orange exclamation mark by a subsection means that that section is incomplete. Use the Edit link to complete. 37. Click the Take Action On Requisition button. a) Click the Level 1 (move to Submit to Level 1) link. b) Enter any notes into the Comments field. c) Keep the checked box as is. The requisition will display in your Watch List on the Home page to find easily. d) Click the Submit button. 38. A green bar across the top will display the message "Requisition was successfully transitioned" when the job requisition has been sent to your departmental Level 1 for approval. For further assistance, please contact Recruitment and Staffing at or visit Office of Human Resources Page 6 of 6