Welcome to PST092 Posting GatorJobs

1. Welcome to PST092 Posting GatorJobs

2. Before we start… Cell Phones Introductions Materials Roster Signing Questions Break/Rest Rooms

3. Evaluations! • To assist the University of Florida’s efforts in sustainability we have moved to electronic evaluations • Within next 3 days you should receive email request to provide feedback on today’s class • We really value your feedback! Please help us assess the quality of our training by completing the evaluation Thank you!

4. Class Objectives • To introduce GatorJobs • Clarify the role of the Recruitment & Staffing Recruiter • Provide details of Security Roles required for Originators and Level 1 Approvers • Review the Approval process • Learn how to: • Complete job requisitions • Manage the applicant pool

5. GatorJobs Overview

6. What is GatorJobs? • Online Applicant Tracking System • 3rd party software system used by UF and managed by PeopleAdmin • Used to post job requisitions and manage applicant pools • Applicants apply for jobs at http://jobs.ufl.edu

7. Benefits of GatorJobs • View individual applicants or entire applicant pool with one click • Preserves application integrity • Applications are frozen in time when candidates apply to a specific job • Can customize resume/cover letter for specific jobs • Applicants must apply for jobs individually i.e. they cannot “add to job basket” to apply for multiple jobs simultaneously

8. Who Uses GatorJobs? Originators Level 1 Approvers Level 2 Approvers Level 3 Approvers Guest Users Applicants!

9. Training • For training purposes the exercises today will focus on recruiting for TEAMS and Faculty positions • Classroom training and instruction guides are also available for recruiting GAs, OPS and Non-Resident Aliens (NRAs). Details will follow at end of this session

10. Your Recruiters • Internal consultants • Assigned to each college • Departments can request recruiters to: • Coordinate advertising • Pre-screen applicants • Assist with search committee invitations • Participate on search committees • Communicate with applicants

11. Process Overview Originator completes job requisition Job requisition approved by Levels 1, 2 & 3 (TEAMS) Levels 1 & 2 (Faculty) Job posts on web for a minimum 7 days (TEAMS) and 14 days (Faculty) Applicants apply & answer supplemental questions Job posting closes or review date passes Originator invites guest users and begins reviewing applicants Originator changes status of applicants identified for interview Optional: Originator contacts Recruiter to verify eligibility of applicants for interview (TEAMS only)

12. Process Overview Panel/Search Committee interviews eligible applicants & recommends for hire Originator changes applicant status by selecting “Recommend for Hire” or “Not Hired-Interviewed” as appropriate Recruiter runs background checks & education verification, as necessary Department makes offer after Recruiter has verified relevant checks Originator completes Hire an Employee ePAF Send application and new hire paperwork via ePAF Fax number ePAF approved: Recruitment & Staffing (TEAMS), Academic Personnel (Faculty) Position closed in GatorJobs!

13. Remember! For TEAMS positionsOriginator contacts Recruiter to verify eligibility BEFOREjob offer is made to applicant

14. What is a Job Requistion? • A job requisition initiates the posting of a job or position on UF’s job site • TEAMS minimum posting periods • 7 calendar days for new postings- 3 calendar days for reposts • Faculty minimum posting periods • 14 calendar days for new postings- 7 calendar days for reposts- 7 calendar days after request to close “open until filled” postings • OPS positions • Are not required to be posted through GatorJobs • If posted in GatorJobs there are no minimum posting requirements • If close date indicated, no hiring decision can be made before then

15. Supplemental Questions • What are supplemental questions? • Questions tied to a job posting which ask applicants to provide additional information • 2 types of supplemental questions • Disqualifying • Non-disqualifying

16. Disqualifying Questions • Tied to the minimum requirements • Must be included for all TEAMS job postings • Applicants must answer these questions before completing application • Example : Do you have a bachelor’s degree? • Yes • No If the applicant answers “No” they cannot be considered for the job and will not be routed to department

17. Disqualified Applicants • GatorJobs notifies disqualified applicants immediately after they try to apply • Disqualified applicants: • Cannot reapply for the posting for which they disqualified themselves • Cannot modify their answers to the supplemental questions If applicant makes a mistake, refer them to Recruitment & Staffing at 392-2477

18. Non-disqualifying Questions • Tied to the preferred qualifications • Can optionally be included on job postings Example: How much experience do you have operating a forklift? None 1 - 2 yrs More than 2 yrs The answer to this question provides additional information about the applicant

19. Guest User Account • Allows search committees and interview teams to review applicant pool for a specific job • The Originator: • Creates guest user account when they create the requisition • Invites guest users to review applicant pool by emailing the guest username/password • Access through http://jobs.ufl.edu/hr Interview teams and search committees do not need security roles in myUFL

20. Any questions?

21. Creating a Job Requisition

22. What Do You Need to Do? Fill Position Complete Job Requisition in GatorJobs Reclassify or Create New Position followed by Fill Position • Complete position action • Receive approval • Wait overnight for position upload • Complete Job Requisition in GatorJobs

23. Before Creating a Job Requisition • Have the following information available • Position number (if TEAMS or faculty) • Salary range • Search Committee members (if applicable) • Job description • Preferred qualifications • Special instructions to applicant • The funding source (if time-limited position)

24. Let’s walk through creating a requisition using the example of a TEAMS exempt position

25. Creating a Requisition To access GatorJobs log on to myUFL then Manager Self Service > Recruiting Activities > Job Requisitions/ Postings > GatorJobs

26. Under Create Requisition choose requisition type: • - For OPS and Student • Search by job code & choose template • - From Previous • Shortcut to ‘clone’ a previous requisition • - For Faculty or TEAMS • - Search by position number • - Position information defaults

27. Welcome UF Originator . You are logged in. Thursday February 3, 2011 Enter the Position Number (found in Organizational Development) or you can search by Classification Title Enter the Position Number (found in Organizational Development) or you can search by Classification Title Click Search Click Search

28. Welcome UF Originator . You are logged in. Thursday February 3, 2011 The Classification Title, Position Number and Job Code are shown Click Create (under the Classification Title)

29. Welcome UF Originator . You are logged in. Thursday February 3, 2011 You are now in the Create Requisition front page. Note the seven parts to the requisition. You start on the first tab: Posting Details NOTE THAT ALL REQUIRED FIELDS ARE DENOTED BY AN ASTERIX * **Time Limited? Yes = Contracts/Grant funded position that will run for specific time Enter Name of Person Being Replaced (if relevant). Enter Yes or No for Time Limited** Enter Working Title (if relevant)

30. Enter Funding Source if time- limited position Enter Salary Details N/A Verify Job Type & Category Enter Work Location Verify Department and College Enter Originator contact details

31. Note! Search Committee details must be announced as these are public record Select Originator(s) Enter Level 1 Approver Enter Search Committee details if relevant Time, Justin Time, Justin Mann, Andy Vue, Ariel Enter a brief summary of the Job Description (found in myUFL> Organizational Development) The Minimum Requirements will autopopulate

32. Select any Health Assessment requirements relevant to the position Select Criminal Background Checks & Other Verifications (more over…) Enter Preferred Qualifications as detailed in the Job Description

33. Criminal Background Screening Request Form Note that from 3/1/2011 criminal background checks are required for all new TEAMS/Faculty positions. These checks will be paid for by HR Services and will be made pre-employment, post-offer. Checks for OPS positions and internal transfers are not required but are encouraged (dept pays). Determine appropriate background check (your recruiter will assist). Letters of offer should now contain contingency clause: examples at http://www.hr.ufl.edu/forms/default.asp#l Criminal background check form at http://www.hr.ufl.edu/forms/default.asp

34. Enter any Special Instructions to the Applicant Dates must be in line with posting requirements. The box ‘Open Until Filled’ can only be used for Faculty positions If you advertise externally, select the sources or add alternatives* Enter Application Type *Note that posting with Chronicle Web is free. Note also that all faculty positions must be advertised in at least 2 places.

35. Note! You must consider all applicants who apply while the job is posted. Otherwise, legal action can be taken against you and UF!

36. *DD214 is the Certificate of Release or Discharge from Active Duty Check any Optional and Required Documents. Note that the DD214* must be checked for salary plans TU2N and TU2E. Verify the FTE is correct and change if necessary through a job or position action

37. Enter any comments for the Approvers Click Continue to Next Page

38. Welcome UF Originator . You are logged in. Thursday February 3, 2011 You are now in the second tab: Posting Specific Questions Please do not delete these questions!

39. Please do not delete these questions! Click Add a Question

40. Welcome UF Originator . You are logged in. Thursday February 3, 2011 To Add Disqualifying or Supplementary Questions you can first search the database Add Keyword(s) and click Search

41. Welcome UF Originator . You are logged in. Thursday February 3, 2011 This screen shows the results of the search for the Keywords, in this example, High School You can select a question or create a question. In this example we will select a question Click View/Add to select the question

42. Welcome UF Originator . You are logged in. Thursday February 3, 2011 Review the question. If it is not satisfactory, click Return to Search Otherwise, click Add This Question

43. Here you can view the question and verify that it is to be added. To create further questions click Add a Question

44. Welcome UF Originator . You are logged in. Thursday February 3, 2011 Click Create a Question

45. Enter question text. Select Answer Type: Closed-Ended (multiple choice) Open-Ended (typed answers) For Closed-Ended enter possible responses For Open-Ended choose answer type To save Click Submit Question

46. The questions are displayed. You can delete or edit if required. You can also add more questions Click Continue to Next Page

47. Welcome UF Originator . You are logged in. Thursday February 3, 2011 You are now in the third tab: Disqualifying Select the answers that would disqualify the candidate Note! Disqualifying questions are tied to the minimum qualifications and not the preferred qualifications

48. Click Continue to Next Page

49. You are now in the fourth tab: Guest User To set up an account click Activate Guest User

50. Welcome UF Originator . You are logged in. Thursday February 3, 2011 The User Name is automatically assigned. Enter a Password of your choice and click Continue to Next Page Make a note of the Password as you will need this when you invite your guest users