uthealth applicant tracking system (ats)as the applicant moves through the selection process, the...
TRANSCRIPT
UTHealth Applicant Tracking System (ATS)Faculty Recruitment
The objectives of this session are to:
• Review the Workflow steps of the faculty requisition and candidate
tracking process
• Outline the process for creating faculty requisitions
• Follow candidates as they progress through the hiring process
• Recognize the end of the hiring process and steps to close the
requisition
• Communicate resources available to support the faculty recruiting
process
OB
JEC
TIV
ES
OB
JEC
TIV
ES
OB
JEC
TIV
ES
Standard Faculty Posting Process
Search Waiver Process
Acquisition Process
Resources and Contacts
Section 1
Section 2
Section 3
Section4
SECTION 1: STANDARD FACULTY POSTING PROCESS
FA
CU
LTYR
EC
RU
ITME
NT
PRO
CE
SS
STE
PS
Prep
Log In to the Applicant Tracking System (ATS)
Create a Faculty Requisition
Appoint Search Committee of 5 members
Advertise Externally (Minimum of 30 days)
Search
Review Applicants & Identify Candidates for
Interview
Interview Applicants
Select Finalists and Refer to Hiring Manager
Select Final Candidate & Obtain Hiring Approval
Extend an Offer
Close
Disposition Remaining Finalists
Create & Complete New Hire Checklist in ATS
Contact HR to close the Requisition
1
2
3
4
5
6
7
8
9
10
11
STANDARD FACULTY POSTING PROCESS
12
Log in to the Applicant Tracking System
Create a Faculty Requisition
Appoint Search Committee
Advertise Externally
Phase I - PrepPREP
Log in to the Applicant Tracking System using your UTHealth usernameand password.
LOG IN TO ATS
SE
CTI
ON
1: S
TAN
DA
RD
FAC
ULT
YP
OS
TIN
GP
RO
CE
SS
Log in to the System
Create a Standard Faculty Requisition
Appoint Search Committee
Advertise Externally
Phase I - PrepPREP
To initiate a Faculty Requisition, from the left menu, under Create Requisition, click FROM TEMPLATE.
CREATE A STANDARD FACULTY REQUISITION
Reminder: Prior to posting a position, obtain the appropriate approval to hire based on your school’s procedure.
SE
CTI
ON
1: S
TAN
DA
RD
FAC
ULT
YP
OS
TIN
GP
RO
CE
SS
CREATING A STANDARD FACULTY REQUISITIONCREATE A STANDARD FACULTY REQUISITION
Select “Faculty” from the drop down box for the Job Category.
SE
CTI
ON
1: S
TAN
DA
RD
FAC
ULT
YP
OS
TIN
GP
RO
CE
SS
On the next screen, click Create for the type of position being created. For a standard faculty requisition, click Create below Faculty Position.
CREATING A STANDARD FACULTY REQUISITIONCREATING A STANDARD FACULTY REQUISITIONCREATE A STANDARD FACULTY REQUISITION
SE
CTI
ON
1: S
TAN
DA
RD
FAC
ULT
YP
OS
TIN
GP
RO
CE
SS
CREATING A STANDARD FACULTY REQUISITION
Posting Details
The Posting Detailstab is used to createthe job description.
Fields denoted with an asterisk must be completed to submit the requisition.
CREATE A STANDARD FACULTY REQUISITION
SE
CTI
ON
1: S
TAN
DA
RD
FAC
ULT
YP
OS
TIN
GP
RO
CE
SS
CREATING A STANDARD FACULTY REQUISITION
Additional Summary Specific
to Job
The description of theposition being postedshould be placed inthe field to the right of“Additional SummarySpecific to Job”.
CREATE A STANDARD FACULTY REQUISITION
SE
CTI
ON
1: S
TAN
DA
RD
FAC
ULT
YP
OS
TIN
GP
RO
CE
SS
CREATING A STANDARD FACULTY REQUISITION
After completing all necessary information, click Continue to Next Page.
In the “Comments” section at the bottom of the page, you should enter theofficial Position Title. This title will be used for the job posting.
CREATE A STANDARD FACULTY REQUISITION
SE
CTI
ON
1: S
TAN
DA
RD
FAC
ULT
YP
OS
TIN
GP
RO
CE
SS
CREATING A STANDARD FACULTY REQUISITION
Posting Specific Questions
You can add questions to the
requisition in order to screen potential
applicants.
CREATE A STANDARD FACULTY REQUISITION
SE
CTI
ON
1: S
TAN
DA
RD
FAC
ULT
YP
OS
TIN
GP
RO
CE
SS
CREATING A STANDARD FACULTY REQUISITION
Attaching Documents
Notice the “Posting Documents” tab where you will later upload the following documents before closing the requisition:
• Search Committee information sheet
• Copy of any advertisement if applicable
CREATE A STANDARD FACULTY REQUISITION
SE
CTI
ON
1: S
TAN
DA
RD
FAC
ULT
YP
OS
TIN
GP
RO
CE
SS
CREATING A STANDARD FACULTY REQUISITION
Review the RequisitionReview the requisition for accuracy.
If you need to make a change or edit the requisition, select EDIT to return to the requisition.
Select Submit for Approvaland click CONTINUE if you are satisfied with the requisition.
HR will review and post the requisition.
All faculty job postings will remain open for a minimum of thirty (30) calendar days.
CREATE A STANDARD FACULTY REQUISITION
SE
CTI
ON
1: S
TAN
DA
RD
FAC
ULT
YP
OS
TIN
GP
RO
CE
SS
Log in to the System
Create a Standard Faculty Requisition
Appoint Search Committee
Advertise Externally
Phase I - PrepPREP
APPOINT SEARCH COMMITEE
SE
CTI
ON
1: S
TAN
DA
RD
FAC
ULT
YP
OS
TIN
GP
RO
CE
SS
• The search committee should have a minimum of 5 members. Members of the search committee will collectively serve in an advisory role to the hiring authority by making recommendations on candidates
• The hiring authority, such as a division head, department chair or dean, shall not serve as a member of the search committee, but shall consider the recommendations of the search committee, among other factors, in making the hiring decision.
• Standing search committees within departments and schools are permissible.
A search committee is required for all faculty searches, except if the position meets the criteria for a search waiver.
APPOINT SEARCH COMMITEE
SE
CTI
ON
1: S
TAN
DA
RD
FAC
ULT
YP
OS
TIN
GP
RO
CE
SS
1) Individuals who represent a broad range of perspectives and appropriate expertise
2) A consideration for appointing members who have experience in the search process
3) Underrepresented groups (whenever possible)
Search committee members may come from other departments/schools within UTHealth or from institutions or organizations external to UTHealth. However, the majority of the search committee must be comprised of faculty/employees of UTHealth.
In appointing a Search Committee, include the following:
Appoint Search Committee
Log in to the System
Create a Standard Faculty Requisition
Advertise Externally
Phase I - PrepPREP
• All faculty positions must be posted on UTHealth’s career webpage at https://jobs.uth.tmc.edu for a minimum of thirty (30) calendar days.
• Posting on UTHealth’s career webpage ensures that the job will also be posted on WorkinTexas.com as required by law.
• In addition, at least one external advertisement must be placed. This would typically be on a professional society website, appropriate electronic job‐posting service, or a medical/scientific journal, depending on the nature of the position.
• All announcements in journals or other publications, at conferences, in online directories and/or on departmental web pages must include the web link to the UTHealth job posting and required EEO language.
ADVERTISING – EXTERNAL POSTINGS
SE
CTI
ON
1: S
TAN
DA
RD
FAC
ULT
YP
OS
TIN
GP
RO
CE
SS
Language Requirements for External Advertisements
• Minimum language required:“EEO/M/F/Disabled/Vet.”
• Preferred language:“UTHealth is an EEO/AA employer. UTHealth does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, or veteran status or any other basis prohibited by law or university policy. EOE/M/F/Disabled/Vet.”
Other Requirements
• All external advertisements must direct potential applicants to apply through UTHealth’s career webpage at https://jobs.uth.tmc.edu.
• Applicants must be informed that only applications received through the online system will be considered.
• Faculty positions posted externally must be posted on https://jobs.uth.tmc.edu for a minimum of thirty (30) calendar days.
ADVERTISING – EXTERNAL POSTINGS
SE
CTI
ON
1: S
TAN
DA
RD
FAC
ULT
YP
OS
TIN
GP
RO
CE
SS
Review Applicants & Identify Candidates for Interview
Interview Applicants
Select Finalists
Select Final Candidate & Obtain Hiring Approval
Extend an Offer
Phase I - PrepSEARCH
REVIEWING APPLICANTS
SE
CTI
ON
1: S
TAN
DA
RD
FAC
ULT
YP
OS
TIN
GP
RO
CE
SS
• Review completed applications and documentation for each candidate
• Identify the candidates to be interviewed
• Update each candidate’s status after review in ATS
Three Key Activities
After your requisition has been submitted and reviewed by HumanResources, you will then be able to view it in your list of active positionsafter you login. To view applications for a specific position, click on Viewunderneath the position title.
REVIEW APPLICANTS
Review Active Requisition List
SE
CTI
ON
1: S
TAN
DA
RD
FAC
ULT
YP
OS
TIN
GP
RO
CE
SS
REVIEWING APPLICANTS
If the applicant has successfully submitted an application, you will be ableto view the Profile/Contact Form and any of the following, if attached:
• CV/Resume• Other pertinent letters, recommendations, list of accomplishments, etc.
During the application process, we now also provide applicants with theopportunity to submit biographical data to support compliance with OFCCPguidelines.
Submitted Applications
• After the applicant successfully applies, he/she will receive an email thanking them and confirming their application has been received.
• An applicant can only be considered for the positions to which they applied. • It takes less than 10 minutes to apply to a faculty position on our website.
SE
CTI
ON
1: S
TAN
DA
RD
FAC
ULT
YP
OS
TIN
GP
RO
CE
SS
Thank you for applying for the Faculty Position - Instructor position and for yourinterest in the University of Texas Health Science Center at Houston.
Your application materials were successfully received. You will be contacted ifadditional information is needed or the search committee wishes to request aninterview.
You may view the status of the position by returning to this site and using yourpersonal username and password.
We invite you to follow the latest university updates and breakthroughs breaking onTwitter: http://twitter.com/UTHouston and by visiting the university's official Facebookpage: https://www.facebook.com/UTHouston
Thank you,Human ResourcesThe University of Texas Health Science Center At Houston
EMAILS
SE
CTI
ON
1: S
TAN
DA
RD
FAC
ULT
YP
OS
TIN
GP
RO
CE
SS
Successful Receipt of Applicant’s Application Email
Review the application, resume/C.V., and any other submitted documentsfor each applicant and determine which applicants you wish to interview.
After you review each of the applicant’s documents, update the applicant’sstatus to denote their current status within the recruiting process.
REVIEWING APPLICANTS
Review Individual Applicant’s Application and Documents
SE
CTI
ON
1: S
TAN
DA
RD
FAC
ULT
YP
OS
TIN
GP
RO
CE
SS
Why a Status Change is Needed
As the applicant moves through the selection process, the status is updated so thatthe Hiring Manager and others involved in the hiring process can review where theapplicant is in the process.
A change in status will not result in a communication to the applicant unless thestatus is changed to “not hired”.
REVIEWING APPLICANTS
Update Applicant Status
SE
CTI
ON
1: S
TAN
DA
RD
FAC
ULT
YP
OS
TIN
GP
RO
CE
SS
Remember:
If at any point you determine the applicant will not move forward in the selection process, you may change their status to “Not Hired” and select the most appropriate reason by clicking the drop down arrow in the “Choose Option Below” field.
This status change WILLresult in an email notifyingthe applicant that he/she isno longer being consideredfor the position.
REVIEWING APPLICANTS
Select Reason Code
SE
CTI
ON
1: S
TAN
DA
RD
FAC
ULT
YP
OS
TIN
GP
RO
CE
SS
Your application is no longer being considered by UTHealth for the position of [position title]. Thank you for your interest in UTHealth.
Regards,Human Resources
Below is the email sent to an applicant or candidate who is no longer being considered for the position.
SE
CTI
ON
1: S
TAN
DA
RD
FAC
ULT
YP
OS
TIN
GP
RO
CE
SS
Dispositioning Email
Review Applicants & Identify Candidates for Interview
Interview Applicants
Select Finalists
Select Final Candidate & Obtain Hiring Approval
Extend an Offer
Phase I - PrepSEARCH
All finalists should be dispositioned in the system as “finalists”.
Finalists should not be dispositioned as “not hired” until after the candidate that is selected for hire has accepted an offer of employment.
When changing an applicant’s status to “Not Hired,” the following email is sent to the candidate’s email address listed on their electronic application.
Select Finalists
SE
CTI
ON
1: S
TAN
DA
RD
FAC
ULT
YP
OS
TIN
GP
RO
CE
SS
Review Applicants & Identify Candidates for Interview
Interview Applicants
Select Finalists
Select Final Candidate & Obtain Hiring Approval
Extend an Offer
Phase I - PrepSEARCH
For the candidate selected for hire, the status for the candidate should bechanged to “Selected for Hire-Faculty EEO Review”.
This will initiate the electronic review process through the offices of HumanResources Equal Opportunity (EO) and Executive Vice President ofAcademic and Research Affairs (EVPARA).
RememberAll required information must be attached to the requisition before sending toEO, this includes:
• Search Committee Form• Copies of external advertisements• UTHealth Checklist for Faculty Recruitment
When changing an applicant’s status to “Not Hired,” the following email is sent to the candidate’s email address listed on their electronic application.
SELECT FINAL CANDIDATE & OBTAIN HIRING APPROVAL
SE
CTI
ON
1: S
TAN
DA
RD
FAC
ULT
YP
OS
TIN
GP
RO
CE
SS
Review Applicants & Identify Candidates for Interview
Interview Applicants
Select Finalists
Select Final Candidate & Obtain Hiring Approval
Extend an Offer
Phase I - PrepSEARCH
Upon approval of the candidate selected for hire by the EVPARA, a system generated email will be sent to the hiring manager.
The hiring manager follows their school’s process for generating an offer letter to the candidate selected for hire and extends the offer of employment.
Extend an Offer
SE
CTI
ON
1: S
TAN
DA
RD
FAC
ULT
YP
OS
TIN
GP
RO
CE
SS
Disposition Remaining Finalists
Create & Complete New Hire Checklist in ATS
Close the Requisition
Phase I - PrepCLOSE
Disposition Remaining Finalists
Once the candidate has accepted the offer of employment, the HiringManager must disposition the remaining finalist(s) which will result in anemail notification to the finalist(s).
SE
CTI
ON
1: S
TAN
DA
RD
FAC
ULT
YP
OS
TIN
GP
RO
CE
SS
Disposition Remaining Finalists
Create & Complete New Hire Checklist in ATS
Close the Requisition
Phase I - PrepCLOSE
Create & Complete New Hire Checklist in ATS
To initiate the hiring process, a new hire checklist must be created in ATS.
To ensure timely processing and to avoid a delayed start date, pleasecomplete and submit the new hire checklist at least (10) business daysprior to the desired start date.
SE
CTI
ON
1: S
TAN
DA
RD
FAC
ULT
YP
OS
TIN
GP
RO
CE
SS
Create & Complete New Hire Checklist in ATS
SE
CTI
ON
1: S
TAN
DA
RD
FAC
ULT
YP
OS
TIN
GP
RO
CE
SS
• Log in to the Applicant Tracking system
• Change the user type to “Submitter”
• Click on “Change Group”
Create & Complete New Hire Checklist in ATS
SE
CTI
ON
1: S
TAN
DA
RD
FAC
ULT
YP
OS
TIN
GP
RO
CE
SS
Under “Create Requisition”, select “From Scratch”
Create & Complete New Hire Checklist in ATS
SE
CTI
ON
1: S
TAN
DA
RD
FAC
ULT
YP
OS
TIN
GP
RO
CE
SS
*Required information is denoted with an asterisk.
Enter candidate information Enter position information
Create & Complete New Hire Checklist in ATS
SE
CTI
ON
1: S
TAN
DA
RD
FAC
ULT
YP
OS
TIN
GP
RO
CE
SS
• Enter school/department information
• Click “Continue to Next Page” when finished
*Required information is denoted with an asterisk.
Create & Complete New Hire Checklist in ATS
SE
CTI
ON
1: S
TAN
DA
RD
FAC
ULT
YP
OS
TIN
GP
RO
CE
SS
• Select “Submit Non-Classified to Pre-employment”
• Click on “Continue”
Note: if you need to collect additional information before submitting then:• Select “Save w/o submit”• Click on “Continue”
Create & Complete New Hire Checklist in ATS
SE
CTI
ON
1: S
TAN
DA
RD
FAC
ULT
YP
OS
TIN
GP
RO
CE
SS
Click “Confirm”
A confirmation message will then display indicating the check list has been successfully submitted
Create & Complete New Hire Checklist in ATS
Once the new hire checklist is completed, HR will:
• Contact the candidate selected for hire and obtain the necessary information needed to initiate the background check
• Schedule the selected candidate to visit UTHealth to complete the health screening and all required documentation
SE
CTI
ON
1: S
TAN
DA
RD
FAC
ULT
YP
OS
TIN
GP
RO
CE
SS
Disposition Remaining Finalists
Create & Complete New Hire Checklist in ATS
Close the Requisition
Phase I - PrepClose
CLOSE THE REQUISITION
SE
CTI
ON
1: S
TAN
DA
RD
FAC
ULT
YP
OS
TIN
GP
RO
CE
SS
Closing a Requisition – Do not close the requisition until the recruitment has been finalized with a signed and accepted offer letter (the requisition can be placed on hold while negotiations are being finalized). Administrator completes the following steps:
• Fully executed offer letter• Disposition of all candidates not selected for hire (in the online applicant
tracking system), indicating those candidates who were interviewed for the position
• Notification to Human Resources to close the requisition• Create and complete a pre‐employment requisition (Scratch Template) in
the online applicant tracking system
PRE-EMPLOYMENT ACTIVITIES
SE
CTI
ON
1: S
TAN
DA
RD
FAC
ULT
YP
OS
TIN
GP
RO
CE
SS
All candidates selected for hire must complete the pre-employment process and receive authorization from HR before they can start work.
Authorization is provided after the selected candidate does the following:• clears the background check• clears the health screening• completes required employment documentation, including an I-9 form
Internationals must also receive clearance from the Office of International Affairs before they can start work.
Pre-employment activities are initiated upon completion of the new hire checklist in ATS. A minimum of (10) business days is needed to complete pre-employment activities.
Upon successful completion of the pre-employment process, an email will be generated from HR to the hiring department advising that employment is authorized.
SECTION 2: SEARCH WAIVER PROCESS
WAIVERS
SE
CTI
ON
2: W
AIV
ER
PR
OC
ES
S
A department may submit a request to waive a search committee if one of the following criteria applies:
Non-Benefits Eligible Faculty A faculty member who is not eligible for benefits because of their part-time or casual status
Current or FormerFellow/Resident/Graduate Student
Hired into Faculty position and the UTHealth relationship ended no more than 1 year before date of hire
Current Fellows/Residents-Temporary Hire
Hired into a temporary Faculty or General A&P title for the duration of their training (e.g., Staff Physician or Instructor, NTC for a clinical fellow or resident)
Promotion to a Faculty Position (Promotion in Place)
Current Classified staff member/Postdoctoral Research Fellow/Staff Physician/Staff Dentist is promoted to a faculty position within the same department
Negotiated Hires in a Faculty Recruitment Package
Includes spouse/partner and/or laboratory personnel appointed with graduate student, postdoctoral research fellow or faculty titles in circumstances where it is necessary to recruit a successful candidate as determined by the standard competitive search process
Emergency Appointment Department performance may be impaired as a result of vacant position
Presidential Waiver HOOP Policy 189
WAIVER PROCESS STEPS
SE
CTI
ON
2: W
AIV
ER
PR
OC
ES
SPART 1
Step 1: Determine if the waiver process is appropriateStep 2: Complete the “UTHealth Faculty Search Waiver Request” form and
submit to Office of EVPARA for approvalStep 3: Upon approval, log in to applicant tracking system
PART 2
Step 1: Log InStep 2: Create the requisition for a waiver
Attach the approved waiver form and Letter of JustificationStep 3: HR will provide the job posting link to the departmentStep 4: Department sends job posting link to identified candidateStep 5: After candidate successfully applies to the requisition, the
department changes the candidate status to “Selected For Hire-Faculty EO Review”
Step 6: EVPARA reviews finalist Step 7: Upon EVPARA approval, offer extendedStep 8: Upon offer acceptance, HR is notified to close the Posting
WAIVER PROCESS STEPS
SE
CTI
ON
2: W
AIV
ER
PR
OC
ES
S
Search Exemptions
In these circumstances, a competitive search and search waiver do not apply.
1. Automatic exemptions to a competitive search process• Faculty promotions (internal department promotions within a faculty career path)• Temporary, non‐renewable appointment for up to one year• Appointment to a faculty position “without salary” (WOS)• An acting or interim appointment made in exigency (acting or interim appointments may not
be changed to a permanent appointment without a search)• Visiting Scientists (scientists who collaborate with UTHealth faculty and staff while being
employed and paid by another institution
2. AcquisitionsThe employees associated with situations where a UTHealth department, school or business unit acquires another organization as part of its business or service line development. A requisition is required for documenting faculty hired as part of the acquisition process (see HR website for instructions: https://www.uth.edu/hr/resources/hiring‐and‐recruiting‐resources/faculty‐recruiting.htm)
3. Internal Promotion with Expanded ResponsibilitiesIn cases where a new position is created to address the needs of the institution/school and there is a natural trajectory of an existing position (e.g., promotion from assistant dean to associate dean).
WAIVER PROCESS STEPS
SE
CTI
ON
2: W
AIV
ER
PR
OC
ES
S
The UTHealth Faculty Search Waiver Request form with instructions can be found on the Faculty Recruiting Resources website at:
https://go.uth.edu/facultyrecruiting
SECTION 3: ACQUISITION PROCESS
ACQUISITION PROCESS
SE
CTI
ON
2: A
CQ
UIS
TIO
N P
RO
CE
SS
Departments contemplating acquisitions should notify Human Resources as soon as possible to begin the acquisition process.
Human Resources will create a master faculty acquisition requisition that all acquired faculty may apply to.
ACQUISITION PROCESS STEPS
SE
CTI
ON
2: A
CQ
UIS
ITIO
N P
RO
CE
SSStep 1: Contact Human Resources to inform of the acquisition and faculty members expected to
transition.
Step 2: Human Resources creates the master acquisition requisition.
Step 3: HR will provide the requisition link to the department. The link will also be shared in welcome meetings with practices in the acquisition process.
Step 4: Department sends requisition link to candidates for acquisition.
Step 5: Candidates apply to master requisition.
Step 6: Departments create and submit individual requisitions. Candidates are moved to individual requisitions by HR.
Step 7: Department changes the candidate status to “Selected For Hire-Faculty EEO Review”.
Step 8: EVPARA reviews.
Step 9: Upon EVPARA review, offer extended by department.
Step 10: Upon offer acceptance, Department creates and completes New Hire Checklist and then notifies HR to close the Posting.
SECTION 4: RESOURCES & CONTACTS
Below are helpful resources that can be referred to in assisting in the faculty recruitment process. These resources are available on the Faculty Recruiting Resources website at: https://go.uth.edu/facultyrecruiting
• HR Employment Services’ Team
• HOOP Policy Number 143 – Recruitment
• Additional Faculty HOOP Policies
• “How Do I Hire a New Employee?”
RESOURCES
SE
CTI
ON
3: R
ES
OU
RC
ES
& C
ON
TAC
TS
CONTACT INFORMATION
SE
CTI
ON
3: R
ES
OU
RC
ES
& C
ON
TAC
TS
Posting a Faculty Position Erin Burton 713-500-3089
General Recruitment Best Practices and Resources
Kay Williamson/ Erin Burton
713-500-3138/ 713-500-3089
Search Waivers EVPARA Office 713-500-3062Faculty Pre-Employment Process Krishna Kadiyala/
Jean Grove713-500-3154/713-500-3113
Equal Employment OpportunityConcerns
Renee Williams 713-500-3416