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UTHealth Applicant Tracking System (ATS)

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Presentation on theme: "UTHealth Applicant Tracking System (ATS)"— Presentation transcript:

1 UTHealth Applicant Tracking System (ATS)
Welcome to the information session that will outline steps in the requisition process of the PeopleAdmin Applicant Tracking System. The purpose of this session is to make the process more understandable and user friendly by outlining simple steps to follow. Faculty Recruitment

2 Objectives The objectives of this session are to:
Review the Workflow steps of the faculty requisition and candidate tracking process Outline the process for creating faculty requisitions Follow candidates as they progress through the hiring process Recognize the end of the hiring process and steps to close the requisition Communicate resources available to support the faculty recruiting process Explain the objectives of the session When discussing the second bullet about the Workflow diagram, ask them to find their QRG and have it ready for review.

3 Standard Faculty Posting Process
Objectives Objectives Standard Faculty Posting Process Search Waiver Process Acquisition Process Resources and Contacts Section 1 Section 2 Section 3 Explain the objectives of the session When discussing the second bullet about the Workflow diagram, ask them to find their QRG and have it ready for review. Section 4

4 Section 1: Standard Faculty Posting Process

5 Standard Faculty Posting Process
Process Steps Faculty Recruitment Prep Log In to the Applicant Tracking System (ATS) Create a Faculty Requisition Advertise Externally as Needed Search Review Applicants & Identify Candidates for Interview Interview Applicants Select Finalists Select Final Candidate & Obtain Hiring Approval Extend an Offer Close Disposition Remaining Finalists Create & Complete New Hire Checklist in ATS Contact HR to close the Requisition 4 9 1 5 2 10 6 Perhaps on a second slide we can emphasize that prior to creating a job posting that: The department has received permission or authorization to recruit, based on their schools policies. A Search Committee has been formed that has created and agreed upon a job description. It is recommended that the Search Committee does not review any potential candidates until the job has been posted online and those potential candidates have applied to the job posting. 7 3 11 8

6 Phase I - Prep Prep Log in to the Applicant Tracking System
Create a Faculty Requisition Advertise Externally as Needed

7 Section 1: Standard Faculty Posting Process
LOG IN TO ATS Section 1: Standard Faculty Posting Process Log in to the Applicant Tracking System using your UTHealth username and password.

8 Phase I - Prep Prep Log in to the System
Create a Standard Faculty Requisition Advertise Externally as Needed

9 Section 1: Standard Faculty Posting Process
CREATE A STANDARD FACULTY REQUISITION Section 1: Standard Faculty Posting Process To initiate a Faculty Requisition, from the left menu, under Create Requisition, click FROM TEMPLATE. Reminder: Prior to posting a position, obtain the appropriate approval to hire based on your school’s procedure.

10 Section 1: Standard Faculty Posting Process
CREATE A STANDARD FACULTY REQUISITION CREATING A STANDARD FACULTY REQUISITION Section 1: Standard Faculty Posting Process Select “Faculty” from the drop down box for the Job Category.

11 Section 1: Standard Faculty Posting Process
CREATING A STANDARD FACULTY REQUISITION CREATE A STANDARD FACULTY REQUISITION CREATING A STANDARD FACULTY REQUISITION Section 1: Standard Faculty Posting Process On the next screen, click Create for the type of position being created. For a standard faculty requisition, click Create below Faculty Position.

12 Section 1: Standard Faculty Posting Process
CREATE A STANDARD FACULTY REQUISITION CREATING A STANDARD FACULTY REQUISITION Section 1: Standard Faculty Posting Process Posting Details The Posting Details tab is used to create the job description. Fields denoted with an asterisk must be completed to submit the requisition.

13 Additional Summary Specific to Job
CREATE A STANDARD FACULTY REQUISITION CREATING A STANDARD FACULTY REQUISITION Section 1: Standard Faculty Posting Process Additional Summary Specific to Job The description of the position being posted should be placed in the field to the right of “Additional Summary Specific to Job”.

14 Section 1: Standard Faculty Posting Process
CREATE A STANDARD FACULTY REQUISITION CREATING A STANDARD FACULTY REQUISITION Section 1: Standard Faculty Posting Process In the “Comments” section at the bottom of the page, you should enter the official Position Title. This title will be used for the job posting. After completing all necessary information, click Continue to Next Page.

15 Posting Specific Questions
CREATE A STANDARD FACULTY REQUISITION CREATING A STANDARD FACULTY REQUISITION Section 1: Standard Faculty Posting Process Posting Specific Questions You can add questions to the requisition in order to screen potential applicants.

16 Section 1: Standard Faculty Posting Process
CREATE A STANDARD FACULTY REQUISITION CREATING A STANDARD FACULTY REQUISITION Section 1: Standard Faculty Posting Process Attaching Documents Notice the “Posting Documents” tab where you will later upload the following documents before closing the requisition: Search Committee information sheet Copy of any advertisement if applicable

17 Review the Requisition
CREATE A STANDARD FACULTY REQUISITION CREATING A STANDARD FACULTY REQUISITION Section 1: Standard Faculty Posting Process Review the Requisition Review the requisition for accuracy. If you need to make a change or edit the requisition, select EDIT to return to the requisition. Select Submit for Approval and click CONTINUE if you are satisfied with the requisition. HR will review and post the requisition. All faculty job postings will remain open for a minimum of ten (10) days.

18 Phase I - Prep Prep Create a Standard Faculty Requisition
Log in to the System Create a Standard Faculty Requisition Advertise Externally as Needed

19 Section 1: Standard Faculty Posting Process
Advertising – Internal Postings Section 1: Standard Faculty Posting Process All faculty positions must be posted on UTHealth’s career webpage at https://www.jobs.uth.edu for a minimum of ten (10) calendar days. Posting on UTHealth’s career webpage ensures that the job will also be posted on WorkinTexas.com as required by law. All ads must be posted for a minimum of ten(10) calendar days. All jobs must be posted on UTHealth’s career webpage at https://www.jobs.uth.edu. Posting on UTHealth’s career webpage ensures that the job will also be posted on WorkinTexas.com as required by law. For external advertisements of a position, the following EO language must be used: “UTHealth is an EEO/AA employer. UTHealth does not discriminate on the basis of race, color, religion, gender, sexual orientation, national origin, genetics, disability, age, or any other basis prohibited by law.” Any external advertisement must direct potential applicants to the UTHealth’s career webpage at https://www.jobs.uth.edu. Applicants should be informed that only applications received through the online system may be considered.

20 Section 1: Standard Faculty Posting Process
Advertising – External Postings Section 1: Standard Faculty Posting Process Language Requirements for External Advertisements Minimum language required: “EEO/M/F/Disabled/Vet.” Preferred language: “UTHealth is an EEO/AA employer. UTHealth does not discriminate on the basis of race, color, religion, gender, sexual orientation, national origin, genetics, disability, age, or any other basis prohibited by law. EEO/M/F/Disabled/Vet.” Other Requirements All external advertisements must direct potential applicants to apply through UTHealth’s career webpage at https://www.jobs.uth.edu. Applicants must be informed that only applications received through the online system will be considered. Faculty positions posted externally must be posted on https://www.jobs.uth.edu for a minimum of ten (10) calendar days. All ads must be posted for a minimum of ten(10) calendar days. All jobs must be posted on UTHealth’s career webpage at https://www.jobs.uth.edu. Posting on UTHealth’s career webpage ensures that the job will also be posted on WorkinTexas.com as required by law. For external advertisements of a position, the following EO language must be used: “UTHealth is an EEO/AA employer. UTHealth does not discriminate on the basis of race, color, religion, gender, sexual orientation, national origin, genetics, disability, age, or any other basis prohibited by law.” Any external advertisement must direct potential applicants to the UTHealth’s career webpage at https://www.jobs.uth.edu. Applicants should be informed that only applications received through the online system may be considered.

21 Phase I - Prep Search Review Applicants & Identify Candidates for Interview Interview Applicants Select Finalists Select Final Candidate & Obtain Hiring Approval Extend an Offer

22 Section 1: Standard Faculty Posting Process
REVIEWING APPLICANTS Section 1: Standard Faculty Posting Process Three Key Activities Review completed applications and documentation for each candidate Identify the candidates to be interviewed Update each candidate’s status after review in ATS By collecting the EO data in the application process, hiring managers no longer need to invite candidates to complete and submit separate paper form.

23 Section 1: Standard Faculty Posting Process
REVIEW APPLICANTS Section 1: Standard Faculty Posting Process Review Active Requisition List After your requisition has been submitted and reviewed by Human Resources, you will then be able to view it in your list of active positions after you login. To view applications for a specific position, click on View underneath the position title.

24 Section 1: Standard Faculty Posting Process
REVIEWING APPLICANTS Section 1: Standard Faculty Posting Process Submitted Applications If the applicant has successfully submitted an application, you will be able to view the Profile/Contact Form and any of the following, if attached: CV/Resume Other pertinent letters, recommendations, list of accomplishments, etc. During the application process, we now also provide applicants with the opportunity to submit biographical data to support compliance with OFCCP guidelines. By collecting the EO data in the application process, hiring managers no longer need to invite candidates to complete and submit separate paper form. OFCCP – Office of Federal Contract Compliance Programs After the applicant successfully applies, he/she will receive an thanking them and confirming their application has been received. An applicant can only be considered for the positions to which they applied. It takes less than 10 minutes to apply to a faculty position on our website.

25 Section 1: Standard Faculty Posting Process
S Section 1: Standard Faculty Posting Process Successful Receipt of Applicant’s Application Thank you for applying for the Faculty Position - Instructor position and for your interest in the University of Texas Health Science Center at Houston. Your application materials were successfully received. You will be contacted if additional information is needed or the search committee wishes to request an interview. You may view the status of the position by returning to this site and using your personal username and password. We invite you to follow the latest university updates and breakthroughs breaking on Twitter and by visiting the university's official Facebook page: https://www.facebook.com/UTHouston Thank you, Human Resources The University of Texas Health Science Center At Houston

26 Section 1: Standard Faculty Posting Process
REVIEWING APPLICANTS Section 1: Standard Faculty Posting Process Review Individual Applicant’s Application and Documents Review the application, resume/C.V., and any other submitted documents for each applicant and determine which applicants you wish to interview. After you review each of the applicant’s documents, update the applicant’s status to denote their current status within the recruiting process. Any candidate that applies for the position must be reviewed.

27 Section 1: Standard Faculty Posting Process
REVIEWING APPLICANTS Section 1: Standard Faculty Posting Process Update Applicant Status Why a Status Change is Needed As the applicant moves through the selection process, the status is updated so that the Hiring Manager and others involved in the hiring process can review where the applicant is in the process. A change in status will not result in a communication to the applicant unless the status is changed to “not hired”. It might be useful here to have a comparison of what status change sets forth what action. For example, if they choose “Not Hired”, the candidate will be moved from the active candidate list and the candidate will receive an automated informing them that they are no longer being considered for the position. Whereas “Mgr Interviewed” does not trigger any s or changes in candidates, but is just a way for a Hiring Manager to manage the data base. Maybe a chart that shows exactly what each status does, so that mistakes are not made.

28 Section 1: Standard Faculty Posting Process
REVIEWING APPLICANTS Section 1: Standard Faculty Posting Process Select Reason Code Remember: If at any point you determine the applicant will not move forward in the selection process, you may change their status to “Not Hired” and select the most appropriate reason by clicking the drop down arrow in the “Choose Option Below” field. This status change WILL result in an notifying the applicant that he/she is no longer being considered for the position.

29 Section 1: Standard Faculty Posting Process
Section 1: Standard Faculty Posting Process Dispositioning Below is the sent to an applicant or candidate who is no longer being considered for the position. Your application is no longer being considered by UTHealth for the position of [position title]. Thank you for your interest in UTHealth. Regards, Human Resources

30 Phase I - Prep Search Review Applicants & Identify Candidates for Interview Interview Applicants Select Finalists Select Final Candidate & Obtain Hiring Approval Extend an Offer

31 Section 1: Standard Faculty Posting Process
Select Finalists Section 1: Standard Faculty Posting Process When changing an applicant’s status to “Not Hired,” the following is sent to the candidate’s address listed on their electronic application. All finalists should be dispositioned in the system as “finalists”. Finalists should not be dispositioned as “not hired” until after the candidate that is selected for hire has accepted an offer of employment. I would split this into two separate slides. First slide shows what happens when people are changed to “Not Hired” and the info about “Selected for Hire-Faculty EEO Review” is merged into the following slide. We also need to emphasize that before the “Selected for Hire-Faculty EEO Review” that the Hiring Manager needs to complete a Search Committee Form. I would also recommend that there is a slide about the Search Committee Form. It could explain that we need to have a record of who was on the Search Committee and a record of other places that the open position was advertised.

32 Phase I - Prep Search Review Applicants & Identify Candidates for Interview Interview Applicants Select Finalists Select Final Candidate & Obtain Hiring Approval Extend an Offer

33 Section 1: Standard Faculty Posting Process
Select Final Candidate & Obtain Hiring Approval Section 1: Standard Faculty Posting Process When changing an applicant’s status to “Not Hired,” the following is sent to the candidate’s address listed on their electronic application. For the candidate selected for hire, the status for the candidate should be changed to “Selected for Hire-Faculty EEO Review”. This will initiate the electronic review process through the offices of Human Resources Equal Opportunity (EO) and Executive Vice President of Academic and Research Affairs (EVPARA). Remember All required information must be attached to the requisition before sending to EO, this includes: Search Committee Form Copies of external advertisements I would split this into two separate slides. First slide shows what happens when people are changed to “Not Hired” and the info about “Selected for Hire-Faculty EEO Review” is merged into the following slide. We also need to emphasize that before the “Selected for Hire-Faculty EEO Review” that the Hiring Manager needs to complete a Search Committee Form. I would also recommend that there is a slide about the Search Committee Form. It could explain that we need to have a record of who was on the Search Committee and a record of other places that the open position was advertised.

34 Phase I - Prep Search Review Applicants & Identify Candidates for Interview Interview Applicants Select Finalists Select Final Candidate & Obtain Hiring Approval Extend an Offer

35 Section 1: Standard Faculty Posting Process
Extend an Offer Section 1: Standard Faculty Posting Process Upon approval of the candidate selected for hire by the EVPARA, a system generated will be sent to the hiring manager. The hiring manager follows their school’s process for generating an offer letter to the candidate selected for hire and extends the offer of employment.

36 Phase I - Prep Close Create & Complete New Hire Checklist in ATS
Disposition Remaining Finalists Create & Complete New Hire Checklist in ATS Close the Requisition

37 Section 1: Standard Faculty Posting Process
Disposition Remaining Finalists Section 1: Standard Faculty Posting Process Once the candidate has accepted the offer of employment, the Hiring Manager must disposition the remaining finalist(s) which will result in an notification to the finalist(s).

38 Phase I - Prep Close Create & Complete New Hire Checklist in ATS
Disposition Remaining Finalists Create & Complete New Hire Checklist in ATS Close the Requisition

39 Section 1: Standard Faculty Posting Process
Create & Complete New Hire Checklist in ATS Section 1: Standard Faculty Posting Process To initiate the hiring process, a new hire checklist must be created in ATS. To ensure timely processing and to avoid a delayed start date, please complete and submit the new hire checklist at least (10) business days prior to the desired start date.

40 Section 1: Standard Faculty Posting Process
Create & Complete New Hire Checklist in ATS Section 1: Standard Faculty Posting Process Log in to the Applicant Tracking system Change the user type to “Submitter” Click on “Change Group”

41 Section 1: Standard Faculty Posting Process
Create & Complete New Hire Checklist in ATS Section 1: Standard Faculty Posting Process Under “Create Requisition”, select “From Scratch”

42 Section 1: Standard Faculty Posting Process
Create & Complete New Hire Checklist in ATS Section 1: Standard Faculty Posting Process Enter candidate information Enter position information *Required information is denoted with an asterisk.

43 Section 1: Standard Faculty Posting Process
Create & Complete New Hire Checklist in ATS Section 1: Standard Faculty Posting Process Enter school/department information Click “Continue to Next Page” when finished *Required information is denoted with an asterisk.

44 Section 1: Standard Faculty Posting Process
Create & Complete New Hire Checklist in ATS Section 1: Standard Faculty Posting Process Select “Submit Non- Classified to Pre- employment” Click on “Continue” Note: if you need to collect additional information before submitting then: Select “Save w/o submit” Click on “Continue”

45 Section 1: Standard Faculty Posting Process
Create & Complete New Hire Checklist in ATS Section 1: Standard Faculty Posting Process Click “Confirm” A confirmation message will then display indicating the check list has been successfully submitted

46 Section 1: Standard Faculty Posting Process
Create & Complete New Hire Checklist in ATS Section 1: Standard Faculty Posting Process Once the new hire checklist is completed, HR will: contact the candidate selected for hire and obtain the necessary information needed to initiate the background check schedule the selected candidate to visit UTHealth to complete the health screening and all required documentation

47 Phase I - Prep Close Create & Complete New Hire Checklist in ATS
Disposition Remaining Finalists Create & Complete New Hire Checklist in ATS Close the Requisition

48 Section 1: Standard Faculty Posting Process
CLOSE THE REQUISITION Section 1: Standard Faculty Posting Process The Hiring Manager contacts HR to close the requisition.

49 Section 1: Standard Faculty Posting Process
PRE-EMPLOYMENT ACTIVITIES Section 1: Standard Faculty Posting Process All candidates selected for hire must complete the pre-employment process and receive authorization from HR before they can start work. Authorization is provided after the selected candidate does the following: clears the background check clears the health screening completes required employment documentation, including an I-9 form Internationals must also receive clearance from the Office of International Affairs before they can start work. Pre-employment activities are initiated upon completion of the new hire checklist in ATS. A minimum of (10) business days is needed to complete pre-employment activities. Upon successful completion of the pre-employment process, an will be generated from HR to the hiring department advising that employment is authorized.

50 Section 2: Search waiver process

51 Section 2: WAIVER Process
WAIVERS A department may submit a request to waive a search committee if one of the following criteria applies: Non-Benefits Eligible Faculty A faculty member who is not eligible for benefits because of their part-time or casual status Current or Former Fellow/Resident/Graduate Student Hired into Faculty position and the UTHealth relationship ended no more than 1 year before date of hire Promotion to a Faculty Position Classified staff member/Postdoctoral Research Fellow/Staff Physician/Staff Dentist is promoted to a faculty position within the same department Presidential Waiver HOOP Policy 189 Spouse/Domestic Partner Accommodation Hiring spouse/domestic partner of newly hired UTHealth employee Emergency Appointment Department performance may be impaired as a result of vacant position

52 Section 2: WAIVER Process
WAIVER PROCESS STEPS PART 1 Step 1: Determine if the waiver process is appropriate Step 2: Complete the “UTHealth Faculty Search Waiver Request” form and submit to Office of EVPARA for approval Step 3: Upon approval, log in to applicant tracking system PART 2 Step 1: Log In Step 2: Create the requisition for a waiver Attach the approved waiver form and Letter of Justification Step 3: HR will provide the job posting link to the department Step 4: Department sends job posting link to identified candidate Step 5: After candidate successfully applies to the requisition, the department changes the candidate status to “Selected For Hire-Faculty EO Review” Step 6: EVPARA reviews finalist Step 7: Upon EVPARA approval, offer extended Step 8: Upon offer acceptance, HR is notified to close the Posting

53 Section 2: WAIVER Process
WAIVER PROCESS STEPS The UTHealth Faculty Search Waiver Request form with instructions can be found on the Faculty Recruiting Resources website at: https://go.uth.edu/facultyrecruiting

54 Section 3: Acquisition process

55 Section 2: ACQUISTION Process
ACQUISITION PROCESS Departments contemplating acquisitions should notify Human Resources as soon as possible to begin the acquisition process. Human Resources will create a master faculty acquisition requisition that all acquired faculty may apply to.

56 Section 2: ACQUISITION Process
ACQUISITION PROCESS STEPS Step 1: Contact Human Resources to inform of the acquisition and faculty members expected to transition. Step 2: Human Resources creates the master acquisition requisition. Step 3: HR will provide the requisition link to the department. The link will also be shared in welcome meetings with practices in the acquisition process. Step 4: Department sends requisition link to candidates for acquisition. Step 5: Candidates apply to master requisition. Step 6: Departments create and submit individual requisitions. Candidates are moved to individual requisitions by HR. Step 7: Department changes the candidate status to “Selected For Hire-Faculty EEO Review”. Step 8: EVPARA reviews. Step 9: Upon EVPARA review, offer extended by department. Step 10: Upon offer acceptance, Department creates and completes New Hire Checklist and then notifies HR to close the Posting.

57 Section 4: Resources & cONTACTS

58 Section 3: Resources & Contacts
Below are helpful resources that can be referred to in assisting in the faculty recruitment process. These resources are available on the Faculty Recruiting Resources website at: https://go.uth.edu/facultyrecruiting HR Employment Services’ Team HOOP Policy Number 143 – Recruitment Additional Faculty HOOP Policies “How Do I Hire a New Employee?”

59 Section 3: Resources & Contacts
CONTACT INFORMATION Section 3: Resources & Contacts Posting a Faculty Position Erin Jones General Recruitment Best Practices and Resources Linda Muyskens Search Waivers EVPARA Office Faculty Pre-Employment Process Krishna Kadiyala Equal Employment Opportunity Concerns Renee Williams


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