Hiring Manager’s Guide · Hiring Manager’s Guide . Employment@Marquette . ... • Clicking the “Create Guest User Account” button will allow hiring managers to give access

Hiring Manager’s Guide Employment@Marquette

Revised: 2.28.2014

Revised 2.28.2014 Page 1

Table of Contents: Basics Functions______________________________________________________________2-3 Basics

Creating a Requisition________________________________________________________4-13 Step 1 (Navigating Through the Home Screen) Step 2 (Create a New Requisition) Step 3 (Selecting a Template) Step 4 (New Requisition Screen “Launch Page”) Step 5 (Seven Steps in the Requisition Process)

I. Posting Details II. Posting Specific Questions III. Guest User IV. Search Committee V. Required Documents VI. Evaluation Questions

VII. Summary How to do a Confirmation of Offer (in MyJob)_________________________________14-15 Switch User Types_____________________________________________________________16 Stop Email Notifications_______________________________________________________ 17 Moving Applicants In the Workflow__________________________________________18-20 Export Candidate Information into an Excel Spreadsheet__________________________21 Create a PDF File from Candidate Application Materials________________________22-24 Frequently Asked Questions____________________________________________________25


BASICS

To access Employment@Marquette website go to: https://employment.marquette.edu/hr

• Log-in with your MU username credentials The login screen below will appear:

Request access - If you are a new user requesting access for the first time, click on the request an account link and complete (*) required information, along with unit name and click “submit”.

**If you have issues creating a user account contact HR at 8-7305**

https://employment.marquette.edu/hr


Inbox -

This will be one of the most useful tools for you in the system. For each individual user, the Inbox will contain items in the system that requires your attention. When in doubt, check your Inbox.

Watch List -

The Watch List is where you can designate requisitions you want to keep an eye on and for easy access from your home screen.


CREATE A REQUISITION

Step 1: - Important - The workflow options have been streamlined based on the approval process; you will need to select the correct options.

Employment@Marquette has two requisition types:

• Academic – All areas that report to the Office of the Provost. • Non-Academic – All areas that report to the Office of the Administration.

There are two ways to create a job posting – using either the Navigation bar or the Shortcut control.

Method 1: Using the Navigation bar:

• Go to Navigation bar located at the top of the “Home” screen • Roll over object menu “Requisitions” • Select appropriate type

Method 2: Using the Shortcut control:

• Go to “Shortcuts” box listed on the right of the screen • Select appropriate type

Step 2: Then, click the orange “Create New Requisition” button.

Method 1

Method 2


• It will open a new dialogue box on your screen that contains one option to create a posting

Step 3: Templates list will appear in alphabetical order

• You can page through the screen or type the position title in the search box • Select the “Actions” link • You can select the “View Template” link to review the template details • Select “Create From Template” to continue creating requisition

Tip: You can click on the template title or the View Template link to view the posting summary. After review, you will need to click on the “Create From” Template Link on this page to continue with the posting process.

Click to create new requisition


Step 4: On the New Requisition page, fill in the necessary information. Fields marked with a red asterisk (*) are required fields

• Applicant Workflow Selection- Requires you select the user type who will make changes to applicant statuses. For Initiator No Salary (former search coordinator user), select Under Review by Initiator No Salary in the Applicant Workflow section. If your user type is Initiator, select “Under Review by Initiator” Option (see next screen shot)

• Academic Templates – Requires a selection of application choice • Non-Academic Templates – Default to Application required, selection choice is not

necessary • Once the launch page is completed, click on the “Create New Requisition” link to continue

Search Templates

This is the template page view and reviewing the posting summary, you will click the Create Requisition from this Template to continue.


Step 5: You are now on the “Posting Detail” page with the seven steps: I. Posting Detail – page where all requisition details are listed II. Posting Specific Questions—You include job-related supplemental screening questions III. Guest User – posting access for guest users to view applicant information IV. Search Committee – aids in coordinating a search online (Contact HR for details) V. Required Documents – documents that you request applicants to submit VI. Evaluative Questions – used for search committees VII. Summary - preview of entered information

• Steps II through VI are Optional

Application selection option – this will only appear for Academic Templates

If you are an Initiator No Salary, select this option; if your user type is Initiator, select the Under Review by Initiator

Click “Create New Requisition” to continue with the posting process


I. Create new Requisition—Posting Details

Continue with “Completing Posting Information” on the Posting Details Page. Fields with an asterick (*) are required. Scroll through the page to the bottom and complete all required fields. Click next to move the second page. Note: The “Required Knowledge, Skills and Abilities” field is greyed out and is completed by Human Resources; it cannot be edited by the end user.

Note: These sections will appear “complete” even if you didn’t enter anything in these sections because they are optional. All required fields are in the “Posting Details” section below


Tip: Scroll back up to view page options. This allows you to skip pages that may not be applicable to your posting.

Click “Save” button on each page to save progress

Click Next to move to the second page.

Quick link can be used to send applicants directly to your posting.

Include the name(s) of the individuals here if you are using the Initiator with No Salary function. These users have the ability to move candidates and manage the requisitions, but they can’t see salary information.


II. Posting Specific Questions

• Click on “Add a Question” • Qualitative and quantitative screening questions are available • You can select from the current list of questions or click on “Add a New One” to create your

own question. All questions are subject to HR approval. Contact HR if you need assistance

Click to create your own question

Questions can be ranked by user preferences


III. Guest User

• Clicking the “Create Guest User Account” button will allow hiring managers to give access to a posting for applicant review

• A username and password will be automatically generated. You can customize the password; however, the username cannot be changed

• Entering the email address of each guest user will send an automatic email with the username, password, and the link to access the posting when the requisition is approved and posted by HR

IV. Search Committee

• Provides the option for users to setup a committee online and to rank candidates using

specific evaluative criterion (Contact HR for assistance at 8-0827)

V. Required Documents

• You can’t rename the document types • You can reorder the list as it appears to the candidates • “Other Document 1” and “Other Document 2” allow you to accept URL from the candidates • Documents marked “Not Used” will not appear on the requisition


VI. Evaluative Questions (You may skip if your department isn’t using this function)

• This is connected with the Search Committee functionality • Click “Next” to get to view the Summary Page • Contact HR at 8-0827 for help walking through this step or for more information about the

Search Committee functionality

VII. Summary

• The “Summary” page will give you the summary of all the information you entered in creating the requisition

• Please note that a check mark in blue should appear next to the name of each page. If you see any page name with “!” next to it, it means there are required field(s) that have not been completed

• Click “Edit” located next to the name of the page to complete missing information. You can follow this step if you need to make any changes before moving to workflow


This symbol indicates that the section is incomplete or missing required information. Click the “Edit” button in that section to complete the required field(s)

• If all information is correct, select “Take Action On Requisition” button and a drop down list will appear

o Workflow choices are based on your template selection o Academic/Non Academic Workflow choices will appear and can be moved

accordingly to the next approver

If you don’t see a blue check, you have missed a required field on the posting details page. Click on Edit to complete the requisition process.


HOW TO DO A CONFIRMATION OF OFFER (IN MYJOB)

1. After the details of the job offer have been finalized and match the new hire requisition in Employment@MU, you will complete a Confirmation of Offer (CO) Form

2. Login to your MyJob Account: https://myjob.mu.edu/

3. Click on the folder “MU Manager Self Service” then “Confirmation of Job Offer”

4. Complete the fields about your new hire. Fields with a “*” are required fields

https://myjob.mu.edu/


5. For Faculty, remember to complete the section stating “For Faculty Only”. This is the information that had been formerly included on the Academic Appointment Form (which is no longer required)

6. Once you are finished, click “Apply” on the top or bottom right hand corner

7. What happens next • A copy of the Confirmation of Offer will be immediately sent to Human Resources and Budget.

o For staff hires, new hire paperwork will be sent to the new hire by Human Resources within 24 hours.

• If the Faculty section is completed with a Contract Type, a copy of the CO will be sent to the Provost. • For faculty hires, the Provost will generate full-time contracts and send to the college business

director. • Part-time faculty contracts are generated by the college. Contract, Employee Data Form, and

Faculty Cover Letter with self-addressed stamped envelope should be sent ASAP. • If the account number is a grant account, a copy will be sent to ORSP.

This online form is for NEW hires only. It replaces the need for a paper Salary Authorization and the Faculty Appointment Form. If you have any questions please contact HR at 414-288-7305

The three percentage columns should equal 100%. If you have only one account, the percentage will be 100%.

Pay Basis is where you select how the person will be paid Annual salary= Exempt (Monthly) employee Hourly Rate= Non-Exempt (bi-weekly) employee Total Duration Amount=Employee being paid for a defined time which is less than an academic year (less than 9 months) to complete a project or grant and the pay is defined as $X amount between a particular time frame

• Example: Joe Smith will be paid $2,500 between 5-Mar-13 to 2-Aug-13.

• Example: Jane Smith will be paid $15.00 per hour between 1-July and 31-August.


SWITCH USER TYPES

1. Some users have multiple user accounts (i.e. Initiator and Dean/Director) a. At the top right hand side, click the drop-down menu to see different users access given

b. Once user type is selected, hit the refresh button.

2. You also need to be in the correct URL: https://employment.marquette.edu/hr/ a. The /hr is an important detail that is commonly missed

3. End-Users should use the LDAP sign in (same creditable as your email, D2L, etc.). If you need to reset it, please contact ITS at 414-288-7799 OR https://reset.mu.edu/default.aspx

https://employment.marquette.edu/hr/

https://reset.mu.edu/default.aspx


HOW TO STOP RECEIVING EMAIL NOTIFICATIONS

1. Chick on “My Profile”

2. Click on the “Manage Emails” tab

3. Check the corresponding boxes to “Opt Out” of emails

4. Save updates by clicking “Update System Email Options”

You have ability to pick and choose what kind of emails you wish to receive. Items needing your attention will still go in your Inbox in the Home Page.


MOVING APPLICANTS IN THE WORKFLOW

Can I delete applicants? • Applicants cannot be deleted • All candidates must be at a final status of either:

o Recommend for Hire o Interviewed Not Hired – with selected reason o Dept. Determined Not Best Match – with selected reason

Reminder: Applicants in the interviewed and interviewed not hired will not get an automatic email notification when the position is moved to fill. Automatic emails are only sent to candidates marked as Dept. Determined Not Best Match

How do you bulk dispense applicants? • Select the posting with the applicants that you want to bulk dispense, in the example the posting is

for Receptionist • Open the “Applicants Tab” and select the applicants that you want to bulk dispense • Select the “Actions Tab” and the select “Move in Workflow”

• Select “Move in Workflow” to be taken to the window where you can change the status

Hint: The selection under “general” is where you can download results from the pool of applicants. The reports can be create convenient graph report as well as exporting list into an excel spreadsheet and more.


• Click “Save changes”

How do you individually move applicants?

• Click on the “Actions” then View Application, this will bring you to the Job Application materials for that candidate

• If you move your mouse on the “Take Action On Job Application” button, you’ll get a list of actions you can perform (see list below)

This field changes the status for ALL candidates selected. This feature is useful to change multiple applicants to the same workflow state.

You can change candidate’s status individually, if needed.


• If your department is using the “Initiator” AND “Initiator No Salary” function, this is where you can move candidates to each other

o Only one type of user (Initiator or Initiator with No Salary) may own the ability to move candidates in the workflow

• Select reason (if required) and submit

• Before filling the requisitions all candidates must be marked ‘Dept. Not Best Match’, ‘Interview, not hire’ or ‘recommend for hire’

**If you don’t see the “Take Action on Job Application” button and you’re supposed to, contact HR at 8-0827 for assistance**

Action you want to take is before the “()”. Anything in the “quotations” tells you what workflow state you want to send that application to.


EXPORT CANDIDATES INFORMATION INTO AN

EXCEL SPREADSHEET

1. Go to the Applicants tab within the requisitions

2. Next, add, delete or move the columns you wish to show up in the excel spread sheet.

a. You can add, columns by selecting criteria in the “Add Column” drop-down

b. If you move the mouse over the interactive column fields you’ll see a few buttons appear

i. Arrows pointing left and right allow you to shift the columns to the left or right ii. Up and down arrows allow you to ascend or descend the selected criteria

iii. The “x” is to delete the column entirely

3. Once you’re satisfied with your columns set up, go to the

“Action” button right hand-side and click on Export Results

4. The excel spread sheet will automatically download to your computer and you are ready to review

**Note: If you include the “Documents” field as one of your columns, it will export random symbols and letters. This is due to the attached documents that can’t export into the excel cells. **


THE DIFFERENCE BETWEEN “CREATE PDF

DOCUMENT APPLICANT” & “DOWNLOAD

APPLICATIONS AS PDF”

Creating a PDF with Combined Documents for each applicant: Creates a PDF document for each candidate you select

1. Go to the Requisition that is being reviewed and click on the tab “applicants” to view all applicants that applied for the posting

2. Select the desired candidate(s) by clicking on the box next to their name

3. Under the “Action” button click “Create Document PDF per Applicant”

4. If successful, you’ll see a notice on the top screen saying “PDF generation in progress for X Applicants”


5. In order to see the PDF files, go to “More Search Options” and then select “combined Document”

6. After the column is added, you’ll see a link next to the applicant(s) name with a link “Combined Document”

7. The links will upload the entire application and documents (CV, Resume, Cover Letter, etc.) as a single PDF

Downloading Applications as PDF: Creates one PDF document for all desired candidate(s) selected

1. Follow steps one and two above

2. Under the “Action” click “Download Applications as PDF”

The “Combined Document” link opens up the PDF file of that corresponding candidate. If you see “Not Generated”, that indicates that you didn’t select desired candidate(s) (step 2) that candidate to process this link.


3. Once you click on the link you will get the following message:

4. You can choose what kind of documents you’d like to include in the dowloadable PDF 5. Your PDF document will appear and you’ll be able to view the desired canidates documents all in

one file


FREQUENTLY ASKED QUESTIONS

Q. Should the required and optional documents be spelled out in the special online application instructions? A. You don’t have to put in the special instruction box on what document are required or not. Each requisition has a section on the bottom that clearly state what forms are required and optional. Q. When are automatic emails sent out to candidates that weren’t interviewed? A. Emails go out when HR fills the requisitions at the last step in the process. Q. Can Guest User see salary information from the Requisition? Can they move candidates in the workflow? A. Guest Users can’t see salary information. They have very basic information and can only view the candidate’s application materials and general job details. These users can’t move candidates in the workflow. Q. On the top of the screen next to ‘Requisitions’, I can click on the ‘Hiring Proposal’, tab but I don’t have access to the function. Why is this? A. The “Hiring Proposal” tab is hard-coded into the system so that everyone will always see it. The Hiring proposal function is something only HR can see. Q. Can I have multiple lines on one requisition? A. Yes, as long as it’s within the same department. Also, you much post your Part-time and Full-time requisitions spartanly Q. What is the work flow for the Academic requisitions? A. Initiator Dean/Director ORSP (if grant funded) Provost Budget HR Q. What is the workflow for the Non-Academic requisitions? A. Initiator Vice President Budget HR