Human Resources Employee Tracking System (HRETS)

Recruiting Appointments Services $ $ $ Personnel Management Human Resources Employee Tracking System (HRETS) Recruitment Authorization (RAF) Good Faith Search Report (GFSR) Personnel Action Form (PAF) Performance Program and Evaluation (PPEV) Employee Data Sheet (EDS) v1.1 - April 2010

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Table of Contents HRETS Overview 5 HRETS Main Menu/dashboard 6 PAF and PPEV Timelines 7 Recruiting Process Overview 9 Recruiting Functions Recruitment Authorization Form (RAF) 10 Good Faith Search Report (GFSR) Overview 19 Good Faith Search Report (GFSR) For Search Chair 20 Creating a new GFSR 21 GFSR Candidate Pool Approval 24 GFSR Preliminary vs. Approved Candidate Pool Status 28 GFSR List Candidates (for Search Chair and Members) 29 Search Committee Candidate Evaluation Form 30 Viewing Candidate Evaluations (Search Chair) 32 Appointment, Contract Renewals, and Termination Personnel Action Form (PAF) Overview 36 Making an Initial Appointment using the PAF 38 Type of Transaction 40 Contract Information 41 Pay Basis 42 Position Classification 43 Position Funding 44 Split-Charged Employees 45 Assigning Subordinates 46 Part-Time Faculty Workload 47 Workflow Approval Signatures 48 Workflow Approval - Multiple Directors within a Department 50 Comments and Attachments 51 Audit Trail Records 52 Copying a PAF 53 Printing a PAF 54 UUP Performance Program Overview 56 Performance Program - Section A Position Description 62 Performance Program - Section B Performance Goals 64 Performance Program - Section B Secondary Sources 65 Performance Program - Section C Annual Evaluation 70 Performance Program Secondary Source Reviews 74 Copying a Performance Program 75 Printing a Performance Program 76 Personal ETS Options Personal ETS Options 77 Personal History PAF s, Performance Programs 78 Employee Data Sheet 79 Secondary Source Evaluations 83 Management Options Delegate Authority and Accountability 84 Assigning a Delegate 85 Signing In Delegate Options 86 View Your Subordinates PAFs and PPEVs 87 View Secondary Source Evaluations 91 Re-assign Subordinates 92 Appendix A - Glossary of Terms 93 Appendix B Required Documentation by Transaction Type 98 Version 1.1-04/21/2010 3

Date Editor Description of Changes Summary of Changes 10/31/2009 Bill Junor Version 1.0 Released 11/11/2009 Bill Junor Made all edits indicated in JN/KF/RA review copies. Updated Table of Contents. Version 1.1 Released 12/28/2009 Bill Junor Began making changes noted in JN Review copy received 12/22/09 02/09/2010 Bill Junor Replacing screenshots to eliminate comical data 02/15/2010 Bill.Junor Replaced Glossary definition for Adjunct per R.Aleman Notes Updated per KF notes from Jan 2010 02/18/2010 Bill Junor Replaced page 61 Essential responsibilities with R.E. changes. 02/23/2010 Bill.Junor Updated Table of Contents, removed Draft Watermark. 03/01/2010 Bill.Junor Added Management Options View/Reassign Subordinates section 03/05/2010 Bill.Junor RJ s edits, replace screenshots Lots of changes to P. 9 (Recruiting overview), and adjusted Recall and Reject language throughout. 03/29/2010 Bill.Junor Added distinct entry for College Year, Calendar Year, and Academic Year to The index. Added screenshot for department/individual goals. 04/13/2010 Bill.Junor Version 1.1 created - PAF - Moved Type of Transaction to Section II (Screen 2) of PAF. (P 40-44) PAF - Combined all Type of Transaction associated Dollar fields into 1 field. PAF - Redesigned rules for what is to be accounted for in Financing section, depending on type of transaction. PAF - Added P. 50 Multiple Directors within a unit Choosing where the Workflow Approval starts. PPEV Moved Section B Signature block AFTER empl/supervisr comments. 04/21/2010 Bill.Junor Updates PAF screenshots to include new Pay Basis field Fee and Winter on pages 41 and 42 and updated text. (Index already included Fee.) 04/23/2010 Bill.Junor Updated description for proposed Compensation on P. 42. pages 41 and 42 and updated text. (Index already included Fee.) Version 1.1-04/21/2010 4

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Purchase College HR Employee Tracking System Overview In order to improve operational efficiency and reporting, Purchase College has developed a web-based Human Resources Employee Tracking System (HRETS) to replace manual paper-based processes for HR transactions. The HRETS system includes the following functions: Recruiting: Recruitment Authorization Form (RAF) Search Committee Candidate Evaluation Form Good Faith Search Report (GFSR) Appointments, Contract Renewals, Terminations Personnel Action Form (PAF) Performance Evaluation UUP Staff Performance Program and Evaluation (PPEV) Employee Data Sheet (EDS) The HRETS system provides web-based forms for the above transactions. HRETS also incorporates a built-in workflow process for approval routing so that campus managers can monitor and keep track of the transactions they initiate or are a party to. The top half of the HRETS Menu serves as a dashboard with groups of tasks that each manager can initiate (on the Left side), along with the tasks that each manager must act on (on the Right side). The Bottom half of the HRETS Menu serves as a dashboard with tasks that each employee can perform from reviewing their own Performance Program to Search Committee information. The HRETS system also sends automatic reminder emails, and issues email notifications when a transaction requires their attention. All activity in HRETS is logged and authenticated using your Purchase College UserID and password. HRETS transactions use a Workflow Signature Block that allows you to track the progress of the transaction as it moves through the approval process. For some transactions, only one or two signatures are required (i.e. the PPEV), while other transactions require additional signatures (i.e. the RAF and PAF.) HRETS uses electronic signatures that are based on your Purchase College credentials your UserID and password. The use of a clearly labeled Sign button and confirmation step ( Sure?) in conjunction with your UserID and password constitutes your legal signature on HRETS transactions. Version 1.1-04/21/2010 6

HRETS Main Menu Your Tasks 1 2 Status Tracking Personal ETS Options 3 4 General ETS Options The HRETS system is accessible to all employees. If you are a supervisor, you will see the two sections at the top entitled Your Tasks and Status Tracking. If you are not named as the supervisor of any other employees, you will only see the two sections at the bottom titled Personal ETS Options and General ETS Options. The Tasks and Activities shown are context sensitive based on your logon ID. All employees have access to the Personal HRETS Options to review their own Performance Programs (PP) and Personnel Action Forms (PAF). Employees are included in the workflow for their Performance Programs since they must sign to acknowledge having read the document. Unit Managers have access to their own documents, and to all of their subordinates PP/PAF documents. Unit Managers may also name Delegates for a specified time period, enabling them to sign off on HRETS transactions on their behalf. The four areas shown on the HRETS menu (see above) are: 1 2 3 4 The Your Tasks region contains three sections. The first section (2 lines) shows you reminders for your subordinate s contract renewals that are coming due and reminders for your professional staff subordinates performance program and evaluations that are coming due. The second section shows RAFs, PAFs, PPEV s and GFSR s that are awaiting your signature. The third section shows incomplete documents that you started but have not yet finished. The Status Tracking region contains transactions that you initiated or transactions initiated by others that require your signature, along with all documents you signed within the last year. The Personal ETS Options region provides access to your personal records and functions, and searches which you are participating in. The General ETS Options are links to the functional sub-menus within the HRETS system. For example, the PAF Menu provides links to all PAFs within your scope pending, completed, and past, a search function to help you locate transactions, and a link that allows you to initiate new transactions. Version 1.1-04/21/2010 7

PAF Renewal and Performance Program/Evaluation Reminders Pending PAF Renewal and Performance Program Reminders For supervisors, two buttons on the main menu help to remind you when one of your UUP employees is due for a contract renewal, or when one of your professional staff is due for a Performance Program Evaluation. These reminders are triggered by the ending dates on the most recent completed PAFs and PPEVs. The Employee Notification Date (END) is the date the employee must be notified of renewal or non-renewal in accordance with their status as outlined in the table below. For UUP Staff, the HRETS system will alert you to the approaching end date for an employee s Contract, and requires immediate action on the supervisor s part. Contract Notification Timeline: Type Status Employee Notification of Renewal/Non-Renewal (minimum) Staff Up to first year of employment 3 Months (90 days) before PAF/Contract End Date Staff More than 1 but less than 2 years 6 Months (180 days) before PAF/Contract End Date Staff 2 or more years of Appointment 12 Months (365 days) before PAF/Contract End Date Staff At the end of 6 years continuous service 12 Months (365 days) before PAF/Contract End Date (Employee is eligible for Permanent appointment effective on 7 th anniversary) Staff Part-Time 45 Days prior to PAF/Contract end date Staff Temp Appointment No advance notice required Note: A supervisor s failure to maintain current contracts (PAF s) for atheir subordinates will lead to suspension of their email priviledges. All employees are also contractually required to have an annual Performance Program and Evaluation (PPEV) but at this time failure to maintain current PPEVs will not lead to suspension of a supervisor s email account. Version 1.1-04/21/2010 8

PAF Renewal and Performance Program/Evaluation Reminders Please note that these reminders are intended to ensure that no employees are out of contract. Supervisors are encouraged to strategically monitor all of their employee s notification timelines as outlined in the table on the preceding page. The HRETS System will remind you when an employee is less than 90 days away from being out of contract. For most employees, a renewal decision should have been made many months earlier - ahead of the Employee Notification Date shown in the table. By failing to notify the employee at that time, the supervisor has by default extended their contract (and its financial obligation) since the College is still required to give the amount of notice reflected in the table. Note that you can also view a summary of your employees PAF/Contracts and their PPEVs from the View Subordinates button in the Status Tracking section of the main menu. The PAF Contract must be COMPLETED and signed by all parties prior to the cutoff date or the cutoff will proceed. A PAF transaction that is still in process will not delay the cutoff date. Preparing and submitting a PAF into the workflow does not guarantee that it will be approved by all parties. It is important that you allow adequate time to allow the other signatories to this transaction to perform their necessary review and approval steps. Professional Staff Performance Programs / Evaluations (PPEV) For a PAF renewal, the system will also verify that there is a completed PPEV evaluation dated within the last 6 months. If there is no PPEV Evaluation within the last 180 days, a completed PAF/Contract is still considered incomplete and cutoff will proceed. Staff Performance Program / Evaluation (PPEV) Timeline: Type Status Performance Program due to HR Office Staff New Hire Within 45 Days of initial appointment/change in title Staff Any change to responsibilities As necessary Staff Change of Supervisor As necessary Staff Renewal or Continuing Annual Evaluation once per year (minimum) At this time, only the UUP Staff Evaluation process is incorporated into HRETS. The Faculty Evaluation process, CSEA, NYSCOPBA, and Council 82 evaluation processes are not included in HRETS at this time, but may be incorporated in future revisions. Version 1.1-04/21/2010 9

Recruiting New Employees Process Overview The process of recruiting a new employee is made up of several steps and approval checkpoints. The originating department completes a Recruitment Authorization Form (RAF) which is a request for permission to advertise to hire for a newly created position or to fill an existing position. The RAF is reviewed and signed by the Dean/Director, Officer, Budget Office, HR, Affirmative Action, and the President. Once the RAF is fully completed, signed, and approved, the position may be advertised. Advertising in specified locations should occur as noted in the approved RAF i.e. specific newspapers and websites. All advertisements should direct candidates to the PeopleAdmin (PA) hosted recruiting system that allows candidates to browse openings at the college and to submit applications and supporting materials electronically. There is an import/export between PeopleAdmin and HRETS that brings candidate data and attached documentation into HRETS. The import/export occurs each evening. If a candidate cannot submit their resume and application electronically through PeopleAdmin, individual names and materials can be added by the Search Committee Chair if a paper application is received via mail. Once the chair creates a Good Faith Search Report (GFSR) the search sommittee members can begin to review candidates using the List Candidates function in the lower left quadrant of the main menu. Search committee chairs and members are identified on the RAF. When the Chair creates the GFSR, they are associating the GFSR withy a specific RAF, which is in turn tied to a specific PeopleAdmin posting and pool of candidates. Once the chair creates the GFSR by identifying its RAF, committee members can begin reviewing candidates. Search Committee Members review applicant resumes and materials. The Chair of the Search Committee reviews the committee member s recommendations, and then indicates the selected candidates as Selected for Interview in the Good Faith Search Report (GFSR). Once the Search Chair believes they have received a sufficiently diverse pool of candidates, and wish to begin interviewing, the Good Faith Search Report must be approved by the AAO. At this stage, the Good Faith Search Report is signed by the Affirmative Action Officer (AAO) to indicate their approval of a sufficiently diverse candidate pool before any interviews occur. Once the GFSR is Approved by the AAO, the committee can schedule interviews. Additional candidates may continue to arrive via PeopleAdmin, and the committee is also free to interview additional candidates not originally indicated (or second choice candidates) as long as the initially indicated interviews either occur or are declined by the candidate. Each search committee member should fill out one Candidate Evaluation Form for each candidate interview, including one for each of the necessary interview rounds (telephone interviews and subsequent in-person interviews) in the process. The Search Chair can update the GFSR to mark additional candidates for interview, and to mark the candidate they intend to hire. Once the committee makes its recommendation, the updated GFSR is signed by the Search Chair, and then routed to their Officer and then on to the AAO for final approval. Note that a Personnel Action Form (PAF) is also required to make an appointment, and that the PAF requires approval by the Dean/Director, Officer, Budget, HR, and others as indicated in the signature block. Version 1.1-04/21/2010 10

Recruitment Authorization Form The Recruitment Authorization Form (RAF) is used to approve the search process for a new or existing position. It defines the position title, salary, requirements, advertising language and locations, and the account that the position will be charged to. Depending on the unit, there may be up to eight approval signatures in the workflow block required to complete the RAF. Once the RAF is completed, the search committee may proceed with advertising, reviewing applicants, conducting interviews, and proposing the most qualified candidate(s). From the HRETS Main Menu, follow the link to the Recruitment Authorization Form sub-menu: Navigation Buttons To make a new copy of an existing RAF, Enter the RAF# you want to make a ciopy of, and press CopyRAF Search Functions Navigation Buttons at the top will bring you a list of RAFs that are Incomplete or Awaiting Your Signature, RAFs Signed by You, and RAFs you submitted which are Awaiting Approval from others. The Main Menu button returns you to the HRETS Main Menu, the Exit Button exits the HRETS system, and the Create a new RAF button allows you to create a new RAF from scratch. To copy an existing RAF, locate the one you want to make a copy of using the search functions (open it and make sure it s the one you want), then enter the unique RAF# and press the Copy RAF button. Search RAFs by Date/Department/Division There are two rows of buttons with a variety of criteria fields and a Search button to group and browse RAFs, or to select RAFs by date range. Select the criteria you want and press Search to get a list. The Department/Division droplist is context-sensitive, and will allow you to choose organizational units within your scope. For example, the Provost can narrow the scope to A+D, The Library, or any other unit that reports to him/her, and will show all RAFs for that particular unit. The Official Title droplist shows all of the official titles available within your Department/Division so you can filter out all RAFs for that particular title. The Local Title field allows you to type in a local title, and will attempt to find all RAFs within your scope that used that local title. The Modified Date From and To fields allow you to specify a date range, that will show a list of RAFs issued within that date range. By default these fields are set to show the past 12 months. Version 1.1-04/21/2010 11

Selecting any of the navigation buttons (i.e. Incomplete RAFs ) or any set of criteria and then pressing the Search button will generate an RAF Summary Grid showing records that meet that specific criteria: The Summary Grid shows you the RAF#, Status, Department, Local Title, Line# and last Modified Date. These column heading are links that allow you to sort the contents of the Summary Grid by that field. Click a column heading once to sort in ascending order (alpha or numeric) and click again to sort in descending order. By default, the grid appears in descending RAF# order with the most recent RAFs at the top. The entries in the Status column tell you whether the RAF is: Copy an RAF by entering the number and pressing CopyRAF Sort the Summary Grid by clicking column headings Summary Grid of RAF transactions that meet the criteria you selected Active: Updated: Completed: Cancelled: Rejected The RAF is either being worked on by you or awaiting workflow approval A previously rejected or cancelled RAF that has has been updated by its originator and resubmitted into the workflow The RAF has completed the workflow approval process, and all required signatures have been applied The RAF has been cancelled by its originator Rejected by someone in the workflow approval process. Any rejected items are automatically returned to the originator, and all other parties who already signed the transaction are notified that it has been rejected. The Select button at the start of each row allows you to open that particular RAF form, which brings you to the first page of the RAF (see next page.) Copying an RAF To copy another RAF, locatethe RAF you want to copy by using the Search functions. Once you find the one you want to use as the source of the new copy (press the Select button to open it and verify it is the correct one), enter the RAF# and then press the Copy RAF to make a new duplicate copy. Making a copy of an RAF allows you to start a new RAF transaction, resetting the dates while retaining the description, qualifications and other information used in a previous or similar RAF. Since a copy is a new RAF, all workflow approvals are reset. Note: If you copy an existing RAF, please review all data carefully the copy retains original information including the account this position is tied to. Version 1.1-04/21/2010 12

The RAF (Page 1) The top of the page shows the Status, RAF#, and Title (SUNY/Local). There are also three buttons that allow you to Cancel the RAF form, Re-activate a (cancelled) RAF form, or to Make a copy of this RAF. Section 1 Position Information: This section is used to define the basic criteria for the Recruitment Authorization Form. The first row asks you to identify whether it is a new position you are seeking to fill, a reclassification, or an existing position to be re-filled. If it is an existing position, you must identify the previous positions salary, title, etc., and identify the previous incumbent by their UserID (Lastname.Firstname). Once you choose New/Existing/Reclassification radio button, you MUST press the Save button before filling out the remainder of section 1. Your choice in this field determines which fields are required in the rest of section 1. You have to identify a Minimum Salary and a Maximum Salary (both numbers can be the same if the salary is fixed and there is no range.) You must also identify which account(s) this salary will be charged against. Section 2 Account Information If the cost of this position is to be split across multiple accounts, you must indicate what percentage of the salary is to come from each account, and they must total 100% of the salary to be paid. Multiple accounts and their percentages are shown in the table at the middle of the screen. Section 1 Position Information Choose New Position Existing Position or Reclassification and then press Save Section 2 Account Information Section 3 Recruitment Plan Section 3 Recruitment Plan: is used to identify the Scope of Recruitment as being Local, Regional, or National. If the scope is less than national, you must explain in the text box below. There is another text box for Sources of Recruitment this is where you list the places and publications you plan to advertise/recruit for this position. The buttons at the bottom of the RAF screens allow you to print the SUNY Professional Announcement, the entire RAF, or advance to a subsequent page (there are three pages in an RAF.) Once Page 1 of the RAF is completed and saved, the Print Preview Professional Announcement button lights up (becomes available.) Version 1.1-04/21/2010 13

The RAF (Page 2) Page 2 of the RAF identifies the members and the chair for the Search Committee. There is also a checkbox and description to be used to request a Wavier of Search. If checked, a justification for the waiver is required in the textbox below. The second large textbox is for the Description of Duties, followed by a textbox for Qualifications and another for the Ad Copy. Transaction Status Messages Search Committee Members and Chair, Minimum 5 names NOTE: each section of the RAF has its own save button (Save Wavier / Save Duties / Save Qualifications) please remember that you must save each section before moving on and entering text into the next section. If the Save button is shaded out (not available) for the area you are working on look up you probably missed the Save button in an earlier section. Pay close attention to the RED and GREEN transaction status messages that appear at the top of each page. RED messages indicate an error or a warning, and GREEN ones are confirmation or informational messages. Version 1.1-04/21/2010 14

The RAF (Page 3) Page 3 of the RAF includes the Special Note section (pre-populated with a standard statement) that is used in the SUNY Professional Vacancy Announcement. Page 3 of the RAF also includes the Workflow Signature Approvals section. Below the signature block is a section for comments optional comments can be added by any of the parties to this workflow; and Recall/Rejection comments that must be entered if one of the signers rejects or recalls the transaction. At the bottom of the screen is a grid showing any documents that have been attached to the RAF by the originator or by any of the workflow signatories. Special Note Workflow Signature Block Comments press select to view entire comment in box above Attached files with additional information are shown in this area Version 1.1-04/21/2010 15

Signature Approval Workflow Block The middle of Page 3 of the RAF is the Signature Approval Workflow section. This section tracks this transaction through all of its approval steps, ending with the President s signature. For HRETS purposes, the authenticated UserID pressing Sign constitutes an electronic signature approving this transaction. A signature approval can be retracted using the Recall button if necessary. For each step in the workflow approval, the Title is shown in the leftmost column (i.e. Director/Dean ). The Workflow title is followed by a status showing either: A green check mark A yellow question mark Indicates the transaction has been signed (approved) by this individual Indicates the transaction is awaiting review/approval/rejection by this signer Signatory Shows the UserID (First.Last) of the individual currently associated with the Workflow Title Date the date which the document was signed by each signatory. Three buttons labeled Sign, Reject and Recall are available to each party in the workflow. The example above is waiting to be signed by the Director/Dean (indicated by the yellow question mark). Note that while each signer can choose to Sign or Reject the RAF, the recall option is only available to you AFTER the document has been signed. The Director/Dean can choose to Recall the document they submitted for the next signature (it then comes off the VP s dashboard and Task list until it is re-signed by the Director). Note: Once anyone in the workflow has signed the document, it is locked to further editing on their part as others in the workflow review and approve the transaction. If the Dean/Director needs to make a change after signing the transaction however minor they can Recall the transaction - removing approval signatures then Reject the transaction and re-activate it to unlock it (after signing, it is locked to changes.) Once it is reactivated, the Dean/Director can make the changes and re-submit the revised document to the workflow approval process. The Recall Option notifies the parties that have already signed the document via email that it has been recalled. Any of the parties in the workflow approval process can recall the transaction at any point sending it back to the person who issued the recall. Version 1.1-04/21/2010 16

Any of the parties in the workflow approval process can Reject a transaction when it arrives for their signature. Rejection removes ALL signatures and sends the transaction back to the originator. The person rejecting the transaction must explain in the comment section why they are taking that action. All parties who have already signed off on the transaction are notified of the rejection via email. The originator may then Reactivate the transaction and take appropriate action before resubmitting. Any of the parties in the workflow approval process who reject or recall a transaction must provide an explanation in the Rejection & Recall reason section immediately below the signature block (or in an attachment). Comments are summarized in a grid with a Select button, the first 50 characters, the commenter s UserID, and date. Pressing the Select button brings that comment into the Comments textbox for review in its entirety. Press Select to view the full contents of this comment Selected comment highlighted in red with full text displayed in comment box Attached Files are also added to a grid that shows a brief description entered by the person who attached the file, their UserID, and Date. Press Select to open this document The example above shows two attached files a cover letter and a list of interview questions. Pressing the Select button will open that document. These two examples happen to be Word Documents. The View Audit Records and Hide Audit Records links display the details of updates to this record since its creation. Each change is tracked by UserID and date/time-stamped. View or Hide Audit Record details Selected Audit Record highlighted in red with full text displayed above grid in purple Version 1.1-04/21/2010 17

The Print Professional Announcement link on the bottom of RAF Page 1 displays the standard SUNY form so that you can print it: Version 1.1-04/21/2010 18

The Print Preview RAF button on the bottom of RAF Page 1 produces a printer friendly copy of the entire RAF (pages 1, 2, and 3), which you can send to a printer: Version 1.1-04/21/2010 19

Good Faith Search Report (GFSR) Overview Once a Recruitment Authorization Form (RAF) is completed and approved in HRETS, the job description, qualifications and requisite documents are automatically uploaded and advertised in People Admin each evening. People Admin is a commercially hosted service that serves as Purchase College s job vacancy and on-line application website (http://jobs.purchase.edu). Prospective employees can apply for the vacancies listed by completing an on-line application and attaching requisite documents. Candidate materials are automatically exported from People Admin into HRETS each evening. Alternatively, candidates can be manually added to the GFSR but only as a last resort. Search Committee members named in the RAF can review candidate applications and materials by clicking the List Candidates function under Search Committee tasks on the main menu. Completion of the GFSR There are two steps to completing the GFSR: Step 1 Preliminary GFSR A) Review and Rank Candidates After the Search Chair creates a GFSR by associating it with a particular RAF, candidate materials are now available to search committee members for review. Search Committee members individually review the materials, rank the candidates and determine which ones will be selected for an interview. B) Selection of Candidates for an Interview - Candidates are either selected for a telephone or an inperson interview (Please review the Search Process Handbook for information on conducting telephone and in-person interviews) C) Chair of Search Committee marks selected candidates as Selected for Interview in HRETS - The Chair of the search committee reviews the committee s selections and marks the candidates as Selected for Interview in the Preliminary GFSR section of HRETS D) Chair of Search Committee electronically signs GFSR which is submitted to the AAO for review. E) AAO reviews Preliminary GFSR to ensure the pool of candidates is suitably diverse - If the pool is sufficiently diverse the AAO will endorse the GFSR and the committee can proceed with interviews. Step 2: Interviews INTERVIEWS CAN ONLY BE CONDUCTED AFTER THE AAO SIGNS THE PRELIMINARY GFSR AND IT BECOMES AN APPROVED GFSR. At that time the Search Chiar can attempt to schedule interviews for the candidates noted as Intend to Interview. Reviewing new candidate material received in HRETS - Additional candidate materials may continue to arrive and will automatically be added to the GFSR until the posted closing date. The Search Committee should review and rank new candidate materials using the same process utilized for the initial candidates. The search committee may also interview additional candidates not originally selected (second choice candidates or other candidates from the original pool) as long as the initial interviews occurred, are pending, or are declined by the first choice candidates. Candidate Evaluation Forms (CEF) for Interviewed Candidates Each search committee member is required to complete one CEF for each candidate interview (telephone and in-person). Selection of Candidate/s for Position Once the search committee selects a candidate/s for the position, the Chair of the Search Committee marks the selected candidate/s, signs Section 2 of the GFSR and submits the GFSR to the AAO a second time for a final review and approval of the entire search process. Completion of the PAF Once the AAO approves the fional GFSR the hiring manager can then create a PAF appointing the candidate to the position. The final GFSR is identified on the PAF. Each GFSR can be used to make one and only one PAF appointment. Once the GFSR is linked to a PAF, it cannot be used for any other PAF. Version 1.1-04/21/2010 20

Good Faith Search Report (GFSR) Preliminary GFSR - Search Chair Process To start a GFSR, follow the Good Faith Search Report Menu (for Search Chair) link that appears in the Search Committee Tasks section of the Main Menu The GFSR Menu appears: Shortcuts Create a brand new GFSR Search criteria To work on an EXISTING GFSR, you can Search by Department/Division. Title, or Date. You can also use the Shortcuts ( Awaiting your Signature or Awaiting Approval ) on the right hand side. Any of these options will get you a summary list of existing GFSR forms. To create a new GFSR, use the Create a New GFSR link on the right. The following example shows the list of searches (only 2 in this case) that are in Progress where the person who logged in is the Chair of the Search Committee. For each Search shown in the summary list: 1. The first column contains a Select button to open that GFSR 2. The second column shows the unique system-generated GFSR# assigned to this report 3. The third column shows the unique RAF# for this GFSR report 4. The fourth column shows the position Title 5. The fifth column shows the Search Started date (the date the preliminary GFSR was created) 6. The sixth column shows the Candidate Pool for the GFSR as either Preliminary or Approved. Preliminary status is indicated while the GFSR is in progress but the AAO has not yet approved the candidate pool. Approved status is indicated after the AAO has determined the candidate pool is sufficiently diverse and signed the GFSR in Section IV to indicate that interviews may proceed. A status of Final is indicated once the committee has conducted its interviews and made a recommendation to the hiring manager, and the AAO has reviewed and approved the entire process and signed the GFSR in Section VII (see P. 28) 7. The last column shows the overall GFSR transaction Status as either Active, Cancelled, Updated (reactivated after a cancellation), or Failed (the search process took place and did not result in a recommendation for hire.) Version 1.1-04/21/2010 21

Creating a New GFSR When you create a new GFSR, the system populates the droplist with the RAFs where you are named as Search Chair (RAF specifies the members/chair of the committee). A GFSR must be tied back to an RAF authorizing the search (and it must be a fully approved completed RAF). Section-I: Select the completed RAF for which this GFSR applies: Select the RAF from the droplist and press Get RAF to populate Section 1 of form. Note that this droplist will only contain COMPLETED RAFs where you are listed as the Search Chair, and where no GFSR yet exists. The HRETS system will only allow one Good Faith Search Report (GFSR) per fully executed and approved Recruitment Authorization Form (RAF). The drop list in the middle of the screen (see below) includes all completed (all workflow signatures present) RAF forms where your name is included as the Search Committee Chair. If you choose a RAF for which a GFSR has already been filed, you will get the following error message: Error message: GFSR already exists for the RAF you selected Select the RAF that you are reporting on from this droplist. In this case, the GFSR has already been filed for RAF #37. Since the GFSR is the transaction that specifies which candidate is to be offered the position, someone has likely already been appointed. To proceed, choose the correct RAF from the droplist. Once you have selected the completed and approved RAF, the fields in the remainder of Section I and Section II are populated (Line#, title, department, etc.) using the information provided on the original RAF. Check the date that the position became available, the date that the search began, the FTE%, and the New/Existing position indicator then press Save. Version 1.1-04/21/2010 22

Creating a New GFSR (Continued) Section-III: Candidate Info. Press the Refresh List button to pull in candidates who submitted their materials online through the PeopleAdmin recruiting system: Select a Candidate from the Summary grid to display their detailed information. Candidate Summary as you pull in PeopleAdmin records or add them yourself, each candidate shows as a line in the candidate Summary Candidates who submit documents through PeopleAdmin or via email may have attached documents. To view the documents for a particular candidate, or to update any of the information for a particular candidate, press the Select button in front of their name. The Candidate Detail information screen is presented: 2 Update Candidate s info and then press Update Candidate button to save the changes you made. 1 Select the individual you want to examine.. and 2 their detail information and any attachments show above This Candidate has 2 documents attached choose one you want to see from the Attached Files droplist and press View button. 1 Attach additional Candidate documents by uploading the files/descriptions here via the Browse and Save buttons. Version 1.1-04/21/2010 23

Creating a New GFSR (Continued) Manually Adding Candidates All applicants should be strongly encouraged to use the PeopleAdmin (PA) recruiting system to apply. The PA system captures a great deal of demographic information. PA is the source used for reporting on recruiting activities and all advertising should refer candidates directly to the PA site. However, if the Search Chair has no choice but to manually add a candidate (i.e. a paper resume is handed to them, and the person refuses to or is unable to fill out the PA online application for any reason), then the search chair can use the GFSR Add Candidate button to enter the candidate. Candidates who are manually added through the GFSR will NOT be exported to PeopleAdmin, and therefore will not be included in any recruiting reports the college produces, so you should STRONGLY encourage all applicants to apply through the PeopleAdmin system. To manually add a candidate: 1. Open the GFSR and go to Section III (page 2 of 6) 2. Press the Add Candidate button to open the Candidate Information section (if not shown) 3. Enter the candidate s name and other information, add attachments, etc Press the Add Candidate button. 1 3 2 Version 1.1-04/21/2010 24

Creating a New GFSR (Continued) GFSR Section IV - Candidate Pool Approval Page 3 of the GFSR Contains Section IV - the Candidate Pool Approval workflow signature block. Section IV: Candidate Pool Approval Signatures. Section V: Comments Search Chair Signature AAO signs to indicate approval of candidate pool View existing or create new comments here Section V: previous Comments - press Select to view in the space above Send a comment to all signatories Once the search chair believes the candidate pool is sufficiently diverse, the Chair signs the GFSR on page 3 and the form is submitted to the Affirmative Action Officer (AAO) for her/his signature. Once the AAO signs page 3 of the GFSR approving the candidate pool, the committee can begin the interview process. Section V: Comments Section V of the GFSR contains any comments that have been made on the GFSR (including mandatory Recall or Reject comments). Comments are accumulated in a data grid on the bottom of page 3 of the GFSR. Any party to the transaction can add comments for any reason. If a party to the transaction wants to Recall or Reject the transaction, they must enter an explanatory comment. To view previous comments, press the select button for that comment at the left side of the screen, and the comment will be displayed in its entirety in the area above. After viewing a previous comment, you can use the clear comment button to clear the contents (they are not erased, just cleared from view) so that you can add a new comment. To add a new comment, type your new comment in and press the Add Comment button. You can use the Send to all signatories button to send a comment to all the individuals who have signed the transaction. Version 1.1-04/21/2010 25

Creating a New GFSR (Continued) Page 4 of the GFSR Contains Section VI the Search Report which details the position responsibilities and the search procedures used. Position 1 Description (automatically copied here from RAF) Describe 3 special procedures used to attract women and minority candidates Describe general search procedures here 2 Describe 4 selection criteria here If selected candidate does not meet minimum 5 qualifications, explain here 1 2 3 4 5 The Job Description is automatically copied from the RAF Description of Duties and cannot be edited or adjusted. Describe the general search procedures used. For Example: Search Committee advertised in XYZ and conducted telephone and in-person interviews of selected candidates. Describe any special procedures used to recruit women and minority candidates. Describe the criteria used for final candidate selection. If the selected candidate does not meet the minimum qualifications stated in the RAF, please describe your reasons for selecting this candidate. Version 1.1-04/21/2010 26

Creating a New GFSR (Continued) Page 5 of the GFSR is a continuation of the Search Report (Section VI). List the 1 members of the search committee here. List the 2 locations where your advertisement appeared here Describe 3 responses to your advertisement here. Version 1.1-04/21/2010 27

Creating a New GFSR (Continued) Page 6 of the GFSR is Final Approval Workflow Signature Block (Section VII). Once the committee has concluded the interview process and is ready to recommend a candidate, the Search Chair signs Section VII on page 6, and submits the final report to their sector officer and to the AAO for final review and approval of the entire search process. Once all the signatures have been applied, a PAF can be issued and tied back to this approved GFSR. The Comments section is repeated at the bottom of P. 6 of the GFSR (it also appears at the bottom of P. 3 of the GFSR on the page where the Candidate Pool Approval signatures appear. See page 25 of this guide for a description of the comments section.) Version 1.1-04/21/2010 28

GFSR Candidate Pool Status When you create a new GFSR and associate it with a completed RAF, and add the Intend to Interview for each candidate, the GFSR has a Preliminary status. It remains Preliminary until the AAO reviews the candidate pool and the committee s Intend to Interview recommendations. Once the Affirmative Action Officer (AAO) signs the Preliminary GFSR document, the GFSR takes on an Approved Candidate Pool status. Candidate Poll Status is Preliminary or Approved When a GFSR has an Approved Candidate Pool status, additional candidates may continue to arrive from PeopleAdmin, and can also be added manually. The Search Chair can update candidate information and attach additional candidate materials as they are received. Committee members and the chair can review candidates and file Candidate Evaluation Forms. The final disposition of a GFSR can be one of three results: 1. A completed search with a recommendation to hire, signed by the Chair, AAO, and Officer, and accompanied by a PAF to make that appointment. 2. A Cancelled Search 3. A Failed search where no suitable candidate was identified. If you need to re-open a Search, you should speak to the Affirmative Action Officer. If a completed search is submitted through the workflow and rejected by the Sector Officer or by the AAO, it can be reactivated by the Chair for further action, if appropriate. Depending on the cause of the rejection (which should be briefly explained in the required Rejection Reason) the chair can take appropriate action. Version 1.1-04/21/2010 29

List Candidates for Search Chairs and Members After the Search Chair has created the GFSR associating the searcgh with an RAF, the search committee members can review candidate materials through HRETS. Candidate Materials include cover letters, resumes, and other documents submitted. From the HRETS Main Menu, Search Chairs and members select the List Candidates button in the lower left quadrant under Search Committee Tasks : The Select a Job Title screen appears. The Droplist contains all the Searches where you are listed as the Chair or as a Member of the Search Committee: Choose a Job Title from the drop list and then press the List Candidates button to see the candidates for that position: Create a new Evaluation Attached Files List of Candidates If there are attached files (resumes, cover letters, etc) the Files(#) button will light up, and the Chair or Member can press that button to view the attached documents. The number shown indicates the number of files that are attached in the example shown above, the first two candidates each have 2 files attached. Version 1.1-04/21/2010 30

Creating a Candidate Evaluation Form (CEV) The chair and members of a Search Committee fill out a Candidate Evaluation Form (CEV) for each candidate as they interview them. The Chair of the Search Committee reviews these forms when constructing the Good Faith Search Report. The link to the Candidate Evaluation Form is in the Search Committee Tasks section of the main menu: Choosing the Candidate Evaluation link brings you to the following screen 2) Search for or review existing CEF s you filled out by date range 1) Create a new candidate evaluation form If you want to look at an existing evaluation you wrote (you can only see your own), enter the date or range when it was created. To create a new one, use the Create Candidate Evaluation link on the right. The example below shows the data grid of candidate evaluations (only 1 in this case): Zoom in on this candidate To sort, choose ascending or descending, and then click a column heading The data grid can be sorted by clicking the column headings. Select a candidate to view this evaluation. Version 1.1-04/21/2010 31

Candidate Evaluation Form (continued) For the following example, we clicked the Create Candidate Evaluation button to create a new evaluation. 1) Select the Search you want to review candidates for 2) Press the List Candidates button 3) Select the Candidates you want to evaluate from the droplist 5) Write a brief evaluation in the text box 6) Choose Definitely Recommend, Recommend, or Do Not, Recommend and then press Save 7) Sign the evaluation 4) View Candidate documents if you want to (resume, etc) 8) Attach additional documents if you want to The screen populates the Select the Job title to get a list of candidates drop-list based on the RAF / Search Committees that name you as a member. 1 In the example above, I chose the Helpdesk Technician RAF, and then clicked on 2 to get a list of the applicants for that job. I then chose a Candidate to review. 3 The system fills in the Department and the Position Title automatically. List Candidates Once you have reviewed the documents and written your brief evaluation, sign the document. Once the document is signed, the review is locked to further editing. You may attach additional materials, but you cannot change the interviewer comments or the recommendation fields after you have signed the document. Version 1.1-04/21/2010 32

Viewing the Candidate Evaluation Forms Search Chair View When the Search Chair looks at the GFSR, they can see the committee member s Candidate Evaluations. From the main menu, choose Good Faith Search Report (for Search Chair) and open that GFSR Go to Page 2 Select one of the candidates Individual Candidate Details are shown.. 1) Search Chair can set the Intend to Interview, Interviewed and the Intend to Hire fields for each candidate along with the Reasons comments Candidate Evaluations from ALL reviewers can be viewed here 2) After entering intent and comments, Search Chair must press Update Candidate button to save their changes 3) Search Chair can view attached documents or attach additional documents as needed Version 1.1-04/21/2010 33

Viewing the Candidate Evaluation Forms Search Committee Chair The Search Chair can also see the committee member s Candidate Evaluations through the List Candidates (for Search Chair & Members) function on the main menu. Select the search committee you are chairing from the drop list Choose List Candidates Candidate List appears: Press the List Candidates button Once the candidate List appears, pressing the Files(#) or the Evaluations (#) button zooms in on that candidates evaluations or attachments: Pressing the Files(2) button shows the 2 attached files in the grid above Press Select to view this Attachment Pressing the Evaluations(3) button shows the 3 evaluations submitted in the grid above Press Select to view this Candidate Evaluation Version 1.1-04/21/2010 34

Viewing the Candidate Evaluation Forms (continued) After selecting the Evaluations(#) button and selecting a specific evaluation to view, that evaluation is shown: Pressing Select button displays the contents of this evaluation in this area Note that the committee members evaluations of candidates are only visible to themselves and to the Chair and the Affirmative Action Officer. Committee Members cannot see each other s evaluations. The Chair and the AAO see all candidate evaluations. Search Committee members can submit multiple evaluations for the same candidate. If the search process includes a round of telephone interviews and two rounds of in-person interviews, then there will be three CEVs. Once the committee members complete and sign an evaluation, it cannot be changed. Version 1.1-04/21/2010 35