Arts and Sciences &

Office of Equal Opportunity Programs

Training SessionsFaculty Hiring & Recruitment Tracking

SystemMay 2 & 3, 2005

Introductions:

Clara Fortune (ctf@virginia.edu, 4-4609)Kathy Woodson (krm5m@virginia.edu, 4-7285)HRMS Dean’s Office SpecialistsA&S Dean’s Office

Robbie Greenlee (rag6a@virginia.edu, 2-3283)Equal Opportunity OfficerOffice of Equal Opportunity Programs

Doug Geiling (dgeiling@graystoneadv.com)Graystone Group Advertising1-800-544-0005 or 203-549-0061 (Fax)

•Logging in to Faculty Hiring and Recruitment Tracking System (FHRTS) to initiate and process faculty searches and exemptions

•Navigating through the application and process

•Tips and tricks for working in the system

•Soliciting Applicant Information (formerly Appendix B)

•Graystone Group Information

Training Objectives:

New Features of FHRTS:•A search will flow as one document and will be viewed in terms of search components and not individual forms or appendices.

•Initiator’s information is pre-populated based upon their e-mail id and home organization code in Oracle and the whois database.

•Drop down boxes for selection of criteria in fields, for example organization numbers, are provided for easy population instead of typing.

•Assistance in adding committee members by populating all required information based on their last name or computing id.

•Information required for the previous e-forms appendices is the same on this system, except there is no race/sex/ethnicity information for candidates on the Pre-Offer Approval. Applicant demographic information will be handled through the Applicant Information Form (former Appendix B).

•All searches will be assigned a temporary reference number TMP-XXXX. Once approved by the Dean’s Office and EOP, a permanent number is assigned to the search, ACD-XXXX. (ACD means academic.)

•This same process happens for an exemption. It will have a TMP-XXXX number until approved. Then the permanent number will be EXM-XXXX. (EXM means exemption.)

•The correct routing of the information for approval is pre-programmed.

•URL: https://etg14.itc.virginia.edu/eeo/recruit (NOTE THE HTTPS)

•URL automatically takes you into Net Badge.

•Login with computing ID and password for Central Mail Service, Home Directory, Blue Unix cluster or Eservices Domain.

•If you experience difficulties logging into the system, contact your Dean’s Office HRMS Specialist for Help (Clara Fortune, ctf, 4-4609 or Kathy Woodson, krm5m, 4-7285).

•If you are having a password issue, contact ITC Accounts at 243-6610.

•To Bookmark FHRTS correctly, please ensure that you change the properties as described on the next slides. If you do not do this, the bookmark will not function correctly and you will not be able to log into FHRTS.

Logging into System:

Bookmark Help – Internet Explorer:

• Bookmark Net Badge Web Page.

• Click on Favorites in the web menu bar.

• Right click on the bookmark and then left click on properties.

• Change URL on the Web Document tab from:

https://netbadge.virginia.edu/

to

https://etg14.itc.virginia.edu/eeo/recruit

Bookmark Help - Netscape:

• Bookmark Net Badge Web Page.

• Click on Bookmarks in the web menu bar and select Manage Bookmarks.

• Right click on the bookmark and then left click on properties.

• Change URL on the “Properties for NetBadge Login” in the Location field from:

https://netbadge.virginia.edu/

to

https://etg14.itc.virginia.edu/eeo/recruit

Login Screen:

Hiring & Recruitment Tracking System (FHRTS) Menu:

Search or Exemption Components• Search (previously Appendix A)

Contact Information, Position Information, Recruiting Documentation, Search Committee, Comments

• Pre-Interview (previously Appendix C)

• Pre-Offer (previously Appendix D)

• Exemption (previously Appendix E)

Use the icons to easily determine the status of your search or exemption.

Icon Legend:

FHRTS steps you through each part of the search or exemption. You must save after each screen and that will automatically take you to the next screen.

If you want to move between information screens, you may also simply click on the blue link to the left of the information screen.

Navigation:

Create New Search:

• Temporary Number – system automatically creates a temporary number once a “Create a Search” is selected.

• Contact Information – Person who should be contacted if the Dean’s Office and/or EOP have questions on a particular search.

• Remember to save after each screen to retain information.

From Main FHRTS Menu, under My Work click on Create a Search.

Position Information:

• Background Information applicable to the position being searched.

• Closing Date of advertisement or open until filled.

• Organization is the hiring department.

• Appointment Type, Rank, Title – Same as in Oracle.

• Working Title is the same as formal faculty title in Oracle. It is the same as working title in Oracle for FA or FP faculty.

• Tenure Status – Same as in Oracle.

• Position Number – Required only if FA or FP position.

Don’t forget to save!

Recruiting Documentation:• Screening Criteria – Specific information pertaining to the

qualifications preferred and required as listed in the ad text that a candidate must hold needs to be addressed in this section. You must also include the terminal degree required for the position.

• Recruiting Plan – List all planned efforts, including advertisements (using journals, publications, newspapers, websites, listservs, direct mailings, etc.) to generate a diverse pool of qualified applicants. Please provide a full narrative of your efforts to diversify your applicant pool.

• Copy of Advertisement – Place a copy of your advertisement without the EO/AA statement. A copy of the advertisement will automatically be posted to the HR web site.

• EO/AA Statement – Examples Below:

The University of Virginia is an Equal Opportunity/Affirmative Action Employer.

The University of Virginia is an Equal Opportunity/Affirmative Action Employer strongly committed to achieving excellence through cultural diversity. The University actively encourages applications and nominations from members of underrepresented groups.

Search Committee:

Select the add button. Search on last name or computing id and select correct name. Repeat process to add all committee members. Must have at least three. Remember to save after the last committee member.

Comments:

Use this area to add information such as: How will diversity be incorporated into the search process if the committee is not diversified? This comments text box can be seen by all, please only use this text field for permanent information pertaining to the search.

Don’t forget to save!

Summary Views:

Summary of information entered and saved. User can use the Printer-Friendly View button, then click on the print button in their web browser’s to print document for their files. Review this carefully as you may edit before submission.

Submission for Approval:(on the bottom of the Summary Views screen)

Initiator must click Approve, Reject, FYI to proceed to the next screen. If you see errors (highlighted) or changes to be made, select the edit in the applicable component(s) and make the necessary change(s) and save. You can not submit for approval until all required fields have been entered. (This screen is not the final submission.)

All search information is shown again. Please note the Printer-Friendly View option where you can print the completed search components. You can also send FYI copies by adding in their computing ID and make additional comments if necessary. Click Approve and FYI button. The form will be sent to the Dean’s Office for approval. Please note the icon change. The Dean’s Office is not requiring any FYIs.

Submission for Approval (Second Screen):

Submission to EOP:

• Icon will change to EOP once the submission has been approved by Dean’s Office and is awaiting approval from EOP.

• Once approved by EOP, icon will change to two people facing each other and be assigned a ACD number.

To check the status of the search, navigate to the Routing Info and click. Use your icon legend for the current status of the search.

Routing Info:

E-mail Notification & Advertisement

• Initiator will be notified by an e-mail from eop-hrt-admin@virginia.edu that a search component submitted for approval has been approved.

• Once approved the advertisement will automatically be placed on the UHR website. Department can also then place ads, but they must be identical to approved ad text. Note that ad content and closing dates can be changed by the Dean’s Office and/or EOP.

Applicant Information Form (Formerly Appendix B)

• Applicant Information Form

You are required to acknowledge all applications received and send them the Applicant Information Form. The acknowledgement template letter and the Applicant Information Form is available at:

http://www.virginia.edu/eop/Appendix%20B%20Template%204-05.doc

The forms should ideally be sent via e-mail. If an e-mail address is not available, they may be sent via regular mail with a postage paid return envelope that you may obtain from EOP.

If e-mail or regular postage containing Applicant Information is sent directly to the department in error it must be forwarded unopened (if possible) to EOP.

• From the Main menu, click on In Progress next to My Work.

• Click on Reference Number to open search that you are wanting to add candidates to (Pre-Interview) or to add information about candidates interviewed (Pre-Offer).

Navigating to Searches in Progress for Pre-Interview or Pre-Offer:

Pre-Interview Candidates:• Information needs to be

completed on how many applications were received and how many applicants qualified. This information should be edited for any new candidate(s) who apply.

• Total number of Applicant Demographic Information forms received by EOP is tracked and entered by the EOP Office.

• Screening Methods text box will appear. This will be the same on all candidates and can not be edited by the user once saved. Call the Dean’s Office if this needs to be edited. List any methods used to screen applicants prior to on-site interviews (such as informational interviews held at conferences, phone interviews, etc.).

Pre-Interview Candidates (Continued):

You will need to follow the following process for each candidate that you wish to interview.

• Find and select the appropriate search. Click on Add a New Candidate.

• Each candidate must be entered along with Reasons Chosen for interview. Comments may be added, if needed. List specific reasons candidate was selected for an on-site interview based upon qualifications stated in the advertisement and screening criteria.

• Must click save, which will prompt you for the submission of the approval of the candidate screen.

Pre-Interview Candidates (Continued):

• Must click the Approve, Reject or FYI button for each candidate. On the next screen (Comments) you will click the Approve and FYI button. Information will be routed to the Dean’s Office for approval.

• Then enter other candidates.

• Once the information is to the Dean’s Office, they contact EOP to ensure that the candidate pool is diversified in race, sex, and ethnicity. If it is not, the department will be notified to take appropriate action.

• User will receive an e-mail notification once approved by EOP.

• CV or Resume of each candidate must be forwarded to the appropriate Associate Dean.

Pre-Offer:. You will need to follow the following process for each

candidate that you interviewed.

• Find and select the appropriate search. Click Create under Pre-Offer to add candidate interview summary for a specific candidate.

• Interview Summary - Describe the strengths and weaknesses of each candidate as they relate to the qualifications advertised for the position as documented during the on-site interview. These comments should not be a duplication of the Pre-Interview Reasons Chosen, but additional information collected during the interview process.

• Comments – You may add additional information pertaining to the candidate and the search.

• Offer Status – Select appropriate response from drop down list.

If candidate chosen declines the offer, department staff must notify the Dean’s Office so the offer status field can be updated by Dean’s Office. Alternate candidate is next in line for position. If alternate candidate declines, another candidate must be chosen or search needs to be re-evaluated for additional qualified candidates. Once a third or subsequent candidate is selected, the Dean’s Office must be notified to change the offer status. The department would need to add this candidate (Pre-Interview and Pre-Offer) in the system if the information did not already exist.

Create an Exemption:

• Complete the Contact and Position Information – identical to screens for the search information.

• Start and end dates of the exemption must be precise.

Academic appointments:

Begin on 8/25/xx and continue until 5/24/xx each academic year

(9 month faculty; i.e. Instructors, Lecturers).

Semester appointments:

8/25/xx-1/9/xx (Fall semester)

1/10/xx-5/24/xx (Spring semester)

From Main FHRTS Menu, under My Work click on Create an Exemption.

• Candidate Information - Enter last name, first name, middle initial and suffix (Sr., Jr, III or etc.).

Create an Exemption (continued):

• Exemption Reasons - Only one radio button can be selected. If another reason applies, please address it in the Additional Documentation text box (on the next screen).

• Click on save to proceed to the next screen.

• Additional Documentation - Please use for:

Additional exemption reasons.

All information pertaining to the exemption reason chosen, if any additional information is necessary.

Providing a brief job description of work being performed and/or courses being taught, FTE, salary rate, PTAO, supervisor, and the name the person is replacing if applicable.

• Comments - You may add additional information pertaining to the candidate and the exemption.

Create an Exemption (continued):

Create an Exemption (continued): • Summary Views - Summary of information entered and saved. User can use the Printer-Friendly View button, then click on the Print button in their web browser’s to print document for their files.

• Initiator must click Approve, Reject, FYI to proceed to the next screen. If you see errors (highlighted) or changes to be made, select the edit in the applicable component(s) and make the necessary change(s) and save. You can not submit for approval until all required fields have been entered. (This screen is not the final submission.)

• All exemption information is shown again. Please note the Printer-Friendly View option where you can print the completed exemption components. You can also send FYI copies by adding in their computing ID and make additional comments if necessary. Click Approve and FYI button. The form will be sent to the Dean’s Office for approval. Please note the icon change. The Dean’s Office is not requiring any FYIs.

• Exemption is approved by EOP once the icon changes to a green background with a check mark. Also, a EXM number is assigned to replace the temporary number.

Locating a Particular Search or Exemption Once Final/Approved:

You are able to search by:

search or exemption number

name of candidate on search or exemption

search status

department

Log IntoNet Badge & Hiring

& RecruitmentTracking System

Arts and Sciences Create or Edit a Search

Create a NewSearch(App A)

PositionInformation

(App A)

RecruitingDocumentation

(App A)

Required EEOApplicant

Information Form(App B)

Submission forApproval(App A)

Summary Views(App A)

Comments(App A)

Pre-Offer(App D)

Pre-Interview(App C)

Submission forApproval(App D)

https://etg14.itc.virginia.edu/eeo/recruit

Log in using: UVA ID (ex. Ejm6n) Password is Central Mail Server Password

Experiencing Difficulties Logging In: Contact your Dean’s Office HRMS Specialist (Clara Fortune, ctf or Kathy Woodson, krm5m) For password problems, call ITC Accounts at 243-6610

A search does not begin untilapproval from the appropriateAssociate Dean is obtained byyour Department Chair orProgram Director.

FA and FP positions require aposition number before asearch is started. Thesepositions must have a positiondescription approved by theDean’s Office and ProvostOffice before a search isstarted.

All required fields ofinformation are thesame as in Oracle.

Please see TenureStatus Information toenter the correctTenure Status.

Screening Criteria must includespecific qualifications that competitivecandidates for this position mustpossess. This must include theterminal degree requirement ifappropriate.

Recruiting Plan must list all plannedefforts to generate a diverse pool.This should include advertisements,contacts at historically black collegesand universities, and other appropriateavenues.

Copy of Advertisement should beinserted without the EO/AA statement.This copy will be posted on the HRweb site once the search is approved.

EO/AA Statement Examples:

The University of Virginia is anEqual Opportunity/AffirmativeAction Employer.

The University of Virginia is anEqual Opportunity/AffirmativeAction Employer stronglycommitted to achieving excellencethrough cultural diversity. TheUniversity actively encouragesapplications and nominations frommembers of underrepresentedgroups.

Use the Comments section toadd explanations such as howwill diversity be shown if thecommittee is not diversified.This could include meetingswith student groups or aminority organizations on oroff grounds that provide inputto the committee.

Print document for filing. Information automaticallyroutes to the Dean’s Officefor approval. The Dean’sOffice then forwardsinformation to EOP forapproval.

Initiator is notified via e-mailfrom eop-hrt-admin@virginia.edu that acomponent of their searchhas been approved.

Once approved, theadvertisement will be placedon the HR website. Adscan then be placed, butmust be identical toapproved ad text. Adcontent and closing datescan be changed by Dean’sOffice and/or EOP.

Search Committee(App A)

Search Committees shouldbe comprised of faculty,community representatives,or researchers, and everyeffort should be made todiversify the committee.Committees must have atleast three members.

You are required to acknowledge allapplications received and send them theApplicant Information Form. Theacknowledgement template letter andthe Applicant Information Form isavailable at:

http://www.virginia.edu/eop/Appendix%20B%20Template%204-05.doc

The forms should ideally be sent via e-mail. If an e-mail address is notavailable, they may be sent via regularmail with a postage paid return envelopethat you may obtain from EOP.

If e-mail or regular postage containingApplicant Information is sent directly tothe department in error it must beforwarded unopened (if possible) toEOP.

Must be submitted andapproved before interviewscan be conducted.Candidate screening criteriashould have been clearlystated in the advertisementand screening criteriasections of the RecruitingDocumentation. Terminaldegree information, includingtype and institution must beincluded. Do no includedates degrees obtained.

Dean’s Office contacts EOPto ensure that the candidatepool is diversified in race,sex, and ethnicity. If it is not,the department will benotified to take appropriateaction.

Before the Pre-Offersearch componentis initiated,negotiationsbetween DepartmentChairman orProgram Directorand appropriateAssociate Deanshould be finalized.

Once approval hasbeen given by theDean’s Office andEOP, the formal offerletter from the Deanwill be mailed tothe candidate.

Once the candidateaccepts, the ad on theUHR web site will beremoved by theDean’s Office.

Tenure Status Definitions

• Tenured – Employed without term. Can only be terminated for cause.

• Tenure Track – Working toward Tenure or on the tenure track. Employees on the tenure track are hired initially on a three year contract. After successful completion of their third-year review, tenure employees are given a four year contract. In their sixth year (the third year of their second contract) tenure track employees have a promotion and tenure review. If they are granted tenure, their seventh year is the first year as a tenured faculty member. If they are denied tenure their seventh year is their final year of employment, as it is the fourth and final year of their second contract.

• Tenure Ineligible, with the Expectation of Continuation – Employees who have completed at least two, three-year contracts with satisfactory performance have an expectation of continued employment. This expectation is granted the first year after the completion of two contracts and the expectation of continued employment can not be earned before six years of satisfactory employment.

• Tenure Ineligible, without the Expectation of Continuation Possible – Temporary appointments for a set period of time, usually anywhere from a semester up to two years, where the faculty member does not ever have the expectation of continued employment. They usually sign a statement waiving their right to the expectation of continued employment.

• Tenure Ineligible, the Expectation of Continuation Possible – Employees who have not yet completed two contracts equaling six years of successful job performance, but who have the expectation of continuation once they meet the required time and performance standards.