TAM REFERENCE GUIDE - City University of New York

TAM REFERENCE GUIDE

Preparing for Hire

CREATING AND SUBMITTING A JOB OFFER, PREPARING FOR HIRE AND MANAGING HIRES

TAM SERIES: GUIDE 3

ROLES: RECRUITER AND CHIEF DIVERSITY OFFICER

OHRM Strategic Planning and Technology

Professional Learning and Development Management

SEPTEMBER 2013 VERSION 2

OHRM Strategic Planning and Technology Professional Development and Learning Management

TABLE OF CONTENTS

CREATE AND SUBMIT JOB OFFER FOR APPROVAL ................................................................................................ 2

Create a Job Offer ..................................................................................................................................... 2

Submit the Job Offer ................................................................................................................................. 5

Edit an Offer .............................................................................................................................................. 8

Approve a Job Offer .................................................................................................................................. 9

Prepare Job Offer Letter ......................................................................................................................... 13

Change an Applicant’s Disposition to Accepted ..................................................................................... 16

DELEGATE JOB OFFER APPROVAL ...................................................................................................................18

Delegate Authority .................................................................................................................................. 18

View Proxies and Delegation Request .................................................................................................... 21

Revoke Delegation Request .................................................................................................................... 22

PREPARE AN APPLICANT FOR HIRE .................................................................................................................23

Overview ................................................................................................................................................. 23

View an Applicant’s Employment and Education History ....................................................................... 24

Verify Applicant Type on the Applicant’s Contact Page .......................................................................... 26

Verify Former Employee Status .............................................................................................................. 28

Begin the Prepare for Hire Process and Identify the Applicant Type ..................................................... 30

Select the Applicant Type to Process and Input the Type of Hire .......................................................... 33

Process an External Applicant (No Previous Employment with CUNY) ............................................. 33

Process an External Applicant (Previously Employed at the Same College and has an Inactive/Terminated Job Record) ........................................................................................................ 36

Process an External Applicant (Previously Employed at CUNY but at a Different College/Business Unit and has an Inactive/Terminated Record) ....................................................... 39

Process an Internal Applicant (Currently Employed at CUNY and has an Active Job Record) ........... 42

Process an Internal Applicant – Non Employee (Person of Interest or Student with no Job Data) .................................................................................................................................................... 45

Submit the Prepare for Hire Request to Hire .......................................................................................... 47

OVERVIEW: PROCESS THE NEW HIRE INTO CUNYFIRST - COMPLETED BY COLLEGE HR (WORKFORCE ADMINISTRATION) .... 49

OOHRM Strategic Planning and Technology 2 Professional Development and Learning Management

CREATE AND SUBMIT JOB OFFER FOR APPROVAL

After the interviews are complete, the Hiring Manager will inform College HR which applicant has been selected for the job. Once the offer has been solidified and agreed upon by both College HR and the applicant, College HR/Recruiter will access CUNYfirst to input the Job Offer details and submit the offer for approval. Once the Job Offer has been approved, the applicant will be ready to hire.

The following employee positions are part of the Job Offer approval process: Chief Diversity Officer, Recruiter, Campus Budget, Department Head, and Final Approver. An approver can authorize another person to serve as another his/her representative when approving a Job Offer. This process is called delegation and information on delegating the Job Offer approval process can be found on page 18.

As the Job Offer moves through the approval workflow, the system automatically assigns the offer status. When the offer is in the process of being approved, the offer status will be set to Pending Approvals. Once the Job Offer has been approved, the offer the status will change to Extend. After the Job Offer is accepted, the final Job Offer status will be Accept.

CREATE A JOB OFFER

1. ACCESS THE JOB OPENING, (IF NOT ALREADY DISPLAYED)

From the CUNYfirst menu, navigate to and select: Recruiting > Browse Job Openings > Jobs

Associated to Me, Open, View All and > the Job Opening

Click the Manage Applicants link, if not already selected or greyed out


2. COMPLETE THE JOB OFFER DETAILS

From the Manage Applicant screen, click in the selection box for the applicant’s name for whom you want to extend the offer

Select the down triangle for the applicant’s Take Action field

Select Prepare Job Offer

3. VIEW THE DETAILS IN THE JOB OFFER SCREEN

Note: Many of the fields in the Offer Details section will be pre-populated.

Verify the following fields in the Offer Details section: Business Unit, Position Number, Job Code, Offer Date, Hiring Manager and Recruiter


4. COMPLETE THE COMPONENTS SECTION

Scroll down to the Job Offer Components section

Click the down triangle for the Component and input the salary type or component (options include Annual Salary, Hourly Rate, Relocation, Salary Above Contractual Base, Sign on Bonus, or Stipend)

Click in the Offer Amount field and input the offer amount

Click the down triangle for Currency and input USD (United States Dollars) if not already selected

Click the down triangle for Frequency and input the frequency of payment if not already selected

Note: You can add an additional component by clicking the Add Offer Component link.


5. INPUT A COMMENT FOR THE APPROVERS

Scroll down to the Comments section

Input a comment for the approvers regarding the offer components or details , if necessary

Note: You can add another note by clicking the Add Another Comment link

SUBMIT THE JOB OFFER

1. SUBMIT THE JOB OFFER FOR APPROVAL

Note: You have the option of Save for Later to save the approval and come back to it at a later time.

Click Submit to submit the Job Offer to the approvers

2. VIEW THE APPROVAL LIST

Note: After the Job Offer has been submitted, an Approvals link will appear in the Offer section.

Click the Approvals link


3. VIEW THE APPROVAL WORKFLOW AND ADD AN APPROVER/REVIEWER TO THE LIST

Note: The Job Offer section of the page includes a graphical picture of the approval sequence for the Job Offer. The Recruiter can add a person as additional approver or as a reviewer. The added approver or reviewer would receive an email with a link to the Job Opening so that he/she can review the details of the Job Offer. To learn about Job Offer delegation, refer to page 18.

To add an approver or reviewer, click the Insert Approver icon at the place in the approval workflow in which the approver or reviewer should get the notification

Input whether the employee will be an approver or reviewer

Click Insert

Note: The person’s name will be listed in the graphical display and he/she will now be part of the approval process.

Click Submit to submit the Job Offer to the approval team and return to the Disposition Details: Offer page


4. View the Disposition History

Scroll down to the Disposition History section to view the applicant’s previous and current disposition for the job opening (you may need to click the white triangle on the Disposition History bar to display the information)

Notice the new disposition Offer and the status Pending Approval

Note: While the Job Offer is in the approval workflow, the applicant’s recruiting disposition will not change to Offer on the Job Opening Applicant List. It will change after the Job Offer has been approved.

Click the Return to Previous Page link


EDIT AN OFFER

An offer can be edited while it is in the approval workflow. However, you will need to resubmit the offer and to go through the entire approval workflow.

1. EDIT A JOB OFFER

Display the Job Opening and scroll down to the Applicant List

Click the applicant’s name and then click on his/her disposition (the disposition will either be Interview, Screen or Applied)

The Disposition Details screen will display

Scroll down to the Disposition History section

Click the Edit Offer button

Make the changes to the Job Offer Components and/or Comment box

Click Submit


APPROVE A JOB OFFER

When a Job Offer is submitted, the system moves the Job Offer through the approval workflow. Each approver will get an email indicating when it is his/her time to review and approve the Job Offer. The Job Offer will be routed to the first approver in the chain. Approvers can Approve, Deny, or Pushback. If the Approver approves the Job Offer, the offer will be routed to the next approver via email and display in the Approver’s Pending Approvals screen. If the Approver denies the Job Offer, the denial stops the progress of the Job Offer and notifies (via email) the primary Hiring Manager/Recruiter. If the approver pushbacks the Job Offer, the previous approver is notified that the Job Offer has been pushed back and needs his or her attention. The first approver cannot pushback the Job Offer. To learn about delegating the Job Offer to another employee, refer to page 18.

1. OPEN THE PENDING APPROVALS SCREEN

From the CUNYfirst menu, select: Recruiting > Pending Approvals

Find the Job Offer that requires your approval

2. CLICK THE JOB OFFER’S SUBJECT LINK TO DISPLAY THE JOB OFFER DETAILS

3. REVIEW THE JOB OFFER DETAILS AND DISPLAY THE APPROVAL SCREEN

Scroll down the Offer section and read the Details, Components, and Comments sections

Click the Approvals link


4. APPROVE, DENY, OR PUSHBACK THE JOB OFFER

Note: The first approver can only Approve or Deny the Job Offer. The Job Offer must be approved by the Chief Diversity Office, Recruiter, College Budget Officer, Department Head, and Final Job Offer Approver.

Click in the comments box and add any comments regarding the offer, if necessary

Select one of the following actions:

o Select Approve to approve the Job Offer and have it sent to the next approver

o Select Deny to stop the progress of the Job Offer

o Select Pushback (if available) to send the offer back to the previous approver for revisions

Click Submit

After the final approver approves the Job Opening, the Job Offer’s Disposition History will be updated to Offer, Extend

The applicant’s disposition on the Job Opening’s Applicant List will be Offer

Click Return to Previous Page to return to the Job Opening screen


5. VIEW THE APPLICANT’S DISPOSITION ON THE JOB OPENING APPLICANT LIST

After the Job Offer has been approved, the applicant’s disposition on the Job Opening’s Applicant List will be set to Offer.

Display the Job Opening Page

View the Applicant List and find the applicant to whom the offer was extended

Notice the applicant’s disposition is set to Offer

6. VIEW THE APPLICANT’S DISPOSITION AND STATUS ON THE JOB OFFER’S DISPOSITION PAGE

After the Job Offer has been approved, the applicants Offer disposition will set to Offer and the Status will be set to Extend

From the Job Opening’s Applicant List, find the applicant and click on his/her Offer disposition



7. VIEW THE APPLICANT’S DISPOSITION IN EXTEND STATUS

Scroll down to the Disposition History section and view the disposition of Offer and status of Extend

Click Return to Previous Page to return to the Job Opening screen


PREPARE JOB OFFER LETTER

After the Job Offer has been approved and the applicant’s offer status has been set to Extend, the Recruiter can email or send the applicant a letter via TAM. The Recruiter has three options for printing offer letters:

Generate Letter displays a copy of a template letter designed by OHRM that merges the applicant information from his/her application with the fields in the letter. When the Recruiter generates a letter, he/she can print it, email it without editing, or edit it and save it to a drive on his/her computer. When the letter is generated, the system will automatically populate the Date Printed field with the system date. In addition, a contact note will be created in the applicant’s Manage Applicant - Contact Notes page.

Email Applicant is available only after the letter has been generated. The system displays the Send Correspondence page where the Recruiter can add the generated letter as an attachment. The system generates a contact note that displays on the Manage Applicant - Contact Notes page.

Upload Letter allows users to upload a campus-specific offer letter that has been stored on the computer.

Note: Recruiters can also use the Send Correspondence feature from the Applicant List to email and attach his/her campus-specific Job Offer letter to the applicant through CUNYfirst.

1. VIEW THE DETAILS AND JOB OFFER COMPONENTS IN THE JOB OFFER SCREEN

Display the Job Opening and scroll down to the Applicant List

Find the applicant and click on his/her Offer disposition


Scroll down to the Disposition History section


Click the Edit Offer button

Scroll up to Offer Details section

Select the down triangle for the Letter field and select the offer letter

Click Submit (this will activate the Generate Letter, Email Applicants and Upload Letter links)

Click Generate Letter (the offer letter will display on the screen)

Click OK to open the letter in Microsoft Word

View a copy of the offer letter on the screen

If you need to modify the letter, make the modifications, save the modified version to a folder on your computer (remember where you save the file because you will need to upload/attach it to the email)

Note: If you prefer to mail the offer letter through the postal service, print the letter from Microsoft Word and return to the Offer screen where you can save and return to the previous screen.

Close the document in Microsoft Word and return to the Offer screen

Click the Upload Letter link

Click the Browse button

Find and double click the modified offer letter

Click Upload button

Click the Email link to display the Send Correspondence screen

Click the down triangle in the Contact Method field and select Email, if not already selected

Leave the Letter field blank

The recipient’s email address will be displayed in the To: field

Input the email addresses for any person who should get a blind copy of the offer letter (use the Find button to add additional names)

Decide if you want the Interested Party to receive a copy of the correspondence (if not, deselect the selection box for Include Interested Parties)

Notice the person who is sending the email is listed in the Sender Information field

Input a subject and type the message for the email (indicate the attached offer letter)

The Access should be listed as Public


Scroll down to the bottom of the screen and click in the selection box for the attachment’s filename

Note: Use the Add Attachment link to attach another document to the email

Click Preview (attachments do not display in Preview)

Select Return to exit Preview and return to the Send Correspondence screen

Review the email to ensure the information is correct and attachment is selected

Click Send button to send the email


CHANGE AN APPLICANT’S DISPOSITION TO ACCEPTED

After the Job Offer has been approved, the recruiter has to set the applicant’s disposition to Offer Accepted before TAM will allow the recruiter to submit the applicant for hire.

1. ACCESS THE JOB OPENING (IF NOT ALREADY DISPLAYED)



Click the Manage Applicants link if not already selected

Find the applicant

2. FIND THE APPLICANT’S DISPOSITION

Click the Offer disposition for the applicant


3. EDIT THE JOB OFFER

The Offer Disposition Page Displays

Scroll down the page below the Comments box and click the Edit Offer button

4. CHANGE THE APPLICANT’S DISPOSITION

Scroll up to the Offer Details section

Check to see that the applicant’s Status field is Extend (if the status is not displayed as Extend, you will not be able to continue with the next step of the hire process)

Click the pull down triangle for the Status field

Select 020 Accept

Click Submit

5. VIEW THE APPLICANT’S NEW DISPOSITION

Click the Return to Previous Page link to view the Applicant List

View the applicant’s Accepted disposition (notice the other applicants are on Hold)


DELEGATE JOB OFFER APPROVAL

The Talent Acquisition Manager uses delegation to authorize one person to serve as another person’s representative when approving a Job Offer. A person that delegates authority to another user is known as the delegator. A person granted authority to act on behalf of another user is known as the proxy. The time range in which the delegated authority is in effect is the delegation period. A delegator revokes the delegated authority when he/she no longer needs the proxy to act on his/her behalf.

The delegation gives the proxy access to the Pending Approvals page and workflow notifications for pending approvals. While a delegation is active, the proxy sees the delegated transaction in his/her Pending Approvals page. The proxy will also have access to the Job Opening page through links on the Pending Approvals page and workflow notifications. When a proxy takes action, the proxy’s name appears in the job opening details as the approver of the Job Opening or Job Offer. The delegation is revoked after the delegation period ends or the delegator manually revokes the delegation request.

DELEGATE AUTHORITY

1. CREATE THE DELEGATION REQUEST

From the CUNYfirst menu, navigate to and select: Self Service > Manage Delegation

Click the Create Delegation Request link


2. ENTER THE DELEGATION REQUEST DATES

Enter a From Date that is today or later

Enter a To Date that is the same as or later than your From Date

Note: For open-ended delegations requests, leave the To Date blank

Click Next

3. SELECT THE TRANSACTION – JOB OFFER

From the Transaction list, select Job Offer

Note: You can select one or more transactions

Select Next


4. SELECT A PROXY

Note: A list of employees that can be selected as proxies displays.

Find the name in the listing

Click the radio button next to the name to select that person as a proxy

Select Next

5. SUBMIT THE DELEGATION REQUEST

From the Delegation Detail page, review the proxy, dates and transactions

Select Submit

6. VIEW THE SUBMITTED REQUEST

View the submit message on the Create Delegation Request page, then select OK

Click Return to Manage Delegation link to display the Manage Delegation page


VIEW PROXIES AND DELEGATION REQUEST

1. VIEW THE DELEGATION REQUEST AND PROXIES

From the CUNYfirst menu, navigate to and select: Self Service > Manage Delegations

Click the Review My Proxies link

2. VIEW THE PROXIES AND THE REQUEST STATUS

Click the Show Requests by Status pull down to view a list of offer statuses

Select the type of status you want to view, i.e., Submitted, or leave blank to see all

Select Refresh to view the list

Click Return to Manage Delegation link to display the Manage Delegation page


REVOKE DELEGATION REQUEST

1. VIEW THE DELEGATION REQUEST AND PROXIES

From the CUNYfirst menu, navigate to and select: Self Service > Manage Delegations

Click the Review my Proxies

2. SELECT THE REQUEST TO REVOKE

Select the delegation transaction you want to revoke, then select Revoke

Confirm you want to revoke the delegation request(s) that you have selected

Click Yes – Continue button


PREPARE AN APPLICANT FOR HIRE

OVERVIEW

After the applicant's disposition is set to Accepted, the Recruiter will use TAM to prepare the applicant for hire. The Prepare for Hire page confirms job opening information, verifies applicant data, checks if the applicant exists in CUNYfirst and has an EMP ID, and submits the hiring request to the HR Administrator to complete the hire transaction in CUNYfirst. Recruiters will prepare the following Applicant Types for hire through CUNYfirst: Internal and External. Listed below are the different Applicant Types who apply for Job Openings in CUNYfirst:

Internal - Employee: applicant who has a current, active position as an employee in one of the Colleges/Business Units within CUNY and applied online using the CUNYfirst Self Service Career Portal.

Internal –Non Employee: applicant who has a relationship but has never been employed by CUNY and exists in CUNYfirst as a student or Person of Interest (POI), i.e. consultant, volunteer.

External – New: applicant who has never been employed by CUNY and does not exist in CUNYfirst.

External – Previous Employee: applicant who previously worked for one of the Colleges/Business Units within CUNY and does not have a current, active employment record in CUNYfirst. (An applicant applying for a position in a College/Business Unit previously worked in is considered a former employee and a rehire into that College/Business Unit. An applicant applying for a position in a College/Business not previously worked in is not considered a former employee and is considered a hire into the new College/Business Unit.)

In order to ensure that the applicant is correctly processed in CUNYfirst, it is important to check if the applicant has any job or personal data already in CUNYfirst. Use the Hiring an Applicant Through CUNYfirst Job Aid and the five step process below to prepare the applicant for hire.

Hiring an Applicant Through CUNYfirst Job Aid

The Hiring an Applicant Through CUNYfirst Job Aid on page 56 defines the Applicant Type and Type of Hire fields used in TAM and Workforce Administration. This will enable you to identify the applicant’s relationship with CUNY and the type of hire being processed. Use this guide for the following five steps.

There are five steps to completing Prepare for Hire process:

1. Check the applicant’s work and education history to determine if the applicant (1) is currently or has previously worked for CUNY, (2) has any type of relationship with CUNY and has an ID in CUNYfirst, and/or (3) if the applicant was or is currently a student at one of the CUNY Colleges

2. Check that the Applicant Type on the applicant’s Contact page is correct

3. Verify the Former Employee Status on the applicant’s online application is correct

4. Access the Prepare for Hire page and carry the Employee ID if the applicant exists in CUNYfirst

5. Submit the Prepare for Hire request to HR


VIEW AN APPLICANT’S EMPLOYMENT AND EDUCATION HISTORY

In order for CUNYfirst to correctly process the applicant within the College/Business Unit, the Recruiter needs

to determine if the applicant has/had any type of relationship with CUNY and already has a CUNYfirst ID. The Manage Applicants - Applicant Data page provides the Recruiter with a central location for reviewing applicant data and determining if the applicant has currently or previously been employed by CUNY, attended one of the CUNY Colleges, or served as a Person of Interest, i.e. volunteer, vendor.

1. ACCESS THE JOB OPENING AND DISPLAY THE APPLICANT LIST (IF NOT ALREADY DISPLAYED)


Associated to Me, Open, View All and > the specific Job Opening

Select the Manage Applicants link, if not already selected or greyed out

Scroll down the Applicants grid to find the applicant’s name

Click the applicant’s name to display the Manage Applicant page

2. VIEW APPLICANT’S APPLICATION

Click Applicant Data link in the light blue header bar

Notice the Applications & Resumes link is automatically selected/greyed out

In the Applications Grid below the View Application heading, click the View Application link to display the Application Details page


Scroll down to the Work Experience section and note if the applicant has previously or is currently working at CUNY and if the employment was or is with the College/Business Unit to which he/she is applying for the position. If there is not enough employment information, scroll up to the Resume Text section and view the applicant’s resume with the View Resume Attachment link for a detailed work history

Scroll down to the Secondary Education section and click the Edit Secondary Education link to see if the applicant was or is currently a student at one of the CUNY Colleges. If there is not enough employment information, scroll up to the Resume Text section and view the applicant’s resume with the View Resume Attachment link for a detailed education history

Click Cancel to return to the Manage Applicant page to check the Applicant Type


VERIFY APPLICANT TYPE ON THE APPLICANT’S CONTACT PAGE

After the Recruiter determines if the applicant previously or is currently working for a College/Business Unit within CUNY or attended one of the CUNY Colleges, he/she has to check the applicant’s Applicant Type field

on the applicant’s online application to ensure the Applicant Type appears properly. It is important that this field is correct so that when the applicant is hired for the position he/she is processed correctly in CUNYfirst as an Employee, Non-Employee or External applicant.

Use the Hiring an Applicant Through CUNYfirst Job Aid on page 56 to determine the Applicant Type on the Contact Page.







2. VIEW APPLICANT’S CONTACT PAGE

From the Manage Applicant page, click Applicant Data link in the light blue header bar, if not already selected

Click Contact


Leave EMPID blank for Employee

3. VERIFY THE APPLICANT TYPE FIELD

From the applicant’s Contact page, scroll to Applicant Type: and verify the correct Applicant Type

If the Recruiter finds a discrepancy in the Applicant Type field on the applicant’s Contact page, he/she needs to correct the field

Click the Save icon

Note: when selecting Employee, an option for Empl ID displays. Do not input the EMP ID in this screen. Select the Employee ID when verifying the Employee ID in the TAM – Prepare for Hire screen.


VERIFY FORMER EMPLOYEE STATUS

After the Recruiter determines whether the applicant previously or is currently working for a College/Business Unit within CUNY, he/she has to check the applicant’s Former Employee status in the

applicant’s online application to ensure it appears properly. It is important that this question is answered correctly so that when the applicant is hired for the position he/she is processed correctly in CUNYfirst.

Use the Hiring an Applicant Through CUNYfirst Job Aid on page 56 to determine the Applicant Former Employee status on the online application.







2. VIEW APPLICANT’S APPLICATION

Click Applicant Data link in the light blue header bar

Click Applications & Resumes, if not already selected or greyed out

Click the View Application link

From the applicant’s Applicant Details page, scroll to the Personal Information section and note the setting for the Former Employee question

3. VERIFY THE FORMER EMPLOYEE STATUS FIELD

If the Recruiter finds a discrepancy in the Former Employee status in the applicant’s online application, he/she needs to correct the status

Follow the rules below or use the Hiring an Applicant through CUNYfirst Job Aid on page 56 to determine the Former Employee status:

– External applicant who has never worked as an employee for any of the Colleges/Business Units within CUNY: Former Employee - NO

– External Applicant who was previously employed by the College/Business Unit in which he/she is applying and does not have a current, active record (this applicant will be considered a rehire): Former Employee – YES

– External applicant who was previously employed by a different CUNY College/Business Unit than the one to which he/she has applied and does not have a current, active record: Former Employee - NO


– Internal - Employee applicant who has a current position as an employee in one of the Colleges/Business Units within CUNY: Former Employee – NO

– Internal – Non Employee applicant who is a POI or a student with no employment data - NO

Examples:

o Example 1: Maria Jones worked for Lehman College a few years ago but is not currently working for the College and has no active job record in CUNYfirst. Mary applies through CUNYfirst for a new position at Lehman College. Her answer to Former Employee should be Yes. In TAM, Mary will be considered a Rehire at Lehman College.

o Example 2: John Lee worked for Lehman College a few years ago but is not currently working for the College and has no active employment record with CUNY. John applies online for a new position at Hunter College. His answer to Former Employee should be No. In TAM, John will be considered a new hire at Hunter College.

o Example 3: Robin Lathan worked for Brooklyn College as a volunteer in the Admissions Office. She has applied for a position at Brooklyn College as an Admissions Counselor. Her answer to Former Employee should be No.

After viewing the application details and making any necessary corrections, click Save & Continue button and then Return to Previous Page


BEGIN THE PREPARE FOR HIRE PROCESS AND IDENTIFY THE APPLICANT TYPE

After identifying the Applicant Type on the Contact page and the Former Status on the application, the CUNYfirst will automatically assign an Applicant Type in the Prepare for Hire page. The Recruiter is ready to begin the Prepare for Hire Process

1. LOCATE THE APPLICANT FOR PREPARING TO HIRE



Click the Manage Applicants link if not already selected

Locate the applicant that you want to hire (the applicant's disposition must be set to Accepted)

2. SELECT THE PREPARE THE APPLICANT FOR HIRE MENU

Click the pull down triangle for the applicant’s Take Action field

Select the Prepare for Hire action


3. VIEW THE PREPARE FOR HIRE PAGE

Note: Use the Prepare for Hire page to view and enter hiring information and to submit the request to hire to the College HR. Any job information that can be pulled from the Job Opening has been pre-populated.

Review the information in the Prepare for Hire section for accuracy and input any missing information, i.e. Job Opening ID or Position Number

Input the new hire’s Start Date


4. IDENTIFY THE APPLICANT TYPE

Review the Applicant Type and note whether the applicant is External – New, External - Previous Employee, Internal – Employee or Internal – Non Employee.

Note: The Applicant Type cannot be edited. It is automatically set depending on the statuses of the Applicant Type on the Contact page and the Former Employee setting on the application. If necessary, use the Hiring an Applicant through CUNYfirst Job Aid on page 56 to determine if the Applicant Type is correctly displayed. If it is not correctly displayed, do not continue. Verify the Applicant Type and Former Employee settings. if the incorrect Applicant Type continues to display, open a ticket with the CIS Help Desk so the issue can be resolved.

5. REFER IN THIS GUIDE TO THE CORRECT APPLICANT TYPE TO CONTINUE WITH THE PREPARE

FOR HIRE SCREEN

Use the Hiring an Applicant through CUNYfirst Job Aid on page 56 to determine the Applicant Type for the Prepare for Hire page.

External – New (an applicant that does not exist in CUNYfirst) continue to page 33

External – Previous Employee (rehire to CUNY in the same College/Business Unit and has an Inactive/Terminated Record) continue on page 36

External – Previous Employee (rehire to CUNY but in a College/Business Unit not previously worked in and has an Inactive/Terminated Record) continue on page 39

NOTE: this Applicant Type will originally be External - New. However, after verifying and carrying over the EMP ID, the Applicant Type will change to External – Previous Employee.

Internal – Employee (current CUNY employee and an job record in CUNYfirst) continue on page 42

Internal – Non Employee (Person of Interest or student without any employee job record in CUNYfirst) continue on page 45


SELECT THE APPLICANT TYPE TO PROCESS AND INPUT THE TYPE OF HIRE

PROCESS AN EXTERNAL APPLICANT (NO PREVIOUS EMPLOYMENT WITH CUNY)

This candidate has no previous employment history with CUNY. However, the Recruiter will still need to perform the Verify Employee ID process.

Use the Hiring an Applicant through CUNYfirst Job Aid on page 56 for additional information.

1. VIEW THE APPLICANT TYPE AND INPUT THE TYPE OF HIRE

View the Applicant Type: External - New

Select the pull down triangle for Type of Hire and select Hire

2. VERIFY THE APPLICANT DOES NOT HAVE AN EMPLOYEE ID IN CUNYFIRST

Note: It is important that an employee does not have a duplicate Employee ID in CUNYfirst. If there are duplicates, the Recruiter will need to compare personal data in CUNYfirst for the employee and data in the application for the applicant.

From the Prepare for Hire screen, select the Verify Employee ID link


3. VIEW THE SEARCH RESULTS

View the results in the Search Results screen. The results will either show a message indicating No Matches Found or a List of Possible Duplicates

No Matches Found

A List of Duplicates Display


4. VERIFY NO DUPLICATES EXIST AND RETURN TO THE PREPARE FOR HIRE PAGE

If the No Matches screen displayed, click OK to bypass the No Matches Found page and then click Return to display the Prepare for Hire page

Note: At this point, you should have already verified this applicant did not previously or currently work for CUNY. Duplicates might display if another employee has a similar name.

If duplicates exist, click the Show All Columns icon to see more information about each listed employee, i.e., National ID, Personal Organizational Summary. After verifying that the applicant does not exist in CUNYfirst, click the Return button to return to the Prepare for Hire page.

5. SUBMIT THE HIRING REQUEST TO HR

Continue to the Section entitled, Submit the Request to Hire, on page 47 to complete the Prepare for Hire Process


PROCESS AN EXTERNAL APPLICANT (PREVIOUSLY EMPLOYED AT THE SAME COLLEGE AND HAS AN

INACTIVE/TERMINATED JOB RECORD)

This applicant is being rehired at a College he/she previously worked in. Prior to performing the Prepare for Hire, this applicant’s Former Employee Status on the application had been set to YES and he/she will be identified as an External – Previous Employee.



Note: Continued from page 30, Prepare for Hire

View the Applicant Type: External – Previous Employee

Select the pull down triangle for Type of Hire and select Rehire

2. VERIFY WHETHER THE APPLICANT EXISTS IN CUNYFIRST

Notice the Employee ID field is blank




View the results in the Search Results screen. The results will show a message indicating a List of Possible Duplicates.

4. FIND THE APPLICANT IN THE SEARCH RESULTS

Note: At this point, you already checked and verified this applicant previously worked for CUNY. His/her name and Employee ID should be listed.

When a list duplicates display, you will need to cross check the employee’s personal data in CUNYfirst with the applicant’s data in his/her application to determine if the applicant and employee are the same person. Do the following to check for matches:

o Click the Show All Columns icon to see more information about each listed employee, i.e., National ID, Personal Organizational Summary

Note: A new tab may open at the top of the screen displaying the employee’s employment instances. Close the tab after viewing the information and return to the Find Job Openings tab.

o Compare personal data in CUNYfirst for the employee and data in the application for the applicant


5. CARRY THE EMP ID

After you have confirmed that the applicant and employee are duplicates, click Carry ID to copy the Employee ID to the Prepare for Hire screen, and then Return to get back to the Prepare for Hire screen

— Note the EMP ID is carried over




PROCESS AN EXTERNAL APPLICANT (PREVIOUSLY EMPLOYED AT CUNY BUT AT A DIFFERENT COLLEGE /BUSINESS UNIT AND

HAS AN INACTIVE/TERMINATED RECORD)

This type of applicant previously worked for CUNY but in a different College/Business Unit than the one in which he/she has applied. His/her most recent job record is either inactive/terminated status.

This applicant’s Applicant Type will first display as External – New and the Type of Hire will be set to Hire. After verifying and carrying the Emp ID, the Applicant Type will Change to External – Previous Employee and the Type of Hire will be set to Hire.

Prior to performing the Prepare for Hire, this applicant’s Former Employee Status on the application had been set to No.


1. INPUT THE TYPE OF HIRE



VERIFY WHETHER THE APPLICANT EXISTS IN CUNYFIRST




View the results in the Search Results screen. The results will show a message indicating a List of Possible Duplicates.

Note: Click the Show All Columns icon to see more information about each listed employee, i.e., National ID, Personal Organizational Summary.







if duplicates exis

t, click

the Additiona

l Information

icon to

check

each

possible

employee’s

National ID, Empl ID

and Org


4. CARRY THE EMP ID

If the applicant and employee are duplicates, click Carry ID to copy the Employee ID to the Prepare for Hire screen, and then Return to get back to the Prepare for Hire screen

Note: the Applicant Type has been changed to External - Previous Employee




if duplicates exis

t, click

the Additional Information icon to check

each

possible

employee’s

National ID, Empl ID

and Org


PROCESS AN INTERNAL APPLICANT (CURRENTLY EMPLOYED AT CUNY AND HAS AN ACTIVE JOB RECORD)

In order for the applicant to be recognized as Internal applicant, he/she had to apply for the position using the following menus in CUNYfirst: Self Service > Recruiting Activities > Careers. TAM will identify this person’s Applicant Type as Employee and populate the Employee ID. If the applicant did not apply internally, the recruiter should have manually changed the applicant’s Applicant Type to Employee. An internal applicant is considered a current employee with one active job/appointment in a CUNY College/Business Unit. He/she can be (1) transferring from one position to another in the same College/Business Unit, (2) applying for an additional job in the same college in which he/she is currently working, or (3) currently working in one College/Business Unit and applying for another position in a different College/Business Unit.

Use the Hiring an Applicant Through CUNYfirst Job Aid on page 56 to determine the Applicant Type and Type of Hire.




2. VERIFY THE APPLICANT’S EMPLOYEE ID IN CUNYFIRST








Employee ID is pre-populated for an Internal – Employee applicant if the applicant applied through CUNY’s career site. Otherwise it will be blank until verified


4. CARRY THE EMP ID


Note the Employee ID is verified




PROCESS AN INTERNAL APPLICANT – NON EMPLOYEE (PERSON OF INTEREST OR STUDENT WITH NO JOB

DATA)

An Internal – Non Employee is either a Person of Interest (POI), i.e. consultant, vendor, or a student without job data. He/she has a CUNYfirst ID but has never been employed by any of the CUNY Colleges/Business Units. TAM will identify this person’s Applicant Type on Job Opening’s Applicant List as Oth. If this type of applicant applies externally for the job opening, he/she will display as an External applicant. The recruiter will need to be sure this applicant’s Applicant Type on the Contact page is Non Employee.


1. INPUT THE TYPE OF HIRE



2. VERIFY THE APPLICANT’S EMPLOYEE ID IN CUNYFIRST


Employee ID is not yet populated for an Internal – Non Employee applicant



Note: At this point, you already checked and verified this applicant currenty has a relationship with CUNY and an ID in CUNYfirst.. His/her name and Employee ID should be listed.


o Click the Show All Columns icon to see more information about each listed employee, i.e., National ID, Personal Organizational Summary.

Note: Compare personal data in CUNYfirst for the employee and data in the application for the applicant

CARRY THE EMP ID



Refer to the Section entitled, Submit the Request to Hire, on page 56 to complete the Prepare for Hire Process


SUBMIT THE PREPARE FOR HIRE REQUEST TO HIRE

1. SUBMIT THE NEW HIRE REQUEST TO HR

The Recruiter’s last step in the recruitment process is to submit the request to hire to College HR. After the request is submitted, the College HR Administrator will get an email notification indicating that the applicant can now be processed and hired in CUNYfirst.

Click the Save & Submit Request to HR button

View the “You have successfully submitted this request” message on the Prepare for Hire page


2. VIEW THE JOB OPENING STATUS AND EMPLOYEE DISPOSITION

Click the Return to Previous Page link to view the Applicant List

Notice in the graphic below that after the Recruiter prepared the applicant for hire, the applicant’s disposition is set to Ready and the other applicants’ dispositions are set to Hold


OVERVIEW: PROCESS THE NEW HIRE INTO CUNYFIRST - COMPLETED BY COLLEGE HR (WORKFORCE

ADMINISTRATION)

After the Recruiter prepares the applicant for hire, the applicant’s disposition is set to Ready on the Job Opening – Manage Applicant Page. The applicant is still not officially hired and the Job Opening status is not officially closed.

After the Recruiter prepares the applicant for HR, the College HR will get an email that the applicant is now ready to be processed in CUNYfirst. After the hire is completed and saved in HR, TAM will close the Job Opening and automatically change the dispositions of those applicants who were not hired to Not Selected.

Refer to the Hiring an Applicant Through CUNYfirst Job Aid as a reference for the fields on the Manage Hires screen. If there are any discrepancies with the fields on the screen and the Job Aid, cancel out of the screen and check the settings for Applicant Type, Type of Hire and if you carried the ID. If the discrepancy continues, contact the CIS Help Desk to resolve the issue.

1. LOCATE THE APPLICANT FOR MANAGING THE HIRE

From the CUNYfirst menu, navigate to and select: Workforce Administration > Personal Information > Manage Hires

Click the Refresh button

In the Manage Hires screen, click the name of the applicant that needs to be processed in CUNYfirst

Note: If the applicant does not display in the list, change the dates for the Start Date From and To fields or select the Select Transactions Where: pull down and select Status. The Equals field defaults to All. Click Refresh


2. VIEW THE MANAGE HIRE JOB DETAILS

View the Job Details section (verify the Recruiter Name, Job Opening ID, Job Opening, Position Number, Job Code, Business Unit, Department, and Applicant Type )

Input the Desired Start Date which will used as the Effective Date for the employee’s start date

3. SELECT THE TYPE OF HIRE

View the Applicant Type listed in the Job section

Use the Hiring an Applicant Through CUNYfirst Job Aid on page 56 to determine the Manage Hires – Type of Hire for this Applicant Type

o Example 1: Maria Jones previously worked for Lehman College a few years ago; her position was terminated and she is not currently working for the College. Mary applies through CUNYfirst for a new position at Lehman College. You would use the following settings to hire Maria:

₋ Applicant Type would be External – Previous Employee

₋ Manage Hires – Type of Hire: Rehire

o Example 2: John Lee currently works at the Financial Aid Office at Hunter College and applied to transfer to Hunter’s Human Resources Office. You would use the following settings to hire John:

₋ Applicant Type would be Internal - Employee

₋ Manage Hires – Type of Hire: Transfer

Click the pull down triangle for Type of Hire and choose the selection

Note: If the applicant is External –New, the Emp ID would not been assigned to the employee. It will be assigned after this screen is completed and the Add Person button is selected.


4. VIEW THE ORG INSTANCE, EMPLOYEE RECORD, AND HIRING COMMENTS

Note: Use the Hiring an Applicant Through CUNYfirst Job Aid on page 56 to to review the Org Instance and Employee Record selections for the Applicant Type being hired

View the Org Instance section. Depending on the Applicant Type and TAM – Type of Hire, the selection of Create New or use Existing will be made for you

View the Employee Record section. Depending on the Applicant Type and TAM – Type of Hire, the selection of Create New or use Existing will be made for you

Read any of the Recruiter’s Hire Comments

5. ADD THE PERSON’S DATA FROM TAM INTO WORKFORCE ADMINISTRATION

Click the Add Person button to display the applicant’s Personal Data page


6. VIEW/INPUT THE EMPLOYEE’S PERSONAL AND WORK DATA

Most of the fields will carry over from TAM. The College HR Administrator verify the information on the Personal Data tabs and input any needed information such as birthdate and social security number

After the fields are inputted, click the Apply button and then OK

Note: The Manage Hires Details screen reappears

Personal Data Tabs for Daniel Kwan


7. COMPLETE THE MANAGE HIRES DETAIL SCREEN

After verifying the information on the Manage Hires Detail page, click the Apply Job button to complete the Manage Hires transaction and display the Workforce Administration Work tabs


8. INPUT THE INFORMATION IN THE JOB INFORMATION TABS

Notice the EMP ID is assigned if the applicant is External – New and most of the data is already inputted from the TAM fields.

Input the fields on the Job Information tabs

After inputting the fields on all the Job Information tabs, click Apply and then OK

9. DISPLAY THE JOB OPENING IN “CLOSED” STATUS

After College HR completes the Manage Hires personal and work data, the Job Opening’s Status will automatically change to Filled/Closed, the applicant’s disposition will the Hired, and all the other applicants dispositions will be Not Selected.

Display the Job Opening, be sure to change the Status to Closed

Job Data Tabs Employee ID assigned


10. NOTICE THE JOB OPENING IS CLOSED, THE HIRED APPLICANT’S DISPOSITION IS “HIRED”

AND THE OTHER APPLICANTS DISPOSITIONS ARE “NOT SELECTED”

After College HR completes the Manage Hires personal and work data, the Job Opening’s Status will automatically change to Filled/Closed, the applicant’s disposition will the Hired, and all the other applicants dispositions will be Not Selected.

Display the Job Opening, be sure to change the Status to Closed

OHRM Strategic Planning and Technology 56 Professional Development and Learning Management

JOB AID – Hiring an Applicant through CUNYfirst (TAM through Workforce Administration)

TAM - Applicant Data Screen

TAM – Prepare for Hire Screen

Transition - Manage Hires Screen

Workforce Administration

- Job Data Screen

Type of Applicant Applicant Type (Contact)

Former Employee (Application)

Applicant Type

TAM – Type of Hire

Carry ID

Manage Hires – Type of Hire

Org Instance

Action

An applicant who is a Person of Interest (i.e. consultant, volunteer). He/she has a CUNYfirst ID and personal/job data in CUNYfirst and is being hired into same or different CUNY College/Business Unit.

Non Employee

No Internal – Non Employee

Hire Yes Hire Create New Hire

An active or past student who has a CUNYfirst ID. He/she has personal data but no job data in the system.

Non Employee

No Internal – Non Employee

Hire Yes Hire Create New Hire

An employee applying for a new position (and leaving the current position) in the same College/Business Unit where she/he has an active appointment.

Employee No Internal – Employee Hire Yes Transfer Use Existing Transfer

An employee applying for a second (or additional) position in same College/Business Unit where s/he has an active appointment.

Employee No Internal - Employee Hire Yes Hire Create New Hire

An employee applying for a new position in different College/Business Unit where s/he has never been employed.

Employee No Internal -Employee Hire Yes Hire Create New Hire

An applicant who is being rehired to a prior College/Business Unit. She/he has no current, active employee record in CUNYfirst.

External Applicant

Yes External – Previous Employee

Rehire Yes Rehire Use Existing Rehire

An applicant being rehired to CUNY but in College/Business Unit not previously worked in and has no current, active employee record in CUNYfirst.

Note: The Applicant Type will originally be External – New and TAM Type of Hire will be Hire. After Verifying the EMP ID, the Applicant Type will change to External – Previous Employee and the TAM Type of Hire will be Hire.

External Applicant

No External - New Hire Yes

No External – Previous Employee

Hire

Yes Hire Create New Hire

An applicant that does not exist in CUNYfirst. External Applicant

No External New Hire No Hire Create New Hire

*Replaces the Manage Hires Job Aid, 2009 Refer to the next page for a glossary of terms

OHRM Strategic Planning and Technology 57 Professional Development and Learning Management

Glossary of Terms

1. Applicant Type (Applicant’s Contact Page)

Employee An employee who currently works for any of the CUNY Colleges/Business Units and has an active job record

External Applicant An applicant has never worked for or had any association with any of the CUNY Colleges/Business Units or an applicant that previously worked as an employee for

one of the CUNY Colleges/Business Units but has no current, active job record

Non Employee Any applicant (POI) who has a CUNYfirst ID but is not an employee, i.e. consultant, student, volunteer

2. Former Employee on Application Page

Yes An applicant that previously worked for the College he/she is applying to and has a current terminated job record at that college

No An applicant that has never been an employee at the College he/she is applying to (this includes non-employees)

3. Applicant Type (Prepare for Hire Page)

External - New An applicant that does not exist in CUNYfirst as an employee.

External- Previous

Employee

An applicant that exists in the CUNYfirst database as a previous employee, has no active job records and has at least one inactive job record in inactive status

Internal – Employee An applicant that exists in the CUNYfirst database and has at least one job record in active status and the relationship is that of an employee

Internal – Non

Employee

An applicant that exists in CUNYfirst as a Person of Interest (consultant, student, research staff, temporary) but not as an employee and has no job data

4. Type of Hire (Prepare for Hire and Manage Hires Page)

Hire An employee who has never worked at CUNY and/or an employee who has never worked in the BU into which he/she is now being appointed

Rehire An employee who previously worked at CUNY and is being appointed into the same College/Business Unit previously worked

Transfer (Manage

Hires Page only)

An employee who is leaving one position and being appointed to another position at the same Campus/Business Unit

5. Carry ID (Manage Hire Page)

Carry ID If an applicant exists in CUNYfirst with personal/job data, he/she will have an existing CUNYfirst ID. All Applicant Types, except External New, will have an

existing CUNYfirst ID. It is important the Recruiter verifies the ID in the Manage Hires page and then carries the ID onto the applicant’s Manage Hires page.

6. Org Instance (Manage Hire Page)

Use Existing The Use Existing is automatically selected in TAM when an employee is transferring to a new position within the same College/Business Unit or an applicant is being

rehired to a prior College/Business Unit.

Create New The Create New is automatically selected when a Non Employee is being hired as an employee, an employee is being hired for a second or additional position the

same College/Business Unit he/she has an active appointment, an employee is applying for a new position in a different College/Business Unit, an applicant is being

rehired to a College/Business Unit, an applicant has never has any type of relationship with CUNY.

7. Action (Job Data Screen in Workforce Administration)

Hire: The action of Hire is used with the appropriate action reason when appointing an individual to position within a College/Business Unit for the first time. It is also used

when appointing an individual to an additional position within the same College/Business Unit.

Rehire The action of Rehire is used with the appropriate action reason when appointing an individual to a position within a business unit that s/he previous separated from,

s/he has no current appointment at that business unit and the new appointment will re-use an existing Org Instance

Appointment The action of Appointment is used with the appropriate action reason when an employee is currently active in a business unit and being appointed to a new position

within the same business unit and the new appointment will re-use an existing Org Instance

Transfer An employee who is leaving one position and being appointed to another position at the same Campus/Business Unit using the same Org Inst/Empl Recd

Documents

TAM REFERENCE GUIDE - City University of New York