Contact Michaela Hamilton, Human Resources/Payroll Specialist, at: michaela.hamilton.1@vcsu.edu if you would like assistance with this process.

 

Recruiting Solutions NDUS CTS Recorded Training Link

https://web.microsoftstream.com/video/705cc617-01df-409e-ae37-221e5192bacd


Review Policy

V603.02 VCSU Equal Opportunity Employment Plan


Posting the Position

  1. Log into PeopleSoft HCM 
  2. Navigate to Create Job Opening
    1. Click on the compass icon
    2. Click on the Navigator icon
    3. Select, “Recruiting”
    4. Select, “Create Job Opening”
  3. Enter Position Number 
    1. Click on the look-up icon or click tab on your keyboard
    2. All other field will automatically populate
    3. Contact HR for position number, if applicable
  4. Click on, “Continue”
  5. Click the drop-down under, “Openings to Fill” 
    1. Select, “Limited Number of Openings” 
    2. Enter number of openings
  6. Enter Fund and Department information
    1. Select (+) if multiple funding sources to add additional funding 
    2. Click on the drop-down and select the status reason
  7. Desired Start Date: Leave blank
  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. Enter Employee ID that is being replaced, if applicable
  11. Add Employee ID if replacing multiple employees
  12. Enter suggested Salary Range.  HR will make adjustments, if necessary, prior to posting.
  13. Always select, “Save as Draft” at the bottom of the page
  14. HR will enter information on the qualifications and screening tabs prior to posting
  15. Click on the, “Job Posting” tab
  16. Select, “Add Job Posting”
  17. Update Title, if applicable
  18. Click on the drop-down under the header, “Description Type” and select, “Position Information”
  19. Click on the drop-down under the header, “Visibility” and select, “Internal and External” or “Internal Only” depending on position posting type.
  20. Click on the drop-down under the header, “Template” and select the VCSU staff template
  21.  Update template to reflect your job opening
    1. This is where the Vacancy Announcement will be located
    2. Use the template to ensure links and verbiage are up to date
  22. Click the drop-down under the Job Posting Destinations and select the following
    1. Destination & Posting Type
      1. Internet: External Posting (Required for all positions; unless internal only)
      2. Job Board; Internal Posting (Required for all staff positions)
      3. Ad; External Posting (Optional locations); enter source type
        1. Click on Sub-Source to add source 
        2. Click on the (+) to add multiple sources 
        3. Optional locations samples: Higher Ed Jobs, Combo Ads, Forum, etc.
    2. Note: HR will post all positions to VCSU Job Opportunities Facebook page and Job Service
    3. Relative Open Date: 0-On approval date 
    4. Remove Date and Posting Duration: Leave blank
  23. Click, “Preview” to review your data, review, and then click on, “return to previous page”
  24. Click, “OK”
  25. Click, “Save as Draft
  26. Click on, "Activity and Attachments" tab
    1. Add an attachment
    2. Upload position description
  27. Click on, “Hiring Team” tab
  28. Select, “Add Recruiter Team”
  29. Select, “VCSU1 Recruiters”
  30. Check the box next to name, “Michaela Hamilton” to add as the primary recruiter
  31. Hiring Manager: Enter your name and the hiring chairman (if a different person) as primary
  32. Interviewers: Add all other hiring committee members (must be done at the time of posting)
  33. Select, “Save and Submit
  34. Approval process will then be implemented automatically
  35. Once approved, your position will be active at: www.vcsu.edu/jobs

 

Steps for Hiring Manager Prior to Viewing Applications

  1. Send committee members the link to this hiring process
  2. Request committee members to complete the Conducting Job Interviews training, if they haven't completed it within the last 2 years
    1. Training link: https://vcsu-nd.safecolleges.com/login, 
    2. They will receive a request from Vector Solutions (formerly SafeColleges),if applicable


Review Applications - Committee Members

  1. Committee members will receive an email with the applications attached after the full consideration date
  2. Screening for qualifications and Veteran's Preference will be completed by HR/Payroll prior to the committee receiving the applications
  3. The screening summary sheet will be attached to the job posting under the, "Activities and Attachments" tab
  4. View Routed Applications and Screening Summary
    1. Log into PeopleSoft HCM 
    2. Click on the compass icon
    3. Click on the Navigator icon
    4. Select, "Self Service"
    5. Select, "Recruiting Activities"
    6. Select, “Routing Response”
    7. Select the application you wish to review
    8. View Screening Summary
      1. Click on, “View Job Opening” link
      2. Click on the, "Activity and Attachments" tab to view the screening summary
      3. If you don’t see an application for someone, it’s because they did not meet the minimum qualifications


Prepare for Interviews - Committee Members

  1. Determine how many of the top candidates you wish to interview
  2. Create an interview schedule (meet with HR to review benefits, campus tour, etc.)
  3. Determine eligibility for committee members and those involved in the interview schedule


Schedule Interviews - Hiring Manager

  1. The hiring manager will need to complete the remainder steps, per interviewers will not have access 
  2. Complete one of two ways to log into the job opening (depends on access rights)
    1. Log into PeopleSoft HCM 
      1. Select, “Recruiting” from the drop-down on the top of the page
      2. Click on, “My Job Openings” tile
    2. Log into PeopleSoft HCM  
      1. Navigate to Create Job Opening
      2. Click on the compass icon
      3. Click on the Navigator icon
      4. Select, “Recruiting”
      5. Select, “Find Job Openings”
  3. Click on the arrow to the right of the job opening you want to review
  4. Check the boxes next to the names of those you want to interview
  5. Click on, “group actions”
  6. Select, “Schedule Interview” and create a new series
  7. Select type, “Phone, on campus, virtual, etc.”
  8. When do sessions become available = how far in advance of the proposed interview times can they select the time slot
  9. Click on, “Add a new session” for each interview time slot option
  10. Use full time (i.e. 10:00AM)
  11. Continue to add all interview options (More times can be available than number of interviewees)
  12. Then, “Invite All”
  13. Click, “Next”
  14. Can add a note here about the interviews to let the applicants know what to expect.
  15. Send invitation
  16. Hiring manager should be notified when an applicant selects an interview time
  17. 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.
  18. Make sure to add times on committee members’ outlook calendar, per they are not connected to this program

 

Interview steps - Hiring Manager Only

  1. Create list of interview questions and attach to job
    1. Log into PeopleSoft HCM (Two ways to access)
      1. Select, “Recruiting” from the drop-down on the top of the page>Click on, “My Job Openings” tile
      2. Click on the compass icon>Click on the Navigator icon>Select, “Recruiting”>Select, “Find Job Openings”
    2. Click on the arrow to the right of the job opening you wish to review
    3. Click on the Activities and Attachment Tab
    4. Add Attachment
  2. Create one Interview Evaluation for each applicant interviewed
    1. Log into PeopleSoft HCM (Two ways to access)
      1. Select, “Recruiting” from the drop-down on the top of the page>Click on, “My Job Openings” tile
      2. Click on the compass icon>Click on the Navigator icon>Select, “Recruiting”>Select, “Find Job Openings”
    2. Click on the arrow to the right of the job opening you wish to review
    3. Click on the Interview icon to the right of the name of the person you interviewed  
    4. All categories will need to have a rating selected from the drop down
    5. Comments are optional; not required in the boxes
    6. Give Overall Rating and select a recommendation
      1. Make an Offer – Only for the individual you want to hire
      2. Hold – Those that are on hold while the offer is being processed
  3. Let interviewees know they will be notified by email to either accept an offer or to be notified that the position has been filled


Reference Checks - Hiring Manager

  1. View References listed on the Applicant Data tab for applicant you wish to make an offer to
  2. Request References if none are listed
  3. Complete a Reference Check Form and attach to the job
    1. Form is located at the bottom of this page
    2. View Job Postings>Click on appropriate job>Activities and Attachment Tab
    3. Add Attachment

 

Making an offer - Hiring Manager

  1. Prior to making an offer, ensure the following forms are attached to the job opening
    1. Interview report for each person interviewed
    2. Reference Check Form
    3. Interview Questions
  2. Offer a position in Recruiting Solutions under your job opening
    1. This is to get approvals prior to making an offer to the candidate
    2. Scroll to the right of the applicant and click on the following:
    3. “Other Actions”
    4. “Recruiting Actions”
    5. “Prepare Job Offer”
  3. Enter Job Offer Components 
    1. Component: Base Salary
    2. Offer Amount: Enter annual salary 
    3. Frequency: Annual
  4. Enter a start date (Can be adjusted to a later date if needed by HR/Payroll)
  5. 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
  6. Select Offer Letter template for staff (Can be adjusted by HR if needed)
  7. Click, "Save as Draft"
  8. Select, "Edit Offer"
  9. Click, “Submit” for Approval"
  10. Once approved, make an offer to the person and explain it’s contingent on a successful background check and let them know they will need to follow the instructions in the automated emails they will receive
  11. Send an email to Michaela Hamilton: michaela.hamilton.1@vcsu.edu to let her know the offer was accepted along with the official start date
  12. HR/Payroll will complete the background check, notify applicants that weren’t selected, and begin the HR/Payroll Hiring Process


On-boarding for Supervisor

  1. New Employee Checklist for Supervisor is attached to the bottom of this page
  2. Have employee review and sign their new position description and send a copy to Human Resources
  3. Contact Technology Services to pick up computer after the employee has completed the hiring process.  Note, you will be able to find the employee in Outlook once the employee has completed the hiring process, per they will be assigned a VCSU email address.
  4. Mark your calendar to complete an employee 6-month review