Creating a New Position in UB Jobs The University at Buffalo Instruction Manual University Human Resources 120 Crofts Hall, North Campus 645-JOBS (5627) ubjobs@buffalo.edu Submitting an Action Creating a New Position Page 1
Table of Contents Logging In... 5 Submitting an Action... 6 Proposed Classification Tab... 8 Copy Position Tab... 12 Position Details Tab... 14 Supplemental Documentation Tab... 16 Auth to Recruit Tab... 18 Reference Letters Tab... 20 Posting Specific Questions Tab... 21 Posting Specific Questions Available... 21 Disqualifying Tab... 24 Recruitment Exception Tab... 25 Comments Tab... 26 Submitting to Approver... 27 Appendix 1 - Defining Appointment Term... 29 Appendix 2 Competitive Classified Minimum Qualifications... 30 Appendix 3 Sample Posting... 31 UB Jobs Quick Tips Sheet... 33
Logging In 1 2 3 Action Field Description 1 Go to the UB Jobs Recruitment and Position Management website at www.ubjobs.buffalo.edu/hr. 2 Enter your UBIT Name. If you have not yet established a UB Jobs user account, please visit the UB Jobs Access Request Form online at http://hr.buffalo.edu/files/phatfile/ub_jobs_access.pdf. 3 Enter your selected password. This password is not linked to your UB account and would have been e-mailed to you when your UB Jobs account was established. If you have forgotten your password, please call 645-JOBS(5627) or send an e-mail to ubjobs@buffalo.edu to have your password reset. Logging In Creating a New Position Page 5
Submitting an Action 2 1 Action Field Description 1 After logging into the system, you are brought to the active postings page. This is also considered the home page in the UB Jobs system. 2 To get started creating a new position description and posting in the system for the first time, click on Begin New Action. Page 6 Creating a New Position Submitting an Action
1 3 2 Action Field Description 1 Here you have to determine if you need to: Create a new position use when a position description has never been entered into the system before. Modify an existing position use when a position already exists within the system. If you are not sure if the position description has been previously entered into UB Jobs, select Modify an existing position to search for the description. If the position does not exist then, you will proceed with step two. 2 To get started creating a new position description and posting in the system for the first time, click on Start Action under New Position. Please note if you are updating a position description that is already in UB Jobs, this does not apply. You would instead use Start Action under Modify Existing Position. 3 The display order shows the order in which the actions available on this page will appear. Submitting an Action Creating a New Position Page 7
Proposed Classification Tab 1 Action Field Description 1 To navigate through UB Jobs, we strongly encourage you to click on the individual tabs to go from page to page rather than choosing Continue to Next Page. By choosing Continue to Next Page, you will not be able to navigate away from a page until all the required information has been provided even if it was not needed for the action you are submitting. If any required information is omitted, you will receive an error message. The following tabs need to be completed for the listed actions: Position Description/ Classification only Position Description and Posting Recruitment Exception Request Position Details Position Details Position Details Supplemental Documentation Supplemental Documentation Supplemental Documentation Comments Auth to Recruit Recruitment Exception Reference letters Comments Posting Specific Questions Disqualifying Comments Page 8 Creating a New Position Proposed Classification Tab
Proposed Classification Tab 1 3 3 2 Action Field Description 1 On the Proposed Classification tab, there are two search options, classification title and employer, available to find the titles that fit your needs. 2 If you have predetermined the title that you are selecting, click on the arrow next to Classification Title and select the title from the alphabetical list. There are two generic titles in the system: Faculty Position to be used when recruiting for a combination of titles, i.e. Assistant/Associate/Full Professor. UB Foundation Activities Position to be used for all UBF positions. 3 Next, you will click on the arrow next to Employer and choose the correct employer for the position. 4 To begin creating your position, you will click on Search. Proposed Classification Tab Creating a New Position Page 9
1 3 2 4 Action Field Description 1 You have the option to view a summary of the position title selected which includes the classification title, object code, salary grade, appointment type, etc. 2 A pop-up window showing the classification summary for the title selected appears. 3 To classify the position, click on Select Title and Continue. 4 If the classification summary information is incorrect, close the pop-up window to return to the Proposed Classification tab, choose another classification title from the classification title drop down list and click on search. Page 10 Creating a New Position Proposed Classification Tab
3 1 2 Action Field Description 1 On the Proposed Classification tab, review the title details. This is the same information that is displayed if you opted to click on View Summary while choosing your title. This information is determined by the title selected and no changes can be made. 2 To choose a different title, click on change classification and refer to page 8 for assistance in changing the classification title. 3 Click on the Copy Position tab when you are done reviewing the title information. Proposed Classification Tab Creating a New Position Page 11
Copy Position Tab 1 3 2 Action Field Description 1 The Copy Position tab allows you to automatically populate the Position Details and Auth to Recruit tabs with the same information from another previously approved position within UB Jobs. This action is only available when creating a New Position. 2 To utilize this option, you will need to find the position to copy by populating the Search Positions to Copy criteria and clicking on Search. We recommend if the position is a State Professional or Classified position, you enter the line number. All other position types, we recommend using the Classification Title. The less information that you enter on this screen will give you the best results from your search. If you get no results found, it is recommended that you eliminate some of the criteria entered and search again. 3 If you cannot find the position to copy or you do not wish to copy a position, click on the Position Details tab and skip to page 14 in this manual to continue submitting your position. Page 12 Creating a New Position Copy Position Tab
3 1 2 Action Field Description 1 You have the option to view a summary of the details of the position previously submitted including the duties/responsibilities, minimum and preferred qualifications, physical demands, etc. 2 To copy the position description into your new position, click on Select Title and Continue. 3 If you do not wish to continue copying an existing position, click on the Position Details tab. Copy Position Tab Creating a New Position Page 13
Position Details Tab Classification Title: *In-House Title: *Obligation Account Number Line Number: (State Use only) *FTE: 1 Predetermined by the classification title selected. This is the official title of the position. List the In-House title of the position. Indicate whether this position is a 10 or 12 month position. Not required Line Number is required for state professional and state classified positions. This is the line that will be classified for the requested title. All other position types, a 6 digit number may be assigned by HR for tracking purposes in the system. This should be entered using the 1.00 format. *Duties/Responsibilities: 2 *Minimum Qualifications (Position): Preferred Qualifications: Physical Demands: *Department: Position's Supervisor: Supervisor's Title: *Hiring Manager(s) with Access: For state professional and classified positions, the entire position description created as part of the classification package needs to be provided. If the position description does not fit in this field, indicate see attached position description and add the attachment to the supplemental documentation tab. For all other position types, while this information is required, the position summary field on the Auth to Recruit tab for posting is what will actually appear on the posting. Minimum Qualifications should include at a minimum the education and years of experience needed for someone to complete the tasks of the position. Preferred Qualifications are optional. Physical Demands are optional and should only be entered after consulting with Affirmative Action. Department is required and will appear on the vacancy announcement. Position s Supervisor is optional Supervisor s Title is optional. Hiring Manager with Access is required. If you need additional hiring managers to have access, please indicate on the comments tab that additional hiring managers need to be added along with the names of Page 14 Creating a New Position Position Details Tab
the additions. Campus Address: *Justification for Position: Action number: (Will be assigned upon first saving position) Copied Position: Campus Address is optional and should be the address where the incumbent will be working. Justification for Position is required for state professional and state classified positions only. All other positions types can indicate NA. Determined by the system. The line number of the copied position is only populated when the Copy Position function has been utilized. Action Field Description 1 Items in Bold will appear on the vacancy announcement. 2 Items with * mean they are required in the system. 3 When you have finished entering the needed information on the Position Details tab, click on the Supplemental Documentation tab. Posting Details Tab Creating a New Position Page 15
Supplemental Documentation Tab 4 1 3 2 4 Action Field Description 1 While on the supplemental documentation tab, you can attach the required documents for the position type that you are entering. Please see the next page to determine which documents are required. To get started, you are going to click on Attach next to the appropriate document type name. 2 A new window will appear that will give you the option to upload the document or to type the information into a text field. Since the documents to be attached are typically on a specific form, you will almost always use the upload option. Here you will click on Browse to select the document from your saved files. 3 Once your document has been selected, click on Attach. 4 Once the document has been selected, you will be required to confirm that you want this document attached. You can then move onto the next attachment if necessary. 5 When you have attached all the required documents based on your position type, click on the Auth to Recruit tab to continue. Page 16 Creating a New Position Supplemental Documentation Tab
Attach / Remove Document Type Attached Document View Document Attach Organizational Chart Not Attached This document is required for State Classified and State Professional positions only. Attach Other Document1 Not Attached HR will attach Classification/Reclassification approval information if applicable in Other Document 1. Attach Other Document2 Not Attached Attach Other Document3 Not Attached Attach Other Document4 Not Attached Attach Other Document5 Not Attached Attach Complete Position Description Not Attached This is required for State Classified and State Professional positions only if the entire position description does not fit into the Duties/ Responsibilities on the Position Details tab. Attach Exception - Resume/CV Not Attached This document is required if an exception to the recruiting process if being requested. Attach Exception Justification Not Attached This document is required if an exception to the recruiting process if being requested. Attach FLSA Checklists Not Attached This document is required for all State Professional and Non-Teaching Faculty. Attach Highlights of Differences in Duties Not Attached This document is required for all State Professional reclassification requests. Attach Point Factor Evaluation Not Attached This document is required for all UUP Professional positions. Attach Secretarial Questionnaire Not Attached This document is required for all State Secretary 1 and 2 positions. Supplemental Documentation Tab Creating a New Position Page 17
Auth to Recruit Tab *Salary Range *Position Summary Work Hours 1 The salary range of the position. A summary of the duties an incumbent will be expected to perform when hired. This field is required for classified service positions only and should include hours and days of the week an incumbent will be working. *Campus *Appointment Term Temporary Until *Contact Name 2 Contact Title *Contact Phone/Extension *Contact Email Internal Posting Date Internal Closing Date External Posting Date External Closing Date This is the campus where the position will be located. Available options are: All Campuses, As Assigned, Buffalo General Hospital, CUBRC, Downtown Campus, Erie County Medical Center, Millard Fillmore Suburban Hospital, North Campus, NYS Center of Excellence and Bioinformatics, Off site location, Research Institute on Addictions, South Campus, University Affiliated Hospitals, VA Medical Center, and Women s and Children s Hospital. For state classified, professional and faculty positions, indicate the appropriate term of the position, for all other position types, choose Not Applicable. This is required for Classified Temporary positions only. This is the person applicants will contact with questions regarding the vacancy. The title of the contact. This is a number that applicants can use to reach the contact. This is an e-mail address applicants can use to reach the contact. This information is populated by HR according to the following guidelines unless otherwise specified by department on the comments tab. UUP Faculty Open Until Filled (20 business days minimum required). Posted internally and externally concurrently. M/C and Competitive Classified 10 calendar days, posted internally and externally concurrently. M/C Professional 30 calendar days, posted internally and externally concurrently. Non-Competitive/Labor Classified 15 calendar days, posted internally and externally concurrently. Research Foundation 15 calendar days, posted internally and externally concurrently. UB Foundation Activities 15 calendar days, posted internally and externally concurrently. Page 18 Creating a New Position Auth to Recruit Tab
UUP Professional Internally 15 calendar days and externally 30 calendar days. Temporary UUP Professional positions less than one year, by request only, 15 calendar days posted internally and externally concurrently. *Date to be Filled: Posting Type: *Multiple Positions Available? *Strategic Strength *Is this an existing position? *Reason for Vacancy: Name of incumbent: Please enter each search committee member and their department/affiliation. (Example: Jane Doe, Human Resources) Required Applicant Documents: Optional Applicant Documents: Special Instructions to Applicants: The date or semester by which this position should be filled or ASAP. Always select Initial Posting A response of Yes or No is required. Indicate if this is a strategic strength posting. If it is not, choose None Selected. Indicate whether or not this position currently exists in your department. Indicate why this position is vacant. Name of former incumbent is required only if this position was previously filled. Indicate the members of the search committee. If it is not currently known, this information can be provided at the end of the process on the hiring proposal. Required Applicant Documents are optional. Optional Applicant Documents are optional. Special Instructions to Applicants are optional. Select all additional advertising sources to be utilized for this search in addition to the automated Human Resources recruiting sources. Click Here for the list of automated HR recruiting sources. Click Here for the list of discipline Specific Recruitment Websites. Other venues: Indicate where this position will be advertised. If it is not currently known, this information can be provided at the end of the process on the hiring proposal. Action Field Description 1 Items in Bold will appear on the vacancy announcement. 2 Items with * mean they are required in the system. 3 When you have finished entering all the needed details, click on the Reference Letter s tab. Auth to Recruit Tab Creating a New Position Page 19
Reference Letters Tab 6 1 2 3 4 5 Action Field Description 1 The answer to this question indicates whether or not reference letters will be accepted through the UB Jobs system for applicants. 2 The answer to this question determines how many reference letters are required from each applicant. 3 If there are any special instructions that applicants need to know regarding references for this position, it should be indicated in the Instructions to Applicants field. For example, Three letters of recommendations are being requested from references that can attest to your work skills and abilities. 4 If there are any special instructions that references need to know, it should be indicated in the Instructions to References field. For example, Thank you for assisting us in the collection of reference letters for our applicants. Letters can either be submitted online by following the instructions in this e-mail or sent directly to Department Chair, 123 Main Street, Buffalo, NY 14214. 5 If there are personal messages that should be expressed to the reference upon submission of the reference letter, it should be indicated in the Completed/End Instructions to Reference field. For example, Thank you for taking the time to submit your letter of recommendation. 6 Once you have entered all the information that is applicable for your posting onto the references tab, click on the Posting Specific Questions tab. Page 20 Creating a New Position Reference Letters Tab
Posting Specific Questions Tab Posting Specific Questions Available Degree Related Will you have a Bachelor's or higher degree by the time of employment? Will you have a Master's or higher degree by the time of employment? Will you have a PhD by the time of employment? Will you have an Associate's or higher degree by the time of employment? Will you have a Doctoral Degree by the time of employment? Experience Related Do you have at least 1-3 years of directly-related experience? Do you have at least 3-5 years of directly-related experience? Do you have more than 5 years of directly-related experience? Specific Requirements Are you board certified or eligible to be board certified? Do you possess a current Class A or B Commercial Driver's license without an air brake restriction? Do you possess a current driver's license valid for operation of passenger vehicles in New York State? Are you considered to be an internal applicant? An internal applicant is defined as paid State, RF, UBF or FSA employees from the University at Buffalo. You cannot be considered as an internal candidate if you are a Volunteer, Student, Student Assistant, TA or GA. Are you eligible to bid or transfer into this position based on either previous Civil Service employment or previous examination? (Please note, canvassed applicants must submit application materials directly to the website provided with canvass letter mailed to be considered for employment.) Job Related Are you able to work in a 24x7 rotational on-call basis? Are your salary expectations within the posted salary range? Do you have experience in small business and/or volunteer management? Do you have supervisory experience? How many people do you work with on your immediate team? How many servers do you currently support? Travel is an important part of the job. Would you be willing to travel as needed by the job? Do you have a RN license (or greater)? Are you well versed in Microsoft Office Programs? Do you have knowledge of Access? Do you have knowledge of Excel? Please describe proficiency using Access. Please describe proficiency using Excel. Posting Specific Questions Tab Creating a New Position Page 21
6 1 2 3 4 5 Page 22 Creating a New Position Posting Specific Questions Tab
Action Field Description 1 It is at the department s discretion to ask specific questions of their applicants during the application process. These questions must pertain to the qualifications listed on the position details tab. To select questions to ask, you would click on Add a Question. 2 The system gives you two options to search for a question. You can enter a keyword and click on Search or you can view all the questions by just clicking on Search. 3 You can review the list of questions. When an appropriate question for your position is listed, you would select View/Add to ask the question of your applicant. At the bottom of the page, you can navigate to the second page of questions. 4 After you click View/Add, you are shown the possible answers listed for this question. To continue adding the question, you will click on Add This Question. 5 Finally you have the option to determine whether or not the applicants are required to respond to your question. If it is required, the applicant cannot complete their application until they have responded to your question. Repeat these steps to add additional questions. 6 Once you have added all the questions you wish to ask of your applicants, click on the Disqualifying tab. Posting Specific Questions Tab Creating a New Position Page 23
Disqualifying Tab 2 1 Action Field Description 1 Determine if a specific response to the questions asked should be disqualifying. You can disqualify an applicant from your position when they are applying if all the following criteria are met: Closed-ended question is selected Specifically stated in the minimum qualifications/position summary as a requirement for the position Listed as a required question of all applicants If the answer is disqualifying, click the checkbox(s) under the Disqualification column. Please note: you cannot view any of the applicant s information when disqualified based on his/her responses to these questions. 2 Once you have determined whether or not applicants should be disqualified, click on the Comments tab. Page 24 Creating a New Position Disqualifying Tab
Recruitment Exception Tab 1 Action Field Description 1 This tab is not applicable to the Classification/Posting of a position. If you accidentally click on this tab, you must complete the required information and continue onto the Comments tab. Recruitment Exception Tab Creating a New Position Page 25
Comments Tab 1 2 Action Field Description 1 Indicate any additional comments about this position for HR to take into consideration including: This is a classification request. This is an update of an existing position. This is a classification and posting request. The effective date for a classification/reclassification submission. Additional hiring managers need to be added and their names. Any requested change to the automatic posting periods. 2 This is the last tab to be completed. Once comments have been added, you will click on Continue to Next Page to submit the action through the approval process. Page 26 Creating a New Position Comments Tab
Submitting to Approver 1 2 3 Action Field Description 1 Review the data entered. Click on Edit to make changes if something has been entered incorrectly. Please note: you will not be allowed to make any modifications to this information once the job has been posted. 2 To print a copy of the position description for your records, click on Printer Friendly Version. 3 When you are ready to submit the action to next level of approver, click on the appropriate circle and choose continue. Please check the Approval Levels link (http://hr.buffalo.edu/files/phatfile/approval_levels.pdf) on the Hiring Manager s Guide webpage for assistance in determining your next level of approver. Submitting to Approver Creating a New Position Page 27
1 Action Field Description 1 To complete the submission, confirm that the location to which the action is being submitted by clicking on confirm. 2 This action has been successfully submitted! Page 28 Creating a New Position Submitting to Approver
Appendix 1 - Defining Appointment Term Permanent - This term should be used for State Classified positions only. The term is applicable when posting a vacancy that no one has a hold on for probationary or leave purposes. Contingent Permanent This term should be used for State Classified positions only. The term is applicable when posting a vacancy that someone has a hold on while serving probation in another position. Continuing - This term should be used for State Faculty positions only. The term is applicable when posting a vacancy where someone will be hired tenured into the position. This term is typically only used when requesting an exception for a faculty member. Permanent/Continuing Permanent - This term is for Human Resources purposes only. Please contact HR with any questions regarding this term. Temporary - This term should be used for any position type that is temporary in nature. Temporary appointments must be less than one year. Term - This term should be used for any State Professional or Faculty position that is not temporary. Provisional - This term should be used for State Classified positions only. The term is applicable when posting a vacancy that is competitive and a civil service canvass list does not exist. Human Resources will advise when this term is applicable to post. Not Applicable - This term should be used for any non-state positions that are not temporary. Appendix 1 Creating a New Position Page 29
Appendix 2 Competitive Classified Minimum Qualifications For all competitive classified positions, the following requirements must be added to the minimum qualifications in UB Jobs. In addition, the disqualification question: Are you eligible to bid or transfer into this position based on either previous Civil Service employment or previous examination? must be added to each position to be posted. 1. Transfer Eligibility Requirement: you must have a current permanent appointment with a minimum of 1 year of service in a position of the same title or transferable title. 2. Reassignment Requirement: You must hold the same title at the University at Buffalo. 3. Reinstatement Requirement: You must be a former state employee to request reinstatement to the title that was held (or transferable title). ** ALL APPLICANTS MUST MEET AT LEAST ONE OF THE ABOVE REQUIREMENTS. ANY APPLICATIONS RECEIVED THAT DO NOT MEET AT LEAST ONE OF THE ABOVE REQUIRMENTS WILL BE CONSIDERED UNQUALIFIED AND WILL BE DISCARDED. ** A completed application is required to be considered for this position. If you have received a canvass letter, DO NOT APPLY to this position. You must apply to the web address provided on your canvass letter. Page 30 Creating a New Position Appendix 2
Appendix 3 Sample Posting Appendix 3 Creating a New Position Page 31
UB Jobs Quick Tips Sheet Web Links Applicant site: www.ubjobs.buffalo.edu HR site: www.ubjobs.buffalo.edu/hr Search Committee site: www.ubjobs.buffalo.edu/hr Request Access: http://hr.buffalo.edu/files/phatfile/ub_jobs_access.pdf Hiring Manager s Guide: www.hr.buffalo.edu/hiringguide Career Services: www.ub-careers.buffalo.edu UB Jobs Terms Active Postings Positions that have not been filled or cancelled. Begin New Action Starting a new action on a position. This includes updating a position description, classifying or reclassifying a position or posting a job. Hiring Manager Person with the responsibility of managing a position/posting in the UB Jobs system. This includes inputting the position, fixing issues, communicating the search committee access information and closing out the search. Hiring Proposal Form that allows the search committee to communicate to approvers the best fit candidate for the position. Historical Postings Positions that are filled or cancelled. Modify Existing Position If a position is already established in UB Jobs, you will always start a new action by updating what is already in the system. New Position If a position has never been input into UB Jobs, a new position must be created. Pending Actions Outstanding actions for the individual logged into the system. Action Tabs to be Completed Position Description: Proposed Classification Position Details Supplemental Documentation Comments Posting: All position description details if not already listed Auth to Recruit Reference Letters Posting Specific Questions Disqualifying Comments Exception: All position description details if not already listed Supplemental Documentation Recruitment Exception Comments Search Options Input as little information as possible. Title and employer alone are usually best. If status checkboxes exist, always opt to select all checkboxes. Search Actions (under Position Descriptions) allows you to search for the status of a position once it has been submitted. Active Postings and Historical Postings have a search engine at the bottom of the page. This allows you to search for a position when you have a large volume of positions posted. Advertising a Position Departments should consult with Equity, Diversity and Inclusion regarding their advertising needs. Always provide the applicant with the posting number and the quicklink for posting to get your applicant to the website as quickly as possible. Provide the applicant with the In-House Title exactly as it is posted. The In-House Title is what the applicant sees when they first view the position. Faculty positions must be advertised in at least one national print or online publication. Communicating with Applicants HR Contact Information Phone: 716-645-JOBS (5627) e-mail: ubjobs@buffalo.edu When an applicant has successfully submitted application materials, an e-mail and confirmation number is sent to the applicant confirming submission. Hiring Managers are responsible for updating applicant statuses so applicants know whether or not they are still being considered. Timely communication with applicants is strongly recommended. Do not disqualify any applicant that is seriously considered for a position until after the selected candidate for a search has accepted the position.
Posting Periods Positions are posted as received. The minimum posting periods per campus policy and/or contract requirements are: UUP Professional: 15 calendar days internal and 30 calendar days external. An internal only search can be requested in the notes section of the action. If an internal candidate is identified, the external search MUST be cancelled at least one business day prior to the start of the external posting period. Support staff positions require a 10 business day CSEA review period. UUP Faculty: 20 business days. All faculty positions are automatically posted Open Until Filled by HR unless otherwise noted. MC and Competitive Classified: 10 calendar days. MC Professional: 30 calendar days. Non-Competitive/Labor Classified: 15 calendar days. Research Foundation: 15 calendar days. UB Foundation Activities: 15 calendar days. Any posting dates that deviate from the minimum posting periods must be noted in the Comments section prior to submitting the posting action. Departments have one year from the start date of the posting to fill or cancel a position even if the department chooses to post open until filled. If the department needs additional time beyond the one year recruitment period, the department can request a repost to give them an additional year to complete their recruitment. A search cannot be open beyond 2 years from the date the position was posted. Policies Recruitment Policy: http://policy.business.buffalo.edu/policy%20library/ Recruitment%20Policy.pdf Exception Policy: http://policy.business.buffalo.edu/policy%20library/ Recruitment%20Exception%20Policy.pdf Postdoctoral Associate Policy: http://policy.business.buffalo.edu/policy%20library/ Postdoctoral%20Scholars.pdf Applications for employment cannot be accepted outside UB Jobs. A hiring proposal cannot be submitted prior to the posting close date. An offer of employment cannot be made until after all approvals have been given on the hiring proposal. Position Description Information on Vacancy Announcement Classification Title In-House Title Obligation FTE Minimum Qualifications Preferred Qualifications Physical Demands Department Salary Range Position Summary Work Hours Campus Appointment Term Temporary Until Contact Name Contact Title Contact Phone/Extension Contact E-Mail Internal Posting Date Internal Closing Date External Posting Date External Closing Date Date to be Filled Posting Type Multiple Positions Available