HSC FCO - Approving and Posting Requisitions

Revised 4-10-17

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

Field Name	Value	Comments
Job Title		Should match the PRC documents and Job Ad
Job Template		Should match the PRC documents and Job Ad
Display Job Title	Rank of Department/College	Example: Lecturer II of Pathology or Temporary Part-Time Faculty of Nursing - fully spell out the rank i.e. Assistant Professor
Employment Area	HSC Faculty	Always HSC Faculty
Primary Location	Department	Selected by Org
Additional Locations	Leave Blank
Grade	Default
Cost Center	Default
Contact phone	Leave Blank
Employment Type	Faculty
Full or Part-time	Select as appropriate
Currency	Defaults to US dollars
Compensation	12 month for regular faculty, TPT (per course or per credit)
Referral Bonus	Defaults to $0
Faculty Type	Should match posting, PAM, PRC	Adjunct (TPT) Clinician Educator Flex Track Lecturer Open Rank Research Tenure/Tenure Track Visiting
Campus	Health Sciences Center (HSC)
Academic Location	Dependent upon School or College	CON, COP, COPH or SOM
Appointment Percent	Whole number	i.e. 100 or 5.77 or 75 or 33.50
Underutilized Information	Auto populates	Blanks = no underutilization for position, if competitive Req and HSC unit is identified must ensure advertising is happening for the underutilized area.
For Best Consideration Date	15 day for regular faculty and TPT's , 5 days for Non-Competitive	EA will revised date so it is correct when posted
Posting Type	Confirm with PAM & PRC packet
Noncompetitive Exception	Confirm with PAM & PRC packet
Application Instructions	Review content based on PAM	Should be as descriptive as possible as this will appear in the ad Application Instructions (especially when copying and pasting), may require you to utilize HTML coding to properly format an email link, etc. Follow the instructions below: Open an HTML editing tool such as: WordHTML or WordtoHTML. Type or paste the text you want to use into the Word editor box Edit as needed Refer to the HTML box for the HTML code to use Cut and paste the HTML text into the requisition Applications Instructions text box.
Approval #	SOM PRC# if applicable	PRC#
CIP Code	Leave Blank
Advertising Resources	If using additional advertising resources to Jobing.com and Higher EdJobs.com they should be listed here	All Postings automatically got to NM Workforce Solutions
Jobing.com	Always check	This is a FREE service – I would suggest if it is a competitive search typically we would select this option as it also goes to Veterans, Diversity and Medical Resources job sites
HigherEdJobs.com Posting	Optional	Faculty Postings for Main Campus & HSC = $130.00 – when utilizing HigherEdJobs.com to cover your diversity recruitments the HigherEdJobs.com Diversity & Inclusion Email must also be selected
HigherEdJobs.com Diversity & Inclusion Email (Requires HigherEdJobs.com Posting)	Select HEJ D&I	HigherEdJobs.com Affirmative Action Email Blasts must be used with a HigherEdJobs.com posting. Cost: All UNM & HSC (including Branch Campuses & Faculty) = $60.00
HigherEdJobs.com Product and Cost Info		If utilizing a HigherEdJobs.com advertising, costs may apply. Visit UNMJobs Initiated Advertising for product and applicable cost information.
Primary Index for Recruitment costs	Must have an index if HigherEdJobs.com
Department Contact Name (Last, First)	Required
Department Contact Phone	Required
Comments	Optional	IMPORTANT NOTE: If a search committee member is not a "User" in UNMJobs (i.e. a resident or an affiliate, etc) department should 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 department the Reviewer's: User Name Temporary Password And the sign in link
Benefits Statement	Defaults in

DESCRIPTION AND QUALIFICATIONS

Field Name	Value	Comments
HTML Tips:  IMPORTANT NOTE: Alternative Formatting Instructions When reformatting text into the Description and Qualifications (especially when copying and pasting), you can use HTML coding to properly format the verbiage, etc. Follow the instructions below. Open an HTML editing tool : WordHTML or WordtoHTML. Type or paste the text you want to use into the Word editor box Refer to the HTML box/tab for the HTML code to use Copy the HTML text In the Job Req click on and paste the HTML code into appropriate box "Description (internal and external) or Minimums". to check formatting:
Check both Internal and External Tabs	Should just be the job description not the Mins or Preferred Quals	Verify for accuracy against attached ad. Must match word for word. The attached long ad cannot contain more verbiage then what is in the requisition.
Qualifications	List Minimums and Preferred Qualifications using standard bulleted formatting	Must be elect a yes or no response AND must match the attached ad and PAM Must be bulleted format
Keywords	Optional	List either with a comma or semicolon

HIRING TEAM SECTION

Field Name	Value	Comments
Requisition Owner		Defaults in from Hiring Coordinator
Applicant Reviewers
Hiring Manager	=	Department Administrator or Department Approver
Reviewers	=	Search Committee: 1. The committee must have at least three members. 2. The committee must be diverse, with at least one woman and at least one minority (cannot be the same person). 3. If Non-competitive search cmte members are not required.
Applicant Interviewers		Leave Blank

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

Field Name	Value	Comments
1	Hiring Manger = Department administrator or Department Approver
2	HSC Approver 1, HSC Approver 2

REQUISITION

Field Name	Value	Comments
Req ID	Assigned
Priority	Doesn't matter really
Openings	of positions approved by PRC
Ongoing box	Check if continuous recruitment
Target Hire Date	Leave it as the default to today's date	that date doesn't really matter so need to edit to today's date
Requisition Status	Default in status
Do not allow to apply	NEVER CHECK THIS BOX

Click through Job Ad, Application Workflow and Applicant Review
REQUESTION 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

REQUISTION APPROVAL:
If the Requisition can be approved for posting, 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 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:

Hiring Manager = department Approver
HSC Approver1 or HSC Approver2
- For TPT postings, required approvals are:
Hiring Manager = department Approver
HSC Approver3

Click on Re-Submit if you have made changes
POSTING to CAREER SITE ETC.

Sign in as HSC Approver 1 or HSC Approver 2 or for TPT's HSC Approver 3
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

Faculty
Vendor – HigherEdJobs (if appropriate)
Vendor – Jobing
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.

HSC FCO Approving and Posting Requisition 4-20-17