Niner Talent User s Guide: Temp Hire Manager Applicant Tracking

Niner Talent User s Guide: Temp Hire Manager Applicant Tracking

Table of Contents Temp Hire Manager: Applicant Tracking... 5 Overview... 5 Introduction... 5 Purpose... 5 How to Create a New Job Posting... 6 How to Create a New Job Posting cont.... 7 How to Create a New Job Posting cont.... 8 How to Create a New Job Posting cont.... 9 How to Create a New Job Posting cont.... 10 How to Create a New Job Posting cont.... 12 General Information Fields... 13 How to set up Search Committee Members... 14 How to Create a Guest User Account... 15 How to Review an Applicant Pool... 16 Introduction... 16 Purpose... 17 How to Review an Applicant Pool... 18 How to Review an Applicant Pool continued... 19 How to Review an applicant pool continued... 19 Take on Job Applicant Status... 21 How to Extend an Offer of Employment... 21 Page 3 of 21

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Overview Temp Hire Manager Introduction The Applicant Tracking module is used to create job vacancies for Temporary positions; such as, part-time Faculty, Temporary Staff, Student Temporary Wage, and Federal Work Study Purpose The Applicant Tracking module is used to: Post job vacancies Review the applicant pools Page 5 of 21

Applicant Tracking for Temp Hire Manager: Create New Job Posting How to Create a New Job Posting 1 Log into Niner Talent with your Niner Net user name and password. If... Then... Your Home Page is not the Temp Hire Manager User Group Your Home Page defaults to the Temp Hire Manager User Group 2 Click the Refresh button. Change your User Group to Temp Hire Manager Proceed to 2 Result: a green confirmation message will appear at the top of the screen. 3 Note: The menu may change based on your default settings. If... Then... The module does not default Change the module to Applicant Tracking The module defaults to Proceed to 4 Applicant Tracking Page 6 of 21

Applicant Tracking for Temp Hire Manager: Create New Job Posting How to Create a New Job Posting cont. 4 Click on the Posting tab and choose Temp Hire from the drop down menu. 5 Click Create New Postings. Result: A Create New dialog box opens with three options. Note: You will choose Create from Classification. 6 Choose Create from Classification. Result: All approved temporary classifications will display. Page 7 of 21

Applicant Tracking for Temp Hire Manager: Create New Job Posting, Continued How to Create a New Job Posting cont. 6 Highlight the correct classification and click the down arrow next to the column. 7 Choose Create From. Result: The New Posting page displays with prefilled information. Page 8 of 21

Applicant Tracking for Temp Hire Manager: Create New Job Posting, Continued How to Create a New Job Posting cont. 8 Enter Working Title of the position Verify the correct Work Unit displays. Note: If you support more than one unit, you will need to choose the appropriate one. 9 Verify that the Accept Online Application box is checked. Select the appropriate Accepted Application Forms, based on the classification type. Example, Student application for student postings. 10 Click Create New Posting. Note: This button is at the bottom right of the screen. Result: The General Information tab displays. 11 Complete all fields on the General Information tab as needed. 12 Click Save. 13 Click Next. Result: The Applicant Document tab displays. Page 9 of 21

Applicant Tracking for Temp Hire Manager: Create New Job Posting, Continued How to Create a New Job Posting cont. 14 Select the documents you wish to include in the application. Note: The default is Not Used. You will indicate if the document is required or optional. 15 Click Save. 16 Click Next. Result: The Search Committee Members tab displays. 17 If... Then... You wish to set up a Search See How to Set up a Committee Search Committee. You do not wish set up a Go to step 18 Search Committee 18 Click Next. 19 Result: The Guest User tab displays. If... Then... You wish to create a Guest See How to Create a Guest User User Account. You do not wish to create a Click the Summary tab. Guest User account 18 Review the information for accuracy. 19 Click Take on this Posting. Result: The Workflow s menu displays. Page 10 of 21

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Applicant Tracking for Temp Hire Manager: Create New Job Posting, Continued How to Create a New Job Posting cont. 20 If... Then And Then You wish to keep working Save your information Add it to your Watch List You changed your mind Select Canceled (Move to Canceled) You are Done Select HR (Move to HR) 21 Click Submit Page 12 of 21

Applicant Tracking for Temp Hire Manager: Create New Job Posting, Continued General Information Fields Audience All candidates UNC Charlotte employees only (do not use for temp hire) State of NC employee only (do not use for temp hire) UNC Charlotte students only Definition Open to anyone Permanent, probationary and time limited employees (does not include students or temporaries) Permanent, probationary and timelimited (does not include students, temporaries, community college employees and local K-12 school employees) Open only to UNC Charlotte students Field Name Work Title FLSA Designation Hours per week Pay Rate Minimum Education/Experience Departmental Preferred Experience Duties and Responsibilities Other Work Responsibilities Necessary Licenses or Certifications Expected Length of Assignment Posting Open and Close Dates Contact Information Special Notes to Applicants Advertising Description Must be entered as this is the title of the job that applicants will search on. If requesting a Temporary Staff position, must complete the FLSA exemption form and have it approved by HR before creating your posting. This will determine if the position is full-time or parttime. 29 hours or less is part-time. For Student and Temporary Staff, a rate of pay must be listed to advertise to applicants. Indicates the minimum education and experience to be successful in this position. Departments must provide. Description of what your ideal candidate would have in the way of knowledge, skills, and abilities. Should be more than the minimum requirements. Primary duties of the position that applicants would do on a regular basis. Items that are important, but done on a less frequent basis. If this position requires any licenses or certificate list it here. If it is optional/preferred, it should be listed in the Departmental Preferred field. Communicated to applicant, how long the assignment will last. Used by departments to indicate future open dates and longer close dates. Otherwise, posting will post when received. Will be seen by the applicant. Used by the departments to convey vital information to the applicant. Used to indicate the advertising methods used. Page 13 of 21

Applicant Tracking for Temp Hire Manager: Create New Job Posting, Continued How to Complete the Applicant Document Tab 1 Choose all of the documents you would like to see included with the application. Note: The default is Not Used. 2 Click Save. 3 Click Next. How to set up Search Committee Members For Faculty recruitment, you can set up Search Committee Members. 1 Select the Search Committee Members tab. Result: The Search Committee Members page displays. 2 Enables you to assign search committee members to the postings, enabling them to log in with their NinerNet credentials to review applicants. 3 To find a user, enter the First and Last name or email address. 4 Click Search. 5 If... Then The name appears The name appears that is the Search committee Chair The name is not found Done Click Add Member Click the box beside Make Member The Committee Chair Contact HR EPA Administration Click Next Page 14 of 21

How to Create If you have other assisting with the recruitment, you can set up guest user a Guest User Account access. 1 Select the Guest User tab. Result: The Guest User page displays. 2 Verify the user name and password. Note: You can update/change the password if you wish. 3 Enter the guest user s email address. 4 Click Update Guest User Recipient List. 5 Click Next to move to the Summary tab. 6 If... Then And Then You wish to Save your Add it to your Watch keep working Additional Approval is required Additional approval is not required information Select Approver (Move to Approver) Select HR (Move to HR) List Choose the appropriate approver from the drop down box and click Page 15 of 21

Applicant Tracking Review Applicant Pool Introduction Once the posting has been approved by either Academic Affairs for Parttime Faculty; HR Employment for Temporary Staff; or Student Employment for Student postings, applicants will appear in your queue, as they apply. You can then review your applicant pool and make decision on your applicants as they apply. Purpose In this section, the Temp Hire Manager will learn how to review applicants, change the statuses of unsuccessful candidates and move the successful candidate to a recommend for hire status. Page 16 of 21

Applicant Tracking Review Applicant Pool, Continued How to Review an Applicant Pool 1 Log into Niner Talent with your Niner Net user name and password. If... Then... Your Home Page is not the Temp Hire Manager User Group Your Home Page defaults to the Temp Hire Manager User Group 2 Click the Refresh button. Change your User Group to Temp Hire Manager Proceed to 2 Result: a green confirmation message will appear at the top of the screen. 3 Note: The menu may change based on your default settings. If... Then... The module does not default Change the module to Applicant Tracking The module defaults to Proceed to 4 Applicant Tracking 4 Click on the Postings tab and select Temp Hire from the drop down list. Result: The Posting Summary tab displays. Page 17 of 21

Applicant Tracking Review Applicant Pool Continued How to Review an Applicant Pool continued 5 Select the working title of the position you wish to review. Click on the Applicants tab. Result: The Posting will display all of the applicants for that posting. 6 Click on the name of the applicant you wish to review. 7 Result: The Job Application displays. If... Then... You wish to see Scroll to the bottom of the supplemental documents page and select View under You do not wish to see supplemental documents Combined Documents Proceed to the 8 8 Click Take on Job Application. Page 18 of 21

Applicant Tracking for Temp Hire Manager: Create New Job Posting, Continued How to Review an Applicant Pool continued 9 If You are recommending the candidate You are not recommending for hire Then Change status to Send to Recommended for Hire Result: The Start Hiring Proposal option appears in the Take on Job Application section. (Not completing Hiring Proposal at this time) Choose the appropriate workflow action 10 To move to the next applicant, click Next at the top of the page. 11 Review all additional applicants as needed. 12 Click Take on Job Application and change all the applicant statuses to the appropriate work flow actions: Ex: Recommended for hire 13 At this time, if the posting does not have a close date, inform HR/Academic Affairs to close your posting. Page 19 of 21

Applicant Tracking for Temp Hire Manager: Create New Job Posting, Continued Take on Job Applicant Status Work Flow s Sent to Further Consideration Sent to Not Best Qualified Sent to Not Current University Student Sent to Recommend for Hire Description Used to narrow down the applicant pool to the most qualified candidates. Did not meet the job selection criteria of the position. Not a currently active UNC Charlotte student to be considered for this job. Selected candidate for the position. Page 20 of 21

Applicant Tracking How to Extend an Offer of Employment Introduction Once the candidate has accepted the offer, you need follow the steps in the table below to Extend an Offer of Employment. How to Extend an Offer of Employment 1 At this time the Hiring Proposal option is not being used in NinerTalent. You will continue the current process of completing an EPAF or appointment for to complete the hiring process of your temporary employee. 2 IF Then And Then Hiring a hourly Student Temporary Wage Student worker Complete an EPAF Ensure the student has reported to HR to complete their new hire packet. Hiring a stipend Student Temporary Wage Student worker Hiring a Temporary Staff, hourly or Salaried Part-time Faculty Complete the Student Temporary Wage appointment form (must receive permission from Student Employment, before submitting posting). Complete the Temporary Staff Employment Authorization Request form (PD- 17) Complete an EPAF Ensure the student has reported to HR to complete their new hire packet. Submit to HR for Approval and to Confirm start date. An approval email will be sent with next steps. Ensure the employee reports to HR, before or on their first date of employment. 3 Once the appropriate appointment form has been received, HR/Academic Affairs will move the posting to the status of filled. Page 21 of 21