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eRecruit User GuidePrepare Job Offer
Unpaid AppointmentsHonorary, Adjunct and
Visiting
HR User Guide 29 June 2016 1 | P a g e
Brief Document Description
Overview This User Guide explains how to prepare a job offer for an unpaid appointment in eRecruit. Appointments include Honorary, Adjunct and Visiting. Please refer to the end of this guide for troubleshooting material.
About this Business Process
The purpose of Adjunct, Honorary or Visiting appointments are to enable the University to maximise its use of the academic and professional talent in the broader community to enrich the student experience and to advance Griffith's Learning and Teaching, and Research goals.
To find out more about unpaid appointments please refer to the Adjunct, Honorary and Visiting Appointments Policy and Procedure.
For further assistance using eRecruit, please contact HR on (07) 373 54011 (ext 54011).
IMPORTANT: There is a different eRecruit process for raising direct appointments. For further information, please refer to the User Guide for Direct Appointments.
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Steps
Prerequisite Preparation Checklists
Step 1 Navigate to Recruiting Home
Step 2 Create Job Opening
Step 3 Enter the Job Details
Step 4 Attach the applicant to the job
Step 5 Prepare Job Offer
Step 6 Submit Job Offer for approval
Troubleshooting How do I find a drafted job opening?
How do I find a drafted job offer?How do I track my direct appointment in the approval process?How do I edit a declined job offer?How do I clone a previous position?
Useful Icons
Use this icon to view specific help text
* Indicates a mandatory field
Use this look up icon to search for data.
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Preparation Checklist – Unpaid Appointments
It is recommended that you have the following information ready prior to raising a direct appointment in eRecruit:
Job Opening Job Code: Number of Openings: Campus Location:
Status Reason: Please select one: HR Adviser, Appointment Services: Head of Element: Applicant Employee ID (if applicable): Name: Email Address: Attachments
Curriculum VitaeJob Offer
Additional Offer Components (i.e. allowances): Salary Costing Information
(incl. Speed Type Key, Class Field, Account and Percent to Allocate): Comments/Justification:
Is the person a citizen or resident from a country that may be subject to sanctions? Yes No
Eligibility to work in Australia: Appointment Type: Start Date: Estimation Date: Yes No End Date (for fixed term appointments): Hours per fortnight: Induction Delegate (if required)
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Step 1 - Navigate to Recruiting Home
Open the Griffith Home Page. Click on Staff Portal in the top right hand corner of the screen.
Log into the Staff Portal using your Griffith ID and Password
The Staff Portal Page displays. My Staff Page can be accessed in two locations within the Staff Portal.
The first location is by clicking on My Staff Page under “Key Services”
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Alternatively you can select Employment from the left hand side navigation menu, and click My Staff Page under “Human Resource Management”
A series of ‘tiles’ will appear on your Home Page once you have logged in to My Staff Page.
Click on the ‘Recruitment’ tile.
The Recruitment Dashboard displays.
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The layout of the Recruitment dashboard has changed. The new page is divided into two sections.
Left hand menu - lists all the menu items under each main heading. The right hand screen - provides functionalities of the menu item chosen on the left hand screen.
Click on ‘Recruitment Home’.
Step 2 - Click Create Job Opening
From the Recruitment menu on the left hand side of your screen, click Create Job Opening.
The Primary Job Opening Information page displays.HR User Guide 29 June 2016 7 | P a g e
Enter the Job Details
Departmento If you are creating a job opening for a different Department,
update Department code by clicking on the look up.
Job Code
For Adjunct Appointments use:
Job Code Description
ADJAAL Adjunct Associate Lecturer
ADJBLT Adjunct Lecturer
ADJCSL Adjunct Senior Lecturer
ADJDAP Adjunct Associate Professor
ADJEPR Adjunct Professor
ADJPRF Adjunct Principal Research Fellow
ADJRFL Adjunct Research Fellow
ADJSCR Adjunct Senior Clinical Research Fellow
ADJSRF Adjunct Senior Research Fellow
ADJOTH Adjunct Other
For Honorary Appointments use:
Job Code Description
HONCSL Honorary Senior Lecturer
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Job Code Description
HONDAP Honorary Associate Professor
HONEPR Honorary Professor
HONFEL Honorary Fellow
For Visiting Appointments use:
Job Code Description
VISSCH Visiting Scholar
VISAAL Visiting Associate Lecturer
VISBLT Visiting Lecturer
VISCSL Visiting Senior Lecturer
VISDAP Visiting Associate Professor
VISEPR Visiting Professor
VISFEL Visiting Fellow
VISRFL Visiting Research Fellow
VISSRF Visiting Senior Research Fellow
VISPRF Visiting Principal Research Fellow
VISRAS Visiting Research Assistant
VISSRA Visiting Senior Research Assistant
VISOTH Visiting Other
Enter the Job Code from the list above. Press Tab on your keyboard.
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You can also use the Look Up icon to search for the Job Code.
Click the Job Code from the Search Results.
Recruiting Location. Click on the Recruiting Location look up.
Click the Recruiting Location from the Search Results list.
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Step 3 – Enter the Job Details
The Job Opening will display and is populated based on the Job Code.
Enter Opening Information: Select *Status Reason (mandatory field)
o Existing Positiono New area of Activityo New Positiono Replacement
Enter Locations Click Look Up to select the campus location.
Location Code Description
CAMNAT Nathan Campus
CAMMTG Mt Gravatt Campus
CAMLOG Logan Campus
CAMGCC Gold Coast Campus
CAMSBA Southbank Campus – QCA
CAMSBC Southbank Campus – QCM
Enter the Location Code and press tab on your keyboard.
IMPORTANT: Do not Add Additional Job Specifications
Assignments Box
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Add *Recruiter. (mandatory field)o Click Add Recruitero Type in the name of your HR Adviser, Appointment Services and
tab OR Click the look up icon to select.
Clicking the Look Up icon will provide a full list of Recruiters.
o Please ensure there is a tick in the Primary box beside your HR Adviser name
Add *Hiring Manager (Head / Director in Academic Groups and Head of Element or Delegate in Administrative Groups): (mandatory field)
o Click Add Chairpersono Type the Hiring Managers name and tab OR Click the look up
icon and select person from the list. o Please tick the Primary box beside the Hiring Managers name.
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Add Interested Party (Administration contact, if applicable): o Click Add Interested Party, o Type the person’s name and tab OR Click the look up icon and
search.
Click Save and Submit.
The Job Opening ID has now been created.
Please take note of the Job Opening ID for reference later.
NOTE: No job approvals required for Unpaid Appointment Job Openings
Step 4 – Attach Applicant to the Job Opening
Click Recruiting Home and then Search Applicants or click on ‘Recruitment Home’ on the left hand menu and Search Applicants sub menu:
OR
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The Search Applicants field displays.
Enter First and Last Name of your applicant.
Change the Applicant Status to blank.
Note: Selecting Search My Applicants will only return all applicants attached to job openings you are associated with (for example you are the creator, hiring manager, interviewer etc)
Click Search.
A) Steps when search results display:
Click on the Applicant Name.
The Manage Applicant page displays.
Click on Add Application.
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The Add Application Details page displays
Add your six digit Job Opening ID via look up icon
Click Add Resume Attachment to add the applicants CV
Please note that you do not need to fill out the other fields on this page.
Click Save.
Click Return
B) Steps when the applicant doesn’t exist:
Click Recruitment Home.
Click Create Applicant.
For Employees:
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Enter the applicant’s current Griffith Staff ID. Use the Employee ID look up to search for their Griffith ID.
Once entered their current details will prepopulate.
For Non-Employees:
Enter Name Prefix, First Name, Middle (if applicable) and Last Name Add Email Address ensuring you tick the Primary box and select the
email type.
Click Save.
The Applications Tab now appears
Click Applications tab
Click Add Application
Enter your six digit Job Opening ID in the Job Opening Id field or use the Look up icon to search.HR User Guide 29 June 2016 16 | P a g e
Click Tab.
Click Add Resume Attachment to add the applicants CV
Please note that you do not need to complete the other fields on this page.
Click Save.
Click Return.
If the Applicant already has an Applicant Id you will receive the following message:
Take note of the existing Applicant ID number and click OK.
Click Search Applicants and use the Applicant ID or Applicant Name to locate the applicant.
Follow the steps for Existing applicants above.
Step 5 - Prepare Job Offer
Click on Search Applicant on left hand menu
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Search by Name or Applicant ID
On the Manage Applicant page, under the Applicant Activity tab locate the Job Opening you wish to use click Other Actions > Recruiting Actions > Prepare Job Offer.
The Prepare Job Offer page displays.
NOTE: You can save your job offer as draft anytime by clicking “Save as Draft”
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Review the Offer Details section which has pulled through the position and Job Opening information.
Complete the following sections:
A. Job Offer Components: o Add Base Pay and enter $1 per annum. The Currency and
Frequency will default.
B. Only enter Salary Costing Information if the applicant is to receive an allowance.
o Click the look up icon to search for your Salary Costing details. o For split costing, click the plus symbol to add additional lines –
please note these must total 100%.
C. Commentso a meaningful justification for the appointment.
D. Attachmentso Click Add Attachment to attach any required documentation.
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Add the document Description
E. Additional Offer Details section:
Is the person a citizen or resident from a country that may be subject to sanctions? Click Yes or No
Select Eligibility to work in Australia. o Important note: the correct option must be selected here as this
impacts the applicant’s on boarding.
Select Appointment Type.
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Add the Start Date. o Important note: The start date cannot be before the job offer
date which is date raised (today’s date). For backdated appointments, please contact your HR Adviser, Appointment Services (ext 54011).
Add the End Date.
Is Start Date an Estimation? Click Yes or No
Probationary Period: Add N/A
Hours per Fortnight: Enter amount of hours
Enter an Induction Delegate if the line Manager isn’t responsible for completing the new employees onboarding activities.
Click Save as Draft anytime to save your job offer as draft.
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Step 6 – Submit Job Offer for approval
To submit the Job Offer for approval, click on Edit Offer under Offer Details.
Click Submit for Approval to submit your job offer for approval.
A message box will appear if you have not completed any mandatory fields.
Once submitted, a message will display and an additional tab Approvals will appear.
Click Approvals tab to view Approval Workflow
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Troubleshooting
How do I find a drafted job opening?
Log into the Staff Portal and navigate to Recruitment tile via My Staff Page and choose Recruitment Home on the left hand menu.
Under Recruitment Home, click Search Job Openings.
Change the Status to Draft and click Search.
Select the Job Opening from the returned list and continuing editing your Job Opening.
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How do I find a drafted job offer?
Log into the Staff Portal and navigate to Recruitment tile via My Staff Page and choose Recruitment Home on the left hand menu.
Under Recruitment Home, click Search Applicants.
Enter the applicants First Name and Last Name and click Search
Select the Applicants Name from the returned list.
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Find the Job Opening in the list and click Other Actions > Recruiting Actions > Prepare Job Offer.
Before you can edit your job offer, click Edit Offer and update your job offer.
Click Submit for Approval to submit your job offer for approval. A warning box will appear if you have not completed any mandatory fields.
How do I track my unpaid appointment in the approval process?
Log into the Staff Portal and navigate to Recruitment tile via My Staff Page and choose Recruitment Home on the left hand menu.
Under Recruitment Home, click Search Applicants.
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Enter the applicants First Name and Last Name and click Search
Select the Applicants Name from the returned list.
Find the Job Opening in the list and click Other Actions > Recruiting Actions > Prepare Job Offer.
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Click the Approvals tab to view the approval workflow
How do I edit a declined job offer?
As the Hiring Manager you will receive an email notification when your job offer has been declined.
Click on the link in this email to view the Job Offer.
Click on the Approvals tab and expand the Comments to see the reason it has been declined
To edit the job offer, click on the Offer Details tab.
Click Add Revised Offer on the right hand side.
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A new Prepare Job Offer page will open. Fill in the required fields and click Submit for Approval to commence the approval workflow.
Note: the declined job offer will move to page 2 of 2.
How do I clone a previous position?
Log into the Staff Portal and navigate to Recruitment tile via My Staff Page and choose Recruitment Home on the left hand menu.
Under Recruitment Home, click Search Job Openings.
Enter the Job Opening ID and click Search.
Select the Job Opening from the list.
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From the Manage Job Opening page, click Clone.
Enter the Number of New Job Openings and select Clone.
Your Job Opening will be successfully cloned and a new Job Opening ID will be created. Select the Job Opening ID to review the Job Details and Hiring Team.
Important note: The Status will be Draft until you click Save and Submit.
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Review the Job Opening and click Save and Submit to commence the approval process.
Further information
Email: [email protected]: 373 54011
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