EPA Postingshttp://jobsearch.uncg.edu/hr

Workflows

There are 3 phases (workflows) in the recruitment process:1) Creating a Posting2) Screening and Transitioning Applicants3) Generating a Hiring Proposal

EPA Workflows

User Groups

Hiring Assistant (previously Hiring Manager) – Responsible for creating postings, moving applicants through the workflow and creating Hiring Proposals.Department Approver (previously Department) – Approval at the department levelSchool/Area Approver (previously AVC/Dean) – Approval at the School/AVC level but may also be at the Division level if necessary.Executive Approver (previously VC/Provost) – Approval at the Division or Provost level, but may also be Chancellor.Budget (New!) – Reviews budget information during the Hiring Proposal

User Groups

Contracts and Grants (New!) – Reviews budget information during the Hiring Proposal if the position is grant funded.PI (New!) – Principal Investigator reviews Posting and Hiring Proposal if the position is grant funded.Search Committee Member (New!) – Views and ranks applicantsAA Officer (New!) – The Affirmative Action Officer reviews postings, applicants and Final Candidates.Human Resources (same) – Performs various HR administrative role such as posting and reposting, compensation review, offers, and finalizing Hiring Proposals.

If you are not currently a UNCGjobsearch user, click here to create an account or if you have forgotten your password click here to request a password reset.

Enter your Usernameand your Password, then click Login

After navigating to the Jobsearch user login page: http://jobsearch.uncg.edu/hr you will see this login screen.

Your Name Current User RoleNavigation Tabs

Items that you currently “own”, and require your attention

Items that you have subscribed to, regardless of the current “owner”

Links to the Jobsearch Support Portal and

Applicant Portal

Quick access to commonly used tasks

Hover over the Postings tab and

select EPA

Then click on the orange Create New Posting button.

For EPA postings, select either “Create from

Position Type” or “Create From Posting”

Enter the Functional Title or Working Title is the title advertised to applicants.

Select the Division (if necessary)

Select the Department (if necessary)

The Applicant Workflow State will remain “Under Review by Department” until an applicant’s status has been changed by the Hiring Assistant.

ONLY uncheck this box if an outside search firm is being used.

Do NOT enter anything here unless an outside search firm is being used.

Click the orange “Create New Posting” button to move on to the Posting Details section.

This box should only be checked if automated references (reference emails to the providers) are being utilized.

• Posting Details (largest section)• Custom Communications • Internal Documents• Applicant Documents• References (automated references ONLY)

There is also a Summary screen that shows all the information about the posting that you have entered. It will also note the sections that require additional information.

EPA postings consist of 9 sections:• Supplemental Questions• Guest User Access• Search Committee • Ranking Criteria

Enter the Position Number

Select the Position Class Title

Position Type is used to help applicants filter vacancies on the job listings page.Position Summary includes job duties and can also include info about your Department/Division.

The Functional Title was imported from the from the previous page.

Preferred Qualifications can be based on education, experience or both. These are in addition to the minimum qualifications.

Any additional Special Instructions to your applicants can be listed here.

This can be either a numerical value or text.

Minimum Qualifications which must be met in order for an applicant to be considered.

Internal or External

Full-time, ¾ time, part-timeIs it time limited?

Number of Months per Year

Tenure Status if it is an EPA Faculty position.

Funded by the ARRA?

Enter the date for when you would like the posting to begin.

This date lets applicants know when applications will begin to be reviewed.

A specific close date can be set, or it can be left as Open Until Filled by checking this box.

If you have the funding and wish to advertise outside UNCGjobsearch, you can choose from the options provided or can add other sources you may wish to advertise in/at (Monster.com, Listserves, etc.).

IMPORTANT: The Hiring Department will be responsible for placing and paying for

the additional external ads.

If you do decide to advertise outside of UNCGjobsearch, you will need to provide a rough draft in this section. This information will be reviewed by the AA Officer. Please include the UNCGjobsearch URL and your position number.

Review the Availability Data to help determine if there is an underutilization of Females or Minorities. Check the boxes and add availability percentages for underutilized populations. Once this has been reviewed please check the EEO Acknowledgement Box.

Enter your information here. Any additional Hiring Assistants in your department can also be added here.

The Alternate Contact person is for INTERNAL purposes only.

Select the Principal Investigator if the position is grant funded.

Certain events/actions that occur during the application and recruitment selection process will trigger an email. Email messages can be customized to brand your Department/Division or you can use the default text already entered.

New!

You can also upload other documents here as well (Job Description, Additional Advertising Plans, Other, etc.). These other documents are optional. To add a document, hover over the Actions drop down menu beside Job Description. Select Upload New. You will then be given the option to browse your computer for the document.

Applicants will only be able to upload the documents YOU Require OR make Optional. For documents you wish to be included, select the corresponding radial button under either the Optional or Required column.

Please note that References can be collected here (as a list or individual letters) if you are not using the automated reference letter collection feature.

If you are using the automated reference letter collection method, select “Yes”. If you are not using this feature select “No”. You can also set the number of reference providers an applicant can submit and a cutoff date if necessary.

As a Hiring Assistant, you can add Supplemental Questions. These additional questions will not disqualify the applicant BUT will allow you to easily screen your applicants based on how the applicants answered the questions.

Questions can be Open Ended or Predefined. You can also assign points to the Predefined questions.

Questions can be sorted by Category (Education, Experience, Licensure, etc.) or Keyword. You can also browse through the list of questions by clicking on NEXT . If you are unable to locate a question that you wish to add, you can also Add a new one.

If other members of your department need access to this posting, the Guest Users Account will give them access to this posting only. They will be able to VIEW the applications and uploaded documents ONLY.

The password is automatically generated and can be changed if you prefer.

Note: Emails are sent after the posting has been approved by HR.

You can add members of a Search Committee to a posting as well. However if a search committee will not be using Ranking Criteria in Jobsearch to evaluate applicants, then simply setting up Guest User access will be a better method for giving search committee members access to the posting.

Committee members who are current Jobsearch users can be searched for and added OR new members can be added by entering the person’s First Name, Last Name, Email Address and Username (UNCG username)

Adding ranking criteria to a posting is very similar to adding supplemental questions. To add ranking criteria you will need to click on the orange Add a Criterion button.

Criteria can be Open Ended or Predefined. You can also assign points to the Predefined questions.

Criteria can be sorted by Category or Keyword.

If you are unable to find the criteria you want, you can Add a new one.

New criteria will have a “pending” state until they have been approved.

Posting the Vacancy

• Is the job description current?•Are duties clearly defined?•Does the ad state the minimum qualifications?•What are the preferred qualifications?•Posted long enough to get a good pool of applicants?•Posted in sources to attract a diverse applicant pool?

The current status of the posting, who created it and the current owner.

Navigation tabs to view the posting summary, history, change the settings, and view hiring proposals.

The applicants tab will also be available here once the position has been posted.

The checkmark signifies all of the required fields in this section have been completed. An

exclamation point signifies a section requires additional information.

See how the posting will look to applicants, print preview and the Take Action On Posting button,

used to transition the posting to the next approver.

Send the posting to the Department Approver for review, unless the position is grant funded, then send it the Principal Investigator first.

Comments to the next approver can be added. These comments are contained in the email the approver receives. The posting can also be tracked in your watch list.

The Affirmative Action Officer reviews:

• EEO details

• The outside advertising information provided

Affirmative Action Review

Human Resources Reviews:

• Position Classification is correct

• Spelling, grammar and formatting

• That the posting details make sense overall

Human Resources Review

What’s Next?

•Once the position has been posted HR and Jobsearch will send an email to the Hiring Assistant.•While the position is posted, applicants can be viewed

and the Hiring Assistant can change applicant statuses.• This is the end of the first phase.

Human Resources Contact

If you have any questions or need assistance, please feel free to contact:

Natalie Jacobs directly at 336-334-4783 or by email at nljacob2@uncg.edu.