Search chair, HR liaison, and support manual
Contents
1. Scheduling Evaluations 1 Click on the Jobs tab 2 Select the job you need to evaluate 3 Select each applicant identified as Qualified Proceed by clicking the boxes next to their names Applicants who have a under the Qualification Screening column of the workflow have been selected to be evaluated 4 Click Bulk Actions and select Schedule Evaluation O e aan Agsl canm Satin Fma Rosen Final Feria Quglted Proceed F ring Rara ihren T Forel Bi evaluation for the position Doctorate eer 6 Select Start and Due Marie nr Date Bulk Actora Archived 7 Select who the evaluators Not among the most qualified ee u will be by clicking on the name and holding Schedule Evaluation ee the CTRL button 8 Once completed click Save Evaluation Schedule Evaluations Hide Kelly Hoowler Evaluatees UM HR Evaluation Evaluation SE Today O Start Date Schedule Evaluations Evaluation a Today Hide Kelly Hoovier Evaluatees UM HR Due Date Evaluation Evaluation Status Evaluators Young John Hoovler Kelly ES Open Evaluation Dept of Physics and Astronomy Asst Prof of Physics Start Date Dept of Chemistry 18632 Asst Prof ept of Chemistry 18633 Lecturer in Chemistry ept of Chemistry 18654 Lecturer in Chemistry Ongoing amp Evaluation s pue Das Dining Food Service2. the search there is an HR Review column Once the Email Attendees sect Name Ka aa HRP approves the applicants to move forward to the Sender Email kelly hoovler maine edu p Atachments Goose ie No fle chosen interview stage a green arrow will appear under the Send Reminder Don t send reminder Y before event Desctpton Ist Interview column This will allow the Chair Liaison Support staff to record the interview once Attendees Hoover Kelly they have contact the applicant Attendees E Remove Attendees Rene Des By clicking on the Green Arrow O under 1st tony Interview the screen to the left will appear Record Yearly BSave Back 29 Interviews Wrap up The interviews have been recorded and completed to move further within the HireTouch workflow the status needs to updated 1 By clicking on the symbol please select either completed or complete no longer considered and 2 Click Save ATApDICaNTS y A B E D E F G H J K t M N 0 P Q R 5 T U vV wW x Y QUO GED Advanced Search Applicant Status EVAL INTERVIEWS HIRING PROCESS LJ NAME CURRENT DATE APPLIED QUALIFICATION EVAL HR 1ST HR 2ND HR APPT STATUS w EMPLOYEE EDUCATION APPLICATION SCREENING SCORE REVIEW INTERVIEW REVIEW INTERVIEW REFERENCES REVIEW BACKGROUND LETTER ONBOAR Y Doe Jon In Process Yes 05 06 14 Doctorate gt Phone Interview Process STATUS DATE USER scheduled Tue 7119114 at 12 38 PM Kelly Hoovler Not Started Tu
3. EVALUATION PEE THE UNIVERSITY OF ii MAINE HE ES Testing Schedule Evaluation PROSPECTS ARPLICANTS JOA RESOURCES SETUP Kelly Hoowier Maly hoodenimane edu Test Do Mot Apply HAF Tmi In Process Retur lo Applicants Kelly Mode Pragperi Racerd Demoaraonics son acer processes iii 3 Your name should appear Sea oca under Evaluator If you are in Evaluations EVALUATION START DATE END DATE STATUS aNG SCORE Chair Support view you will E resto ee see all of the evaluator s EWALLIATOR POSMEH STATUS START DATE DUE DATE PERCENT COWPLE TE Her Bally WA peti DATS OA OS E Schedule rauen Show Asemeni names and what their status for evaluating the applicant is complete open etc Click on your name and begin the evaluation 27 Evaluating Applicants Evaluation ham TEST wr Open Daie 01 27 2014 ee I et tion Ayor qea Tiere Comune be Comments ad pac Example Es Euer THE UNIVERSITY OF H MAINE HEHE PROSPEL TS APPLICANTS JOHS RESTE SE I UP Naveed Ahmady MNavahdyBgmal com Test Position Do Nol Apply Nol among ine most qualibed Evans Evaluations EHD DATE Hered START DATE a a a START DATE 01272014 POSTION EVALUATION _ Test Position Do Not Apply STATUS Complele EVALUATOR Your Name HA 1 There will be both radio buttons and sliding scale options This example is of sliding scale questions Move the person betw
4. Technician CL2 Evaluation Finance amp Administration Coordinator Status Finance amp Budget Analyst FM Accounting Support Specialist CL3 Food Service Assistant Grant amp Contract Administrator Grant Accountant II Grant and Contract Administrator Honors College Associate HR Human Resources Manager HR Human Resources Manager HR Human Resources Manager HRP HRIS HRP IT Test JHY Human Resources Partner Shoot Evaluators GE 8 z GSave Evaluation WW Cancel a E Save Evaluation Cancel 25 Evaluating Applicants Depending on how many jobs you have access to view you will see all of them listed on this screen To view applicants for any of the jobs click on the position you want to review If you can not see a particular search please clear your history then logout and log back in Search Committee Make sure you have the correct view such as Chair Support or Search mem Committee otherwise you will not be able to see the job or the applicants H J K E hal N o F a R Job Title JOB STATUS APPROVAL DEPARTMENT Canceled Initiated Natural Sciences Forestry amp Agriculture Accounting Support Specialist CL1 Archive Approved School of Food and Agriculture Accounting Support Specialist CL2 Conf 1 Archive Approved Human Resources Administrative Specialist CL2 Archive Initiated Athletics 1 To view applicant inf
5. and Continue Position Type Dynamic Group If Applicable Fixed Length Start Date Fixed Length End Date Supervisors Name Reason for Request Please briefly discuss the nature of this position as it relates to meeting your ongoing departmental needs and indicate if any additional financial obligations will be created if this position is approved If this is a replacement please answe Reason for leaving Date leaving left Save Ext 18 Requisition Creating the RIF 8 You will be directed to Job Search Details the second part of the RTF In this section please make sure to identify the Chair Hiring Officer Support Staff and Search Committee Members by clicking amp icon In box 8a begin typing the name of the person you wish to add Click Select User You will also be asked to provide information for External General Recruitment Affirmative Action Recruitment and External Sources for the position advertisement A A User Lookup Contact Search Exi rs AddaUser Request to Fill Form eS mt me cy a Job Search Details ster2zor33 ferr User Name 1 Job Details 2 Job Search Details 3 Compensati er u Gundersen Robert gundersn maine edu a Position Title Gunning Jessica gunning maine edu Fosition Management Number Hagel Michael mhagel imagetrend com Home Campus Hallsworth Ruth hallsworth maine edu Halteman William halteman maine edu Ham
6. license certificate within a stated period from the date of hire Is travel an essential job function as defined in the Duties Responsibilities section If so the ability to travel normally requiring a driver s license would be a required qualification What other special abilities are re quired to perform the essential functions For instance ability to frequently lift 30 pounds or ability to collect research samples in appropriate field conditions under sometimes adverse weather conditions Remember that the qualifications must directly re late to the position s duties and responsibilities Work Environment Please describe the environment and or setting in which this job is performed Is the employee required to be on call If so to what extent and for what kind of occurrences would the employee be called Are there stressors inherent to this particular job What is the level of predictability in this job What impact does change have on the job duties How changea ble are the methods technology services or other elements that affect the employee s job How is this position expected to react to and or manage change How predictable are changes to work assignments Over what kind of time frame is change normally incorporated into the job s duties Describe any unpleasant factors of the work environment such as heat noise odors bodily flu ids exposure to hazardous substances etc and the frequency degree to which the empl
7. may Se mole documents Ihan ala led en 3 Application Coralaled NINH Shoe active Stow Arta Document Type a CLEAR aaith Commitee Hol Slarted SHE applicant S status medai NAME TPE JOR FILE Gitar see MODIFIED JSER NOTES TASKS 99 Deine e e F Afirmaties Action Survey Aimavo Action Gury Social Woner 1 ppicam Survey pa 6658 Po Sa0edatit AM samantha rent Time Soo Hohe click O V 1EW Y Emplopmeni Application iep ckion Social Worker fj Empicyment appicaton pa 59 30 KR Fr 500421113144 samantha brent O Catagory Dathe Zoungeling ener Y amare Peepurmavcy Social Warner ig Samantha Bram Renama dec 45 5068 Fr Sr30514 af7105 4M samantha brand 0 u Hostatus PesaEsemal A li b J b FP samantha benl cover keller Covet Lefer Socal Worker BA Samanta Dreni cower lelies UU doc aS KE Fra 500614 11113145 samantha braai 6 D pp icants y O F volunlar Sertseraication el Disain amima Aon Surrey Socal romar TE vountan Sellddenticaton ol Diabaig 84 378 Peon 311113 4M samantha preni N Edi x p j oor Records Sola First Provecats Nast Last PerPage 1 Applied Fra 11 09 AM ae FubmiRrd E iid a Denen E Conveni Documenta Y Downdoad Docomenta Y dew Previews Recorder Pamela Guanetie 23 Moving Applicants Forward Click on the green arrow under the Qualification Screening column and select the appropriate status For the purposes of moving the candidate forward select Qualified Proceed and click Save The search committee will now
8. samantha brent smb476 nyu edu Actions Social Worker Submitted Return to Applicants LJ Send Correspondence Upload a Document Demographics Jobs Activity Processes Evaluations El Attach a Note Addresses Availability Contact Information Education Employment License History Licenses Skills E Create sk O esk o Demographics Processes Application Completed 5 30 1 I Demographics Di correspondence 1 Last Updated 05 30 2014 at 11 33 AM Search Commies No Started 5 307 Job Details Name samantha brent JF Address 34 orchard rd Documents 3 Last Updated 05 30 2014 at 11 31 AM Title Social Worker bar harbor Maine 04609 Category Salaried Department Counseling Center Job Status Posted External Home Phone 207 288 0838 Email smb476 nyu edu Current Employee No Events 0 View Applicants by Job jaaa Education Level Masters Degree 4 RN O O OJOO Applicant Details Registered May 30 2014 at 11 06 AM Last Updated May 30 2014 at 11 32 AM amp Tasks 0 OOE Eee ates Status Submitted en Recruiter Pamela Guerrette E Education 2 Last Updated 05 30 2014 at 11 08 AM THE UNIVERSITY OF m MAINE ne KOMME PAXSPELTS APELICANTS ls T an E SETUP samantha brent smbiThgnyu edu Social Worker Submibicd Falur is Applicants c att emey aphica A To return to the aaa Grint Prospect Acond A oe poe Applicant page Dbcumeriy A Due lo perittiin einge on dota mont ypes Nore
9. screen Select the position you want to begin screening applicants for and click the Applicants tab You will then be able to view all of the applicants who have applied for the position Unless otherwise determined you will want to review those who have completed and submitted applications To review the applicant s documents click on each applicant s name All Applicants 00 Advanced Search Applicant Status EVAL INTERVIEWS HIRING PROCESS NAME w CURRENT DATE APPLIED QUALIFICATION EVA S HR 2ND HR y DISPOS S JS EMPLOYEE EDUCATION APPLICATION SCREENING SCORE REVIEW INTERVIEW REVIEW INTERVIEW REFERENCES REVIEW BACKGROUND LETTER ONBOARDING CODE 05 30 14 Unknown U 05 30 14 Masters O e e Unknown Q Unknown P Unknown J Unknown K Unknown I Unknown A OOO e 00 0000 Records 1 10 0f10 First Previous Next Last PerPage 25 v 22 Screening Applicants The selected applicant s record will then appear and you can view demographics education employment history skills correspondences and their uploaded documents To view their documents you can do either one of two things l Select Download Documents under the Actions box This action will merge all of their documents they ve uploaded to a PDF where you can view all of them at once 2 Click on Documents and select an individual document to view PEWS THE UNIVERSITY OF p MAINE dey oa HOME PROSPECTS APPLICANTS JOBS RESOURCES SETUP
10. HIRETOUCH USER MANUAL FOR SEARCH COMMITTEE CHAIRS HR LIAISONS amp SUPPORT STAFF HIRETOUCH HR LIAISON amp DEPARTMENT SUPPORT USER MANUAL The Hiring Process in Brief 4 Types of Searches Hourly Salary Faculty amp Post Doc 6 Sample Job Description Template 12 Requesting User Permissions Training amp Navigating 14 Requisition RTF 22 Applicant Screening and Moving Applicants Forward 20 Scheduling Evaluations 25 Interviews Approval Scheduling amp Sending Rejections 29 Roles and Responsibilities Recap 31 Correspondence 32 The Hiring Process In Brief Once a department receives initial permission to post a vacancy or new position they should contact their HRP for further guidance The HRP will want to know the following information 1 What type of hire will this be Hourly Faculty Salary Post Doc Will this be external internal or a search waiver 2 Is this a new position or a replacement 3 Who will be on the search committee According to the Office of Equal Opportunity the search committee will be diversified to the degree possible by race gender culture other perspectives etc It is the university s expectation that both men and women will participate on each search committee If this is problematic contact the Office of Equal Opportunity 4 Any changes to the job description and or position description questionnaire should be made prior to sending them to the HRP 5 HR staff will creat
11. age Inner Ei Position Title ET TEN BET Applicant Related Form Packages Name Step 2 Please verify correct Template is selected Background Consent Employment Application Job Offer Form fl Onboarding Package Job Details gt testing forms Position Title testing forms Additional Information Job Code Job Related Form Packages Job Family Name W Position Forms Back to Template Back to a E C 17 Requisition Creating the RTF 5 Under Action click Start HOME PROSPECTS APPLICANTS JOBS RESOURCES SETUP testing forms Hourly Pending Acceptance Job Forms Applicant Forms Comments Forms added successfully Show Job Forms Form Name Auto Generated Number Due Date Status Completed Completion Date Recertify Recertified By ction Approval Document History E Add Remove Forms LY Position Forms Y Request to Fill Form Start Remove Form Request to Fill Form 6 In Job Details fill in the infor mat on that wasn t pulled from the Job Details sree or 3 1 Job Details 2 Job Search Details 3 Compensation and Funding Position Title Position Category job template What was once the Position RTF S s now a box A requesting a Department brief explanation of the position Division of Months if not 12 Length of Appointment Salary Band Wage Band and Hourly Rate Job ID Discipline codes Faculty 7 Click Save
12. ants and jobs 1 To change your dashboard preferences click on Display Preferences 008 0 To view the list of jobs you have access to click the Jobs tab To logout anytime click Logout in the upper right hand corner 15 Requisition Creating the RTF Please make sure to request user permissions from either John Young or Kelly Hoovler before creating the RTF 1 Go to umaine hiretouch com admin Enter Username Enter Password 2 Click the Jobs Tab 3 Click Add Requisition 4 Find your template within the list of template options A Step 1 Choose Template and Click Continue B Step 2 Verify Correct Template and input Job Code and Job Family Code and Click Continue C Step 3 Review forms attached to the Requisition and Click Continue Select the department within which the available position is located using the drop down menu You are only able to view and select positions for departments for which you have been given user permission for If the position isn t listed please contact your HRP THE UNIVERSITY OF 7 MAINE AA HOME PROSPECTS APPLICANTS RESOURCES SETUP All Jobs 33 Requistion z All Job Tale Jod Status v Location v OBID JOB STATUS CREATED ON CATEGORY DEPARTMENT COUNT JOB RECRUITER MODIFIED ON HIRED Agr 19570 Posted External 081712014 Hour Cooperative Extension P 07142014 0 J Administrative Specialist CL1 19842 Posted External O7H72014 Hourl
13. applicants are available for interview within a reasonable amount of time Salary Hire Things to Consider Whether filling a vacancy or establishing a new position within the department your department s HRP will assist and collaborate with you in updating or developing the Job Description JD and the PDQ Position Description Questionnaire You will be updated as the PDQ is evaluated and the position is assigned to a Job Family and Salar ed Employees Classification amp Compensation Program SECCP Salary Band All regular salaried positions require a JD and PDQ except for post doctoral research assistants and interns The job description will become the basis for setting the qualifications screening applicants and determining what background checks and or pre employment screenings will be required Things to consider before you talk with your HRP Are there some duties that could be added or eliminated from the existing JD Does the JD adequately describe what this position is expected to do Could this job be accomplished n less than 7 months Are any changes to the work schedule or work year of this position necessary from a budget or programmatic perspective Is adequate funding available 6 Is the need for this position expected to continue into the foreseeable future 7 Think about the qualifications and educational requirements of the position separate from the qualifications and education of any pre
14. assification and Compensation Program but in order to adequately determine what the essential duties are a task list is required when completing the job description Please consider the following 1 Are there some duties that could be added or eliminated from the existing JD If so perhaps class levels need to be adjusted 2 Does the JD adequately describe what this position is expected to do 3 Are any changes to the work schedule or work year of this position necessary from a budget or programmatic perspective 4 Is adequate funding available 5 Is the need for this position expected to continue into the foreseeable future 6 Think about the qualifications educational requirements certifications and or licensing of the position separate from the qualifications and education of any previous incumbent 7 Do the described qualifications for this position directly relate to the work that needs to be done 8 Which minimum qualifications are required Preferred If a search has internal candidates it is advised that the department contact HR to confirm their employment status Per the ACSUM contract All internal applicants who meet the stated minimum qualifications shall be interviewed In the event 10 or more internal applicants apply for a position those who best meet the preferred qualifications shall be selected for an interview Internal applicants shall be interviewed before external applicants assuming internal
15. be able to view the qualified applicant s Selecting a status other than Qualified Proceed will prevent the applicant from moving further within the workflow thus preventing the search committee from being able to view them At this point the department can send a rejection correspondence to the applicants who did not meet the minimum qualifications HireTouch HireTouch 360 Report Writer Welcome Kelly Hoovier Logout Session ires in 59 min THE UNIVERSITY OF a i MAINE me HOME PROSPECTS APPLICANTS RESOURCES SETUP Search Committee Process Social Worker STATUS DATE USER Salaried Posted External Not Started Fri 5 30 14 at 11 33 AM samantha brent Chair Support View v Qualified Proceed Withdrew DNMM qualifications for the classification E F G J K L M N o Qg 60 Advanced Search Applicant Status Final Review Qualified Proceed Y Final Review Withdrew Y Fi U NAME vw DATE APPLIED CURREN QUALIFICATION EVAL STATUS eg EDUCATION APPLICATION SCREENING SCORE a LJ Benjamin Katrina 05 30 14 Incomplete J brent samantha 05 30 14 Submitted No Masters Degree LJ Estabrook Jessica 05 30 14 Submitted No Masters Degree LJ Fudge Mari Martha 06 01 14 Incomplete U Kelleter Sarah 05 30 14 Submitted No Masters Degree O Loux Barbara 05 30 14 Submitted No Masters Y B Save Cancel Close Degree LJ Melntire Dara 05 30 14 Submitted No Masters Degree U Murray Barbara 05 30 14 Incomplete 24
16. e 5 6 14 at 2 54 PM John Young Status Not Started l Completed Complete No Longer Considered Save Cancel A Close D E F G H K N t Y W X 0O Advanced Search Applicant Status EVAL HIRING PROCESS J NAME CURRENT DATE APPLIED QUALIFICATION EVAL HR 1ST HR 2ND HR APPT STATUSw EMPLOYEE EDUCATION APPLICATION SCREENING SCORE REVIEW INTERVIEW REVIEW INTERVIEW REFERENCES REVIEW BACKGROUND LETTER ONB J Doe Jon n Process Yes 05 06 14 Doctorate O O As you can see above the Ist interview is STATUS DATE USER ot Starte Tue 7 15 14 at 12 44 P Kelly Hoovler completed and a finalist has been selected a eee 7 Not Started Tue 7 15 14 at 12 43 PM Kelly Hoovler The green arrow under the HR Review Approved Thu 6 5 14 at 9 24 AM Kelly Hoovler indicates another approval is required Please Sias 1 Process contact your HRP with your final selection s Reference check unsatatacioy to begin the Reference stage of the workflow Once the references have been completed click on the green Arrow to change the status to Withdrew Approved or Reference Check O save cance close unsatisfactory and click Save 30 Roles amp Responsibilities Hiring Department Upload into HireTouch the search narrative interviews and search notes attach the document to the position within HireTouch Hiring Department Update Disposition codes for applicants evaluated and interviewed Rejection should be sent at this
17. e the job template based on the job description Once completed they will notify the department that they can begin to prepare the RTF At this time please submit criteria for the evaluation and any weights associated with them 6 Once the RTF has been electronically routed and approved the department will receive an email indicating the RTF has been approved and the job 1s ready to be posted PLEASE NOTE Departments are responsible for posting position externally 7 EO Briefing For all professional and faculty searches the search chair must meet with Office of Equal Opportunity staff to be updated on equal opportunity and affirmative action issues that pertain to the search being conducted This meeting must occur before the committee meets to review applications for the position Please contact OEO to schedule a briefing 8 Applicants begin to populate within the workflow for the position HR Liaisons Search Chairs and Support personnel are the only groups who are able to view the applicants 9 The Chair with the help of the HR Liaison and or Support review the applicants for minimum qualifications The Hiring Process In Brief 10 Chair moves qualified applicants forward within the workflow 11 HR Liaison Support will schedule record the evaluations for each applicant identified as Qualified Proceed and email search committee members the applicants are ready to be evaluated 12 HR Liaison Support will send email cor
18. een and 7 2 Once the evaluation 1s completed click submit NOTE Once the evaluation has been submitted changes can not be made av SCORE 71 STATUS PERCENT COMPLETE SCORE 1 00 Ti DUE DATE 01272014 1 When the rating is complete you will see a score only if you have submitted the evaluation If the score does not populate please refresh your screen 2 You can go on to the next applicant by clicking View applicants by job under Actions and repeat the process 28 Interviews Requesting Approval Once the Search Committee has selected their top applicants to interview please l Contact your HRP or designee to approve the selection s 2 The HRP will click on the Green Arrow and move the selected applicants forward in the HireTouch workflow All Applicants A D G H Search Hei Advanced Search J NAME CURRENT DATE APPLIED STATUS w EMPLOYEE EDUCATION APPLICATION SCREENING Doe Jon InProcess Yes 05 06 14 Doctorate o E 00 J NAME CURRENT DATE APPLIED STATUS EMPLOYEE EDUCATION APPLICATION SCREENING 4 En In Process Yes 05 06 14 Doctorate Interviews Recordin g An email will be automatically sent when the HRP approves the applicants for interviews Within the Status Interview Scheduled Y Sata orso Eroosio PM workflow you will notice that at each narrowing of End Date 07 15 2014 43 Today 2 00 Emaii Applicant ny
19. el Carol carol hamel maine edu Harrington Dennis dennis l harrington maine edu Harvey Stewart stewarth maine edu Hastings Michael mhastings maine edu nd Search Committee Chair ff needed J Her Andrea andrea herr maine edu bd Department Search Committee Chair Hiring Officer Support Staff O Sack B Save and Continue Save A Exit Select User Close 9 Click Save and Continue 10 In the Compensation amp Funding section please fill out the Hiring Range FTE Salary if applicable and Request to Fill Form the Compensation and Funding stes oF 5 coma the Distribution Position Tithe testing forms Position Management Number Home Campus Make Sure to Department Shift Differential Yes No of Months if not 12 enter your name Length of Appointment Salary Band Wage Band and Hourly Rate as the Hiring Range Provide In Sxxx xxx format dl Salary A I e Pa a6 his amount is only needed if the position is less than full time or full year excluding faculty requi s t1oner PAYROLL EARNINGS DISTRIBUTION and date Distribution Distibution S iate d Date Accounting iD ep Account Clas Fund Code Program Dist2 ll Click Save and Continue 19 Creating the RIF Adding Approvers 1 Once you have completed the third step of the RTF Compensation amp Funding and click Save amp Continue you will be directed to the Approver screen es 12 If more than one approver w
20. ill be in the approval chain click Edit Human Resources N Approvers O BSave Approvals amp Edit Approvers 3 In this screen you will select walle stc the titles of the additional Chair Human Resources Chief Finance Officer Chief Officer Chief Operating Officer approvers from the available l st and move them to the Div Unit Financial Mgr PP selected box Click Save President Dranidant Ia nune il 4 Click on the drop down box next to each title and select the appropriate name for each title Click Save Title Name Human Resources Approver DeGrassdDeGrasse Cathy Title Name Hi T urce Manager of Compensation Approvers Manager of Compensation Approver Lawrence Admin magetrend irecto Anaya Alyssa Director Approver Belding Cc a sida Approver T DiwUnit Financial Mar Approver Kelly sar a Hoowler Kelly Jenkins Kim Marie K dder John Lawrence Nicole Sherwood Willow ona Jahn Approver o ave Approvals a Edit Approvers Approver 20 Approving the RTF 1 The HRP will receive an email stating that the position needs approval 2 Click on the Jobs rs aaa A e tab S ob Forms O futo Geena Mumb r Die Dat status Komp Complrti Dale Beccary R carib d Hy R cerifd Da Appronal Docum nt Haid EHEN Fore 3 Click on Forms tab 4 Click Approvals Title Name Ap
21. k that 1s performed at least 10 of an employee s time would likely be considered es sential If the essential functions require that an employee have particular physical abilities or communication abilities these should be noted For example a job that requires frequent contact with other people requires communication verbally in writing or through other means If an essential function of a position 1s to perform duties at various locations an appropriate qualification 1s frequent travel normally requiring a driver s license Statements describing the essential functions should begin with de scriptive action verbs trains retrieves summarizes Avoid using the phrase able to or ability to Knowledge Skill Qualifications What is the minimum educational level necessary to perform the essential functions of the job Is a higher degree level preferred Is a particular discipline or specific course work sought Can experience be substituted for education What kind of related job knowledge or experience is required to enable an employee to do this job Descriptive state ments such as familiarity with basic working knowledge of demonstrated success with progressively more re sponsible work in the area of significant experience with as they relate to the responsibilities may be included Also must the employee hold a particular license or maintain certification Is the employee expected to achieve the
22. nterviewed but not selected Internal User Login Information Interview Approval to HR Job Approval Needed Job Offer Needs Approval Missing Applicant Documentation Nomination Offer Accepted Notification Offer Letter Notification to Hiring Manger Onboarding Information Phone Interview Approval Phone Interview Approval Process Position Canceled Position Posted Position Ready for Posting Request to Fill Approved EO BUSV Request to Fill Packet Approval Rejected Request to Fill Packet Approval Complete L a A rows Bulk Actions Y 32
23. ocess and or search committee the following information is needed to set up user permissions within HireTouch e Hiring Department s Name e User Name Make sure to provide full legal name no nicknames please e User Maine edu email or email of external committee member e Security Group search chair search committee member HR Liaison support staff job offer approver requisition etc e Task Group if applicable chair director dean etc If approving the RTE Please note a person may be assigned to more than one Security Group Please provide your Human Resources Partner with the above information so they can request user permissions Initiate Training of HireTouch To become more familiar with the process or for a refresher training please contact John Young or Kelly Hoovler to schedule a support and or chair training session a committee training session or a 1 1 training session 14 Navigating Hire Touch Hire Touch Login Screen amp Logi 7 u Maines una Public u umaine hiretouch com admin AY Universities Username UNIVERSITY OF MAINE SYSTEM en 1 Enter your MaineStreet user Password name 2 Enter your password My Dashboard Home Page HireTouch 360 Report Writer CMS Welcome Kelly Hoover Logout THE UNIVERSITY OF Session expires in 59 min N University of Maine My Dashboard The Dashboard provides updates quick access to previously viewed applic
24. ormation click on an applicant s name 2 You will be directed to the applicant s record page which includes their demographics and any upload documents such as resume cv and cover letter Click Download Documents to view a PDF of their documents 3 To view the job announcement click on Properties THE UNIVERSITY OF H MAINE HOME PROSPECTS APPLICANTS RESOURCES SETUP Test Do Not Apply HRP Trn Hourly Posted External Chair Support View v Add an Applicant E F G 4 lt L M N p Q R 5 U v W x Y Z All Q Advanced Search Applicant Status v Final Review v Final Review In Process Y Final Review Qualified Proceed Y Final Review Withdrew Y Final Review DNMM qualifications for the classification vy EM GED X I NAME w DATE APPLIED CURRENT BULKDOCS QUALIFICATION EVAL HR HR 2ND HR APPT STATUS EMPLOYEE EDUCATION APPLICATION SCREENING SCORE REVIEW 1ST INTERVIEW REVIEW INTERVIEW REFERENCES REVIEW LETTER I Hoovler Kelly 05 01 14 Yes a Doctorate gt Ed O HR UM 05 01 14 Yes Bachelors O ES O O ocess Degree _ Lawrence Nicole 05 01 14 Yes al Masters v 0 Degree Bulk Actions Records 1 3 0f3 First Previous Next Last PerPage 25 Y Evaluating Applicants 7 MAINE Clicking on Download Documents will produce a merged PDF of all of the Kelly Hoovler kelly hoovier maine edu Actions Test Do Not Apply HRP Trn In Process documents an applica nt has Edit Demogra
25. ot among the most qualified Falsification of information i Er O it Hired Disposition Code B Job closed not filled J NAME Update Disposition Code Less relevant education i Less relevant experience STATUS Schedule Evaluation Less relevant skills 1 Not among the most qualified Not eligible for hire Offered the position but declined Reference check unsatisfactory Unable to contact Unsuccessful background check Wage required too high bl O Doe John In Proces To complete a Bulk Action disposition code update B Save Y Cancel 1 Click on the identified applicant s box 2 Click on the Bulk Action and select Update Disposition Code 3 Select the appropriate code from the list of options A Click Save 31 Correspondence Rejection Letters All Applicants Applicant States INTERVIEWS HIRING PROCESS p J a 151 E HO HR A HEROS Rnb WERE REMEAW NTERVIPA REFERENCES REAREN BACKGROUND LETTER OHBOARDOS CODE Previous H d Las PerPage 25 T While screening applications HR encourages rejection correspondences to be sent to those who did not meet minimum requirements To do this l Select those identified as DNNM by clicking on the box to the left of their name 2 Click on Bulk Actions 3 Select Rejection Letter Screening 4 An email template will appear on your screen click Send to all Repeat steps 1 2 and select Rejection Letter Post Interview to send to ap plicants who were i
26. oyee would be subject to these Work Year Describe the employee s work year full time part time fiscal student calendar year other If the employee works less than twelve months when does the work year begin and end Work Schedule Normal University of Maine business hours are Monday through Friday 8 00 a m to 4 30 p m Due to the nature of the position work beyond regular hours to include evenings and weekends will be necessary to meet the requirements of the position The employee shall establish regular office hours and in consultation with the supervisor adjust the work sched ule as appropriate Position Type E amp G funded On going full time base budgeted Or Soft Money Grant funded Contingent on funding and successful performance Schedule for Evaluation During the initial 6 months of employment and annually thereafter in accordance with the UMPSA agreement Supervisory Responsibility Describe how many other employees professional classified student are to be supervised For what supervisory activities does the employee have informal formal subject to review or final authority For instance the em ployee may schedule and oversee day to day work activities but not have responsibility for hiring and evaluating other employees Job Family Salary Grade Wage Band If UMPSA please include the hiring range 13 Requesting User Permissions for Departments In order for those involved in a department s hiring pr
27. phics C Send Correspondence i ivi j u loaded Upload a Document Addresses Availability Contact Information Education Em Evaluations nse History Licenses Memberships Skills ES Attach a Note ES Create a Task Demographics tl Download Documents Processes HOME PROSPECTS APPLICANTS JOBS RESOURCES SETUP 3 Demographics amp E Correspondence 0 Application Completed 511114 Name Kelly A Hoovler Search Qualified 5 30 14 Committee Proceed i Documents 2 Last Updated 05 01 2014 at 9 26 AM ew PHONE a a al Phone Review Not Started 5 30 14 Bangor Maine 04401 Home Phone 207 581 1531 Events 0 Job Details Email kelly hoovier maine edu Title Test Do Not Apply HRP Current Employee Yes 2 Trn 122456 Zj Notes 0 Category Hourly Department Human Resources Job Status Posted External Employee ID Education Level Doctorate 67 Tasks 0 View Applicants by Job Applicant Details Edit Applied Thu 5 1 14 at 9 23 AM Status In Process Hiring Manager John Young g Education 3 Last Updated 05 02 2014 at 10 45 AM 1 Click the Evaluation Tab 2 The window below will appear click on the name of the position you are eval uating MEX THE UNIVERSITY OF JMAINE HOME PROSPECTS APPLICANTS JOBS RESOURCES SETUP Kelly Hoovler kelly hoovier maine edu Test Do Not Apply HRP Trn In Process Return to Applicants Kelly Hoovier Prospect Record Evaluations
28. proved Rejected Human Resources Cathy DeGrasse Manager of Compensation Nicole Lawrence Director John Belding Div Unit Financial Mar Sarah Kelly Vice President Dianne Avery approvers view Back 5 In this screen below you can view the PDF by clicking on View Click either Approve or Reject PLEASE make sure to review the Request before approving 6 This screen will record who approved rejected and the date that t occurred 7 Once the RTF has been approved by all parties it will be posted to umaine hiretouch com PLEASE NOTE Departments are responsible for posting position externally THE UNIVERSITY OF MAINE O OE O ERA JOBS EO SETUP Test Accounting Support Specialist JY Hourly Closed Job Forms Applicant Forms Comments Job Form Approval Form Request to Fill Form Form Originator Young John Title Name Approved Rejected Date Human Resources Cathy DeGrasse Y 01 36 49 PM Fri 6 27 14 O view Notes Back 21 Screening Applicants The Chair and HR Liaison Support will review the applicants for minimum qualifications and move those who meet the minimum qualifications forward so that the search committee will be able to review their submitted materials and rate them accordingly DO NOT MOVE APPLICANTS FORWARD FOR EVALUATION IF THEY DO NOT MEET MINIMIUM QUALIFICATIONS On your dashboard you will click the Jobs tab and the position s that you have permission to view will be populated on your
29. respondence to applicants who Did Not Meet Minimum Rejection screening 13 The search committee will evaluate the applicants via HireTouch 14 The Chair will notify the HRP of the applicants they would like to interview 15 Once the selected applicants are identified and approved by the HRP the interviews can be recorded in HireTouch 16 At some point in the search please notify the HRP to remove job ad from website 17 Interviews can be done either by phone skype or on campus Please make sure that all interviewees are given the same opportunity to interview 18 The committee identifies the finalist 19 References are completed 20 Department will provide HR with a search narrative upload document via HireTouch discussing the rationale for non selection for each unsuccessful candidate and the rational for the successful candidate Essentially a strengths and weaknesses assessment for each interviewed candidate that would lead the HRP to draw the same conclusion as the search committee 21 FACULTY HIRES Prior permission from the HRP s required before a tentative offer is made 22 Chair Department will contact the finalist with a tentative offer 23 A background check will be initiated 24 Appointment letter is generated 25 HR Liaison Support will change the disposition codes 5 Hourly Hire Things to Consider General hourly job descriptions have been created under the HECCP Hourly Employee Cl
30. s Required All UMS employees are required to comply with applicable policies and procedures as well as to complete applicable workplace related screenings and required employee trainings such as Information Security Safety Training Workplace Violence and Sexu al Harassment 12 Job Description Template Guide REPORTS TO This should be a position title not an employee s name Purpose Summarize the general purpose or goal of this position This statement should give a brief but concise overview of the basic function of the position Essential Duties amp Responsibilities The description of duties and responsibilities should be concise but clearly outline the basic components of the activity to be performed An effective job description conveys the scope of the assigned responsibilities as well as the level of assigned authority responsibility and autonomy Essential functions of the job are the fundamental duties that the employee must be able to perform with or without reasonable accommodation A job function may be considered essential for reasons such as the position exists to perform that function there are a limited number of employees available among whom the job function can be distributed the function is highly specialized and the employee is hired for the expertise to perform the particular function or other employees in the same job are required to perform the function In addition to these general criteria any tas
31. time for those who were scree Hiring Department Tentative Offer Any communication to the prospective employee must make it very clear that you are recommending his her appointment or extending a tentative offer of employment Board of Trustee policy provides that each new employee receive an appointment letter with general information regarding the terms and conditions of employment This official offer of employment comes from the the University of Maine President or the Vice President for Human Resources For Faculty Positions The tentative offer letter should be reviewed by the HRP and the department s Business Office prior to being sent to the finalist Human Resources Initiates background checks physicals and screenings with a candidate and once completed will contact the employee with tentative offer and try to establish a start date The official start date for a regular employee should allow enough time for the HR review Please note that the official job offer comes in the form of an appointment letter to the candidate from Megan Sanders Vice President for Human Resources U datin Dis osition Codes Update Disposition Code Disposition Code Note Mi Disposition Code Select Disposition Accepted another position E Accepted position but did not report to work Application information incomplete Did not report to interview Does not meet minimum requirements P nm mn Lo 2r Archived earch M
32. unt market conditions at the time of recruitment National survey data from similar land grant institutions 1s available from the Office of Human Resources 10 Job Description Template Below s the template for a non rep salary job description that the department will complete and return to the HRP Sections highlighted in red will need to be completed before the job template can be created The UMPSA template 1s similar however 1t requires the Hiring Range Keep in mind the job template 1s created before the RTF For Hourly position please list the wage band Title Please make sure the Department assignment reflects the Date Department ID designated in MaineStreet af Dept A list of the Department IDs can be found at http Reports To umaine edu hr sample page contact us department contacts Department Contact will not be published PURPOSE ESSENTIAL DUTIES RESPONSIBILITIES e Works effectively and cooperatively with members of the department staff UMaine administration the campus community and external clients and customers e Perform other reasonably related duties KNOWLEDGE amp SKILL QUALIFICATIONS WORK ENVIRONMENT DYNAMICS WORK YEAR WORK SCHEDULE POSITION TYPE SCHEDULE FOR EVALUATION During the initial 6 months of employment and annually thereafter in accordance with the UMPSA agreement SUPERVISORY RESPONSIBILITY JOB FAMILY SALARY BAND WAGE BAND Appropriate Background Check
33. vious incumbent 8 Do the described qualifications for this position directly relate to the work that needs to be done 9 Which minimum qualifications are required Preferred 10 Can experience be substituted for all or part of any educational requirements 11 Do you anticipate difficulties recruiting a qualified applicant 12 How will the advertised salary range for this position be described Required for UMPSA LEW N e N Faculty Hire Things to Consider Your assigned HRP will assist and collaborate with you in developing or updating the job description recommended but not required for faculty positions and job advertisement Job descriptions can be helpful in identifying and describing in general terms the nature of the responsibilities qualifications and determining what background checks and or pre employment screenings will be required Electronic submission of these documents 1s required Things to consider e Which minimum qualifications are required Preferred Do you anticipate difficulties recruiting a qualified applicant e What is your anticipated timeline for beginning the application review Consider the deadlines of the recruiting venues proposed in the Recruitment Strategy Form e You will be notified when the Job Template in HireTouch has been approved and created The Salary range for a faculty position should fit within the existing departmental salary hierarchy but also take into acco
34. y School of Nursing Cynthia Therrien 07152014 0 Administrative Amy Cross 07002014 0 Robin Arnold 07072014 ze MENE THE UNIVERSITY OF 7D MAINE HOME PROSPECTS APPLICANTS l RESOURCES SETUP Preview Position Title testing forms Add a Requisition Position Type Hourly Choose Template Pe ae Me ae Division Business Public Policy amp Health Department Step 1 Choose a Template Purpose Essential Duties amp AVAILABLE JOB TEMPLATES KERSEEN Responsibilities Categor Al Categories Y Reports to Title Knowledge Skills amp Qualifications Search Job Template Title Other Information Department _ Al De partments O Senior Research Analyst Work Schedule O Academic and Career Exploration Advisor u Salary Band Wage Band and Hourly Rate Shift Differenetial Length of Appointment Academic Year Sept May Bargaining Unit ACSUM Acco unting and Reporting Professional POS 215 Accou nting Support Specialist CL Confidential Accou nting Support Specialist CL3 Administrative Clerk O Administrative Clerk Administrative Specialist CL O Administrative Specialist CL 2 Qa Q continue A PERS THE UNIVERSITY OF Add a Requisition p M A I N E Choose Template Position Title Requisition Forms HOME PROSPECTS APPLICANTS RESOURCES Step 3 Attach Forms to the Requisition Forms have been pre selected Add a Requisition Do Not Make Changes Click Continue below to move to the next p
Download Pdf Manuals
Related Search