1. A step by step guide to recruiting vacancies

2. Completing a recruitment request- position descriptions: All requests for recruitment begin with an appropriate action processed through the People Admin system Using your account access, log into https://jobs.fau.edu/hr and select the appropriate action under Begin New Action https://jobs.fau.edu/hr NOTE: Every vacancy must begin with an updated/ reclassed/ established position description

3. Begin new action on People Admin:

4. In order to recruit a position, select one of the following options: Establish a new position to post Reclassify/Update a position description in the system to post Reclassify/Update a position not in the system to post ________________________________________________________ Complete the information in steps one (1) through five (5) on the position description Every ‘to post’ action has a sixth tab called ‘Posting/Requisition Form.’ This tab is the recruitment request, which is sent to the Employment department for posting once the position description is approved by Classification & Compensation If you have any questions regarding steps one (1) through five (5), contact Classification & Compensation at 561-297-1389. For assistance with the posting/requisition tab, contact Employment at 561-297-3058

5. Position description tabs:

6. Tips to Completing the Recruitment Request: An overview of the required fields

7. Position Summary: The summary should be a brief overview of the position’s duties and responsibilities Try to include the essential function statement or essential duties that are listed in the position description The language included in the recruitment request must be job related, nondiscriminatory and should match the requirements in the position description

8. Posted minimum qualifications: The posted minimum qualifications are the education/experience/skills/training necessary for this position The University has official minimum qualifications for each classification title. The posted minimum qualifications can require more education and/or experience than the minimum qualifications but never less than the official minimum Example: Official minimum qualification- Bachelor’s degree and two years of experience The Hiring Department can ask for a Bachelor’s degree and three years of experience but can not ask for a High School diploma and five years of experience or a Bachelor’s degree and one year of experience

9. Posted minimum qualifications (cont): This section allows the hiring department to specify the exact type of education, experience and/or skills desired for the position. Preferred experience may also be added in this section Applicants can be better tailored to your position by being more specific on your posted qualifications Education example- Bachelor’s Degree in Business Administration, Accounting or related field Experience example- High School diploma and four years of office or clerical experience. Previous University experience is preferred Skills example- Knowledge of Microsoft Office products and Banner is required. Excellent interpersonal, organizational, and problem-solving skills desired. The candidate should be customer-service oriented

10. Recruitment request layout on People Admin:

11. Posted fixed annual salary or salary range: The posted salary range must be within the classification title’s pay grade for SP or pay range for AMP) but cannot exceed the approved budget amount for the position A candidate can only be offered an amount that falls within the posted salary range Example: If a posted salary range is $25,000- 30,000. The candidate cannot be offered $32,000 because it is outside the posted salary range

12. Posted fixed annual salary or salary range: The entire pay range should not be posted because applicants may apply expecting to be paid the top figure Example: the salary range for a Clerk is $16,564-38,946. Only a portion of the range should be posted so a range of $17,500-21,000 would be acceptable but the entire range would not be) The posted range should be no more than the department is able to pay an employee and no more than what is budgeted for the position

13. Posted fixed annual salary or salary range (cont): For SP positions, keep in mind that any new hire can be paid up to 20% above the minimum and current employees can be paid the greater of up to 15% above their current salary or 20% above the minimum of the new pay grade (if moving to a higher pay grade) without a justification letter Example: Clerk pay range is $16,564-38,946, if paying a new employee over $19,876.80 (20% above the minimum) a justification memo would be required For SP positions, the low end of the posted salary range should not exceed 20% above the minimum of the classification’s pay grade. This is because the salary is based upon the selected candidate’s education and experience, and not on the position itself

14. Posted salary range:

15. New/reclassified/replacing field: Select the appropriate radial button in regards to whether the position is new, reclassified or replacing an employee If an employee is being replaced, enter the name of the employee that is leaving and his/her date of separation Also enter the anticipated start date of the new employee

16. Recruitment request overview:

17. Desired application/recruitment deadline: Complete the ‘Desired application/recruitment deadline’ field in a mm/dd/yyyy format The minimum posting period is two weeks There is no longer the option of ‘Open Until Filled’ Keep in mind, applications will not be available for review until after the recruitment has closed

18. Recruitment deadline field:

19. Special instructions to the candidates: If there are any special instructions for the applicants, they may be entered in this field Example: Please attach a writing sample in addition to your resume and cover letter or include a minimum of three references on your application/resume

20. Hiring authority’s contact information: Enter the hiring authority’s name, title, phone extension, email and fax number This information does not display to the applicants, it is solely for the Employment department’s usage If there is a second point of contact (ex. business manager or secretary) enter his/her name, extension, email and fax number after the hiring authority’s information

21. Contact information & special instructions to applicants:

22. Outside advertising: Outside advertising is not mandatory; however, if interested in placing outside ads the external requisition section should be completed The Employment department works with Graystone Advertising to place FAU’s external ads When completing the external requisition section enter advertising sources you would like quoted, the ad verbiage, and the Index number that should be charged If a desired source is not in the list of advertising sources, write the preferred source’s name in the box below the list of sources

23. Outside advertising (cont): Hiring departments may choose to approve advertising up to a specific dollar amount or they may choose to know the exact cost of the advertising prior to the ad being placed. The Employment department will contact the hiring authority after a quote is received from Graystone Advertising Outside advertising dates should coincide with the internal requisition Hiring departments may place their own advertising if they desire, but the advertisements should be run by the Employment department for review to ensure the appropriate legal information is included in the ad If a hiring department is placing their own advertisement, it should include the position number and refer applicants to the FAU website to apply for the position

24. Outside advertising fields:

25. Review: After the posting/requisition form tab has been completed, review the information to ensure it is correct and coincides with the information in the position description.

26. Review (cont): Verify: Is the posted salary range within the position’s pay grade/range? Is the posted salary range a portion of the pay grade and not the entire range? Do the posted minimum qualifications match the position descriptions qualifications? Do your posted minimum qualifications meet or exceed the official minimum qualifications for the classification? Is the position close date a minimum of two weeks in the future?

27. PEOPLE ADMIN HINTS: People Admin times out after 60 minutes. If you are going to be away from your desk for a period of time, press ‘Save and Stay on this Page’ to save your work Fields with an asterisk (*) are required and must be completed in order to save any work or continue to the next page People Admin does not have spell check. Write your job description in Microsoft Word, complete spell check and then copy the information to People Admin Date formats throughout the system require a MM/DD/YYYY format. Remember to input all digits including a 4-digit year or you will receive an error