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Training for The University of Alabama On-Line Position Description and

Training for The University of Alabama On-Line Position Description and Staff Recruitment Tutorial. The Human Resources Department 2009. On-Line Position Description and Staff Recruitment System Presentation. This presentation will take about 25 minutes.

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Training for The University of Alabama On-Line Position Description and

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  1. Training for The University of Alabama On-Line Position Description and Staff Recruitment Tutorial The Human Resources Department 2009

  2. On-Line Position Description and Staff Recruitment System Presentation This presentation will take about 25 minutes. Left click your mouse to go to the next slide OR use the arrow keys located on your keyboard to go to the next or previous slide.

  3. Human Resources has provided this presentation to assist with your understanding and use of the position description and staff recruitment system. • You will use the system to: • Create and maintain position descriptions • Create and submit job postings for recruitment • View applicants and their information • Notify HR of your decisions regarding the status of each applicant • Notify and obtain approval for hiring decisions/job offers

  4. Benefits of using the Position Description and Staff Recruitment System: • The system is designed to benefit you by facilitating: • Faster processing of position descriptions and job postings • Real-time access to your assigned position descriptions and recruitments • Recruit the best qualified and a diverse pool of applicants • More detailed screening of applicants’ qualifications – before they reach the interview stage.

  5. Helpful Hints: It is recommended that you do not use your browser’s “Back”, “Forward” or “Refresh” buttons to navigate the site. Using these buttons may cause unexpected results, including loss of data or being logged out of the system. Please use the navigational buttons within the site. To ensure the security of data, the system will automatically log you out after 60 minutes if it detects no activity. Anytime you leave your computer we recommend that you save any work in progress and logout of the system by clicking “Logout” on the left hand side menu. The site requires to have Adobe Acrobat Reader installed. There is a free download available at www.Adobe.com. For assistance in downloading Adobe Acrobat Reader, contact your IT representative.

  6. Getting Started • You may access the “login screen” by navigating to http://jobs.ua.edu/hr. After entering the URL, the “login screen” for the system will appear and should be similar to the screen shown below.

  7. Type in your User Name and Password and click “Login” Note: If you do not have a User Name and Password, click “Create User Account” located on the upper left hand side of the menu and follow the instructions.

  8. This is the Home Page or Main Screen for all Hiring Managers. This is the first screen you will see when you log in. • From this screen you can: • View Job Postings • Create Requisitions • Search Classifications • Create, Search and View Position Descriptions • Perform various administrative functions such as changing your password, logging out of the system and running reports.

  9. ALL positions in the system will be based off of a classification. To review all classification titles in the system before starting your position description request, click “SearchClassifications” located on the left hand side menu Searching Classifications

  10. You may use any field to search for a classification title. It is recommended to ONLY search by one criterion in order to be successful in your search. To review ALL classification titles do not select a search criterion, simply click “Search”.

  11. You may review the details of the classification title by clicking “View” or “ViewSummary”.

  12. From this screen you can: • Create a New Position Description • Modify or Reclassify an Existing Position Description • Search for Position Descriptions by various Actions taken • Search Approved Position Descriptions

  13. To create a New Position Description, click “Begin New Action” located under Position Descriptions located in the left hand menu.

  14. Click “Start Action” under New Position Description

  15. On the Proposed Classification tab you can search by: • Classification Title • Position Class Code • Pay Grade/Pay Range

  16. The Classification Title will be the title of the position (i.e. Office Associate II, Program Assistant). To search for the Classification Title you want to assign to the new position, click on the drop down box by Classification Title and make the appropriate selection. If you are uncertain of the Classification Title select the classification “Undecided”. After making a selection click “Search”.

  17. Click “Select Title and Continue”.

  18. Once you enter the position description action, you can move from one section to another by clicking the link on the tab you wish to move to. NOTE: Human Resources recommends that you use the “Continue to Next Page” button located at the bottom or top of the page in order to ensure that all position description information has been completed.

  19. The information included on the Proposed Classification tab replicates the information that is specific to the Classification Title (i.e. position class code [pcls], EEO Code, Pay Grade). It also includes a general Job Summary and the general Required Minimum Qualifications. NOTE: Information on this tab cannot be altered or changed except by Human Resources.

  20. If you decide that the Classification Title selected does not meet the needs of your position, at this time you may change the classification by clicking on “Change Classification” and selecting another Classification Title. If you decide that the Classification Title selected is appropriate, click on “Continue to Next Page>>”.

  21. The Copy Position tab allows you to copy approved positions, within your assigned area, if you have multiple like positions (i.e. Custodian, RN, LPN, etc.). You can search for an approved position description using one of the various search criterion.

  22. If you do not have an approved position description to copy, click “Do not choose position, continue to next page>>” to go to the next tab.

  23. The information contained on the Position Details tab includes fields that are automatically populated based on the Classification Title and cannot be edited. For fields that are editable scroll down to enter the information. Click in the boxes to make changes to editable fields. You may also copy and paste text from another document. Fields that are grayed out are not able to be edited.

  24. These are examples of editable fields:

  25. An asterisk “*” denotes that a field is required. If a required field hasn’t been completed with the necessary information you will receive an error message and will not be able to proceed with the creation of your position description.

  26. If a position description will need to be accessed by individuals with a Supervisor or Hiring Manager user status, the name of those individuals must be selected from the left hand pane and placed in the right hand pane.

  27. An individual’s name will not appear in the left hand pane unless they have created an account in the system. To create an account go to http://jobs.ua.edu/hr, on the upper left hand menu click “Create User Account”, complete the required information and submit the request.

  28. To select a name, click on the name so it is highlighted. After highlighting a name, click on “>” to move the name over to the right hand pane.

  29. The name will appear in the right hand pane. Continue this process until all names can be seen in the right hand pane.

  30. After completing the Position Details tab, click “Save and Stay on this Page”, and then click “Continue to Next Page >>”. NOTE: Users are strongly encouraged to save their information as they move through the position description. This can be done by clicking, “Save and Stay on this Page”.

  31. The Proposed Job Duties tab includes the list of job duties for the position you are creating, the percentage of time and whether or not the duty is essential or marginal. Definitions of essential functions and marginal functions are given on the proposed job duties page.

  32. Below is a sample listing of job duties, percentage of time and essential/marginal function.

  33. To add a job duty, click “Add New Entry”

  34. Continue adding and editing duties until the percentage of time adds up to 100%.

  35. After clicking “Add New Entry” complete the required information. As a reminder you can copy and paste information from another electronic document; however, review the formatting as some letters and/or characters do not convert correctly. After adding your information, click, “Add Entry”.

  36. If you need to edit an entry, click “Edit”, make the appropriate changes and click “Save Changes” (see next slide).

  37. “Save Changes”

  38. If you wish to view an entry, click “View”. To exit the view screen click “Done” (see next slide).

  39. “Done”

  40. If you need to delete an entry, click “Delete”, and click “Delete Entry”(see next slide).

  41. “Delete Entry”

  42. Users are encouraged to save their information as they proceed in completing a position description. To save your information without exiting the system, click “Save and Stay on this Page”. After saving your information, click “Continue to Next Page>>”.

  43. The Testing, Licenses, & Background Verification tab includes all skills tests, any licenses (RN, LPN, Driver’s License), and any background checks (MVR, background investigation) that are required to meet the essential functions of the position. NOTE: Skills tests are for non-exempt (bi-weekly) positions only. You may view information regarding skills tests (description and passing score) by going to www.hr.ua.edu, click on Employment, and scroll down to Employment Skills Testing.

  44. To select an item listed, place a “” in the box next to the description. Department Required Skills Tests

  45. You may view information regarding the Pre-Employment Background Investigation Policy (201.00) and Pre-Employment Drug Screening Policy (206.00) by going to www.hr.ua.edu. Department Required Licenses Department Required Background Checks

  46. You may view information regarding the Motor Vehicle Record Policy by going to www.hr.ua.edu.

  47. Users are encouraged to save their information as they proceed in completing a position description. To save your information without exiting the system, click “Save and Stay on this Page”. After saving your information, click “Continue to Next Page>>”.

  48. The Fiscal Responsibilities tab is used to indicate if the position has any fiscal responsibilities. • If this position has fiscal responsibilities select the appropriate range from the drop down menu which indicates the size of the budget. If this position does not have fiscal responsibilities select “None”. • The appropriate level of responsibility should be selected. Drop down menu Select the level of responsibility.

  49. Users are encouraged to save their information as they proceed in completing a position description. To save your information without exiting the system, click “Save and Stay on this Page”. After saving your information, click “Continue to Next Page>>”.

  50. The Supervisory Scope tab is used to indicate what type, degree and number of positions supervised. “No Authority…” is the default for each staff type.

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