Create a Temporary/Limited Opening



Create a Temporary/Limited Opening

In this example, we will create one Job Opening for three hires as Limited, Part-Time Museum Preparators who will be working  for approximately three months installing art exhibits for our department, the Berkeley Art Museum & Pacific Film Archive.

|  |Your HCM (Human Capital Management) Home page might look different, depending upon your personal access. |

| | |

| |Click the Recruiting link.[pic] |

|  | |

| |Click the Create New Job Opening link. [pic] |

|  |Notice the Job Opening Type and Business Unit have defaulted. |

| |Do not change these values. |

|  |If you did not know the Job Code you could use the Search Feature to the right of the field.  In this |

| |example, we know the Job Code. |

| | |

| |Enter the desired information into the Job Code field. Enter a valid value e.g. "9632C". Press [Tab]. |

|  |When you tab from the field, the official Payroll Title displays to the right of the Job Code field and |

| |it also appears in the Posting Title field. |

| | |

| |Please modify the Posting Title in order to make it more user-friendly.  If you modify the Posting Title |

| |field, make sure that it is a title that is familiar to the average applicant and is a good indicator of |

| |the job.. |

|  |In this example, we will modify the Posting Title to clarify the title. |

| | |

| |Click in the Posting Title field. [pic] and change the posting title to “Museum Preparator” |

|  |The modified Posting Title reflects the more user-friendly title, "Museum Preparator". |

| | |

| |Click the Continue button. [pic] |

|  |We are on the Job Details page as shown by the grey link, "Job Details". |

| | |

| |Above the grey Job Details link, summary information from the prior page appears which cannot be |

| |modified. |

| | |

| |Below the Job Details link, the first three fields ("Created by", "Created Date", "Openings to Fill") |

| |display default settings and should not be changed. |

|  |The "Openings to Fill" field does not refer to Appointment Type. |

| | |

| |This field refers to the fact that your department is posting a limited number of Job Openings. |

| | |

| |This field must remain "Limited". |

|  |Target Openings defaults to "1".  If you are posting this job for more than one opening, you would enter |

| |the appropriate number and tab out of the field. |

| | |

| |At the time of the initial posting, Available Openings will match Target Openings.  |

| | |

| |As the recruitment progresses, the number of Available Openings will update with each new hire. For |

| |example, if a department posts five positions and three people have been hired, the Available Openings |

| |would be two.  In this example, we will change the default. |

| | |

| |The total Available Openings should be less than or equal to the Target Openings. |

|  |In this example, we plan to hire three people to the same Job Opening. |

| | |

| |In this example, we want to create 1 Job Opening for multiple hires. |

|  | |

| |Enter the desired information into the Target Openings field. For this example, we will enter a valid |

| |value e.g. "3" and |

| |press [Tab]. |

|  |Notice that when you tab out of the Target Openings, the Available Openings number changes to "3", to |

| |reflects the number of your Target Opening(s). |

|  |Enter the desired information into the Department field. Enter a valid value e.g. "knbam". Press [Tab]. |

|  |Notice when you tab out of the Department field, the department title displays. |

| | |

| |Notice also, that the Affirmative Action Recruiting Goals (AA Goals) display.  These are recruiting goals|

| |based upon the Job Code and Department Code. |

| | |

| |This information displays only for the Job Opening Originator and is not seen by applicants, hiring |

| |managers or interview team. |

| | |

| |This is not a quota, it is a request that you attempt to diversify your applicant pool. |

|  |Enter the desired information into the Location field. Enter a valid value e.g. "campus". Press [Tab]. |

|  |Notice that both the Location and Recruiting Location display, "Main Campus-Berkeley." |

|  |Scroll down the page to continue. |

| | |

| |The "Status Date" defaults to the day you create the Job Opening and cannot be changed. |

| | |

| |The "Desired Start Date", "Projected Fill Date", "Date Authorized", "Referral Program ID" and |

| |"Recruitment Contact" fields are not used at UCB. |

| | |

| |If this opening is to fill a position being vacated,  you can enter the departing employee's name in the |

| |Employees Being Replaced Section. |

| | |

| |In this example, this is a new position, no one is being replaced. |

|  |Select Part-Time from the Schedule Type drop-down list. |

| |[pic] |

|  |Select Temporary from the Regular/Temporary drop-down list. |

| |[pic] |

|  |We expect these employees to work for approximately three months.  The exact begin and end dates may |

| |vary. |

|  |Enter the desired information into the Begin Date field. |

| |Enter a valid value e.g. "5/01/09". |

|  |Enter the desired information into the End Date field. Enter a valid value e.g. "8/01/09". |

|  |The Appt Type drop-down list appears. |

| | |

| |By selecting the Limited appointment type, you are indicating that this position will exist for a limited|

| |period of time. |

| | |

| |Click the 3 - Limited list item. [pic] |

|  |Click the 900 Hours box. [pic] |

| | |

| |By selecting the 900 Hours box, we are stating that we understand the restricted hours for limited |

| |employees and will be monitoring these people’s hours. Clicking this box also waives the mandatory 14 |

| |day posting period, allowing the department to see applicants as soon as the applicant applies. |

| | |

| |This is only used for Limited Job Opening(s) where there is an immediate need and the pay status will be |

| |less than 1,000 hours in a 12 month period. |

|  |We need to indicate the expected average number of hours of work per week for this part-time Job Opening.|

| | |

| |Enter the desired information into the Hours field. |

| |In this example, the employees will work an average of fifty percent time, so we will enter "20.00". |

|  |In this example, we have followed the best business practice and have had Compensation review this |

| |position before creating this Job Opening. |

| | |

| |Click the Yes option. [pic] |

| | |

| |If you have not had Compensation review this Job Opening, you are only able to Save as Draft, you will |

| |not be able to submit your job opening. |

|  |The Comments Text box can be used to communicate any other necessary information to the Department |

| |Authorizer and Employment Services. |

| |Examples of information to include: |

| |- if you select “Other” from the non-UCB listing choices, please give the name and contact |

| |information/URL for the “other” option |

| |the chartstring that will be charged for any non-UCB postings |

| |information about the waiver |

| | |

| |After filling in comments, we will continue with the Job Opening process. |

| |We can either click on the Next Step button or on one of the links. For this example, we will click the |

| |Job Postings link. [pic] |

|  |The Job Postings page appears (as shown with the grey font). |

| |We need to add a number of required Job Posting Descriptions. |

| | |

| |Click the Add Job Postings link. [pic] to go to the Job Postings sub-page. |

|  |This sub-page contains vital information concerning the job responsibilities and the minimum |

| |qualifications. |

| | |

| |Information entered on this page will display to the applicants as they view the job posting.  Take care |

| |to provide complete and accurate information. |

| | |

| |The required Job Posting Descriptions are: "Departmental Overview", "Responsibilities", "Required |

| |Qualifications", "Preferred Qualifications", "Salary & Benefits" and "Equal Employment Opportunity". |

| | |

| |Important Note:  If the Job Opening has been designated as "sensitive", you must also include the |

| |"Criminal Background Required" description. |

| |If the Job Opening will be affected by the furloughs, you must also include the "Furlough statement" |

| |description type.. |

|  |The Job Descriptions section appears. |

| | |

| |The Visible field determines which applicants (Internal and/or External) will be able to view this |

| |information. |

| | |

| |The system will default to Internal & External view. Please confirm that your descriptions have |

| |defaulted to this view. Do not change this, except in the very rare instance when this is an internal Job|

| |Opening that is approved by the Staff Affirmative Action & Compliance Office.  |

| | |

| |Warning: As an example of why this is so important, if you select External Only, no internal applicants |

| |will be able to see the posting on the jobs page. |

|  |Select Departmental Overview from the Description Type drop-down list. [pic] |

|  |The Departmental Overview Description field should contain a short introduction to the department.  Type |

| |directly into this field or cut and paste from another source.  |

| | |

| |In this example, we have typed an abbreviated sample of text directly into this field. |

| | |

| |Take care with accuracy and spelling and use the Spell Check to the right of the Description field. |

|  |Click the Add Posting Descriptions link to add the next Description type. [pic] |

| | |

| |Another Posting Description section opens. |

|  |The Description Type drop-down list appears. |

| | |

| |Select Responsibilities from the Description Type drop-down list. [pic] |

|  |The Responsibilities Description is a short summary to let applicants know what kind of job they are |

| |applying for.  This should not be a comprehensive listing of every action the person might do.  |

| | |

| |You may type or use the cut and paste method to provide this information. |

|  |In this example, we have typed an abbreviated sample of  Responsibility text directly into this field. |

| | |

| |Remember to review the Description for accuracy by using the Spell Check. |

| | |

| |Click the Add Posting Descriptions link. [pic] |

|  |The Description Type drop-down list appears. |

| | |

| |Select the Required Qualifications from the Description Type drop-down list. [pic] |

|  |Required Qualifications are attributes, knowledge and/or experience a person will need to do the job.  |

| |These are the qualifications that will be used to screen for minimally qualified applicants. |

|  |We have typed an abbreviated sample in the Required Qualifications Description and used the Spell Check. |

| | |

| |Click the Add Posting Descriptions link. [pic] |

|  |Select Preferred Qualifications from the Description Type drop-down list. [pic] |

|  |Preferred Qualifications are the "nice to have" attributes, knowledge and experience.  |

| | |

| |For example, it would require less department training if the applicant has experience handling artwork. |

|  |We have typed an abbreviated sample of text in the Preferred Qualifications Description field and done a |

| |Spell Check. |

| | |

| |Click the Add Posting Descriptions link. [pic] |

|  |The Description Type drop-down list appears. |

| | |

| |Select Salary & Benefits from the Description Type drop-down list. |

| |[pic] |

|  |Notice that the full salary range for this Job Code displays above the Description field. |

| | |

| |This default salary range information will not automatically display in the job posting for applicants.  |

| | |

| |We need to enter the salary information we wish applicants to see. |

| | |

| |Because this job will not be offering career benefits we will not include the pre-written benefits |

| |language in the Description ID field. We will only be providing hourly salary information. |

|  |We typed in the Salary information we want applicants to see. |

| | |

| |Click the Add Posting Descriptions link. [pic] |

|  |Select Equal Employment Opportunity from the Description Type drop-down list item. [pic] |

|  |Previously we have manually entered text in the Description field. |

| | |

| |Some Description Types have language which has been written and vetted (reviewed by appropriate |

| |departments) and should not be altered. The Equal Employment Opportunity is such a Description Type. |

| | |

| |Click the Description ID: drop-down list to check for pre-written language. |

|  |Select the EEO/AA choice. [pic] |

|  |The Equal Employment Opportunity pre-written language appears.  Do not change it. |

|  |In this example, we have added all the Job Posting Descriptions that we want the applicants to see.  |

| | |

| |We need to continue to indicating where the posting will be listed.  |

| | |

| |In this example, we know we want two Job Posting Types (External and Internal) and will use the Add |

| |Posting Destinations link to open two rows (for the job to be seen by External and Internal applicants). |

|  |Click the Add Posting Destinations link. [pic] |

|  |Notice there are now two Job Posting Destination rows. |

| | |

| |Job Posting Destinations refers to where the job will be posted. |

| | |

| |This step must be completed in order for the applicants to see the job opening. |

| | |

| |If this step is not completed, the job will not post anywhere, including the UCB job site: |

| | |

|  |In order for this job to post on the UCB job website, select the first item on the Destination drop-down |

| |list: *Berkeley Job Site |

|  |The Posting Type drop-down appears.  Most jobs must be posted for both External and Internal viewing. |

| | |

| |This system requires you to post both External and Internal destination types separately. |

| | |

| |Select External from the Posting Type drop-down list. [pic] |

|  |Select Approve Dt from the Relative Open Date drop-down list. [pic] |

| | |

| |Always select Approve Date (unless you wish your posting to be delayed for a certain number of days). |

|  |Once the Relative Open Date field is populated, the system will assign today’s date as the posting date. |

| |The posting date begins the day Employment Services authorizes the Job Opening. |

| | |

| |Due to the authorization and approval process, the job will not necessarily going to be posted today but |

| |will be posted as soon as the Department Authorizer and Employment Services approve the job. |

|  |Posting Duration is the length of time a Job Opening will be open.    There is a 14 day mandatory posting|

| |period.  You can post the job up to 90 days. |

| | |

| |Because this is a Temporary/Limited Job Opening and the 900 Hours box has been checked, the Posting |

| |Duration may be shortened to less than 14 days and you may view applications as they arrive. |

| | |

| |If your post your job and the posting has not been filled within the initial number of days,  you can |

| |work with Employment Services to extend the posting period. |

| | |

| |The Posting Duration calculation begins the day Employment Services authorizes the Job Opening. |

| | |

| |You can also choose to enter a specific End Date. |

|  |Now we must fill out the 2nd posting destination row, in order for Internal applicants to be able to view|

| |the opening. |

| | |

| |We must also select the Internal Posting Type Destination, |

| |*Berkeley Job Site. |

|  |Select *Berkeley Job Site from the Destination drop-down list. |

|  |Select Internal from the Posting Type drop-down list. [pic] |

|  |Select Approve Dt from the Relative Open Date drop-down list. [pic] |

|  |Make sure to choose the same End Date or Posting Duration for this row as for the External row. The job |

| |listing must be posted for the same length of time for both Internal & External applicants. |

|  |The Job Posting page is complete.  |

| | |

| |It is best practice to preview what the opening will look like to the applicants. |

| | |

| |Click the Preview button. [pic] |

|  |The Preview screen for External applicants appears.  (Note you can also Switch to the Internal View.) |

| | |

| |The Job Posting Descriptions populate in a pre-determined order regardless of the order you add them in. |

| | |

| | |

| |This is a preview of what applicants will see.   It is important to review this information for accuracy |

| |and completeness. |

| | |

| |In this example, we have not Saved, therefore there is no Job ID. Once you Save, a unique Job ID will be |

| |assigned. |

|  |We are satisfied that both views (External and Internal) are identical and correct. |

| | |

| |Click the Return to Previous Page link. [pic] |

|  |We are satisfied with how the posting displays and are ready to go to the next step. |

| | |

| |Click the OK button. [pic] |

| |(Note: clicking OK does not save the data; this will be done later in the process.) |

|  |Notice that the Job Postings sections have been collapsed into a single posting link.  |

| | |

| |Be very careful that you do NOT click on the trash can, as it will delete all of the previously entered |

| |information on the Job Postings page. |

|  |Important Note: |

| | |

| |If, at this point, you wish to make any edits to the Job Posting Descriptions and/or Job Posting |

| |Destinations, click the Job Posting Title (In this example, it is the "Museum Preparator" link under Job |

| |Postings.)  |

| | |

| |It is very important NOT to select the "Add Job Postings" link again.  |

| | |

| |If you do that, it will appear as if you are creating a second Job Opening and both will appear on the |

| |Job Site under the same Job ID number, which is very confusing. |

|  |The Job Postings page is complete.  We are ready to select our Hiring Team. |

| | |

| |Click the Hiring Team link. [pic] |

|  |The Hiring Team page appears (as shown in grey). |

| | |

| |On this page you will designate:  Recruiter(s), Dept. Authorizer, Interviewer(s) and Hiring Manager. |

| | |

| |This is the only page that department users can edit after the job has been submitted and approved.  The |

| |information on this page can be edited throughout the recruitment process. |

|  |The Recruiter is the person in Employment Services who works with the department. |

| | |

| |Click the Add Recruiters link. [pic] |

|  |If you know the name of the department Recruiter, type it in. |

| | |

| |In this example, we will type in as much of the Recruiter's name, as we are confident in spelling. |

|  | |

| |Enter the desired information into the Name field. Enter a valid value e.g. "Jennifer Bellen". |

|  |We have entered a part of the Recruiter's name. |

| | |

| |Press [Tab]. |

|  |Because we have entered enough unique indentifying information for the system to find the person we want |

| |-- When we tab out  of the Recruiter's Name, the entire name and ID appear. |

|  |The Dept. Authorizer is the person with the designated authority to approve hires in their department. |

| | |

| |Click the Add Dept Authorizer link. [pic] |

|  |Enter the desired information into the Name field. Enter a valid value e.g. "Kyra". Press [Tab]. |

|  |The Department Authorizer name and ID appear |

|  |Click the Add Interviewers link. [pic] |

|  |Interviewers can be anyone on campus with an Employee ID. |

|  |Enter the desired information into the Name field. |

| |Enter a valid value e.g. "John Deep". Press [Tab]. |

|  |Notice the Interviewer Name and ID appear. |

| | |

| |You want to add another person to the Interview Committee. |

| | |

| |Click the Add Interviewers link. [pic] |

|  |In this example, we need to add the Manager/Supervisor as a member of the interview team. |

| | |

| |Enter the desired information into the Name field. Enter a valid value e.g. "Kathryn B". |

|  |In this example, we will explore the Look Up feature of the field. |

| | |

| |Click the Look up Interviewer ID (Alt+5) button.[pic] |

|  |The list of 19 "Kathryn B" names appears. |

| | |

| |Click the Kathryn Bar link. [pic] |

|  |We have now entered the Interview Committee members. |

|  |Next we will designate the Manager/Supervisor. This is the person who will be the Supervisor of the |

| |employee(s) hired for this job. |

| | |

| |Click the Manager/Supervisor link to add a person. |

|  | |

| |Enter the desired information into the Name field. Enter a valid value e.g. "Kathryn Bar". Press [Tab]. |

|  |The Manager/Supervisor’s name and ID appear. |

| | |

| |We have completed filling out the relevant fields for this Job Opening. |

| | |

| |You are able to click on any of the links at the bottom of the page in order to return to previous pages |

| |to edit the work. |

| | |

| |In this example, we are ready to save our work. |

|  |You now have a choice to Save & Submit or to Save as Draft.  |

| | |

| |If you Save as Draft, you can edit any of your work and will need to come back and submit the job when |

| |you are ready. |

| | |

| |If you Save & Submit you can still edit any of the pages until the department Authorizer approves the Job|

| |Opening.  |

| | |

| |Once the Authorizer approves the Job Opening, you can only edit the Hiring Team page. If you need to edit|

| |any information not on the Hiring Team page, contact your Recruiter. |

|  |In this example, we are ready to have the job reviewed and posted. |

| | |

| |Click the Save & Submit button. [pic] |

|  |Read this Compensation message carefully.  |

| | |

| |By selecting OK, you are again confirming that this job has been classified by the Compensation unit. |

| | |

| |Click the OK button. [pic] |

|  |Notice the Job Approvals section appears displaying the next steps in the approval process. |

| | |

| |An email is automatically generated to the Department Authorizer informing  them that there is a Job |

| |Opening needing their approval. |

| | |

| |The Comments Text box in the Approvals section can be used by the Authorizer to send further |

| |communication to Employment Services if needed. |

|  |The best business practice is to note the Job Opening ID number, for your reference. |

| | |

| |In order to view the Job Opening ID, use the vertical Scrollbar and scroll to the top of the page. |

| | |

| |Notice the Job Opening ID is present (9863) when the Opening is saved. |

| | |

| |Notice the Job Opening Status is changed to "Pending Approval". |

|  |Congratulations!   |

| | |

| |You have successfully created a Temporary/Limited Job Opening. |

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