INFORMATION AUDIENCE BACKGROUND Frequently Asked Questions (FAQs) Recruiting and Onboarding mycareer @CHOP Recruiting replaces Scout (ADP Virtual Edge). Onboarding is a new module that allows the hiring manager, as well as both the Talent Acquisition and Nursing and Respiratory Career Center (NRCC) teams, acclimate new hires quickly and efficiently. Recruiting enables hiring managers to have an active role in the recruiting process by providing them with the tools to hire and select the right talent. From the start, hiring managers are involved in defining requirements for a position, interviewing, assessing, and eventually hiring. With the assistance of HR and the Recruiting Team, the process is simplified through an intuitive, user-friendly system. Onboarding enables external hires to have a better experience when joining the organization. It eliminates most paper forms and has an online signature to help expedite the completion of HR and Payroll required documents. Some of these include the offer letter acceptance, I-9, W-4, and direct deposit forms. Specific procedures and documents have also been established to simplify the transfer/promotion process if managed through Talent Acquisition and NRCC. Managers will no longer need to process a manual transaction in CHOPone for the transfer process to occur. Hiring managers have the ability to welcome their new employees with custom messages, recommend team members to connect with, and can schedule meetings for their new team member when joining the organization. Recruiting is a collaborative partnership between recruiters and hiring managers. Together, they review and manage talent that has applied for current career opportunities. Internal candidates can apply for opportunities through the Careers module. External candidates can apply through careers.chop.edu. Onboarding is intended for all new hires, as well as internal transfers and promotions. Hiring managers also are engaged in the Onboarding module to welcome new employees to their team. The goal of Recruiting and Onboarding is to improve retention of critical talent, employee engagement, leadership/managerial readiness, and our overall organizational capability to: Grow, develop, and retain CHOP talent (including leadership positons) Engage and identify external talent Improve hiring manager tools throughout the recruitment process, including interview feedback Efficiently onboard and acclimate new and existing talent to new roles Revised: September 22, 2016 Page 1
Questions and Answers Access Q. What are the recommended browsers I can use to access mycareer @CHOP? A. The supported browser versions are Internet Explorer 11 on Windows 7 and Safari 9.0 and above on Mac OS X. Other browsers may have some functionality, but certain features such as pop-up windows, may be disabled. It is recommended that users utilize the supported browsers outlined above for the best user experience. Q. Should I save mycareer @CHOP to my favorites? A. To ensure the most current version of the mycareer @CHOP application is being utilized, users should log in from the page s main location each time as opposed to saving it to their favorites. Behind the scenes, the underlying location that mycareer.chop.edu directs the user to is a dynamic link, meaning that updates can be made at any time. Saving the link to your favorites captures the page at a moment in time, which may cause users to access an outdated version. Q: I am unable to access the mycareer.chop.edu login page. What could be causing this issue? A: Some companies maintain strict access policies on what external websites can be accessed from within their corporate network. Contact your IS Support and request that IP address 10.20.134.147 be whitelisted. This will ensure that mycareer.chop.edu is not being blocked from a corporate security setting. Q. How do I access Recruiting? A. From the homepage, click Home in the upper left-hand corner. In the dropdown menu, select Recruiting. Q. As a Manager, how do I access Onboarding? A. From the homepage, click Home in the upper left-hand corner. In the dropdown menu, select Onboarding. You will also have To Do items on your Home Dashboard related to onboarding your new hires. Q. As an internal candidate, how do I apply for a job? A. From the homepage, click Home in the upper left-hand corner. In the dropdown menu, select Careers. Q. When filling out any information in the Recruiting, Onboarding, or Careers modules, how frequently should I be saving my work? A. We recommend saving in progress work frequently, as the system times out after 20 minutes of inactivity. Revised: September 22, 2016 Page 2
Recruiting for Hiring Managers Q. How has the recruiting process changed with Recruiting? What is my new role in this process? A. There are a few changes to the process that hiring managers need to be aware of. First, Finance approval will occur outside of the mycareer Recruiting system. Next, you as the hiring manager (or your designee) will have the ability to kick off the requisition process in real time by creating the basic components of the requisition in mycareer, as opposed to filling out a Word document and emailing to the recruitment team. Your designated recruitment team (Talent Acquisition or NRCC) will finish the details of the requisition and move it forward for approvals according to your business needs. Q. What information do I need to be able to start the requisition process? A. If required for your position, complete a Position Evaluation Form (PEF) and have the PEF signed according to score. You will be able to attach the approved PEF when you create your requisition. For further information, review the Finance @CHOP community. Q. How is budgeting handled for a replacement position (backfill)? A. If the position exists within your budget currently, complete the Position Evaluation Form (PEF) if required. Q. What steps do I need to take if I want to add a new position to my team or repurpose a vacancy? A. If this is a new position to your budget but exists in the organization, complete the Position Management Form if required by your business process. For further information, review the Finance @CHOP community. If the position is new to the organization, work with your HR Business Partner and Compensation team to have the job description written and the job evaluated, allowing 2-3 weeks for the job evaluation process. The final step of the job evaluation process will be for the role to be loaded into Job Profile Builder within the mycareer system for access to use in creating a requisition. Q. What is the process if an existing job description needs to be updated? A. Please contact your HR Business Partner or Recruiter, and the updates will be routed to Compensation for review. Q. If I am not a Hiring Manager, can I create a requisition? A. Yes, hiring managers can have a designee create requisitions. This role is called the Originator. The Originator will need the same information available to him/her in order to successfully create a requisition. If an Originator creates the requisition, it will flow to the Hiring Manager for approval. Revised: September 22, 2016 Page 3
Q. Which requisition template should I utilize? A. The majority of the positions filled in the organization fall under Standard Requisition. Additionally, if you are a Practice Plan, utilize the Practice Plan requisition template. If you are Research, you should utilize the Research requisition template. If you need a Physician onboarded, you may use the Physician Onboarding requisition template. If you need a Paid Research Student onboarded, you may use the Paid Research Student Onboarding requisition. Q. How do I find the job description or job code to post a requisition? A. Please refer to CHOPone and the previous employee for the job code. If this is a new job, please reference the communication and job description approved by Compensation. Note, each job code/job description will be cataloged according to a job family in mycareer system. Q. How do I find my Job Family for the specific job description I want to use? A. Consult the Job Family Reference Guide to find which Job Family you should utilize for a particular job code. Alternately, you can search by job code with Job Profile Builder in mycareer. Job Profile Builder is an online repository of CHOP active jobs descriptions which provides managers and employees visibility to job responsibilities, required experience/education/certifications, competencies, etc. primarily for performance and career management purposes. To access Job Profile Builder, search job profile in the Search for actions or people box at the top of your mycareer home screen. Manage Job Profiles will populate as an option. Click on Manage Job Profiles, then search for your desired job code in the Search Profiles box on the right side of the screen. You must hit the enter key for search results to populate. The job family will be displayed under the Family heading. Q. Can I add an additional approver to the approval process? A. Yes, you can add an additional approver as required for requisition approval. Please click here to watch a short video for specific instructions to add an approver. Q. What do I do if an approver in the workflow has changed? A. Please work with your recruiter should there be a change in approvers in the workflow. System administrator support will help to make any changes if the requisition is in process. Q. How long will it take for the requisition to get approved and posted? A. The approval process has been streamlined and positions are generally approved within 24-48 hours. Once approved, your recruiter will post the position. Positions post every 20 minutes on a cycle. Revised: September 22, 2016 Page 4
Q. How do I view the status of a requisition or access a posted requisition? A. Log into mycareer, and click on Recruiting. You can filter to see all of the requisitions and status, including the status of candidates. Q. What do I do if my requisition is not approved? A. Contact your Recruiter to discuss where your requisition is in the approval process to address how to finalize your requisition. If your position was rejected, you will need to discuss with the approver who rejected the requisition. Q. Once the requisition is approved, how long will the job posting be up? A. Positions are required to be posted for a minimum of 5 business days per HR Policy 2-2. Q. Can the details of an approved or in progress requisition be changed? A. Position requirements cannot be edited. Supplemental information about the specific department can be added by the recruiter. Q. Will my recruiting partner conduct phone screens prior to sending me resumes? Can I access resumes through the system? A. The recruitment team will sort and screen qualified candidates and share resumes with the manager for each specific position. While your position is being posted, work with your recruiter to identify specific needs for your department and team. Additionally, you can view resumes in the system under Recruiting, by accesses the individual requisition. Q. What happens if the candidate is hired on another requisition? A. You will only see active candidates on your requisition. If hired into another position at CHOP, the candidate is automatically dispositioned, and you will not see the candidate as active. Q. When I have selected candidates to interview, what happens next? A. Work with your recruiter regarding the specific process and logistics for your interviews. Candidates will be scheduled to interview via Interview Central. Q. Will I be provided with interview questions? A. Behavioral interview questions are available as a resource in the mycareer @CHOP community under Recruiting Training and Resources, and correlate with the CHOP Core Competencies, which are now embedded in the job description and interview assessment. Revised: September 22, 2016 Page 5
Q. Is there anything legally that I should not be asking? A. If you are not clear on questions you should or should not ask a candidate during an interview, please contact your Recruiter or HR Business Partner to discuss. Q. How is feedback collected for the interviews that have been conducted? A. Each interviewer will have the ability to provide feedback on the CHOP Core Competencies and provide comments via Interview Central. All candidates who interview will be assessed in the same process, and you will be able to review candidate rankings Review a short video for more information: Hiring Manager: Interview Central Part 2. Q. How are the candidate s references checked? A. Candidate references are checked through an online 360 evaluation tool called Skill Survey. There are separate processes for external and internal candidates, but the tool remains the same. References are requested after positive feedback in the interview process. Q. When I am ready to make an offer, what happens? A. The manager and recruiter work together in conjunction with the Compensation guidelines, and consult with a Compensation team member as appropriate. Depending on your business process, the offer can be routed to you and any designated approvers through the mycareer system. Note this occurs prior to an official offer letter being created. Once approved, the recruiter extends a verbal offer to the candidate and works to create an official offer letter once the candidate accepts the offer details. The Hiring Manager will be able to view the offer letter. Q. Once the candidate accepts the offer, what happens next? A. The candidate becomes a new hire (if external), and is transitioned to onboarding to start their background check, occupational health screening, and onboarding processes. Q. If we are no longer recruiting for a role that is in the requisition approval process or that has been posted, who should I contact and what information is needed? A. Contact your recruiter to cancel the requisition. Revised: September 22, 2016 Page 6
Q. Does all hiring need to go through the requisition process? A. If you are promoting someone within your department due to increased responsibility, and/or a career ladder progression, you do not need to complete a requisition. Additionally, if you have a FTE status change within your department, you do not need to go through the requisition process. Separately, organization changes that impact departments as a whole do not require a requisition. If you have additional questions, contact your recruitment team or HR Business Partner for clarification. Q. What if my new hire does not start with the organization? Can the previous requisition be reopened? A. Yes, the offer is rescinded and we can re-post the previous requisition. Q. Is there a way to measure my hiring activity through a report or dashboard? A. Yes, your Recruitment team has the ability to provide reports and metrics related to your hiring activity. Please let your recruiter know you are interested in this information. Q. What type of notifications can I expect to receive? A. Managers will receive notifications when they are required to complete an action, such as completing interview feedback or approving an offer. Q. What type of notifications will the candidates receive? A. Candidates will receive notifications throughout the recruiting process as to status and required steps for their action. Q. Does an employee need to apply to a requisition to be considered for the role? What if I receive a copy of their resume for consideration outside of the system? A. Yes, a current employee must complete an application through Careers, by updating their Profile. You can send their resume and contact information to your recruiter and the recruiter can invite them to formally apply. Q. Do former employees need to go through the recruiting process? A. Yes, as there are compliance requirements that need to be completed for anyone joining the organization, regardless of the tenure of their employment gap. Q. What is the process for a former employee being rehired within 90 days of departure? Post 90 days? A. All hires go through the same formal application process. Revised: September 22, 2016 Page 7
Q. Can I hire for multiple roles in one requisition? A. No. Currently, each position to be hired for needs to be an individual requisition. Q. For hard to fill positions (or positions where there is an ongoing recruitment need), can we leave a requisition open for an extended period of time to create a pipeline of talent? A. Please work with your recruiter for a strategy that can include a pipeline requisition to engage talent for ongoing recruitment needs. Q. Are there any follow up surveys I can expect to receive after the recruitment process? A. You will be contacted to complete a survey regarding your recruitment process by the Talent Acquisition team. Q. Does a temporary employee or contractor need to go through the recruiting process or can they be converted? A. Temporary, CHOP-paid employees may apply to positions and be converted through the transfer process to become permanent employees. Contract employees, including those through RightSourcing, are considered external candidates and need to go through the full recruitment process. Q. Do Penn Paid or Affiliate Paid employees need to go through the recruiting process or can they be converted? A. Affiliate employees, including those through The University of Pennsylvania, are considered external candidates and need to go through the full recruitment process. Onboarding for Hiring Managers Q. How has the process changed with Onboarding? What is my new role in this process? A. Previously, there was not a system-oriented way to onboard new employees or transfers to your team. In the Onboarding module, hiring managers can welcome new team members with an onboarding message and checklist, introduce the new employee to team members, and schedule meetings. Log into Onboarding after your new hire accepts the position to start the process under Onboarding Activities. Q. Does a new hire always need to start on a New Employee Orientation (NEO) start date? A. It is best practice for a new hire to start on a New Employee Orientation date. For other scenarios, please work directly with your recruiter. Q. What communication does the new hire receive? A. New hires receive forms to complete as part of the onboarding process and any additional messages, meetings, and links the hiring manager populates into the system. Revised: September 22, 2016 Page 8
Q. What if the new hire cannot start on their projected date (has not been cleared or has a conflict with suggested start date)? What is the process and who communicates with them? A. The recruiter works with the new hire and the manager to determine how to proceed with the next hire date. Q. How does the new hire know where to go on their second day? A. It is best practice and recommended that each manager or department welcome their new employee, with department-specific information, including day 2 schedule, dress code, and any department-specific policies and procedures prior to their first day. Q. For internal transfers and promotions, how is the transition handled? What is my role? A. Work with your recruiter through the offer process to identify the transfer or promotion date, noting our internal transfer policy designates up to 4 weeks for a transfer to occur (HR Promotions and Transfer Policy 2-7). Once you know of your employee s transfer date, you can begin to prepare for their start date by completing an IS Request form for all pertinent access and equipment. Q. After my recruiting team completes the Post Hire Step, how will the new hire know to complete the New Employee Step? A. New hires and internal transfers will receive a notification to complete a New Employee Step within Onboarding. Q. What is the New Employee step? A. The New Employee Step includes forms and paperwork, such as I-9, W-4, and Direct Deposit, for external new hires that will be completed and signed electronically. This will eliminate the need for the first paycheck to be a paper check if the new hire completes their W-4 and direct deposit information in the Onboarding module. Q. When will the new hire receive their badge? A. New hires who attend new employee orientation obtain their badge that day. For those transferring, once CHOPone updates with the new job title, the employee can visit ID Administration for an updated badge. Q. Is the Onboarding checklist the same for all hires within the Hiring Manager s Onboarding Activities? Can I add any additional items that pertain to our department? A. Yes, the checklist is standard and to be used for both external new hires and internal transfers. You can add department-specific checklist items as well. Revised: September 22, 2016 Page 9
Q. Is all paperwork now paperless? A. The majority of paperwork is completed electronically, with the exception of a few clearances where HR is required to obtain a hard copy. Q. Are there any documents that I am responsible for collecting? A. No, the Recruitment team is responsible for onboarding paperwork. Q. Will am I responsible for from an auditing perspective? A. You can begin the employee departmental file with the following checklist: https://at.chop.edu/hr/shared%20documents/2-3a.pdf. Revised: September 22, 2016 Page 10