For assistance, please contact the HR/Payroll Office: michaela.hamilton.1@vcsu.edu

 

Recruiting Solutions NDUS CTS Recorded Training Link

https://web.microsoftstream.com/video/2da61afd-5bae-4842-8fd9-c77ef379a03a 

 


 

Prepare to Post a Position

  1. Open the Student Pooled Position Spreadsheet at the bottom of this page to look up the correct position number to use for the job posting.
  2. Review the background check column next to your position
    1. If the column says, "yes" 
      1. A background check is required 
      2. A background check will automatically be completed by the HR/Payroll Office and charged to the appropriate department
    2. If the column is blank
      1. Review the NDUS Procedures for SBHE 602.3 Job Applicant/Employee Criminal History Background Checks and V602.03 VCSU Criminal Records Check Policy
      2. If you determine a background check is needed, email: michaela.hamilton.1@vcsu.edu to update the spreadsheet
      3. If you determine a background check is not needed, there is no action to take

 

Create a Job Opening - Post the Position

  1. Log into PeopleSoft HCM 
  2. Navigate to Create Job Opening
    1. Click on the compass icon Icon

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    2. Click on the Navigator icon Icon

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    3. Select, “Recruiting”
    4. Select, “Create Job Opening”
  3. Enter Position Number
    1. Enter the position number you retrieved from the spreadsheet
    2. Click on the look-up icon to select
    3. All other fields will automatically populate
  4. Click on, “Continue”
  5. Click the drop-down under, “Openings to Fill” 
    1. Select, “Limited Number of Openings” 
    2. If number is known, enter number of openings
    3. If number is unknown, enter, “999”
  6. Enter Fund and Department information
    1. Select (+) if multiple funding sources to add additional funding 
    2. Click on the drop-down under, “Status Reason” and select, “Temporary Assignment”
  7. Desired Start Date: enter date if known or leave blank if unknown
  8. Click on, “add location” if posting for multiple position numbers in multiple locations
  9. Positions: Click on, “add position” only if there are multiple position numbers open
  10. Always select, “Save as Draft” at the bottom of the page
  11. Click on the “Job Posting” tab
  12. Select, “Add Job Posting”
  13. Update Title (i.e. Remove the word Pooled and add the verbiage Student Worker)
  14. Click on the drop-down under the header, “Description Type” and select, “Position Information”
  15. Click on the drop-down under the header, “Visibility” and select, “External Only”
  16. Click on the drop-down under the header, “Template” and select the “VCSU1 Student Positions”
  17. Update template to reflect your job opening
    1. Include verbiage, “Must be a VCSU student to be considered for employment”
    2. Include brief description, hours/week, etc.
    3. You may also want to include “If interested, click on the Apply for Job Button, Resume and Cover Letter not required but highly encouraged.”
  18. Click the drop-down under the Job Posting Destinations and select the following
    1. Destination: Internet
    2. Posting Type: External Posting
    3. Relative Open Date: 0-On approval date
    4. Remove Date: Leave Blank
    5. Posting Duration: Leave Blank
  19. Click, “Preview” to review the job posting
  20. Click, “Return to Previous Page”
  21. Make any necessary changes
  22. Click, “OK”
  23. Click, “Save as Draft
  24. Click on, “Hiring Team” tab
  25. Select, “Add Recruiter Team”
  26. Select, “VCSU1 Student Recruiters”
  27. Check the box next to name, “Michaela Hamilton” to add as the primary recruiter
  28. Hiring Manager: Enter your name and check the box to add as the primary hiring manager 
  29. Interviewers: Leave Blank
  30. Select, “Save and Submit
  31. The HR/Payroll Office will review the job opening request
  32. Once approved, the position will post at: www.vcsu.edu/jobs/ 
  33. Applications will be routed to you for review

 

Review Applications and Schedule Interviews

  1. Log into PeopleSoft HCM
  2. Navigate to Find Job Openings
    1. Click on the compass icon Icon

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    2. Click on the Navigator icon Icon

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    3. Select, “Recruiting”
    4. Select, “Find Job Openings”
    5. Click, “Search”
  3. Select the job opening you wish to review
  4. Select the application icon to view materials
  5. Select binoculars icon to see if they are eligible for federal work study
    1. If you see a YES next to work study offered and accepted, the applicant is eligible for federal work study
    2. If an eligible applicant is hired for the position, 75% of their earnings will be supported by the federal work study grant and 25% of their earnings will be supported by the department
  6. Schedule an interview, this step is Optional
    1. Check the boxes next to the names of those you want to interview
    2. Click on, “group actions”
    3. Select, “Schedule Interview” and create a new series
    4. Select type, “Phone, on campus, virtual, etc.”
    5. When do sessions become available = how far in advance of the proposed interview times can they select the time slot
    6. Click on, “Add a new session” for each interview time slot option
    7. Use full time (i.e., 10:00AM)
    8. Continue to add all interview options (More times can be available than number of interviewees)
    9. Then, “Invite All”
    10. Click, “Next”
    11. Can add a note here about the interviews to let the applicants know what to expect
    12. Send invitation
    13. Hiring manager should be notified when an applicant selects an interview time
    14. If you do not receive an email notification indicating an interview time was selected, log back into the applications to see if they selected a time.  There is a known error with this part we are currently reviewing this step to determine why some supervisors are receiving notifications and some are not.
    15. Make sure to add times on your outlook calendar, per they are not connected

 

Prepare Job Offer

  1. Log into PeopleSoft HCM 
  2. Navigate to Find Job Openings
    1. Click on the compass icon Icon

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    2. Click on the Navigator icon Icon

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    3. Select, “Recruiting”
    4. Select, “Find Job Openings”
    5. Click, “Search”
  3. Select the job opening
  4. Offer the position in Recruiting Solutions under your job opening 
    1. Check the box next to the applicant’s name
    2. Scroll to the right of the applicant’s name
    3. Click on “Other Actions” drop-down
    4. Click on “Recruiting Actions”
    5. Click on “Prepare Job Offer”
  1. Enter Job Offer Components 
    1. Component: Base Salary
    2. Offer Amount: Enter hourly pay rate, campus minimum hourly pay rate is $10.00 
    3. Frequency: Hourly
  1. Enter a start date (Can be adjusted to a later date if needed by HR/Payroll)
  2. Offer expiration date:  enter number of days allowed for student to accept the offer 
    1. Default is 5 days; however, you may extend for longer
    2. If it expires prior to applicant accepting, you will need to edit offer and adjust the start date, edit the offer expiration date, and resubmit
    3. The offer expiration date cannot be later than the start date; can be the same date
  1. Under the section, "Offer Letter" select, "VCSU1 Student Offer Letter" 
  2. Click, “Save as Draft”
  3. Select, “Edit Offer”
  4. Click, “Submit for Approval” 
  5. The HR/Payroll Office will review the offer, notify the applicant, prepare the hire, initiate a background check when applicable, and send an email to the applicant with steps for completing the online hiring process
  6. All steps must be completed prior to allowing the new employee to begin work.
  7. You will receive an email notification that the applicant has been hired for the job opening once the online hiring process is complete

 

Close the Job Opening

As you hire applicants, the number of openings listed when you posted will reduce.  Once all available openings are filled, the job posting will automatically close

 

If you need to manually close a position (i.e., you advertised 999 positions and only hired 20 so it didn’t automatically close), send an email request to michaela.hamilton.1@vcsu.edu