Applicant Status Change - HSC FCO

Purpose

How to create a faculty, temporary part-time faculty (TPT)/adjunct, or postdoctoral fellow requisition.

Applicability

Department level Hiring Coordinators who are responsible for the administrative oversight of the faculty, adjunct (TPT) and postdoctoral fellow posting.

Prerequisites

Hiring Coordinator access is managed via Hiring Coordinator role which can be requested via the Banner Authorization Requests (BAR) system.

Procedure

Verify Employment Area

Your employment area must be HSC Faculty to work on HSC faculty requisitions. See SOP – 1. Selecting Your Employment Area.

Initiate Requisition

From navigation bar, hover over Recruit and click Manage Requisition


Under Options click Add Requisition

Select Position Classification and Requisition Template

Select the appropriate position classification for the Job Title by clicking on the icon from the field. The pop up window will display all of the faculty, staff and student position classifications organized by employee classification. To view the list of position classifications, select the icon next to the desired employee class. Note: You can search for the desired position classification using the search feature at the top of the pop up window. Please note the employee classification listed under the Parent column to ensure that you select the appropriate employee classification (FY, FT, or FP) based on the type of position you are trying to hire.


Requisition template are formatted for each position classification and employment area. To select the correct requisition template, form the Requisition Template field click on the icon. From the pop up window, select the Health Sciences Center Faculty Template.

Complete Details Section

Enter the applicable requisition fields based on the table below.

*Required Field

Complete the Description and Qualifications Section

Please note that job ad is formatting with Font=Arial, Size = 2. To ensure professional formatting of the job ad, please verify that the text entered into the description and qualifications section is of the same font and size.

• Description: Enter position summary in both Internal and External Tab. If copying information from another document, use the button to preserve the formatting of the text.
• Qualifications: Enter both Minimum and Preferred Qualifications using the format in box. If copying information from another document, use the button to preserve the formatting of the text. DO NOT USE IDEAL TAB.
• Keywords: Enter key words that will be searchable by applicants (if desired).

Complete Hiring Team Section

• Primary Owner: Hiring Coordinator (formerly Search Coordinator)
• Hiring Manager: Department Approver (i.e. Department Administrator)
• Reviewers: Add the search committee members to the reviewers section by selecting the icon. You will be brought to an alphabetical list of all active users in the system. It is recommended to search either by name on UNM ID number to locate the members of the search committee.
• Once the committee member's record has been identified, select his/her name and continue searching for all additional committee members. Once all committee members have been identified, select the icon.
  • (Must consist of at least 3 members and must include one female and one minority. Cannot be the same person.)
• Ignore Interviewers
• Upload the required Attachments in the Document section by selecting the icon. Enter the title of the document in the title field, locate the attachment, and select to upload the attachment.

• Attachments: document section

Competitive Posting Attachments:

• Copy of all advertisements to be used
• Position analysis memo (PAM) describing how the search will be conducted
• Copies of screening tools to be used to assess applicants
• Recruitment/Hire approval 1. School of Medicine PRC or 2. CON, COP, COPH Chancellor approval

Non-Competitive Posting Attachments:

• Recruitment/Hire approval 1. School of Medicine PRC or 2. CON, COP, COPH Chancellor approval

• CV
• Justification Memo

TPT Competitive Posting Attachments:

• Copy of all advertisements to be used (full, modified, abbreviated)

• Position analysis memo (PAM) describing how the search will be conducted
• Copies of screening tools to be used to assess applicants
• Recruitment/Hire approval 1. School of Medicine PRC or 2. CON, COP, COPH Chancellor approval

TPT Non-Competitive Posting Attachments:

• Recruitment/Hire approval 1. School of Medicine PRC or 2. CON, COP, COPH Chancellor approval

• CV
• Justification Memo

Post Doc Non-Competitive Posting Attachments:

• Post Doc Contract and Information Form (PDCIF)
• CV or NIH Biosketch
• Justification memo

Enter Required Approvals

• Add the required approvers based on your department preferences. To add an approver select the icon. The minimum number of approvals required by HSC FCO is given below. To add the required approvals, select the icon next to User three times and select .

• To select the approver, select the icon. The number next to the approver indicated the order which the requisition will be approved. HSC FCO requires the following approvers for both competitive and non-competitive hiring requests:
  1. Department Approver
  2. HSC FCO Approvers using the "Or" statement (ex. Approver 1, HSC or Approver 2, HSC) for Faculty and Approver 3, HSC for TPT's and Post Docs.

Complete Requisition Section

• Priority: Select medium (requisitions will be reviewed in order of receipt regardless of priority selected)

• Openings: Enter number of hires from this requisition or selectin the Ongoing checkbox for continuous recruitments.
• Target Hire Date: Enter the anticipated start date
• Do Not Allow to Apply - Never check this box!
• Click

Review Job Ad

• The job ad will preview as it appears for applicants. If you see any formatting errors on this page, those will also display to the applicants. The font for the job ad is Ariel, size 2.
• Review the Job Ad section for accuracy and, if acceptable click .
• If changes to the job ad are required, select the button and edit the fields on the first page of the requisition.

Submit Requisition for Approval

• Click Next through the Application Workflow, Applicant Review, Internal Postings, and External Postings sections as these are not editable.
• Once you reach the External Postings section, click Submit to submit your requisition for approval.

Requisition Approval

Once the requisition has received the final approval, you will receive the following email notification.

Dear RECIPIENT.FIRST.NAME RECIPIENT.LAST.NAME:

The requisition for JOB.TITLE (JOB.REQUISITION.ID) has been JOB.REQUISITION.APPROVAL.FINAL.STATUS. Below is summary of the comments that were entered by the requisition approvers for your review. If the requisition was denied, the requested changes will be noted in the approver comments.

JOB.REQUISITION.APPROVAL.SUMMARY.HTML

Please note: You will receive this notice when a requisition is initially submitted and when changes to a requisition are submitted. This notice does not mean that the requisition has been posted. Your request will be posted by JOB.OU.DIVISION.TITLE once they have completed their required review. You can verify the status of your requisition by viewing the requisition under the Manager Requisition Link at UNMJobs

Regards,
The University of New Mexico

Once the final approval has been received, HSC FCO will post the job on the applicable internal and external career sites.

External Non-Competitive Requisitions

External non-competitive hires create an external job posting that can be sent to the external applicant.

• Once the requisition receives final approval, you will receive an email notification.
• To locate the link to the posting, from navigation bar, hover over Recruit and click Manage Requisition in order to display your list of requisitions.

• To view the details of the requisition, select the title of the requisition from the list.

• Select the External Postings link within the requisition.

• The link to the requisition will be found as the Default Requisition URL given at the bottom of the external posting list.

• Cut and paste the link into an email and send to the identified candidate.

Internal Non-Competitive Requisitions

Internal non-competitive hires create an external job posting that are only visible through the UNMJobs Career Center to the current UNM employee identified in the comments section of the requisition.

• Once the requisition receives final approval, you will receive an email notification.
• Provide the requisition number and title (ex. req123)
• The applicant should be directed to the internal Career Center in UNMJobs which is located at MyUNM.edu.
• Once the employee has logged in to UNMJobs using their UNM NetID and password, the Career Center can be found under the under the UNMJobs menu.

• Search for the requisition number in the Keyword and ReqID field.

• To apply, select the icon and follow the application instructions.

Resubmitting a Denied Requisition

If you receive a notification that your requisition was denied, the requisition can be resubmitted without creating a new requisition.
From the Manage Requisitions page, locate the denied requisition. Denied requisitions state "Denied" under the Status column of the requisition listing.

• Approver comments can be viewed by clicking the status "Denied" for the requisition.
• Be sure to copy the comments into Word or print comments to reference changes to be made.
• You will not be able to access the comments once requisition has been changed back to "Draft" status.

From the Manage Requisitions page, locate the denied requisition and select the requisition Job title. Scroll to the bottom of the requisition and change the Requisition Status to "Draft". Click Save then go back into the requisition to make changes that were requested by the approvers in the comments.

Once all of the required changes have been made, the requisition can be resubmitted for review and approval.