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eRecruit documentation: recruiter

Creating positions and postings

Recruiters have the most important role in the recruiting process. They are responsible for creating job positions and postings. They also manage the applicants by shortlisting, making offers, and initiating the hire process for successful applicants.

The Position Management System

This is the starting point for the posting process. A posting cannot take place unless the position is first placed in the Position Management system. The good news is that once the position is placed in the Position Management system, very little additional information is required to post it. So, in a way, all the hard work is done up front.

  • Once a position is created in Position Management, it can be used over and over again as a position becomes vacant over time.
  • Some positions need to be classified / approved by Human Resources (HR) or Faculty Relations (M&P, BCGEU, faculty). These descriptions will be automatically forwarded to HR or Faculty Relations, if this is the case. You will not be able to post these jobs until this approval is obtained.
  • The other positions do not need this classification / approval step and you can move to the Opening / Posting step immediately.
  • You have the option to use the Position Management system as a repository for all your positions, even ones you are not currently posting.

For more detailed information, see the eRecruit training material on Position Management.

Create openings and postings

This is the second step in the process. Once a position is created, an Opening / Posting can be created. You can use a position you have just created, or one created months or years in the past.

  • First, an opening is created. You do this by identifying which position you want to use.
  • Most of the information you need for an opening comes from the position, so there’s not much additional information to add (start / end dates of job, campus location, etc.).
  • Once the opening is created, you create the posting. Normally, an opening has just one posting. The posting is used to record the dates you want the posting to appear on the myCareers website. If you need to repost, then an opening can have two or several postings attached to it (but they are all for the same job).
  • Postings require approval by a departmental approver. The recruiter receives an email when the approver has processed the posting. If the posting is approved, it will appear on the website the following day.

For more detailed information, see the eRecruit training material on Job Openings and Postings.

Update openings and postings

Once an opening / posting is created, it can only be updated by using the Manage Applicants and Openings module.

  1. Open the Manage Applicants and Openings module.
  2. Enter the Job Opening ID of the opening you wish to update (or choose it from the list using the magnifying glass).
  3. On the main Job Opening page, locate the Job Opening Details hyperlink, and click it. The original opening / posting is displayed.
  4. Update the interview team and repost the job, as required.

For more detailed information, see the eRecruit training material on Job Openings and Postings.

Managing applicants

This is where you can see the electronic applications made to your postings. You can see whether applicants are internal versus external. You can access their resumes and other application information. This is where you will shortlist, set up interviews, and make offers.

  • Although you can see applications immediately, you cannot do much with them until the posting is closed. The one exception to this is faculty job openings. You can take action on any faculty job applicants at any time.
  • You can download applicant details into an Excel spreadsheet by clicking the Download Applicant List hyperlink.
  • The system will automatically prioritize your applications (staff job openings only).
  • For CUPE 2950 and CUPE 116 jobs, HR must first check that recalls and duty-to-accommodate applicants have been prioritized correctly. Even if the posting has closed, if HR has not done this step, your applicants will not be fully accessible to you.
  • You can then proceed to shortlist / route your applicants. You do not have to shortlist, but only shortlisted applicants will be available to your interview team (they can see them in self-service).
  • You can set up interviews. Again, you do not have to do this step. However, it is mandatory for Recalls (CUPE 2950).
  • You can make an offer. The system will auto-generate an offer letter and email it to you.
  • You can upload common applicant documents, such as signed offer letters, immigration documents, resumes you’re uploading on the applicant’s behalf, and reference letters (which your interview team members can see in self service).
  • You will need your departmental approver to approve an offer before you can proceed to hire an applicant. In some cases, (M&P where the offer is at or over the maximum salary for the range, faculty, internal CUPE 2950), the offer must be approved centrally by UBC HR or Faculty Relations.
  • The recruiter will receive an email regarding the status of the approval, once the approvers have finished.

For more detailed information, see the eRecruit training material on Manage Applicants and Openings.

Preparing an applicant for hire

This is the last step in the recruiting process. At this stage, you have made the offer and it’s been accepted. You enter any missing information such as the applicant’s birth date, social insurance number (SIN), gender, and applicant ranking (i.e., first, second, or third choice candidate).

  • If a signed offer letter is required (M&P, faculty), it must be scanned and uploaded into the system. If you don’t do this, the system will not let you complete the hire process.
  • If the new hire is foreign, then the system will not let you proceed unless you have uploaded a work permit.
  • All hires must have a SIN and birthdate.

For more information, see the eRecruit training material on Manage Applicants and Openings.

Updated July 2014
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