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AP On Line Employment System Training Workshop

• Recruitment 3-2771
• www.jobswithucf.com/hr

2
Objectives

• Review AP On Line Employment System workflow
• Be familiar with posting and completing hiring
  packets for AP positions on line

3
User Types

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

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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, announce post meetings, input
  information etc.
• Main Tasks
• Approve AP Agreement Request Form
• Approve AP Employment Certification Form (AA-20)
  and submit to Recruitment for approval

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Hiring Managers

• 2nd in the workflow
• Tasks
• Create postings
• Input information on hiring packets
• Announce post meeting minutes
• Eliminate applicants on line, etc.
• Act as gate keepers between the hiring
  departments and Executive Users

6
Certified Interviewers

• Last of the workflow
• Tasks
• Create postings
• Input information on hiring packets
• Announce and post meeting minutes
• Eliminate applicants 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 384-2866
• Once your user account is approved, Recruitment
  will notify you through email

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

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

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Step 2 User Access Form
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Create Requisitions
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AP 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 Requisitions (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
• 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
• Search committee members log in as guest users
  members will share the same username and password
• 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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Now, your position is posted
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When your AP position is posted

• Ability to see how many applicants applied for
  your AP position
• Ability to review applications and documents
  attached by applicants
• Ability to input Search Committee Meeting Notices
  remember to contact Recruitment via email at
  employment_at_mail.ucf.edu to post your notices

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How Many Applicants Do I Have?
Click View to go into the position
Applications In Process
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Review Applications/Attachments
View AP Application
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AP Application
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Now, your position is closed
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When your AP position is closed

• Review applications and attachments from
  applicants
• Change applicants status, complete selection
  reasons for selected candidate
• Complete AP Agreement Request Form and
  Employment Certification Form
• Attach documents (i.e. 2nd advertising)
• Enter Search Committee Meeting Minutes
• Add Notes/History (optional)

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Review Applications Attachments
View Link
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Review Applications Attachments
Resumes, Cover Letters, etc
Applications
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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 applicant pool

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Applicant Status for AP

• When search committee process is used
• Selected Applicant (Selection rationale is
  required on line)
• Round 1, Round 2 up to Round 10 (For
  non-selected applicants)
• Application withdrawn

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Applicant Status for AP

• When search committee process is not used
• Selected Applicant (Selection rationale is
  required on line)
• Not HiredInterviewed (Non-selection rationale is
  required on line)
• Not HiredNot Interviewed (Non-selection
  rationale is required on line)
• Application withdrawn

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Change Applicants Status
Change Status Link
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Change Applicants Status
Applicant Status Drop Down Box
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Selection Rationales (For Selected Candidate)
Selection Rationale is required in this Rationale
column
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Selection Rationales When Search Committee
Process Used(For Non-Selected Candidates)
Rationale is not required in this column
Round 1, Round 2, etc.
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Selection RationalesWhen Search Committee
Process Not Used(For Non-Selected Candidates)
Non-selection rationales
Not Hired - Interviewed
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Selection RationalesWhen Search Committee
Process Not Used(For Non-Selected Candidates)
Non-selection rationales
Not Hired Not Interviewed
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Criteria For Rounds

• 2 Ways To Submit Criteria For Rounds
• Search committee meeting minutes
• Save information on a Word document attach with
  the on line system on the Documents tab

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2 Forms To Be Completed

• AP Agreement Request Form
• AP Employment Certification Form
• (AA-20)

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AP Agreement Request Form

• Enter info below
• Employee ID (for existing UCF employee)
• Start date
• End date (always 8/7)
• Recommended salary
• Telephone Reference Checks

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AP Employment Certification Form (AA-20)

• Enter info below
• Name of selected candidate
• Teaching Eligibility
• Employment Eligibility
• Proficiency in spoken English

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Other Information

• Documents
• Search Committee Meeting Notice/Minutes
• Notes/History

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Documents Tab
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Documents Tab

• Departments should attach
• 2nd Advertising
• 2 or More Telephone Reference Checks
• Other Documents Departments Want To Attach

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Attach Documents Tab
Telephone Reference Checks
2nd Advertising
Attach Link
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Attach Documents Tab
Browse
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Attach Documents Tab
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Attach Documents Tab
Click Remove to remove attachment
Click View to view attachment
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Search Committee Meeting Notice

• (It means notice!)

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Search Committee Meeting Notice Tab (when
required)

• Announce meetings
• Enter meeting agenda (optional)
• Enter meeting minutes

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Search Committee Meeting Notice
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Search Committee Meeting Notice

• Information needs to be completed online to
  announce meetings
• Meeting Date
• Meeting Time
• Meeting Location

• Once information is entered, email Recruitment at
  employment_at_mail.ucf.edu to announce your
  meeting Search Committee Meeting Notice must be
  announced 48 hours before the date of the meeting

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Search Committee Meeting Notice Tab
Add New Entry
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Search Committee Meeting Notice Tab

• Enter information such as
• Meeting Date
• Position Title
• Meeting Time
• Meeting Location
• Committee Members
• Meeting Agenda/Minutes

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Search Committee Meeting Notice Tab
Meeting Dates
View, Delete, Edit Links
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Search Committee Meeting Notice
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Notes/History
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Notes/History Tab

• Notes/History tab logs
• Name of user who was in the position
• Time and date when an user logged in
• Actions taken

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I have completed the on line hiring packet, what
do I have to do next?
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AP Workflow (Hiring When you are ready to
submit your hiring paperwork)

• Certified Interviewer (Search Committee Chair or
  Designee)
• ?
• Hiring Manager (Hiring Official or Designee)
• ?
• Executive User (VP or Dean, etc or Designee)
• ?
• Recruitment
• ?
• HR Compensation
• ?
• Academic Affairs (For Academic Departments)/VP
  Office

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AP Agreement

• Academic Affairs/VP Office prints out agreements
  on line have them signed
• ?
• Academic Affairs/VP Office sends signed
  agreements to departments for employee signatures

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Employment Agreement
Employment agreements are printed by
representatives in the offices of President,
Provost, Vice Presidents.
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Other Information For Your On Line Hiring Packet

• EEO Summary (Previously called Applicant Data
  Survey)
• AP Applicant List (Previously called Applicant
  Log)
• Search Committee Meeting Report (Search Committee
  Meeting Notice) if search committee was required
  or used

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EEO Summary
Race
Gender
This report is computer generated automatically.
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AP Applicant List
This report is computer generated automatically.
Applicant status Selected Applicant, Round 1,
Round 2, Round 3, etc.
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Search Committee Meeting Report
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Where Can I Locate These Information?
Get Reports List Link
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EEO Summary Report AP Applicant List
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Executive Users Approvals

• AP Agreement Request Form
• AP Employment Certification Form (AA-20)

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Executive Users Approvals

• Confirm information (by checking checkboxes) on
  both forms on line
• ?
• Executive Users submit hiring packets to
  Recruitment on line for approval

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AP Agreement Request Form AA 20 Form
I confirm and I do not confirm checkbox
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AP Hiring Checklist
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AP Hiring Checklist

• Online
• Requisitions (Postings)
• AP Agreement Request Form
• EOAA Applicant Log
• Search Committee Minutes
• EEO Summary
• 2 or more Telephone Reference Checks
• 2nd Advertising
• Current Resume or Curriculum Vitae
• Paper Documents (Submit to Recruitment)
• Official and Signed AP UCF Application
• Official Transcript of Highest Degree

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