Berkeley Logo Human Resources, University of California, Berkeley

Site Map

·Home· About Us/
Contact		 ·Benefits· ·Careers· ·Compensation· ·Contracts· ·HRMS· Perf Mgt ·Policies· ·Resources· Staff Equity ·Training·

Human Resources Management System

Standard Job Requisition Process

The Standard Job Requisition process is used for recruitment of regular staff positions.

    Department Employment Services Applicant  
 

1. Create job requisition.  

 
2. Authorize job requisition.    
  3. Approve job requisition.  
    4. Apply for job.
  5. Screen and route applicants.  
 

Add or remove interview team members. Optional, Ongoing

Organize and batch print applicant resumes. Optional, Ongoing

6. Select applicants for interview.

Optional
Facilitate interview process.
Ongoing
View status of application, update contact information, receive email messages at each stage.		  
7. Interview summary.
 

8. Prepare maximum job offer.

 

Ongoing
View status of application, update contact information, receive email messages at each stage.

  
9. Authorize maximum job offer.
 
  
10. Record offer acceptance or rejection.
 
 
11. Hire applicant.
     

see icon key for above chart

Step 1. Create job requisition (Originator)

The Originator begins the process by creating the job requisition and submitting it to the Authorizer for online approval. The Standard Job Requisition includes the following pages:

To begin, click eRecruit Home and choose Create/Approve Job Requisition.

    1. On the Create/Approve Job Requisition search page, click Add a New Job Requisition.
    2. On the Choose Recruitment Template page, choose UCB Standard.

Page 1. Requisition Job Information

      1. Complete the Job Details. Type the value, or use the magnifying glass and Lookup to select from a list.
        • Department
        • Location
        • Job Title
        • Number Needed (Number of openings for this requisition)
        • FTE (Percent time of 1.0 Job FTE—NOT Budgeted FTE)
        • Background Check Required (Check the box to indicate)
        • Supervisor (Employee ID of the position's supervisor)
      2. Complete the posting Reason.
        • For a replacement, choose "Job/Position Vacated".
          If you choose "New Job/Position" or "Substantially Changed", a Compensation Analyst will review the requisition before posting, unless you indicate in the comments area (on the Submit page) that you have already obtained Comp approval.
      3. For Job/Position Vacated, click Add Name of Person Being Replaced and provide the name (Format: Last,First).
      4. Click Next at the bottom of the page.
     
Page 2. Requisition Authorization
    1. Complete the Authorization Details. Type the value, or use the magnifying glass and Lookup to select from a list.
      • Authorized by (Person in your department designated with the authority to approve this requisition)
      • Recruiter (Employment Services Recruiter to manage this requisition
    2. You may Save for Later, or click Next at the bottom of the page.
      3.  

Page 3. Minimum Job Requirements

    1. Complete the Minimum Requirements. Type the value, or use the magnifying glass and Lookup to select from a list.
      • Location
      • Appointment Type (Select from the dropdown list.)
      • For a 3-Limited appointment of 900 hours or less, check the 900 Hour Limit box.
      • Regular/Temporary
      • Desired Start Date
      • If temporary, indicate Start Date and End Date
      • Full-Time/Part-Time
      • Standard Number of Hours
      • Work Period
      • Travel Required (Check the box to indicate)
      • If travel is required, you may indicate Percent
    2. You may Save for Later, or click Next at the bottom of the page.

Page 4. Proposed Interview Team

  1. List the Proposed Interviewers for this recruitment. Include anyone who needs to review applicants in order to recommend which candidates to select for interview. All Proposed Interviewers are able to view all routed applicants online through eRecruit Self-Service. (Note: The Originator is listed as a Proposed Interviewer, even if not actually conducting interviews, in order to carry out steps later in the process.)
    • Click Add New Interviewer.
    • Type the name (Format: Last,First) or use magnifying glass and Lookup to select from a list.
    • To delete an Interviewer, click Remove.
  2. You may Save for Later, or click Next at the bottom of the page.

Page 5. Requisition Posting Information

  1. Type the position's Working Title to appear on the job posting.
  2. Add the four required Posting Descriptions: "Description" (position description), "Responsibilities" (duties of the position), "Requirements/Qualifications" (skills and experience needed for the position; type "Required" and "Desired" in the description text, if applicable), and "Salary" (a range, amount, or statement, such as "commensurate with experience"). You may use "Other" for additional information.
    • Click Add a New Posting Description.
    • Select a Description Type from the dropdown list.
    • Type the description in the textbox.
    • Click OK when finished.
    • To change a description, click Edit or Delete.
  3. You may Save for Later, or click Next at the bottom of the page.

 

Page 6. Requisition Posting Details

  • For Posting Duration, type the number of posting days (minimum 14 days), or check the Open Until Filled box.
  • To indicate that the position is for internal applicants only, check the Internal Posting Only box.
  • All Job Requisitions are posted online at www.jobs.berkeley.edu. To request additional advertising, click Add New Advertising Option and complete the information.
    • Select an Advertising Option from the dropdown list. (If "Other", provide the name.)
    • To change a selection, click Edit or Delete.
    • Indicate the Advertising Charge's Chartstring. Type the value, or use the magnifying glass and Lookup to select from a list.
  • You may Save for Later, or click Next at the bottom of the page.

    • Page 7. Requisition Summary

    1. Review the Requisition Summary. Use the scrollbar on the right to display all sections.
    2. Use the links to return to any sections and edit as necessary.
    3. You may Save for Later, or click Next at the bottom of the page.

    Page 8. Requisition Submission

    1. Enter a Comment, if appropriate.
    2. You may Save for Later, or click Submit for Approval at the bottom of the page.

    Back to top

    Step 2. Authorize job requisition (Authorizer)

    When the Originator submits the completed requisition, the Authorizer receives an email request for approval with instructions to access the requisition. The Authorizer reviews each page of the requisition, edits as necessary, and approves or denies. The Originator is notified of the Authorizer's action through email.

    If the Authorizer approves the requisition, the Recruiter is notified through email. If the Authorizer denies the requisition, the process ends. A denied requisition can be viewed but not reactivated.

    To begin, click eRecruit Home and choose Create/Approve Job Requisition.

      1. On the Create/Approve Job Requisition search page, click the requisition to review.
      2. Click Next at the bottom of each page and review the details of each section. See Create Job Requisition for a detailed description of how to edit each section.
      3. On the Requisition Submission page, click Approve or Deny.

    Step 3. Approve job requisition (Recruiter)
    Next, the Recruiter reviews the job posting. If the position is new or substantially changed, the Recruiter facilitates further review by a compensation analyst. When all review is complete, the Recruiter approves the requisition, and the posting is visible to applicants. The Originator is notified of the approval through email.

    Step 4. Apply for job (Applicant)
    Once a requisition is posted, applicants begin applying for the position. Applicants create an online profile in HRMS that includes contact information, job history, optional resume, and other details. Applicants can update contact information and view the status of their application at any time. Applicants also receive an email message upon application submission and at other key stages in the recruitment process.

    Step 5. Screen and route applicants (Recruiter)
    During the first two weeks a requisition is posted, the Recruiter addresses any SPC (Special Placement Consideration) candidates that HRMS has identified as having preferential rehire rights to the position due to layoff or medical separation. The Recruiter works directly with the department to review each SPC candidate one at a time, in order of consideration based on the terms of the contract.

    After the position has been posted for two weeks, and if no SPC candidate has filled the position, the Recruiter routes to the department all applicants for the position. The department may also arrange for the Recruiter to pre-screen the applicant pool and route only those candidates that meet minimum qualifications for the position.

    Add or remove interview team members (Originator) (optional, ongoing)

    After the first group of applicants has been routed, the Originator can add and remove interview committee members from the requisition as needed. Interviewers deleted from this page will no longer be able to view applicants in Employee Self-Service. Interviewers added to this page will be able to view applicants in Employee Self-Service.

    To begin, click eRecruit Home and choose Interview Team.

      1. On the Interview Team list page, click View Interviewers.
      2. To add an Interviewer, click the plus button. Type the name (Format: Last,First) or use the magnifying glass and Lookup to select from a list.
      3. To remove an Interviewer, click the minus button. Then click OK on the Delete Confirmation message.
      4. Click Save.
      5. Click OK to acknowledge the Save message.

    Organize and batch print applicant resumes(Originator) (optional, ongoing)

    Before going to Step 6, Select Applicant for Interview, the Originator should organize applicants on the Applicants Resume Batch Print page. On this page “My Status” values can be assigned to sort applicants into “Yes, No, Maybe” categories for easier processing, and resumes can be printed in batches.

    To begin, click eRecruit Home and choose Applicants Resume Batch Print.

      1. On the Applicant Resume Batch Print list page, click Select Applicants.
      2. To view and individual resume, click on the Applicant ID.
      3. To view all resumes and search for required qualifications, click the Prepare Resumes for Batch Printing checkbox, then click Open Resumes. A new browser window will open and your resumes will appear. You may print from the browser window, or you may search for skills using the browser’s “Find” function from the “Edit” menu.
      4. To assign a “My Status,” choose from the drop-down list.
      5. To organize applicants so that you see only those with certain statuses, use the choices in the Filter/Sort box. Click on the checkboxes next to the categories of applicants you do not wish to see, and then click Search/Refresh. Your page will only display the applicants with the remaining statuses. You may also sort your applicants according to My Status, Route Date, etc. using the Sort drop-down at the top of the box.
      6. To limit the applicants you print, use the filter/sort functionality to remove from view those applicants you do not wish to batch print. You may further customize the batch print group by clicking the checkbox in the column labeled Print on the applicant list, for any applicant you do not wish to include. When you see only those applicants that you wish to print, click the Prepare Resumes for Batch Printing checkbox and then click Batch Print.
      7. You may undo any filtering or sorting you have applied at any time by clicking Reset Page.
      8. Any “My Statuses” you assign on this page and save will display on the Select Applicants for Interview page. You may change “My Status” values at any time.
      9. Click Save.

    Step 6. Select applicants for interview (Originator)
    When the first non-SPC application is routed, the Originator receives an email message, but the Originator should continue checking for routed applicants until the day after the posting has closed. Proposed Interviewers may review routed applicants online in order to recommend which candidates to select for interview, by clicking Jobs in eRecruit Self-Service, and choosing View Applicants.

    After the applicant review process is complete, the Originator selects the candidates to interview. (Note: This step is only available when at least one applicant for the requisition is in "Routed" status. However, applicants may always be viewed using the link called Requisition Status.) The Originator may assign “My Status” values to applicants on the Applicant Resume Batch Print page before beginning work on this page. “My Statuses” assigned on that page will display on this one. Prior to changing an applicant’s status on this page the Originator may use the filtering function to show only those applicants with a particular “My Status,” in order to reduce the risk of errors. For example, before deselecting applicants, filter out all but those assigned a “My Status” of “No.”

    To begin, click eRecruit Home and choose Select Applicants for Interview.

      1. On the Select Applicant for Interview page, click Select Applicants.
      2. Click an applicant name to view applicant details and resume.
      3. Before changing the applicant’s disposition in the Response column, you may filter your applicants to display only those with the corresponding “My Status.” For example, before deselecting applicants, filter out all but those assigned a “My Status” of “No.”
      4. For each applicant, select a disposition Response from the dropdown list. If "Deselected", indicate the Reason for deselection.
      5. Click Save.
      6. Click OK to acknowledge the Save message.

    Back to top

     

    Step 7. Interview summary (Originator)
    After the interviews have been completed and decisions have been made regarding the interviewed applicants, the Originator records the decisions on the Interview Summary page. Only one candidate per requisition opening may receive the disposition “Make Offer” and move to the next step in the process. If an applicant chooses not to be interviewed and withdraws from the pool, the disposition “Withdrawn” should be recorded, with a reason of “Declined.”

    To begin, click eRecruit Home and choose Interview Summary.

      1. On the Interview Summary page, click View Summary.
      2. From the dropdown list, choose your Status and Reason for each candidate. If "Deselected," indicate the Reason for deselection.
      3. Record the Interview Date
      4. Click Save.
      5. Click OK to acknowledge the Save message.

    Step 8. Prepare maximum job offer (Originator)
    Before making an actual offer to the candidate, the Originator prepares the maximum offer and submits it to the Authorizer for approval. The maximum offer is the highest salary amount that may be offered to the candidate, even though the actual offer may be lower than the maximum. When the Originator submits the offer for approval, the Authorizer receives an email request for approval with instructions to access the offer.

    To begin, click eRecruit Home and choose Prepare Job Offer.

    1. On the Prepare Job Offer page, click the applicant's name.
    2. Complete Component ("COMP" or compensation), Offer Amount, and Frequency.
    3. You may Save for Later, or click Submit.
    4. Click OK to acknowledge the Submit message.

    Back to top

    Step 9. Authorize maximum job offer (Authorizer)
    The Authorizer reviews the maximum job offer, and approves or denies. All offline departmental approval procedures apply and all approvals must be obtained and documented accordingly. In addition, the Authorizer should include comments in HRMS indicating exceptional approval has been obtained wherever needed.

    An approved offer makes the next step in the process available. The Employment Services recruiter is notified by email. If the offer is denied, the Originator may return to Step 10 and prepare a new maximum offer. The Originator receives an email message indicating the action taken.

    To begin, click eRecruit Home and choose Approve Offer.

    1. On the Approve Job Offer page, click the applicant's name.
    2. On the Approve Maximum Job Offer page, click Approve or Deny.
    3. If appropriate, include comments indicating exceptional approval has been obtained.
    4. Click OK to acknowledge the Submit message.

    Step 10. Record offer acceptance or rejection (Originator)
    When negotiations are complete and an offer accepted, the Originator records the acceptance and actual offer. If the candidate rejects the job offer, the Originator records the rejection and may prepare a new offer, or return to Step 9 to proceed with a new candidate.

    To begin, click eRecruit Home and choose Accept/Reject Offer.

      1. On the Accept/Reject Job Offer page, click the applicant's name.
      2. Select a Status Code from the dropdown list. If "Reject" is chosen, indicate the Reason for rejection.
      3. Enter the actual Offer Amount and Frequency.
      4. Click Submit.
      5. Click OK to acknowledge the Submit message.

    Step 11. Hire applicant (HR Administrator)
    When an offer acceptance is recorded, the HR Administrator receives an email message to process the Hire. If the candidate is a current UCB employee, the job action will be Transfer, Demotion, Promotion, or Add Concurrent Job. For a former UCB employee with a record in HRMS, the action will be Rehire. Refer to Hiring and Other Actions Using a Requisition (PDF) for details and instructions.

    If there are no more openings for that requisition upon completion of the Hire (or other job action), the requisition closes. All other candidates not in "Withdrawn" status are "Deselected" and notified through email.

    Back to top

    Back to top

    © UC Regents 1996 - 2007             Contact Human Resources