Posting GatorJobs

1
Posting GatorJobs
2
Before we start
Cell Phones
Introductions
Materials
Roster Signing
Questions
Break
10 10
Evaluation
Rest Rooms
3
Todays Objectives

• Introduce GatorJobs
• Provide details of Security Roles required
• Clarify the Approval process
• Learn how to
• Complete job requisitions
• Apply for jobs
• Manage the applicant pool
• Identify candidate to hire

4
GatorJobs Overview
5
What is GatorJobs?

• Online Applicant Tracking System
• 3rd party software system used by UF and managed
  by PeopleAdmin
• Used to post job requisitions and manage
  applicant pools
• Applicants apply for jobs at http//jobs.ufl.edu

6
Benefits of GatorJobs

• View individual applicants or entire applicant
  pool with one click
• Preserves application integrity
• Applications are frozen in time when candidates
  apply to a specific job
• Can customize resume/cover letter for specific
  jobs
• Applicants must apply for jobs individually i.e.
  they cannot add to job basket to apply for
  multiple jobs simultaneously

7
Who Uses GatorJobs?
Originators Level 1 Approvers Level 2
Approvers Level 3 Approvers Guest
Users Applicants!
8
Training

• For training purposes the exercises today will
  focus on recruiting for a TEAMS position
• Classroom training and instruction guides are
  available for recruiting Faculty, GAs, OPS and
  Non-Resident Aliens (NRAs). Details will follow
  at end of this session.

9
Recruiters

• Internal consultants
• Assigned to each college
• Departments can request recruiters to
• Coordinate advertising
• Pre-screen applicants
• Assist with search committee invitations
• Participate on search committees
• Communicate with applicants

10
TEAMS Hire Process
Originator completes job requisition
Job requisition approved by Levels 1, 2 3
Job posts on web for a minimum 7 days
Applicants apply answer supplemental questions
Job posting closes or review date passes
Originator invites guest users and begins
reviewing applicants
Originator changes status of applicants
identified for interview
Originator contacts Recruiter to verify
eligibility of applicants for interview
11
TEAMS Hire Process
Panel/Search Committee interviews eligible
applicants recommends for hire
Originator changes applicant status by selecting
Recommend for Hire or Not Hired-Interviewed
as appropriate
Recruiter runs background checks education
verification, as necessary
Department makes offer after Recruiter has
verified relevant checks
Originator completes Hire an Employee ePAF
Send application and new hire paperwork via ePAF
Fax number
Recruitment Staffing approves ePAF and
position closed in GatorJobs!
12
Process Overview for TEAMS
Remember! Originator contacts Recruiter to
verify eligibility BEFORE applicants are
interviewed and hired
13
What is a Job Requisition?

• A job requisition initiates the posting of a job
  or position on UFs job site

• TEAMS minimum posting periods
• 7 calendar days for new postings- 3
  calendar days for reposts
• Faculty minimum posting periods
• 14 calendar days for new postings- 7 calendar
  days for reposts- 7 calendar days after
  request to close open until filled postings
• OPS positions
• Are not required to be posted through GatorJobs
• If posted in GatorJobs there are no minimum
  posting requirements
• If close date indicated, no hiring decision can
  be made before then

14
Supplemental Questions

• What are supplemental questions?
• Questions tied to a job posting which ask
  applicants to provide additional information
• 2 types of supplemental questions
• Disqualifying
• Non-disqualifying

15
Disqualifying Questions

• Tied to the minimum requirements
• Must be included for all TEAMS job postings
• Applicants must answer these questions before
  completing application

Example Do you have a bachelors
degree? Yes No
If the applicant answers No they cannot be
considered for the job and will not be routed to
department
16
Disqualified Applicants

• GatorJobs notifies disqualified applicants
  immediately after they try to apply
• Disqualified applicants
• Cannot reapply for the posting for which they
  disqualified themselves
• Cannot modify their answers to the supplemental
  questions

If applicant made a mistake, refer them to
Recruitment Staffing at 392-2477
17
Non-disqualifying Questions

• Tied to the preferred qualifications
• Can optionally be included on job postings

Example How much experience do you have
operating a forklift? None 1 - 2 yrs
More than 2 yrs
The answer to this question provides additional
information about the applicant
18
Guest User Account

• Allows search committees and interview teams to
  review applicant pool for a specific job
• The Originator
• Creates guest user account when they create the
  requisition
• Invites guest users to review applicant pool by
  emailing the guest username/password
• Access through http//jobs.ufl.edu/hr

Interview teams and search committees do not need
security roles in myUFL. The Guest User account
provides access.
19
Any questions?
20
Creating a Job Requisition
21
What Do You Need to Do?
Complete Job Requisition in GatorJobs
Fill Job or Position
Reclassify or Create New Position followed by
Fill Job or Position

• Complete position action
• Receive approval
• Wait overnight for position upload
• Complete Job Requisition in GatorJobs

22
Before Creating a Job Requisition

• Have the following information available
• Position number (if TEAMS or faculty)
• Salary range
• Search Committee members (if applicable)
• Job description
• Minimum requirements
• Preferred qualifications
• Special instructions to applicant
• The funding source for the position

23
Creating a Requisition

• To access Gatorjobs log on to myUFL thenManager
  Self Service Recruiting Activities Job
  Requisitions/ Postings GatorJobs

24

• Under Create Requisition choose requisition type
• - For OPS and Student
• Search by job code choose template
• - From Previous
• Shortcut to clone a previous requisition
• - For Faculty or TEAMS
• - Search by position number
• - Position information defaults

25
Enter the Position Number (found in
Organizational Development) or you can search by
Classification Title
Click Search
26
The Classification Title, Position Number and Job
Code are shown
Click Create (under the Classification Title)
27
You are now in the Create Requisition front
page. Note the six parts to the requisition.
You start on the first tab Posting Details
28
Time Limited? Yes Contracts/Grant funded
position that will run for specific time
Enter Name of Person Being Replaced (if
relevant). Verify Time Limited
Enter Working Title
Computer Support
Take Funding Source details from Exemption Form.
Enter Salary Details
Verify Job Type Category. Enter Work Location
Note! Exemption Form required for State-funded
positions only
29
Verify Department and College. Enter Originator
contact details
Select Originators. Enter Level 1 Approver and
Search Committee details if relevant
30
Enter a brief summary of the Job Description
(found in myUFL Organizational Development) The
Minimum Requirements will autopopulate
31
Section 435 Background Check required for all
Departments who are contracted/funded by Dept of
Children Families _at_ 27.25 FDLE Florida
Statewide Background Check _at_ 24.00 FBI 110
Nationwide check from fingerprints. Compulsory
for all staff from outside Florida State and for
all staff requiring access to the Irradiator _at_
43.25 AOL Alachua County Online Background
Check FREE!
Select any Health Assessment requirements
Select any Criminal Background Checks/Other
Verifications required
32
Background Screening Request Form
Form can be found at http//www.hr.ufl.edu/forms/d
efault.asp
33
Enter Preferred Qualifications as detailed in the
Job Description
Dates must be in line with posting requirements.
The box Open Until Filled can only be used for
Faculty and Director level positions.
Note! You must consider all applicants who apply
while the job is posted. Otherwise, legal action
can be taken against you and UF.
34
If you plan to advertise externally, select the
relevant Sources or enter alternatives in the box
provided
35
Select Application Type. Check any Optional and
Required Documents the applicant should submit
Verify the FTE. Enter any comments you may want
the Approvers to see
Click Continue to Next Page
36
The question on this page relates to how the
applicant heard about the position. This is
useful for UFHR when looking at recruitment and
advertising options. Please do not delete this
question.
You are now in the second tab Posting Specific
Questions
Click Add a Question
37
Click Add a Question
38
There are two ways to add a question Search for
an existing question or Create a new question.
To search for a question enter a keyword
Choose from the question list by clicking View/Add
39
Review the question. If it is not satisfactory,
click Return to Search Otherwise, click Add
This Question
40
The question now displays on this page To add
another question click Add A Question
41
To create your own question scroll down and click
Create a Question
42
Enter question text. Select Answer
Type Closed-Ended (multiple choice) Open-Ended (t
yped answers) For Closed-Ended enter possible
responses For Open-Ended choose answer type
To save Click Submit Question
43
The questions are displayed. You can delete or
edit if required. You can also add more questions
Click Continue to Next Page
44
You are now in the third tab Disqualifying
45
Checkbox the answers that would disqualify the
candidate
Click Continue to Next Page
Note! Disqualifying questions are tied to the
minimum qualifications and not the preferred
qualifications
46
To set up an account click Activate Guest User
You are now in the fourth tab Guest User
47
The User Name is automatically assigned. Enter a
Password of your choice
Click Continue to Next Page
Make a note of the Password as you will need this
when you invite your guest users
48
You can check the status of the requisition here.
Click Continue to Next Page.
You are now in the fifth tab Notes/History
49
In this tab you can view a summary of the
requisition at each stage, and note any changes
that were made by the Approvers
Click Continue to Next Page
You are now in the sixth tab Versions
50
Select Submit for First Level Approval
Click Continue
On this page you can review the requisition
(through View Pending) and edit if necessary.
You can also Save without Submitting which
allows you to edit later.

51
Click Confirm
52
The requisition is now submitted for Level 1
Approval
To check the current status of the requisition
view the tab Notes/History
53
Any questions?
54
UPK What is it?

• In todays session we will use UPK (User
  Productivity Kit) which
• - Is a web-based training tool
• - Provides instructions as you go

Its like working on the real system with the
added feature of being guided through the task!
55
The Playback Modes Player modes are the different
methods available to take you through each of the
topics. In the classroom today, I will
demonstrate in Try It!
To navigate Click on the first (Module) then
the next (Lesson). This will expand the
section to show all the Exercises.
All the simulations you will practice today are
available at www.hr.ufl.edu/training/myUFL/toolk
its/default.asp
56
Exercise 1

• Create requisition for TEAMS position and submit
  to Level 1 for approval
• Go to UPK
• Important! Do not use the scroll on your mouse to
  navigate!

57
Any questions?
58
Requisition Approval Process
59
Who are the Approvers?
Level 1 Approver Department

• Approvers can-
• Recycle to Originator
• Edit a requisition
• before approving
• Add notes to the
• requisition

Level 2 Approvers Classification Compensation
for TEAMS Faculty Development for Faculty
Positions Recruitment Staffing for OPS Student
Employment for Student Positions
Level 3 Approvers Recruitment Staffing for
TEAMS OPS Faculty Development for Faculty
Positions Student Employment for Student
Positions
60
Approval (Workflow) Process
Originator
Level 1 Approver
Level 2 Approver
Level 3 Approver

• Prepares and submits the requisition

Reviews all data and provides department level
approval
Reviews job summary and qualifications
Reviews supplemental questions and posting period
Job Posts
61
About Requisition Status

• Must go to GatorJobs to view status (cannot be
  checked through Worklist)
• Status updates are sent via email
• To Originator when recycled
• To Originator when posted
• To Originator when removed from web
• To Level 1 when submitted for approval

62
Approval Process

• Log on to myUFL thenManager Self Service
  Recruiting Activities Job Requisitions/
  Postings GatorJobs

63
Note Welcome now indicates Level 1
You are on the View Pending page. Select the
relevant requisition and Click View
64
Move through the six tabs to view the requisition
65
(No Transcript)
66
(No Transcript)
67
(No Transcript)
68
The Notes/History tab gives the requisition
status together with time, date, and name of
Approver
69
(No Transcript)
70
The requisition status can be changed on this
page. Options are to Submit, Return to
Originator, Cancel, or Save
Select Submit for Second Level Approval
Click Continue
71
Click confirm to submit to Level 2 Approval
72
Approval Process

• Log on to myUFL then Manager Self Service
  Recruiting Activities Job Requisitions/
  Postings GatorJobs

73
Note Welcome now indicates Level 3
Level 3 views the requisition and then has
options to return to Originator, Approve, or
Cancel
Click Approve for Posting
74
To approve requisition click Confirm
75
This page confirms requisition has been approved
and posted. It has been removed from the list
of those awaiting approval.
76
Any questions?
77
Applying for Jobs
78
Applicants

• All applicants must create a new user account and
  application for GatorJobs
• Returning applicants can apply for jobs with the
  user account and application they already created
• UF employees cannot use their GatorLink username
  and password to apply for new jobs (must create
  new account like all applicants)

79
Applicants
Go to jobs.ufl.edu
1
2
Create user account and application
Search for jobs
3
4
Apply for a job and answer supplemental
questions
5
Attach documents if required
6
Confirm applicant submission
7
To apply for another job go back to step 3
80
After Application is Submitted

• Application is frozen in time for that job
• Uploaded documents (resume, cover letter, etc.,)
  are tied to that specific job
• Cannot go back and edit an already submitted
  application

Note If applicants need to correct a mistake
refer them to Recruitment Staffing at 392-2477
81
Any questions?
82
Reviewing Managing the Applicant Pool
83
Understanding Job Posting Status

• Requisitions exist in one of three statuses
• Pending Displays requisitions awaiting approval
• Active Displays approved requisitions that are
  posted or have applicants under review
• Historical Displays requisitions that have been
  cancelled or filled

Originator manages the applicant pool during
Active status
84
When Can You Review Applications?

• Originators can begin reviewing applications
  after the job closes and is removed from the
  web (the day after the closing date)
• or
• after the minimum posting period (the day after
  the posting review date)

• Best Practice!
• Designate a closing date
• Review applicant pool after closing date
• Re-post if suitable candidate is not found
• Ensure good audit trail!

85
Understanding Applicant Status

• Originators also manage applicant status during
  candidate search
• Originators change applicant status to narrow the
  pool of applicants
• When determine short list of who to interview
• When determine a candidate to hire
• Applicants see In Progress until vacancy filled

86
How do Guest Users View Applications?

• Navigate to http//jobs.ufl.edu/hr
• Enter username and password provided in email
  from Originator
• Review applicants using the same process as
  Originators but Guest Users have limited access
  and cannot make changes

87
About Requisition Status
Remember! Originator contacts Recruiter to
verify eligibility BEFORE applicants are
interviewed
88
Available Applicant Status
Under review by Manager
Interview pending
Interviewed
Recommended for hire
Not hired
Not hired - interviewed
Position cancelled
Position cancelled send email
89
The Process
Applications Received Qualified Applicant Status
Under Review by Manager
Interview?
Yes (Originator) Status Interview
Pending Contacts Recruiter for eligibility
No (Originator) Status Not Hired
When Position Filled (GatorJobs) sends email to
applicant
Interviews Held (Originator) Status Interviewed
For Unsuccessful Candidates (Originator) Status
Not Hired Interviewed and selects
Reason (Originator) advises candidates
For Successful Candidate (Originator) Status
Recommend for Hire Contacts Recruiter for
verification checks (Recruiter) changes Status to
Hired (Originator) offers candidate
Requisition closes when Hire New Employee ePAF
approved
90
Navigation

• Log on to myUFL thenManager Self Service
  Recruiting Activities Job Requisitions/
  Postings GatorJobs

91
To see applications Select View
92
Note new tab Applicants
To view multiple applications or multiple
documents check All/None box
Click View Multiple Applications or View Multiple
Documents
93
Applications open in a new window. View
multiple applications by using the scroll bar.
94
For applicant status changes click Change Status
95
This page shows the current Status from which you
can make changes
96
Select the new Status from the drop down box
97
Select the Reason from the drop down box
Click Continue to Confirm Page
98
The Applicant Status has now changed
Click Save Status Changes
99
By checking both Active and Inactive boxes the
results for both will be displayed
You can continue to update the Status of
applicants until the job requisition is closed
100
Exercise 2

• View applications and change applicant status
• Go to UPK
• Important! Do not use the scroll on your mouse to
  navigate!

101
Any questions?
102
Quiz!
So what do you know? Please work with a partner
to complete the Quiz!
103
Quiz!

• What information do you need to have before
  completing a job requisition?
• Position number (TEAMS/faculty), Salary range,
  Search Committee members (if app), Job
  description, Minimum requirements, Preferred
  qualifications, Special instructions to
  applicant, Funding source
• After you reclassify or create a new position,
  and receive approval from Level 2, when can you
  complete a job requisition?
• The next day

104
Quiz!

• Name the two types of supplemental questions
• Disqualifying and non-disqualifying
• How many levels of approval does a requisition go
  through before posting (after Originator has
  created the requisition?)
• 3 approval levels
• How do you invite search committees to review
  applications online?
• Email link jobs.ufl.edu, username and password
  to guest users

105
Quiz!

• What shortcuts could you use to expedite
  reviewing resumes?
• Click View Multiple Applications or View Multiple
  Documents on View Posting screen (Applicants tab)
• How do you check the status of your requisitions?
• Through View Active, select Job, then View
• Who do you contact prior to interviewing
  applicants?
• Your Recruiter!

106
How to Obtain GatorJobs Security

• Attend training and request security from DSA
• Originators
• UF_N_GJ Department Admin
• Level 1 Approvers
• UF_N_GJ Department Approver

Note DSAs cannot request security for
Originators until the training record updates.
This usually takes 2-3 days.
107
www.hr.ufl.edu/recruitment/resources/default.asp
108

• myUFL Toolkits
• Web Simulations
• Instruction Guides
• Security Roles
• Training
• Contact Information

• Located at

http//www.hr.ufl.edu/training/myUFL/toolkits/def
ault.asp
109
Contacts
110
Further Training

• Hiring Additional Pay (PST210)
• Payroll Distributions (PST081)
• Job/Position Actions (PST220)
• Hiring Nonresident Aliens University Tax
  Services (PRO316)
• Guide to Faculty Appointments, Recruitment, and
  Hiring for UF Administrators (PRO319)
• Guide to OPS Employment for UF Administrators
  (PR0313)
• Hiring Graduate Assistants and Fellows (PRO318)

111
The Next Step
Following the recruitment process the next step
is to enter the person as a new hire. If you
will be responsible for this process within your
Department, and need the Security Role, attend
the training session Hiring Additional Pay
(PST210).
112
Today We

• Introduced GatorJobs
• Provided details of Security Roles required
• Clarified the Approval process
• Did the following in GatorJobs
• Completed job requisition
• Approved and posted job
• Applied for job
• Reviewed applicant pool and closed search

113
Thank you for attending today!Please sign the
Roster and complete an evaluation!
http//hr.ufl.edu/training/survey/