1. Access the online employment system, Taleo, at https://ithaca.taleo.net and login with your Netpass username. Your initial password will be %IC(+ the last 6 digits of your employee ID number, e.g., %IC000000) 2. You will be directed to the welcome suite. On the left hand side, click on Recruiting. 3. Once on the recruiting center, click on Create a Requisition. 1
4. In the Requisition Template field, click on the selection box to the right and a list of available positions will be shown. Select the appropriate position. The Assistant to the Dean should be listed as the hiring manager. The search chair and search committee members will be entered into the requisition at a later step. 5. Once the template has been selected, the rest of the fields on this page will prepopulate. Click Create. 2
6. Most information will be prepopulated from the template. Please note only Lecturer positions should be designated as pool positions. Adjust the number of positions if not a pool position. The justification will show as Replacement as in replacing existing employee. If the position is brand new and has been approved through the budget process, select New. Fields marked with an asterisk* are required. 7. Recruiter (Kirra Franzese, for all faculty positions) will be prepopulated. The Assistant to the Dean should be listed as the hiring manager. Fields marked with an asterisk* are required. 3
8. Fill in necessary information and the names of the persons in the search committee. Fields marked with an asterisk* are required. 9. Do not edit any part of the Structure; this will change the entire format. 4
10. The account number should be prepopulated. If not prepopulated or if not correct, please make corrections. 11. Start/end dates, category, groups, etc. will be prepopulated. Make edits as necessary. Fields marked with an asterisk* are required. 12. Click the publications for advertisement by Human Resources. Fill in the information below for recruitment at conferences, diversity outreach efforts, personal contacts, and process for assessing applications. 5
13. Do not make any edits to Candidate Selection Flow. 14. Position description should be prepopulated from the template. 15. Qualifications should be prepopulated from the template. 6
16. Instructions for application should be prepopulated. Make any edits to instructions for application (e.g., online application, list of references, resume, cover letter, etc.) 17. Visa Sponsorship may be provided for TE and CNTE positions. Otherwise, visa sponsorship will not be provided. 18. Once all information is complete, scroll to top and click Save and Close. 19. If not all fields have been filled, an automatic pop-up will appear listing the empty fields. Enter all required information. Any field with an asterisk* is required. 7
20. Once completed, under More Actions, choose Request Approval. A window will generate containing the approvers. You must write additional comments (e.g., thank you for handling this in a timely fashion). Once completed, click Done. Fields marked with an asterisk* are required. The requisition will now be routed for approvals and you will be notified once the position has been approved and posted. 8
21. Once you have been notified that your position has been posted, you can access the online employment system, Taleo, at https://ithaca.taleo.net and login with your Netpass username. If you have not logged into Taleo yet, your initial password will be %IC(+ the last 6 digits of your employee ID number, e.g., %IC000000) 22. You will be directed to the welcome suite. On the left hand side, click on Recruiting. 23. Once on the recruiting center, click on View Requisitions. 9
24. To change the status of candidates, select the requisition title for the position you d like to select/non-select candidates and/or make a recommendation for hire. 25. To view the candidates, click on the number listed to the right of candidates for this requisition. 26. Click on the name of the candidate to change his/her step/status. (Please note: you must complete a change in the step/status for each candidate prior to submitting for review) 10
27. After selecting a candidate, click on More actions. A drop-down menu will appear, then select Change Step/Status. 28. Click on New Status, a drop-down menu will appear. From the list, select the appropriate change in step/status (e.g., Phone/screening interview, Recommendation for Hire. ) 29. Once the status has been selected, fill in the Comments section with the appropriate selection rationale (e.g., candidate has PhD in appropriate field and 5 years teaching/work experience). If the candidate has not been previously selected for this search, no nonselect reason is required. Once completed, select, Save and Close. Repeat steps 6-9 to change the step/status of each candidate. Fields marked with an asterisk* are required. 11
30. After changing the step/status for all candidates, return to the requisition page by clicking on the job title at the top. Click on More actions, then select Request Contribution. This contribution request will inform the appropriate recruiter that candidates are awaiting review. Candidates should not be contacted until approval has been requested and granted. 31. For faculty positions, select Kirra Franzese as the contributor. For staff positions, select Michelle Hammond as the contributor. When finished, click on Done. 32. The contributor/recruiter will provide feedback and grant approval for the next step in the hiring process. Repeat steps 6-11 for any additional changes in the step/status. 12
To recommend for hire: 33. To make a recommendation for hiring, change the status of candidate to Recommend for hire and provide a detailed rationale for hiring in the comments box (maximum 1000 characters). All other candidates should be either changed to Not Selected or Reviewed/Interviewed, Not Selected (with rationale for non-selection provided). An email will be generated to the recruiter listed on the requisition. The recruiter will forward the recommendation along to the required approvers. 34. The required approvers will review the recommendation, ask questions as necessary, and change the status of the candidate noting approval. Once all necessary approvals have taken place, the hiring manager will receive an email with the final approval to proceed with the offer. 13
To approve a recommendation for hire: 35. From the email you receive notifying you that A Candidate has been recommended for hire, click the link provided and login with your Netpass username. If you have not logged into Taleo yet, your initial password will be %IC(+ the last 6 digits of your employee ID number, e.g., %IC000000) 36. You will be directed to the application submission of the candidate being recommended. To view the candidate s materials, click on the attachments tab. To view the rationale for hiring, click on the history tab. 14
37. To approve the recommendation, click the More Actions drop down, select Change Step/Status. 38. Select the appropriate status, and click Save and Close. IMPORTANT: DO NOT select Save and Continue. 39. The hiring manager will be notified once the recommendation has been approved and a verbal offer may be made at that time. 15
40. Once the offer has been made and negotiated, the details of the offer are to be entered into the system. If you are not listed as the hiring manager, you will not need to complete the next steps of the online process. If you are the hiring manager (and/or person responsible for creating the offer, click on More Actions and select Create Offer from the applicant record. 41. Select the arrows from the drop-down menu to add values from the requisition to the blank offer fields. 42. Some fields will be prepopulated based on information in the requisition. Fill in remaining fields. For pay basis, select yearly (full-time faculty, salaried or exempt staff, administrators), hourly (non-exempt or overtime eligible staff), or total (part-time lecturers or period payments). Click on the calculator tool to auto-fill adjustments. 16
Enter percent full-time. If you do not know percent full-time, contact your recruiter. 43. Enter moving expense amount and/or bonuses if applicable. 44. Select academic year. If the recommended candidate is a current Ithaca College employee or student, select the appropriate options under benefit status, job field status, and location change. If the recommended candidate is not a current Ithaca College employee or student, select No change or New hire. 45. Leave offer expiration date blank. Enter the actual start date and create the letter at this time. 17
46. Enter comments as necessary and click on Save and Close. 47. Click on More actions. A drop-down menu will appear, then select Request Approval. 18
48. Once completed, a window will generate containing the required approvers. You must write additional comments (e.g., thank you for handling this in a timely fashion). Once completed, click Done. Fields marked with an asterisk* are required. The offer will now be routed for approvals and you will be notified once the offer, offer letter, and appointment form (as applicable) have been finalized. 49. Once the details of the offer have been finalized and approved, work with your recruiter to extend the acceptance letter to the new employee. 19