Navigate to the Posting Requisition Form

1. Login to Unit4 ERP.
   
   
2. Navigate to the “Forms” heading in the Menu, select "Posting Requisition Form".
   
    
   You can also use the search box in the upper right corner to search the name of the form. 

3.

Completing the Posting Requisition Form

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

A - Select Hiring Manager*: Your name and employee ID will default as the Hiring Manager. If you are posting on behalf of someone else and are not the Hiring Manager, start typing in the name of the employee that is the Hiring Manager, press ‘tab’ once on their name. 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. 

B - Posting Date: Enter the desired date you’d like to have the posting go “Live”.

C - Closing Date: Enter the desired date you’d like the posting to “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. 

Note: If you need to look up your position, you can use the My Employees by Supervisor report. 

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.)

G - FTE*: Enter the percent (as an integer %) FTE 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%. 

H - Hrs/Week: This field is optional, but may be helpful in determining the FTE. Mainly used for on-call/relief/casual postings.

I - Location*: Enter the location the Campus this is based out of. If required to work across multiple locations, select “Other”. 

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. 

M - Reason for Posting*: 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 the expected start date for the new employee in this position.   

Q - Position End Date (if applicable): Enter the expected end date for this position. If ‘Regular’, leave this blank. 

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

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, 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 kick-off an intel agent to the Campus Manager. This will help to get the office/space set up before the employee begins their employment; items such as name plate, keys, chair, and office/space are all things that the campus manager can help with ahead of time.  

V - New Workstation Required?*: 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. 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. 

Once your posting successfully saves as a draft, you will see a “Success” pop-up. Within the pop-up is your Form ID (Mentioned above in step 3)

6. Click “OK” to clear the pop-up. 

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.

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

• •  Once you have uploaded your document, click Save to close the dialogue box.
  • Also, close the window that appeared for “Add a Document”. A way to double-check that your document attached, you will see the paper clip is now blue
  • Now that you are back on your “Posting Requisition Form”, click Save Draft one more time (just to be safe). 

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.

1. • If there are any major errors spotted within your posting that require you to edit, your Supervisor 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”. 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 Unit4 ERP, the Recruiter will integrate your draft over into Unit4 Recruit. 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.