Justification For Recruitment System (JFR) Candidate Entry and Offer Process ________________________________________________________________________ SOP Reference Number Version Date Replaces Version: XXXX 11.10.04 NA ________________________________________________________________________ Title: Position Request Process

Policy

Department Administrators can start their recruitment process following the approval of their position request. Once a candidate is identified, candidate information form is filled and offer letter is created using Letter Creation Tool in JFR. If the candidate accepts the offer appointment letter is created and routed for Dean’s approval. Procedure 1. Add Candidate Form

Once the position request is approved next step is entering candidate information to the system. To enter candidate information, click the Add Candidate button on Position Details screen.

CANDIDATE INFORMATION FORM

Salary information section on this form will include incentive bonus, educational funds, and annual compensation fields if position is a clinical position. To upload candidate’s CV and recommendation letters use the document upload section of the form. Click the “Select Document Type” to select the type of document you are uploading. Options are: CV and Recommendation Letter. After that, click the “Browse” button to locate the document you wish to upload. There are no restrictions on the type of document you can upload.

DOCUMENT UPLOAD (File Selection)

After selecting the document for upload, click the “ADD” button to complete the upload process. Uploaded file will be listed under the upload form.

UPLOAD FORM (File Uploaded)

Repeat this process to upload necessary files. Upon completion of upload process, click the Add Candidate button to complete the candidate entry. If there errors in your entry system will list these errors, if not a confirmation screen with the candidate information will be shown.

To go back to the Position Details screen click on Back to Position link at the bottom of this screen.

POSITION DETAILS (After Adding a Candidate)

MULTIPLE CANDIDATES JFR system supports having multiple candidates for one position. To add another candidate for the same position, simply follow the “Add Candidate” process. The last candidate entered will be the active candidate and an offer letter can be created only for the active candidate. If you have multiple candidates for a position to change the active candidate click the Change button on the Position Details screen.

CHANGING ACTIVE CANDIDATE

Note that changing the active candidate after an offer is sent for approval is not recommended since it will cancel the offer approval process.

2. Creating the Offer Letter

JFR System provides a letter generation tool for generating offer letters and appointment letters using the templates for these letters. To create an offer letter for the candidate click Create link in Letters section of Candidate Details screen. This will open the Letter Generation Tool and load the template depending on the kind of letter you need to create (Basic Science or Clinical).

CREATING OFFER LETTER (Part 1)

Previously entered candidate information will be loaded with the template. Template is separated into the paragraphs and some of these paragraphs are not editable since they have to be included in the offer letter. You can edit other paragraphs to enter specific offer information.

CREATING OFFER LETTER (Part 2)

Once you finished editing the offer letter click the Save & Preview button.

If you need to make additional changes on the letter click Back button. If not, Click Create Letter button. This will create a PDF of the offer letter and take you back to the Position Details screen. You can view the PDF file by clicking the View link in the Letters section.

SAMPLE OFFER LETTER

OFFER LETTER CREATED

To submit the letter for approval, click Submit Letter button. If the division requested Dean’s approval, offer letter will be routed to the Dean for approval. Also if the position is a tenure track position Promotions & Tenures Committee members will be notified via email. Committee members can cast their votes using JFR system. The system will track the voting process and show the results of the voting in Position Details screen. After these approvals status of the position will change to “Pending Candidate’s Approval” and the candidate response form will appear at the bottom of the Position Details screen.

CANDIDATE RESPONSE FORM

Use this form to notify system about candidate’s response to the offer.

3. Creating the Appointment Letter If candidate accepts the offer, next step is creating an appointment letter. Process for creating an appointment letter is identical to the process for creating an offer letter. Once the appointment letter is submitted, it will be routed to the Dean for approval. Dean’s approval finalizes the approval process for recruitment.