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Info
titlePurpose of Form

This form is to be used when a hiring manager is beginning the hiring process for an existing position. If the position does not exist, it will not be listed under the "Position Number" field in this form. The hiring manager must first complete the "Position Request and Change Form". All hiring managers will have access to this form. Please contact careers@selkirk.ca with any questions regarding this form. 


Info
titleWorkflow Summary

The Hiring Manager will enter all the details of the posting, attach the summary and description, then click Submit for approval.The form will follow workflow through all the required approvals (i.e. Supervisor, VP, and HR). Once the posting is fully approved, the HR Recruiter will integrate the posting from Unit4ERP over to the Unit4 Recruit system. Once the posting is ‘Live’ on the Careers site, the hiring manager will receive a confirmation email. The Hiring Manager will proceed with the Recruit process in Unit4 Recruit in the same way. Login to Unit4 Recruit, assign your Hiring Committee, review your candidates, and schedule your interviews. 

Table of Contents

Table of Contents


Info
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titleRelated Articles:

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Alert
titleTIPS & TRICKS
typeSuccess
  • Use the Tab button to navigate through the fields in this form.
  • If you are unsure of what to enter within a field box or would like to see all the available options, you can press your space bar to view a shortened list. For a complete list of options, click on the three dots located on the right-side of the field to open the Advanced Search. 
  • Anything marked with a red asterisk (*) is a mandatory field. 
  • At the bottom of the page, be sure to click on the correct button to Save as draft or Submit your forms. The blue "Clear” button may throw you off! 


Navigate to the Posting Requisition Form

  1. Login to Unit4 ERP.

  2. Navigate to
the “Forms” heading
  1. the Forms tab in the Menu
,
  1. and select
"
  1. Posting Requisition Form
"
  1. .

     
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    You can also use the search box in the upper right corner to
search 
  1. search the name of the form. 
3. Under

Completing the Posting Requisition Form

header, there is no requirement to enter a new Form ID. The "[NEW]" ID

FORM ID*: When the form is open, this is the first field you will see. This field automatically populatesas [NEW] which indicates that an auto generated number will be created. You do not need to enter anything here.

4. Posting Requisition Form tab - 

  

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A - Select Hiring Manager*: Your name and employee ID will default as the Hiring Manager. If you

need to change the name, simply

are posting on behalf of someone else and are not the Hiring Manager, enter the name of the employee

to be

that is the Hiring Manager.

You

You can use the type-ahead functionality to

enter the last name, "Smith", or the first name "Jennifer". Posting Date - enter the date you'd

find the Hiring Manager's name. Once the name appears, press ‘tab’ to select and move to the next box.  If you're unsure of the exact spelling, you can select the 3 dots to the right of the search box and it will open an advanced search option. 

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Use the fields in this box to identify the details of the posting as follows:

B - Posting Date: Enter the desired date you’d like to have the posting

up on job boards

go “Live”.

C - Closing Date

- enter

: Enter the desired date

you'd

you’d like the posting to

close.Position Number* - using type-ahead function, search the name of the position that you are posting

“Close” (no longer be open for applications)

Note: All postings must be up for a minimum of 7 days, postings will come down at 11:59pm on the closing date

D - Position Number*: If you know the number type it in, or start typing in the name of the position. You can use the ‘Advanced Search’ by clicking on the 3 dots. If there are multiple results with the same name, ensure you are choosing the correct position number.

You can find more information on how to choose the correct position at Position Maintenance (Department Level). 
  • Hiring Manager will default to you.
  • Employment Group* - using type-ahead function, search the employment group that is applicable.
    • Appointment Type* - select

    Info
    titleCan't find your position number?
    • If you are posting for a NEW position, you must get approval first. Go to the directions for Position Request and Change Form and follow the directions to get your position approved. 
    • If you are posting for an EXISTING position, you can use the My Employees by Supervisor report to look up the position number.

    E - Employment Group*: Enter the correct employment group that the position falls under. *Hint* press the space bar to view all options.

    F - Appointment Type*: Select the appropriate appointment type (regular, temporary, etc.)


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    G -FTE*

    - enter the % FTE for the contract.

    : Enter the percent FTE (as an integer %) for the position (100.00 is a full-time FTE). If there is no FTE (on-call/relief/casual) you can leave the FTE at 0%.   You can also enter a range (ex. 80-100).

    H - Hrs/Week

    - this

    : This field is

    an optional field if it helps Recruitment Type* - Choose 'internal' to post to internal College employees, or 'internal/external' to post to internal College employees and the option to post on

    optional, but may be helpful in determining the FTE. Mainly used for on-call/relief/casual postings.

  • Location* - using type-ahead function, select the proper campus where work will be completed. Press space bar to see all options.
  • Department* - press space bar to see the list of departments (President's Office, Education, Student Services, or College Services)
  • Subdepartment* - press space bar to see the list of departments

    • I - Location*: Enter the location the Campus this is based out of. If required to work across multiple locations, select “Other” and list in the 'Additional notes'.

    J - Department*:Type in the ‘Department’ or press your space bar to view all options. The ‘Department’ you choose will pre-set the sub-department options in K. 

    K - Sub-Department*: Start typing the name or click on the drop-down for all options. If you are not seeing your ‘Sub-Department’, double check you have entered the correct ‘Department’ in J above. 

    L - Recruitment Type*: Choosing 'internal' will only post to internal College employees. If you choose 'internal/external' this will post for College employees as well as external job boards. 

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    M - Reason for Posting*

    - is this a new position or the replacement

    : Here you must specify if this is a ‘New Position’ or the ‘Replacement’ of someone in an existing position. Depending on the option you choose, it will pre-determine the options in the next form field. 

    N - Replacing Reason*: If you selected ‘New Position’, click the drop-down and select the only available option; ‘N/A’. If you selected ‘Replacement’ you will have a larger selection, choose the one that best fits the reasoning.

    O - Replacing Who?:Skip if this is a ‘New Position’. If this is a ‘Replacement’, start typing the name of the employee that this is replacing, click the 3 dots for an ‘Advanced Search’ if needed. 

    P - Position

    start date* - enter

    Start Date*: Enter the expected start date for the new employee in this position.   

    Q - Position End Date (if applicable): Enter the expected end date

    , if applicable -

    for this position. If ‘Regular’, leave this blank. 

  • Post on external job board? - If yes, you will see an additional box pop up to choose the external job board. Note that some sites charge for postings. 
    • Campus Manager Notified? -

    R - Post on External Site?: Do you want this posting be posted outside of the Selkirk Careers site? Select either ‘Yes’ or ‘No’.

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    S -Where to Post?: If you selected ‘Yes’ in the previous field, click the drop-down to view the options for commonly used external sites. If you do not see the site you want to post to, or you want to post to multiple sites, please make a note in the next field. 

    Note:  Some sites charge for postings, the recruiter will reach out and verify/get approval on the cost of the one you selected. 

    T - If Other, Where/Link?:If you have another site you would like to post to, please let us know here. 

    U - Notify Campus Manager?*: The Campus Manager needs to know if you are planning to post a position for a new employee or a new space. Selecting “Yes” will send a notification to the Campus Manager. This will help to get the office/space set up before the employee begins their employment

    . Items

    ; items such as name plate, keys, chair, and office/space are all things that the campus manager can help with ahead of time.

    You may still proceed with the posting requisition if you haven't completed this step yet.Additional details - to include any

      

    V - New Workstation Required?

    - yes/no

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    Alert
    titleTIPS & TRICKS
    typeWarning
  • If you are unsure of what to enter within a field box or would like to see all the available options, you can press your space bar to view a shortened list. For a larger volume, click on the three dots located on the right-side of the field box to open the ‘Advanced Search’. 
  • When you have selected an option within a field box, press ‘Tab’ rather than clicking out, this helps to populate the field and will save you a bit of time. 
  • Anything marked with a red asterisk (*) is a mandatory field. 
    • Be sure to click on the correct button when ‘Saving’ or ‘Submitting’ your forms. The blue “Clear” button may throw you off!

    *: Will the person awarded this position require a new laptop/computer be setup? If yes, please reach out to IT to get this started. 

    W - Additional details: Add and any additional notes relevant to the approvers of the posting.  

    5. Click, Submit form to send to your Supervisor for approval. 

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    iconfalse
    titleRelated Articles:

    Once you have completed all your required fields, click on the Save Draft button located in the menu at the bottom of your screen. If an error message occurs, this means there is either a mandatory field not completed or an incorrect format has been used (date/FTE). The field with the error will appear red. 

    After you've saved the form as a draft, you will see a “Success” pop-up, with the newly created Form ID (Mentioned above in step 3).  Click “OK”.

    Attach the Postings Summary & Description

    Use the last posting or job description for the position.  

    Note: Make sure you have saved this document with any of the changes you require prior to uploading. This document will be the information that the Recruiter will copy into your LIVE posting. 

      • To attach this, click on the Paper Clip, located near the top right of your screen, just below the “Search” box.

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      • This will open a new window. Click on Add Document. In the Add a document screen, click Upload and navigate to your working copy.

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      • Once you have uploaded your document, click Save to close the dialogue box, and then close the window.
      • If your document was uploaded and attached successfully the paper clip icon should now be highlighted blue: Image Added
      • Remember to click Save Draft after any changes!

    Submit for Approval and Posting to Recruit

    1. To recall a posting that you previously saved, go to My Posting Requisitions (Manager) and follow the directions to find your posting. 
    2. If the posting form is complete, and the Posting Summary and Description are attached, you are ready to submit your form for approval! At the bottom of your screen, click on the Submit form button. This will then send your posting through the approval process.

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      • If there are any major errors spotted within your posting that require you to edit, your Supervisor and HR will have the option to “Reject” your posting. This means it will then come straight back to you for editing. 
        • Note: When you go in to edit your posting, you will see a “Workflow log” near the top of the form. This log shows who has approved/rejected your posting and can contain their comments as to why 
      • Address the comments, make any necessary changes, and re-submit for approval. 
    2. Once the Posting Requisition Form has been fully approved in Unit4ERP, the Recruiter will integrate your draft over into Unit4Recruit. When the Recruiter posts your posting to the Unit4 Recruit site, you will be notified via email. 


    Posting is Live 

    Now that your posting has been fully approved and is “Live” on the Careers site: 

    1. Login to your Unit4 Recruit account 
    1. Add your Hiring Committee.
    1. Setup your interviews as needed.