UNIVERSITY OF CINCINNATI HIRING PROCESS … · The University of Cincinnati hiring process consists of ... data from the Hire Report are ... • Changes applicant status to Hiring

UNIVERSITY OF CINCINNATI HIRING PROCESS OVERVIEW

The University of Cincinnati hiring process consists of eight major steps beginning with the pre-requisition process and concluding with hiring data being entered into UCFlex. Each step involves several operations that must be performed to ensure the hiring process is successful. This overview highlights the major steps and the process for completing each step. Step one, “Business Unit Pre-requisition”, is performed within each business unit. During this phase managers review their vacancies, determine which positions to fill, decide upon timeframes, create new jobs or review current jobs, ensure proper funding and seek appropriate approvals. The PeopleAdmin applicant tracking system is introduced into the hiring process at step two, “Create Requisition”. Individuals who are hired by the university must apply through PeopleAdmin. In addition, individuals receive access to UCFlex HR/Payroll through PeopleAdmin. Hiring managers have a major role in creating requisitions and moving applicants through the tracking system. In step three, “Posting”, the Human Resources Service Center posts the position based on instructions from the business unit. At this step recruitment advertisements are approved and published. Applicants enter the hiring process at step four, “Applicants Submit Applications”. Processing applications will differ depending upon whether or not the applicant has applied for a classified or unclassified position. Applications will be reviewed for minimum qualifications and, where appropriate, for adherence to Ohio Civil Code regulations and bargaining agreement requirements. In most cases the “Hiring Proposal”, step five, is completed by the hiring manager. The “Hiring Proposal” notifies Total Compensation and Wellness and the Office of Equal Employment Opportunity that a candidate has been selected and is ready for their review.

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In step six, “Candidate Approval”, the business unit representative approves the final candidate and submits the individual to Human Resources the candidate resides until the “Hiring Complete” step. The seventh, and perhaps the most important step, is “Hiring Complete”. The Hiring Manager must complete this step. It is the notification to the Human Resources Service Center that a hire form should be printed. Information on the hire form is then entered into UCFlex. Step eight is a manual operation. This step produces a paper “Hire Report”. Employee data from the Hire Report are entered into UCFlex by data operators. In addition to the standard hiring process there are three additional hiring processes. Up to 90 students can be hired using the “Student Hire/Administrative Use Hiring Form” process. This process can also be used to bring on board any individual requiring access to UCFlex HR/Payroll, e.g. volunteers and corporate employees. A second process was created to hire term adjuncts in units within Baccalaureate and Graduate Education. Finally, a third process was established to hire research assistants.


STEP 1 – BUSINESS UNIT PRE-REQUISITION OPERATION

Workforce planning is an important element of this step. Business unit executives and managers review their current and future staffing needs to predict and successfully respond to workforce trends. In addition, they assess market supply and demand for employees and, in partnership with Human Resources, create strategies to obtain the workforce they need. Workforce planning allows unit leaders to prepare for anticipated retirements and create strategies for retaining and transferring knowledge, as well as, ensuring employees have the appropriate skills for now and the future. Workforce plans include career paths and succession plans and strategies for retaining and attracting talent.

USER RESPONSIBILITY Business Unit Executive • Constructs the unit’s Workforce plan

including whether or not and when to create positions

• In concert with others in the unit makes the decision to recruit

Business Unit Director • Assists Business Unit Executive • Ensures position funding

Hiring Manager • Creates a PDQ and forwards it to Total Compensation and Wellness (if appropriate)

• Creates Hire Requisition • Acquires necessary approvals


STEP 2 – CREATE REQUISITION

Requisitions are created in PeopleAdmin the on-line application/requisition tracking system used by the University of Cincinnati. Individuals who are hired by the university must apply through PeopleAdmin. The applicant tracking system was implemented to automate the job requisition, application, approval, and hiring decision processes. Requisitions are created and move through an established workflow within PeopleAdmin. The system allows hiring managers to keep track of the status of a requisition as it travels through the workflow. At any time the Hiring Manager is able to determine where the requisition is in the process. The PeopleAdmin system is designed to work with user types and workflows. Common user types are:

• Hiring Manager • Student Hiring Manager • Director • Executive • Business Office/Provost/Finance Admin/Faculty Affairs • Committee Review • Compensation/Organization Management/ Broadband • Position Budget Control • Position Budget Control Academic Health Center • Office of Equal Employment Opportunity • Human Resources • Administrator


USER RESPONSIBILITY

Hiring Manager • Creates requisitions from scratch, from templates or from previously created requisitions

• Selects Advertising Methods • Approves advertisement for publication • Creates Specific Questions (optional) • Assigns Point Values to Questions

(optional) • Selects Guest User if search is performed

by committee Director • Approves requisitions Executive • Approves requisitions Academic Health Center-Faculty Affairs • Committee meets monthly to review

requisitions • Divisional authority • Reviews and approves requisitions • Forwards approved requisitions to

Academic Health Center Position Budget Control if position is new or changing attributes of an existing vacant position

Academic Health Center-Finance Administration

• Divisional authority • Reviews and approves requisitions • Forwards approved requisitions to Academic

Health Center Position Budget Control if position is new or changing attributes of an existing vacant position

Academic Health Center – Position Budget Control

• Ensures adequate position funding • Forwards approved requisitions to

Compensation/OM/Broadband area Baccalaureate and Graduate Education Provost

• Committee meets bi-weekly to review requisitions

• Divisional authority • Reviews and approves requisitions • Forwards approved requisitions to Position

Budget Control if position is new or changing attributes of an existing vacant position

Business Office (Administration & Finance, Student Affairs, Foundation, University Relations & Government Communications)

• Divisional authority • Approves requisitions • Forwards approved requisitions to Position

Budget Control if position is new or changing attributes of an existing vacant position

Position Budget Control • Ensures adequate position funding

• Forwards approved requisitions to Compensation/OM/Broadband area

Compensation/Organization Management/Broadband

• Assigns UCFlex position number • Reviews position qualifications


USER RESPONSIBILITY • Approves and forwards requisition to Human

Resources Service Center Student Hiring Manager • Inputs requisitions for student applicants

• Selects Advertising Method • Creates Specific Questions (optional) • Assigns Point Values to Questions (optional) • Selects Guest User if using Search

Committee


STEP 3 – POSTING THE REQUISITION

Posting the requisition begins the external recruiting process. It is important that

uman Resources Service Center representatives are available to assist business units

recruiting efforts generate a sufficiently large and diverse group of applicants from which a qualified candidate can be selected. Business units must advertise their positions in diverse media outlets that meet the minimum requirements for their position. The University of Cincinnati advertises in the Cincinnati Enquirer and the Cincinnati Herald every two weeks. These media sources meet the diverse media outlets requirements. Opportunities to advertise positions in other media sources may require a recruitment waiver from the Office of Equal Opportunity. Hcreate advertisements and identify additional recruiting strategies.

USER RESPONSIBILITY Hiring Manager Indicates metho

ormation s

• d of advertising • Indicates advertising source • Inputs advertising account inf• Reviews and approves advertising cost

Human Resources Service Center • Posts position as directed • Captures advertising needs and communicates

hiring department to University Publications

• Sends advertising costs toUniversity Publications • Reviews advertising information

• Lays out advertising costs and sends to HRSC • Advertises position in media indicated


STEP 4 – APPLICANTS SUBMIT APPLICATIONS

Applicants must apply for positions at University of Cincinnati by submitting applications and other required documents through the PeopleAdmin system. For Classified Civil Service positions the Human Resources Service Center will establish lists of eligible individuals who may be considered for positions in accordance with the Ohio Revised Code and University Rules. These applicants will be forwarded to the hiring department for review following any required testing, grading, and scoring of applicant information. Business Units review applications for unclassified positions to establish a qualified applicant pool.

USER RESPONSIBILITY Applicants • Applies to position vacancy

• Attends required testing Hiring Managers • Contacts applicants to interview

• Completes hiring proposal Search Committees • Interviews and selects desired candidate


STEP 5 – HIRING PROPOSAL

When a final candidate has been identified and the position has closed the Hiring Manager will create a hiring proposal in PeopleAdmin. The candidate’s salary and qualifications are submitted to Compensation/OM/Broadband and EEO.

USER RESPONSIBILITY Hiring Manager • Completes the hiring proposal

• Inputs interview date for applicants • Inputs visual race and visual gender • Changes applicant statuses

Director • Reviews and approves selected candidate Executive • Reviews and approves selected candidate AHC Faculty Affairs • Reviews and approves selected candidate BGE Provost • Reviews and approves selected candidate A&F Executive • Reviews and approves selected candidate AHC Finance Admin • Reviews and approves selected candidate Compensation/OM/Broadband • Reviews salary for selected candidate

• Reviews any final position data change • Reviews advance starting salary

EEO • Reviews advertising methods and candidate pool to ensure information was shared with a diverse


USER RESPONSIBILITY population

• Reviews selected applicant information to ensure that minimum qualifications are met

• Reviews racial and gender make up of applicant pool

• Approves candidate requisition • Forwards to Human Resources Service Center if

position reports to Finance Admin or Business Office

• Returns candidate requisition to Faculty Affairs or Provost Office if position reports to Faculty Affairs or Provost


STEP 6 – CANDIDATE APPROVAL

Return Candidate to Faculty Affairs/

BGE Provost

Submit Candidate to EEO

Department completes all

pertinent* information and notifies Provost

and Faculty Affairs Position status

changed to “Hiring Complete”

Submit Candidate to HR (NO ACTION IS

TAKEN BY HR PRIOR TO “HIRING

COMPLETE”

Faculty Affairs/BGE Provost Operation Only

The PeopleAdmin workflow designates two candidate approval workflows. A candidate for a Faculty Affairs position must be approved by Faculty Affairs/BGE Provost before the candidate is submitted to the Human Resources Service Center. All other candidates are submitted to the Human Resources Service Center immediately after EEO approval

USER RESPONSIBILITY Hiring Manager • Makes contingent candidate offer

• Completes the Post Hire Details • Attaches offer letter of employment • Notifies Faculty Affairs/BGE Provost

Faculty Affairs/BGE Provost • Ensures pertinent information is received from hiring manager

• Changes applicant status to HIRING COMPLETE

• Submits requisition to HR Human Resources Service Center • Reviews hiring proposal

• Prints hire form for data operations • Input note into to system indicating that the form

has been printed • Changes requisition status to “Fill”


STEP 7 – HIRING COMPLETE

This is the last automated step in the PeopleAdmin system. Hiring complete is the trigger that notifies the Human Resources Service Center that the department has completed the PeopleAdmin process and the Hire Form is ready for printing.

USER RESPONSIBILITY Hiring Manager • Makes contingent offer to the candidate

• Completes Post Hire Details • Completes any necessary background/reference

checking • Changes applicant status to Hiring Complete

Human Resources Service Center • Reviews hiring proposal • Prints hire form for data operations • Input note into to system indicating that the form

has been printed • Changes requisition status to “Fill”


STEP 8 – ENTER DATA INTO UCFLEX

Currently there is no interface between UCFlex and PeopleAdmin therefore the end of the automatic hire process produces a paper hire form from which Data Operations key information into the UCFlex HR/Payroll system.

USER RESPONSIBILITY Human Resources Service Center • Reviews hiring proposal

• Prints hire form for data operations • Input note into the system indicating that the

form has been printed • Changes requisition status to “Fill”

Data Operations • Collects hire forms • Attempts to unite hire form with new hire

paperwork • Enters information into UC Flex


HIRING STUDENTS MANAGING THE STUDENT REQUISITION PROCESS

In the workflow associated with the Student Hiring manager a requisition travels directly from the Student Hiring manager into the Human Resources Service Center for posting. You must have user access as a Student Hiring manager in order to hire students.

USER RESPONSIBILITY Student Hiring manager • Creates requisition

• Selects Advertising Methods • Creates Specific Questions (optional) • Assigns Point Values to Questions (optional) • Selects Guest User if search is performed by

committee Human Resources Service Center • Reviews and posts requisitions


HIRING STUDENTS MANAGING THE STUDENT APPLICATION PROCESS

Individuals may apply for positions posted on the PeopleAdmin website. Only electronic applications will be accepted.

USER RESPONSIBILITY Student Hiring manager • Reviews application, resume, cover letter and

other documents • Changes applicant status • Enters appropriate interview date for interviewed

applicants • Informs non-viable applicants with automatic

email • Changes applicant status for Work Study review

(for a work study position). • Completes Hiring Proposal • Changes applicant status to Hiring Complete • Enters final communication status for all

interviewed applicants. Work Study User • Ensures that available work study funds exist for

designated individual Human Resources Service Center • Reviews hiring proposal and post hire details for

completeness • Prints hire form for Data Operations • Enters note that hire form has been printed • Changes requisition status to Filled

Data Operations • Reviews printed hire form for accuracy of information

• Enters employee data into UC Flex


HIRING RESEARCH ASSISTANTS

REQUISITION PROCESS

USER RESPONSIBILITY Hiring Manager • Creates requisition

• Selects Advertising Methods • Approves advertisement for publication • Creates Specific Questions (optional) • Assigns Point Values to Questions (optional) • Selects Guest User if search is performed by

committee Director • Approves requisitions Executive • Approves requisitions Academic Health Center-Faculty Affairs • Committee meets monthly to review requisitions

• Divisional authority • Reviews and approves requisitions • Forwards approved requisitions to Academic

Health Center Position Budget Control if position is new or changing attributes of an existing vacant position

Compensation/Organization Management/ Broadband

• Assigns UCFlex position number • Reviews position qualifications • Approves and forwards requisition to HRSC

Human Resources Service Center • Posts position as directed • Establishes applicant flow


RESEARCH ASSISTANT CANDIDATE APPROVAL

USER RESPONSIBILITY Research Assistant User • Reviews applicants to determine whether they

meet minimum qualifications for position • Changes applicant status to Under Review by

Department or notify ineligible applicant Hiring Manager • Sources applicant pool to locate viable

candidates • Interviews applicants • Inputs interview dates for applicants • Inputs visual race and visual gender • Changes applicant statuses • Selects final candidates • Completes hiring proposal • Enters post hire details and attaches offer letter

of employment • Inputs final communication status for all

interviewed applicants • Notifies Faculty Affairs

Director • Approves selected candidate Executive • Approves selected candidate Academic Health Center-Faculty Affairs • Reviews and approves selected candidate

• Ensures that pertinent information has been entered

• Changes candidate status to Hiring Complete Compensation/Organization Management/ Broadband

• Reviews selected candidate • Approves and forwards to EEO

EEO • Reviews advertising methods and candidate pool to ensure information was shared with a diverse population

• Reviews selected candidate information to ensure that minimum qualifications are met

• Reviews racial and gender make up of applicant pool

• Approves candidate requisition • Returns candidate requisition to Faculty Affairs/


USER RESPONSIBILITY Provost Office

Human Resources Service Center • Reviews hiring proposal • Prints hire form for data operations • Inputs note into to system indicating that the

form has been printed • Changes requisition status to “Fill”



GLOSSARY This link will take you to the Human Resources Policies and Procedures glossary. This document defines terms frequently used throughout the hiring process. http://www.uc.edu/hr/documents/policies/policies_procedures_manual/Glossary.pdf ABBREVIATIONS HRSC Human Resources Service Center OM Organizational Management EEO Office of Equal Employment Opportunity PBC Position Budget Control AHC Academic Health Center PBC/AHC Position Budget Control for Academic Health Center TCW Total Compensation and Wellness PDQ Position Description Questionnaire PA PeopleAdmin FTE Full Time Equivalent KSA Knowledge/Skills/Abilities PMR Position Maintenance Request Form

http://www.uc.edu/hr/documents/policies/policies_procedures_manual/Glossary.pdf

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UNIVERSITY OF CINCINNATI HIRING PROCESS … · The University of Cincinnati hiring process consists of ... data from the Hire Report are ... • Changes applicant status to Hiring