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User Guide – Staff Positions

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1. Page 98 of 120 Upload all required documents f Applicant Attachments Applicant ID 71815 M Mouse Job Opening ID 9777 Administrator View Resume CV Browne 71815 2012 03 05 13 21 pdf Attachment tt SP gt Reference Letters Customize Find 5i First 4of1 Last A Attachment ee CRS Uploaded File Name Ref Name RoCo Description Upde lated By CATE 2012 03 10 Kathy E Reference_Letter docx John Smith REF References 9 29PM Hasan Add Reference Delete Reference Offer Letters amp Miscellaneous Customize Find pe First US 4 2 of2 L Last X F PAR Attachment RA Uploaded File Name Description T Con Description Upload Date By Q Signed 2012 03 10 Kathy Offer Letter 9 22PM Hansen Q Original 2012 03 10 Kathy Offer Letter 8 51PM Hansen Signed _Offer_Letter docx Signed_Offer 013 Offer_Letter doc Offer_Letter d 008 Add Attachment Delete Attachment Canadian Social Insurance Number Customize Find zi National i Upload SIN Country IDT National ID Card File Name Delete Attachment CAN PR apamgp Se SIN_Card docx Delete Attachment ij Add Social Insurance Number Citizenship Foreign Hires Only Customize Find Country Citizenship Status reese rt File Name Delete Attachment Upload Passport USA AU iew Attachment Delete Attachment Ti Add Citizenship Visa Permit Foreign Hires Only Country
2. 71834 tema Applicant Route SLst ee tes Select Action Select Action 30 Need more information on Applicant Priority Page 70 of 120 Manage Applicant short Listed Applicants Applicants Applicant 135684 Status Code Route Short Listed Status Reason _ zx iii _ 2nd Shortlist __Submit_ Ci 3rd Shoriist Final Shortlist Preliminary Shortlist Route Applicants to Intvww Team If you wish select a reason for the routing and then click on the omit button Important Note Applicant disposition statuses are visible to the applicant in their myCareer home page However some disposition statuses are changed for the applicant What you See What the Applicant Sees Applied Applied Interview Interview Draft Offer Applied Offer Pending Applied Offer Approved Applied Prepare for Hire Hired Hired Hired Decline Position Filled or Cancelled Withdrawn Withdrawn Page 71 of 120 All designated interview team members as listed in the Job Opening Details page will receive a notification email as soon as applicants are changed to disposition status Route Shortlist Applicants Ready for Review Job Opening ID 9783 kathy hr ubc ca Sent Mon 2012 03 05 3 59 PM To Hansen Kathy Hello You have been identified as an interview team selection committee member for a recent job opening Applicants are now ready for review Applicant data can be viewed in Faculty Staff
3. 7 08PM lt a 3227 External Applicant 201203 rn pai ae 2 Decline Applican Greene Jane 71811 External Applicant 5 Pre Hire Checklis Ci 71933 Current CUPE Route SLst ZARA 6 Applicant Attachme 3 49PM 7 Prepare For Hire 0 Wong Quinn 71830 External Applicant Route SLst B zaam Email Applicant Decline Applicant Email Applicant Route Short List Applicant Image 149 Page 88 of 120 Send Email to Applicant Note These emails are sent from UBC_NOREPLY UBC CA Applicants will not be privy to your email address nor will they be able to respond to the email Message Type and Method Contact Method Email Recipient information John Doe Jane Greene Jean Robinson Important Note email recipients will only see their OWN name email address in the email they receive They will not be privy to other applicants names email addresses Sender information From Kathy Hansen Subject Message Attachments No attachments hawe been added to this Correspondence Add Attachment Delete Attachment cel Note These emails are sent from UBC_NOREPLY UBC CA Applicants will not be privy to your email address nor will they be able to respond to the email Image 150 As the originator of the email your email address will be added as a bcc but may be manually removed This email address is extracted from your self service informatio
4. Preliminary Data Y Employee Personal Information Appointment Informatic Prepare For Hire Employee Personal Information Steven Browne Applicant ID 71945 Incorrect data stored in the Name Address Email and Phone sections for internal Employees must be updated by the Employee ID employee in Faculty Staff Self Service Canada Address 1 2345 Anyplace Street Address 2 Address 3 Address 4 city anywhere province Brmisn Comma Postal Ferizi Biographical Detaiis Date of Birth 1957 06 02 Ei Gender Male Birth Country Q Email Addresses Customize Find 8 Email Type Email Address Primary ema w email com Ti Add Another Email Address A Phone Numbers Customize Find lt Primary Phone T Phone Number Preferred Extension E N Home 555 555 5555 Ti Add Another Phone Number Canadian Social Insurance Number Customize Find i National Upload SIN File Name Delete Attachment Country IDT National ID Card j Upload SIN CAN PR fers neste Card Copy of SIN Card docx Delete Attachment Add Social Insurance Number Applied for Social Insurance Number Citizenship Foreign Hires Only Customize Find Country Citizenship Status Aram rt File Name Delete Attachment Upload jusa Q Native x Passport View Attachment Delete Attachment iii Add Citizenship Visa Permit Foreign Hires Only Customize Find
5. e Approver selects Approve or Pushback Pushback requires comments as to why approval is not being granted e Approved and Pushbacked approvals are routed back to the originator via their Worklist and a notification email Job Offer v Offer Pending UBC Staff Job Offer Not Routed Not Routed Not Routed l Multiple Approvers J gt Multiple Approvers Fukushima Susan a Job Offer Approval Job Offer Approval Job Offer Approval Approve Enter any Comments m comments PRIOR to selecting the approval buttons above Image 165 Page 100 of 120 4 14 Prepare Applicant for Hire After the job offer to the applicant has been approved and verbal acceptance of the job has been obtained from the applicant signed offer letter required for Faculty and M amp P jobs you can now proceed to the Prepare for Hire step This step replaces the need for a Staff or Faculty appointment form Select 7 Prepare for Hire in the Take Action field for the appropriate applicant Offer must be approved before proceeding to the 7 Prepare for Hire Manage Applicants Interview Schedule JobOpeningDetails fdd New Ap ant D wnload Applicant Lisi Manage Applicants Display All Shorlisting Rules amp Guideinds Applicant Priorligation Complete Applicants Customize Find BH CDN Current Priority Citizen Applicant Name ID Relationship with sisi Last Updated Take
6. Page 109 of 120 Job Opening Job ID 9783 Location Vancouver Point Grey Campus Employment Group Faculty Fac Assn Business title Asst Professor tenure track Department Geography Full Part Time Full Time FTE 1 000000 Disposition status updated to Prep Hire Desired Start Date 2012 01 04 When applicant is transferred to HRMS Job End Date disposition will automatically change to y Hired and all other applicants will be Funding Type Budget Funded changed to Decline Need to re access Prepare j fi Other for Hire page you submitted Closing Date 2012 03 30 Available Openings 98 Click here Manage Applicants Interview Schedule Job Opening Details Manage Applicants Display All v Applicants 102 of 102 L Last CDN Current Citizer icant Name ID Relationship with on Resume CV Last Updated Memia ICA RIAAI Comments suzen UBC Email Applicant Override Curr pase 2012 03 12 71946 External Applicant Prep Prep Hire 2 36PM Select Action Ij a 177 C Unk Browne Steven Once the successful applicant has been transferred to HRMS the successful applicant s Disposition value will change to Hired and unsuccessful applicants Disposition values will be changed automatically changed to Decline The job opening will also then be closed An automated email will be sent to you once Payroll has successfully
7. Job Function Trades Technical Department James Hogg iCAPTURE Centre The Sauder School of Business Rederivation Facility Arts Academic Advising 1 58 of 58 7 Location Vancouver Hospital Site Vancouver Point Grey Campus Vancouver Point Grey Campus Vancouver Point Grey Campus Full job descriptions and more details about the job can be viewed by clicking on the job title hyperlink Applicants can also select the job s they would like to apply for and click the button to continue Page 38 of 120 This is the page that shows the full description of the job after clicking the job title hyperlink Job Posting Job ID 415097 Location Vancouver Point Grey Campus Employment Group CUPE 116 Service Techs Trades Job Category Trades CUPE 116 Classification Title Houseperson Business Title Houseperson Department Conferences amp Accommodation Salary 17 69 Hourly Full Part Time Part Time Desired Start Date 2013 05 01 Funding Type Self Funded Other Sessional Closing Date 2013 03 17 Available Openings 6 _Save Job _Apply Now Return to Previous Page Job Summary Positions in this classification prepare room venues and provide general assistance for conferences and miscellaneous meetings Organizational Status Reports to Head Housestaff Person Work Performed Loads equipment tables chairs furnishings supplies and other related material into vehicle drives tran
8. a place of mind THE UNIVERSITY OF BRITISH COLUMBIA eRecruit User Guide Staff Positions UBC Human Resources HR Management Systems 3 19 2015 Please refer to the most recent revision at http www hr ubc ca information systems hrms hrms manuals Page 2 of 120 Contents ace se as eects E ee soe tenet te gterdtoeg eee Senha tae pasa E E E E 3 Accessing the Position Management Recruitment Portal cccccccssssssseeceeececcccccceeeeeeeeueeeeessseeeeeeeeeseseeeeeeeeeuaeens 5 CE CUMPANA LORI eee emer ee Rete A nn oe ee eee eo ee er ee Tee 6 1 2 The Management Systems Ol Cdl ceatnctectaes atsuececdaakonecatietdeesnsts a E 7 lOD Ope aii ayc 7 POS 9 24 a ee ee N ere ery tener ere 9 eames OT Fe 10 cre JOD 01 1 an lt a ne nen ee Re E ne Re Seen Rc eer enn enter oer 10 Zed SCARCITON a DOSIUON sas seocadcare caved eE EE E EEEa 10 212 EMCO AOR ima On sie CNC anes ctacnnntetatenasasa cones uscmnnasutasnoqs nee onnaccevesacuteaassucsevantedesnneascecessoutaainenadamonetaatens 12 23 Cheate New JOO posting OF TEPOS ceine EEEE 15 2 2 Job Ope ing Posting Approval Process disse cscssnevesacranveceansesyeesvaeseanioenwsoeadseetawauseeesabssasenensnassendbeesaadereesaaavnetenenes 24 2 2 1 Approver is notified and accesses WOFKIISt ceesccccssececcesecccceecccceusececseececeeeeceeseusecesseaecesseeeceeseneeeetes 24 2 2 2 Approver enters approval or PUSHDACK ccccccesssccccessecccsenececceececeeusececeenec
9. Applicant Type External Applicant EmpliD Applicant Information Checklist Date 2009 02 26 Checklist UBCCHK Pre Hire Checklist Responsible ID 5626315 Q Jane Smith Comment a B n Customize Find irst 1 11 of 11 Sequence ItemCode Description a Status Date 100 UBCO001 Q Funding Information Uploaded 2009 02 26 i SIN card or SIN App 200 UBC002 Q External Uploaded 2009 03 02 300 UBC003 Q Faculty Letter of Requestec 2009 03 01 Rationale 400 UBC004 Q Resume Cv Uploaded 2009 01 15 500 UBC005 Q Letters of Reference Requestec 2009 02 26 3 Summary of Work m n 600 UBC006 Q Exp Education Select 2009 02 26 my Signed Offer Letter i 700 UBC007 Q M amp P BOG Requestec 2009 03 01 BJ 800 UBC008 Q Funding Transfer Form Forwarded 2009 02 20 900 UBC009 Q JointAppointment Forn N A 2009 02 26 EJ 1000 UBC010 Q oe ee Uploaded 2009 03 02 3 H 1100 UBC011 Q Years in Rank Form Select 2009 02 25 BJ Save Cancel Return to Previous Page Responsible ID Enter the Employee ID of the person responsible for gathering these documents usually the departmental recruiter Click on the magnifying glass to search by name Status amp Status Date Select the current status of obtaining the document and the status date All items with a status of Uploaded should exist in the applicant s Pre Hire Document upload page see Manage a
10. It will not use your email stored in Faculty Staff Service save lees one e Alternate Approver Name The person who will be approving transactions on your behalf Click on the magnifying glass A icon for a list of valid values Note that only valid approvers will be shown e From Date Starting at 12AM Enter the start date when the alternate approver is in effect e To Date Ending at 11 59PM Enter the end date when the alternate approver is in effect e Email Address Enter the email address you wish to receive notifications on Note that your Workflow email address must be a UBC or UBC hospital site email address e Send me Workflow Email Notifications Check this box if you wish to receive emails when a transaction enters your worklist and requires your approval Page 116 of 120 5 3 Opening Viewing Attachments Troubleshooting FAQs Question My pop up blocker is not allowing me to open my Resume or other attachment Answer Adjust security settings to allow pop ups from adm ubc ca Internet Explorer Settings Adjust settings when the site is blocked by pop up blocker NS pop up or additional options click here THE UNIVER E AND HUMAN RESO SITY OF BRITISH CC IMGIA CINANCE INCE Human Resources Management System More information Or adjust security settings directly nternet Options AE et Aes General Security Content Connections Programs Advanced Settings g
11. Keywords 11 Applications Posted Anytime oo 1 Attachments Ss 8 Saved Resumes _Search_ Advanced Search Set Up Job Alerts Search Tips My Profile Notifications First 4 Previous Next F Last gt gt Received E University of British Columbia Interview Schedule Staff Physician 2009 02 24 2 22PM SelectAll Deselect All age 114 i The interview schedule includes the date and time the name of each interviewer and location of the interview Interview Details Interview details for John Smith When 2009 03 15 Position 5068 Staff Physician Start Time End Time Date Interviewer Location GENERAL 9 00AM 10 00AM 2009 03 15 Jane Smith SERVICES ADMIN BUILDING Image 115 Page 61 of 120 4 Managing Openings and Applicants 4 1 Manage Applicants Page Overview Once you have created your job opening and posting most of the remaining recruiting tasks can be launched from one central page we call the 360 degree Page From this page you ll be able to Review job opening posting details Review applicant data including resume attachments Review internal applicants relationship with UBC i e current Job Service Date Seniority etc Download an applicant list to Excel Manually add applicants Shortlist applicants Decline applicants Manage interviews Prepare job offers Produce offer letters Manage pre hire checklists Manage and upload pre hire doc
12. Select a setting for the Internet zone Medium Blocks third party cookies that do not have a compact privacy policy Blocks third party cookies that save information that can be used to contact you without your explicit consent Restricts first party cookies that save information that fi e eeab eMejlelel mie 1a a lates can be used to contact you without your implicit consent Exceptions Pop ups are currently blocked You can allow pop ups from specific websites by adding the site to the list below p Blod Address of website to allow Prevent most pop up windows from settings e admubecl o Add appearing Allowed sites V Turn on Pop up Blocker a PPOR nemove Remove all Notifications and filter level V Play a sound when a pop up is blocked Show Information Bar when a pop up is blocked Filter level Medium Block most automatic pop ups v P Page 117 of 120 You can also try adding our system as a Trusted Site Navigate to Tools gt Internet Options Click on Security tab select Trusted sites zone and then click on Sites button Internet Options kata Privacy Content Connections Programs Advanced Select a zone to view or change security settings e amp Internet Local intranef uA ia Trusted sites This zone contains websites that you trust not to damage your computer or your files You
13. UBCO01 UBC Vancouver Job Code 180101 Administrator Company 01 University of British Columbia Department MECH Mechanical Engineering Location CIC CICSR Comp Sci Bldg Recruiting Location 1 Vancouver Point Grey Campus Status Code Pending Approval Status Reason Status Date 02 05 2013 Desired Start Date 07 01 2013 Job End Date Ongoing Date Authorized Employees Being Replaced Name Job Approvals Job Opening C alas Customize Find EmpllD v JobOpening Pending Pending Not Routed Not Routed Multiple Approvers Multiple Approvers Multiple Approvers Job Opening Approval Job Opening Approval Job Opening Approval Comments Enter any comments PRIOR to selecting the approval buttons above Image 64 Reason for pushback must be provided in the comments section and must be entered prior to clicking on the pushback button Comments should include instructions to the originator as to what needs to be modified in the Job Opening Posting in order to obtain approval Page 25 of 120 2 2 3 Job Opening is approved Click on Approve and the workflow reflects the current status Job Approvals Job Opening V JobOpening Pending Approved Pending Not Routed 422 yi Aa gt Multiple Approvers Multiple Approvers v Job Opening Approval Job Opening Approval I Job Opening Approval gE 2 5 2013 4 49 PM Comments Enter any comments PRIOR to selecting the approval butt
14. e Additional wording with pre written text is currently available for o Free form text o Hyperlink to Department website Important Spell check any text you enter using the i Page 18 of 120 Job Posting Destinations Job Posting Destinations Customize Find First 4 4 of 1 L Last gt E Remove Date at Posting Duration Calendar Posting Duration Destination Posting Type Post Date 0 00 days Working days UBC Careers Website InvExt 2013 03 14 2013 03 21 Bi 7 5 Ree e Destination UBC Careers Website defaults for all postings and is mandatory To add more posting destinations click on the Add Posting Destinations hyperlink Additional destination values are AUCC University Affairs CAUT Bulletin Executive Search Globe amp Mail Other UBC Careers Website Vancouver Province Vancouver Sun Note that UBC eRecruit is not integrated with these additional posting destinations Their use is for informational purposes only e Torecord the name of a publication not included in the drop down list select Other A text box will then display where you can enter the specific name of the publication Job Posting Destinations Customize Find First 4 4 2 of2 Last ze 3 Remove Date Posting Duration Posting Duration Upload Destination Posting Type Post Date at 0 00 Calendar days Working days Publication Ad UBC Careers Website Int Ext 2013 03 14 2013 03 21 7 5 Vancouve
15. 8 EARSBAOSBOHOBOABABAAAAAS Select All Deselect All Open Selected Resume CV Imeace 12897 The system will open a secondary window which displays a PDF version of all applicants resume CV packages merged into one single document which can then be printed Page 75 of 120 4 5 3 View Application Data When selecting the View Application link against a single applicant the following applicant data summary page will display Applicant Name Jane Greene Job Opening 9783 Open Date 2011 12 31 ID Posting Title Asst Professor tenure track Close Date 2012 12 30 Department Geography Personal Information Name Jane Greene ApplicantiD 71811 Cdn Citizen Perm Resident Y Contact EMail hadrons Phone 555 555 5555 Email noemail abc com Application Information Date Entered 2012 01 25 Highest Education Lave PEE O Click here to retrieve reference contact information Dearee Issue Date School Name Province State Coun Associate of Engineering 2000 06 30 UBC Alberta Canada Bachelor of Medicine 1990 06 01 UBC British Columbia Canada Doctor of Medicine 2011 06 01 UBC British Columbia Canada Work Experience Start Date End Date Employer Position Province State Country 2009 01 01 ZZZ Company Canada 2000 06 01 2003 04 01 GHI Company Canada 1986 01 01 1990 12 31 DEF Company Canada 1980 01 01 1985 12 31 ABC Company Canada References Name Employer Position View Contact Info John Doe XYZ Company Director Vi
16. Action UBC E 29 No Penner mer Sennen eae 71833 tema Applicant Offr Aprvd a il a 29 Unk s shih Tsssetites 71994 Current Exec Admin Inteniew oa a atm Decine a 2012 03 07 99 No 71826 External Applicant Decline AOPM 09 Yes k ne use 3227 tema Applicant Routesist M oil 5 29 Yes Ten tema Applicant Routelsist E co ition Resume CV Select tion Prepare For Hire x Email Applicat Page 101 of 120 Complete required fields in Preliminary Data page Preliminary Data Y Employee Personal Information Appointment information Aries Need Help Prepare For Hire Steven Browne Applicant ID 71945 Employee ID Preliminary Data Application Sta Offer Approved Status Last Updated 2012 03 12 Job Opening 9793 Admin Assistant 3 Job Code 220810 Admin Assistant 3 Business Unit UBC01 UBC Vancouver Department EMPL Human Resources Start Date 2012 04 01 Date Applied 2012 03 12 Type of Hire Employee ID Hire Comments Not required for internals and former employees Verify that all non updateable fields are correct Applicant Ranking Indicate if this applicant is your first second or third choice applicant pick Type of Hire Click on the Need help completing this link to assist you in selecting the correct value Employee ID This field will display for External applicants only Click on Assign Verify Employee ID
17. Asst Tech 1 Filled Page 58 of 120 3 8 Draft or Incomplete Applications 3 8 1 Save for Later You can save a draft of your application and submit the application at a later time but before the closing date To save a draft click the Save for Later button at the bottom of the application page Apply Now Complete Application You are applying for Administrator Remove Add Another Job to Application Cam 135684 2013 02 06 10 26 pdf Remove and Replace Resume CV Wee lt oprt Edit Profile Work Experience Your saved application appears under status Draft Page 59 of 120 3 8 2 Draft Status You can see the application in My Career Tools with a status of Draft LAER EERE EERE EERE EEE EEE EERE EERE EEE EEE EE Careers Home Job Search My Saved Jobs Saved Searches My Career Tools Logout My Career Tools Weta ah Edit Profile My Applications Display applications from Within Last Week Application Status Application Date Administrator 1 Applied 02 06 2013 10 04AM Administrator 2 Draft Application 02 06 2013 11 36AM Resumes Page 60 of 120 3 9 Interview Schedules Hiring managers can elect to notify applicants of upcoming interviews by email and via a notification on the applicant s myCareer home page Click the subject link in the Notifications area to access the Interview Details page Careers Home Welcome John Basic Job Search My Career Tools
18. Page 102 of 120 Former employees who have applied through the external Careers site and not Faculty Staff Self Service will not be connected to their former Employee ID Prior to hiring any applicant through eRecruit we need to ensure that all data being transferred is associated with an Employee ID if one previously existed for the applicant Using the existing Early Assignment of HRMS Employee ID functionality will do this for you Early Assignment of HRMS Employee ID Please provide the SIN number of your new hire This will be used to search the HRMS database to determine if this person has previously been hired at UBC If so you must use the same employee ID number on your Appointment Form and in any communication with your new hire lf you don t know the SIN number but know the person s birthdate leave the SIN blank and press the aii button to search by birth date Enter SIN with no dashes or spaces e g 123456789 Social Insurance Number No SIN Number Recently Assigned IDs Return to Prepare for Hire e Social Insurance Number If the applicants SIN was entered in the Pre Hire Documents page at the offer stage the SIN will automatically populate for you If not enter the SIN manually and click on Search Note in order to proceed with the Prepare for Hire you must provide a SIN number for your applicant The system could not find the SIN number you provided Here are your options
19. Personal information will automatically populate from their HRMS record To add an external applicant leave the Applicant Type value set to External Manually add personal information Click on Link Applicant to Job to continue Page 65 of 120 Add New Applicant Applicant information EmpllD Q Applicant Type External Applicant Status Date 2009 02 25 Preferred Contact Not Specified Legal Name Canada Email Addresses Preferred Email Type Email Address Primary v il Add Email Address Phone Numbers Customize Find i Preferred Phone Type Telephone Extension Country Code Add Phone Number Link Applicantto Job Return to licantList Page 66 of 120 Enter the reason optional for manually adding the applicant and then click on the Submit button Link to Job Opening Enter Disposition Information Status Code Linked Status Reason Bypass to Hire Duty to Accommodate Candidate ERAR eE Other saie w Job Opening ID Paper Application Submitted 5457 Recall Placement Candidate gal Eo On the next page you can add Applicant Notes optional and Applicant Data which includes the ability to upload the applicant s resume by clicking on the View Application link that is located there Applicant data should be added for applicants you are forwarding on to your interview team for review To skip this step click on the Return to Applicant List link Man
20. Self Service via CWL Look for myRecruitment Review Applicants or follow this link sa amp serviceParams context 3DO0 26target 3D if you have difficulty opening resume attachments please refer to this link for help http www hr ubc ca administrators erecruit fag opening downloading documents Note You may receive this email notification multiple times for the same job opening when additional applicants are routed to you Thank you Interview team members use a self service page to review applicants Navigation HRMS Self Service gt myRecruitment gt Review applications myRecruitment Review Applications applic ere you are identified as part of an interview team interview Schedule View interview schedule where you are identified as part of an interview team Page 72 of 120 Review Applicants Posting Title 7795 Asst Professor tenure track 9677 Business Analyst 9686 Research AsstTech 2 9691 Research AsstTech 3 9771 Assoc Professor tenure 9773 Dean 9776 Asst Professor tenure track 9777 Asst Professor tenure track 9783 Asst Professor tenure track 9786 Front Counter 3 Gr4 9800 Grad Student Support 2 Gr6 9801 Assistant Professor tenure track Click on Job Opening ID link to move to the applicant listing Click on the wi rtment Michael Smith Labs UBC IT Business Analysts Chemistry Hematology Division UBCO BarberArns amp SciencesUnit 1 UBCO BarberSchool Dean
21. Upload Country Visa Permit Type Immigration File Name Delete Attachment Documents Upload CAN Q Work Permit x Immigration Copy of Immigration Docs docx Delete Attachment mg Documents Add Visa Permit 7 Work Permit Required Cancel If all data has been previously supplied either by the applicant or in the Pre Hire Documents upload page then the only required fields left on this page should be Gender Otherwise complete all other required fields Note that foreign worker hires must have a temporary SIN i e 900 series SINH and work permits uploaded in order to submit the Prepare for Hire Page 106 of 120 Complete required fields in Appointment Information page PRG Ke RATES Dee Fg N NONNA E ry Data Employee Personal Information Appointment Information jE Manage Applicant Prepare For Hire Steven Browne Applicant ID Employee ID Details of Employment Start Date 2012 04 01 End Date last day worked UBC Vancouver Geography Geography Bldg Employment Group aoc Faculty Fac Assn Job Family RG Regular Job Code BURG21 Asst Professor tenure track Business Title Asst Professor tenure track Pay Grade N A Grade N A Step Salary Level Full Part Time F Full Time FTE 1 000000 Employee Class Facully Specific Appointment Details Term type TRK Tenure Track Probationary Note this secti iii is on ome i Regular will not appear for Facult
22. Visa Permit Type Immigration File Name Delete Attachment Delete Attachment Ti Add Visa Permit What information documents are required e Signed offer letters for all Faculty and M amp P job offers are required before you will be permitted to proceed to the Prepare for Hire step e The applicant s Social Insurance Number and copy of the applicant s SIN card or application if they are an external applicant e Citizenship country and status is required for all foreign hires do not complete for Canadian citizens or permanent residents e Visa Permit information and copy of appropriate work permit for all foreign hires Page 99 of 120 4 13 Offer Approval Process The designated approver will receive an email notification advising them that a Job Offer has been entered which requires their approval The approver can click on the provided hyperlink embedded in the email to access their Worklist or access their Worklist directly by logging into the system Click on the hyperlink to access the job offer Worklist for OFFERAPPROVER Smith John Click on hyperlink to access Job Offer component and record approval Detail View Work List Filters ts Customize Find View All HH From Date From Work Item Worked By Activity Priority Link UBCJodOffer sm 007 Hansen Kathy 26 02 2009 Approval Routing Approval Workflow HRS PERSON 1D 3660 __MarkWorked __Reassign _ HRS RCMNT 1D 4258 HRS OFF 1D 1305 1301
23. approval the next approver will be notified via email that there is an outstanding job offer requiring their approval The Pending approval status changes to Approved or Pushed Back if not approved once the approver submits their approval Then the next approver is automatically routed the job offer for their approval Page 94 of 120 This example of an outstanding job offer approval has been approved by the first approver and has been routed to the second person for approval Job Offer Job Offer Path Approved Not Routed Not Routed Boudreau Robert M gt Multiple Approvers gt a Multiple Approvers v Job Opening Approval go Job Offer Approval Job Offer Approval t 2013 3 19 1 18 PM lt 7 Approval Comment History System at 2012 12 3 3 03 PM Reassigned from ADAVIS2 to BOUDREAU 18130 2022 You may also insert additional approvers and reviewers between steps by clicking on i A panel will appear to allow you to select the user as well as their role in the approval process Only once all three approvals are received the approval status changes to Offer Approved and the applicant can then be pushed to the next and final recruiting step Prepare for Hire Page 95 of 120 4 11 Manage and View Applicant Checklists The Pre Hire Checklist is most often used for faculty job openings but can also be used for staff It includes typical documentation which may be required prior to hiring an appli
24. e Job Description e Additional Closing Wording e Job Posting Destination Page 15 of 120 Job Opening Need Help Posting Information Posting Title Communications Officer Optional Introductory Wording Visible Description Type Description ID Description Internal and External Introductory Wording Free Form Text Internal and External Job Summary Job Summary The Communications Officer will be responsible for developing and implementing policies and procedures to ensure effective dissemination of knowledge and knowledge translation between academic and government stakeholders This is a contract position with possibility of renewal Visible Description Type Description ID Description Visible Description Type Description ID Description Visible Description Type Description ID Description Visible Description Type Description ID Description Internal and External Organizational Status Organization Status Housed in the Faculty of Arts the Canadian Network for Research on Terrorism Security and Society TSAS is a multi university research centre working closely with Public Safety Canada and other government partners Internal and External Work Performed Work Performed Communications Promote research and events of the centre through social media and explore new mechanisms for disseminating information Write synthetic summaries of research mate
25. normally found in a staff job description The job Description section is mandatory and defaults from Position Management e Textin this section is display only and cannot be modified on this page e Modifications must be made in the Position Management and may require you to create a new Job Opening Important Spell check any text you enter using the icon Page 17 of 120 Additional Closing Wording Additional Closing Wording Visible Internal and External Description Type Closing Wording Description ID Equityimmigration Statement Description UBC hires on the basis of merit and is committed to employment equity All qualified persons are encouraged to apply We especially welcome applications from members of visible minority groups women Aboriginal persons persons with disabilities persons of minority sexual orientations and gender identities and others with the skills and knowledge to engage productively with diverse communities Canadians and permanent residents of Canada will be given priority Add Additional Wording Visible Internal and External Additional Wording Free Form Text v Salary will be commensurate with qualifications and experience Add Additional Wording e The Equity Immigration Statement is mandatory and automatically appears on all postings This text is non updateable Changes to the equity statement must be requested through Faculty Relations or Human Resources Advisory Services
26. postings will not appear on the Remove Date Page 19 of 120 View Job Posting Job Posting Job ID 999999999999999 Location Employment Group Management amp Professional AAPS Job Category Research amp Facilitation Classification Title Research amp Facilitation Level A Business Title Department Geography Salary Desired Start Date Funding Type Grant Funded Closing Date 2013 03 20 Available Openings 1 Return to Previous Page Job Summary The Communications Officer will be responsible for developing and implementing policies and procedures to ensure effective dissemination of knowledge and knowledge translation between academic and government stakeholders This is a contract position with possibility of renewal Organizational Status Housed in the Faculty of Arts the Canadian Network for Research on Terrorism Security and Society TSAS is a multi university research centre working closely with Public Safety Canada and other government partners Work Performed Communications Promote research and events of the centre through social media and explore new mechanisms for disseminating information Write synthetic summaries of research material for a policy audience and potentially for media releases Produce daily news items on relevant topics and a quarterly newsletter including content and layout Manage email list using judgement to ensure appropriateness of announcements
27. registration information Register Enter your e mail address below and create a password Please note that some email providers may place email in your junk mail folder If you do not receive a confirmation email from us after submitting your application please check your junk mail folder and if there adjust your junk mail settings to ensure further emails are received correctly Enter Registration Information Email Address Pisses isep oe Password eeeccece Confirm Password eeeeesee Register Return to Previous Page Page 37 of 120 3 1 3 View and select the job posting After the applicant has registered or logged in they will be presented with their careers home page Basic Job Search My Career Toots 1 Applications Set Up Job Alert 0 Attachments 3 Saved Resumes My Profile Latest Job Postings The University of British Columbia Select Open Date Close Date Gaa da 2013 03 16 2013 03 22 2013 03 16 2013 03 22 2013 03 16 2013 03 29 2013 03 16 2013 03 22 Job Title Research Asst Tech 3 Online amp Social Media Specialist 15141 Assistant Manager CDM Transgenics 14925 Associate Academic Advisor 15185 Employment Group Technicians amp Research Assists Management amp Professional Management amp AAPS Professional Management amp Professional Management amp AAPS Professional Management amp Professional Management amp AAPS Professional
28. this do What will this do v Interview Schedule interviewer Name 1261592 Q MMouse 2009 03 15 K Campus 9 00AM Interviewer ID Interview Date Interview Type Start Time End Time Location 10 00AM GENERAL il Image 135 Add Interviewer Details into this page should only be entered after applicants and interviewers have been contacted outside of this system and they have agreed to dates and times Enter the Interview Date Interview Type Start Time End Time and Location Clicking on Notify Interview Team and or Notify Applicant will generate and send notification emails to Interview Team Applicant Note that these emails assume that interviewers and applicants have already been contacted with the interview details Click on Add Interviewer link to add additional interviewers However it is advisable to add additional interviewers to your Job Opening before scheduling interviews as interviewers added to the Interview Schedule page will not be able to view applicants via Faculty Staff Self Service Only those designated in the Interview Team in your Job Opening will be given access to review applicants Disposition values update to Interview for applicants selected These applicants will be accessible by your interview team You can review individual interview schedules for applicants by clicking on their Interview disposition or click on Interview Schedule link to review t
29. time Defaults to 1 000000 is Full Time is selected Full Part Time Defaults to Full Time if FTE 1 000000 or to Part Time if FTE is less than 1 000000 Employee Classification Use for select unionized positions only Values are BCGEU UBCO Auxiliary CUPE 116 Seasonal Leave Replacement CUPE 2950 Sessional This field does not appear for Faculty job openings On Call Use for select unionized positions only This field does not appear for Faculty job openings Under Review Clicking on this checkbox will remove hiring salary information from the posting and replace it with the wording Under Review Interviewers Enter the selection committee interview team here People identified as interview team members can access applications via self service Only active UBC employees can be added as interview team members Create New Job Posting Repost Click on this hyperlink to create new job postings or repost a posting which was closed within the last 90 days postings closed more than 90 days ago require a new Job Opening Comments Add your comments in respect to this job opening for yourself or for your approvers Save as Draft at any time to save partially completed Job Openings Page 14 of 120 2 1 3 Create new job posting or repost Click on the Create New Job Posting Repost link in the Job Opening page The Posting Information page will open This page has four sections e Optional Introductory Wording
30. will not be permitted to submit your application if you do not agree to the terms stipulated Submit Online Application Terms and Agreements As a condition of application employment authorize investigation of all statements contained in this application understand that UBC s decision will be based solely on non discriminatory considerations and that misrepresentation or omission of facts called for is just cause for the rejection of my application or dismissal I agree to these terms donot agree to these terms Return to Previous Page 3 1 12 Confirmation email Applicants receive a confirmation to the email address provided in their profile Your online resume has been successfully submitted UBC_NOREPLY UBC CA Sent Wed 2 06 13 10 41 AM To O o Please Note This message was automatically generated Please do not respond Dear Bhima Cam Thank you for expressing an interest in the following position s submitted on 2013 02 06 14082 Administrator The search committee interview team will review applications following the application deadline Recruiting practices at UBC can differ from department to department Some departments contact all applicants some just shortlisted applicants We encourage you to view the status of your application by logging in to the myCareer application and using the My Career Tools feature For more information about what it s like to work at UBC visit our virtual Welc
31. your start date and posting dates Post the job opening on the UBC careers web site y Edit existing Job Openings A View job opening posting details Add interview team members to your job Ax opening Repost a job opening Cancel a posting eRecrul Manage Applicants Review applicant details and resumes CVs Add applications received on paper or by email Make applicants available to interview team members Generate offer letters Upload documents Prepare successful applicants for hire Home Applications Administrator Self Service JHRMS Self Service FMS Self Service Resources Administration Position Management i ePersonnel Action Form ePAF Hire An Employee Use this form to hire rehire reappoint recall or transfer an employee into your department Non posted positions only For positions requiring an official UBC job posting please use eRecruft Change Exisiting Job Use this form to submit transfers promotions and other changes for an existing employee within your department e Change Employment Status Use this form to submit a termination retirement layoff suspension leave of absence or return from leave f Change Resubmit OR Withdraw L Make changes to an ePAF that has been submitted but hawe not had final r approval or been processed into the system CGN View an ePAF ag View an ePAF including information about its handling so far This is a read only view Evaluate an ePAF Evaluate an ePAF f
32. 02 05 2013 3 Available Openings E Position 00032098 Business Unit UBC01 UBC Vancouver Job Code 180101 Administrator Company 01 University of British Columbia Department MECH Mechanical Engineering Location cic Q CICSR Comp Sci Bldg Recruiting Location 1Q Vancouver Point Grey Campus Status Code Pushbacked by Approver Status Reason Status Date 02 05 2013 Desired Start Date 07 01 2013 i Job End Date E Ongoing Date Authorized Employees Being Replaced Customize Find HH First Name EmpllD Q Add Employees Being Replaced Job Approvals Job Opening JobOpening Pushed Back Pushed Back Q 44 uy hfis Job Opening Approval 2 5 2013 5 23 PM V Approval Comment History Sete at 2 5 2013 5 23 PM Please change the start date to 06 01 2013 Image 72 Originator makes recommended changes to Job Opening Posting and clicks on Resubmit button and approval process repeats itself until an approval is received Page 29 of 120 2 3 Repost a Job Posting Job postings can be reposted within 90 days without re approval Reposts after the 90 day period require you to create a new job opening and go through the approval process To repost a job navigate to Manage Applicants and Openings Open your Job Opening and click on the Job Opening Details link Go to the bottom of the page to the Job Postings and Posting Periods section Click on Create New Job Posting Repost to insert
33. 1 Sometimes people new to Canada are assigned a temporary SIN number If your new hire previously worked at UBC and provided us with their temporary SIN number then we won t be able to locate them with their permanent SIN number If you think this may be the case please ask your new hire if they were ever assigned a temporary SIN number and re do the search with this number 2 Use the birth date search facility below to see if you can locate your new hire If you cannot find them by SIN or birth date then it s likely they have not previously worked at UBC Enter birth date to search e g 1967 08 21 Birthdate 1957 06 02 gi Cancel If the SIN entered does not exist in the system this page will display Birthdate If the applicant s birthdate was entered in the Pre Hire Documents page at the offer stage the birthdate will automatically populate for you If not enter the birthdate manually and click on Search Note If the SIN entered does exist in the system you will be prompted to reactivate the EmployeelD associated with the SIN supplied Page 103 of 120 Your SIN or birth date search resulted in the following names These are past and present UBC employees that matched your search criteria If your new hire is one of these people click on the Select button opposite their name If not click on the Add New EmployeelD button to assign a new employee ID for your new hire Customize Fi
34. 8 2013 03 Boudreau 3228 2013 03 17 09 54 pdf 17 09 54 pdf 2013 03 17 9 54AM T Return to Previous Page 3 3 1 Application Status From My Career Tools application status will be updated to indicate progress i e applied interview position filled etc 3 3 2 Application Withdrawal From My Career Tools applicants may withdraw their application at any time by clicking on the push button Page 50 of 120 3 3 3 Replace Resume CV From My Career Tools applicants can replace their resume CV by clicking on the hyperlinked posting name in the Application column of the My Applications section Once on the Apply Now page Click on Remove and Replace Resume CV The system will prompt you through the resume CV upload process Apply Now Complete Application You are applying for Human Resources Advisor Boudreau 3228 2013 03 17 09 54 pdf Remove and Replace Resume CV Robert Edit Profile Save forlater _ Submit Careers Home After you ve uploaded you re updated resume CV click on the button Your resume has been updated 25002199 Page 51 of 120 3 4 Search for Jobs There are several methods to search for job openings 3 4 1 Basic Searches Basic Searches can be performed on the Careers Home page or from the Job Search page Job Search link Search for jobs that contain key words that fall within specific posting dates SOE E EERE TERRE TERRE EERE EEEE Erra C
35. Adm FacultyAdm FacultyAdm FacultyAdm Approver Category Primary Secondary Secondary Secondary Secondary Primary Secondary Secondary Primary Are these Approvers Steps correct Originator Comments for your approvers or general comments Yes IfYes button is not available for selection the system detected a problem with your departmental approvals No Click here to review departmental approval steps for this transaction Click here for help with approver errors appearing on this page oo Rem Image 59 Page 21 of 120 Job Postings and Posting Periods a Remove Date Postings Post Date at0 00 Communications Officer 2013 03 14 2013 03 21 Ti Create New Job Posting Repost Originator Comments for your approvers or general comments Added by Last Updated by Image 60 iM to save Job Opening Posting and submit for approval Page 22 of 120 Approval page appears with name of the person the Job Opening was routed to for approval Job Opening JobOpening Pending Pending Pending Pending Multiple overs Multi overs Multiple overs osetia e ONG mee Comments Enter any comments PRIOR to selecting the approval buttons above Note All job openings postings require approval Page 23 of 120 2 2 Job Opening Posting Approval Process 2 2 1 Approver is notified and accesses worklist Approver is notified and accesses approval request either through
36. CV button is greyed out applicant did not submit a Resume CV Return to Previous Page This page lists all applicants routed to the interview team members by the department recruiter All displayed values can be re sorted by clicking on a column header e Applicant Name Displays name supplied by the applicant LastName FirstName e Applicant ID Applicant Identification number assigned by the system e Current Relationship to UBC External Applicant Former Employee or current UBC employee and current employment affiliation e CDN Citizen Perm Resident Canadian citizenship Y N based on information supplied by applicant e Priority Applicant priority number staff only Click on What do priority numbers mean link for more information on priority numbers e Date Resume CV Updated Indicates the date and time an applicant updated their resume if blank no updates have taken place Open Resume CV e Open Resume CV Open individual resume CV packages by clicking the button If button is greyed out no resume CV package exists for that particular applicant See instructions on next page for how to open and print multiple resume CVs e View Application Click on the View Application link to view an applicant summary page See View Application information section on page 108 e Application Reviewed Keep track of applications you have reviewed by selecting this checkbox Ensure you click on the __ Save button if you use this
37. E ALIGN Cll ecs T E E a 48 3 1 13 MARDI AON A E E E E E E 49 3e ANE ON e E ee ee 49 Be NPC aT TOO a T aan ssouvatsomsnsenssnneceeseteccaeieehcatasesaataaaooane 50 PaL APCO S a E E E E SS 50 3 3 2 Applicaton WITROlAW Al csesritesssecseseusnadasdstesosestesatdtvatsesecteaoudaueddecsansanseetuaddedconseevoasqeuedarsnedereedaeabderenseaserdanssees 50 Page 3 of 120 Bi RET RSS OO gates a eerste cence orn escent iz E cece eotudateasiaaneceiaas 51 sr E ION VOS weaver acce E E EE E E E state sano aden ee caterers 52 Sed BASIC Se AC EE EE E A EE E eval E EA E E E EE E E E 52 A AVN Sa CSS r E E E A E TR 53 o TONIES a E E E A E A E E 54 36 Manage your Profil Career TOONS sccnsvsssscceinsacunendancnneverenmnanssesvesoasauehanbannnuetwsannsawesenv eyiaveseaaabeacotetesaseeivenseavinietaawe 55 3 6 1 MyProfile External Appli CANS wis ctescccsiesicndaatticceleeiveedaed aesusiaecandeutiaacarseiunndondsransienianteatonnanteveueedqubeieranieeess 55 30 2 My Proile internal ADIGA erne E EE 57 FY N des 2 hv 8 0 9 lc game RRO pene E A ee er ee eee 58 38 Dratorincomplete Applications senccse a series 59 cko MEE O o A E E EA E N E A E E E E A 59 ao Dra gt 0 Ln E E TE E E E E E E E N ere 60 39 Interview SCHECUIES ccccccssssssssseecccccsceeesseeececeesseessseeeeeeeeeseeessseeeeeessseeesseeeeeeessseeesssseeeeeessauuasseeseeeesaugaseeeseess 61 Managing Openings and ADPICANTS a actecescanctvesacutesnaenccesnsncstasenecesasmandetomnncasiasnaasudansa
38. Market and promote the network s programs and opportunities including development of materials and identifying suitable target audiences Actas media liaison facilitating interactions between researchers and media Website Participate in the development of a new website providing input on design and drafting content Liaise with researchers across the country to develop rules and operationalize a virtual library This will involve working with research assistants across the country Ensure that the content on the website remains current Operations Responsible for coordinating and drafting annual reports Liaise with researchers and government officials using tact diplomacy and discretion Evaluate effectiveness of procedures and suggest improvements Perform other related duties as required Supervision Received The position will work with the Senior Project Coordinator under general direction of UBC Co Director Canadian Network for Research on Terrorism Security and Society TSAS Must be self directed taking initiative working within established policies procedures and standards Work will be reviewed against task objectives and conformity to standards Supervision Given May assign and check work of technicians support staff or students Consequence of Error Judgement Errors would have serious impact on the research project and future funding opportunities Qualifications Undergraduate degree in a releva
39. Paycheque Review current or prior paystub details Complete this quick survey to let us know about your first six months of fn Direct Deposit E Zl Review UBC direct deposit information Voluntary Deductions 7 q Review your voluntary deductions qi Compensation Histo 63 Review your compensation history including job information and base a salary history tp my total Compensation See the value and scope of your total compensation package from UBC at a glance myExpense Reimbursements a See your EFT reimbursements for expenses incurred E 3 Year End Slips View T4 and T4A slips Program Registration Register for professional development workshops My Links Select One v View Benefit Enrolments ad Vino Ihe taiainon oG View the coverage choice coverage level dependents and plan provider for each of your benefits View your basic pension information and estimate future retirement income E myPension myPDR Summary faculty on View your Professional Development Reimbursement Fund Summary Only for eligible faculty members Tuition Waivers Facu pa Create and update online tuition waiver request View history and remaining balance Tuition Waivers Staff F acrente and update online tuition waiver request View history and remaining balance myCareer Careers Staff View staff career opportunities for all campuses Search postings view A application status maintain your contact p
40. Point Grey Campus Classification Title Service Worker Bldg Ops Employment Group CUPE 116 Service Techs Trades Business title Service Worker Building Operations Job Family Trades CUPE 116 Department Building Ops Custodial Hiring Range 33 828 00 35 676 00 Full Part Time Full Time FTE 1 000000 Desired Start Date 2011 03 14 Level Ongoing Yes Job End Date Possibility of Extension No Funding Type Budget Funded Other Closing Date 2012 03 11 Available Openings 1 Manage Applicants Interview Schedule ning Details Add New Applicant v Shortlisting Rules amp Guidelines Applicants Download Applicant List Applicant Prioritization Complete tH Customize Find Fi rst pA Current Relationship with Disposition Onn Resume L Last Updated UBC Applicant Name D 3 Unk Wong David Take Action Comments Wonadaid 7 835 Curent CUPE 116 CUPE 116 Route SLst ee Select Action ed a 4 No Beauchemin Mare 71833 Etema Applicant Boutersst a eet ete s Select Action 2012 02 27 9 07PM Cai Min E 4 Yes Doe John 3227 ae Employee Route SLst B a Sa 4 Yes smihJane SelectAll DeselectAll Group Action Select Action Decline Applicant Email hg ae Return to Previous Page I Route Short List rare ant i p Click on the button to continue m 71836 p Employee outset 20120227 Select Action Select Action
41. Rules amp Guidelines ty a je Applicants Customize Find First 1 280 of 280 Last Additional Job Specifications Employee Type Salaried FTE 1 000000 Funding Type Budget Funded Full Part Time Full Time interviewers must be a UBC employee Customize Find HH Add Interviewers Job Postings and Posting Periods Postings Post Date Remove Date at 0 00 Administrator 11 16 2011 Create New Job Posting Repost Review and Confirm Apr le Slin 5 PO eae et EEE CUP VE 02 01 2012 Page 31 of 120 In the Job Opening Posting Information page go to the bottom of the page to the Job Posting Destinations section Note that viewing the job posting at this point using the Vie Repost You must save your data before the posting preview is updated Job Posting Destinations Customize Find 8 First LU 4 2 of 2 z b 3 Remove Date Posting Duration Posting Duration Upload Destination Posting Type Post Date at 0 00 Calendar days Working days Publication Ad UBC Careers Website Int Ext 2013 03 14 3 2013 03 21 3 7 5 Vancouver Sun v IntExi 2013 03 24 Int Ext 2013 03 22 2013 03 24 i Upload Ad Your additional posting should now indicate Repost in the Job Postings and Posting Periods section Click on Save to save your work Your repost will appear the following working day in myCareers Job Postings and Posting Pe
42. a new posting Find Job Openings gt Click icon to open Job Opening Search Critena TA 39 Results Found Search Results Customize Find View All First Bl 9 16 of39 IA Last Job Opening ID Department Created Closed Filled Status Junior Software Mechanical Engineering 04 08 2012 05 07 2012 Filled Engineer Program Assistant 2 Gr6 Asst Professor tenure track Program Assistant 2 Gr5 Asst Professor tenure track Engineering Technician 1 Engineering Technician 1 Engineering Technician 1 Click on Job Opening title to access Job Opening details _ Cancel Mechanical Engineering 03 14 2012 04 19 2012 Filled Mechanical Engineering 11 15 2011 02 01 2012 Open Mechanical Engineering 11 14 2011 01 04 2012 Filled Mechanical Engineering 11 14 2014 01 31 2013 Filled Mechanical Engineering 09 01 2011 09 15 2011 Filled Mechanical Engineering 09 06 2011 Cancelled Mechanical Engineering 07 29 2011 Draft Page 30 of 120 Job Opening Job ID 11742 Location Vancouver Point Grey Campus Employment Group Faculty Fac Assn Business title Administrator Department Mechanical Engineering Full Part Time Full Time FTE 1 000000 Desired Start Date 07 01 2012 Job End Date Funding Type Budget Funded Other Closing Date 01 31 2012 Available Openings 1 Manage Applicants Interview Schedule Gob Openina petai gt Add New Applicant Download Applicant List Manage Applicants Shortlisting
43. ae Employment Group Management amp Professional AAPS FTE 0 000000 Department GEOG Geography Job Family 37 Research amp Facilitation Position 00030818 Save as Draft Cancel Created By 1261592 M Mouse Date Opened 2013 03 13 Available Openings 1 Position 00030818 Business Unit UBCO01 UBC Vancouver Job Code 183701 Research amp Facilitation Level A Company 01 University of British Columbia Department GEOG Geography Location GOG Q Geography Bldg Recruiting Location Q Status Code Draft Status Reason Status Date 2013 03 43 Desired Start Date Job End Date Ongoing Chit Austin Possibility of Extension Employees Being Replaced Name EmpliD qQ Add Employees Being Replaced Page 12 of 120 Additional Job Specifications Employee Type hd FTE Weekly Hours Funding Type Grant Funded Full Part Time Employee Classification X On Call Salary Admin Plan M amp P Grade 004 Level A Step Hiring Salary Range From Hiring Salary Range To Under Review Minimum Education Level Minimum Education Requirements Undergraduate degree in a relevant discipline Additional Education Preferences Work Experience Years of Work Experience Minimum of two years experience or the equivalent combination of education and experience Additional Work Experience Preferences Experience working in an academic setting with knowledge of University policies and protocol an asset intervi
44. age Applicant John Doe Applicant Activity Name John Doe Applicant ID 3227 Contact None Address 1234 Main Street Phone 555 555 5555 Vancouver BC V6T 121 Email ohn doe email com Applicant Activity Interview Schedule Current Status i Applicant Activity Job nin Disposition Application Date Resume CV Industry Grants Officer 9808 Applied 2012 02 27 Page 67 of 120 4 3 Applicant Priority Assignment Staff Job Openings The system assigns applicant priority numbers based on the employment group of the job opening Applicant prioritization is completed when job postings close Prioritization for CUPE 116 CUPE 2950 and BCGEU UBCO job postings are reviewed and finalized by central Human Resources as postings close Rule of Thumb lt 4 Applicants with the lowest priority numbers have highest priority sf Non unionized postings all priority numbers 99 no priority Note Duty to Accommodate applicants always have 1 priority for all job postings except Faculty jobs Central Human Resources is responsible for reviewing and releasing applicants against job postings for CUPE 116 CUPE 2950 and BCGEU UBCO positions This is to ensure that prioritization numbers are set correctly and that all recall placement duty to accommodate applicants are appropriately dealt with Note Applicant priority numbers do not appear for Faculty job openings Priority Number Assignment CUPE 2950 Postings Priority Group In
45. ame address phone number and email here Changes made to your contact details on this page will be updated on all of the jobs you have applied to Member Information ehas carrie oe Change Password Preferred Method of contact EMail Canada 123 Main Street Vancouver Province British Columbia V1V 1V1 Email Address Primary Email Type Primary Email Address john smith mail com Primary Phone Type Home Y Phone Number 604 123 4567 Add Another Phone Number _ Sae Return to Previous Page Page 56 of 120 3 6 2 My Profile Internal Applicants For internal applicants profile information is retrieved from your personal data information entered in UBC s Human Resources Management System HRMS Therefore any changes to your profile information appearing in myCareers must be made via UBC s HRMS Self Service application Profile information appearing incorrect in myCareers needs to be corrected in HRMS Self Service prior to submitting your application My Profile Need to update your Profile Go to myPersonal Info in UBC Faculty and Staff Self Service Canada TS Ste aty Tie British Columbia Email Address Primary Email Type Primary Email Address noemail ubc ca Phone Alternate Phone Type Phone Number epeee gt amg Extension Phone Number bette arrt Extension Primary Phone Type Phone Number Page 57 of 120 3 7 My Saved Jobs Save jobs that you may b
46. ants Interview Schedule Job Opening Details Manage Applicants Display All v isti idelines Applicant Prioritization iii iv Applicants istomize Find E p First A 1 8 of 8 Current ID SE O with a Last Updated Take Action Comments 2012 03 07 sp pa fapa jem t er cm 227 lesematrooicant Boues 20720307 PSaecracton fear oemes aaa a are ae a ee e Sg frm 99 Yes Wong Quinn 71830 Expres opan Route SLst E pam ae Select Action SelectAll DeselectAll Group Action SeietActon z ool Need more information on Applicant Priority Page 84 of 120 Click on the Download Applicant List hyperlink The following dialogue box will appear Select Open to view a read only version of the spreadsheet Select Save as if you wish to edit the spreadsheet Sample Excel report Admin Assistant 3 Admin Assistant 3 Admin Assistant 3 Admin Assistant 3 Admin Assistant 3 Admin Assistant 3 Admin Assistant 3 Admin Assistant 3 Human Resources Human Resources Human Resources Human Resources Human Resources Human Resources i Human Resources Human Resources Beauchemin Mare Christy Suzanne Connor Mary Doe John Greene Jane Robinson Jean _Wang Abby Wong Quinn External Applicant Current Exec Admin External Applicant External Applicant External Applicant External Applicant Current CUPE 2950 External Applicant Unk No Yes Yes Yes Unk Yes Inter
47. areersHome Job Search My Saved Jobs My Saved Searches MyCareer Tools Logout Careers Home Welcome Sictune Basic Job Search My Career Tools Keywords 1 Applications Set Up Job Alert Posted Anytime 0 Attachments 2 Saved Resumes Search Advanced Search Search Tips My Profile Notifications Page 52 of 120 3 4 2 Advanced Searches Advanced searched enables you to enter additional search criteria You can save your search criteria as a saved search or as a Job Alert As new job openings are posted the system will automatically notify you if any new job openings match the search criteria set up in your Job Alert You will receive an email with a link to the UBC Careers site and your job alert search results The system also posts a notification in the Notifications box on the Careers Home page Job Search Set Up Job Alerts Advanced Job Search Enter Keywords Select Locations Select Job Function Full Part Time Regular Temporary Job Opening ID Desired Pay Find Jobs Posted Within Display Results Sorted By Search _ _ Clear Return to Previous Page Basic Search Search Tips All Locations To select multiple locations hold down the Ctri key Command key for Macs while clicking selections All Employment Groups Agassiz Farm Workers BCGEU UBC Okanagan BCGEU UBC Vancouver BCGEU UBC Vancouver Kids Club BCGEU UBC Vancouver Auxiliary CUPE 116 Aquatic Centre CUPE 116 Cler Se
48. ave to save your work Page 33 of 120 3 Applying for Jobs 3 1 Apply for a Job Opening Internal applicants and former employees can view job postings and apply for jobs via UBC s HRMS Self Service application at www msp ubc ca Applicants must have a valid CWL account NOTE Former employees must have been employed at UBC within the past 18 months and have had an active CWL account prior to leaving the university otherwise they must use the External applicant method described later in this chapter 3 1 1 Internal applicants Go to the myCareer portal pagelet COLUMBIA FINANCE AND HUMAN RESOURCES THE UNIVERSITY OF BRITISH Management Systems Portal Applications Administrator Self Service HRMS Self Service FMS Self Service Resources Administration Personalize Content Layout myMessages m myPersonal Info A Personal Summary 27 Review a summary of your personal information ke a Home and Mailing Address ee Review and update your home and mailing addresses Phone Numbers Me Add and update phone numbers Designate your primary phone number Email Addresses ae Add and update your email addresses A Emergency Contacts Add and update your emergency contact information Citizenship amp Visa Information Review your citizenship and visa information Be Board Notice View your faculty board notice my Surveys 2i O Essar Survey employment at UBC myPa View
49. c Bookstore CUPE 116 Service Techs Trades CUPE 2278 Non CR Instructors All Job Functions Administration Administration Academic Clerical Secretarial Library Faculty Anytime Basic Search Search Tips age 103 Page 53 of 120 3 5 Job Alerts Select criteria for Job Alert and then click on t UP 00 Aler to save and run your Job Alert Save Search Job Alert Save Search Set Up Job Alert Save Search Job Alert Name your search Job Alert New faculty postings Use As Job Alert Send Job Alert notification to applicant mail com Run the search manually or let the system notify you automatically Click on My Saved Searches to access your saved searches Job Alerts Careers Home JobSearch My Saved Jobs My Saved Searches My Career Tools Logout My Saved Searches Saved Searches and Job Agents Saved Search Created On Job Agent Email Address NEW FACULTY POSTINGS 2013 02 06 applicant mail com Job Search Page 54 of 120 3 6 Manage your Profile Career Tools 3 6 1 My Profile External Applicants For external applicants profile information is created and maintained within the Careers site Changes to Profile information should be made prior to submitting applications CareersHome JobSearch My Saved Jobs My Saved Searches My Career Tools Logout My Career Tools Weegee pr Edit Profile My Applications a le E Page 55 of 120 Edit Profile You can update your n
50. cant Job Opening Job ID Location Employment Group Business title Department Full Part Time Desired Start Date Job End Date Funding Type Other Closing Date Manage Applicants Manage Applicants Display AIl Applicants I ves Browne Bety 71818 ternal Applicant Routestst E oo Add New Applicant 9777 Vancouver Point Grey Campus Faculty Fac Assn Asst Professor tenure track Geography Full Time FTE 1 000000 2011 12 01 Budget Funded 2012 03 30 Available Openings 99 Interview Schedule Job Opening Details v Shortlisting Rules amp Guidelines T Unk Chabot Catherine mms Curent use AAPS RouteSLst agi Download Applicant List Customize Find sr i i 4s Bt apolcant name oa Disposition ResumelCV Last Updated Take Action Select 5 Pre Hire Checklist tH 1 5 of 5 Last Select Action Select Action 1 Route Short List Appli 2 Decline Applicant 3 Manage Interviews v omme 4 Prepare Job Offer Pre Hire che klist b 6 Applicant Attachments 7 Prepare For Hire Email Applicant Image 159 Page 96 of 120 All items in the checklist below are typically required for all Faculty Tenure Tenure Track job offer approvals but can also be adapted to Staff job offers This is an optional feature for your information only Job Opening Pre Hire Checklist Applicant Name Steven Browne Applicant ID 3660
51. cation Preferences Image 88 Page 44 of 120 3 1 5 Enter your work experience Complete the on line application Preferences Provide information on desired start date work days and full time or part time Complete Application Preferences Desired Start Date Regular Temporary Y 7 Tuesday Wednesday Saturday Sunday Full Part Time v Desired Work Days Desired Hours Per Week 3 1 6 Enter your work experience Complete the on line application Work Experience section Click on Add Work Experience to add employment history details Work Experience You have not added any employment infomation to your new application Add Work Experience Page 45 of 120 3 1 7 Enter your education history Complete the on line application Education History section Select Highest Education Level from list of values and enter education history by clicking on education hyperlinks Highest Education Level A NotIndicated v To add a secondary school click the Add Secondary Education History hyperlink below To change information for a school click the hyperlink under School field Click on delete icon to remove corresponding Secondary School Information Secondary Education You have not added any secondary education infomation to your application Add dary Education His To add a degree click the Add Post Secondary Education History hyperlink below Post Secondary To change informat
52. ck Job Opening Path Pushed Back Q 224 Job Opening Approval 2 5 2013 5 23 PM Sete at 2 5 2013 5 23 PM Please change the start date to 06 01 2013 Comments Enter any comments PRIOR to N selecting the approval buttons above In the case of a pushback originator is informed of Approver s decision via email and Worklist entry is created Sample email of a pushback notification Job Opening ID 14097 Professor tenure has been pushed back w Migel lt are Be lt 2 Sent Tue 2 05 13 5 14 PM To ee The following Job Opening has been pushed back Job Opening ID 14097 Posting Title Administrator To review and resubmit this Job Opening visit www auth cwl ubc ca auth login serviceName hr sa amp serviceParams context 3DO0 26target 3Dworklist Worklist Item for pushback Worklist for KMHA Workflow Administrator Detail View Approver Category Work List z Filters Date From Work Item Worked By Activity Priority Approver Category Link Transaction ft Offer 1ID 13196 Dept ID HRMS Union Boudreau Robert M 2014 06 20 pushed Back Approval Workflow Ca C29 Page 28 of 120 Originator accesses the Job Opening to review comments from Approver and reason for pushback Manage Applicants Interview Schedule Job Opening Details Add New Applicant Download Applicant List Job Opening Details Approvals Created By 5626315 tahr Dnufheam Date Opened
53. ctives and conformity to standards Internal and External Supemision Given Superision Given May assign and check work of technicians support staff or students Visible Description Type Description ID Description Internal and External Consequence of Error Judgement Consequence of Error Judgement Errors would have serious impact on the research project and future funding opportunities Visible Description Type Description ID Description Internal and External Qualifications Qualifications Undergraduate degree in a relevant discipline Minimum oftwo years experience or the equivalent combination of education and experience Experience working in an academic setting with knowledge of University policies and protocol an asset Ability to communicate effectively verbally and in writing Bilingualism in English and French is a major asset with reading comprehension in both languages required Ability to exercise tact and discretion Effective problem resolution analytical and organizational skills Ability to maintain accuracy and attention to detail Additional Closing Wording Visible Description Type Description ID Description Internal and External Closing Wording Equity immigration Statement UBC hires on the basis of merit and is committed to employment equity All qualified persons are encouraged to apply We especially welcome applications from members of visible minority group
54. d more information on Applicant Priority Select Action Decline Applicant Email Applicant Manage Intemews Route Short List Applicant Image 134 Page 77 of 120 Important Note Applicant disposition statuses are visible to the applicant in their myCareer home page However some disposition statuses are changed for the applicant What you See Applied Route Shortlist Draft Offer Offer Pending Offer Approved Prepare for Hire Hired Decline Withdrawn What the Applicant Sees Applied Reviewing Resumes Applied Applied Applied Hired Hired Position Filled or Cancelled Withdrawn Page 78 of 120 Job Opening Interview Schedule Listed below are the interview schedules for the applicant s selected Create a new interview schedule or update an existing schedule Click on Delete icon to remove corresponding interviewers Use the Add Interviewer hyperlink to add interviewers not defined within the Job Opening Posting Title Administrative Support 1 Gr1 Job Opening ID 5157 Job Opening Status Open Classification Title Administrative Support 1 Gr1 Job Code 285201 Business Unit UBCO1 UBC Vancouver Closing Date 2009 03 05 Employment Group CUPE 2950 35 hrs wk FTE 1 000000 Department WXYZ eRecruiting Training Dept Job Family ADMX29 CUPE 2950 Administrative Suppt Job Description 90000251 ApplicantName Carole Jones Notify interview Team What will
55. e interested in and apply to these jobs at a later date but before the closing date Latest Job Postings The University of British Columbia l Job Information l Select Open Date Close Date Job Title Employment Group Job Function Department Location k y UBCO Vancouver Point Grey 2012 11 27 2013 07 29 Technician IV BCGEU UBC Okanagan Trades Technical BarberAris amp SciencesUnit3 Campus Management amp Vancouver Point Grey 2013 01 19 2013 07 29 Human Resources Advisor Excluded M amp P Eigisncinercl Human Resources Campus Management amp Professional Management amp Vancouver Point Grey Manager Employee Satisfaction 2013 01 08 2013 07 29 Manager Em sfaction 14088 AAPS Prideccioaal Human Resources Campus Careers Home Job Search My Saved Jobs My Saved Searches My Career Tools Logout Careers Home Welcome Mictune Basic Job Search My Career Tools 2 Applications Set Up Job Alert Careers Home JobSearch My Saved Jobs My Saved Searches My Career Tools Logout My Saved Jobs iM You have successfully saved your new jobs Job Title Location NS Vancouver Point Grey Human Resources Advisor uman Resources Advisor Campus Vancouver Point Grey Campus l se Vancouver Point Grey Technician IV Campus Vancouver Point Grey Campus Secretary Kelowna UBC Okanagan Filled SelectAll Deselect _APPIYNow _ Delete Return to Previous Page Find Jobs Manager Employee Satisfaction Research
56. eceueecesseeseceseenecessueceeteneeeeeas 25 Do 812 6 al a 44 ec 9 8 OVE eea a E E E eee ee 26 2a REPOS CO POSNE aes ce ceieae tease saree nceldaee ch cera ate ee ate ae sioctei ecole ve EEEE 30 2A CANCE O POSTING aee uae neaaesseisenan baceissencitisientaptsoesecansectnndbrian nsec cicdianaigoasscive sensing sieudeaaousd saan uaveooneeuariens 33 PD OVINE TOG CS se ceseeseaaienesasecnee sieceec ex sec oea races S 35 co me lt 0 61 16 aac fel 019 gl g Aeeee em ere ee ee ee eee eee 36 ele WAST IWAN ON 1S a E E E E ueacoreausashes 36 SA 4 Gs r 8 T a ne nn ee ee ee re ee ee eee eee eee 37 Ido ms YA Lo and elece OD DOS O lt c Re ne nn nD E ee an re eng ne ee ne 38 344 Uploadyour resume Or CVs a twee sande aa cre dincdsaseaceea es eeeeca treed ene evs ese es 41 Sedge SEM VOU WO Oe ENCE sng ees cetera cic soca ASET eases 45 3AL6 Enter your Work expPErIENCE aren ee E no E ee rere 45 3 1 7 Enteryoured cation NiStOry cccccccssseccceesececcescceceusececseeceeeeeceeesusececsusecesseeecesseesecessuaecessugeceesanseeetes 46 Sele CONCE CE CUS SUOMI E aE EEA 46 3 1 9 Complete the referral informati n isiccsseserdisccssasdevcadvoarecansoossacvdsienceavdnuadvassed cesarean RES 47 3 1 10 SUOMA APPC O e ae trent eee nanan ene rien ane nC One nner eae ee eee 47 3 1 11 Agree to terms External Applicants ccccccccsssseccccceessecccceeeseeecceeeeeeecceeseeeeeceseeeeneceeseueneeeessagneeeeetegs 48 3 1 12 CORE
57. ectAll Group Action Select Action y Go Need more information on Applicant Priority Image 116 Page 64 of 120 4 2 Manually Add Applicants Manually linking applicants to job openings may be required for recall candidates applicants who do not have access to a PC and have submitted paper applications or a preferred candidate being hired into a posting with an internal rider Navigation Recruitment gt Manage Your Applicants gt Manage Applicants and Openings or Recruitment gt Manage Your Applicants gt Add New Applicant to Opening Click on the Add New Applicant link Job Opening Job ID 9758 Location Vancouver Point Grey Campus Classification Title Service Worker Bldg Ops Employment Group CUPE 116 Service Techs Trades Business title Service Worker Building Operations Job Family Trades CUPE 116 Department Building Ops Custodial Hiring Range 33 828 00 35 676 00 Full Part Time Full Time FTE 1 000000 Desired Start Date 2011 03 14 Level Ongoing Yes Job End Date Possibility of Extension No Funding Type Budget Funded Click here Other Closing Date 2012 03 11 Available Openings 1 Manage Applicants Interview Schedule Job nin tails Add New nt Download nt List Image 117 In the Add New Applicant page you have the option of adding an internal or former employee or external applicant To add an internal applicant enter the Employee ID
58. ected Poor Interview Selected for Other Position Unable to Contact Underqualified Withdrew Application Imace 145 Comments may also be added Page 86 of 120 Applicant s Disposition status changes to Decline Manage Applicants Interview Schedule Job Display All v Shortlisting Rules amp Guidelines Applicants Applicant Prioritization Complete V Customize Find Current Priori cM santa licant Name r suum w with Disposition gt Last Updated y E J Beauchemin Marc 71833 External Applicant Interview A 2 03 07 R Oo j 7T O8PM Select Action 7 39 unk consti Suzanne 71934 Current Exec Admin a ET Select Action Connor Mary 71826 External Applicant Decl 3227 External Applicant Route SLst 99 Yes Doe John rey me Select Action 7 collar Select Action 89 ves Jean 71825 External Applicant Route SLst ml rina 99 Unk Wana Abby 2o yes nn 71830 External Applicant Route SLst SelectAll DeselectAll Group Action Select Action x Go Important Note Applicant disposition statuses are visible to the applicant in their myCareer home page E solves orecnetane Jane 71811 External Applicant Roues 2020307 Select Action m 71933 Current CUPE 2950 Route SLst 2012 03 07 Spee Select Action Need more information on licant Priority However some disposition statuse
59. ents from approver Manage Applicants Interview Schedule JobOpening Details Add New Applicant Download Applicant List Job Opening Details Approvals Created By 5626315 thy nuhe Date Opened 02 05 2013 Available Openings 1 Reference Names Contact information required from applicants What will this do Position 00032098 Business Unit UBC01 UBC Vancouver Job Code 180101 Administrator Company 01 University of British Columbia Department MECH Mechanical Engineering Location CIC CICSR Comp Sci Bidg Recruiting Location Vancouver Point Grey Campus Status Code Open Status Reason Status Date 02 05 2013 Desired Start Date 07 01 2013 Job End Date Ongoing Date Authorized 02 05 2013 Employees Being Replaced Name Job Opening v JobOpening Approved Approved rv a 422 i eel Job Opening Approval 2 5 2013 5 06 PM Enter any comments PRIOR to selecting the approval buttons above Comments i tes Customize Find EmplID Imag Once approval on Job Opening is received the job posting will become available to applicants the following day or on the Post Date if in the future In all cases postings will not become available to applicants until approval has been received Page 27 of 120 69 Job Opening is pushed back Click on PushBack and the workflow reflects the current status Job Approvais Job Opening JobOpening Pushed Ba
60. epartment After the problem has been fixed re submit the position for approval and review the list again After your job offer has been submitted an Approvals page appears indicating who the job offer was routed to for approval and review Page 93 of 120 Disposition Details Applicant Name mat ae Date Entered 2009 02 25 Applicant ID 3654 Posting Title Administrative Support 1 Gr1 Job Opening ID 5157 Job Opening Status Open Employment Group CUPE 2950 35 hrs wk Business Title Administrative Support 1 Gr Department eRectruiting Training Dept Hiring Range 29 472 00 33 504 00 Full Part Time Full Time FTE 1 000000 Desired StartDate 2009 04 01 Level Ongoing Yes Job End Date Possibility of Extension No Funding Type Budget Funded Other Remove Date 2009 03 05 Available Openings 1 Offer Details Approvals Prior to submitting offer approval all pre hire documentation needs to be submitted and or reviewed Click on hyperlink Delow to oo to pre hire documentation page Pre Hire Documents Job Offer gt Offer Pending UBC Staff Job Offer Pending Not Routed Not Routed i Staff Job Offer Hre amp Job Offer Approval Comments Enter any comments PRIOR to selecting the approval buttons above All job offers require approval from approvers which have been determined by the rules entered into the Workflow Rules Repository for your department As each approver submits their
61. erk Warehouse Job Family Clerical CUPE 116 Department Bookstore Hiring Range 16 55 Hourly Full Part Time Part Time FTE 1 000000 Desired Start Date 2012 10 01 Level Ongoing Yes Job End Date Possibility of Extension No Funding Type Self Funded Other Closing Date 2012 09 30 Available Openings 3 Manage Applicants Interview Schedule JobOpening Details Add New Display Shortlisting Rules amp Guidelines Applicants f rity Applicant Name i Disposition ResumeiCV Last Updated Take Action nt Download nt List Applicant Prioritization Complete x m Customize Find 5 Comments sunk aes Employee Linked B Blea es Select Action J SelectAll DeselectAll Group Action Go Need more information on licant Priority ta Save Return to Previous Page Page 69 of 120 4 5 Reviewing Applicants Interview Selection Team 4 5 1 Routing Shortlisting Applicants Interview Team members you designated in your Job Opening can review applicant details as soon as you change an applicant s disposition to Route Shortlist or Interview Applicant will only be available to your interview team members when they are moved to one of these two statuses Moving applicants to a different status i e Prepare Job Offer Decline etc will cause those applicants to be removed from the page the interview team uses Job Opening Job ID 9758 Location Vancouver
62. ew Applicant Attachments cccccccssseccceseceecessccessesececsueceeeeescceseusecessunecesseueceeseusecetsuneess 98 4 13 Oller Approval Process waicsecatesassssswassnendvaatedaeeindenadssstucesedesonsduantedevndadeeadonatedvanadseondunndesisand soaendveeSaneveaginendueatests 100 4 14 Prepare ADPIC Or E oera E E EAE 101 RPDE NO ena E E EEE 113 a WOK E eraa E E A EE E E E E E AE E 114 D2 MEN ON POE eoe E E A 116 5 3 Opening Viewing Attachments Troubleshooting FAQS ccccccccccccssccsssesssesecceeeecceccssseeeeseeueeeeeensseeeeceeeseseeess 117 Page 4 of 120 1 Accessing the Position Management Recruitment Portal Page 5 of 120 1 1 Campus Wide Login A portal page for Position Management and eRecruit has been developed to ease system navigation To access this page log in to www msp ubc ca using your CWL login credentials THE UNIVERSITY OF BRITISH COLUMBIA Management Systems Portal CWL User ID CWL Password Signin Forgot your CWL password Whatis CWL Find out here Dont have a CWL account Create one now Welcome Messac Welcome to your new Management Systems Portal For new and existing faculty and staff find information and resources to help with HR and financial tasks from seeing your T4 slip to getting paid Off Campus Access UBC Virtual Private Network VPN is required for users accessing this system from off campus or from the UBC Wireless Network You must be logged into VPN pri
63. ew Contact Info Betty Loo XYZ Company Manager View Contact Info Roger Connor ZZZ Company Director View Contact Info Henry Smith 123 Company Director View Contact Info Janet Smith 789 Company Inc Director View Contact Info References Referees Letters Received Referee Name Date Ref Letter Roger Connor 2012 02 01 2 31PM Henry Smith 2012 02 02 3 46PM Applicant Questionnaire View Responses Interview Team Selection Committee Comments ame Public Comments Private Comments Ng Raymond Boudreau Robert M Hansen Kathy Please note that the Public Comm nts will be madgAvailable to the applicant upon request The Privgie Comments jal be treated in confidence and will not be disqfsed View Next Applicant Return to Previous Page NORE ff i Enter comments you want to share with your departmental recruiter and interview team members in Public Comments Enter comments only you can see in My Private Comments NOTE Both public and private comments about an applicant may be disclosed in accordance with terms of the Freedom of Information and Protection of Privacy Act Page 76 of 120 4 6 Schedule Interviews and Review Interview Schedule Similar to shortlisting you can manage interviews for individual or multiple applicants This is an optional step Job Opening a Job ID 9793 Location Vancouver Point Grey Campus Classification Title Admin Assistant3 Employment Group Exec Admin non un
64. ewers must be a UBC employee Customize Find 2 First lU 1 of1 Name Interviewer ID Add Interviewers Job Postings and Posting Periods Remove Date Postings Post Date at0 00 0 00 i Create New Job Posting Repost Originator Comments for your approvers or general comments Added by Last Updated by Image 50 Page 13 of 120 Click on Available Openings Enter the number of positions available to be filled Location Choose the building location where the employee will be located Recruiting Location Indicates where the job opening is located Point Grey Campus Hospital Site Agassiz Robson Square Kelowna Desired Start Date The approximate start date of the job once filled This date can be changed at the job offer recruiting stage Job End Date For term positions the last anticipated date of work Ongoing For non term positions indicate that the job is ongoing Possibility of Extension For term positions indicate if there is a possibility that the job will be extended If unsure leave field blank Employees Being Replaced Name Enter the name s of the former incumbents of the job opening For informational purposes only Employee Type Indicate if the job will be filled on an hourly compensation rate basis or a salaried semi monthly basis This field defaults to Salaried for all Faculty job openings FTE Indicate Full Time Equivalent percentage 1 000000 100 time 0 500000 50
65. f Arts Department Code HIST Q History Employment Group M amp P Q Management amp Professional AAPS Job Family 02 Q Administration 02 Job Code 180201 Q Administration Level A Job Title Key Word Search Continue Clear Only those positions which match the criteria below will be available for selection gt Overall position status is OK for eRecruit and ePAF gt Will you be posting this position checkbox in Position Management is checked on Page 10 of 120 Position Search Results The following Positions exist which match your criteria To use one of these Positions click the Check box and click on the Continue button Customize Find First U 1 4 of 4 Position a Job Family Job Code Classification Title Business Title Department 00001992 C29 ADMX29 285401 Administrative Support3 Gr6 Administrative Support 3 Gr6 HIST V 00009819 C29 GDSS29 286001 Grad Student Support 2 Gr6 Grad Student Support 2 Gr6 HIST 00014446 C29 FINA29 283901 Financial Proc Spec 4 Gr5 Financial and Administrative Assistant HIST 00027435 C16 RAT116 251405 Research Asst Tech 3 Research Asst Tech 3 HIST Click on Page 11 of 120 2 1 2 Enter information as required Complete fields indicated below as required Job Opening Posting Title Communications Officer Job Opening Status Draft Classification Title Research amp Facilitation Level A Job Code 183701 Business Unit UBCO1 UBC Vancouver e
66. feature e Date Applications Reviewed Records the date and time you selected the Applications Reviewed checkbox e My Ranking Free form field to record a ranking or comment for each applicant Ensure you click on the __ Save button if you use this feature Page 74 of 120 4 5 2 Opening and Printing Resumes CVs OV buttons in the Review Applicants page to open resume CV packages individually or in bulk Note If button is greyed out no resume exists for that particular applicant To open and print an individual resume CV package click on the Pen ResumelCV button against a single applicant The system will open a secondary window which displays a PDF version of the applicant s resume CV package For problems with opening resume CV attachments refer to section 5 3 Opening Viewing Attachments Troubleshooting FAQs below on page 117 The resume CV package can now be printed using your browser s print functionality To open and print multiple resume CV packages select the applicants by using the individual checkboxes or use the Select All hyperlink to select all applicants with resume CV attachments The screenshot below illustrates how to open and print all resume CV s submitted by all applicants Applicant List Applicant Application Current Relationship with CON Citizen priority Date Resume CV ID Applicant Name s i iy Upd View Application icant Name Date UBC staff only Updated Ope
67. g the interviewer is designated as an interview team member and interviews have been scheduled interview Team Schedule Click here to view schedule Listed below are the Job Opening details and corresponding interview schedule Click Vi hi Schedule to see a list of applicants scheduled to be interviewed for the selected Job Opening Team Schedule iew All First 41 4 cf14 Job ning ID Posting Title Department Description Status 5157 Administrative Suppor 1 eRecruiting Training TERRES View Schedule Gr1 Dept AEW eee Image 139 Page 82 of 120 Interview Team Interview Schedule page Schedule Interview Interview Schedule Listed below are the interview schedules for the applicant s selected Job ID 5157 Location Vancouver Point Grey Campus Classification Title Administrative Support 1 Gr1 Employment Group CUPE 2950 35 hrs wk Business title Administrative Support 1 Gr1 Job Family CUPE 2950 Administrative Suppt Department eRecruiting Training Dept Hiring Range 29 472 00 33 504 00 Full Part Time Full Time FTE 1 000000 Desired Start Date 01 04 2009 Level Ongoing Yes Job End Date Possibility of Extension No Funding Type Budget Funded Other Remove Date 05 03 2009 Available Openings 1 Carole Jones ApplicantName Carole Jones ID 3654 interview Schedule interviewer Name Interview Date Interview Type Start Time End Time M Mouse 15 03 2009 Campus 9 00AM 10 00AM Cathenne Ander
68. h My Saved Jobs My Saved Searches My Career Tools Logout Careers Home Welcome Robert Basic Job Search 2 Applications Set Up Job Alert Anytime 0 Attachments 3 Saved Resumes __ Search Advanced Search My Profile Notifications You do not have any notifications Latest Job Postings The University of British Columbia l Job Information l Select Open Date Close Date Job Title Job ID Employment Group Job Function Department Location E 2013 01 23 2013 07 29 Head 14090 Faculty Non Fac Assn resni Mechanical Engineering alain ene ay 2013 01 19 2013 07 29 Human Resources Advisor 14089 Excluded M amp P a ie amp Human Resources petty eae 2013 01 08 2013 07 29 Manager Employee Satisfaction 14088 Sa ioriececiiceag Human Resources Rosey UBCO n NANE IN NTAN Actina Lnn Ane malts Alan A x Administration Page 49 of 120 3 3 My Careers Tools This page shows applicants their current applications Careers Home JobSearch My Saved Jobs My Saved Searches My Career Tools Logout My Career Tools Robert Edit Profile Display applications from Within Last Week ha __Refresh First 4 Previous Next F Last P gt Application Application Date Human Resources Advisor i 2013 03 17 9 53AM _ Withdraw Application Delete Resume Title Attached File Created arenas Resume Package Boudreau 3228 Resume Package i 119320 pdf Boudreau 3228 119320 pdf 2210 06 09 2 11PM T Boudreau 322
69. have websites in this zone Security level for this zone Custom Custom settings To change the settings dick Custom level To use the recommended settings dick Default level Custom level Default level Reset all zones to default level Imece 186 If you re already in the Careers site the website will automatically populate for you Otherwise type the website address below manually and then click on the Add button Trusted sites You can add and remove websites from this zone All websites in this zone will use the zone s security settings Add this website to the zone Page 118 of 120 Firefox Settings Adjust settings when the site is blocked by pop up blocker Allow pop ups for hrprod adm ubc ca Edit Pop up Blocker Options Don t show this message when pop ups are blocked Administration Show https hrprod adm ubc ca 8445 psc hrprod cmd viewattach amp userfile Ru Find Applicants Or adjust security settings directly gt Pop up blocker Mozilla Firefox File Edit View History Bookmarks Yahoo 2 Most Visited J HRSOTRN FR HRSOVER4 GR HRSODEV4 UBC PeopleSoft Enviro HRPROD FogBuc Yr Search Web IJ 4 amp mail M Bookmarks Mozilla Firefox Start Page Pop up blocker F a amp Main Tabs Content Applications Privacy Security Advanced Jptions Block pop up windows Exceptions 4 Load images automa
70. he entire interview schedule Page 79 of 120 Job Opening Job ID 9793 Location Vancouver Point Grey Campus Classification Title Admin Assistant 3 Employment Group Exec Admin non union clerical Business title Admin Assistant 3 Job Family Secretarial Non Union Department Human Resources Hiring Range 39 477 00 43 856 00 Click here to view Interview Schedule for all applicants Full Part Time Full Time FTE 1 000000 Desired Start Date 2011 12 07 Level Ongoing No Job End Date 2011 42 31 Possibility of Extension No Funding Type Budget Funded Click here to view individual Interview Schedules Other Closing Date 2012 03 12 Avdilable Openings Manage Applicants Interview Schedule Job Opening Details Manage Applicants Display all Shortlisting Rules amp Guidelines Applicant Prioritization Complete V Applicants Customize Find E Banm ye ae ey Citizen ant Name ID Relationship with Resume CV Last ted Take Action e ahe incen fren pararon a a E P ohm oa oma cae FS es fa eE ara r ope panam foer feumannan foana ERE fara aeaa E ope pamona pes fomaem eo 2s 99 Yes Wong Quinn 71830 mba ae Route SLst t B agp mr Select Action Page 80 of 120 Review Interview Schedule for all applicants Note that John Smith was not shortlisted nor selected for interview but appears on this page with no interview date time Job Opening Interview Schedule Listed below are the interview
71. hments 7 Prepare For Hire iE 99 Yes reene Jane men tern Applicant ae Email Applicant F 09 ves Rasinson Jean 1825 tema Applicant Routesust B oa Select Action 99 Unk lja Abb 71933 Current CUPE 2950 Route SLst 2012 03 07 Select Action z 3 He ASR SUE Sees eee 3 49PM 99 Yes Wwong Quinn 71830 External Applicant Route SLst 2012 0307 Select Action z E Wong Quinn MAENE S 3 49PM SelectAll DeselectAll Group Action 7 Go Need more information on Applicant Priority Select the applicant you d like to prepare a job offer for by using the Take Action value of 4 Prepare Job Offer Page 90 of 120 Complete all required fields in Prepare Job Offer page and click on the Save button Prepare Job Offer Applicant Name tee Date Entered 2012 03 06 Applicant ID 71833 Posting Title Admin Assistant 3 Job Opening ID 9793 Job Opening Status Open Employment Group Exec Admin non union clerical Business Title Admin Assistant 3 Department Human Resources Hiring Range 39 471 00 43 856 00 Full Part Time Full Time FTE 1 000000 Desired Start Date 2011 12 01 Level Ongoing No Job End Date 2011 12 31 Possibility of Extension No Funding Type Budget Funded Other Closing Date 2012 03 12 Available Openings 1 Offer Offer Details Job Opening Business Unit UBCO1 woe 220810 Admin Assistant 3 Offer Date 2012 03 10 Status Pending Approval C
72. ibility of Extension No Funding Type Budget Funded Decline individual applicant Other Closing Date 2072 03 42 Available Openings 1 Manage Applicants Interview Schedule Job Opening Details Manage Applicants Display Al x Shortlistinag Rules amp Guidelines Applicant Prioritization Complete Applicants Customize Find Current Relationship g Pte o TT 99 No Beauchemin Marc 71833 External Applicant Intery sam oi e O 99 Unk ChristySuzanne 71934 Current Exec Admin 201 2 03 07 Action eo ee a 99 A External Applicant 3 49PM ct Ration 20120307 a ute Short List Be 2 Decline Applicant 2012 03 07 3 Danag Interviews 5 Pre Hire Checklist 71933 Current CUPE 2950 Route SLst AAR 6 Applicant Attachments 3 49PM 7 Prepare For Hire Wonag Quinn Email Applicant SelectAll DeselectAll Group Action Select Action E e Need more information on Applicant Priority Select Action Decline Applicant Email Applicant Manage Intemews Route Short List Applicant Enter the reason applicant was declined optional Manage Applicant Applicant Declined licant Name 71826 Connor Mary Select Status Status Code Decline Another Applicant was Hired Another Job JJob Opening Cancelled Lacks Minimum Qualifications Lacks Required Credentials Lacks Required Education Lacks Required Experience Manually Linked in Error Misrepresentation No Show for Interview No Skills Match Not Sel
73. in sequence as they appear on the page in order to avoid an error message The Total Offer Amount should reflect the total monthly base compensation amount This would include things such as administrative stipends honoraria non university funds NUF or memo appointment earnings MAP However ensure to separate out different types of earnings in the Account and Compensation section i e REG 5000 ADM 1000 Appointment Start Date Appointment End Date and the Ongoing fields default from the Job Opening but may be overridden on the Offer page Foreign Worker is a required field and must be completed before the offer letter is generated If your offer is not being made to a foreign worker select Not Applicable All job offers require that an offer letter be generated Click on Generate Offer Letter after completing all fields preceding the link Enter any comments for yourself or for your approver Earnings Code Speedchart and Account are required fields and must be completed prior to submitting your offer for approval Once your offer has been approved offer details cannot be modified and will be transferred to the Prepare for Hire step You may be required to provide your approver with further documentation on your applicant such as the signed offer letter immigration documentation for foreign workers copy of Social Insurance Card etc All these types of documents can be uploaded scanned copies and reviewed by your app
74. ion clerical Business title Admin Assistant 3 Job Family Secretarial Non Union Department Human Resources Hiring Range 39 471 00 43 856 00 Full Part Time Full Time FTE 1 000000 Desired Start Date 2011 12 01 Level Ongoing No Job End Date 2011 12 31 Possibility of Extension No Manage Interviews for Multiple Applicants Funding Type Budget Funded Other Manage Interviews for Individual Applicants Closing Date 2012 03 12 Available Openings 1 Manage Applicants Interview Schedule Job Details AddNewApplicant d ant List Manage Applicants Applicant Prioritization Complete Vv aceon Customize _ S siutomiize Find First Find E rst 1 8 of 8 Current j ae No Beauchemin Marc 71833 External Applicant Route SLs I ZVANA Display Al yj Shortlisting Rules amp Guidelines Select Action 3 49PM 99 Unk ChristySuzanne 71934 Current Exec Admin Route SLs i ane f an foerarrn asia 3 Greene Jane 71811 External Applicant SEJ Robinson Jean 71825 External Applicant z Unk Wang Abby 71933 Current CUPE 2950 Route SLst hain 2012 03 07 Saton N C Route SLst B 3 49PM Select Action v 1 66 4 Prepare Job Offer 5 Pre Hire Checklist 6 Applicant Attachments 7 Prepare For Hire Email Applicant Select Action 2012 03 07 3 49PM 99 Yes Songsa nn 71830 External Applicant SelectAll DeselectAll Group Action Nee
75. ion for a degree click the hyperlink under Degree field Click on delete icon to remove corresponding degree Post Secondary Education You have not added any education infomation to your application Add Post Secondary Education History 3 1 8 Complete the questionnaire Complete the on line application Application Questionnaire section Application Questionnaire Current Employment Status Never worked at UBC Worked at UBC within the last year Worked at UBC more than a year ago Current UBC Faculty Staff member or student employee Are you applying through the correct Careers site You must apply through UBC s Faculty Staff Self Service portal in order to maintain your internal rights status to job postings Are you a Canadian Citizen or have Permanent Resident status Yes No Do you have a Canadian Social Insurance number which starts with a 9 Yes No Page 46 of 120 3 1 9 Complete the referral information Complete the on line application Referral Information section Select from list of referral sources Complete Specific Referral Source if referral source not listed Referral Information How did you find out about the job Specific Referral Source 3 1 10 Submit the application Complete Application Click on button to submit application Page 47 of 120 3 1 11 Agree to terms External Applicants Review the Terms and Agreements You
76. l your documents have been uploaded The following page will appear Your uploaded attachments will now be merged into one PDF document Please ensure your documents have been uploaded in the order you wish them to appear in the merged document Once the merge process has completed please open and check your merged resume package to ensure your document s appears as you expect In some cases some formatting may be lost or page breaks may appear incorrectly Refer to Step 1 of instructions page for known issues which may cause your document to appear differently than your original document s If there was a problem with your merged resume package do not submit your application modify your original documents as required and start over Do you wish to continue Page 43 of 120 The next step is to complete the remainder of their application The top part of the application page shows the job applied for as well as any attachments that were uploaded for this application It is important for applicants to open their merged resume CV document to ensure their documents were merged as they expected Click on the EZ icon on the Complete Application page to open the merged resume CV Apply Now Complete Application You are applying for Human Resources Advisor Remove Add Another Job to Application Boudreau 3228 2013 03 17 09 54 pdf Remove and Replace Resume CV M Mouse 1234 Main St Disneyland Edit Profile Complete Appli
77. n primary email type Page 89 of 120 4 10 Making an offer Once the interview process is over you should be ready to offer the job to one of your applicants Job Opening Job ID 9793 Location Vancouver Point Grey Campus Classification Title Admin Assistant 3 Employment Group Exec Admin non union clerical Business title Admin Assistant 3 Job Family Secretarial Non Union Department Human Resources Hiring Range 39 471 00 43 856 00 Select 4 Prepare Job Offer for Full Part Time Full Time FTE 1 000000 ea _ Desired Start Date 2011 12 01 Level Ongoing No Job End Date 2011 12 31 Possibility of Extension No Funding Type Budget Funded Other Closing Date 2012 03 12 Available Openings 1 Manage Applicants Interview Schedule Job Opening Details Add New Applicant Download Applicant List Manage Applicants Display All Shortlisting Rules amp Guidelines Applicant Prioritization Complete Applicants Customize Find 8 Current pronn i Applicant Name ID ocho ss feces Last Updated Take Action a 99 No ee Marc 71823 eis Applicant Inteniew a a Select Action eae Select Action m m 99 Unk chish Suzanne 71934 Curent ExecAdmin Exec Admin Interview i 7 08PM 1 Route Short List Appl 2 Decline Applicant a 99 No connor Ma 71828 itera Applicant Decine ra a rere pienien 5 Pre Hire Checklist 99 ves Doe John 3227 tema Applicant Route SLst ripe 6 Applicant Attac
78. n Resume CV View A tion aE Smith Jane 39276 03 16 2010 External Applicant 99 C Open Resume CV View Application Smith Brent 39291 03 16 2010 External Applicant 99 Open ResumeiCV View Application Smith Jane 39276 03 16 2010 External Applicant 99 Open Resume CV View Application Tareye thre aey Te rshearh 5487 03 31 2009 External Applicant 99 Open Resume CV View Application angir A ghy 6955 03 16 2010 External Applicant 99 Open Resume CV View Application Bnules Esiet 5491 03 31 2009 External Applicant 99 Open Resume CV View Application Carnet eer 39282 03 16 2010 External Applicant 99 Open Resume CV View Application me Ett 3184 02 28 2010 Current M amp amp P AAPS 99 Open Resume CV View Application tumpas Ty Eiatath 42395 04 19 2010 Current M amp amp P AAPS 99 C Open Resume CV View Application rta misha lt iames 3180 03 13 2009 Current M amp amp P AAPS 99 ee 3160 03 16 2010 Current M amp amp P AAPS 99 Sarepeltressey sty 3160 11 08 2009 Current M amp amp P AAPS 99 Bnuthem sty 3160 03 13 2009 Current M amp amp P AAPS 99 Resur Sesnye tenses shy 3160 03 16 2010 Current M amp amp P AAPS 99 Open Resumei CV View Application Bnutem shy 3160 03 16 2010 Current M amp amp P AAPS 99 Open Resume CV View Application tainihpr iurat T 31199 12 10 2009 Current CUPE 2950 99 Open Resume CV View Application SSSSSSS Open Resume CV View Application Res View Application View Application View Application SSSSS
79. n also identify transactions by status using the Work List Filters drop down list Approval Pushback Approval Routing Transaction Approved ee Image 180 Page 114 of 120 e Priority You can also set the priority of a transaction but this does not affect how approvals are routed It is simply a label you can assign to transactions for your own use e Link Clicking on the hyperlinks under Link will take you to the page where you can approve the transaction Link Position 00032095 Dept ID HIST Union Cd BOG You may also re assign an approval by clicking on Enter Lastname Firstname If you have worked on an item on your worklist but it continues to remain there click on remove it from your worklist Page 115 of 120 5 2 My Workflow Profile Navigation My Workflow Profile This page allows you to specify an alternate approver and gives you the ability to update your workflow email address My Workflow Profile anger fatty Alternate Approvers if you will be temporarily unavailable you can select an alternate user to receive your routings Alternate Approver Name Q From Date Starting at 12AM 34 example 12 31 2000 To Date Ending at 11 59PM EI example 12 31 2000 Note Only Approvers with authorized approver access may be added Workflow Email Send me Workflow Email Notifications Note Workflow uses the email above to send you workflow notifications
80. nal Applicant Y 99 7 Open Resume CV View Application E Deeegs Mew gay Marheg 5487 03 31 2009 External Applicant Y 99 W Open ResumeiCV View Application E Inabnen a ahy 6955 03 16 2010 External Applicant y 99 W Open ResumeiCV View Application F Saulep Reschearl 5491 03 31 2009 External Applicant N 99 W Open Resume CV View Application E argent A 39282 03 16 2010 External Applicant Y 99 V Open Resume CV View Application E ts T ihur 3184 02 28 2010 Current M amp amp P AAPS Y 99 V Open Resume CV View Application E Mrt Eey Cotas 42395 04 19 2010 Current M amp amp P AAPS 99 Open ResumeiCV View Application E hfis timts lt cantventtie 3180 03 13 2009 Current M amp amp P AAPS 99 V Open Resume CV View Application F Binyam tahy 3160 03 16 2010 Current M amp amp P AAPS Y 99 V Open Resume CV View Application E Desay temas iih 3160 11 08 2009 Current M amp amp P AAPS Y 99 W Open ResumeiCV View Application E Buyle t ih 3160 03 13 2009 Current M amp amp P AAPS Y 99 V Open Resume CV View Application V 04 11 2012 8 56AM Test Baule th 3160 03 16 2010 Current M amp amp P AAPS Y 99 V Open Resume CV View Application F Bnulhem hy 3160 03 16 2010 Current M amp amp P AAPS Y 99 V Open Resume CV View Application V 04 11 2012 8 56AM Test Taip biegt t 31199 12 10 2009 Current CUPE 2950 99 Open Resume CV View Application E Select All Deselect All Save Open Selected Resume CV Note If Open Resume
81. nd Faculty Staff Student tt war Name Description rtment al 1 Bandaranayake Hema oe Research Botany 2 Zay Katalin Research AsstTech 4 Pathology 3 Hu Qiang Research Associate Il Pharmacology Therapeutics Click on results to add new Employee ID if no name matches applicant s name in the search Assign an employee ID to your new hire by filling in the boxes below and clicking on the Save button Your new employee ID will appear on the next screen If you are unable to find an exact job title match select the closest match The correct job title will be assigned upon data entry of the appointment form Last name Firstname Browne Steven g Smith John SIN Date of Birth 1957 06 02 Campus VCVR Q Vancouver C Position is unpaid VP Faculty eRecruit Training Faculty Department eRecruiting Training Dept Empl Grp Faculty BOG Appointees FA Job Family Regular BURG10 Assoc Professor tenure Save _ Cancel All fields should auto populate for you from data already supplied in previous recruiting steps Complete any missing fields Click on 72 _ button Page 104 of 120 Confirmation of new Employee ID Click on Return to Prepare for Hire New Employee ID successfully created Employee Name Browne Steven Department eRecruiting Training Dept EmpliD 1775464 Return to Prepare for Hire Complete required fields in Employee Personal Information page Page 105 of 120
82. nd View Applicant Attachments Select the buttons to add or delete checklist items Page 97 of 120 4 12 Manage and View Applicant Attachments Use the Applicant Attachments page to upload documents required for the Job Offer Hire Job Opening Need Help Job ID 14065 Location Vancouver Point Grey Campus Classification Title Admin Assistant 3 Employment Group Exec Admin non union clerical Business title Administrative Assistant 3 Job Family Secretarial Non Union Department UBC IT Administrative Office Hiring Range 39 471 00 43 856 00 Full Part Time Full Time FTE 1 000000 Desired Start Date 2012 10 01 Level Ongoing Yes Job End Date Possibility of Extension No Funding Type Self Funded Other Closing Date 2012 09 27 Available Openings 1 Select 6 Applicant Attachments Manage Applicants Interview Schedule JobOpening Details Add New Applicant Download Applicant List Manage Applicants Display All v Shortlisting Rules amp Guidelines Applicants Customize Find 8 a Applicant Name ID Se Retatonshi Disposition Resume CV Last Updated Take Action E Yes p 71918 ran Applicant Routesist B pa Select Action Select Action E unk punata 71775 Curent M amp P AAPS Routersst ees 4 Route Short List Applicarf 2 Decline Applicant 3 Manage Interviews 4 Prepare Job Offer Se ee ei ADoCant Alla ent 7 Prepare For Hire Email Applicant 1 5 of 5
83. ned ensure your document s are submitted in portrait mode avoid margins which exceed one inch and avoid manual formatting 2 Provide work experience and education if not in your Resume CV 3 Provide information on whether you have previously worked at UBC and your immigration status 4 Submit your application Once you ve submitted your application you will not be able to alter your application Upload your Resume CV Package Upload a new resume CV Accepted file types doc docx pdf Return to Previous Page Page 41 of 120 Clicking on Upload a new resume CV brings you to the following page Upload Resume CV amp Supporting Documents Upload your application documents by clicking on the Add Attachment link below Multiple documents Resume CV cover letter other supporting application documents may be uploaded Each attachment you upload must not exceed 12 megabytes in size and the file name must not exceed 64 characters in length By clicking on Continue the system will merge and convert your documents in to one single PDF document Documents will be merged in the order listed No attachment has been uploaded to this applicants profile Accepted file types doc docx pdf Add Attachment Continue to Next Step 4 j t E Previous Page Upload all documents attachments which make up you complete resume package resume CV cover letter etc Continue to click
84. nt discipline Minimum oftwo years experience or the equivalent combination of education and experience Experience working in an academic setting with knowledge of University policies and protocol an asset Ability to communicate effectively verbally and in writing Bilingualism in English and French is a major asset with reading comprehension in both languages required Ability to exercise tact and discretion Effective problem resolution analytical and organizational skills Ability to maintain accuracy and attention to detail UBC hires on the basis of merit and is committed to employment equity All qualified persons are encouraged to apply We especially welcome applications from members of visible minority groups women Aboriginal persons persons with disabilities persons of minority sexual orientations and gender identities and others with the skills and knowledge to engage productively with diverse communities Canadians and permanentresidents of Canada will be given priority Return to Previous Page Page 20 of 120 Submit Job Opening for Approval Before you can Save amp Submit a Job Opening for approval you need to first confirm the approvers Job Postings and Posting Periods Remove Date Postings Post Date at 0 00 Communications Officer 2013 03 14 2013 03 21 Ti Create New Job Posting Repost Click on REVIEW a AU T ARETUS E S Wir 2 roval Rank DeptAdm DeptAdm DeptAdm DeptAdm DeptAdm Faculty
85. nterview Schedule Interviewer Name 1261592 Q M Mouse a Interviewer ID Interview Date Interview Type Start Time End Time Location Add Interviewer Karen MacDonald Applicant Name Karen MacDonald ID 3656 Notify Interview Team What will this do Notify Applicant What will this do v Interview Schedule Interviewer Name 1261592 M Mouse 2009 03 15 3 Campus 11 00AM 12 00PM General i Interviewer ID Interview Date Interview Type Start Time EndTime Location Add Interviewer Linda Fung Applicant Name Linda Fung ID 3657 Notify Interview Team Whatwill this do Notify Applicant What will this do v Interview Schedule Interviewer Interviewer ID Interview Date Interview Type Start Time EndTime Location 1261592 Q M Mouse 2009 03 15 Campus 1 00PM 2 00PM General il Add Interviewer _Cancel Return to Previous Page Imeoe 137 Page 81 of 120 Interview Team members you designated in your Job Opening can review Interview Schedules as soon as you schedule interviews in the system Interview team members use a self service page to review Interview Schedules Navigation HRMS Self Service gt myRecruitment gt Interview Schedule myRecruitment Review Applications View applications where you are identified as part of an interview team interview Schedule edule where you are identified as part of an interview team An interview schedule will appear for each job openin
86. of 120 3 1 4 Upload your resume or CV The first step of the application process asks how you d like to proceed with your resume CV submission Apply Now Choose Resume CV The personal information you provide through the UBC online recruiting software is collected pursuant to Section 26 of the Freedom of Information and Protection of Privacy Act RSBC 1996 c 165 FIPPA The required personal information is collected for the purposes of supporting and evaluating your application for employment with UBC and for aggregate statistical purposes The personal information will be used retained and only disclosed by UBC in accordance with FIPPA lf you have any questions about the collection of information please contact Human Resources by Email or by phone at 604 822 9111 IMPORTANT INSTRUCTIONS ON USING THIS SITE Avoid using the browser s back button as it may have unpredictable results To cancel an application mid way please use the Return to Previous Page or Close Application buttons Use Save for Later if you want to complete an application at a later time Please follow all instructions to ensure the success of your application Your success is our priority STEPS 1 Upload cover letter Resume CV and any other supporting application documents Once submitted the system will merge each of your uploaded documents into one single PDF file Note to ensure formatting from your original documents is retai
87. ome and Resource Centre at www ubc ca welcome For more information on how we re building a better workplace visit our Focus on People website at www focusonpeople ubc ca To review your information click the following link mycareers adm ubc ca psc erecruit EMPLOYEE HRMS c HRS HRAM HRS CE GBL Page HRS CE HM PRE amp Action A amp Siteld 1 Es Image 97 Page 48 of 120 3 1 13 My Applications My Applications provides the applicant with information on the status of their application the ability to withdraw an application and to replace a resume CV My Applications w You have successfully submitted your job application My Applications Display applications from m _ Refresh First 4 Previous Next gt Last P gt Application Application Date Withdraw Application Human Resources Advisor Applied 2013 03 17 9 53AM Withdraw Application Application status will be updated to indicate progress i e applied interview position filled etc Applicants may withdraw their application at any time by clicking on the push button Applicants may also update their resume at any time by drilling into your application From the Careers Home page applicants can access their applications by clicking on the Applications hyperlink under My Career Tools 3 2 Careers Home This is the main page where applicants access job postings and tools to manage their application environment Careers Home JobSearc
88. on Add Attachment until all your individual documents are uploaded The system will prompt you to find and upload your documents after you click on Add Attachment Click on button to select and upload your file Page 42 of 120 Once you have selected a file to upload the page will be updated with the current set of uploaded documents You may continue to add additional documents by clicking on Add Another Attachment Upload Resume CV amp Supporting Documents Upload your application documents by clicking on the Add Attachment link below Multiple documents Resume CV cover letter other supporting application documents may be uploaded Each attachment you upload must not exceed 12 megabytes in size and the file name must not exceed 64 characters in length By clicking on Continue the system will merge and convert your documents in to one single PDF document Documents will be merged in the order listed Attachments Customize Find i File Name Resume docx r Add Another Accepted file types doc docx pdf r ey pee eee eee All documents uploaded will be merged into one single PDF document Ensure that the documents you ve uploaded appear in the order you d like them to appear in the final merged document i e cover letter first then resume CV Fa c lla q tr k Continue to N i Asaa a a aa Click on Click on OK to continue or Return to Previous Page once al
89. ons above In the case of full approval originator is informed of Approver s decision via email and Worklist entry is created Job Opening ID 14096 Professor tenure has been Approved mw et lt gee B Re a Extra line breaks in this message were removed Sent Tue 2 05 13 5 06 PM To ee Al a The following Job Opening has been approved Job Opening ID 14096 Posting Title Administrator Posting Date 06 Feb 2013 This posting will appear on the careers website on the posting date shown above The original posting date may have been auto adjusted by the system based on when the approval was submitted To point applicants directly to this job posting in newspaper ads periodicals etc use the following hyperlinks Staff job postings www staffcareers ubc ca xxxx xxxx Job Opening ID Faculty job postings www facultycareers ubc ca xxxx xxxx Job Opening ID Note that these direct links to the job posting will only function when the job posting is open To review this Job Opening use this link Worklist Item Approved Worklist for DEPTRECRUITER1 tarts att qtsveecescossscnscesescnseorsneny Detail View Approver Category v Work List Filters z Worklist From Date From Work Item Approver Category a 4 P 422 Wai 02 05 2013 Transaction a Job Opening ID 14096 Dept Approved ID MECH Union Cd BOG Page 26 of 120 Originator can access the Job Opening to review approval and any comm
90. or to signing on Don t have VPN Go here to download it Signon To See my T4 Apply for a job Change my preferred name s Submit expense claims Create or update a vendor Review my pay Review my benefits Access FMS authorized users Access HRMS authorized users Quicklinks UBC Faculty and Staff UBC Careers UBC Directory Home Sign out Tweets W Follow 8j UBC Public Affairs ubcnews 26m J News UBCLibrary acquires 13th century papal document ow ly KuPxw via UA_magazine pic twitter com ziQqyWD9IM Tweet to ubcnews Tweets W Follow 6 10 UBC FHSD Okanagan UBCFHSD ih J pete UBCO School of Nursing collaborate F with Interior_Health to create three short videos on NP integration news ok ubc ca hsd p 2865 t Retweeted by UBC Okanagan News Expand Tweet to ubconews Page 6 of 120 1 2 The Management Systems Portal Once logged into the Management System Portal select the Administrator Self Service tab to access the portal page alternatively you can click on the HRMS Live hyperlink from the Home tab or the HRMS Reporting hyperlink from the Applications tab if you wish to bypass the portal navigation page below THE UNIVERSITY OF BRITISH COLUMBIA Management Systems Portal Position Management Create new positions or search and copy existing ones Create Job Opening and Posting a bf initiate new Job Openings M LA Use an approved position to create a new job opening Set
91. or which you have access This will allow you to review the data and approve the form or perform other actions Image 2 Once in PeopleSoft you can choose to use the PeopleSoft Navigation Menu below or return to the Portal page to navigate to different areas within the recruitment process Position Management Menu Search gt My Favorites iy Position Management Add Update Position Info Delete Positions gt Recruitment eRecruit gt My Favorites gt Position Management Page 7 of 120 Page 8 of 120 2 Job Openings Postings 2 1 Create a Job Opening Navigation Recruitment gt New Job Openings Postings gt Create New Job Opening Posting 2 1 1 Search for a position All job openings are created using an approved position which includes a job description Enter the Position Number you wish to use to create your Job Opening Posting or if you don t know the code click on the magnifying glass amp for a list of valid values or search for it using the various search fields Campus VP Faculty Department etc Click on Sidhe Create New Job Opening Posting Page Complete all or some of the fields below and click on the Continue button Click on the magnifying glass to select from a list of valid values UBC Position Q OR Enter information in the following fields to locate the Position Number Campus VCVR Ql Vancouver VP Faculty ARTF Q Faculty o
92. r Sun 2013 03 22 gi 2013 03 24 gi Upload Ad e Posting Type Defines posting audience Internal External Applicants All UBC postings are open to internal and external applicants e Post Date First day posting will appear in UBC Careers website Defaults to the next calendar day to ensure postings are available to applicants for the full number of days in the posting period but may be changed to a future date Post dates will be automatically adjusted if Job Opening Posting approval is received after the Original post date For example you create a job opening March 1 post date is March 2 and you receive approval on March 3 The post date will be adjusted to March 4 the day following the approval e Remove Date First day posting will not appear in UBC Careers website i e removed at 0 00 on remove date Defaults to the posting close date based on the posting duration prescribed by the given employment group note that some employment groups do not have prescribed posting periods e Posting Duration System calculates the posting duration in calendar days as well as business days excluding public holidays e Upload Publication Ad Upload a scanned version of your publication ad Click on the garbage can to delete it Posting dates are based on a 24 hour clock Posting first appears on UBC Careers at 0 00 on the Post Date specified Postings are removed from UBC Careers at 0 00 on Remove Date specified
93. reated By Kathy Hansen x Salary Range Minimum Midpoint Maximum 21 640000 24 040000 26 450000 151 810000 168 680000 185 540000 3289 250 3654 670 4020 080 39471 000 43856 000 48241 000 Appointment Start Date 2012 04 01 Appointment End Date Ongoing V Job Offer Components Component Total Offer Amount Currency Frequency Monthly Salary 3600 000000 CAD Monthly Is this job offer an extension of a current term position Special Earnings ad Foreign Worker Not Applicable Y Generate Offer Letters z Select Letter Type Staff amp Faculty Letters Generate Offer Letter oa Originator Comments for your approvers or general comments Added By Last Updated By Add Another Comment Previous Comment Next Comment Funding Details Prior to submitting your offer for approval you may be required to provide your approver with additional supporting documentation ie Work Permit for foreign workers copy of SIN card Funding Transfer form etc in order to do this click on Save for Later below and then Return to Previous Page in order to return to the main Manage Applicants page Select 6 Applicant Attachments in the Take Action pull down menu When done select the DraftOffer disposition for your applicant to reaccess this page Click on the Edit Offer button to modify or finalize offer details and submit for approval Page 91 of 120 Ensure you enter all fields
94. rial for a policy audience and potentially for media releases Produce daily news items on relevant topics and a quarterly newsletter including content and layout Manage email list using judgement to ensure appropriateness of announcements Market and promote the network s programs and opportunities including development of materials and identifying suitable target audiences Actas media liaison facilitating interactions between researchers and media Website Participate in the development of a new website providing input on design and drafting content Liaise with researchers across the country to develop rules and operationalize a virtual library This will involve working with research assistants across the country Ensure that the content on the website remains current Operations Responsible for coordinating and drafting annual reports Liaise with researchers and government officials using tact diplomacy and discretion Evaluate effectiveness of procedures and suggest improvements Perform other related duties as required Internal and External Supervision Received Superision Received The position will work with the Senior Project Coordinator under general direction of UBC Co Director Canadian Network for Research on Terrorism Security and Society TSAS Must be self directed taking initiative working within established policies procedures and standards Work will be reviewed against task obje
95. riods Remove Date Postings Post Date at0 00 at 0 00 Admin Assistant 3 2013 02 25 2013 02 25 Admin Assistant 3 Repost 2013 03 15 2013 03 22 Create New Job Posting Repost Page 32 of 120 2 4 Cancel a Job Posting To remove or cancel a job posting navigate to Manage Applicants and Openings Open your Job Opening and click on the Job Opening Details link Go to the Job Postings and Posting Periods section at the bottom of the page and click on the job title under the Postings heading to be taken to the Job Opening Posting information page Scroll down to the Job Posting Destinations section To remove or cancel a job posting change the Remove Date of the posting to the same date as the Post Date This will remove the posting from the Careers site immediately Note If applicants have already applied for a posting which you are now cancelling you should inform them of such see section 4 10 Email Applicants Job Postings and Posting Periods Remove Date Postings Post Date at0 00 at 0 00 Admin Assistant 3 2013 02 25 2013 02 25 Create New Job Postina Repost Job Posting Destinations Customize Find First kI 1of1 Last Mea Remove Date at Posting Duration Calendar Posting Duration Destination Posting Type Post Date 0 00 days Working days UBC Careers Website InvExt 2013 02 25 2013 02 25 34 Add Posting Destinations Click on a S
96. rnings evening graveyards weekends and holidays UBC hires on the basis of merit and is committed to employment equity All qualified persons are encouraged to apply We especially welcome applications from members of visible minority groups women Aboriginal persons persons with disabilities persons of minority sexual orientations and gender identities and others with the skills and knowledge to engage productively with diverse communities Canadians and permanentresidents of Canada will be given priority Apply Now Return to Previous Page 8i After reviewing the posting they can save the job apply for the job or Return to Previous Page Saving the job will take you to the list of currently saved jobs Page 39 of 120 Complete your profile for new registrations If the applicant is newly registered on the site they may be asked to complete their profile before applying My Profile You can update your name address phone number and email here Changes made to your contact details on this page will be updated on all of the jobs you have applied to Member information User Name Sa ME ta SUE Password Change Password Preferred Method of contact Not Specified Legal Name as it appears on your Social Insurance Card or other Government identity Card Email Address Primary Email Type Primary Email Address Pre Peet ag oe Add Another Phone Number __ Sae Return to Previous Page Page 40
97. rofile Careers Faculty View faculty career opportunities for all campuses Search ads view application status maintain your contact profile currently Faculty of Science only Page 36 of 120 3 1 2 External applicants External Applicants log in to system via the Human Resources website at www hr ubc ca careers They can view and search for job postings but must register themselves in order to apply for jobs Job postings will appear in the lower portion of the page Basic Job Search Use your Email Address fo login Email Password Search Tips _Login Forgot your password Register Now First CU 4 58 of 58 L Last Job Information Select Open Date Close Date Job Title Job ID Employment Group Job Function Department Location E 2013 03 16 2013 03 22 Research Asst Tech 3 15184 pecpaucians amp Research trades Technical James Hogg ICAPTURE Vancouver Hospital Site E 2013 03 16 2013 03 22 Online amp Social Media Specialist 15141 e baie ecto thie lial jiane Ent Giay 2013 03 16 2013 03 29 Sone Ran C ote 14925 eestor in Rederivation Facility tare Masia 2013 03 16 2013 03 22 Associate Academic Advisor 15185 a aaa scsi cael gt Arts Academic Advising poled peta If an applicant has registered previously then they can login with the email and password they registered with Otherwise they will need to register by clicking on Register Now The following page will appear for them to enter their
98. rover see Manage and View Applicant Attachments Ensure that any documentation you want available to your approver is uploaded prior to submitting your offer Complete all required fields in Prepare Job Offer page and click on the _ Submit button If you have not already done so you may be asked to click on Review and Confirm Approvers to confirm the approvers for this transaction Review and Confirm Approvers Click on Review and Confirm Approvers and you will be presented with a list of approvers which have been determined by the rules entered into the Workflow Rules Repository for your department Approvers List lt Approval Rank eres User ID Name 1 DeptAdm Secondary Sst apn My mpri 7 sirt 1 DeptAdm Primary Dm raw Sige dees ETTE TT 2 FMS SanAut Primary t 2 be psihe Find View All Ei First 4 1 3 of 3 gt Last Are these Approvers Steps correct Yes _ If Yes Dutton is not available for selection the system detected a problem with your departmental approvals _ No Click here to review departmental approval steps for this transaction Click here for help with approver errors appearing on this page Return Image 154 Page 92 of 120 If the list is correct confirm this by selecting Yes and click on o Rem a If the list is not correct select No and click on Return imn f Contact your department workflow admin to review and modify the rules that has been setup for your d
99. rs newts id ner wo ovenessme Pounsar Assessor temwewe FUNDING MONTHLY PAID marone BODE DRTC PDT Scan OES cant Paneer 2012 04 01 ee ee o 541000 G0000 323400 P 6 000 00 72 000 00 SUBMISSION INFO SUBMITED BY SUBMISSION DATE Page 108 of 120 Your Prepare for Hire has now been successfully submitted to Payroll Payroll will review the information submitted contact you if there are any problems and transfer the data to HRMS You will receive a confirmation email from the system confirming that the data has been transferred to HRMS Please review the HRMS data after you receive the notification email to ensure all data was transferred correctly Spa oe Empt mae Tit s z Ey AnA y OUL PIS wa PA ra A rt Ai As LE A A T A Ypi hw Prepare For Hire Steven Browne Applicant ID TEN anal nforma b HHAHP Na AP a Pir Employee ID You have successfully submitted your Prepare for Hire to Payroll Preliminary Data Application Status Prepare for Hire Status Last Updated 2012 03 12 Job Opening 9783 Job Code BURG Business Unit UBC01 Department GEOG Start Date 2012 04 01 Date Applied 2012 03 12 Type of Hire Hire Employee ID Hire Comments Asst Professor tenure track Asst Professor tenure track UBC Vancouver Geography Applicant Ranking 41st choice Need help completing this Assign Verify Employee ID
100. s women Aboriginal persons persons with disabilities persons of minority sexual orientations and gender identities and others with the skills and knowledge to engage productively with diverse communities Canadians and permanent residents of Canada will be given priority Add Additional Wording Job Posting Destinations Customize Find gi Remove Date at Posting Duration Calendar Posting Duration Destination i Post Date 0 00 days Working days UBC Careers Website 2013 03 14 34 2013 03 21 3 7 5 Add Posting Destinations Page 16 of 120 Optional Introductory Wording Optional Introductory Wording First LU 4 of 4 L Last Visible Internal and External Description Type Introductory Wording Description ID Free Form Text Description This section is completely optional Any text can be added which will appear as the first paragraph in your job posting above the job description This is where Internal Riders notification statement can be added for non union positions Or if you re re posting your job opening for the purposes of accepting applicants responding to a positing advertised externally i e newspaper job board you can insert the External Ad text notification statement Important Spell check any text you enter using the icon Job Description Job Description Internal and External Job Description Job Description e The above box is representative of the 7 paragraphs
101. s are changed for the applicant What you See Applied Route Shortlist Interview Draft Offer Offer Pending Offer Approved Prepare for Hire Hired Withdrawn What the Applicant Sees Applied Reviewing Resumes Interview Applied Applied Applied Hired Hired Withdrawn Page 87 of 120 4 9 Email Applicants Similar to routing shortlisting managing interviews and declining applicants you can email individual or multiple applicants Job Opening E Job ID 9793 Location Vancouver Point Grey Campus Classification Title Admin Assistant3 Employment Group Exec Admin non union clerical Business title Admin Assistant 3 Job Family Secretarial Non Union Department Human Resources Hiring Range 39 471 00 43 856 00 Full Part Time Full Time FTE 4 000000 Email multiple applicants Desired Start Date 2071 12 01 Level Ongoing No Job End Date 2011 12 31 Possibility of Extension No REEE Type Budget Funded Email individual applicant Other Closing Date 2012 03 12 Available Openings 7 Manage Applicants Interview Schedule Job ing Details Download nt List Manage Applicants Display Al x Shortlistinag Rules amp Guidelines Applicant Prioritization Complete M Applicants Customize Find rst 1 8 of 8 Current Relationship Relationshi f No Beauchemin Marc 71833 External Applicant mfa P F E a Select Action Christy Suzanne 71934 Current Exec Admin acm Select Action
102. sOffice Geography Geography Geography Geography Geography Geography 2011 12 31 2011 12 31 2011 12 31 2011 12 31 2011 10 25 push button to see the original job posting 1 12 of 12 Last Email Me Closing Date vn im Apply 2012 03 30 2011 02 24 2011 02 27 A 2011 02 28 2012 12 30 2012 12 30 2012 12 30 2012 12 30 2012 12 30 2011 11 01 2012 12 30 2012 12 30 F Use the Email me when New Applicants Apply checkbox to turn on off email notifications you receive SE an interview team member as new applicants are routed to you for review Ensure you click on the you use this feature Page 73 of 120 Drilling into the Job Opening ID in the first page of the Review Applicants component displays this secondary page Review Applicants What do priority numbers mean Job Opening 5001 Open Date Having trouble opening Resume CY Attachments Posting Title FOR TESTING PURPOSES ONLY Closing Date Department Human Resources Open Selected Resume CV Download Applicant List Select All Deselect All Applicant List First 4 4 16 of 16 Last Applicant Name N aa en erm piper Open ResumelCV View Application ee E ii Smith Jane 39276 03 16 2010 External Applicant Y 99 Open Resume Cv View Application Vv 04 11 2012 8 56AM Smith Brent 39291 03 16 2010 External Applicant Y 99 V Open Resume CV View Application F Smith Jane 39276 03 16 2010 Exter
103. schedules for the applicant s selected Create a new interview schedule or update an existing schedule Click on Delete icon to remove corresponding interviewers Use the Add Interviewer hyperlink to add interviewers not defined within the Job Opening Posting Title Administrative Support 1 Gr1 Job Opening ID 5157 Job Opening Status Open Classification Title Administrative Support 1 Gr1 Job Code 285201 Business Unit UBC01 UBC Vancouver Closing Date 2009 03 05 Employment Group CUPE 2950 35 hrs wk FTE 1 000000 Department WXYZ eRecruiting Training Dept Job Family ADMX29 CUPE 2950 Administrative Suppt Job Description 00000251 Carole Jones Applicant Name Carole Jones ID 3654 E Notify interview Team What will this do E Notify Applicant What will this do v Interview Schedule Interview Date Interview Type Start Time EndTime Location 1261592 Q M Mouse 2009 03 15 J Campus 9 00AM 10 00AM General Ser Ti Add Interviewer Catherine Anderson Applicant Name Catherine Anderson ID 3244 Notify Interview Team What will this do Notify Applicant What will this do v Interview Schedule Interviewer ID ha Interview Date Interview Type StartTime EndTime Location 1261592 Q M Mouse 2009 03 15 3 Campus 10 00AM 11 00AM General il Add Interviewer John Smith Applicant Name John Smith ID 3638 F Notify interview Team What will this do Notify Applicant What will this do v i
104. son Applicant Name Catherine Anderson ID 3244 v interview Schedule Interviewer Name Interview Date Interview Type Start Time End Time M Mouse Campus 10 00AM 11 00AM Karen MacDonald Applicant Name Karen MacDonald ID v Interview Schedule interview Date Interview Type Start Time End Time 15 03 2009 Campus 11 00AM 12 00PM Linda Fung Location General Services Admin buildi ng Location General Location General Applicant Name Linda Fung ID 3657 v Interview Schedule interviewer Name Interview Date Interview Type Start Time End Time M Mouse 15 03 2009 Campus 1 00PM 2 00PM _ Cancel Return to Previous Page Location General Image 140 Page 83 of 120 4 7 Download Applicant List You may download a list of applicants along with key information about each applicant into an Excel spreadsheet Job Opening Job ID 9793 Location Vancouver Point Grey Campus Classification Title Admin Assistant 3 Employment Group Exec Admin non union clerical Business title Admin Assistant 3 Job Family Secretarial Non Union Department Human Resources Click here to download an applicant list into an Excel spreadsheet Hiring Range 39 477 00 43 856 00 Full Part Time Full Time FTE 1 000000 Desired Start Date 2011 12 01 Level Ongoing No Job End Date 2011 12 31 Possibility of Extension No Funding Type Budget Funded Other Closing Date 2012 03 12 Available Openings Manage Applic
105. soutecooqanemeaaanceeesacueeanacuocnnnuaeiene 63 4 1 Manage Applicants Page OVEMVICW siiiscccesanccussccciwsiavvoncosancenerannndounseusdevasesvaesnadudanwteesensunteveusvacesnansenssesnreeevenauuseues 64 AL NEN AGT ADICA ee EE 65 4 3 Applicant Priority Assignment Staff Job OPeNiNgS cccccsscccccsseccccessecceeesececceecceeeesecessueceseegeceetegsecesseneees 68 4A REVISIONS iienaa TA E 69 4 5 Reviewing Applicants Interview Selection Team cccccccccccccccscsssssssseeseecececccccscceseeeeuueeeeenseeeeeececeeseeeeeeeeeauaeegs 70 ASil ROUTING SHOPIISTINE ADDN CANIS cs cisvaviscicdsoceeeuanssgandeiesaadavnodonieieiedeatnnssiisdadesiniusssiniinbsiesaatereubsaidhiavtwnesdedoetussnns 70 4 5 2 Opening and Printing RESUMES CVS vbciccavnccstcinsapcisdunseataivbesacerncsessadehstessAssanabeiabesddctvesedbedebseensavamekoiseeecenewes 75 ASS VEWApPICIHON Dilasser Re 76 4 6 Schedule Interviews and Review Interview SCHECUIEC cccccccccsssssseeecccccesseeeseecccecceseuaeseeeeceeessaueueeeeeeeeesaags 77 Mee DO WINOS GPO DING AIC SU saser S eee 84 ao Dedine 4 6 ere 1 aoe enn ee ne ere area ne te A ene ee eee 86 AD 021181 9 a cena meee me nee neg err nT ea en eee eee 88 4 10 Makine an O Ue erase aane A casa sadrsasanabe iasecedaraticcicsnde R 90 4 11 Manage and View Applicant Checklists cccccccsssccccsssecccssececcensccccaesececeeeceeseuseceseuneceseuneceeeeneceesegesetsunsess 96 4 12 Manage and Vi
106. sport vehicle to destination and unloads Sets up and removes tables chairs floor coverings dividers decorations and other related equipment and furniture for all conference venues Services conference venues by supplying and placing water glasses table coverings demonstration materials supplies and other miscellaneous exhibit equipment as required Attends conference venues and facilities to monitor status and provide on site assistance to conference organizers and attendees Contacts Campus Security or RCMP if safety or security of persons event or facilities is in jeopardy Connects and operates simple audio visual and public address systems Performs minor clean up work in meeting rooms and common areas as required Supervision Received Works under general superision of Head House Staff who reports to the Housestaff Coordinator Supervision Given May assistin training of new House Staff Consequence of Error Judgement Determines sequence of duties and response to clientrequirements Inappropriate decisions may impair service delivery harm the reputation of Conferences and Accommodation or even jeopardize future working relationships with groups and clients Qualifications Ability to ride a bicycle Effective oral and written communication skills Ability to follow written and or verbal instructions and floor plans Ability to work independently or as part ofa team Ability to work a flexible schedule which may include mo
107. ternal Applicants Duty to Accommodate Internal Applicants Placements amp Recalls Internal Applicants Active CUPE 2950 A Internal Applicants Non CUPE 2950 and all external applicants and former employees CUPE 116 IUOE Postings Priority Group Internal Applicants Duty to Accommodate Internal Applicants Active CUPE 116 IUOE Union Code Department Code same as posting 3 Internal Applicants Active CUPE 116 IUOE Union Code same as posting Department Code and Recededtterentthanpostngs ue ee Posing Department code and 4 _ Internal Applicants NonCUPE116 IUOE S BCGEU UBCO Postings Priority Group All Other Postings Priority Group Internal Applicants Duty to Accommodate 99 All other applicants Page 68 of 120 4 4 Review Applicants From the 360 degree page drill into Applicant Names to view applicant data and attachments Click on the Resume icon if present to open the Resume attachment You may need to allow pop ups or adjust your internet security to enable file downloads see below Drill into Current Relationship with UBC values to view current employment information for internal applicants Click on Return to Applicant List link to return to the 360 degree page Job Opening Job ID 14056 Location Vancouver Point Grey Campus Classification Title General Clerk Employment Group CUPE 116 Cler Sec Bookstore Business title General Cl
108. the email notification or the PeopleSoft Worklist page Sample approval request email sent automatically to approver Approval is Requested for Job Opening 14095 Professor tenure Oty Ber Re ca Sent Tue 2 05 13 4 33 PM To ee amt A job opening has been created or updated in the Human Resources Management System HRMS Your approval is required Job Opening ID 14095 Posting Title Administrator To view this job opening click on the link below This link will bring you to your HRMS Worklist page The transaction will be listed under the Work Item column as an Approval Routing Approver s Worklist Worklist for we 22 Su Ans Detail View Approver Category Primary Approver X Work List Filters Approval Routing v Customize Find Date From Work Item Worked By Activity Approver Category Link ee Job Opening ID 14091 Dept 01 25 2013 Approval Routing Approval Workflow Primary Approver ID MECH Union Cd BOG Job Opening ID 14093 Dept 01 29 2013 Approval Routing Approval Workflow Primary Approver ID MECH Union Cd BOG a Job Opening ID 14095 Dept 02 05 2013 Approval Routing Approval Workflow Primary Approver ID MECH Union CA BOG Page 24 of 120 2 2 2 Approver enters approval or pushback Created By 5626315 9 dy Dette sey Date Opened 02 05 2013 Available Openings 1 Reference Names Contact information required from applicants What will this do Position 00032098 Business Unit
109. tically 7 Enable JavaScript V Enable Java Allowed Sites Pop ups OVX Fonts amp Colors You can specify which web sites are allowed to open pop up windows Type Default font Times l the exact address of the site you want to allow and then click Allow Address of web site Languages Choose your preferred Remove Site Remove All Sites Page 119 of 120 Question When try to open an attachment using Internet Explorer a new window appears briefly and then disappears Answer Adjust Internet Explorer security to allow downloads Internet Options 2 x Privacy Content Connections Programs Advanced Select a zone to view or change security settings Restricted sites Local intranet Trusted sites Internet ei This zone is for Internet websites except those listed in trusted and restricted zones Security Settings Internet Zone Security level for this zone Automatic prompting for file downloads Custom Custom settings laf File download To change the settings click Custa Disable To use the recommended settings Font download Disable Prompt Enable NET Framework setup Disable Enable Sy Microsoft VM _ T imi iili Takes effect after you restart Internet Explorer Reset custom settings Reset to Medium high default Lx J Image 190 Page 120 of 120
110. transferred the successful applicant s to HRMS NOTE Applicants changed to Decline disposition status will see Position Filled or Cancelled in their My Careers page Page 110 of 120 Page 111 of 120 Appendix 5 1 Worklist Navigation Worklist gt Worklist The worklist contains transactions that either require your approval or are present for notification purposes Note that you must only work on or approve transactions wherein you are the Primary Approver or were otherwise notified to work on a transaction Worklist for Aa 40D eet Adee Detail View Approver Category v Work List Filters rreren eon Customize Find View Al Date From Work Item Worked By Activity Approver Category Link Job Opening ID 14075 Dept ID HIST 11 22 2012 Approval Routing Approval Workflow Primary Approver Union Cd BOG es Job Opening ID 14074 Dept ID HIST 11 23 2012 Approval Routing Approval Workflow Primary Approver Union Cd BOG Position 00032095 Dept ID HIST ae TT AEN E P eA 01 17 2013 Approval Routing Approval Workflow Primary Approver Union Cd BOG Mark Worked j e Approver Category To help identify transactions you can filter them using the Approver Category drop down list Approver Category Primary Approver f Adhoc Approver Date From Notification Only Reviewer Secondary Proxy no 41 22 2012 i e Work Item Work List Filters You ca
111. uments i e signed offer letters copy of SIN card etc Prepare applicants for hire Send emails to applicants Review applicants current application Disposition status Job Opening im Job ID 9758 Location Vancouver Point Grey Campus Classification Title Service Worker Bldg Ops Employment Group CUPE 116 Service Techs Trades Business title Service Worker Building Operations Job Family Trades CUPE 116 Department Building Ops Custodial Hiring Range 33 828 00 35 676 00 Full Part Time Full Time FTE 1 000000 Desired Start Date 2011 03 14 Level Ongoing Yes Job End Date Possibility of Extension No Funding Type Budget Funded Other Closing Date 2012 03 11 Available Openings 1 Manage Applicants Interview Schedule Job Opening Details Add New Applicant Download nt List Shortlisting Rules amp Guidelines Applicant Prioritization Complete 5 y As Customize Find ti First 4 4 4 ofa L Last Cu rrent Relationship with UBC Disposition Resume CV Last Updated Take Action Wong David Curent CUPE 118 CUPE 116 Interview Iteniew 201202127 Select Action Beauchemin Marc 71833 Extermal Applicant Decine B gl Select Action 4 Yes Doe John Dasson 3227 FormerEmployee Employee Route SLst a ea SelectAdion Action hd cc a 4 Yes Smith Jane 71834 temal Applicant Applicant ee aT Select Action v SelectAll Desel
112. view Interview Interview Route Short Listed Route Short Listed Route Short Listed Route Short Listed Route Short Listed a a eS ey SS EE Se eS es ee 1234 Main Street Vancouver 1234 Main Street Mew Westminster 9341203 Street Langley 555 555 5555 555 555 5555 555 555 5555 555 555 0555 555 555 5555 444 444 4444 hoemail ube ca hoemail ube ca _demo2 uxs com _john doe email com noemail abe com hoemaill abe com noemail abe com hoemail ube ca B Not Indicated _ amp Not Indicated A Nlot Indicated _J Doctorate Academic l Master s Level Degree F 2 Year College Degree AcNlot Indicated _ amp Not Indicated Page 85 of 120 4 8 Decline Applicants Similar to shortlisting and managing interviews you can decline individual or multiple applicants This is an optional step The system will automatically set all unsuccessful applicants to the Decline disposition after you have hired your successful applicant via eRecruit Job Opening Job ID 9793 Location Vancouver Point Grey Campus Classification Title Admin Assistant 3 Employment Group Exec Admin non union clerical Business title Admin Assistant 3 Job Family Secretarial Non Union Department Human Resources Hiring Range 39 471 00 43 856 00 Full Part Time Full Time FTE 4 000000 Decline multiple applicants Desired Start Date 2071 12 07 Level Ongoing No Job End Date 2011 12 31 Poss
113. y Assoc Code REG Q Regular staff job openings Principal Subject 30900 Histo Taught a UBC Chair CHAIR Chair Start lt 201 1 01 01 E Chair End Date 2012 12 31 Funding Details Account and Compensation Begin Date 2012 04 01 End Date Earnings Speed es i Annualized Ref Cod Chart Account Description Mthly Hrly Monthly Only CWJB 541000 G0000 323400 6000 000000 72000 000000 Print Appointment Details Page 107 of 120 e Action Reason Select from the list of values Note that some Actions will not have Action Reasons associated with them or the Action Reason may be the same as the Action Full Part Time Click on Override button if value needs to be changed FTE Click on Override button if value needs to be changed Employee Class Click on Override Button if value needs to be changed Other Employment Details appears on Staff Job Openings only Check off any values as applicable Note that Account and Compensation section cannot be altered in the Prepare for Hire step If incorrect you must submit another offer with the correct funding information and re obtain approval Print Appointment Details Click on this link to produce an Appointment Information Submission report if a paper confirmation is required for your records THE UNIVERSITY OF BRITISH COLUMBIA eRECRUIT APPOINTMENT INFORMATION SUBMISSION EMPLOYEE ID NAME emo 134567 DETAILS OF EMPLOYMENT fou

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