Hiring a Temporary Employee – (temp, student, graduate student, adjunct)
The hiring process:
Select temp
Create job
PCN number, posting
find template
PD
Collect
applications,
advertising
Screening,
interviewing,
selection
Offer
UA Careers
Acceptance
and
onboarding
You’ve already created and launched a job posting (see Creating a temporary job posting.docx).
Now applications have been submitted and you need to select someone to hire.
Please also review the Quick Reference Guide – Reviewing Applicants on
http://www.alaska.edu/files/hrtraining/MyUA/Manual_Breakdown/Reviewing-applicants.pdf
Open PageUp and locate your job posting.
Click on Jobs and use the search tool
or
click on the light green Applications bubble
If you wish to close your posting to new applications at this time, go to the Sourcing Tab, find
the Actions dropdown and choose Close.
Click on View Applications
In the upper left
A listing of applicants will appear
Scroll to the right to show icons and View
application
Select an applicant and Click on View
Application
Scroll through the entire window to see
uploaded application materials such as resume,
references
In the Applications section, click on Form to review the application form.
Scroll through the History section to find other uploaded documents. Items and documents may be
viewed, edited, or deleted by clicking on links to the right. Please do not delete documents uploaded
by applicants.
Temporary hires are not required to have a formal stage 1 and 2 screening process but you may have
some screening process as well as interviews.
After applications have been reviewed, use the green, yellow or red selection boxes to perform status
changes on the applicants:
For example, move selected applicants into interview status.
Click on the selection boxes to select applicants
Click on drop down on the ‘Select a bulk action box’
Select Bulk Move
Click on the drop down for the Application status field. Select an appropriate status and click on Next.
It is important that eliminated applicants be
identified at whatever stage they were
unsuccessful.
Event booking refers to functionality within
PageUp for the system to schedule and invite
applicants to interviews. We aren’t using that
currently. You may use the statuses of Interview
Event Accepted or Declined.
The next panel allows you the opportunity to send a notification to the applicants and/or additional
users. Template letters are available from the drop down. These may be edited.
Clicking on Yes, opens further dialog boxes for typing in notes or reviewing and editing template
letters.
If communication defaults to No, it means this is not usually a stage where applicants are notified.
When finished, complete the status confirmation questions and click on the ‘Move now’ button. The
applicant statuses will be changed.
Summary of most used Bulk Actions:
Bulk
Allows you to send one compiled document containing application materials for all
compile and selected applicants to a search committee member or other reviewer. No statuses
send
are changed
Bulk move
Change the status of applicants
Bulk move
Change the status of applicants and sends application materials to a search
and send
committee member or other reviewer
Bulk send
Sends application materials for each applicant as separate documents. No statuses
are changed
You will be using this process many times for advancing applicants through the selection process.
If you have a blind temp job posting, you may advance your candidate’s status directly to verbal offer.
Whenever applicants are eliminated there will be opportunity to send them template letters (editable)
informing them that they will no longer be considered. It is expected that all eliminated applicants
will be informed. It is at the discretion of the hiring authority when these notifications occur.
Once a successful candidate has been identified, change their status to ‘Verbal offer.’ This starts the
“Offer Card” which is much like a hiring proposal in the old system. It is assumed that the hiring
authority would contact the candidate and verbally offer the job. Thus, e-mail notifications or an
online offer may not be necessary.
HR must approve the offer card as well as review the criminal convictions and disclosure of
immediate family members, outside interests, and other applicable information about the applicant
before hiring a temporary employee. Do not make a verbal offer until the offer has been
approved by HR in the system. If the status is changed to Offer Accepted prematurely, HR cannot
see those portions of the application necessary for the review.
Completing the Offer Card
Complete the fields based on your knowledge of the job and the needs of the department.
Be sure you have a temporary grade
in the grade field
Clicking ‘here’ will cause a
spreadsheet to pop up in a new
window. The spreadsheet defaults to
regular staff salary schedules. Enter
the temporary hourly rate, and change
the hrs per pay period and factors to fit
the assignment. Then you may use
the figures to complete the remaining
pay fields.
Exceptional step placement will require a detailed
justification based on the candidates qualifications and
experience.
We don’t yet have an approval process that gets exceptional step placement requests to Ron.
Special Conditions are extra
paragraphs for the appointment letter
as may be necessary for special
circumstances.
It is unlikely that temporary
assignment appointment letters
require special conditions.
The blue link opens a document with
boilerplate special conditions
language for faculty appointment
letters.
What is Budget Authorization? What is entered in this field?
At the end of the offer card, select UAA Temp for the Approval Process.
Click on Save to save the data and create an appointment letter. Click on ‘Save and close’ when the
appointment letter has been finished or you don’t want an appointment letter???? Can save work
and return????
Appointment Letter
The offer card will produce an appointment letter after the offer card information is entered and saved.
Scroll within the offer card until you find Offer Documents.
Click on the Merge document button.
Expand the UAA folder by clicking on the green dash. Scroll through the list of documents until you
find the Temporary – UAA group of appointment letters. Click on View to preview the document.
Click on the check box and then click on Merge to create the appointment letter.
These are the current UA system wide collection of appointment letters. These will always be the
current versions.
The system may give a message about missing data; click on Ignore.
The system will return you to the offer card. Scroll up to find Offer Documents.
There will now be a document listed. You may View this and edit it, put it on your department’s
letterhead, and save it to your computer. This document will have info from the offer card merged
into the letter.
If you have saved the appointment letter to your computer, you will need to add it back to the offer
card by clicking on the Add document button.
Click on Upload file and navigate to your
appointment letter
Click save and close when done.
You’ll now have two documents listed in the Offer documents area. Delete the first template
appointment letter.
Your offer card is now finished. Click on ‘Save and close.’ This sends the offer card through the
approval process and changes the status of the candidate to ‘Verbal Offer.’
You will receive an e-mail notification after HR has reviewed and approved the offer card. HR will
change the status of the candidate to Offer Approved
Now the selected candidate may be contacted and offered the job.
Unless this is a temporary pool posting, other applicants should be notified that the position has been
filled and they are no longer being considered.
Not quite certain about these next steps:
How do we keep a pool position open and active without going to Filled (inactive) status? Does Filled
take the posting off the website such that no new applicants can apply?
The Supervisor may put the candidate in offer accepted status if verbal acceptance is obtained.
Click on the status of the hired candidate. Select ‘Offer accepted.’ Click on Next.
The ‘Confirm status change’ window will appear. You have the opportunity to send correspondence
at your discretion. Scroll to the bottom of this window.
This will change the status of the positon to Filled, a non-current status. To find the posting again
select ‘Non current recruitment’ from the Jobs search page.
OR,
Begin an online offer that may also include onboarding. Change applicant’s status to ‘Online offer
made.’ Click on the status of the hired candidate. Select ‘Online offer made.’ Click on Next
The ‘Confirm status change’ window will appear. This will send correspondence to the selected
candidate from a written offer template.
If an online offer is made, the system will change the applicant status to Accepted and the onboarding
process will begin. It includes instructions to the candidate for accepting the online offer (involving
the appointment letter created earlier) and proceeding with the electronic new hire packet and
onboarding if an onboarding process was selected in the offer card stage.
The template may be edited here.
Click on ‘Move now’ at the bottom of the window to send the online offer to the selected candidate.
When the applicant accepts, will that FILL the posting? When do we get the posting filled?
Need steps for if they decline and/or a second person is to be hired.