Transcript USPS and A&P Hiring Training

USPS and A&P Hiring
Training
By Suzanne Lin
Budget and Personnel, Dean’s Office
March 7, 2012
Key: (U)=USPS, (A)=A&P, (B)=Both
Hiring and Budget Authorization
Form (HBAF)
(B)
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Needed for all position requests
Leave position number blank
Fill in justification
Secure appropriate signatures
Send to Budget and Personnel, Dean’s Office
Once HBAF approved, scanned copy will be sent to
department.
Position Description
(B)
• To avoid delays, should be sent over to the Budget and
Personnel, Dean’s Office with HBAF and resignation letter (if
applicable)
• Should be newly created for the vacant position
• Opportunity to update
• Signed by Chair/Director
• Once approved by Budget Director and Dean, an email will be
sent to the Certified Interviewer and Chair/Director to create
the online posting
Create Online Posting
(B)
• Postings should be submitted at the base pay salary as
provided by HR Compensation (U)
• If not part of a pay structure, then “Negotiable” is used (A)
• Postings should be posted for a minimum of one week (F-Th)(B)
• People Admin manual available on the HR Recruitment
website “ Online Employment System Reference Guides ” (B)
• Specific items for CAH: Add CI, HM and EU names (B)
• Deadline to send posting to HM is Monday by noon (B)
• An outside source of advertisement needed (A)
• If posted “Open Until Filled” a closing date must appear on the
posting before the position can be offered (B)
• Until the position closes, all candidates must be taken into
consideration (B)
• To close a posting, email me your request (B)
HR Recruitment
• Once posting closes, a review for Veteran’s Preference and
Recall Rights will be conducted (U)
• Posting will then be released to Hiring Manager (U)
• Hiring Manager will email department to advise that posting is
ready for them to begin the search process. (U)
• Certified Interviewer will need to verify that the pool of
qualified applicants is diverse (B)
• If not diverse, then position will need to be reposted until a
pool of qualified applicants is diverse (B)
All Positions=Formal Searches
(B)
• All Search Committee Meeting Announcements need to be
sent to HR 48 hours prior to the meeting by fax to
407-823-1095 or email it to [email protected]
• During the initial meeting the Hiring Official should charge the
search committee (Search Committee must be diverse)
• Search committee will determine rounds for screening
applicants
• Round 1: Minimum Qualifications
• Round 2: Preferences
• Round 3: As established by the search committee
• Search committee minutes should be sent to the Budget and
Personnel, Dean’s Office for approval prior to the next
meeting
Searches-Cont’d.
• Interviews: All applicants should be asked the same questions
for consistency
• Make sure all Veterans who have been granted preference and
who meet the minimum qualifications are interviewed (U)
• Make sure at least two internal employees who have been
granted preference and meet the minimum qualifications are
interviewed (provided at least 2 have applied) (U)
• Candidate is suggested to Hiring Official as originally charged
• Use the USPS or A&P Hiring Packet Checklist
Hiring Proposal
(U)
• Certified Interviewer should disqualify non-selected applicants at the round
they did not pass (ex: if Round 1 is min. quals. and the individual did not
meet min. quals. they would be disqualified at round 1) in the People
Admin. System
• Certified Interviewer will complete the hiring proposal
• Make sure Disclosure and Release information is completed on
application in order to have background check initiated by HR.
• Two Reference checks (by phone)-use the form found on HR website
http://hr.ucf.edu/web/forms/employment/Telephone_Reference_Check.pdf
• Establish start date (allow sufficient time for HR, Dean’s Office, AA to
process request and with the assumption that the candidate will give a
two week notice to present employer)
• Secure copy of transcript (original transcript must be received in HR
within 30 days or 90 days if international transcripts)
• Add additional information/documents to posting
• Search Committee Meeting Notices
• Search Committee Minutes
• Submit hiring proposal to Hiring Manager along with the signed application
and transcripts (if applicable)
Agreement Request & Employment
Certification
(A)
• Certified Interviewer should disqualify non-selected applicants at the round
they did not pass (ex: if Round 1 is min. quals. and the individual did not
meet min. quals. they would be disqualified at round 1) in the People
Admin. System
• Complete the required fields, denoted by asterisks
• Make sure Disclosure and Release information is completed on
application in order to have background check initiated by HR.
• Two reference checks (by phone)-use the form found on HR website
http://hr.ucf.edu/web/forms/employment/Telephone_Reference_Check.pdf
• Establish start date (allow sufficient time for HR, Dean’s Office, AA to
process request and with the assumption that the candidate will give a
two week notice to present employer)
• Secure copy of transcript (original transcript must be received in HR
within 30 days or 90 days if international transcripts)
• Add additional information/documents to posting
• Search Committee Meeting Notices
• Search Committee Minutes
• Submit Agreement Request & Employment Certification to Hiring
Manager along with transcripts (if applicable)
Offer Of Employment
(B)
• Hiring Manager will email the Certified Interviewer and
Chair/Director once the “Selected Candidate is Approved for
Hire” by HR
• Once this is received an official offer of employment may be
made to the selected candidate by using a job offer letter
(sample letters)
• Departmental considerations:
• Where and to whom should the new employee report to on their
first day?
• Where will the new employee be located (space)?
• Will the employee need computer access?
• Will the employee need keys?
• Will the employee need a phone?
• Any other particular needs that need to be addressed for my
department?
Sign-In
(B)
• Have selected candidate email Suzanne Lin at
[email protected] in order to set up sign-in appointment
• This may occur prior to the start date or on the start date
• Employee will need to attend an all day New Employee
Orientation at HR (as outlined in HR’s schedule)
People Admin. Tips
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(B)
Mozilla Firefox is better to use with People Admin. System
Creating reports
Saving searches (all are brand new)
Searches made under GU all GU’s can see, if made on personal
account then you can only see the searches you made (no one
else can see them)
• Delete old searches
Retrieving Postings in People Admin.
Look for saved searches
Click on Applicants to see who applied
Clicking the up arrow will alphabetize the column A-Z
Can export list to Excel
Last Name: Documents
Benner
Bicy
Ciltas
Dufault
Estevill
Henckler
Hurley
Jean-Pierre
Orth
Padilla
Parker
Santos-Conde
Scism
Stalliard, Sr.
Application Date
Workflow State
(Internal)
<a href="/hr/documents/191268/view">Curriculum Vitae/Resume</a>, <a href="/hr/documents/191620/view">Cover
September 29, 2005 at 09:21 pmUnder
Letter</a>
Review by Manager
<a href="/hr/documents/191109/view">Curriculum Vitae/Resume</a>, <a href="/hr/documents/191112/view">Cover
September 25, 2005 at 12:50 pmUnder
Letter</a>
Review by Manager
<a href="/hr/documents/185626/view">Curriculum Vitae/Resume</a>, <a href="/hr/documents/190686/view">Other
September 26, 2005 at 04:33 pmUnder
Doc
Review
1</a>,by<aManager
href="/hr/documents/191233/
<a href="/hr/documents/191020/view">Cover Letter</a>, <a href="/hr/documents/191021/view">Curriculum
September 23, 2005 at 02:57 Vitae/Resume</a>
pmUnder Review by Manager
<a href="/hr/documents/190855/view">Curriculum Vitae/Resume</a>, <a href="/hr/documents/190860/view">Cover
September 26, 2005 at 12:22 pmUnder
Letter</a>
Review by Manager
<a href="/hr/documents/191357/view">Cover Letter</a>, <a href="/hr/documents/191358/view">Curriculum
September 27, 2005 at 04:10 Vitae/Resume</a>
pmUnder Review by Manager
<a href="/hr/documents/186845/view">Curriculum Vitae/Resume</a>, <a href="/hr/documents/191541/view">Cover
September 29, 2005 at 10:29 amUnder
Letter</a>
Review by Manager
<a href="/hr/documents/191371/view">Curriculum Vitae/Resume</a>, <a href="/hr/documents/191372/view">Cover
September 27, 2005 at 05:48 pmUnder
Letter</a>
Review by Manager
<a href="/hr/documents/191400/view">Cover Letter</a>, <a href="/hr/documents/191401/view">Curriculum
September 28, 2005 at 09:10 Vitae/Resume</a>
amUnder Review by Manager
<a href="/hr/documents/191305/view">Curriculum Vitae/Resume</a>, <a href="/hr/documents/191306/view">Cover
September 27, 2005 at 11:32 amUnder
Letter</a>
Review by Manager
<a href="/hr/documents/191142/view">Curriculum Vitae/Resume</a>, <a href="/hr/documents/191144/view">Cover
September 25, 2005 at 08:41 pmUnder
Letter</a>
Review by Manager
<a href="/hr/documents/190114/view">Curriculum Vitae/Resume</a>, <a href="/hr/documents/191282/view">Other
September 26, 2005 at 11:58 pmUnder
Doc
Review
1</a>by Manager
<a href="/hr/documents/191407/view">Curriculum Vitae/Resume</a>, <a href="/hr/documents/191408/view">Cover
September 28, 2005 at 10:05 amUnder
Letter</a>,
Review by<a
Manager
href="/hr/documents/191409
<a href="/hr/documents/184684/view">Other Doc 3</a>, <a href="/hr/documents/184685/view">Other
September 23, 2005 at 01:11
Doc 2</a>,
pmUnder
<a href="/hr/documents/184686/view">Other
Review by Manager
D
Click here to open search options
Every field in application is in a column
Saving a search
Click on Save this search and then the following
will appear
Name your search and decide to make it default or
not and save search
Troubleshooting Searches
• The People Admin. System doesn’t always recognize enough
columns to actually save the search
• Add more columns for the system to recognize and
differentiate between original search and modified search
Creating Reports
Select report to run
Report will be Queued
Wait until Completed before trying to View Report
Sample of EEO Report