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Preliminary data

Index » Job Description Library

Applies to: Recruiters | Advisory Services


General information

 

Module:

Manage Applicants

Page name:    

Prepare for Hire

Purpose:

The 3 tabs in this set of pages provide the recruiter with a last opportunity to make adjustments to the applicant data before it moves on to hire, and to add the SIN and birth date.

Primary user:

Recruiter

Workflow:

None on this page

Used for staff: 

Yes

Used for faculty:

Yes

 

 

Other helpful resources:

 

Field information:

Preliminary Data Tab

Field Name

Auto
Fill
User
Fill

 Description

Application Status

Y

 

Shows the current status/progress of the job opening through the hire process.  

Status Last Updated

Y

 

The last time the status was updated.

Job Opening

Y

 

The job opening ID number.

Job Code

Y

 

The job code associated with the job opening.  This defaulted from the job description.  For faculty job openings, there is an opportunity at the point of offer to adjust the job code.

Business unit

Y

 

This opening belongs to either Vancouver or the Okanagan.

Department

Y

 

Defaulted from the job description.

Start Date

Y

This carries forward from when the job opening was created.  However, it may be changed on this page according to negotiations with the applicant.

Date Applied

 

The date the applicant applied for this job opening.

Type of Hire

 

Y

Choose the type of hire applicable to this situation.  The system will provide you with a list according to whether it’s an internal or external hire.  in some cases there may be only one choice. 

Employee ID

Y

Y

If you are hiring an internal applicant, the employee ID will already be assigned.  Otherwise, you will need to assign an ID by clicking on the ‘Assign/Verify Employee ID’ link.  This link works the same way as the ‘Early ID’ feature in HRMS.  You search using the SIN and birth date to determine if the new hire has previously been assigned an employee ID number.  If so, you use it, if not, you assign a new ID here.

Hire Comments

 

Y

Type comments or special instructions that might be useful to Payroll when they process the hire.

Employee personal information tab

 

Field Name

Auto
Fill
User
Fill

 Description

Name

Y

Y

This information defaults from the applicant profile.  Ensure that it’s complete.  Update if not.

Address

Y

Y

This information defaults from the applicant profile.  Ensure that it’s complete.  Update if not.

Date of Birth

Y

 

Once the applicant has accepted the offer, obtain their date of birth.  Enter it here.  This information must be completed or you will not be permitted to submit the new hire.

Gender

 

Y

Once the applicant has accepted the offer, you can obtain their gender information.  Enter it here.  This information must be completed or you will not be permitted to submit the new hire.

Birth Country

Y

Y

Once the applicant has accepted the offer, obtain their country of birth.  Enter it here.  This information must be completed or you will not be permitted to submit the new hire.  It is used to analyze where our successful applicants were born and is used to direct marketing strategies.

Email Addresses

Y

This information defaults from the applicant profile.  Ensure that it’s complete.  Update if not.

Phone Numbers

Y

This information defaults from the applicant profile.  Ensure that it’s complete.  Update if not.

SIN

 

Y

Once the applicant has accepted the offer, obtain their SIN.  Enter it here.  This information must be completed or you will not be permitted to submit the new hire.  Scan the SIN card and upload it here. 

 

If this is a foreign hire, you must work with either Human resources or Faculty Relations to facilitate the Federal immigration process.  This involves the new hire getting a work permit, and eventually a SIN number. 

You will not be permitted to submit this hire until the SIN is obtained.  If this is the case, click the ‘Save for Later’ button so you don’t lose your work. 

Citizenship

 

You don’t need to complete this for Canadian citizens.

For foreign citizens, record the country of citizenship of your new hire, and their status in Canada.  Scan their passport and upload it here. 

Visa Permit

 

Y

You don’t need to complete this for Canadian citizens.

If your new hire has foreign citizenship, and through the immigration process, obtains a work permit or other similar document to work in Canada, scan and upload the document here.  

Work Permit Required   Y If a work permit is required, check this box on.

 

Appointment information tab

 

Field Name

Auto
Fill
User
Fill

 Description

Start Date

Y

 

Start date of the appointment.  This defaults from information on the Preliminary Data tab.

Termination Date

Y

If this is a term position, this field defaults from informaion provided when the job opening was created.  If this changed during negotiations with the new hire at time of offer, then adjust the termination date here.

 

This date represents the first day of termination status so is last day worked plus one day. 

Action

Y

 

Defaults from information you provided on the Preliminary Data tab.

Action Reason

 

Y

This field further refines the Action provided in the previous field.  For example, if the Action is hire, then this might be a new hire or an additional, concurrent job.

Campus

Y

 

Defaults from the job opening.  Shows whether this is a Vancouver or Okanagan job.

Department

Y    

 

Defaults from the job description.

Location

 

Defaults from the job description.

Employment Group

 

Defaults from the job description.

Job Family

Y

 

Defaults from the job description. 

Job Code

Y

 

Defaults from the job description.  For faculty positions, this field may have been altered at the time the offer was constructed.

Business Title Y       Defaults from the job description.
Pay Grade Y               Defaults from the job description.  Not applicable for some employment groups.
Step Y       Defaults from the job opening.  Not applicable for some employment groups.  For staff positions that have steps, th ejob opening defaults to step 1. There are various reasons that the hire might by at a tep higher than 1 (internal applicant already at a step higher than 1, etc.).  
Salary Level Y   Defaults from the job description.  Not applicable for most employment groups.
Full/Part Time Y Y Defaults from the job opening.  It can be overridden here by first clicking on the Override check-box.  This might be necessary if you posted a full-time position, but hired a part-time person.
FTE Y Y Defaults from the job opening.  It can be overridden here by first clicking on the Override check-box.  This might be necessary if you posted a 1 FTE position, but hired at a lower FTE.
Employee Class Y Y Normally defulted to blank.  Can bo overridden here by clicking on the Override check-box.  Used for CUPE 116, CUPE 2950 and BCGEU-OK hires only.  Used to identify sessional, seasonal, and leave replacement situations.  Check your coolective agreement to see when these conditions apply.
Term Type Y   Faculty only.  Defaults from the job description.  Identfies whether the position is tenured, term, without review, grant tenuerd, etc. 
Appointment Type Y   Faculty only.  Defaults from the job description.  Identifies whether the position is regular or sessional. 
Faculty Association Code       Y Faculty only.  Identify the new hire’s status in the Faculty Association.

 

Choose from one of the following 4 codes: 
REG – In Faculty Association, full-time, 1 yr appt or greater
PRN – In Faculty Assocaition, < 50% FTE or < 1 yr appt
PTF – In Faculty Association, >= 50% FTE and min 1 yr appt 
Non – Not in the Faculty Association

Do not use the following codes:
CHA – Charitable
EXM – Exempt (VPs and Deans only)
HLD – Hold outs
PRI – Reduced Workload
SES – Sessional
SUF – Sessional < 50% 

Principle Subject Taught       Y Select the Principle Subject Taught of the faculty member.  Choose from the list.  You can sort alphabetically by clicking on the Description column header in the list.
Previous Years in Rank   Y Complete a Previous Years in Rank form and forward to Faculty Relations.  Fill in the years in Rank in this field.  Applies to Tenure and Tenure Track appointments only.
UBC Chair       Y If the new faculty member is getting a Chair, provide the title of the Chair and the start and end dates.
Acting   Y Indicates if the hire is in an acting position, usually for a temporary promotion.
Reduced Workload   Y Indicates if this is a reduced workload appointment.
Retirement Option   Y  
Post Retirement Option    
Meals   Y For food services staff only, identify if this position is eligible for a meal allownace.
Funding Details Y   Defaulted fo mwhat was provided on the Offer page.  Since this information has been approved by your faculty/department, it can not be changed here.

 

Hyperlinks and buttons:

 

Field Name

 Description

Save and Submit

Click this button to save and submit your data once you have completed it.  If you have missed any required information you will be notified.  The hire will be routed to Payroll automatically.

Save for Later

Click this button if you wish to save the hire but are not finished, or don’t want to submit it to Payroll at this time.  You can return later to complete and submit.

Cancel

Click this button to return to the Manage Applicants list.  If you have not saved your opening/posting you will be prompted to make a decision to save or abandon.

Next         Click on this botton to proceed to the next tab.  The last tab does not have this button.
Print Appointment Details     Click on this button to generate an appointment summary page that looks very much like an appointment form.  If required, you can print this for employee files. 
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