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UTHealth Applicant Tracking System (ATS) Faculty Recruitment.

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

1 UTHealth Applicant Tracking System (ATS) Faculty Recruitment

2 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 O BJECTIVES

3 Standard Faculty Posting Process Search Waiver Process Acquisition Process Resources and Contacts Section 1 Section 2 Section 3 Section 4

4 SECTION 1: STANDARD FACULTY POSTING PROCESS

5 F ACULTY R ECRUITMENT P ROCESS S TEPS 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 ApplicantsSelect 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 1 1 2 2 3 3 4 4 5 5 6 6 7 7 8 8 9 9 10 11 STANDARD FACULTY POSTING PROCESS

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

7 Log in to the Applicant Tracking System using your UTHealth username and password. LOG IN TO ATS S ECTION 1: S TANDARD F ACULTY P OSTING P ROCESS

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

9 To initiate a Faculty Requisition, from the left menu, under Create Requisition, click FROM TEMPLATE. CREATE A STANDARD FACULTY REQUISITION Reminder: Prior to posting a position, obtain the appropriate approval to hire based on your school’s procedure. S ECTION 1: S TANDARD F ACULTY P OSTING P ROCESS

10 CREATING A STANDARD FACULTY REQUISITION CREATE A STANDARD FACULTY REQUISITION Select “Faculty” from the drop down box for the Job Category. S ECTION 1: S TANDARD F ACULTY P OSTING P ROCESS

11 On the next screen, click Create for the type of position being created. For a standard faculty requisition, click Create below Faculty Position. CREATING A STANDARD FACULTY REQUISITION CREATE A STANDARD FACULTY REQUISITION S ECTION 1: S TANDARD F ACULTY P OSTING P ROCESS

12 CREATING A STANDARD FACULTY REQUISITION 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. CREATE A STANDARD FACULTY REQUISITION S ECTION 1: S TANDARD F ACULTY P OSTING P ROCESS

13 CREATING A STANDARD FACULTY REQUISITION 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”. CREATE A STANDARD FACULTY REQUISITION S ECTION 1: S TANDARD F ACULTY P OSTING P ROCESS

14 CREATING A STANDARD FACULTY REQUISITION After completing all necessary information, click Continue to Next Page. 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. CREATE A STANDARD FACULTY REQUISITION S ECTION 1: S TANDARD F ACULTY P OSTING P ROCESS

15 CREATING A STANDARD FACULTY REQUISITION Posting Specific Questions You can add questions to the requisition in order to screen potential applicants. CREATE A STANDARD FACULTY REQUISITION S ECTION 1: S TANDARD F ACULTY P OSTING P ROCESS

16 CREATING A STANDARD FACULTY REQUISITION 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 CREATE A STANDARD FACULTY REQUISITION S ECTION 1: S TANDARD F ACULTY P OSTING P ROCESS

17 CREATING A STANDARD FACULTY REQUISITION 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. CREATE A STANDARD FACULTY REQUISITION S ECTION 1: S TANDARD F ACULTY P OSTING P ROCESS

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

19 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.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. ADVERTISING – INTERNAL POSTINGS S ECTION 1: S TANDARD F ACULTY P OSTING P ROCESS

20 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.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. https://www.jobs.uth.edu ADVERTISING – EXTERNAL POSTINGS S ECTION 1: S TANDARD F ACULTY P OSTING P ROCESS

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

22 REVIEWING APPLICANTS S ECTION 1: S TANDARD F ACULTY P OSTING P ROCESS Review completed applications and documentation for each candidate Identify the candidates to be interviewed Update each candidate’s status after review in ATS Three Key Activities

23 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. REVIEW APPLICANTS Review Active Requisition List S ECTION 1: S TANDARD F ACULTY P OSTING P ROCESS

24 REVIEWING APPLICANTS 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. Submitted Applications After the applicant successfully applies, he/she will receive an email thanking them and confirming their application has been received.email 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. After the applicant successfully applies, he/she will receive an email thanking them and confirming their application has been received.email 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. S ECTION 1: S TANDARD F ACULTY P OSTING P ROCESS

25 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 http://twitter.com/UTHouston and by visiting the university's official Facebook page: https://www.facebook.com/UTHoustonhttp://twitter.com/UTHoustonhttps://www.facebook.com/UTHouston Thank you, Human Resources The University of Texas Health Science Center At Houston EMAILS S ECTION 1: S TANDARD F ACULTY P OSTING P ROCESS Successful Receipt of Applicant’s Application Email

26 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. REVIEWING APPLICANTS Review Individual Applicant’s Application and Documents S ECTION 1: S TANDARD F ACULTY P OSTING P ROCESS

27 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”. REVIEWING APPLICANTS Update Applicant Status S ECTION 1: S TANDARD F ACULTY P OSTING P ROCESS

28 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 email notifying the applicant that he/she is no longer being considered for the position.email REVIEWING APPLICANTS Select Reason Code S ECTION 1: S TANDARD F ACULTY P OSTING P ROCESS

29 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 Below is the email sent to an applicant or candidate who is no longer being considered for the position. EMAIL S ECTION 1: S TANDARD F ACULTY P OSTING P ROCESS Dispositioning Email

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

31 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. When changing an applicant’s status to “Not Hired,” the following email is sent to the candidate’s email address listed on their electronic application. Select Finalists S ECTION 1: S TANDARD F ACULTY P OSTING P ROCESS

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

33 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 When changing an applicant’s status to “Not Hired,” the following email is sent to the candidate’s email address listed on their electronic application. SELECT FINAL CANDIDATE & OBTAIN HIRING APPROVAL S ECTION 1: S TANDARD F ACULTY P OSTING P ROCESS

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

35 Upon approval of the candidate selected for hire by the EVPARA, a system generated email 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. Extend an Offer S ECTION 1: S TANDARD F ACULTY P OSTING P ROCESS

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

37 Disposition Remaining Finalists Once the candidate has accepted the offer of employment, the Hiring Manager must disposition the remaining finalist(s) which will result in an email notification to the finalist(s). S ECTION 1: S TANDARD F ACULTY P OSTING P ROCESS

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

39 Create & Complete New Hire Checklist in ATS 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. S ECTION 1: S TANDARD F ACULTY P OSTING P ROCESS

40 Create & Complete New Hire Checklist in ATS S ECTION 1: S TANDARD F ACULTY P OSTING P ROCESS Log in to the Applicant Tracking system Change the user type to “Submitter” Click on “Change Group”

41 Create & Complete New Hire Checklist in ATS S ECTION 1: S TANDARD F ACULTY P OSTING P ROCESS Under “Create Requisition”, select “From Scratch”

42 Create & Complete New Hire Checklist in ATS S ECTION 1: S TANDARD F ACULTY P OSTING P ROCESS *Required information is denoted with an asterisk. Enter candidate informationEnter position information

43 Create & Complete New Hire Checklist in ATS S ECTION 1: S TANDARD F ACULTY P OSTING P ROCESS Enter school/department information Click “Continue to Next Page” when finished *Required information is denoted with an asterisk.

44 Create & Complete New Hire Checklist in ATS S ECTION 1: S TANDARD F ACULTY P OSTING P ROCESS 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 Create & Complete New Hire Checklist in ATS S ECTION 1: S TANDARD F ACULTY P OSTING P ROCESS Click “Confirm” A confirmation message will then display indicating the check list has been successfully submitted

46 Create & Complete New Hire Checklist in ATS 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 S ECTION 1: S TANDARD F ACULTY P OSTING P ROCESS

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

48 CLOSE THE REQUISITION S ECTION 1: S TANDARD F ACULTY P OSTING P ROCESS The Hiring Manager contacts HR to close the requisition.

49 PRE-EMPLOYMENT ACTIVITIES S ECTION 1: S TANDARD F ACULTY P OSTING P ROCESS 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 email will be generated from HR to the hiring department advising that employment is authorized.

50 SECTION 2: SEARCH WAIVER PROCESS

51 WAIVERS S ECTION 2: WAIVER P ROCESS A department may submit a request to waive a search committee if one of the following criteria applies: Non-Benefits Eligible FacultyA 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 PositionClassified staff member/Postdoctoral Research Fellow/Staff Physician/Staff Dentist is promoted to a faculty position within the same department Presidential WaiverHOOP Policy 189 Spouse/Domestic Partner Accommodation Hiring spouse/domestic partner of newly hired UTHealth employee Emergency AppointmentDepartment performance may be impaired as a result of vacant position

52 WAIVER PROCESS STEPS S ECTION 2: WAIVER P ROCESS 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 WAIVER PROCESS STEPS S ECTION 2: WAIVER P ROCESS The UTHealth Faculty Search Waiver Request form with instructions can be found on the Faculty Recruiting Resources website at:Faculty Recruiting Resources https://go.uth.edu/facultyrecruiting

54 SECTION 3: ACQUISITION PROCESS

55 ACQUISITION PROCESS S ECTION 2: ACQUISTION P ROCESS 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 ACQUISITION PROCESS STEPS S ECTION 2: ACQUISITION P ROCESS 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 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 Faculty Recruiting Resources https://go.uth.edu/facultyrecruiting HR Employment Services’ Team HOOP Policy Number 143 – RecruitmentPolicy Number 143 Additional Faculty HOOP PoliciesFaculty HOOP Policies “How Do I Hire a New Employee?” RESOURCES S ECTION 3: R ESOURCES & C ONTACTS

59 CONTACT INFORMATION S ECTION 3: R ESOURCES & C ONTACTS Posting a Faculty PositionErin Jones713-500-3089 General Recruitment Best Practices and Resources Linda Muyskens 713-500-3139 Search WaiversEVPARA Office713-500-3062 Faculty Pre-Employment Process Krishna Kadiyala713-500-3154 Equal Employment Opportunity Concerns Renee Williams713-500-3416


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