e-recruitment Guide Job Requisition

e-recruitment Guide Job Requisition 1

Contents Page 3 Page 4 Page 5-15 Page 5-6 Page 6-7 Page 8 Page 9-11 Page 12-14 Page 15 Page 16 Page 17 Page 18 Page 19 Page 20 Page 21 22 The Job Requisition Process Overview of the Maintenance Screen How to create a new Job Requisition - Attachments - Basic Data - Job Details - Cost Distribution - Recruitment Group - Releasing the Requisition How to copy a Job Requisition Non-Standard Job Requisitions How do I know if a Job Requisition has been Rejected? How to create and save a Recruitment Group How to copy a candidate between requisitions Appendix 1 General Job Information tab: Field Definitions 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. Guidance on how you can do this is available via the link below: https://www.sheffield.ac.uk/jobs/erecbrowsers 2

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Click to Create a Job Requisition, Access Recruitment Groups, Create a Contract Admin and view Redeployment Candidates. Screens will open in a pop-up erec Recruiter Overview Use this Search box to find Requisitions/Contracts and Published Job Postings where you are in the Recruitment Group. You can also use it to search for any candidate. Activities where an email should have likely been sent but was not, will appear under Unsent Correspondence e.g. if you do not select Send Email when doing a WHA Activity. If HR propose a redeployee against one of your requisitions it will appear under Redeployment Activities. Highlight a row and click the Requisition button to show Create, Edit, Copy, Close, Delete and Status options Access your requisitions through the My Draft snd My Released links Highlight a row and click the Display Candidates button to open your candidate page If you have been added as a support Recruiter, the requisition will appear under Team Requisitions Click to Edit a requisition Highlight a row and click to launch the Bulk Download and Shortlisting Report. These buttons will be greyed out until the reports are ready for download Click to export the table into Microsoft Excel You can sort the requisitions table by clicking on the column headings and typing in the filter row to find specific requisitions. The filter row uses * as a wildcard. 4

Creating a new Job Requisition The following information will take you through tab by tab detailing how to create a Job Requisition. Log in to MUSE and click My Services and then on the myjob/myteam/erecruitment link. Once open, select the erec Recruiter tab From your start page click on the Maintenance link. From the left hand navigation menu click on the Create Job Requisition link and input the Information regarding your vacancy. Fields marked with an * are mandatory 1. General Job Information tab: Attachments This screen is used to attach any additional information required to support the advertisement of the vacancy and subsequent recruitment. You will be unable to Release the Job Requisition for approval without attaching electronic copies of the Advert, About the Job, About the University and the Risk Assessment Checklist. This documentation is required by Human Resources and Occupational Health to process the advertisement of the vacancy and carry out appropriate Occupational Health Assessments. As with all the elements of the Job Requisition, if you are unsure about any of the content of your attachments e.g. grading of the vacancy based on the About The Job, wording of the Advert etc., you are encouraged to liaise with your designated HR Assistants before you release the Job Requisition for approval. Examples of appropriate information to upload to a Job Requisition are: Evidence of a Direct Appointment being required due to the candidate being named on the grant. Confirmation of an Inbound Secondment from the substantive employer Details confirming the award of external funding for the vacancy or information regarding the flexibility of funding If the post will fall under different Terms and Conditions to the University of Sheffield a copy of the Terms and Conditions should be uploaded. Any other relevant information relating to the position. 5

Select the New Attachment button, Browse for your file, select it and the click on the Upload button. Now give your attachment a Document Title and select an Attachment Type from the drop-down box. There are three mandatory attachments: Advert, About the Job and the Risk Assessment Checklist. Basic Data Job Title: This does not have to be the title that will appear on the web it should be something meaningful to you, for example Clerical Assistant - Support Team Closing date: You should liaise with your designated HR Advisers/Assistants to agree an appropriate closing date for the vacancy. This date is subject to change by Human Resources. Process template: Click on the pencil to choose the correct process template. This will appear in a pop-up as below. Highlight the row and select OK to choose: 6

The process templates allow different versions of the Request to Appoint questionnaire to be provided later in the Hiring process based on the job category. Notes: This field allows you to add additional information regarding the job. The following bullet points are examples of what should be added here, if relevant. Details regarding any additional publications required, along with the funding code they are to be charged to. Information if the post is internal only, or if it is not to be advertised e.g. it is a direct appointment agreed with Human Resources. The post is not for 52 weeks of the year, for example if it is term time only. Funding details specifically if the account code has not yet been set up, details of the future code to be used can be entered here, as agreed with Finance. See the Cost distribution section for more details page 10. How long the job should be advertised for. Recruiter: This will automatically populate with your name as you will be the Lead Recruiter 7

Job Details Complete the relevant Job Details information. A red asterisk denotes a mandatory field. Individual field definitions for the Job Details section are included in Appendix 1 at page 25 & 26. Existing/New Position This section allows you to define whether the post is a new or existing position in the organisational structure. You will usually only be appointing to 1 position, however, a Job Requisition may be used for multiple positions but only if the all the job details are Identical. If you are recruiting to an existing position, the position is not required to be vacant in order to select it but must be vacant by the time of appointment. NB - If the correct information is not provided it may lead to positions being charged to incorrect account codes or cause delays in the Job Requisition approval process. Click to Add Existing Position. Click to search for a new position 8

2. Cost Distribution tab: The Cost distribution page allows you to input the funding details of the appointment. You can input the following funding combinations; Funding Scenario Appointment costs fully covered from a single account Appointment costs covered from multiple accounts with different percentage splits Example 1.1.15 to 31.12.15 R/123456-11-1 1.1.15 to 31.12.15 50% R/123456-11-1 25% R/154679-11-1 25% 304567 Appointment costs covered from multiple accounts for different time periods 1.1.15 to 30.6.15 R/123456-11-1 1.7.15 to 31.12.15-304567 The system will let you input up to 11 different funding sources for each time period The cost distribution page will check the following; Whether you have selected a valid code. - If the appointment starts before funding code or the funding code ends prior to the appointment then it is not a valid code. - If the funding code you wish to use has not yet been set up on Ubase you should contact your Financial Accountant to discuss your options. That your funding splits total 100% That the dates you have allocated funding for match the dates for your Job Requisition. NB e-recruitment will not check the budget on the account(s) you have selected. This check should be carried out within your Department in the first instance. If you have any other funding queries you should contact the Finance Department. To add a Cost Distribution Click on the Cost Distribution tab and select New. The funding dates will automatically be populated with the dates you entered in the General Job Information tab. 9

1. If you know the Cost Centre or WBS Element you would like to use these can be entered directly into the relevant fields and you can then go directly to Step 7 below. 2. If you need to search for the appropriate code, click on Funding Search 3. Select the type of funding from the drop down box 4. Enter the funding code or a description of the code in the relevant field. If you are unsure of the code or description you can use the wildcards * to help you search. 5. Click Start Search 10

6. Click on the row that shows the code you would like to add and then click Select 7. Type the percentage to be charged to that account in the PCT column 8. Click Check If you have selected an invalid code or your percentages do not total 100% you will not be able to save the data 9. Click Save and Back If you are inputting further account codes follow the steps above and ensure the total percentage equals 100% 11

3. Recruitment Group tab: The Recruitment Group page is where you allocate the relevant approvers, panel members and individuals who need to view or process the Job Requisition. You can create and save a Recruitment Group(s) to re-use from your start page. These groups can be added to your Job Requisitions. The following Recruitment Groups have been created on your behalf: Human Resources (also contains Occupational Health) Groups have been created by Faculty. Research Finance Groups have been created by funding area. Faculty Finance Groups have been created by Faculty. When selecting your Approvers please refer to your Faculty Approval Flowchart: http://www.sheffield.ac.uk/hr/recruitment/erecruitment/approverguide These approval processes have been agreed with your Faculty Director of Operations. The following roles are available in the Recruitment Group: Role Recruiter Approver (s) 1 to 10 Finance Human Resources Occupational Health Access/Notification Defaulted into the Recruitment Group. Has access to view and edit the Job Requisitions they create. They are unable to approve any Job Requisition they create. It is recommended that more than one Recruiter is attached to a Job Requisition. Have access to the approval screen only. They can add to the Note field but are unable to edit the Job Requisition. They will receive an email alert when the Job Requisition is ready to approve. Have access to view and the ability to edit the Job Requisition, while in Draft status. They would approve the Job Requisition via an Approver role. Have access to view and the ability to edit and post the Job Requisition. Will be alerted via email once the Job Requisition has been approved and is ready to post. If Human Resources are not added they will not receive an email to notify them that the requisition has been approved. Will be alerted once an appointed candidate has completed a Health Questionnaire, if appropriate. They will then have access to view the Job Requisition, Designated Activities Checklist and candidate details to assess them for the post. 12

Panel Member Can be added at any point. They will have access to rank the applicants (shortlisting) once the post has closed. They do not have access to edit the Job Requisition. To create a Recruitment Group Sect the Recruitment Group tab You (the Recruiter) will automatically be defaulted into the Recruitment Group as you have created the Job Requisition. Click Add Recruitment Group to add a pre-made group to the requisition, or select Add Member to add an individual. When adding a Recruitment Group you will need to choose an option from the Category drop-down box. As it is likely that many results will be shown, you may need to Filter your results to find the desired group. You can also sort the results by clicking on the column heading. 13

When adding an individual you will need to select the square icon next to the Personnel Number box to display the Last Name / First Name search: Now click Start Search and then in the results select the name of the person you would like to add to the group. This will add their Personnel Number into the Personnel Number box. Select the desired Role from the drop-down box and click OK 14

To Release the Requisition for Approval Click the Save button to save any changes and then select the Release for Approval button. In the Reason for Release pop-up that appears click the OK button. The Job Requisition will automatically be sent to Approver 1 for consideration. Once the Job Requisition has been approved by all of the specified Approvers you and Human Resources will receive email notification. How to edit a Job Requisition If you have started but not completed a Job Requisition you can exit at any time and it will be saved as Draft status. You can subsequently select it from the erec Recruiter dashboard page and add further information and/or complete it. You can also edit a Released Job Requisition in the same way, however changes to any screen other than Recruitment Group will automatically change the Status back to Draft and this will require the approval process to be repeated. 15

How to copy a Job Requisition If you are recruiting to a post and have previously created a similar Job Requisition you can copy that Job Requisition and the majority of the data will be transferred across for you. To copy a Job Requisition, highlight it in the erec Recruiter dashboard, click Requisition and then click Copy. 16

Non-standard Job Requisitions For non-standard Job Requisitions, you should provide as much information as possible in the Job Requisition. However, if you are unsure about what is relevant or required information you should contact your designated HR Assistant. Examples of non-standard Job Requisitions are detailed in the table below. Type of Requisition Direct Appointment Action Once approval has been gained from Human Resources that it is appropriate to proceed with a direct appointment, a Job Requisition should be completed. Information regarding the Direct Appointment should be detailed in the Note field on the General Job Information tab, along with information about who in Human Resources approved the appointment. Any attachments relevant to the appointment should be attached. E.g. Evidence a person is named on a grant. Once the Job Requisition has been approved, Human Resources will send the candidate a reference to allow them to submit their application on-line. You will then proceed to the Hiring tasks at the appointment stage. Inbound Secondment A Job Requisition should be completed including: Information regarding the Inbound Secondment should be detailed in the Note field. Any attachments relevant to the appointment should be attached. E.g. Confirmation from the substantive employer. 17

How do I know if a Job Requisition has been rejected? If an Approver rejects a Job Requisition the Recruiter will receive an alert email to notify them. It will also be visible from the status screen and the reason for rejection will be displayed. An Approver should only reject a Job Requisition if changes are required, e.g. they know that the funding code used is incorrect or if recruitment to this post is not going to proceed. Rejecting a Job Requisition will terminate the approval process. If the recruitment is to subsequently proceed the Recruiter will be required to make the appropriate changes and then trigger the approval process again, sending the Job Requisition back to Approver 1. If an Approver needs to pause the approval process while they obtain further information or clarify details they are able to do this without rejecting the Job Requisition. Please see the Approval guidelines. 18

How do I create and save a Recruitment Group? 1. From the erec Recruiter page click on Recruitment Groups 2. Click Create in the pop-up window that appears 3. Input the following information; Select your Faculty from the drop down menu in the category field In the Title field put the 3 letter code that represents your department followed by a title for the Group e.g. FRE Externally Funded Job Requisitions In the Description field detail what type of Job Requisition the group should be used for 4. Do not edit the Group role 5. Do not edit the status as this point 6. Click Add and then add individuals as detailed on page 14. 7. Once all group member are added, change the Status to Released and click Save The Group will now be available for you to select through the Recruitment Group tab when creating a Job Requisition If you want to de-activate a Group change the Status back to Draft 19

How to copy a candidate from one requisition to another 1. From the erec Recruiter page, highlight your requisition and click Display Candidates 2. Highlight the candidate you want to copy and click the Assign button 3. Select Assign to Requisition 4. Type some or all of the requisition title where the candidate is to be copied to into the With all of the words field and then click Search 5. Highlight the desired requisition and select Assign Candidate 6. Now select Assign to Selected Requisition with Forwarding of Application It is vital that you choose the Forwarding of Application option, otherwise you and the candidate will experience errors within the system. 7. You will notice that the requisition has now disappeared from your list (as you cannot copy a candidate to the same requisition twice). Click Close The candidate and their application will now appear in the requisition they applied to and in the requisition you have copied them to. 20

Appendix 1 Job Requisition General Information Tab Field Definitions for the Job Details section Personnel Sub Area: Use the drop down box to select the relevant Personnel Sub Area. Job Type: Use the drop down box to select the relevant Job Type. These specify the category the job is displayed in on the University webpages. Applicants can search for vacancies using these categories. Working Commitment: Use the drop down box to select Full-Time or Part-Time. NB - If the position is for less than 52 week of the year please specify this in the Note field. Start Date: You can type in using the format 01.01.2009 or select the date via the calendar End Date: If relevant, you can either type in using the format 01.01.2009 or select the date via the calendar Employee Subgroup: Use the drop down box to select the correct Employee Subgroup. Hours Per Week: Type in the hours to be worked. From Grade: Use the drop down box to select the correct Grade/Salary Scale. To Grade: If applicable, use the drop down box to select the upper limit of a grade range for the vacancy. Maximum Point: Please enter the maximum point available to appoint on. For example, if there are restrictions due to funding. Offscale Salary: This is a free text field. If the salary is outside the normal pay scales please provide the specific salary or salary range. New/Replacement Position: Use the drop down box to select the relevant option indicating whether the vacancy is a new or replacement position. This information will be used by Finance when allocating funding, it is therefore important to provide accurate details. Terms and Conditions if other than UOS: This is a free text box, please give details, if relevant. Criminal Record Check (CRC) Required?: Use the drop down box to select a check is needed or the relevant type of check. CRC Reason: This is a free text field. If relevant please provide details as to why the check is required. Any other checks e.g. Home Office: This is a free text box for any other checks that may be required. Please provide details if applicable. 21

Professional Registration Type: Use the drop down box to select the relevant type of registration or not applicable NHS Honorary Contract Type: Use the drop down box to select the relevant type of NHS Contract or not applicable Issuing Body for NHS Contract: This is a free text field. If relevant please provide details. Fixed Term Contract (FTC)?: Use the drop down box to select yes or no. Reason for Fixed-Term Contract: If applicable please select the reason for Fixed-Term Contract using the drop down box. This will become a mandatory field if you have said it is a fixed-term contract post. Recruiting Manager Statement for FTC: This is a free text field which requires you to advise Human Resources the reason for the Fixed-Term Contract. This will become a mandatory field if you have said it is a fixed-term contract post. Details if contract dates are flexible: This is a free text field which allows you to specify any flexibility in the dates of appointment. FTC: date changes confirmed by sponsor?: This is a free text field which allows you to specify any flexibility in the dates of appointment from the sponsor. Where possible upload any confirmation letters to the Requisition at the Attachment stage see page 17. Advertise to University students via the Student Jobshop: If the position you are advertising is Part-time you need to specify whether you would like it to be advertised, free of charge, in the Student Jobshop. The University encourages all departments to advertise their part-time vacancies through the Jobshop to ensure as many work experience opportunities as possible are open to students, hence giving them a better chance of gaining employment on graduation. As a recruiting department, declaring when the job requisition is created, whether you are happy or not to advertise your vacancy in the Jobshop saves time seeking clarification later. This field is only relevant for part-time vacancies. 22