Staff USPS On Line Employment System Training Tutorial

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Staff (USPS) On Line Employment System Training
Tutorial
Recruitment 3-2771 www.jobswithucf.com/hr
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Objectives

• Review Staff On Line Employment System workflow
• Be familiar with posting and completing hiring
  proposals for Staff (USPS) positions on line

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User Types

• 3 Different Types of Users (in ranking order)
• Executive Users (VPs or designees)
• Hiring Managers (Hiring Officials or designees)
• Certified Interviewers

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Executive Users

• Top of the workflow (Top of the chain)
• Can do everything HM and CI can on line including
  create postings, eliminate applicants from
  applicant pool, complete hiring proposals, etc.
• Main Tasks
• Ensure all information is correct on posting,
  selection and non-selection reasons, and hiring
  proposals

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Hiring Managers

• 2nd in the workflow
• Tasks
• Create postings
• Input information on hiring packets, verify
  information
• Eliminate applicants from the applicant pool on
  line, etc.
• Act as gate keepers between the hiring
  departments and Executive Users

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Certified Interviewers

• Last of the workflow
• Tasks
• Create postings
• Input information on hiring packets, verify
  information
• Eliminate applicants from the applicant pool on
  line, etc.

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Hiring Managers vs. Certified Interviewers

• Hiring Managers can submit postings and hiring
  packets directly to Executive Users or
  Recruitment for approval but Certified
  Interviewers cannot

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Definitions of User Types
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Create On Line User Account
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Create User Accounts

• Step One Create and submit an on line request at
  www.jobswithucf.com/hr
• Step Two Complete an UCF USPS AP On Line
  Recruitment User Account Security Access
  Form and fax to Recruitment at 384-2866
• Once the account is approved, an email
  notification will be sent to you

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Step 1 Create On Line User Account Request
Create User Account
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Create User Accounts
User Account Security Access Form

• Create username and password
• Enter name, title, email address
• Indicate which user type you are requesting
• Department(s) you want to request access

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Step 2 User Access Form
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Create Requisitions
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Staff Workflow (Posting)

• Workflow 1 OR
• (Example SDES MCA)
• CI or HM creates requisitions (if CI creates
  requisition, must submit to HM for approval)
• ?
• HM approves submits requisition to EU for
  approval
• ?
• EU approves requisition
• ?
• EU submits requisition to Recruitment for posting

• Workflow 2
• (Example HR)
• CI or HM creates requisitions (if CI creates
  requisition, must submit to HM for approval)
• ?
• HM approves requisition
• ?
• Submit requisition to Recruitment for posting

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Create Requisition (PVAs) for Posting

• PVA is Position Vacancies Announcements, now we
  called Posting Details/Requisitions
• Create requisitions from templates
• A template includes
• Class title
• Class code
• Minimum qualifications for the class title you
  have chosen
• Other information

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Create Requisitions From Templates

• Other Information you need to enter on templates
• Position number
• Job open and close date
• Preferences
• Special conditions
• Work Schedule
• 2nd advertising (optional for USPS positions)
• Names contact info of Hiring Manager(s)
  Certified Interviewer(s)

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Create Requisitions
Create Requisition From Template
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Create Requisitions

• Select the class title you would like to
  advertise
• Class titles for both AP Staff are listed on
  this drop-down list

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Create Requisitions
All Staff and AP titles are listed
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Create Requisitions
Create
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Create Requisition Screen/Posting Details Tab
Guest User Tab
Position Number
Class Title
Class Code
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What is Guest User Access?

• Guest users access
• Username is computer generated, password must be
  created by users when create requisitions
• Additional Certified Interviewers log in as guest
  users
• Review applications and attachments from
  applicants only
• log in at www.jobswithucf.com/hr website

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Guest User Access
User Name
Password
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Additional Approval Fields On View Summary Page

• First and Second Level Approval Signature Lines
  (For Posting Only)
• Optional
• For hiring officials who want to approve the
  postings but do not have an online user account
  to approve online
• For department record only, do not submit to
  Recruitment

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Deadlines To Submit Postings

• Requisitions for posting
• Wednesdays at noon
• Repost positions
• Thursdays at noon
• Email position number and position title to
  employment_at_mail.ucf.edu

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Now, your position is posted
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When your Staff position is posted

• Ability to see how many applicants applied for
  your Staff position at all times
• Will be able to decide whether your position
  needs to be reposted

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How Many Applicants Do I Have?
Applications In Process
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When your Staff position is closed

• Ability to review applications after released by
  Recruitment
• Both veterans preference and internal employee
  status are verified by Recruitment
• Once applications are released, an email
  notification will be sent to you
• Change applicants status, complete selection
  reasons for selected candidate, etc.

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Things To Consider When Reviewing Applications

• Review all the applications and resumes
• Interview applicants who qualify for Veterans
  Preference and/or internal applicants
• How do I know whether the applicant is eligible
  for any preference status?
• Answer Staff Applicant List
• Note Information on Staff Applicant List is
  valid only after the applications have been
  released to the departments

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Where Can I Find the Staff Applicant List ?
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Staff Applicant List
Get Reports List Link
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Staff Applicant List
Staff Applicant List
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Staff Applicant List

• Met Vets Preference Met USPS Employee columns
• Y means the preference status is granted
• N means the preference status is not granted

Note Do not print out this list until you
receive an email notifying you the applications
have been released to you
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Review Applications Attachments
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Review Applications/Attachments
View Link
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Review Applications/Attachments
View Application Link
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Staff Application
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Change Applicant Status
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What Does Change Applicant Status Mean?

• To change applicants from an active status to an
  inactive status
• Identify and indicate who your selected candidate
  is on the system
• Eliminate applicants from your application pool

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Applicant Status for Staff

• Selected Applicant (Selection rationale is
  required on line)
• Not Hired Interviewed (For interviewed
  candidates but not hired)
• Not Hired Not Interviewed (For candidates did
  not receive interviews and were not hired)
• Application withdrawn

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Change Applicant Status
Change Status Link
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Change Applicants Status
Selected applicant, Not Hired-Interviewed, Not
Hired-Not Interviewed, Application Withdrawn
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Selection Rationales (For Selected Candidate)
Selection Rationale is required in this Rationale
column
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Selection Rationales (For Non-Selected Candidates)
Non-selection rationale is required in this
Rationale column
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Hiring Proposal

• Enter info below
• Name of selected candidate
• Date of hire
• References
• Recommended salary

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Staff Workflow (Hiring)

• Certified Interviewer (e.g. supervisor in dept)
  provide selection/non-selection rationales and
  complete hiring proposals
• ?
• Hiring Manager (e.g. Administrative Asst for the
  college) verify all information on rationales
  and hiring proposals are correct
• ?
• HR Recruitment review hiring proposals and
  approve new hires

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Where is the Hiring Proposal I need to print out?
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Printing Hiring Proposal
Get Reports List Link
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Printing Hiring Proposal
Hiring Proposal (for Staff Positions)
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Hiring Proposal
Print this Hiring Proposal out for authorized
signature and submit to Recruitment for approval
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What To Submit to Recruitment?(Checklist)

• Paper Documents
• Signed application
• Signed Hiring Proposal printout
• Unofficial or official transcript if needed
• On Line
• Completed Hiring Packet

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If you have any further questions, please contact
Recruitment at 3-2771.