USPS and A&P Hiring Training USPS and A&P Hiring is very similar. In order to differentiate between them I have added the following codes: (U) or (A) (B) for both By Suzanne Lin Budget and Personnel, Dean’s Office March 7, 2012 Key: (U)=USPS, (A)=A&P, (B)=Both

Hiring and Budget Authorization Form (HBAF) (B) Needed for all position requests Leave position number blank Fill in justification Secure appropriate signatures Send to Budget and Personnel, Dean’s Office Once HBAF approved, scanned copy will be sent to department. ALL pay plans will need a HBAF completed and approved before processing begins.

Show everyone where to find all of the information on the website.

Position Description (B) To avoid delays, should be sent over to the Budget and Personnel, Dean’s Office with HBAF and resignation letter (if applicable) Should be newly created for the vacant position Opportunity to update Signed by Chair/Director Once approved by Budget Director and Dean, an email will be sent to the Certified Interviewer and Chair/Director to create the online posting Both pay plans need a newly created PD with chair/director approval.

Create Online Posting (B) Postings should be submitted at the base pay salary as provided by HR Compensation (U) If not part of a pay structure, then “Negotiable” is used (A) Postings should be posted for a minimum of one week (F-Th)(B) People Admin manual available on the HR Recruitment website “ Online Employment System Reference Guides ” (B) Specific items for CAH: Add CI, HM and EU names (B) Deadline to send posting to HM is Monday by noon (B) An outside source of advertisement needed (A) If posted “Open Until Filled” a closing date must appear on the posting before the position can be offered (B) Until the position closes, all candidates must be taken into consideration (B) To close a posting, email me your request (B) The People Admin. System has been upgraded and the manual provided by HR takes you through creating posting step-by-step.

HR Recruitment Once posting closes, a review for Veteran’s Preference and Recall Rights will be conducted (U) Posting will then be released to Hiring Manager (U) Hiring Manager will email department to advise that posting is ready for them to begin the search process. (U) Certified Interviewer will need to verify that the pool of qualified applicants is diverse (B) If not diverse, then position will need to be reposted until a pool of qualified applicants is diverse (B) Definition of diverse: Both men and women with 2 or more different races.

All Positions=Formal Searches (B) All Search Committee Meeting Announcements need to be sent to HR 48 hours prior to the meeting by fax to 407-823-1095 or email it to employment@mail.ucf.edu During the initial meeting the Hiring Official should charge the search committee (Search Committee must be diverse) Search committee will determine rounds for screening applicants Round 1: Minimum Qualifications Round 2: Preferences Round 3: As established by the search committee Search committee minutes should be sent to the Budget and Personnel, Dean’s Office for approval prior to the next meeting Hiring Official will make the final decision on who to hire (with the Dean’s approval, of course). Hiring Official should not be a part of the search committee. Search committee should be diverse with a minimum of three participants.

Searches-Cont’d. Interviews: All applicants should be asked the same questions for consistency Make sure all Veterans who have been granted preference and who meet the minimum qualifications are interviewed (U) Make sure at least two internal employees who have been granted preference and meet the minimum qualifications are interviewed (provided at least 2 have applied) (U) Candidate is suggested to Hiring Official as originally charged Use the USPS or A&P Hiring Packet Checklist By using the checklist, you can help keep the search on track and ensure that all steps have been taken to make this a good solid search.

Hiring Proposal(U) Certified Interviewer should disqualify non-selected applicants at the round they did not pass (ex: if Round 1 is min. quals. and the individual did not meet min. quals. they would be disqualified at round 1) in the People Admin. System Certified Interviewer will complete the hiring proposal Make sure Disclosure and Release information is completed on application in order to have background check initiated by HR. Two Reference checks (by phone)-use the form found on HR website http://hr.ucf.edu/web/forms/employment/Telephone_Reference_Check.pdf Establish start date (allow sufficient time for HR, Dean’s Office, AA to process request and with the assumption that the candidate will give a two week notice to present employer) Secure copy of transcript (original transcript must be received in HR within 30 days or 90 days if international transcripts) Add additional information/documents to posting Search Committee Meeting Notices Search Committee Minutes Submit hiring proposal to Hiring Manager along with the signed application and transcripts (if applicable) Remember that anyone currently on payroll must start the beginning of a pay period. If someone from the outside is selected, they may start any day of the week.

Agreement Request & Employment Certification (A) Certified Interviewer should disqualify non-selected applicants at the round they did not pass (ex: if Round 1 is min. quals. and the individual did not meet min. quals. they would be disqualified at round 1) in the People Admin. System Complete the required fields, denoted by asterisks Make sure Disclosure and Release information is completed on application in order to have background check initiated by HR. Two reference checks (by phone)-use the form found on HR website http://hr.ucf.edu/web/forms/employment/Telephone_Reference_Check.pdf Establish start date (allow sufficient time for HR, Dean’s Office, AA to process request and with the assumption that the candidate will give a two week notice to present employer) Secure copy of transcript (original transcript must be received in HR within 30 days or 90 days if international transcripts) Add additional information/documents to posting Search Committee Meeting Notices Search Committee Minutes Submit Agreement Request & Employment Certification to Hiring Manager along with transcripts (if applicable) Remember that anyone currently on payroll must start the beginning of a pay period. If someone from the outside is selected, they may start any day of the week.

Offer Of Employment (B) Hiring Manager will email the Certified Interviewer and Chair/Director once the “Selected Candidate is Approved for Hire” by HR Once this is received an official offer of employment may be made to the selected candidate by using a job offer letter (sample letters) Departmental considerations: Where and to whom should the new employee report to on their first day? Where will the new employee be located (space)? Will the employee need computer access? Will the employee need keys? Will the employee need a phone? Any other particular needs that need to be addressed for my department? Be prepared to speak of a “conditional offer of hire”: No promises made on date or salary. Make sure the applicant understands that we cannot advise them when to give notice to their current employer. Reiterate that it is a conditional offer of hire.

Sign-In (B) Have selected candidate email Suzanne Lin at suzanne.lin@ucf.edu in order to set up sign-in appointment This may occur prior to the start date or on the start date Employee will need to attend an all day New Employee Orientation at HR (as outlined in HR’s schedule)

People Admin. Tips (B) Mozilla Firefox is better to use with People Admin. System Creating reports Saving searches (all are brand new) Searches made under GU all GU’s can see, if made on personal account then you can only see the searches you made (no one else can see them) Delete old searches Firefox is user friendly and will allow you to use the back button.

Retrieving Postings in People Admin. Look for saved searches Use 38078? Coord, Admin. Serv. 14 ppl. Cxl’d posting

Click on Applicants to see who applied Once you open a posting: You will see tabs showing summary, history, applicants, reports, hiring documents. Click on applicants if you want to see who applied for the position.

Clicking the up arrow will alphabetize the column A-Z You will see a list of applicants and the documents they attached. If you want to alphabetize the list then click the up arrow.

As you can see will alphabetize from A-Z. Sorting can be done by column. Columns can be moved left or right. To view individual applications you can click on the name or “actions” and then view application.

Can export list to Excel You can export your information to an excel spreadsheet in order to manipulate the information as needed.

This is what it looks like.

Click more search options to add more column information to the list. Click here to open search options Click more search options to add more column information to the list.

Every field in application is in a column The columns are all of the fields filled out by the applicant on their application. Begin live demonstration. Select: Did you graduate from HS?, Any Relatives Employed at UCF? Move columns from left to right, etc.

Saving a search Click on Save this search and then the following will appear

Save the search. LN, HS, Relatives Name your search and decide to make it default or not and save search Save the search. LN, HS, Relatives

Troubleshooting Searches The People Admin. System doesn’t always recognize enough columns to actually save the search Add more columns for the system to recognize and differentiate between original search and modified search

Creating Reports Select report to run

Report will be Queued Report will Queue

Wait until Completed before trying to View Report Wait until completed or you will get an error message and will not be able to view the report.

Sample of EEO Report This is where the CI can see if the diversity of the applicants (as a whole). This report doesn’t depict if it is a diverse and qualified pool. CI will still need to advise the search committee if in fact the pool is diverse and qualified. If not the search may need to continue to remain open or be re-posted.