HSC FCO - Approving and Posting Requisitions

Purpose

For the Recruitment Administrators within the HSC FCO to approve and post a requisition.

Applicability

Recruitment Administrators within the HSC FCO

Prerequisites

Recruitment Administrator access is managed via the Recruitment Administrator role, which can be, requested via the Banner Authorization Requests (BAR) system.

Procedure

Proxy-in as the appropriate generic HSC FCO approver role (HSC Approver1, HSC Approver2 or HSC Approver 3 for TPT)

• Add comment, i.e. "Review and Approve"

Go to Recruit tab

• Select Recruiting Approvals
• HSC-HSCFCO@salud.unm.edu will receive an email notification when a request is submitted for approval.

Locate Requisition from the list

• Select title

Review sections within General tab:

IMPORTANT NOTE: As the EA reviewer be sure to open up a word document and note your corrections, revisions, edits etc. so later, you can easily cut and paste them into the comments box if you have to "DENY" the Requisition and return it to the Hiring Coordinator.
DETAILS

DESCRIPTION AND QUALIFICATIONS

HIRING TEAM SECTION

ATTACHMENTS:

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

PAM – requirements – see OEO SOP

APPROVALS

REQUISITION

Click through Job Ad, Application Workflow and Applicant Review
REQUESITION DENIED :
If the Requisition must be returned to the department for correction, select Cancel to exit the Requisition Details and return to the Approval page.

• Select the  icon and add a comment(s) as to the changes that required for the requisition before it is returned for approval.
• Select Submit to return the Requisition to the Hiring Coordinator.
• The Hiring Coordinator will receive an email notification when the requisition was Denied.
• IMPORTANT NOTE: To view the Comments go to PAST to view your comments when a Req was denied

REQUISITION APPROVAL:
If the Requisition can be approved, select Cancel to exit the Requisition Details and return to the approval page.

• Select the approve icon  and enter any necessary comments.
• Select Submit and the requisition will be approved but not posted.
• The Hiring Coordinator and HSC FCO will receive an email notification that the requisition was approved. (The ad has not yet been posted to the Career Site or Career Center at this point in the process!)

Return to your Recruitment Administrator role to make any necessary change to the posting.

• Locate the requisition through the Manage Requisitions under the Recruit tab
• Make any necessary changes to the General tab
• Update the approval queue to remove all approvers listed before "HSC Approver 1 or HSC Approver 2". Change to 1.
• On the Applicant Review tab, select the appropriate Offer Letter Template and select the required offer letter approvals. HSC Faculty or Adjunct

For non-TPT postings, required approvals are:

1. Hiring Manager = department Approver
2. HSC Approver1 or HSC Approver2

For TPT postings, required approvals are:

1. Hiring Manager = department Approver
2. HSC Approver3

Click on Re-Submit if you have made changes and give to next reviewer for final approval to Post.

POSTING to CAREER SITE ETC.

• Sign in as your Recruitment Administrator role
  
• Hover over Recruit
• Click Manage Requisitions
• Got to More options from the drop down selection far right columns

• Select Edit Postings

Choose (today's date will auto populate):

Career Sites:

1. New - Default - be sure the Default radial button is lamped for this selection
   
2. Vendor – HigherEdJobs (if appropriate)
3. Vendor – Jobing
4. New - Search

• Click on

Career Center

• Slide Bar to

• Select OU Criteria – Choose All Users

• Click on
• Click on

Once you have posted the ad:

• Go out to the Career Site and perform an ad format quality check.
• While the Hiring Coordinators have responsibility for submitting a compliant and properly formatted ad, as an employment area, we are ultimately responsible for hiring compliance review and the final Career Site ad format quality check.
• If any corrections need to be made do so a this time.