USPS and A&P Hiring Training

1. USPS and A&P Hiring Training By Suzanne Lin Budget and Personnel, Dean’s Office March 7, 2012 Key: (U)=USPS, (A)=A&P, (B)=Both

2. Hiring and Budget Authorization Form (HBAF) (B) • Needed for all position requests • Leave position number blank • Fill in justification • Secure appropriate signatures • Send to Budget and Personnel, Dean’s Office • Once HBAF approved, scanned copy will be sent to department.

4. Position Description (B) • To avoid delays, should be sent over to the Budget and Personnel, Dean’s Office with HBAF and resignation letter (if applicable) • Should be newly created for the vacant position • Opportunity to update • Signed by Chair/Director • Once approved by Budget Director and Dean, an email will be sent to the Certified Interviewer and Chair/Director to create the online posting

5. Create Online Posting (B) • Postings should be submitted at the base pay salary as provided by HR Compensation (U) • If not part of a pay structure, then “Negotiable” is used (A) • Postings should be posted for a minimum of one week (F-Th)(B) • People Admin manual available on the HR Recruitment website “ Online Employment System Reference Guides ” (B) • Specific items for CAH: Add CI, HM and EU names (B) • Deadline to send posting to HM is Monday by noon (B) • An outside source of advertisement needed (A) • If posted “Open Until Filled” a closing date must appear on the posting before the position can be offered (B) • Until the position closes, all candidates must be taken into consideration (B) • To close a posting, email me your request (B)

6. HR Recruitment • Once posting closes, a review for Veteran’s Preference and Recall Rights will be conducted (U) • Posting will then be released to Hiring Manager (U) • Hiring Manager will email department to advise that posting is ready for them to begin the search process. (U) • Certified Interviewer will need to verify that the pool of qualified applicants is diverse (B) • If not diverse, then position will need to be reposted until a pool of qualified applicants is diverse (B)

7. All Positions=Formal Searches (B) • All Search Committee Meeting Announcements need to be sent to HR 48 hours prior to the meeting by fax to 407-823-1095 or email it to employment@mail.ucf.edu • During the initial meeting the Hiring Official should charge the search committee (Search Committee must be diverse) • Search committee will determine rounds for screening applicants • Round 1: Minimum Qualifications • Round 2: Preferences • Round 3: As established by the search committee • Search committee minutes should be sent to the Budget and Personnel, Dean’s Office for approval prior to the next meeting

8. Searches-Cont’d. • Interviews: All applicants should be asked the same questions for consistency • Make sure all Veterans who have been granted preference and who meet the minimum qualifications are interviewed (U) • Make sure at least two internal employees who have been granted preference and meet the minimum qualifications are interviewed (provided at least 2 have applied) (U) • Candidate is suggested to Hiring Official as originally charged • Use the USPS or A&P Hiring Packet Checklist

9. Hiring Proposal(U) • Certified Interviewer should disqualify non-selected applicants at the round they did not pass (ex: if Round 1 is min. quals. and the individual did not meet min. quals. they would be disqualified at round 1) in the People Admin. System • Certified Interviewer will complete the hiring proposal • Make sure Disclosure and Release information is completed on application in order to have background check initiated by HR. • Two Reference checks (by phone)-use the form found on HR website http://hr.ucf.edu/web/forms/employment/Telephone_Reference_Check.pdf • Establish start date (allow sufficient time for HR, Dean’s Office, AA to process request and with the assumption that the candidate will give a two week notice to present employer) • Secure copy of transcript (original transcript must be received in HR within 30 days or 90 days if international transcripts) • Add additional information/documents to posting • Search Committee Meeting Notices • Search Committee Minutes • Submit hiring proposal to Hiring Manager along with the signed application and transcripts (if applicable)

10. Agreement Request & Employment Certification (A) • Certified Interviewer should disqualify non-selected applicants at the round they did not pass (ex: if Round 1 is min. quals. and the individual did not meet min. quals. they would be disqualified at round 1) in the People Admin. System • Complete the required fields, denoted by asterisks • Make sure Disclosure and Release information is completed on application in order to have background check initiated by HR. • Two reference checks (by phone)-use the form found on HR website http://hr.ucf.edu/web/forms/employment/Telephone_Reference_Check.pdf • Establish start date (allow sufficient time for HR, Dean’s Office, AA to process request and with the assumption that the candidate will give a two week notice to present employer) • Secure copy of transcript (original transcript must be received in HR within 30 days or 90 days if international transcripts) • Add additional information/documents to posting • Search Committee Meeting Notices • Search Committee Minutes • Submit Agreement Request & Employment Certification to Hiring Manager along with transcripts (if applicable)

11. Offer Of Employment (B) • Hiring Manager will email the Certified Interviewer and Chair/Director once the “Selected Candidate is Approved for Hire” by HR • Once this is received an official offer of employment may be made to the selected candidate by using a job offer letter (sample letters) • Departmental considerations: • Where and to whom should the new employee report to on their first day? • Where will the new employee be located (space)? • Will the employee need computer access? • Will the employee need keys? • Will the employee need a phone? • Any other particular needs that need to be addressed for my department?

12. Sign-In (B) • Have selected candidate email Suzanne Lin at suzanne.lin@ucf.edu in order to set up sign-in appointment • This may occur prior to the start date or on the start date • Employee will need to attend an all day New Employee Orientation at HR (as outlined in HR’s schedule)

13. People Admin. Tips (B) • Mozilla Firefox is better to use with People Admin. System • Creating reports • Saving searches (all are brand new) • Searches made under GU all GU’s can see, if made on personal account then you can only see the searches you made (no one else can see them) • Delete old searches

14. Retrieving Postings in People Admin. Look for saved searches

15. Click on Applicants to see who applied

16. Clicking the up arrow will alphabetize the column A-Z

18. Can export list to Excel

20. Click here to open search options

21. Every field in application is in a column

22. Saving a search Click on Save this search and then the following will appear

23. Name your search and decide to make it default or not and save search

24. Troubleshooting Searches • The People Admin. System doesn’t always recognize enough columns to actually save the search • Add more columns for the system to recognize and differentiate between original search and modified search

25. Creating Reports Select report to run

26. Report will be Queued

27. Wait until Completed before trying to View Report

28. Sample of EEO Report