eRecruitment Originator User Manual
Contents
1. You have 0 items awaiting approval To view approvals select My Outstanding The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 4 of 27 eRecruitment THE UNIVERSITY of EDINBURGH Originator User Manual A new Staff Request will open Staff Requests fe New Request 1306002969 Requested by My Requests v You have created 0 staff gs requisitions and 0 are awaiting approval Grading Approval Number l Organisational Structure University Of Edinburgh H haai University loniversty oftar a ay Sapport Grp College e sl aaa Planning Unit School O Completed Department Select Department 8 w Rejected Location fSlectLocation E The system issues a unique Staff Request New Request number for each Staff Request raised NB It may be useful to take a note of this to identify your Staff Request at a later stage Complete each field of the Staff Request as appropriate Please note that all fields marked with a are mandatory and must be completed in order to save and submit the Request for approval Please note that some of the details entered on the Staff Request will feed through to the vacancy advert Some of the fields within the Staff Request require you to select an item from a pick list To do this click on the magnifying glass icon Select a Location Type the name or part of the name of the option you are l2. Click on the Launch eRecruitment button fi home quick jump preferences logout Online Recruitment My Online Recruitment To view all vacancies and previous applications please select the Online Recruitment link above My Vacancies My Vacancies Click on My Staff Requisitions To view vacancies that you are on the interview panel please select the link above My Staff Requisitions My Staff Requisitions To view your staff requisitions please select the link above My Requests e Search Criteria You have created 0 staff seectSaus Cid Renuest Dale From Par Select Statu eg ER requisitions and 0 are awaiting iS 3 approval Breakdown of Requests Search gt Planned m Submitted te My Requests Approved On Hold a Request No Status Request Date Job Title Department Approved 1306002972 Approved 04 Jun 2015 Test Vacancy Human Resources Open your staff request by clicking on the E icon Scroll to the bottom of the staff request The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 23 of 27 THE UNIVERSITY of EDINBURGH eRecruitment Originator User Manual E Approval History Approved Status Action By Date Time Submitted THE ORIGINATOR 04 Jun 2013 10 26 53 Approved ist APPROVER 04 Jun 2013 10 43 29 Approved 2nd APPROVER 04 Jun 2013 10 46 13 Print Friendly Click the Print Friendly button A new window will ope
3. Location From the Location pick list select the location at which the role will be based where the payslip will be sent Employment Type From the Employment Type pick list select whether the vacancy is full or part time For Guaranteed Hours vacancies select Part Time from this pick list Employment Category select the appropriate employment category from the Employment Category pick list You can choose either Open Ended Fixed Term Guaranteed Hours or GH Summer Position Type and Current Previous Post Holder From the Position Type pick list select whether the role is new or existing If the role already exists type the name of the current previous post holder in the Current Previous Post Holder field If the role is new please ensure that you have entered the Grading Approval Number at the top of the Staff Request PVG Check From the PVG Check pick list select the level of check required If no check is required select Disclosure Is Not Required from the list Personal Job Title In the Personal Job Title field enter the job title of the vacancy Advert Text In the Advert Text field type your advert text Guidance on writing an advert can be found at uide advertisin http www ed ac uk schools departments human resources recruitment recruiters The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 6 of 27 eRecruitment THE UNIVERSITY of EDINBURGH O
4. Recruitment infernal aree Appi pipop ka MARTLA eH Mp ony alaih by piging me g Ma Coen Ror a Ta view A AAEE ned previous appbcabons please i Click on Logout E e E rara manlige TRH Wa me FHT E eS THe k M urah H Pipile TE nbre yaur il epi pHa eel h teks eh The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 27 of 27
5. From E Clear Job Title Test Vacancy Department Human Resources click on the ES icon Scroll to the bottom of the request where you will find the Approval History section Within this section the Originator can view comments and check where in the approval process the Staff Request You can see in this instance the 1 Approver is not approved The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 16 of 27 eRecruitment THE UNIVERSITY of EDINBURGH Originator User Manual How to verify if a Staff Request has been converted to a Vacancy After a Staff Request has been approved by both Approvers the HR Systems team create the Vacancy ID A system generated email is sent to Local HR with the Vacancy ID Local HR will then advise the Originator with the newly created Vacancy ID Please allow up to 2 working days for this to part of the process The Originator will receive a system generated email to advise the staff request has been approved However the Originator can also view the progress to see if the Staff Request has been converted to a vacancy Log into MyEd www myed ed ac uk and open the eRecruitment channel x Home Help Services Library Accounts Teaching Customise eRecruitment Dashboard eRecruitment is used to complete a variety of recruitment related processes including raising approving Staff Requests a a arranging for vacancy adverts
6. appointing successful Welcome candidates to roles If you require access to eRecruitment as a new user or if there is a problem with your existing access please contact My Details the HR Systems team for assistance HR Systems ed ac uk or 508126 Office 365 Email For Guidance on using eRecruitment please refer to the comprehensive user manuals available on our webpages Learn Launch ERecruitment Click on the Launch eRecruitment button fi home quick jump X preferences logout Online Recruitment My Online Recruitment To view all vacancies and previous applications please select the Online Recruitment link above My Vacancies My Vacancies Click on My Staff Requisitions To view vacancies that you are on the interview panel please select the link above My Staff Requisitions My Staff Requisitions To view your staff requisitions please select the link above The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 15 of 27 Click on Submitted My Requests Search Criteria You have created 0 staff Select Status requisitions and 1 are awaiting Search _ My Requests Submitted Request No Status 1306002970 Submitted Request Date 03 Jun 2013 Action By The Originator Date Time Submitted 03 Jun 2013 02 15 53 Pending Department ist THE UNIVERSITY of EDINBURGH eRecruitment Originator User Manual Request Date
7. eRecruitment Dashboard eRecruitment is used to complete a variety of recruitment related processes including raising approving Staff Requests arranging for vacancy adverts to be posted short listing applications arranging interviews and appointing successful Welcome candidates to roles My Details If you require access to eRecruitment as a new user or if there is a problem with your existing access please contact F the HR Systems team for assistance HR Systems ed ac uk or 508126 Office 365 Email For Guidance on using eRecruitment please refer to the comprehensive user manuals available on our webpages Learn Launch ERecruitment Click on the Launch eRecruitment button fi home quick jump preferences logout Online Recruitment My Online Recruitment To view all vacancies and previous applications please select the Online Recruitment link above My Vacancies To view vacancies that you are on the interview panel please select the link above My Staff Requisitions My Staff Requisitions To view your staff requisitions please select the link above Staff Requests My Requests s Search Criteria You have created 0 staff requisitions and 0 are awaiting approval An additional window will open e Select Status Click on Create New Request Completed Rejected All New Request Create New Request Select this option to create a new staff request My Approvals
8. to be posted short listing applications arranging interviews and appointing successful Welcome candidates to roles If you require access to eRecruitment as a new user or if there is a problem with your existing access please contact My Details the HR Systems team for assistance HR Systems ed ac uk or 508126 Office 365 Email For Guidance on using eRecruitment please refer to the comprehensive user manuals available on our webpages Learn Launch ERecruitment Click on the Launch eRecruitment button fi home quick jump X preferences logout FE Online Recruitment My Online Recruitment To view all vacancies and previous applications please select the Online Recruitment link above My Vacancies My Vacancies Click on My Staff Requisitions To view vacancies that you are on the interview panel please select the link above My Staff Requisitions My Staff Requisitions To view your staff requisitions please select the link above The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 17 of 27 eRecruitment THE UNIVERSITY of EDINBURGH Originator User Manual My Requests Search Criteria Jeanie ai is Select Status aera 1 d approval Planned Submitted On Hold Approved Completed Rejected All My Requests Complete Request No Status Request Date Job Title Department 1304002752 Complete 18 Apr 2015 HR System Assista
9. 36 Page 20 of 27 THE UNIVERSITY of EDINBURGH eRecruitment Originator User Manual How to search for a specific Staff Request You can use the Search Criteria box at the top of the screen to find a particular Staff Request or category of Staff Requests if you know which status they fall under Log into MyEd www myed ed ac uk and open the eRecruitment channel x Home Help Services Library Accounts Teaching Customise eRecruitment Dashboard eRecruitment is used to complete a variety of recruitment related processes including raising approving Staff Requests arranging for vacancy adverts to be posted short listing applications arranging interviews and appointing successful Welcome candidates to roles If you require access to eRecruitment as a new user or if there is a problem with your existing access please contact My Details the HR Systems team for assistance HR Systems ed ac uk or 508126 Office 365 Email For Guidance on using eRecruitment please refer to the comprehensive user manuals available on our webpages Learn Launch ERecruitment Click on the Launch eRecruitment button fi home quick jump 2 preferences logout Online Recruitment My Online Recruitment To view all vacancies and previous applications please select the Online Recruitment link above My Vacancies To view vacancies that you are on the interview panel please select the link above M
10. Two Postdoctoral Research Assistants Posted 18 Oct 12 Closing 30 Nov 21 17 00 More Information Apply Research Fellow Posted 08 Apr 13 Closing 15 May 13 17 00 More Information Apply Dicatearects Kets gure the E Recruitment application forms Posted 11 Apr 13 Closing 13 May 13 17 00 More Information Apply Research Technician Lab Manager Synthese fOlogy amp Talent Pool Management Posted 11 Apr 13 Closing 144Mg 00 More Information Apply To access the Back a 7 alent Pool Management P The Talent Pool Management option allows recruiters to Offi ce yo u n eed to search for and create applicant records and link the a Research Assistant applicant to a competition cl C k O n t h e Qu ick Posted 11 Apr 13 Closing 14 May 13 17 00 More Information Apply w Jump link f home quick jump preferences logout Core e Recruitment a CoreHR Click on Quick Jump Online Recruitment My Online Recruitment To view all vacancies and previous applications please select the Online Recruitment link above The n Core H R The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 3 of 27 THE UNIVERSITY of EDINBURGH eRecruitment Originator User Manual How to create a new Staff Request Log into MyEd www myed ed ac uk and open the eRecruitment channel x Home Help Services Library Accounts Teaching Customise
11. age baa U f 7 oh Message from webpage x i niversity A Request Submitted My Requests E View Request 1306002970 Submitted You have created 0 staff Your staff request is now sent to the approver requisitions and 1 are awaiting amp approval Grading Approval Number and will move from your planned requests to i ae A AAPA TORE your Submitted requests ie Planned 0 University Submitted 1 Support Grp College The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 13 of 27 THE UNIVERSITY of EDINBURGH eRecruitment Originator User Manual How to access a Staff Request once it has been saved or submitted Log into MyEd www myed ed ac uk and open the eRecruitment channel x Home Help Services Library Accounts Teaching Customise eRecruitment Dashboard eRecruitment is used to complete a variety of recruitment related processes including raising approving Staff Requests C arranging for vacancy adverts to be posted short listing applications arranging interviews and appointing successful Welcome candidates to roles If you require access to eRecruitment as a new user or if there is a problem with your existing access please contact My Details the HR Systems team for assistance HR Systems ed ac uk or 508126 Office 365 Email For Guidance on using eRecruitment please refer to the comprehensive user manuals available on our webpages Learn La
12. ail advising the Staff Request has been not been approved To view the rejected Staff Request Log into MyEd www myed ed ac uk and open the eRecruitment channel x Home Help Services Library Accounts Teaching Customise eRecruitment eRecruitment is used to complete a variety of recruitment related processes including raising approving Staff Requests Dashboard aS TE aia 2 Bae I Seia E arranging for vacancy adverts to be posted short listing applications arranging interviews and appointing successful Welcome candidates to roles My Details If you require access to eRecruitment as a new user or if there is a problem with your existing access please contact Y the HR Systems team for assistance HR Systems ed ac uk or 508126 Office 365 Email For Guidance on using eRecruitment please refer to the comprehensive user manuals available on our webpages Learn Launch ERecruitment Click on the Launch eRecruitment button fi home quick jump preferences logout Online Recruitment My Online Recruitment To view all vacancies and previous applications please select the Online Recruitment link above My Vacancies My Vacancies Click on My Staff Requisitions To view vacancies that you are on the interview panel please select the link above My Staff Requisitions My Staff Requisitions To view your staff requisitions please select the link above The University of Edinburgh is a charitable body r
13. ccessful candidate to start Fixed Term End Date Fixed Term Duration and Fixed Term Reason If the role is fixed term you will also need to enter the proposed Fixed Term End Date Fixed Term Duration just enter the number of months that the fixed term contract will be for there is no need to enter the word months here and select the appropriate reason from the Fixed Term Reason pick list For further details regarding reasons for use of Fixed Term contracts please see http www ed ac uk schools departments human resources policies guidance conditions service PRG Check Required And PRG Number From the PRG Check Required pick list select whether or not the post required PRG approval If you select Yes you will also need to complete the PRG Number field further down the Staff Request NB PRG stands for Post Review Group no longer active YES should only be entered if a local process in the Department uses this field for monitoring Your Department will advise if this applicable Hours Within the Hours field enter the number of hours that the successful candidate will be required to work each week Full time hours for the various types of contracts are as follows 35 Hours Applicable contract types AC AM TR1 UE 36 Hours Applicable contract types MC 39 Hours Applicable contract types MA 40 Hours Applicable contract types ACN ACN2 ACT AMN AMN2 AMT AM3A AM3B For Guaranteed Hours or GH Summer
14. d 04 Jun 2013 Test Vacancy Human Resources 1304002752 Complete 18 Apr 2015 HR System Assistant Dec 1304002735 Complete 25 Apr 2013 HR System Assistant Human Resources 1305002791 Complete 01 May 2015 Test Vacancy Human Resources 1306002970 Complete 03 Jun 2013 Test Vacancy Human Resources 1306002973 Rejected 04 Jun 2013 Test Vacancy Human Resources You can scroll up and down to find your vacancy and the click the icon to view the request The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 22 of 27 THE UNIVERSITY of EDINBURGH eRecruitment Originator User Manual How to print a Staff Request Log into MyEd www myed ed ac uk and open the eRecruitment channel x Home Help Services Library Accounts Teaching Customise eRecruitment Dashboard eRecruitment is used to complete a variety of recruitment related processes including raising approving Staff Requests arranging for vacancy adverts to be posted short listing applications arranging interviews and appointing successful Welcome candidates to roles If you require access to eRecruitment as a new user or if there is a problem with your existing access please contact My Details the HR Systems team for assistance HR Systems ed ac uk or 508126 Office 365 Email For Guidance on using eRecruitment please refer to the comprehensive user manuals available on our webpages Learn Launch ERecruitment
15. d Stuff Absence History Accommodation Booking Show absence hist F years Book Universit cc l m Done Customise this page The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 2 of 27 THE UNIVERSITY of EDINBURGH OCEAN Originator User Manual THE UNIVERSITY of EDINBURGH Help Services Library Accounts Teaching Add Tab over the al Add Stuff gt Stuff Packaged Stuff ad e Recru itme nt z eRecruitment ERI Application and Awards Reports eScript Launcher channel and then on Layouts cl iC k O n Add eStores eTime EUCLID l m Done Hover your mouse This will add the eRecruitment channel into your My Tab space x Home Help Services Library Accounts Teaching Add Tab Customise eRecruitment Dashboard eRecruitment is used to complete a variety of recruitment related processes including raising approving Staff Requests eeeeeeeCsaarrarnging for vacancy adverts to be posted short listing applications arranging interviews and appointing successful Welcome candidates to roles If you require access to eRecruitment as a new user or if there is a problem with your existing access please contact the HR Systems team for assistance HR Systems ed ac uk or 508126 Office 365 Email For Guidance on using eRecruitment please refer to the comprehensive user manuals available on our webpages My Details This is available in vide
16. d appointing successful Welcome candidates to roles If you require access to eRecruitment as a new user or if there is a problem with your existing access please contact My Details the HR Systems team for assistance HR Systems ed ac uk or 508126 Office 365 Email For Guidance on using eRecruitment please refer to the comprehensive user manuals available on our webpages Learn Launch ERecruitment Click on the Launch eRecruitment button If you are unable to locate eRecruitment in myED you can add the eRecruitment channel MyEd Student and Staff Portal You are signed in as Home Site Map Sign Out EDTN X Home Help Services Library Accounts Teaching My Tab Add Tab Customise Customise this page You can Add Stuff and change the page Layout Click the CUSTOMISE handlg to get started Dashboard Welcome My Details 1 Click ona Tab 2 My Tab has been clicked on NB To indicate it has been clicked on the tab background colour is red 3 Click on Customise A drop down panel will open which will allow you to Add Stuff MyEd Student and Staff Portal Home Site Map Sign Out amp THE UNIVERSITY of EDINBURGH Library Accounts Teaching Click the Scroll down arrow until you find the Sree ee ene eRecruitment Layouts Pangean a ee channel Alumni Card Link Announcements Announcements Admin Alu _ test anr gt reate Myf Add Stuff p Package
17. e University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 12 of 27 Recruitmen THE UNIVERSITY of EDINBURGH eRecruitment Originator User Manual How to submit a completed Staff Request When you have entered all the details for the request you can either save the staff request and return to this in the future Alternatively you can save your staff request and submit this at the same time f amp Advertising Details am If you click on the Advertiser Sa Save button then University job s site Contact Name Joe Bloggs click the OK button al Contact email joe bloggs ed ac uk ee a I Contact Telephone 44 131650 1000 on the confirmation Select Advertiser I x s message Select Advertiser El x 6 Select Advertiser z x M f b x Enter Other Name x Charges for External Advertising Cost Centre A C Code Job Code l Request Saved 122000 1205 E 303400 E g a Other Information Then you are Closing Date in Weeks returned to the top Contact Person wae of the page Phone Your staff request is Save and Submit Save PrintFriendly then held in your a a Planned requests until it is submitted My Requests f Amend Request 1306002970 Planned You have created 0 staff If you click on the Save and Submit button then requisitions and 0 are ay iting i approval Grading Approval Number click the OK button on the confirmation mess
18. e more than one external source If you cannot find the external source on the list then type the name in this field Advertising Details m Select Advertising Publications Advertiser University job s site sunday Herald 3 ljabs Com Select Advertiser To remove an l l l advertiser click on the E l l l E K i Select Advertiser Wat T icon Enter Other Name Charges for External Advertising Cost Centre A C Code Job Code Percentage 122000 E5 1205 E 303400 E 100 Other Information Closing Date in 2weeks ll 2i Weeks Contact Person Test Manager Email test manager ed ac uk Phone 0141 650 1000 Advertising Details Charges for External Advertising a Click on the E icon to search for the correct Cost Centre A C Code and Job Code details The system will ensure that figures within the Percentage column add up to 100 in order to save and submit the Staff Request To remove a line of charge detail click on the red X to the right of the row you wish to remove Complete the Other Information section This information will feed directly to the Vacancy and will show on the University s Jobs site Enter the number of weeks that you require the vacancy to be advertised e g 2 3 or 4 weeks Enter the full name of the contact person for the vacancy their email address and their full phone number not just extension number NB Details of the Contact Person may be passed to applicants Th
19. eeseessecessaeusecessaeaseseeseeaeeeessages 15 How to verify if a Staff Request has been converted tO a VACANCY ccccssssecccceessececceeeeecccseeseeceeseeseeceeseueeeeesaauecessueaseeessegaeeeessaees 17 How to view when and why a Staff Request has been rejected cccccccssssecccceessececceeseeccccseeeeccessueeceeseeesecessaeusecessueaeeessuaaseeessaees 19 HOW to search Tor a SOECIIIC Stafi REgUCSE sesennzsacsaoarsaudenstincaeseceaessuoateamekeemaeamewsdanpeaoassarsnostasnetecdandanvateaesansteeataadiepedeeatiacincstacnuteciantaewe 21 How topin a Staf REgUESI eicrseseikenrsnnnir aana EAEE AE E E E EENE 23 IOV EOC OO a oai REGUE E a a iee aT n arvana 25 How to exit eRecruitment ssssesssesssesssesssesssesssesssesssesssesssesssesseosssosseosseosseosseosscosscosseossessecesreosseesseesseossseessesstesstesseesssesseesseesseessee 27 The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 1 of 27 eRecruitment THE UNIVERSITY of EDINBURGH Originator User Manual How to access the eRecruitment system Log into MyEd www myed ed ac uk and open the eRecruitment channel x Home Help Services Library Accounts Teaching Customise eRecruitment Dashboard eRecruitment is used to complete a variety of recruitment related processes including raising approving Staff Requests Cs arranging for vacancy adverts to be posted short listing applications arranging interviews an
20. egistered in Scotland with registration number SC005336 Page 19 of 27 THE UNIVERSITY of EDINBURGH eRecruitment Originator User Manual Click on My Requests Rejected to view the rejected vacancy My Requests Oo Search Criteria You have created 1 staff Status requisitions and 0 are awaiting approval a 2 Search Text Select Status Planned Submitted On Hold te My Requests Rejected Request No Status Request Date Job Tithe Department Approved 1306002973 Rejected 04 Jun 2013 Test Vacancy Human Resources Completed Rejected All Then click on the icon The rejected staff request will open in a new window Scroll to the bottom to see which approver rejected the request and what the reason was E Approval History Rejected Status Action By Date Time Submitted THE ORIGINATOR 04 Jun 2013 11 34 41 Approved 15T APPROVER 04 Jun 2013 11 32 50 Rejected 2ND APPROVER 04 Jun 2013 11 33 23 change cost code The status shows rejected Which Approver rejected Why it was rejected If an Approver has rejected a Staff Request and has provided feedback on required amendments the Originator can copy the rejected Staff Request then amend the copied staff request and submit The rejected staff request would just stay in the My Requests Rejected section for historical purposes My Requests Rejected The University of Edinburgh is a charitable body registered in Scotland with registration number SC0053
21. lect Advertiser select Advertiser Select Aneniser Ea Enter Other Name Cost Centre A C Code Job Code If the vacancy is for Internal applicants type Internal Only in the comments box The University s Jobs site www vacancies ed ac uk is chosen automatically by default I I l z a L Complete the Other Information section 1 1 1g This information will feed directly to the E Eal E I Vacancy and will show on the University s 3 Jobs site I I I Enter the number of weeks that you require Other Information Closing Date in Sued the vacancy to be advertised Week e g 2 3 or 4 weeks Contact Person Test Manager j Email test dvac uk testmanager ed ac u Enter the full name of the contact person Phone 0131 650 1000 for the vacancy their email address and their full phone number not just extension number NB Details of the Contact Person may be passed to applicants The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 11 of 27 2 eRecruitment t THE UNIVERSITY of EDINBURGH Originator User Manual External Vacancies Advertising Details If the vacancy is for External and Internal applicants The University s Jobs site www vacancies ed ac uk is chosen automatically by default A vacancy can be advertised by an external source Choose from a list by clicking on the E icon You can choos
22. n showing the Staff Request Scroll to the bottom of the opened window E Approval History Approved Status Action By Date Time Submitted THE ORIGINATOR 04 Jun 2013 10 26 53 Approved ist APPROVER 04 Jun 2013 10 43 29 Approved 2nd APPROVER 04 Jun 2013 10 46 13 Click the Print button This will open the print window to allow you to choose which printer you want to print to ETS Ready Printto file Preferences Charles stewart House Room 3 4 HP LaserJet P4015 B amp W Find Printer Number of copies fi C Selection Current Page C Pages fi M Collate 3 a Enter either a single page number or a single 722 728 page range For example 5 12 The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 24 of 27 Ma eRecruitment ARIN THE UNIVERSITY of EDINBURGH amp ITN BR Originator User Manual How to copy a Staff Request A Staff Request can be copied from an existing Staff Request Additionally if an Approver has rejected a Staff Request and has provided feedback on amendments that need to be made the Originator can copy the rejected Staff Request and submit the amended copy Log into MyEd www myed ed ac uk and open the eRecruitment channel x Home Help Services Library Accounts Teaching Customise eRecruitment Dashboard eRecruitment is used to complete a variety of recruitment related processes including raising appro
23. niversity of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 14 of 27 eRecruitment THE UNIVERSITY of EDINBURGH Originator User Manual How to view a submitted but not yet approved Staff Request Once a Staff Request has been submitted a system generated email is sent to the 1st Approver advising a staff request requires their approval Once the 1st Approver has approved the Staff Request a system generated email is sent to the 2nd Approver advising a staff request requires their approval After a Staff Request has been approved by both Approvers the Originator will receive a system generated email advising the request is approved and Local HR will contact the Originator with a Vacancy ID number Similarly if an Approver rejects the Request the Originator will receive a system generated email advising request has been denied It is possible to view but not edit a submitted Staff Request If you want to edit a Staff Request it would be best to make a copy of the request Edit the copied request and then submit Log into MyEd www myed ed ac uk and open the eRecruitment channel x Home Help Services Library Accounts Teaching Customise eRecruitment Dashboard eRecruitment is used to complete a variety of recruitment related processes including raising approving Staff Requests Ss arranging for vacancy adverts to be posted short listing applications arranging interviews and
24. nt Dec 1304002735 Complete 25 Apr 2015 HR System Assistant Human Resources 1505002791 Complete 01 May 2013 Test Vacancy Human Resources 1306002970 Complete 03 Jun 2013 Test Vacancy Human Resources Click on Completed Then click on the E wa The Staff Request will open Scroll to the bottom of the Staff Request and you can view the Approval History If the Approval History is showing Complete it means the staff request has been approved and the Vacancy ID has been created E Approval History Complete Action By Date Time THE ORIGINATOR 03 Jun 20 13 02 15 53 15T APPROVER 03 Jun 2015 04 35 48 2ND APPROVER 03 Jun 2013 04 36 42 If your Staff Request is sitting in the My Requests Approved this would indicate the Staff Request has been approved but the Vacancy ID has not been created My Requests ts Search Criteria You have created 0 staff Request Date From To requisitions and 0 are awaiting en m m Search Clear ts My Requests Approved Request No Status Request Date Job Title Department 1306002972 Approved 04 Jun 2013 Test Vacancy Human Resources The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 18 of 27 Ma eRecruitment ARIN THE UNIVERSITY of EDINBURGH Fa ka aE tes Originator User Manual How to view when and why a Staff Request has been rejected If a Staff Request is rejected the Originator will be sent a system generated em
25. o tutorial called Customising your layout and can be viewed at http www ed ac uk schools departments information services computing comms and collab myed portal using myed When you click on the Launch ERecruitment button in MyEd you will be directed to this screen core PORTAL We refer to this screen as the Portal Welcome Back h au h e Recruitment f home quick jump preferences logout where we In iti ate t e W internal Vacancies Online Recruitment v p rOCeSS by Way of a Applications for internal vacancies are only available to existing members of My Online Recruitment e o o staff To view all vacancies and previous applications please Staff Requisition l select the Online Recruitment link above Research Fellow Posted 08 Apr 13 Closing 15 May 13 17 00 More Information Apply Be Post Doctoral Researcher in Livestock Genomics My Vacancies For Ori ginators some Posted 18 Apr 13 Closing 20 May 13 17 00 More Information Apply 7 My Vacancies of t h e WO rk IS na To view vacancies that you are on the interview panel please selectthe link above E P Post Doctoral Research Fellow CO m p eted l n t h e Posted 23 Apr 13 Closing 23 May 13 17 00 Mort Bac k Office ty My Staff Requisitions fi External Vacancies My Staff Requisitions To view your staff requisitions please select the link above External vacancies are available to all members of staff and the general public
26. oe a eRecruitment THE UNIVERSITY of EDINBURGH Originator User Manual eRecrultment Originator User Manual How to access the eRecruitment SYS CU betty ete geeciuccttie ate ongsicce sec ee en uc evecare cic en senescence aco 2 FIO CO COALS EV Stan REQGUES E ccp as ncse att patetettc mused seta cs atttesavarsetl a EEE ad a T oaned i 4 How to complete fields within New Request screen cccccccsssssecceccssseccecseesececesaaeceeesaeseceesseeseceeeseeusceesseaueeeeessaueeeessuaneeessuaasseessages 6 How to complete fields within Assign Cost Allocations section ccccccccssssecccecesececccaesecceseeeseceessaaueceeeseaaeceesseaeeecesseaaseeessagaeeessqees 9 How to attach a document to a Staff REQUEST sccisscienccsssassavssssssereonssateooervoncsecnssantencessoneastenvssscuseqsansaetubsensandaesarstnoesvartneeervanvacansarsaceas 10 How to complete fields within Advertising Details section cccccssseccccsssseceeceeseececcaeseececeeessececsseaseceeseeasecessaeeseceeseuaeeeesaaaeeeesseges 11 HOW to submit a completed Staff REGQUESE sis eiccvessisicnossaracvasopvie cso barancactaveaee idekita Ea sarees ssnasacorsansantansandanegadadecessavansageascaseameebanana 13 How to access a Staff Request once it has been Saved Or submitted ceeccceesecccesececeeecceceececeesececeueceeseueceseunecessueeeeseuecesseneeets 14 How to view a submitted but not yet approved Staff REQUEST ccccccccsssseccccessseececeesececeseseecesssessec
27. ooking for into the Search box Then click on the magnifying glass Alternatively you can choose from a list if this is populated The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 5 of 27 eRecruitment THE UNIVERSITY of EDINBURGH Originator User Manual How to complete fields within New Request screen Grading Approval Number If the role is new i e not a replacement you will need to enter the Grading Approval Number Otherwise you can leave this field blank Organisational Structure The Organisational Structure will always be defaulted to University of Edinburgh You do not need to do anything with this field University The University will always be defaulted to University of Edinburgh You do not need to do anything with this field Support Group College Select the appropriate Support Group or College from the Support Group College pick list You will then be able to select the appropriate Planning Unit School from within that support group college Please note that the Planning Unit School pick list will only become available once you have selected an option from the Support Group College pick list Planning Unit School and Department Similarly once you have selected an option from the Planning Unit School pick list a list of departments within that planning unit school will become available within the Department pick list Select the appropriate department
28. p before typing anything in the Search box and Funding Source fields Funding Source is the funding source body that the employee s salary will be charged to The following rules should be applied when completing this field e Job Code Snnnnn i e S00001 then always use funding code UNIVERSITY OF EDINBURGH e Job Code Bnnnnn i e B00001 then always use funding code DEPARTMENTAL INCOME e Job Code Gnnnnn i e G00001 then always use funding code DEPARTMENTAL FUNDS e Job Code Dnnnnn then always use funding code DEPARTMENTAL DONATIONS e Job Code Ennnnn then always use funding code ENDOWMENT e For all other Job Codes beginning R etc please select the funding source body from the pick list In the Date From field enter today s date the date on which you are raising the Staff Request Again dates should be entered in the format DD MM YY Alternatively you can click on the calendar icon and then select the correct date It is possible to split the salary cost allocations but you will need to ensure that figures entered in the Percentage column add up to 100 The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 9 of 27 THE UNIVERSITY of EDINBURGH eRecruitment Originator User Manual How to attach a document to a Staff Request The Staff Request Documents section can be used to upload any appropriate documents Approvers and HR will be able to view these document
29. riginator User Manual Further Particulars In the Further Particulars box you will see a number of headings These are the headings generally used within Further Particulars job description person specification candidate information and are here to remind you of the sections that you might wish to include for your vacancy You can type text under the headings that you wish to use and delete headings that you do not require but it is recommended that you copy and paste text from a Word document A Further Particulars template is available at http www ed ac uk schools departments human resources recruitment recruiters guide further particulars Please note that if your vacancy is not to be advertised you can either leave the headings in or delete the headings and leave the field blank Vacancy Reason From the Vacancy Reason pick list select the reason the vacancy has arisen Grade Select the appropriate grade from the Grade pick list Date Fields within the Staff Request Date fields within the Staff Request must be completed in the format DD MM YY You can either type the dates directly into the field or click on the calendar icon to the right of the field and select the correct date from the calendar which will pop up when you click on the icon Request Date and Planned Start Date Enter the Request Date usually the date you are raising the Staff Request and Planned Start Date the approximate date that you would intend a su
30. s have been entered If Post is 6 months or less Ad not required or Post is not required to be advertised is selected it will be possible to submit the staff request if the advert text and the further particulars have not been entered Guidance on advertising can be found at Application Form In this field you can specify the number of referees required from each applicant From the Application Form pick list select the application form that you wish the applicants for your vacancy to complete depending upon the number of references that you require for each candidate UoE Application Form 2 Ref if you wish each applicant to provide details of 2 referees UoE Application Form 3 Ref if you wish each applicant to provide details of 3 referees UoE Application Form 4 Ref if you wish each applicant to provide details of 4 referees UoE Application Form 5 Ref if you wish each applicant to provide details of 5 referees Click on the Save button at the bottom of the Staff Request if any mandatory fields have not been completed you will be notified at this stage and then OK The second part of the Staff Request will then appear further down the screen Scroll down and complete each field as appropriate The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 8 of 27 eRecruitment THE UNIVERSITY of EDINBURGH Originator User Manual How to complete fields within Assign Cost Alloca
31. s when they approve authorise the vacancy To attach a document click on the blue paperclip icon within the Staff Request Documents box ig Staff Request Documents Documents attached to this request D A separate window will open ig Staff Request Documents Documents attached to this request p Click Browse find and select your document B Attach New Document my y and then click Open Upload Close Window Click Upload and details of your document will appear in the Staff Request Documents section of the screen once the upload has taken place To view your document click on the icon iy Staff Request Documents Documents attached to this request Document Details 1 Test To delete your document click on the 2 icon Ey Attach New Document Upload Close Window 2 To continue with the rest of the Staff request click on the Close Window button The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 10 of 27 Ma eRecruitment ARIN THE UNIVERSITY of EDINBURGH ca Originator User Manual F gt DINB 40 How to complete fields within Advertising Details section If your vacancy is not to be advertised at all you do not need to do anything within the Advertising Details section Internal Vacancies Advertising Details E Advertising Details Advertiser University job s site Se
32. tions section Within the Assign Cost Allocations box enter the appropriate details relating to where the successful candidate s salary will be charged to You must complete each of the fields in this section NB You do not need to enter anything in the Comments box within the Assign Cost Allocations section E Assign Cost Allocations Account Code guidance can be accessed via the Financial Policies and Guidance wiki https www wiki ed ac uk display Finance Financial Policiestand Guidance A direct link to CODING STAFF COSTS ACCOUNT CODES guidance is https www wiki ed ac uk pages viewpage action Ptitle Financial Policiestand Guidance amp spaceKey Finance amp previ ew 55315483 286329101 Staff 20Costs 20account 20guidance 20160915 pdf To select a cost centre as with the Cost Centre field in the first part of the Staff Request click on the magnifying glass icon and then type the cost centre or letters numbers contained in the cost centre in the Search box You will need to enter at least 2 numbers letters in order for appropriate items to display Next click on the small magnifying glass to the right of the Search box and a list of cost centres containing the numbers letters you entered will display Select the correct cost centre You will need to do the same to complete the A C Code Job Code once you have clicked on the magnifying glass icon you will need to wait for the box to display Select Job Code at the to
33. un 2013 Test Vacancy Human Resources nm fF fF FF Oo O Oo FB Copy the staff request by clicking on the icon x A confirmation message will appear Q Are you sure you want to copy this request Click OK Message from webpage x A Request Copied The action is complete Click OK Wait for 10 15 seconds until the new staff request which has all the same details as the rejected staff request is generated and loaded on your screen The new staff request will show as pie and have a new staff request number My Requests E Amend Request 1306002974 Planned Requested by You have created 1 staff cs requisitions and 0 are awaiting SEN 5 Grading Approval Number i set 5 Organisational Structure University Of Edinburgh Planned a zo University University Of Edinburgh aa Support Grp College Corporate Services Group m om Planning Unit School A nning Un oo Human R Planning Unit E ae 3 uman Resources Planning Uni E Department i Ee Completed pa Human Resources a Location 9 16 Chambers Street a Submitted The new staff request will be held in your My Requests Planned section NB Please scroll to bottom of screen and save your changes The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 26 of 27 THE UNIVERSITY of EDINBURGH eRecruitment Originator User Manual How to exit eRecruitment CcOre PORTAL
34. unch ERecruitment Click on the Launch eRecruitment button fi home quick jump preferences logout Online Recruitment My Online Recruitment To view all vacancies and previous applications please select the Online Recruitment link above My Vacancies My Vacancies Click on My Staff Requisitions To view vacancies that you are on the interview panel please select the link above My Staff Requisitions My Staff Requisitions To view your staff requisitions please select the link above After clicking on My Staff Requisitions the default screen will be My Requests Planned If you have any staff requests that have been started and not yet submitted then they will show in this screen f f My Requests v s Search Criteria v or any reason You have created 0 staff Ss Status Select Status Request Date From fa To fa th ese d on ot oa and 1 are awaiting nee display Search Clear t ticall Planned 1 a oa Mewes Submitted gt My Requests Planned v cl ick on a i Request No Status Request Date Job Title Department Actions Planned Approv 1306002971 Planned 03 Jun 2013 test vacancy Human Resources a ex Completed 3 Rejected 0 All 5 gt To delete a Staff Request which To view edit your staff request click the icon is partially completed or yet to The Staff Request will then open and you will be able to be submitted then click the view edit as required icon Click OK and then OK again The U
35. vacancies enter 0 in the Hours field Positions Required Within the Positions Required field specify the number of people to be appointed to the vacancy whereas with the previous system you were required to raise a separate ATR for each vacancy even if they were identical you now just need to stipulate at this point how many people can be appointed NB After the Staff Request is approved it is not possible to increase decrease the number of positions required The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 7 of 27 eRecruitment THE UNIVERSITY of EDINBURGH Originator User Manual Honorary Contract and Clinical Access This only applies to College of Medicine and Veterinary Medicine CMVM If your area is CMVM you must complete the Honorary Contract and Clinical Access fields If Honorary Contract and Clinical Access are not applicable AND your staff request is in CMVM then you must choose Not Applicable from the drop down list Advertising Requirements Select the appropriate option from the Advertising Requirements pick list If your vacancy is not to be advertised select either Post is 6 months or less Ad not required or Post is not required to be advertised whichever applies most closely to your vacancy If Post is Required to be Advertised is selected it will not be possible to submit the staff request until the advert text and the further particular
36. ving Staff Requests a a arranging for vacancy adverts to be posted short listing applications arranging interviews and appointing successful Welcome candidates to roles If you require access to eRecruitment as a new user or if there is a problem with your existing access please contact My Details the HR Systems team for assistance HR Systems ed ac uk or 508126 Office 365 Email For Guidance on using eRecruitment please refer to the comprehensive user manuals available on our webpages Learn Launch ERecruitment Click on the Launch eRecruitment button fi home quick jump 2 preferences logout E Online Recruitment My Online Recruitment To view all vacancies and previous applications please select the Online Recruitment link above My Vacancies My Vacancies Click on My Staff Requisitions To view vacancies that you are on the interview panel please select the link above My Staff Requisitions My Staff Requisitions To view your staff requisitions please select the link above The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 25 of 27 THE UNIVERSITY of EDINBURGH eRecruitment Originator User Manual You have created 1 staff Select Status Request Date From pa To er requisitions and 0 are awaiting i Search 4 Clear ts My Requests Rejected Request No Status Request Date Job Tithe Department 1506002973 Rejected 04 J
37. y Staff Requisitions My Staff Requisitions To view your staff requisitions please select the link above My Requests g Search Criteria You have created 1 staff Request Date From Ta C i requisitions and 0 are awaiting amp 7 e My Requests Planr Select a status from the drop down list You must always select a status in order to use the Search Criteria facility The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 21 of 27 eRecruitment THE UNIVERSITY of EDINBURGH Originator User Manual After the status is selected you can search by keyword If you know the Staff Request number type this in the Search Text box My Requests You have created 1 staff cs requisitions and 0 are awaiting approval You have created 1 staff cs requisitions and 0 are awaiting approval New Request Create New Request z This will list all of your Staff Requests regardless of their status As well as using keyword search you can search by using a date range Type the date in dd mm yy format or click the icon to pick from the calendar c Search Criteria Approved My Requests Planned Once you have entered your search criteria click Search e Search Criteria celect Status Request Date From ER To BE Oe Search Clear o My Requests ALL Request Mo Status Request Date Job Title Department 1306002972 Approve
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