People Admin Term Adjunct Hiring Process BUSINESS UNIT PRE-REQUISITION Workforce planning is an important element of this step. Business unit executives and managers review their current and future staffing needs to predict and successfully respond to workforce trends. Workforce planning allows unit leaders to prepare for anticipated retirements and create strategies for retaining and transferring knowledge, as well as, ensuring employees have the appropriate skills for now and the future. Workforce plans include career paths and succession plans for and strategies for retaining and attracting talent. Business Unit Executive Business Unit Director Term Adjunct Hiring Manager ƒ Constructs the unit s Workforce plan including whether or not and when to create positions ƒ In concert with others in the unit makes the decision to recruit ƒ Assists Business Unit Executive ƒ Ensures position funding ƒ Creates hire requisition CREATE REQUISITION PeopleAdmin is designed to work with user types and workflows. Users have the ability to access information and perform functions based upon assigned user types. An individual may have one or multiple user types depending upon the needs within their departments. The workflow associated with the Term Adjunct Hiring Manager includes from the Term Adjunct Hiring Manager to the Director, to the Human Resources Service Center. You must have user access as a Term Adjunct Hiring Manager in order to receive the shortened workflow. This streamlined change in the Term Adjunct Hiring process eliminates the need for approvals from the Executive, Provost, Total Compensation and Wellness (TCW), and Position Budget Control (PBC) areas. 1
Term Adjunct Hiring Manager individuals who inputs requisitions into the system and/or individuals making hiring decisions for Term Adjunct applicants Director approval authority for the Term Adjunct. Ensures that requisition information is accurate and complete. Human Resources Service Center - reviews requisition for completeness, assigns HR position number, designates applicant flow. If hiring a into a new Term Adjunct position that does not already exist within your organizational structure on UC Flex PPOSE, you must request the position be created with a paper Position Maintenance Request (PMR) form located in the Employment Services section on the HR website at www.uc.edu/hr. 2
STEP 2 CREATE REQUISITION PeopleAdmin is the on-line application/requisition tracking system used by the University of Cincinnati. Term Adjuncts who are hired by the university must apply through PeopleAdmin. The applicant tracking system was implemented to automate the job requisition, application, approval, and hiring decision process. Requisitions are created and move through an established workflow within PeopleAdmin. The system allows Term Adjunct Hiring Managers to keep track of the status of the requisition as it travels through the workflow. At any time the Term Adjunct Hiring Manager is able to determine where the requisition is in the process. Term Adjunct Hiring Manager Creates requisitions from scratch or from previously created requisitions Select Advertising Method* Select Guest User if Search is Director Reviews f d and b approves C i requisition (if Initial advertising in the Term Adjunct Hiring process is permissible on UC Job Opportunities only. The Office of Equal Opportunity (EEO) will review your designated pool on a quarterly basis to ensure diversity within the members. Provided that the pool is diverse additional advertising may not be required. If EEO determines that the applicant pool is not diverse EEO in collaboration with the HRSC and the department will determine appropriate advertising for the position. Payment for this advertising is solely the responsibility of the hiring department. When creating a brand new Term Adjunct requisition that does not already exist in PPOSE in UC Flex you must complete a paper Position Maintenance Request (PMR) form located in the Employment Services section on the HR website at www.uc.edu/hr. 3
STEP 3 POSTING THE REQUISITION` As a Term Adjunct Hiring Manager you must make a decision regarding hiring directly to the applicant pool or leaving the pool intact and creating an additional requisition to copy selected individuals from one pool to another. This copy feature can be performed by the Term Adjunct Hiring Manager without the assistance of the HRSC. See the Copy from Pool simulation located in the Employment Services section on the HR website at www.uc.edu/hr. Human Resources Service Center Posts requisition as directed Assists with advertising needs (when applicable) 4
STEP 4 APPLICANTS SUBMIT PPLICATIONS Applicants must apply for positions at University of Cincinnati by submitting applications and other required documents through the PeopleAdmin system. Business Units review applications and arrange interviews and copy applicants from one requisition to another. Applicants Apply to position vacancy Term Adjunct Hiring Managers Review applications Contact applicants to interview Change applicants status to input interview dates, visual sex and race, and communication for interviewed applicants through on-line e-mail. Requests to move position to historical Search Committees (optional) Reviews applicant information 5
STEP 5 HIRING PROPOSAL When a final candidate or candidates have been identified, the Term Adjunct Hiring Manager will create a hiring proposal in PeopleAdmin. Up to 90 individual Term Adjunct hiring proposals may be created for the same requisition. Term Adjunct Hiring Manager Completes Term Adjunct Hiring Proposal Selects to Add Entry SELECTS TO SAVE AND STAY ON THIS PAGE Inputs interview dates and visual race and gender Changes applicant status to Under Review by Director for Term Adjunct Review 6
STEP 6 CANDIDATE APPROVAL The Term Adjunct process candidate approvals involve the Term Adjunct Hiring Manager, the Director, EEO and Human Resources. Director Reviews and approves Term Adjunct Hiring Proposal Changes applicant status on Pending EEO Approval EEOA Reviews and approves Term Adjunct Hiring Proposal candidate(s) and approves, denies, or indicates a question and inputs the question under the applicant status history Submits to HR for approval HRSC Awaits department changing selected candidate status to Hiring Complete 7
STEP 7 HIRING COMPLETE This is the last automated step in the PeopleAdmin system. Hiring complete is the trigger that notifies the Human Resources Service Center that the department has completed the PeopleAdmin process and the Hire Form is ready for printing. Term Adjunct Hiring Manager Makes offer to the candidate Changes applicant status to Hiring Complete Reviews Term Adjunct Hire Report for accuracy Obtains New Hire paperwork* from candidate and submits to the HRSC Human Resources Service Center Reviews Term Adjunct hiring proposal Prints hire form for Data Operations New Hire Paperwork I-9 Immigration Form - have your selected candidate complete the mandatory I-9 Immigration and Naturalization Service form and submit to you at the time employment begins but no later than three days of their start date or they are to be removed from the schedule. http://www.lanl.gov/worklife/newhires/pdfs/i9 acceptable documents.pdf W4 Federal Tax Form - have your selected candidate complete. http://www.uc.edu/af/payroll State Tax Form - have your selected candidate complete. http://www.uc.edu/af/payroll Banking/Direct Deposit form have your selected candidate complete. http://www.uc.edu/af/payroll 8
NEW HIRE PAPERWORK STEP 8 ENTER DATA INTO UCFLEX Currently there is no interface between UCFlex and PeopleAdmin therefore the end of the hire process produces a paper hire form from which Data Operations use to key information into the UCFlex HR/Payroll system. Data Operations Collects hire forms Attempts to unit hire form with new hire paperwork Enters information into UC Flex 9