Overview

This guide defines the key concepts associated with the Recruit to Hire process for Managers in UNI Works and walks through the steps at a high level.

Key Terminology

Recruit to Hire Process Flow

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Recruit to Hire Process Flow

*For Merit, Unclassified, P&S, Inst. Off, HRS will generate the offer letter

Roles & Responsibilities Breakdown

Create Job Requisition

Managers, Academic Department Heads, and their delegates can create job requisitions for open positions in supervisory organizations they support, and they will work with HRS when requesting a new position be created before the requisition may be created unless the requisition is replacing someone who is leaving, and their position is available to select. Once the job requisition is approved, HRS will post the job for recruiting. For a full step-by-step guide on creating job requisitions, please refer to the Create Job Requisition job aid.

Review Candidate

Once a candidate has applied to an open position, HRS conducts an initial review of the candidate against the required qualifications of the position. For staff positions, HRS makes the decision whether to move the candidate forward or not. For faculty, HRS will move all candidates forward. Managers and the search committee have access to view the Candidate Profiles of those who were moved forward at this point.

The Candidate Profile is a one-stop-shop to review a candidate's contact information, Resume/CV, application questionnaire results, and more.

To view the Candidate Profile as a Manager or Search Committee:

Step 1: Navigate to the Menu > Recruiting Dashboard.

Step 2: Locate and click on the Job Requisition in the Manage Job Requisitions tile.

Step 3: Click Review Candidates.

Step 4: Under the Job Application column, click the candidate's name to access their Candidate Profile.

There are several tabs on the left side of the page that contain specific candidate information:

Screen Candidate

The Search Committee is responsible for screening the candidates. The Search Committee Chair (indicated as the Search Committee Chair on the job requisition) receives a task in UNI Works to make the decision to move the candidate forward to a phone screen, schedule the interview, or decline the candidate.

Schedule Interview

The Search Committee Chair receives a task to schedule the interview and select the interview team. Completing the Schedule Interview task also sends a request to the candidate(s) selected for interview to complete the professional references questionnaire.

Interview Candidate + Rate Interview

The interview team interviews the candidate, followed by additional interviews as needed.

Each interviewer will then receive the Rate Interview task to provide feedback on whether or not they recommend the candidate. The feedback submitted by each interviewer will be visible to the Hiring Manager, HRS, and Search Committee Chair and Search Committee Admin.

The interview team will receive the Rate Interview task:

Step 1: From the UNI Works home page, navigate to My Tasks.

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Rate Interview Step 1

Step 2: Locate and click on the Interview: (candidate name) - Job Req # task.

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Rate Interview Step 2

Step 3: Select your Rating based on the interview results. The candidate's name and information display for reference.

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Rate Interview Step 3

Step 4: Click Submit.

What Happens Next

The Search Administrator (indicated as the Search Administrator on the job requisition) should wait until all ratings are provided and review the ratings. The Search Administrator receives a task in UNI Works to make the decision to move the candidate forward to an official offer, schedule additional interviews, or decline the candidate.

Reference Checks

In the interview stage, candidates selected for interview receive a task to provide 3-5 professional references to their application. Once provided, the references can be found in the Candidate Profile in the Questionnaire Results tab > Interview.

Initiate Offer

The Search Administrator (indicated as the Search Administrator on the job requisition) receives a task to initiate the offer for the candidate. They will select the Hire Date and update job details from the job requisition as needed, including scheduled weekly hours, FTE, compensation, etc.

For faculty and academic administrators, the division head approves this task. For other employee groups, HRS and the Dean, if applicable, approve this task. 

Generate Offer Letter

HRS or Search Administrator, depending on the type of offer letter, receives a task to generate the offer letter. The offer letter auto-populates from the standard template, and the Search Administrator can edit the template as needed. Once submitted, the offer letter routes for review and approval from the appropriate parties.

Once fully approved, the offer letter is sent to the candidate. After the candidate accepts or declines the offer in their Candidate Home (external candidates) or in UNI Works (internal candidates), HRS facilitates the processing of the offer and will move the candidate forward to background check, make a new offer, or decline the candidate.

Background Check

HRS receives a task to select a background check package for the candidate. This launches an external integration, which communicates with the candidate and uploads the resulting background check status into UNI Works.

HRS receives a task to select the Background Check Overall Status, followed by the Background Check Decision task, where they can decide to move the candidate forward, make a new offer, or decline the candidate.

Ready for Hire

This is the stage an external candidate is moved to after passing a background check, or after accepting the offer if a background check is not required for the candidate. This automatically triggers the Hire business process in UNI Works. Reference the Hire Process job aid for more information on approving the Hire business process.

Position Management Overview

Position Management is a staffing model that organizes the University's headcount and forms the hierarchical structure of our teams. This type of model enables managers to understand budgets and better track headcount. An employee cannot be hired, promoted, or transferred if there is no open position.

A position is a job, not a person. You can also think about a position as a chair – you need a chair to seat each employee.

• Each employee must be assigned to a specific position in an organization or team.

• An unfilled position is called an open position.

• A position can only be occupied by one worker at a time.

• Security is usually tied to the position, not the employee.

To hire an employee (excluding student employees), you must create a job requisition first in UNI Works. In order to create a job requisition, you must have an open position available in UNI Works. Managers and their delegates can create job requisitions but cannot create positions.

Supervisory Organizations

A supervisory organization is a team consisting of a people manager and direct reports of the manager. The supervisory structure is hierarchical (supervisor/subordinate relationships) and all direct reports of a manager are in one supervisory organization. Managers are NOT a part of the supervisory organization that they manage.

Other key characteristics of supervisory organizations:

• An employee may only have one manager assigned for each position. Therefore, employees with multiple jobs may have more than one manager – one manager assigned for each position.

• Managers may only directly manage one supervisory organization.

  • However, managers may also manage inherited supervisory organizations, which are teams that roll up to the manager and do not have a manager actively assigned.

• Managers must have a supervisory organization to be a hiring manager.

Example Supervisory Organization Chart

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Supervisory Organization Example

Additional Reports and Dashboards

Manage Job Requisitions

Access this report through the search bar by searching for Manage Job Requisitions. This report displays all of your job requisitions in one place. You may filter to narrow your results or select OK without filtering to see all requisitions. 

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Manage Job Requisitions Example

Recruiting Dashboard

Access this dashboard through the Menu > Recruiting Dashboard. This page also shows you your job requisitions, as well as various visualizations pertaining to recruiting processes. 

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Recruiting Dashboard Example