A Guide to Faculty Recruitment and Hiring for Department Administrators

The UAB Faculty Recruitment & Hiring Process

Steps:

  1. Recruitment and Hiring
  2. Making the Appointment
  3. Onboarding your new hire

New to the faculty recruitment and hiring process at UAB? Or, do you want to refresh your knowledge about the faculty recruitment and hiring process and system?  This guide has been developed specifically for Personnel Generalists and Administrative Associates who manage the faculty recruitment and hiring processes for their academic units.

This toolkit also includes resources for those who approve UAB PeopleAdmin documents at the department and Deans Office-levels.  Please review and become familiar with this guide so that you can easily manage the hiring process for your unit.

Best Practices Guide

Intro to UAB PeopleAdmin

UAB uses a cloud-based system called UAB PeopleAdmin (UAB Faculty Jobs) to manage the university’s faculty recruitment and hiring process. Departments initiate the recruitment process by creating and submitting a position requisition; your candidates apply through the system, and you create the Offer packet – Hiring Proposal in UAB Faculty Jobs.

Approvals occur using automated workflows to move requisitions and hiring proposals from the initiator (department admin) to the department approver(s); Equity Advisor; ODEI; Dean’s Office, Faculty Affairs, Provost and President.

Getting Access to UAB PeopleAdmin

The most common access that is needed for a department administrator (Personnel Generalist or Administrative Associate) is the Search Chair/Hiring Manager user role in UAB PeopleAdmin. This allows the user to initiate requisitions and hiring proposals and, manage applicants during the search process. Please contact your WAM (Workflow Officer) to gain access to the system. You must be added as a user to access UAB PeopleAdmin.

Login

You will login to UAB PeopleAdmin using your BlazerID and password; your Single-Sign-On (SSO). The system can be access from the UAB Admin Systems Page, or from uab.peopleadmin.com/hr.

Dashboard

Once you login, you will land on your UAB PeopleAdmin dashboard. From here, you can navigate to requisitions, hiring proposals, candidate applications, and new faculty onboarding. The dashboard also includes the Inbox which lists any items that require your attention and the Watchlist where you can pin items that you want to access quickly.

Watch List

The Watch List is a system tool that allows you to pin or add requisitions and hiring proposals to your dash so that you can easily review the status of the item and where it is located in the approval process. This tool is located at the bottom of your dashboard. You can add and remove requisitions and hiring proposals from the list at any time.

How to Create and Submit Requisitions

How to Create and Submit Hiring Proposals

For Department Level and Deans Office Approvers

UAB PeopleAdmin Approvers Checklist - Requisitions

This checklist is provided to assist users who have the responsibility to review and approve UAB PeopleAdmin requisitions and hiring proposals. This includes dean’s office personnel, Equity Advisors, and department approvers. Please use the information here as a guide for reviewing and approving requisitions to ensure that fields are completed based on the chart below.

Requisition Data FieldsFull-time Faculty04 Irregular Faculty or CCIFull-time Temporary Faculty
School X X X
Department X X X
Title X X X
Rank X X X
Tenure Status X N/A X
Payroll Status X X X
Job Description (must adequately describe position’s job duties and responsibilities) X X X
Required Qualifications X X X
Preferred Qualifications X X X
Number of Vacancies X X X
Desired Start Date (if applicable)      
Position End Date (only if temporary position)   X X
Exception Reason X X X
Exception (Specific Reasons. Explain in detail.) X X X
How job responsibilities are currently being performed X X X
Open Date X X X
Advertising Sources X    
Drug Screen (If applicable)      
Graystone Advertising (If yes is checked, all fields in this section must be complete) X    
Approved Budget X X  
References Collection (Optional) X    
Documents Needed to Apply X    
Requisition Documents      
 Hiring Exception Supporting Documentation X X X
 Hiring Exception Approval Confirmation X X X
 Draft Advertisement Copy X    
 Recruitment Plan (if required by school/college) X    
Search Committee X    
Search Committee Demographics X    

UAB PeopleAdmin Approvers Checklist – Hiring Proposals

To complete the review and approval for UAB PeopleAdmin Hiring Proposals, please see the information below. Please review each hiring proposal to make sure that each field is complete based on the chart below.

Hiring Proposal Data FieldsFull-time FacultyAdjunct/04-IrregularFull-Time Temporary
Do you have an approved Hiring Suspension Exception from the Provost? (Must be Checked Yes) X X X
Full position string (number you enter in Oracle ACT doc) X X X
Assignment Category X X X
Actual Rank X X X
Is Faculty Candidate External to UAB? X N/A N/A
If yes, enter the university, company, or institution where candidate is coming from. X N/A N/A
Reason for Selecting Candidate X N/A N/A
Description of Recruitment of Process X N/A N/A
Efforts to attract minority, women and underrepresented candidates X N/A N/A
Actual Starting Salary X X X
Actual Start Date X X X
Supervisor BlazerID X X X
International Hire X N/A N/A
Immigration Status X X N/A
Job Code (Ex: A0136.Asst Professor) X X X
Full GL/GA Code (Ex: 3111272.000.213111272.447003000.0000) X X X
Work location X X X
ORG Number (Ex: 447003000) X X X
Salary Basis X X X
Campus Primary Address X X X
Hiring Proposal Documents:      
 EEO Report X N/A N/A*
 Hiring Exception Approval Confirmation X X X
 Offer Letter (Not Letter of Intent) X X X
 Advertisement Copies or tearsheets X N/A N/A*
 Appointment Action Summary Form (Professor or Associate Professor with tenure) X N/A N/A*

How to Search for Your Requisition

How to Search for Your Hiring Proposal

Approval Workflows

User Roles and Permissions

UAB Faculty Jobs (PeopleAdmin) User Roles

 

User Group Description Scope (Permissions)
Employee   None. Default role for anyone added to the system.
Sr. Vice Provost Sr. Vice Provost reviews all Requisitions and Hiring Proposals for the entire campus. Has access to review and approve Hiring Proposals and Requisitions.
Applicant Reviewer Applicant Reviewers are typically assigned to a specific requisition as needed. Can serve as back-up to search chair/hiring manager with view only access. (Can be full-time faculty members that are not SC members who need access to review candidates.) Personal Scope. Only has access to items that they are assigned can review requisitions and hiring proposals that they are assigned to. Access expires when requisition or hiring proposal expires.
Search Committee Member Search Committee members and search committee chair are assigned to a requisition. View candidates, make candidate review comments, access and review candidate materials; evaluate candidates if evaluation criterion is available.
Guest Users Users that are assigned to a requisition generally to serve on a faculty search committee; cannot be a UAB employee. Personal Scope. Guest users are assigned as needed. They can view, evaluate and comment on candidates. Their access expires once the requisition is filled.
Search Chair/Hiring Manager This user group typically manages the administrative role for a faculty search. Initiates requisitions and Hiring Proposals. Can move candidates in the workflow; email candidates; and update application information. Has access to requisitions and hiring proposals that they initiate.
Provost Final approval step for all Requisitions. Also approves hiring proposals when tenure and or professorship is included. Has access to review and approve Hiring Proposals and Requisitions. Requisitions automatically post to applicant portal after Provost approves. Reviews and approves Hiring Proposals if Associate Professor with tenure or Professor with/without tenure.
Faculty Affairs Provost Faculty Affairs staff Organizational Scope. Can access data for the entire campus. Manages administration role of system; which includes managing users; issuing system alerts and announcements. Owns the UAB Faculty Jobs System, and fulfills the HR function for the system.
Equity Advisors Assigned specific to each school to oversee the faculty recruitment and search process; assists faculty search committees around diversity and inclusion matters related to faculty searches and recruitment. Branch Scope. EAs can access all information for their college/school; including applicant information and EEO Reports. Can generate candidate reports, create hiring proposals; move and manage candidates.
Department Reviewer (Department Chairs) Typically department chair or designee has this role. This role can create requisitions; can view candidates and candidate materials for candidates in their department. Can view, edit, and approve Requisitions and Hiring Proposals; but, cannot manage or move candidates in the workflow.
Dean’s Office (Dean) The Dean, Dean’s designee and/or Dean’s Office administrators are assigned to this role. This user can review applicants; but, cannot manage or move candidates in the workflow. Reviews and approves requisitions and Hiring Proposals for entire college/school. Can initiate requisitions. Can access all requisitions and candidates for college/school.
Additional Department Reviewer/Division This user group approves requisitions and hiring proposals after the department reviewer. This role is only required for certain units. Can view and approve requisitions and hiring proposals assigned to you. This user only has access to items in their respective department(s)/unit(s).
Financial Reviewer This user group approves requisitions and hiring proposals after the search chair/hiring manager user initiates the document. This role is not required for all departments. Can view and approve requisitions and hiring proposals assigned to you. Financial Reviewer only has access to items in their respective college/school.
President The President’s role approves hiring proposals after the Provost approves. Reviews and approves all Hiring Proposals for Associate Professors with tenure or Professors with/without tenure.

Closing the Search in UAB PeopleAdmin

Once your faculty candidate accepts the offer of employment, you will need to close the search in UAB PeopleAdmin. This is an important step in the faculty hiring process to ensure that the search process has been accurately documented. The last step to close the search in UAB PeopleAdmin requires that you move all remaining candidates to a final workflow state such as INTERVIEWED/NOT HIRED AND NOT INTERVIEWED/NOT HIRED.

Frequently Asked Questions - for Administrators

1. How do I know if I have an item in UAB Faculty Jobs that needs my attention?

You will receive an email notification from This email address is being protected from spambots. You need JavaScript enabled to view it. each time a requisition or hiring proposal is moved to you for review and approval. Additionally, you can always login to the system, and check your InBox to see if there are items that need your attention.

2. I created a draft Requisition, but now I cannot locate it in PeopleAdmin?

If you have not yet submitted your Requisition for approval, it is most likely still in draft form. You can search for the items requisition or hiring proposal by clicking on “more search options” tab from the Requisitions screen; select “draft” from the workflow state list; and hit search. You should see a list of all draft requisitions.

3. I created a draft Hiring Proposal, but now I cannot locate it in PeopleAdmin?

If you have not yet submitted your Hiring Proposal for approval, it is most likely still in draft form. You can search for the hiring proposal by clicking on “more search options” tab from the Hiring Proposal screen; select “draft” from the workflow state list; and hit search. You should see a list of all draft hiring proposals.

4. I received an error message at the top of my screen when I attempt to submit a requisition or hiring proposal.

The “message bar” at the top of the screen will be red if an error has occurred when you attempted to submit an item the message bar will indicate which section of the requisition or hiring proposal form contains the error. Click on the section to make the necessary corrections; save and continue to next.

5. I cannot access the UAB Faculty Jobs System

Please confirm with the UAB Faculty Jobs (UAB PeopleAdmin) Team that you have been set-up as a User in UAB Faculty Jobs (UAB PeopleAdmin) by contacting us at This email address is being protected from spambots. You need JavaScript enabled to view it. or call 934-0513. If you are not currently listed as a “user” you may need to request to be added by your department WAM Workflow Officer.

6. How do I know when an applicant has applied for a faculty position?

There are two ways to know when applicants apply for a faculty requisition in your unit. A) if you are the hiring manager/search chair or search committee member, you will receive email notification each time an applicant applies; unless you opt-out of emails. Or, B) you should review your requisition(s) frequently to see if applicants have applied. Do so by click on the “requisitions tab”; then click on applicants from within the requisition to see a list of applicants.

7. I have more than one user role in PeopleAdmin (for example, I am an Affirmative Action Officer and Search Committee Member), how do I access my roles?

From the Home Page, click on the drop-down menu [just to the right of your name] to see all of your use roles. Click the role that you wish to work in, and the system will automatically refresh to give you access to the role you selected.

8. I would rather not receive emails for each candidate that applies in UAB Faculty Jobs.

You can opt of emails by changing email status in your User Profile in UAB Faculty Jobs (UAB PeopleAdmin). Login to the system, Click on My Profile, Click on Manage Emails to reveal a list of system emails. Select the emails that you wish to opt-out of.

9. How do I check the status of a requisition or hiring proposal that I have submitted for review and approval?

There are several ways that you can check the status of either a hiring proposal or requisition. From the Home Page, you can check the status by checking your “Watch List.” If you did not add the item to your “Watch List,” you can search for it by using the requisition number or department name, etc. as a search term.

Search panel

10. How do I add search committee members to a requisition?

If the requisition has already been posted, please contact the UAB Faculty Jobs team at This email address is being protected from spambots. You need JavaScript enabled to view it. or 205-934-0513; and the system administrator will add search committee members to the requisition for you. Please provide each search committee member’s Blazer ID and email address.

11. Do we have to solicit references in UAB Faculty Jobs (PeopleAdmin)?

The system offers a very efficient tool for collecting candidate references. Indicate during the requisition process if you will collect references using the online system selecting a maximum and minimum number of references needed. This will allow the candidate to include reference providers’ email addresses at the time they complete the faculty job application. You can choose at which point(s) in the process that you prefer to actually request references. For example, if you will only request references (letters of recommendation from candidates on the short-list, you can make “short list/further review in the system); and when candidates are moved to this status, the system will automatically send a request for a reference/letter of recommendation to the candidate’s reference providers.

References can be collected outside of the system, if that is the preference of the search committee/department. It is not a requirement to request references within the system.

12. Can I manually request references in UAB Faculty Jobs (PeopleAdmin)?

Yes. If the search committee prefers not to request and accept references through UAB Faculty Jobs (UAB PeopleAdmin); references can be collected outside of the system. Simply leave the “reference collection” fields blank on the position requisition. You can manually collect references in UAB PeopleAdmin as well. You can collect the names and e-mail addresses of the candidate’s reference providers; and then request the provider to provide the reference/letter of recommendation in PeopleAdmin at any time in the process.

13. How do I know when the Hiring Proposal is fully approved so that our department can extend an offer to the faculty candidate?

The Search Chair/Hiring Manager person(s) will receive an email notification when the Hiring Proposal has been fully-approved. The email will state that the HIRING PROPOSAL HAS MOVED TO THE STATUS OF EXTEND OFFER. At this point, please proceed with extending the offer to your candidate.

14. If I have question that I think should be added to the list of FAQs, how do I submit it?

Please submit your question to the UAB Faculty Jobs Team at This email address is being protected from spambots. You need JavaScript enabled to view it..