Staff Online Recruitment Process
Below is an overview of the staff online recruitment process. Before starting the online recruitment process, please view the training guides for the PageUp System.
1. Hiring Department:
A. Using your myBama user name and password, create an on-line job Requisition completing all applicable fields, and submit the requisition through the appropriate approval process by selecting and entering in the correct approval names. View more information on how to create a requisition from an approved position description.
*If you do not have a user name and password for the UA On-Line Recruitment System, contact your HR Recruiter.
**You must have an approved position description in order to create a requisition. View more information on how to create a position description.
B. If the position is to be advertised outside of the UA’s website include a copy of the position advertisement in the Job Requisition (an abbreviated ad can be used) along with the venues and dates of publication. View the guidelines for advertising jobs.
*Human Resources recommends that all exempt job recruitments be advertised in venues outside of the UA website.
2. Department Head, Director, Dean and Vice-President:
A. Review and approve, as appropriate, the Requisition. Submit it to the next approval level by clicking on the “approve” button. View more information on how to approve pending items in the PageUp System.
3. Human Resources Recruiter:
A. The HR Recruiter may contact the Hiring Department to finalize the search plan (advertising and search committee) and/or open and closing date of job.
B. The HR Recruiter will approve the requisition which posts the position on the UA Recruitment website as of the Actual Open Date. The HR Recruiter will also post the requisition to the UAStaffJobs Facebook and Twitter accounts if appropriate.
4. Hiring Department:
A. Posts approved job announcement on any advertising venue outside UA’s website using the format listed in guidelines for advertising jobs.
5. Human Resources Recruiter:
A. Verifies that applicants that apply before the job close date meet minimum qualifications as advertised, obtains additional information if needed. For EEO 1 jobs, a review will also be completed by the Provost’s office.
B. Changes the status of the applicants to “Forwarded to Department” or “Not Selected for Interview” as appropriate.
6. Hiring Department:
A. Reviews applications via the on-line system. View more information on how to manage and review applicants.
B. Runs and reviews the EEO Report to determine if a good, qualified, diverse applicant pool has been obtained. If not achieved, determines additional recruitment efforts and, if needed, contacts the HR Recruiter.
C. Determines which applicants are to be interviewed, changes the status of each applicant to be interviewed to “Selected for Interview.”
7. Hiring Department:
A. Conducts interviews of selected applicants and changes the status of the interviewed applicants to “Interview Complete” and the status of the applicants not interviewed to “Not Hired’ with the appropriate not hired reason.
B. Changes the status of the applicant to the appropriate background check and/or MVR status. *Please note the applicant will disappear from your view while the background check is in process.
C. Upon receipt of an acceptable Background Check and/or MVR report, HR Recruiter will change the applicant status to “Finalist Recommendation.”
D. Changes status of applicant to “Create Offer for Approval” and completes Offer Card information, and submits the Offer Card through the approval process by selecting the appropriate number of system approvers.
8. Human Resources Recruiter:
A. The HR Recruiter reviews the Offer Card for acceptable background investigation information i.e. acceptable MVR, background check and appropriate justifications on selection and compensation, and makes recommendations as appropriate. If further approval is needed, updates number of offer card approvers.
*Please note if a salary is above the 3rd Quartile the salary will require Presidential Approval.
9. Department head, Directors and Deans:
A. Reviews Offer Card for appropriate justifications and approves, if appropriate, and submits the Offer Card to the next approval level by clicking on the “approve” button. View more information on how to approve pending items in the PageUp System.
10. Vice President / President:
A. Reviews Offer Card for appropriate justifications, approvals and recommendations, and approves if appropriate. View more information on how to approve pending items in the PageUp System.
B. If Vice-President/President does not approve the Offer Card; the Offer Card will be declined until additional information can be provided by the Hiring Department.
11. Human Resources Recruiter:
A. Once appropriate approvals have been received; the HR Recruiter will create the offer letter and will send to the hiring department for approval.
B. Once the offer letter wording is approved, the HR Recruiter will approve the Offer Card and will change the applicant status to “Online Offer Made”.
12. Hiring Department:
A. Change the status of remaining candidates to “Not Hired” with the appropriate not hired reason.
B. Starts Onboarding process for New Applicant. View more information on how to manage the onboarding process.
13. Human Resources Recruiter:
a. When the applicant moves to a status of “Offer Accepted Form Complete”, HR will change the status of requisition to “Filled”.
B. The HR Recruiter will add the CWID to the offer card and will email the CWID to the applicant and the Hiring Manager. The applicant’s status will then be changed to “CWID Assigned”.