Create a Requisition - 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

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 open icon from the Position Class  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 open 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. You can now toggle to full screen mode for easy editing!

• Description: Enter position summary in both EXTERNAL and INTERNAL Tab. If copying information from another document, use the paste from Word 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 paste from Word 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).
• IMPORTANT NOTE: Alternative Formatting Instructions
  • When inputting text into the Description and Qualifications (especially when copying and pasting), you can use HTML coding to properly format the verbiage, fonts, bullets, etc.
  • Follow the instructions below.
    1. Open an HTML editing tool such as: WordHTML or WordtoHTML.
    2. Type or paste the text you want to use into the Word editor box
    3. Refer to the HTML box/tab for the HTML code to use
    4. Copy the HTML text
    5. In the Job Req click on  and paste the HTML code into appropriate box "Description (internal and external) or Minimums". to check formatting:

Hiring Team Section

Requisition Owners 

• Primary Owner: Hiring Coordinator (formerly Search Coordinator)
• Owners: You can add additional owners here if desired for departments that have two or more staff on their faculty HR team

Applicant Reviewers

• Hiring Manager:  Department Approver (i.e. Department Administrator)
• Reviewers: Add the search committee members to the reviewers section by selecting the Add Reviewers 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 add icon .
• (Must consist of at least 3 members and must include one female and one minority. Cannot be the same person.)
• IMPORTANT NOTE: If a search committee member is not a User in UNMJobs (i.e. a resident or an affiliate, etc ) please provide their First and Last name and email address in the Comments Box so access can be provided to review applicants. 
• HSC FCO will email you the Reviewer's:
  • User Name
  • Temporary Password
  • And the sign in link

Do not Complete Applicants Interviewers

ATTACHMENTS SECTION

Upload the required Attachments in the Document section by selecting the Add Attachment  icon. Enter the title of the document in the title field, locate the attachment, and select Save  to upload the attachment.

Competitive Posting Attachments:

• Copy of all advertisements to be used
• Position analysis memo (PAM) describing how the search will be conducted
• Screening tool(s) to be used to assess applicants
• Recruitment/Hire approval 1. School of Medicine PRC form signed by the Chair and Approval emails from the PRC and OFACD Associate Dean or 2. CON, COP, COPH, HSLIC - HSC Director for Faculty Academic Affairs approval

Non-Competitive Posting Attachments:

• Recruitment/Hire approval 1. School of Medicine PRC form signed by the Chair and Approval emails from the PRC and OFACD Associate Dean or 2. CON, COP, COPH, HSLIC - HSC Director for Faculty Academic Affairs  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
• Screening tool(s) to be used to assess applicants
• Recruitment/Hire approval 1. School of Medicine PRC form signed by the Chair and Approval emails from the PRC and OFACD Associate Dean or 2. CON, COP, COPH, HSLIC - HSC Director for Faculty Academic Affairs  approval

TPT Non-Competitive Posting Attachments:

• Recruitment/Hire approval 1. School of Medicine PRC form signed by the Chair and Approval emails from the PRC and OFACD Associate Dean or 2. CON, COP, COPH, HSLIC - HSC Director for Faculty Academic Affairs  approval
• CV
• Justification Memo

Post Doc Non-Competitive Posting Attachments:

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

REQUIRED APPROVALS SECTION

• Add the required approvers based on your department preferences. To add an approver select the plus icon .
• The minimum number of approvals required by HSC FCO is stated below. To add the required approval categories, select the    icon next to Hiring Manager and User and select Done .

• To select the approver, select the open icon . (See graphic below). The number next to the approver indicates 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 ( = Hiring Manager)
2. HSC FCO Approvers using the "Or" statement (ex. Approver 1, HSC or Approver 2, HSC) for Faculty and
3.  Approver 3, HSC for TPT's and Post Docs.

Please Note: If the minimum required approvals are not selected, the requisition will not be posted and the hiring request will not be approved by HSC FCO.

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 selecting the Ongoing checkbox for continuous recruitments.
• Requisition Status: Defaults to DRAFT - Do not change
• Target Hire Date: Enter the anticipated start date
• Do Not Allow to Apply - Never check this box!
• Click Next 

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 Arial, 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 and Applicant Review, sections as these are not editable.
• Once you reach the Applicant Review section, click to submit your requisition for approval.

NOTE: You can save the requisition at any time by selecting .

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 Apply Now 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.
• 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.

Once again 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.
 
 
 
 
 

• Purpose
• Applicability
• Prerequisites
• Procedure
  • Verify Employment Area
  • Initiate Requisition
  • Select Position Classification and Requisition Template
  • Complete Details Section
  • Complete the Description and Qualifications Section
  • Complete Hiring Team Section 
    • Competitive Posting Attachments:
    • Non-Competitive Posting Attachments:
    • TPT Competitive Posting Attachments:
    • TPT Non-Competitive Posting Attachments:
    • Post Doc Non-Competitive Posting Attachments:
  • Enter Required Approvals
  • Complete Requisition Section
  • Review Job Ad
  • Submit Requisition for Approval
  • Requisition Approval
  • External Non-Competitive Requisitions
  • Internal Non-Competitive Requisitions
  • Resubmitting a Denied Requisition