Overview of Hiring Process

Steps1

STEP 1


REQUEST
Hiring manager completes request for position form & develops job description.
  1. Requisition Created/Approved: (Policy 102) Electronic form & job description received in employment. Information is entered into Recruiting System and recruiter is notified.

STEP 2


POST
HR support staff to post position in recruiting system & implement recruitment plan.
  1. Recruitment Review/Strategy: (Policy 105) Recruiter and hiring manager review position and determine recruitment strategy.
  2. Job Posted: (Policy 105) Recruiter posts job to job board.

STEP 3


RECRUIT
Recruiters review applicants & develop short list for managers to review in recruiting system.
  1. Candidates Apply: Candidates review available job postings and apply to job.
  2. HR Screenings: (Policies 111 & 606) Recruiter reviews, interviews and selects candiates to forward to hiring manager for consideration. Recruiters review internal candidate employee file to verify transfer eligibility

STEP 4


INTERVIEW/SCREEN
Hiring manager conducts interviews.
  1. Hiring Selection: (Policy 110) Hiring manager interviews and identifies a candidate for the position.

STEP 5


BACKGROUND CHECK
Employment conducts background check on selected candidate.
  1. Background Check: (Policy 101

STEP 6


OFFER/HIRE
Candidate extended offer and position closed in recuiting system.
  1. Offer: (policies 110 & 112) Candidate extended offer.
  2. Position Filled: Position is closed in recruiting system

STEP 7


ONBOARDING
OnBoarding system is being evaluated and is tentatively planned for rollout in summer/fall 2015.

Recruiting System Training

The Recruiting System is UAB's applicant tracking system.  It helps HR staff, Hiring Managers and collaborators oversee the recruitment process.

Click your Recruitment role to access resources specific to you:

Hiring Manager (Coming in February)
The Hiring Manager can view assigned requisitions and can change step and status for candidates up to the Interview completion step.

MGR Collaborator (Coming in February)
The MGR Collaborator can log in to the system and VIEW candidate information.  MGR Collaborators do not have the ability to modify the requisition or update a candidate’s step and status.

Internal Candidate (Coming in February)
The Internal candidate can log in to the system using their blazerid and password to access their employment profile.

Recruiter/Consultants (Coming in February)
The Recruiter/Consultant has administrative access in the Recruiting System for creating/managing requisitions, and candidate management for the requisitions assigned to their school or department.  Blazer ID and password required.

HR Support Staff (Coming in February)
HR Support Staff has access in the Recruiting System for reviewing and routing requisitions to the appropriate recruiter.  Blazer ID and password required.

Resources for Hiring Managers

Taleo Enterprise Recruiting system is more secure and will allow managers to receive up-to-date insights into candidates in one single location. Additionally, managers will be able to use their Blazer ID and password to log in.

Document Description
REQUISITION
Sorting by Source, Using Requisition and Candidate Filters Job Aid Instructions on how to use candidate quick filters.

CANDIDATE MANAGEMENT
Candidate Management Job Aid Instructions on how to navigate to move candidates through the CSW, change Steps/Status and perform disposition for multiple candidates.

Candidate File Management Job Aid Instructions on how to print a candidate file and add an attachment to candidate file.

Exporting Candidate List to Excel Instructions on how to export a candidate list to Microsoft Excel.


Sample of Automatic Correspondences

Email from HR to Hiring Manager


Additional Resources

Roles and Associated Permissions

Provides definitions about the roles and permissions and how to get access to the applicant tracking system.

Icon and Definitions

Provides definitions for the tools and icons in the system.

FAQs: Frequently Asked Questions

Provides general questions and answers about the applicant tracking system.

Candidate Selection Workflow Reference

Provides explanation on candidate selection workflow and understanding the step, status and reasons.

Tips and Reminders

Provides tips and reminders on system access, roles, browsers, job requistion management, and candidate management.

Web Browser Reset Instructions

Provides instructions for both Mac and PC users on how to reset web browser settings (i.e., clear browser cookies and cache).

Mac Users: Java Version Verification and Update Instructions

Provides instructions for Mac (Apple) users on how to verify and/or update the version of Java installed on their machine.

 

Training Information

Informational Sessions
Hands-on Training
In this hands-on session, you will learn the fundamentals for using the Recruiting System, which includes viewing the requisition, managing applicant resumes, candidate selection workflow and disposition, and the offer process.


Additional Information

For technical support, please submit an online ticket to AskIT or call 205-996-5555.

Recruiting System FAQs

Applicant Frequently Asked Questions

A) http://www.uab.edu/humanresources/home/careersTo begin the application process, please select a user name and password that you will easily remember. You will need your user name and password to apply for other positions or to check the status of your application the next time you visit the site. You will need to create an applicant profile.
A) You will be asked to provide personal information such as name, address, phone number, etc… You will also be asked to provide information about your education and previous employment, as well as contact information regarding your employment history, references and criminal background. Please gather this information before beginning the application.
A) Yes, applications are required of each person for each position they are applying. Any required information is denoted with an asterisk (*). However, the more information you provide, the easier it will be to effectively evaluate your skills, abilities and qualifications. Completing an online application ensures your qualifications and personal information will be documented and ensures accurate applicant tracking information for every position. Answers marked “see resume” are not acceptable.
A) UAB recently upgraded the system. During the upgrade, any applications that were not used to apply for a posting were lost. You may have to recreate your application when you are ready to apply for an open position the first time. After the initial application is created, it will be saved in the system for future use.
A) You will be able to submit a resume and a cover letter each time you apply for a position. There will be directions prompting you how and when to attach your resume. Please note that attaching a resume does not substitute for completing the application form.
A) Applications are required of each person applying for a position. It is likely that you may have acquired additional skills, experience and education since you originally applied that should be considered. In addition, completing an online application ensures your qualifications and personal information will be documented and ensures accurate applicant tracking information for every position. Any updates/changes that you need to make will be made on the application. Parsing technology is not 100% accurate, please be sure to check the information that you have on the application to ensure that it is correct.
A) You can save changes to each section of the application by either clicking the “Save as Draft” button to save and come back to finish at a later time or “Save and Continue” to progress to the next page.  Quit is also an option that deletes anything you have entered.  The system asks you to confirm that this is what you wish to do.  If you confirm, all information is lost and you will need to start over.
A) Yes; for example, you can copy and paste information directly into the appropriate fields in the application form.
A) For individual assistance, contact 205-934-5246 orvisit UAB Human Resourcesat 701 20th Street South, Birmingham, AL 35294 - Office 110.  Our office hours are Monday – Friday, 8 am to 5 pm. You mayalsoemail uabjobs@uab.edu withquestions relatingto theapplication process. UAB supports the employment and advancement of persons with disabilities.  Individuals with disabilities needing special assistance in any step of the application/employment process are invited to request such assistance from Recruitment Services personnel,.  IAB works in close coordination with the Alabama Department of Rehabilitation Services.  For more information regarding the employment of persons with disabilities, contact Sherri Moultrie at 205.979.9973.  You may also contact UAB Recruitment Services at 205.934.5246 during regular business hours.
A) Once completed applications are submitted you will receive a confirmation email. If you do not receive an email in your inbox, please check your “spam” folder. Once you have submitted the application you will see a pop-up screen that confirms you have successfully submitted your application.  You may also check the status under My JobPage and viewing the Submission Status.
A) You can log in using your user name and password. To the right of the Job Search tab, click the“My JobPage” tab. You will see the status of each position for which you applied under the Status column.
A) Click the Sign In link on the top right of the main career page.  Click either the “Forgot your username or password?” link. Follow instructions on the next screen to retrieve your user name and/or password. The system will automatically log you out after fifteen minutes of inactivity.

Subcategories