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Search Waiver Process
On occasion, there may be an immediate need to fill a vacancy without conducting a formal
search. A search may be waived under certain circumstances as approved by the EEO Office.
The decision to waive a search is made on a case-by-case basis.
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When creating a job opening for which a Search Waiver is requested, follow
the instructions in this appendix to Create a Job Opening
The approval process for the job is the same.
To apply for the job, the applicant must use the
link on the Jobs web page.
This link is used when the applied-for job is not listed on the Jobs web page.
The resume, if available, is downloaded as an application attachment, as in
other jobs.
Search waiver training is conducted by HR through the EEO Office. For
information about Search Waiver training, contact
[email protected].
Step 1 – Enter Primary Job Opening Information
1. The Hiring Process Manager receives the job opening information to enter in
PeopleSoft.
The position number is required to initiate a job opening for an existing
position. An approved job code is required to initiate a job opening for a
vacancy that is not positioned.
2. Login to PeopleSoft at https://hcm.uakron.edu
3. From the main menu, select Recruiting > Create Job Opening.
The Primary Job Opening Information page displays.
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4. In the Opening Information box, enter:
• Job Opening Type: Defaults to Standard Requisition. Do not change.
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Business Unit: Defaults to STDBU. Do not change.
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Department: Leave blank, if entering the Position Number (will autopopulate). Otherwise, if entering the Job Code, enter the Department
from the Position Approval form.
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Position Number: Enter the position number provided by HR (including
the leading zeros) for a total of 8 digits. The information for Department,
Job Code, Recruiting Location and Job Posting Title will populate
automatically.
A Position Number is required to initiate a job opening for an approved
position.
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Job Code: Enter a valid job code number. A Job Code will be entered
only for part-time, temporary jobs. For all other jobs, a Position Number is
required. A job code number is required to initiate a job opening for a job
that is not positioned.
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Recruiting Location: Leave blank, if entering the Position Number. If
entering the Job Code, you must enter the Recruiting Location.
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Job Posting Title: This field will auto populate, after the Position
Number or Job Code is entered. Enter the complete title, if a part of the
title is cut-off. This Posting Title is used for the Job Posting and all
through the manage hire process. Ensure that this is the correct and
complete title for the position.
If using a Position
Number: Leave
Department &
Recruiting Location
blank
If using a Job Code:
Enter Department &
Recruiting Location
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5. Click Continue. The Job Opening – Job Details page displays:
The Job Opening Status
Code is Draft
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Step 2 – Job Details Page
1. On the Job Detail Information page, enter the following:
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Status Reason: Select Search Waiver.
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Desired Start Date: Date that new hire can begin working because the
position will be vacant on that date. This is an estimate. Must be a minimum
of first day after person leaves, if this is a replacement position.
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Location/Recruiting Location: Verify both locations are accurate.
Employees Being Replaced: If replacement position, enter the incumbent’s
Employee ID.
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Schedule Type: Full-Time or Part-Time
Regular/Temporary: Select the appropriate option.
Begin Date: Leave blank, unless a temporary position. If temporary, should
match Start Date
End Date: Leave blank, unless temporary position.
Salary Range From and To: Review and match to position approval
Pay Frequency: Review and match to position approval
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2. Check all the information on the page to verify that it is correct.
3. Click on the Save as Draft button.
4. A Job Opening ID is assigned. Write down this number. This number is the
easiest way to locate the data in PeopleSoft or to work with HR about this Job
Opening.
5. Click the Hiring Team tab. The Hiring Team page displays:
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Step 3 – Hiring Team Page
1. Enter the Recruiters information on the Job Opening – Hiring Team page:
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Click on Add Recruiter Team. The Add Team page displays.
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Click the Recruiter checkbox.
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Click on OK.
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A row of data displays for each member of the Recruiter team.
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In the Primary field, click to mark the box for your assigned Recruiter.
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2. Enter the Hiring Manager information. Note: The person who is entering this
information probably is a Hiring Manager.
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Click on Add Hiring Manager. The Name field displays.
Enter the Hiring Manager’s name or use the Lookup tool
. The name is
entered in the format FirstName (space) LastName. It is a case sensitive field,
so use title case. Example: Clara Barton.
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Press the ENTER key on the keyboard. WAIT.
The Hiring Manager’s EmplID displays and the Primary field is checked.
123456
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Repeat these steps to add any other Hiring Manager.
You may need to add someone such as the Dean’s administrative assistant,
because she/he needs to be in the loop on all searches.
A list of individuals approved as Hiring Managers is stored in PeopleSoft. This list
is maintained by HR. If there is a new Hiring Manager in your area and that
person is not available to enter in this Hiring Manager field, contact HR.
3. Do not enter Interviewers (Search Committee members).
4. Enter the data for the Interested Party(ies): An Interested Party is a person who just
needs to look at information. Interested Parties do not receive any notifications.
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Click on Add Interested Party. The Name field displays.
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Enter an Interested Party’s name (FirstName (space) LastName).
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Press the ENTER key on the keyboard. WAIT. The Interested Party’s EmplID
displays.
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Repeat these steps to add each Interested Party.
5. Click on Save as Draft.
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6. Click the Job Postings tab. The Job Posting page displays:
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Step 4 –Job Postings Page
1. Click the Add Job Posting button.
2. Enter the Job Description information:
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Posting Title: Verify that it is the full title. Make changes, if necessary. Some
departments like to add the department name to the title.
Description Type: Click to select Search Waiver from the available options.
Visibility: Click on the down arrow to select Internal Only.
Template: Select Search Waiver.
Description: Enter the candidate’s name and the rationale for the requested
Search Waiver.
3. Click OK.
4. Click on Save as Draft.
5. Click the Advertising link (located on the right side of the page). Note: The
Qualifications and Screening tabs are NOT used.
6. The Advertising page displays:
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Step 5 – Advertising Page
1. If this is a tenured position, check the Tenured Position checkbox.
2. If this is a grant position, check the box titled If temporary, is job sponsored?
3. In the Advertising Activities box, enter the words “Requesting Search Waiver”.
4. If needed, enter the Background Check Account Codes:
• Combination Code: Enter the six digit account code (SpeedType)
followed by a hyphen and 5750.
Example: 200704-5750, where 200704 is the SpeedType to be charged and 5750
is the sub account code for Background Check expense.
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Percent of Distribution: Enter the percentage of the Background Check
expense to be charged to this Combination Code.
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OPTIONAL: If the Background Check expense is to be split between two or more
Combination Codes, enter additional account codes and Percent of Distribution
by clicking on the Add a row tool
and repeating the above steps.
Note: The account codes used for the Background Check expense
differ from the account codes used for the Advertising expense or
Salary and Benefits expenses. If you do not know which account
codes to use for an expense, check with the Budget office at x7160 or
the Controller’s office at x6570.
If this is a grant account, verify the codes with the grant accountant.
5. Enter the Advertising Account Code:
• Enter the six digit account code followed by a hyphen and 5789
• If needed, use the add a Row (+) tool to split the background expense to
multiple account codes.
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6. Salary and Benefits Account Codes should populate automatically based on the
selection earlier of the Position number. If not, enter the SpeedType to be charged, a
hyphen, and the appropriate account code from the GL Pay Type column in the table
shown below.
Enter the six digit account code (SpeedType) followed by a hyphen and the GL Pay
Type. Example: 200704-5201
For temporary positions, the Salary and Benefits Account Codes will not populate
automatically. The Hiring Process Manager enters a single salary code.
Note: The account codes used for the Salary and Benefits expenses may differ from
the account codes used for the Advertising expense or Background Check expense. If
you do not know, which account codes to use for an expense, check with the Budget
or Controller’s offices.
Note: The most frequently-used account codes are listed here:
HR Earnings Code
Description
GL Pay Type
Faculty/Administration
MON
Fac FT Teach 12 Mo.
5003
MON
Fac FT Teach 9/10 Mo.
5004
MON
Fac FT Admin 12 Mo.
5001
MON
Fac FT Admin 9/10/ Mo.
5002
MON
Fac FT Temporary
5013
MON
Contract Professional-12 Mo.
5101
MON
Contract Professional-9/10 Mo.
5102
MON
Contract Professional-other (1 X pay)
5109
MON
Contract Professional PT (reg)
5151
MON
Contract Professional PT (temp)
5152
MON
Contract Professional FT (temp)
5110
Contract Professional
Staff
STF
Bi-weekly-Salaried-Staff (reg)
5201
STF
Bi-weekly-Hourly-Staff (reg)
5202
STF
Staff Part-time (reg)
5221
STF
Staff Part-time (temp)
5222
STF
Staff Full-time (temp)
5211
If no account codes are entered or the incorrect account codes are entered,
HR or Budget or the Controller may push back the job opening to the Hiring
Process Manager and request that the account codes be entered/edited.
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7. Click on Save.
8. Click the Return to Job Opening link.
9. The Job Opening – Job Details page returns.
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Step 6 – Save and Submit Job Opening
1. From the Job Opening-Job Details page, click the Save and Submit button (located
at the bottom of the page). This kicks off the workflow routing and approval process.
2. The Job Opening Status Code changes from Draft to Pending Approval.
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3. The Approvals tab is now available. The Approvals tab allows the Hiring Process
Manager to see where the job posting is in the process.
4. Workflow routes the Job Opening to the Recruiter Group.
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