1. 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

2. 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.

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

4. 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 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.

5. 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, 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.

6. 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 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.

7. 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 or it to
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.

8. 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.

9. 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
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.

10. 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
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.

11. Offer Of Employment (B)
Hiring Manager will 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.

12. Sign-In (B)
Have selected candidate Suzanne Lin at 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)

13. 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.

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

15. 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.

16. 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.

17. 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.

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

19. This is what it looks like.

20. 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.

21. 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.

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

23. 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

24. 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

25. Creating Reports
Select report to run

26. Report will be Queued
Report will Queue

27. 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.

28. 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.