Using PageUp to hire Part-Time Faculty: New Position
There are five components to hiring a Part-time Faculty member. Following the steps outlined in each area below will enable you to hire Part-time Faculty using PageUp. Click on a link to follow the steps for each component.
SIMPLY SCROLL AND USE THE YELLOW UP ARROW BUTTON TO RETURN TO THE TOP OF THIS PAGE.
1. Complete the Position Description
2. Create and post the Requisition
3. Complete the needed recruiting activities
4. Make an offer
5. Onboard the new hire
SIMPLY SCROLL AND USE THE YELLOW UP ARROW BUTTON TO RETURN TO THE TOP OF THIS PAGE.
1. Complete the Position Description
2. Create and post the Requisition
3. Complete the needed recruiting activities
4. Make an offer
5. Onboard the new hire
1. Complete the Position Description
NOTE: Before starting this process please download the checklist below. This is designed to help ensure you have as much needed information as possible and have spoken to key individuals involved in the process PRIOR to beginning the hiring steps outlined below.
| checklist_final.pdf |
The Position Description (PD) in PageUp serves several functions in the talent management process. The PD includes the job description for staff positions and information about that position including funding information and location within the organization. Some of the information entered on a PD is carried forward throughout the talent acquisition process – from posting to offer to onboarding a new employee. Therefore, it is important that all information entered is accurate.
Approvals are always required when creating a new PD or updating an existing one. Declining a position sends the position description back to the beginning of the approval process. A decline in the approval process requires that that a reason be listed in the Notes section so that the originator knows what to edit to resubmit for approval.
Here is an overview of the process:
Approvals are always required when creating a new PD or updating an existing one. Declining a position sends the position description back to the beginning of the approval process. A decline in the approval process requires that that a reason be listed in the Notes section so that the originator knows what to edit to resubmit for approval.
Here is an overview of the process:
Accessing Position Descriptions
To access PDs, click Manage position descriptions from My Dashboard. This will bring up the Position Description Library.
PDs may also be accessed by clicking the main menu.
PDs may also be accessed by clicking the main menu.
Select Manage position descriptions from the dropdown menu. This also brings up the position description library. To return to the position description library at any time, click the main menu. To return to the dashboard, click on the word PageUp next to the main menu.
Viewing Position Descriptions
The default position description view is sorted by PD number. The view can be sorted by clicking any field in the header row. A green arrow pointing up means the data is sorted in ascending order and the green arrow down means the data is sorted in descending order.
Searching Position Descriptions
PDs can be searched by filtering on the fields listed in the position description view. To search, place a value in a field or select a value from a dropdown list where available.
Example: search for PD-196
Enter 196 (exclude PD) in PD No. field and click Search. Only PD-196 appears.
Example: search for PD-196
Enter 196 (exclude PD) in PD No. field and click Search. Only PD-196 appears.
Tip: PageUp retains any filters you set for your next session. To remove, click Clear and then click Search. This will return the Position Description library to its default view
Types of Actions
Since this is a new position select New Position.
A new PD must be created and approved in order to post and recruit for a position. The information provided on the PD will flow forward to the requisition. Therefore, it is important to validate all fields on the PD before submitting for approval.
There are two ways to create PDs:
To learn how to copy an existing approved PD click here.
A new PD must be created and approved in order to post and recruit for a position. The information provided on the PD will flow forward to the requisition. Therefore, it is important to validate all fields on the PD before submitting for approval.
There are two ways to create PDs:
- Creating an entirely new PD by entering all data required
- Copy an existing approved PD.
To learn how to copy an existing approved PD click here.
Position Information
Type of Action Requested: Select New Position from the dropdown list.
Justification for Action: Include reasons for requesting the new position. This information will be reviewed by approvers of the request, so sufficient information should be supplied to support approval.
Title: Enter the title as it should appear on the Careers site. This title will also be used on the requisition. There is no character limit for the posting title. The title that is used in Banner will be assigned by Compensation in the Banner Title field and may be different from the title on the Careers site.
Position Number: For new positions, this field will be blank. A position number will be created, and this field will be populated as part of the approval process.
Position Type: Select Faculty – Part-time
Hours Per Week: Enter the scheduled number of hours per week.
Employee Class: Click the magnifying glass to search and select the appropriate employee class.
Type of Action Requested: Select New Position from the dropdown list.
Justification for Action: Include reasons for requesting the new position. This information will be reviewed by approvers of the request, so sufficient information should be supplied to support approval.
Title: Enter the title as it should appear on the Careers site. This title will also be used on the requisition. There is no character limit for the posting title. The title that is used in Banner will be assigned by Compensation in the Banner Title field and may be different from the title on the Careers site.
Position Number: For new positions, this field will be blank. A position number will be created, and this field will be populated as part of the approval process.
Position Type: Select Faculty – Part-time
Hours Per Week: Enter the scheduled number of hours per week.
Employee Class: Click the magnifying glass to search and select the appropriate employee class.
If |
Then choose |
Faculty Part-Time |
FP |
CPS Faculty Part-Time |
CP |
Appointment Duration: This field is for full time faculty positions only.
Team: Team assignments will impact which users are able to view a PD. The team assignment will also be carried forward to the requisition.
The team field will default to the primary team of the user originating the PD. If the originator is only on one team the team field will be defaulted and no additional action is required. Originators who are on multiple teams will need to make sure the PD is assigned to the correct team. If the PD is on a team other than the Originator’s Primary Team, it will need to be updated by selecting the correct team from the drop-down list.
Division: Select from the dropdown list the division the position resides in.
Organization: Select from the dropdown list the organization the position resides in.
Recruitment Process: Select the applicable process based on the type of position being requested. The recruitment process selected carries forward to the requisition which designates the candidate assessment process an applicant will follow. NOTE: If the wrong Recruitment Process is assigned the candidates will not be able to move through the process correctly.
Funding Information - This section identifies how a position will be funded.
Funding Type: Select the appropriate type from the dropdown list.
Team: Team assignments will impact which users are able to view a PD. The team assignment will also be carried forward to the requisition.
The team field will default to the primary team of the user originating the PD. If the originator is only on one team the team field will be defaulted and no additional action is required. Originators who are on multiple teams will need to make sure the PD is assigned to the correct team. If the PD is on a team other than the Originator’s Primary Team, it will need to be updated by selecting the correct team from the drop-down list.
Division: Select from the dropdown list the division the position resides in.
Organization: Select from the dropdown list the organization the position resides in.
Recruitment Process: Select the applicable process based on the type of position being requested. The recruitment process selected carries forward to the requisition which designates the candidate assessment process an applicant will follow. NOTE: If the wrong Recruitment Process is assigned the candidates will not be able to move through the process correctly.
- For CPS Faculty Part-Time positions select CPS PT Faculty Hires.
- For Faculty Part-Time positions select Part-Time Faculty.
Funding Information - This section identifies how a position will be funded.
Funding Type: Select the appropriate type from the dropdown list.
If the position is... |
Select |
Funded by a grant |
Grant Funded |
New initiative, new budgeted position |
New Funding |
Funded using reallocated funds |
Reallocated Fund |
Index: Select the index from the dropdown list that salary will be charged to.
Account: Select the appropriate account from the dropdown list. For Faculty Part-Time select 61040.
Account: Select the appropriate account from the dropdown list. For Faculty Part-Time select 61040.
Percent of Salary
Enter the percentage of salary that will be charged to the index.
If the salary is charged to more than one index, complete the additional sections until the total percent of salary equals 100%.
Position Details
This section is for staff only. For Part-time Faculty skip to Users and Approvals below.
Compensation Information
This section will be completed by Compensation. Compensation will assign the grade, position title, and position class as part of the review and approval process.
Users & Approvals
The approval process designates the appropriate workflow a PD will follow for final approval.
Reports to Manager: Select the individual this position will report to in Banner.
Originator: This will default to the user completing the request. The originator will receive notification when the PD is approved.
Approval Process: Select the appropriate process from the drop-down list: New Faculty Position Approval.
Once the appropriate approval process has been selected, a list of approvers will appear. Some approvers will be defaulted, and some approvers need to be assigned. Refer to the approval charts for assistance in assigning approvers, as needed.
NOTE: Most users will not be able to edit a PD once it has been submitted for approval. If a PD is declined by an approver, the PD will revert to the beginning of the approval process. As a result, it is important to ensure a PD is as accurate as possible before submitting for approval.
Staff Approvals
Enter the percentage of salary that will be charged to the index.
If the salary is charged to more than one index, complete the additional sections until the total percent of salary equals 100%.
Position Details
This section is for staff only. For Part-time Faculty skip to Users and Approvals below.
Compensation Information
This section will be completed by Compensation. Compensation will assign the grade, position title, and position class as part of the review and approval process.
Users & Approvals
The approval process designates the appropriate workflow a PD will follow for final approval.
Reports to Manager: Select the individual this position will report to in Banner.
Originator: This will default to the user completing the request. The originator will receive notification when the PD is approved.
Approval Process: Select the appropriate process from the drop-down list: New Faculty Position Approval.
Once the appropriate approval process has been selected, a list of approvers will appear. Some approvers will be defaulted, and some approvers need to be assigned. Refer to the approval charts for assistance in assigning approvers, as needed.
NOTE: Most users will not be able to edit a PD once it has been submitted for approval. If a PD is declined by an approver, the PD will revert to the beginning of the approval process. As a result, it is important to ensure a PD is as accurate as possible before submitting for approval.
Staff Approvals
Approval Step |
Approver |
Key Contact (can edit PD while pending approval) |
Assign |
Compensation (can edit PD while pending approval) |
Default– HRM Compensation |
HR Operations |
Defaulted– HRM HR Operations |
To assign an approver, search for the appropriate name for approver that is listed.
NOTE: Approver assignments will default to whoever you last assigned as an approver, therefore it is important that the correct names are selected to ensure the request for approval is routed appropriately.
Next Page
This is used if adding notes or documents associated with the PD request. If using, complete the appropriate tabs before saving.
Key Contact
Verify that the name of the appropriate College/Division Key Contact is displayed. In some cases, the Originator and the Key Contact may be the same person. If this is the case, the Key Contact Approval will occur automatically when the PD is submitted for approval. The Key Contact will also receive notification when the PD is approved.
Saving
Select the Save and Exit button to submit the PD for approval. This button will also return the originator to the PD library. All required fields must be completed before the PD can be submitted for approval. This is the preferred method to submit PDs for approval.
Save as a Draft will save the PD in draft mode which will allow it to be edited at a later date before submitting for approval.
Save will submit the PD for approval. The originator will remain on the PD that was submitted.
Approvals
An email approval notification will be sent to the Originator and the Key Contact when the PD is approved. After a PD is approved, recruitment for the position may begin.
To learn how to see Viewing History click here.
NOTE: Approver assignments will default to whoever you last assigned as an approver, therefore it is important that the correct names are selected to ensure the request for approval is routed appropriately.
Next Page
This is used if adding notes or documents associated with the PD request. If using, complete the appropriate tabs before saving.
Key Contact
Verify that the name of the appropriate College/Division Key Contact is displayed. In some cases, the Originator and the Key Contact may be the same person. If this is the case, the Key Contact Approval will occur automatically when the PD is submitted for approval. The Key Contact will also receive notification when the PD is approved.
Saving
Select the Save and Exit button to submit the PD for approval. This button will also return the originator to the PD library. All required fields must be completed before the PD can be submitted for approval. This is the preferred method to submit PDs for approval.
Save as a Draft will save the PD in draft mode which will allow it to be edited at a later date before submitting for approval.
Save will submit the PD for approval. The originator will remain on the PD that was submitted.
Approvals
An email approval notification will be sent to the Originator and the Key Contact when the PD is approved. After a PD is approved, recruitment for the position may begin.
To learn how to see Viewing History click here.
Recognizing that PageUp is new and this documentation is being used across the university, HRM is looking to constantly learn from its clients and make improvements based on the needs of users of the system.
2. Create and post the requisition
The Job Card in PageUp serves several functions in the talent acquisition process. To get approval of your requisition, you must add a posting summary and any additional posting text; assign search committee members and selection criteria, if necessary; and indicate if a posting waiver has been issued by OIDI (for staff hires only). After your requisition has been approved, you will select where to post your job - internally and externally, assign and customize your application form, and review candidate applications.
For all Part-time Faculty hires, your requisition will originate from an approved position description. By originating from a position description (PD) it ensures that the correct position number is assigned to the Requisition and eliminates the need for redundant data entry.
For all Part-time Faculty hires, your requisition will originate from an approved position description. By originating from a position description (PD) it ensures that the correct position number is assigned to the Requisition and eliminates the need for redundant data entry.
Overview of the Job Card Process
Talent Acquisition is the approver for Part-time Faculty hirings.
Create a new Part-time Faculty requisition to recruit for a position
For all Staff and Faculty hires we will generate our requisition by raising an approved PD to a requisition. There are two ways this can be accomplished in the system. First, the PD can be accessed by clicking the link provided to you in an email from the PageUp system once your Position Description is approved. This will take you directly to the position description. The second avenue is using the main menu in the top left corner. Both examples are displayed below.
From your email, click the View Position Description link.
This will bring you to the Position Description page. In the top right corner, click Recruit for position.
From your email, click the View Position Description link.
This will bring you to the Position Description page. In the top right corner, click Recruit for position.
Alternatively, click the Main Menu icon in the upper left corner, highlighted in red, and then select Manage position descriptions from the dropdown menu. This brings up the position description library.
Search for your position using the PD number or the job title.
Then navigate to the relevant position description and click on Recruit for position. This action will raise your position to a requisition and bring you to the Job Card page.
TIP: Much of the details completed in the PD will transfer over to the Requisition.
The Requisition Info tab will contain much of the relevant information in this section of the process. It is important to keep the information between the PD and Job Card consistent.
The Job Card by Section
The Requisition Info tab will contain much of the relevant information in this section of the process. It is important to keep the information between the PD and Job Card consistent.
The Job Card by Section
You will be responsible for adding some additional information related to the posting.
NOTE: Fields which flow from the position description should not be updated and will be marked with an asterisk here. If you identify something that needs to be changed, you must consult with someone from Talent Acquisition.
Here are the major sections and the list of fields on the Job Card: Requisition.
Requisition Number
Requisition Information:
Title
Banner Title
Team
*Interdisciplinary Posting: Choose yes or no
*Interdisciplinary Department: Insert the appropriate Interdisciplinary department here
Number of Positions:
This function allows the creation of multiple positions within a requisition. This allows you to hire more than one person using the same requisition. The requisition remains open and applicants can still apply throughout the process.
TIP: Each faculty position filled from a requisition requires a unique position number. You must complete the appropriate PD approval workflow for each position before it can be added to a requisition.
For One Position:
The first position number is automatically entered below the search box for Position No (see the red box). In this case, select the appropriate *Type: new or replacement next to the position no. field
NOTE: Fields which flow from the position description should not be updated and will be marked with an asterisk here. If you identify something that needs to be changed, you must consult with someone from Talent Acquisition.
Here are the major sections and the list of fields on the Job Card: Requisition.
Requisition Number
Requisition Information:
Title
Banner Title
Team
*Interdisciplinary Posting: Choose yes or no
*Interdisciplinary Department: Insert the appropriate Interdisciplinary department here
Number of Positions:
This function allows the creation of multiple positions within a requisition. This allows you to hire more than one person using the same requisition. The requisition remains open and applicants can still apply throughout the process.
TIP: Each faculty position filled from a requisition requires a unique position number. You must complete the appropriate PD approval workflow for each position before it can be added to a requisition.
For One Position:
The first position number is automatically entered below the search box for Position No (see the red box). In this case, select the appropriate *Type: new or replacement next to the position no. field
For Multiple Positions on the Same Requisition:
Remember you must already have had the positions approved before you begin to create the one requisition. Your positions may be all new positions or a mix of new positions and incumbent replacements.
Go to the lower right of this section and add the number of new or replacement positions using the Add More button.
Remember you must already have had the positions approved before you begin to create the one requisition. Your positions may be all new positions or a mix of new positions and incumbent replacements.
Go to the lower right of this section and add the number of new or replacement positions using the Add More button.
Once you have added the additional lines for more positions, you must go to the additional lines and use the *Position no field to search for your additional approved PDs and select them. The Type should already be populated based on your selection of additional positions in the Add More section.
Position Details:
Reason for Action
Employee Class
Appointment Duration: N/A: Full-time Faculty Only
Division
Organization
*Hours Per Week
Pay Grade
Position Class Description
Recruitment Process
Position Summary: N/A: Staff Only
Qualifications: N/A: Staff Only
Job Duties: N/A: Staff Only
Funding Information:
This section identifies how a position will be funded. Interdisciplinary requisitions may sometimes require updates to funding, account or percent information.
Funding Type
Index 1, 2, and 3
Account 1, 2, and 3
Percent of Salary 1, 2, and 3 All indexes should equal 100%.
Search Committee:
The Search Committee section is available for both Faculty and Staff. A Search Committee Chair can be appointed with accompanying Search Committee Members. The description and privileges of the Chair and Members are outlined below.
Search Committee Chair
The Chair will have the highest privileges of the committee and will be the lead member. The Committee Chair is able to view feedback on candidates from all members of the committee, which will be accessed via the Chair’s dashboard. Additionally, the Chair is the only user able to rank the candidates.
To select a Chair, click on the magnifying glass and a dialogue box will appear. Search for the employee name and click to highlight. Finally, click “Okay” at the bottom of the dialogue box to designate the employee as Chair. If you want to change the Chair or you made a mistake, click the eraser next to the magnifying glass to clear the Search Committee Chair.
Search Committee Member
Members can be assigned to the committee. Members are able to review all resumes and pass along feedback to the Chair. However, Members are unable to view other member’s feedback on candidates or rank the candidates.
To select a Member, click “Add Search Committee Member.” A dialogue box will appear allowing you to search for an employee name. Click on the employee you would like to insert as a Member and click “Add,” located to the right of their name. Upon completion of selecting all desired Members, click “Done” at the bottom of the dialogue box.
To remove Members, on the main screen select “Remove” to the right of the employee’s name.
Selection Criteria
Selection Criteria allows you to list key criteria against which members will evaluate the candidates. Selection criteria can be added from the pre-configured library by clicking the “Add” button. Alternatively, custom Selection Criteria can be added on a requisition by requisition basis using the “New” button. Selection Criteria added using the “New” button will only be available for that specific requisition. If you have commonly used selection that you would like to see added to the pre-configured library, please reach out to Talent Acquisition.
Posting Details:
The main purpose of this section is to craft the text that will be placed on the career sites, shared with candidates and used in recruitment. If you have a waiver, you can indicate it here, if required.
*If waiver required, please select the type
Select Partial or Full as required for this role.
*Reason for Waiver
Choose the appropriate reason for the waiver being requested. Options are:
Internal Candidate Identified
Previous NU Employee Identified
Other
Partner/Spouse Hire
Researcher Already Associated with Grant
NOTE: If you request a waiver, you must also select Hidden Job in the Job Advertising Channel section. In some cases it may be necessary to post your job as a hidden posting. If OIDI has issued a posting waiver, or if you are hiring a Temp Non-Student and have already identified your finalist you can open the requisition as a hidden posting. This will post the job on either the Internal or External portal, but make it so the posting is only visible if the candidate searched by the requisition number. Once you provide the requisition number to the candidate they will be able to search for the requisition on the career site and apply. You will then be able to move their applicant profile through the remainder of the applicant selection process.
*Campus
This drop down enables the selection of the appropriate campus the position will be working out of.
*Posting Summary
Posting Summary is a synopsis of the posting of the job. This will be the few sentences that are viewable on our Career Page displaying the position.
*Posting Text Template
The form has required legal and marketing text included. TIP: The Posting Text Template has been formatted so that it will transfer the posting text to our career sites in a standard and legible fashion. Click here for more details on how to fill in your posting template.
Position Details:
Reason for Action
Employee Class
Appointment Duration: N/A: Full-time Faculty Only
Division
Organization
*Hours Per Week
Pay Grade
Position Class Description
Recruitment Process
Position Summary: N/A: Staff Only
Qualifications: N/A: Staff Only
Job Duties: N/A: Staff Only
Funding Information:
This section identifies how a position will be funded. Interdisciplinary requisitions may sometimes require updates to funding, account or percent information.
Funding Type
Index 1, 2, and 3
Account 1, 2, and 3
Percent of Salary 1, 2, and 3 All indexes should equal 100%.
Search Committee:
The Search Committee section is available for both Faculty and Staff. A Search Committee Chair can be appointed with accompanying Search Committee Members. The description and privileges of the Chair and Members are outlined below.
Search Committee Chair
The Chair will have the highest privileges of the committee and will be the lead member. The Committee Chair is able to view feedback on candidates from all members of the committee, which will be accessed via the Chair’s dashboard. Additionally, the Chair is the only user able to rank the candidates.
To select a Chair, click on the magnifying glass and a dialogue box will appear. Search for the employee name and click to highlight. Finally, click “Okay” at the bottom of the dialogue box to designate the employee as Chair. If you want to change the Chair or you made a mistake, click the eraser next to the magnifying glass to clear the Search Committee Chair.
Search Committee Member
Members can be assigned to the committee. Members are able to review all resumes and pass along feedback to the Chair. However, Members are unable to view other member’s feedback on candidates or rank the candidates.
To select a Member, click “Add Search Committee Member.” A dialogue box will appear allowing you to search for an employee name. Click on the employee you would like to insert as a Member and click “Add,” located to the right of their name. Upon completion of selecting all desired Members, click “Done” at the bottom of the dialogue box.
To remove Members, on the main screen select “Remove” to the right of the employee’s name.
Selection Criteria
Selection Criteria allows you to list key criteria against which members will evaluate the candidates. Selection criteria can be added from the pre-configured library by clicking the “Add” button. Alternatively, custom Selection Criteria can be added on a requisition by requisition basis using the “New” button. Selection Criteria added using the “New” button will only be available for that specific requisition. If you have commonly used selection that you would like to see added to the pre-configured library, please reach out to Talent Acquisition.
Posting Details:
The main purpose of this section is to craft the text that will be placed on the career sites, shared with candidates and used in recruitment. If you have a waiver, you can indicate it here, if required.
*If waiver required, please select the type
Select Partial or Full as required for this role.
*Reason for Waiver
Choose the appropriate reason for the waiver being requested. Options are:
Internal Candidate Identified
Previous NU Employee Identified
Other
Partner/Spouse Hire
Researcher Already Associated with Grant
NOTE: If you request a waiver, you must also select Hidden Job in the Job Advertising Channel section. In some cases it may be necessary to post your job as a hidden posting. If OIDI has issued a posting waiver, or if you are hiring a Temp Non-Student and have already identified your finalist you can open the requisition as a hidden posting. This will post the job on either the Internal or External portal, but make it so the posting is only visible if the candidate searched by the requisition number. Once you provide the requisition number to the candidate they will be able to search for the requisition on the career site and apply. You will then be able to move their applicant profile through the remainder of the applicant selection process.
*Campus
This drop down enables the selection of the appropriate campus the position will be working out of.
*Posting Summary
Posting Summary is a synopsis of the posting of the job. This will be the few sentences that are viewable on our Career Page displaying the position.
*Posting Text Template
The form has required legal and marketing text included. TIP: The Posting Text Template has been formatted so that it will transfer the posting text to our career sites in a standard and legible fashion. Click here for more details on how to fill in your posting template.
Some sections of the posting template are pre-populated and should not be edited. Others are blank and will need to be filled in. If no information is applicable for one of the blank sections put N/A.”
*Posting Text: This field will be populated with the Posting Template information. Once you have completed the template, copy and paste the data into this section.
Users & Approvals:
The approval process allows the setup of the approval workflow for the Job Card.
Additional Viewers
This feature allows other users to view the job on their dashboard.
Reports to Manager
This is who the position will report to. This will be populated on the PD and typically should not be altered on the Job Card.
Talent Acquisition Partner/Recruiter
The magnifying glass in this section enables the selection of a Talent Acquisition Partner or Recruiter to be assigned to the role. This does not have to be populated and will not be used for every job.
*Originator
This will default to the user completing the request.
*Approval Process
Select the appropriate process from the drop down list. Once the appropriate approval process has been selected, a list of approvers will appear. Some approvers will be defaulted and some approvers need to be assigned. See approval charts which designate which approvers are defaulted and which need to be assigned.
To assign an approver, use the magnifying glass to search for the appropriate name for approver listed. NOTE: Talent Acquisition is the default approver for Staff positions.
*Key Contact
Next Page
This is used if adding notes or documents associated with the PD request. If using, complete the appropriate tabs before saving. It is also possible to just click on the Notes and Documents tabs to progress.
Notes
This is used to save and record any information about the job as it progresses through the recruitment process. Notes added to a job will be stored in the job card for other users to view. Use the drop down menu to select Note. A drop down option for Hold Day is also included. Do not select this option.
Note
Select Note from the Add drop-down menu. To e-mail the note check the relevant box and enter the email addresses of the intended recipient. If you wish to send the note to more than one person insert a semi-colon (;) between the email addresses. You can also click on Browse to upload a file along with the note
Hold Day
Northeastern has disabled this function – do not use
Documents
This section is used for uploading documents as needed. This function will allow you to search local desktop files for upload.
Saving
Select the Save and Exit button to submit the Job Card for approval. All required fields must be completed before the Job Card can be submitted for approval. This is the preferred method to submit Job Cards for approval.
Save as a Draft will save the Job Card in draft mode which will allow it to be edited at a later date before submitting for approval.
Save will submit the Job Card for approval and will remain on the Job Card that was submitted.
Approvals
An email notification will be sent out to approvers as the workflow progresses requesting approval. Once the Job Card has been approved the position will be live on the Career Site. Once a Job Card is saved and approved, recruitment for the position may begin.
Job Advertising Channels
You are now ready to post. The tab called Job Advertising Channels is located between Notes and Documents. Click here to view instructions on how to post the position.
Users & Approvals:
The approval process allows the setup of the approval workflow for the Job Card.
Additional Viewers
This feature allows other users to view the job on their dashboard.
Reports to Manager
This is who the position will report to. This will be populated on the PD and typically should not be altered on the Job Card.
Talent Acquisition Partner/Recruiter
The magnifying glass in this section enables the selection of a Talent Acquisition Partner or Recruiter to be assigned to the role. This does not have to be populated and will not be used for every job.
*Originator
This will default to the user completing the request.
*Approval Process
Select the appropriate process from the drop down list. Once the appropriate approval process has been selected, a list of approvers will appear. Some approvers will be defaulted and some approvers need to be assigned. See approval charts which designate which approvers are defaulted and which need to be assigned.
To assign an approver, use the magnifying glass to search for the appropriate name for approver listed. NOTE: Talent Acquisition is the default approver for Staff positions.
*Key Contact
Next Page
This is used if adding notes or documents associated with the PD request. If using, complete the appropriate tabs before saving. It is also possible to just click on the Notes and Documents tabs to progress.
Notes
This is used to save and record any information about the job as it progresses through the recruitment process. Notes added to a job will be stored in the job card for other users to view. Use the drop down menu to select Note. A drop down option for Hold Day is also included. Do not select this option.
Note
Select Note from the Add drop-down menu. To e-mail the note check the relevant box and enter the email addresses of the intended recipient. If you wish to send the note to more than one person insert a semi-colon (;) between the email addresses. You can also click on Browse to upload a file along with the note
Hold Day
Northeastern has disabled this function – do not use
Documents
This section is used for uploading documents as needed. This function will allow you to search local desktop files for upload.
Saving
Select the Save and Exit button to submit the Job Card for approval. All required fields must be completed before the Job Card can be submitted for approval. This is the preferred method to submit Job Cards for approval.
Save as a Draft will save the Job Card in draft mode which will allow it to be edited at a later date before submitting for approval.
Save will submit the Job Card for approval and will remain on the Job Card that was submitted.
Approvals
An email notification will be sent out to approvers as the workflow progresses requesting approval. Once the Job Card has been approved the position will be live on the Career Site. Once a Job Card is saved and approved, recruitment for the position may begin.
Job Advertising Channels
You are now ready to post. The tab called Job Advertising Channels is located between Notes and Documents. Click here to view instructions on how to post the position.
3. Complete the needed recruiting activities
Recruitment Process
The Recruitment process begins on the Position Description page and carries through to fruition on the Offer Card. The Recruitment process travels with a position from start to finish and is the backbone of the hiring process. Ultimately, the Recruitment process dictates the appropriate approvers and the workflow a candidate will progress through. It is vital to ensure the Recruitment process matches with the type of employment.
The most important detail is the Recruitment process is nonlinear. As a result, candidates can be moved to any point in the workflow at any time. Therefore, it is up to the user to maintain the process progression, integrity and appropriate delineation. Additionally, ensuring candidates are in the correct status within the appropriate Recruitment process will solidify that all business requirements are met, and candidates are managed correctly.
Notification of Status Change: Communications Templates
Automated standard communications are available in the system. It is important to understand what occurs when an applicant is moved into an “Unsuccessful” status. The system will auto generate an email template that is to be sent to the candidate informing them they are no longer in consideration for the position.
You can choose whether you want to send the email notification to the candidate. If you choose to send an email, it can be customized prior to sending. If you do choose “No,” there must be a follow up communication via phone or NU email informing the candidate.
The Recruitment process begins on the Position Description page and carries through to fruition on the Offer Card. The Recruitment process travels with a position from start to finish and is the backbone of the hiring process. Ultimately, the Recruitment process dictates the appropriate approvers and the workflow a candidate will progress through. It is vital to ensure the Recruitment process matches with the type of employment.
The most important detail is the Recruitment process is nonlinear. As a result, candidates can be moved to any point in the workflow at any time. Therefore, it is up to the user to maintain the process progression, integrity and appropriate delineation. Additionally, ensuring candidates are in the correct status within the appropriate Recruitment process will solidify that all business requirements are met, and candidates are managed correctly.
Notification of Status Change: Communications Templates
Automated standard communications are available in the system. It is important to understand what occurs when an applicant is moved into an “Unsuccessful” status. The system will auto generate an email template that is to be sent to the candidate informing them they are no longer in consideration for the position.
You can choose whether you want to send the email notification to the candidate. If you choose to send an email, it can be customized prior to sending. If you do choose “No,” there must be a follow up communication via phone or NU email informing the candidate.
NOTE: If you set a delay, you’re committed to sending the email. There is no calling it back!!
Applicant Data and Statuses
The Recruitment process is assigned on the Position Description. The Recruitment process is used to manage applicants through the workflow and concludes with an Offer to the finalist and the completed dispositioning of all other candidates.
Applicants can be moved into various statuses as they move through the Recruitment process. An applicant’s status designation will be determined by what phase of the recruitment process they are currently in. Further, when an applicant’s status is changed in the system a time stamp and username will be placed on the record for reference. This provides a history and transparency into a candidate’s recruitment workflow.
Each applicant has both an applicant and an offer status. The recruitment process focuses on the applicant statuses and will be described in more detail throughout this guide. The offer statuses are system generated and are listed below for your information.
The Recruitment process is assigned on the Position Description. The Recruitment process is used to manage applicants through the workflow and concludes with an Offer to the finalist and the completed dispositioning of all other candidates.
Applicants can be moved into various statuses as they move through the Recruitment process. An applicant’s status designation will be determined by what phase of the recruitment process they are currently in. Further, when an applicant’s status is changed in the system a time stamp and username will be placed on the record for reference. This provides a history and transparency into a candidate’s recruitment workflow.
Each applicant has both an applicant and an offer status. The recruitment process focuses on the applicant statuses and will be described in more detail throughout this guide. The offer statuses are system generated and are listed below for your information.
Offer Statuses
The status to the right of the Applicant status is the Offer Status. Clicking on this status will display the Offer Card. Below are the Offer Statuses which coincide with Applicant statuses.
No offer - There is no current offer for the applicant for the job. (New Candidate through Verbal Offer)
Offer incomplete - An offer has been initiated but not accepted or declined by the candidate. (Verbal Offer through Online Offer Made)
Offer accepted - An offer exists and has been accepted (Offer Accepted)
Offer declined - An offer exists and has been declined by the applicant (Offer Declined)
Accessing Applicants
Accessing applicants can be done via the Main Menu, clicking Manage jobs, and searching for the desired position. From there, there are two ways to view applicants.
The status to the right of the Applicant status is the Offer Status. Clicking on this status will display the Offer Card. Below are the Offer Statuses which coincide with Applicant statuses.
No offer - There is no current offer for the applicant for the job. (New Candidate through Verbal Offer)
Offer incomplete - An offer has been initiated but not accepted or declined by the candidate. (Verbal Offer through Online Offer Made)
Offer accepted - An offer exists and has been accepted (Offer Accepted)
Offer declined - An offer exists and has been declined by the applicant (Offer Declined)
Accessing Applicants
Accessing applicants can be done via the Main Menu, clicking Manage jobs, and searching for the desired position. From there, there are two ways to view applicants.
- The first is to click the hyperlinked number underneath the Applications title. This will provide the list of applicants on the Manage applications screen.
- The second is to click the hyperlinked Title, which will bring you to the completed Job Card (Requisition). In the top right corner, click on the blue View applications icon. This will transfer you to the Manage applications screen.
Manage Applications Screen
The Manage applications screen is the primary screen used to search, view and sort applicants. The Manage applications screen also allows you to “disposition” the candidates, i.e. to change the status of applicants, to enter the applicant card, to view the resume, displays applicant flags, and to view application answers. Additionally, Bulk actions are enabled on this screen.
The Manage applications screen is the primary screen used to search, view and sort applicants. The Manage applications screen also allows you to “disposition” the candidates, i.e. to change the status of applicants, to enter the applicant card, to view the resume, displays applicant flags, and to view application answers. Additionally, Bulk actions are enabled on this screen.
Applicant Card
The Applicant card is a complete summary of an applicant, including their personal details, status, and application history. Accessing the Applicant card can be done one of two ways from the Manage applications screen.
Applicant Statuses
An applicant’s status designates where the applicant exists within the recruitment process. The most common way to alter a candidate’s status (disposition the candidate) is on the Manage applications screen.
The Applicant card is a complete summary of an applicant, including their personal details, status, and application history. Accessing the Applicant card can be done one of two ways from the Manage applications screen.
- Clicking the applicant’s name will bring you to the Applicant card.
- Additionally, clicking on the View application hyperlink will take you to the Applicant card.
Applicant Statuses
An applicant’s status designates where the applicant exists within the recruitment process. The most common way to alter a candidate’s status (disposition the candidate) is on the Manage applications screen.
- To change the status from the Manage applications page, simply click on the hyperlinked lettering underneath Status for the designated applicant. The Change application status window will appear.
- From the Applicant card, click the hyperlinked status designation (in the red box below) to open the Change application status window.
The statuses and definitions available for all candidates can be found below.
New Candidate
All new applicants will default to this status. The applicant will remain in this status until an action is taken by the user.
Review Unsuccessful
Applicants with this designation have had their profiles reviewed and deemed not to be a fit for the position.
Phone Screen and Unsuccessful
The Phone Screen status is for applicants whose profiles appear to be a match and will be advanced to an initial screen. Successful applicant phone screens will be advanced to Interview 1, while those not advancing will be changed to Phone Screen Unsuccessful.
Interview 1, 2, 3 and Unsuccessful
Interview statuses are awarded to those applicants who are invited to an onsite interview. There are three available onsite interview statuses, however not all three need to be utilized. If after one of the onsite interviews a candidate is no longer in consideration, their status will be changed to Interview X Unsuccessful.
For Hiring Managers, any status after the third interview is not applicable.
The other statuses are managed by the Key Contact or an approver. These statuses complete the lifecycle of the hire – references, verbal offer, background check, online offer made, offer accepted.
Reference Check-Phone
Reference checks are for those candidates who have interviewed and are strongly being considered for offer. When references are conducted via phone, the applicant should be moved to a status of “Reference Check-Phone”. You should note who conducted the reference checks and when via an Applicant note. Reference checks should be conducted prior to extending a Verbal Offer to a candidate.
Verbal Offer
A candidate should be moved into the Verbal Offer status after a verbal offer and negotiation has been extended and agreed to. Inputting a candidate to this status will advance the user to the candidate’s Offer Card.
Online Offer Made
Online Offer Made is selected when an official offer letter is being sent to a candidate. An official offer letter will be automatically generated to be sent to the candidate.
Offer Accepted, Declined, Rescinded
Following Offer Made, the offer will be accepted, declined, or rescinded. When an Offer is electronically accepted by a candidate, they will be prompted to fill out the electronic Personal Information Form. This form will be is critical to providing the university with the new hire’s data to be imported into the Banner system.
Background Check Statuses
There are multiple statuses for when a background check is being conducted on a candidate. See Insert Link to Background Check for more information on this process.
Withdrawn
This status is declared when an applicant removes themselves from consideration.
Incomplete
This status is assigned when an applicant hasn’t completed the application process
Note: The Submitted and Rejected Statuses are hardcoded in PageUp and will not be used by Northeastern.
Below are statuses specific to CPS Part-time Faculty Hiring.
These are the unique statuses in the CPS PT Faculty Recruitment workflow.
Student Hire
If the finalist is deemed to be a student, then the Key contact will change the applicant status to “Student Hire” in PageUp which should be the final disposition for the candidate. The candidate would be referred to student employment as the PageUp system is not designed to hire students.
Verbal Offer
A candidate should be moved into the Verbal Offer Extended status after a verbal offer and negotiation has been extended and agreed to by the Faculty Lead or FT Faculty member. Inputting a candidate to this status will advance the user to the candidate’s Offer Card.
CPS Candidate Verbal Offer Acceptance
Assuming the applicant accepts the verbal offer, the Program Manager will move the applicant status to “CPS Candidate Verbal Acceptance”. This will trigger an email notification to the candidate that they are required to fill out the Personal Information Form and that the new hire will receive an Appointment Letter and Offer Letter (Teaching Assignment Contract) from Salesforce.
New Candidate
All new applicants will default to this status. The applicant will remain in this status until an action is taken by the user.
Review Unsuccessful
Applicants with this designation have had their profiles reviewed and deemed not to be a fit for the position.
Phone Screen and Unsuccessful
The Phone Screen status is for applicants whose profiles appear to be a match and will be advanced to an initial screen. Successful applicant phone screens will be advanced to Interview 1, while those not advancing will be changed to Phone Screen Unsuccessful.
Interview 1, 2, 3 and Unsuccessful
Interview statuses are awarded to those applicants who are invited to an onsite interview. There are three available onsite interview statuses, however not all three need to be utilized. If after one of the onsite interviews a candidate is no longer in consideration, their status will be changed to Interview X Unsuccessful.
For Hiring Managers, any status after the third interview is not applicable.
The other statuses are managed by the Key Contact or an approver. These statuses complete the lifecycle of the hire – references, verbal offer, background check, online offer made, offer accepted.
Reference Check-Phone
Reference checks are for those candidates who have interviewed and are strongly being considered for offer. When references are conducted via phone, the applicant should be moved to a status of “Reference Check-Phone”. You should note who conducted the reference checks and when via an Applicant note. Reference checks should be conducted prior to extending a Verbal Offer to a candidate.
Verbal Offer
A candidate should be moved into the Verbal Offer status after a verbal offer and negotiation has been extended and agreed to. Inputting a candidate to this status will advance the user to the candidate’s Offer Card.
Online Offer Made
Online Offer Made is selected when an official offer letter is being sent to a candidate. An official offer letter will be automatically generated to be sent to the candidate.
Offer Accepted, Declined, Rescinded
Following Offer Made, the offer will be accepted, declined, or rescinded. When an Offer is electronically accepted by a candidate, they will be prompted to fill out the electronic Personal Information Form. This form will be is critical to providing the university with the new hire’s data to be imported into the Banner system.
Background Check Statuses
There are multiple statuses for when a background check is being conducted on a candidate. See Insert Link to Background Check for more information on this process.
Withdrawn
This status is declared when an applicant removes themselves from consideration.
Incomplete
This status is assigned when an applicant hasn’t completed the application process
Note: The Submitted and Rejected Statuses are hardcoded in PageUp and will not be used by Northeastern.
Below are statuses specific to CPS Part-time Faculty Hiring.
These are the unique statuses in the CPS PT Faculty Recruitment workflow.
Student Hire
If the finalist is deemed to be a student, then the Key contact will change the applicant status to “Student Hire” in PageUp which should be the final disposition for the candidate. The candidate would be referred to student employment as the PageUp system is not designed to hire students.
Verbal Offer
A candidate should be moved into the Verbal Offer Extended status after a verbal offer and negotiation has been extended and agreed to by the Faculty Lead or FT Faculty member. Inputting a candidate to this status will advance the user to the candidate’s Offer Card.
CPS Candidate Verbal Offer Acceptance
Assuming the applicant accepts the verbal offer, the Program Manager will move the applicant status to “CPS Candidate Verbal Acceptance”. This will trigger an email notification to the candidate that they are required to fill out the Personal Information Form and that the new hire will receive an Appointment Letter and Offer Letter (Teaching Assignment Contract) from Salesforce.
4. Make an Offer
Purpose of the Offer Card
The Offer Card in PageUp serves a number of functions in the Talent Acquisition process. It allows the user to outline all the relevant details for an offer and allows approvers to review and approve all offer details prior to the release of the offer to the applicant. Once approved, the offer will be extended electronically via the system. The applicant can then:
Through the offer card, you will also assign a Personal Information Form and an onboarding workflow. The Personal Information Form captures details about your new employee and will interface with our HR system, Banner, to automate and speed up creating the hire within our system. The onboarding workflow will assign a series of preconfigured actions to your new hire. This will allow the new hire to immediately begin completing critical onboarding steps.
The offer card process begins with the identification of a finalist (and for staff positions, OIDI approval). Once the finalist is identified and the details of the initial offer are finalized, the offer process begins.
Overview of the Offer Process
The Offer Card in PageUp serves a number of functions in the Talent Acquisition process. It allows the user to outline all the relevant details for an offer and allows approvers to review and approve all offer details prior to the release of the offer to the applicant. Once approved, the offer will be extended electronically via the system. The applicant can then:
- review all offer details;
- accept the offer;
- and provide required information directly into the system
Through the offer card, you will also assign a Personal Information Form and an onboarding workflow. The Personal Information Form captures details about your new employee and will interface with our HR system, Banner, to automate and speed up creating the hire within our system. The onboarding workflow will assign a series of preconfigured actions to your new hire. This will allow the new hire to immediately begin completing critical onboarding steps.
The offer card process begins with the identification of a finalist (and for staff positions, OIDI approval). Once the finalist is identified and the details of the initial offer are finalized, the offer process begins.
Overview of the Offer Process
- Verbal offer is made to the applicant, verbal acceptance is given.
- Recruiter/ Key Contact moves the applicant status into Verbal Offer which triggers the offer card for completion.
- The offer card details are completed, offer letters are generated, merged, and the offer is sent through an approval process.
- There may be two or three levels of approval
- (This step is internal only and the applicant won’t yet have visibility.) - Once the approvals are received, the Key Contact moves the applicant status into Online Offer Made which releases the offer making it visible to the finalist.
- An email will be triggered to the applicant advising them to log in to view their offer details.
- The applicant is required to open the letter and check the confirmation box prior to accepting the offer.
NOTE: For Part-time Faculty hires the approval process is completed by the Associate Dean.
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Initiating an Offer
There are two ways to access the Offer Card:
2. Next to the relevant application, click the Actions menu 3. Click Offer details. Result: The Offer Card displays. |
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Offer Card by Section
The offer card contains sub-sections for the applicant’s personal details, the job details, and the offer details. Below you will find an outline of the sections and what information can be found there.
Personal Details
The applicant details appear here – you can expand the field to see their profile, if needed.
Job Details
The basic information about the job is provided here. This is part of the information that was entered when the Position Description was created, flowed to the Job Card (requisition) and has now arrived on the Offer Card. Complete the Position Details section with all required fields. Some fields are not required but may be applicable to the hire depending on the Position Type.
Offer Details
This is where you’ll enter the offer details and information. Please ensure that this information is completely accurate as many of these fields will be merged into the offer letter and will constitute the terms of the offer and the candidate’s acceptance. Much of the information will carry over from the Position Description, Job Card and Application, but there are items that will have to be manually entered; these items are outlined below.
Position Details
Start Date: Enter the employee’s first day of work
End Date, if applicable: For staff and temp non-students only; this date will be used as the employee’s job termination date in Banner
Orientation Date: Select the next orientation date after the Start Date
First Pay Date: Enter date of the first pay check (used as a merge field on the offer card)
Pay End Date (Faculty Only): N/A for Staff
Funding End Date: if applicable; this date will be used as the termination date in Banner due to funding end
Campus Location: Enter the appropriate campus; if working remote, select online
Does this employee work remote? Yes/ No (See glossary for additional information)
Probationary Period: Leave blank for PT Faculty
Hours per Week: Enter standard weekly hours (usually 35 or 40)
Employee Class: Will transfer from Job Card
Shift: Functions as a merge field for staff offer letters. Enter the days the new hire is scheduled to work, and hours worked per day.
Pay Grade: Will transfer from Job Card
Offer Expiry (merge): Select the date this offer will expire, if applicable.
Building Description: If known, select the campus office location building; for remote employees, enter the building campus mail is to be sent
Building Number: if known, enter the campus office location suite/room number; for remote employees, enter the suite/room number campus mail is to be sent
Campus Phone (ED): If applicable, enter the new hire’s campus phone number.
Salary
Index 1, 2, 3: Will carry forward from the requisition. NOTE: If the funding information is now different it will need to be updated on the offer card.
Account 1, 2, 3: Will carry forward from the requisition. If the account information is now different it will need to be updated on the offer card.
Percent of Salary 1, 2, 3: Will carry forward from the requisition. If the funding information is now different it will need to be updated on the offer card.
Pay Rate: Enter the new hires rate of pay. This should be entered in a manner that corresponds to rate type, e.g. an employee making $45,000 per year should have 45,000 entered for pay rate and Annual entered for rate type.
Rate Type: Annual, Hourly
Currency: US Dollar, Canadian Dollar
Pay Frequency: Weekly, Semi-Monthly, Monthly
Number of Pays: Refers to the number of payments to be received in a calendar year. For PT Faculty, enter the total number of payments to be received
Relocation Costs: if applicable
Sign-on Bonus: if applicable
NOTE: All indices and accounts entered on the Job Requisition will transfer to the Offer Card. If needed, you may change them on the Offer Card. Common reasons include multiple positions on one requisition or interdisciplinary positions.
Remember: The Job Requisition fields are originally populated from Position Description, but may have been amended in the Job Requisition.
PT Faculty
Course 1,2,3: Enter Course Name
Term 1,2,3: Select Term
Academic Year 1,2,3: Select Academic Year
CRN 1,2,3: Enter CRN
Teaching: Yes/No
Instructional Method 1,2,3: Select Instructional Method
Location 1,2,3: Enter Location
Course Length 1,2,3: Enter Course Length
Course Meeting Time1,2,3: Enter Meeting Time
Course Compensation 1,2,3: Enter Compensation
NOTE: CRN is required for PT faculty in the FP employee class before an Offer can be extended through the system.
Onboarding
In this section, you must select the onboarding form and workflow. You will also have the option to assign an Onboarding Manager and Onboarding Delegate.
Onboarding Form: Select the Personal Information Form
Onboarding Workflow: Select PT Faculty
NUID: If internal, add or confirm NUID
Reports to Manager: This is already completed based on the job/ position description with the person’s direct manager. Verify this is correct and does not need to be changed.
Onboarding Manager: Depending on the position, this may be the Reports to Manager; or a designated Key Contact or HR member within the college/ division. You must assign this role. This will be the person primarily responsible for all the onboarding tasks of the new hire.
Onboarding Delegate: You can select and assign a 2nd person to assist with the onboarding tasks. This can be an employee of choice within the department.
Offer Progress
This section is automatically updated by the system. Skip this during the offer creation.
Offer Accepted: Yes/No on candidate’s acceptance
Date Offer Accepted: Date of candidate’s acceptance
Offer Declined: Yes/No on candidate’s decline
Date Offer Declined: Date of candidate’s decline
NOTE: Please see the process later in this document on how to manage a candidate who has declined an offer; and/ or as needed, how to rescind an offer.
Offer Documents
The offer documents such as the offer letters and hiring commitment form are stored and accessed from this section. This is where offer letters can be created using the merge fields from the Offer Details.
Creating the Offer Letter
To create an offer letter, select the ‘Merge document’ button. You will then be prompted to save the offer card details. If there are any missing required fields, they will be called out at this stage. If there are no missing fields, the merge document window will open with the various offer document options displayed.
Select the appropriate offer letter type that corresponds correctly to the type of position being offered, using the checkbox and then click ‘Merge.’
TIP: A list of merge fields for each type of position is provided for your reference. The fields have been highlighted in the Offer Letter and you must remove the highlight before sending the letter to your finalist.
TIP: A list of merge fields for each type of position is provided for your reference. The fields have been highlighted in the Offer Letter and you must remove the highlight before sending the letter to your finalist.
- The system will then generate the offer letter.
You can ignore these if they are not applicable to the specific hire. (For example, not every applicant has a middle name or a second street address.)
- The merged offer letter will appear at the top of the Offer Documents section where it can be downloaded. Download and view the document to verify the data merged properly.
- Remove highlighted content after verifying the information is correct.
- If necessary, you can copy and paste the offer letter onto letter head and add a signature.
NOTE: The original merged offer letter must be deleted to ensure this document is not inadvertently sent to the candidate.
The Hiring Commitment Form
Application Documents
You can see all the applicant documents here including candidate resume and cover letter. This is where you will also access any recommendations or reference information that you may need during the offer process.
Approval Process
The offer details and documents must be approved by the relevant persons depending on the type of position. Please review the next section, Managing the Approval Process, before selecting your approvers.
NOTE: For Part-time Faculty hires the approval process is Associate Dean/Dean/CPS Approver
Managing the Offer Approval Process
Originator
This will default to the user completing the request. They will be notified when the offer is approved.
Approval Process
As with the Position Description and Job Card, the Offer Details and Documents need to be approved by other internal members of the University such the Hiring Manager or Dean. Each type of position has a designated approval workflow and the appropriate workflow should be selected.
Once the appropriate approval process has been selected, a list of approvers will appear. Some approvers will be defaulted, and some approvers need to be assigned. See approval charts which designate which approvers are defaulted and which are to be assigned.
To assign an approver, search for the appropriate name for approver that is listed. Please note that the last user selected will default, therefore it is important that the correct names are selected to ensure the request for approval is routed appropriately.
Saving
Select the Save and Close button to submit the Offer for approval and close the Offer Card. All required fields must be completed before the Offer can be submitted for approval. If any required fields are missing, the system will error out and prompt the user to complete the required fields.
Save will submit the Offer for approval and keep the Offer Card open.
Extending the offer letter and launching onboarding
Once the Offer has been approved, an email approval notification will be sent to the Originator and the Key Contact. At this point, the candidate status can be moved to ‘Online Offer Made.’ Updating to this status will send an email to the candidate notifying them of their official letter and prompting them to accept the offer. After the candidate electronically accepts the offer, an email will be sent to the Key Contact notifying them of the acceptance.
When the candidate accepts the offer, they will automatically be taken to the Personal Information Form where they will be required to enter their personal information. This will create their employee record in Banner. They will also then have access to the employee onboarding portal where they can check for all onboarding tasks that require completion as well as corresponding deadlines.
Rescinding an Offer
Should you ever need to rescind an offer letter please contact Talent Acquisition or your HR Business Partner.
You can see all the applicant documents here including candidate resume and cover letter. This is where you will also access any recommendations or reference information that you may need during the offer process.
Approval Process
The offer details and documents must be approved by the relevant persons depending on the type of position. Please review the next section, Managing the Approval Process, before selecting your approvers.
NOTE: For Part-time Faculty hires the approval process is Associate Dean/Dean/CPS Approver
Managing the Offer Approval Process
Originator
This will default to the user completing the request. They will be notified when the offer is approved.
Approval Process
As with the Position Description and Job Card, the Offer Details and Documents need to be approved by other internal members of the University such the Hiring Manager or Dean. Each type of position has a designated approval workflow and the appropriate workflow should be selected.
Once the appropriate approval process has been selected, a list of approvers will appear. Some approvers will be defaulted, and some approvers need to be assigned. See approval charts which designate which approvers are defaulted and which are to be assigned.
To assign an approver, search for the appropriate name for approver that is listed. Please note that the last user selected will default, therefore it is important that the correct names are selected to ensure the request for approval is routed appropriately.
Saving
Select the Save and Close button to submit the Offer for approval and close the Offer Card. All required fields must be completed before the Offer can be submitted for approval. If any required fields are missing, the system will error out and prompt the user to complete the required fields.
Save will submit the Offer for approval and keep the Offer Card open.
Extending the offer letter and launching onboarding
Once the Offer has been approved, an email approval notification will be sent to the Originator and the Key Contact. At this point, the candidate status can be moved to ‘Online Offer Made.’ Updating to this status will send an email to the candidate notifying them of their official letter and prompting them to accept the offer. After the candidate electronically accepts the offer, an email will be sent to the Key Contact notifying them of the acceptance.
When the candidate accepts the offer, they will automatically be taken to the Personal Information Form where they will be required to enter their personal information. This will create their employee record in Banner. They will also then have access to the employee onboarding portal where they can check for all onboarding tasks that require completion as well as corresponding deadlines.
Rescinding an Offer
Should you ever need to rescind an offer letter please contact Talent Acquisition or your HR Business Partner.