1 hr forum faculty recruiting in omni hr january 21, 2016

1

HR ForumFaculty Recruiting in OMNI HR

January 21, 2016

2

FLORIDA STATE UNIVERSITYOffice of Human Resources

Agenda

• HR Updates• Faculty Recruiting in OMNI HR• Feedback• Up Next• One-on-One Questions

3


HR Updates

Attendance & Leave• University Sick Leave Pool Open Enrollment:

February 1-19, 2016.

• Applications received in HR before February 1, 2016 or after February 19, 2016, will not be accepted.

• Additional information and forms are available on the HR website.

4


HR Updates

Equal Opportunity & Compliance• 2016 Labor Law Poster Updates

– http://floridajobs.org/docs/default-source/2016-minimum-wage-increases/poster-fl_minwage2016.pdf

– http://www.hr.fsu.edu/PDF/Publications/diversity/EEO_Statement.pdf

Employee & Labor Relations• Welcome Tonya Kelley, Assistant Director

(850) [email protected]

http://floridajobs.org/docs/default-source/2016-minimum-wage-increases/poster-fl_minwage2016.pdf



http://www.hr.fsu.edu/PDF/Publications/diversity/EEO_Statement.pdf


mailto:[email protected]

5


HR Updates

5th Annual Drug-Free Workplace Awareness Week Substance Abuse and the Workplace: #ABOVE THE INFLUENCE

(January 25-29)Monday,January 25, 2016

Drug-Free Workplace Awareness Facts

Drug-Free Workplace Awareness Week begins. Detailed information available at www.hr.fsu.edu.

Tuesday,January 26, 2016

CDL Drug and Alcohol Testing Training

This training is required for all CDL drivers and CDL supervisors. Held at the Training Center from 8:30–10:00 am for drivers, and 8:30 am–12:30 pm for supervisors.

Wednesday,January 27, 2016

Towards a Better Understanding of Substance Use Disorders

Jack Richardson returns to FSU to share his more than 35 years of experience in substance abuse and mental health counseling. Held at the Training Center from 1:30–3:30 pm *Registration required. (Course PDDFW4, Session 0003)

Thursday,January 28, 2016

ELR/EAP Information Sessions

Two informational seminars for Building Services employees at 8:30 am in Human Resources, Room 6224, and at 4:30 pm in Mendenhall A 101.

http://www.hr.fsu.edu/

6


HR Updates

Communications• Better know our website– Courtesy Appointments: http://hr.fsu.edu/?

page=edm/edm_courtesy_appointments

http://hr.fsu.edu/?page=edm/edm_courtesy_appointments

http://hr.fsu.edu/?page=edm/edm_courtesy_appointments

7


Faculty Recruiting in OMNI HR

April Smatt, Senior HR SpecialistChristine Conley, Associate Director

Kristen Hagen, Associate Director (CGE)Luciana Hornung, Assistant General Counsel

8


Agenda

• Myths & Tips

• Upcoming Modifications

• Reminders from HR

• Reminders from the Center for Global Engagement

9



Let’s start with some “True or False” scenarios!

1. The applicant pool is difficult to navigate in OMNI. True or False

10


Faculty Recruiting in OMNI HRAnswer: False. Tips: • The “Applicants” page is interactive and filters the

applicants into different status tabs for ease of review.

• To use the print application feature, one must have the FSU_SS_MANAGER or FSU_SEC_HR_QUERY_ALL role .

11



2. The system can be used to send correspondence directly to applicants. True or False

12


Faculty Recruiting in OMNI HRAnswer: True. Tips: Go to Search Job Openings > locate your post > Applicants page > Other Actions or Group Actions > Applicant Actions > click Send Correspondence to email applicants via OMNI.

13


Faculty Recruiting in OMNI HR3. When drafting external advertisements, I cannot provide the direct hyperlink to my OMNI post because the link is too long. True or False

14


Faculty Recruiting in OMNI HRAnswer: False. Tips: Step 1. Using the “Email to Friend” link found at the bottom of the advertisement from the Job Search page, obtain the URL > copy the URL.

15


Faculty Recruiting in OMNI HRTips: Step 2. Highlight the text in the external ad where the hyperlink should display > right click > click Hyperlink > paste URL in the address box > click OK.

16


Faculty Recruiting in OMNI HR4. You can use the same disposition code on more than one applicant in a pool to show why they fell out of consideration. True or False

17



Answer: True. Tips: • If the same disposition code applies to multiple applicants in

a pool, it’s okay to use the same code. Ensure the code chosen is most relevant to why the candidate fell out of consideration.

• After the applicants have been routed, run the following query to help the committee keep track of the disposition codes for the pool: FSU_ERS_DISP_CODE_REPORT.

• Try not to use the code “Did not Demonstrate a Match with Job Sought” on applicant records in the Review stage.

• The Applicant Disposition Matrix, found on the HR Website, provides examples of when to use the different codes.

http://hr.fsu.edu/PDF/publications/employment/Applicant%20Disposition%20Matrix.pdf

http://hr.fsu.edu/PDF/publications/employment/Applicant%20Disposition%20Matrix.pdf

18


Faculty Recruiting in OMNI HR5. The job offer entails multiple screens and is cumbersome to complete. True or False

19


Faculty Recruiting in OMNI HRAnswer: False.

Tips: Simply click on Prepare/View Job Offer from the Recruiting Actions to extend the job offer. The data entry is all on one page. Check the status of a job offer by the navigation above > Approvals tab.

20


Faculty Recruiting in OMNI HR6. The faculty application takes a long time to complete and is overly detailed. True or False?

21


Faculty Recruiting in OMNI HRAnswer: False. Tips: • The faculty template is a condensed application that only asks

for attachments, education level/details, the questionnaire, and self-ID info. Completing the faculty application is a rather quick and painless process.

• Additionally, with the 9.2 upgrade, the job search page has been enhanced, allowing applicants to tailor their job search.

• Self-Identify section collects all necessary EEO data, so there is no additional follow-up.

22


Additional Tips

• HR no longer screens Faculty pools.‒ The Recruiter automatically changes all applicants

from “Applied” to “Route” status for department review.

• New option to send CV attachments to departments via email when routing applicants.

• New posting descriptions for Faculty-Pay Plan, and How to Apply-Faculty Online Application Instructions.

23


Additional Tips Cont’d

• Visit the Faculty Recruitment page for a Faculty Job Posting Checklist, Appointment Checklists, and much more.

• Contingent Language re Background Checks: Include in Faculty Offer Letters. ‒ Screening must be completed prior to appointment in

OMNI (includes early provisioning).

http://hr.fsu.edu/?page=ers/ers_faculty_recruiting

24


Additional Tips Cont’d

• Send appointment paperwork ‒ for Advertised faculty positions to the

Assigned Employment Recruiter; ‒ for Unadvertised faculty positions to Andrea Zinker in

Employee Data Management.

• HR will work with departments to facilitate open rank position hires and multiple hires; both are possible through OMNI.

http://www.hr.fsu.edu/PDF/Analyst%20and%20Recruiter%20Departmental%20Assignments.pdf

25


Equal Opportunity and Compliance Reminders

• Be mindful of exclusionary wording in advertisements (e.g. race, age, gender, disability, etc.).

• All external advertisements must contain the full FSU EEO Tagline:

– An Equal Opportunity/Access/Affirmative Action/Pro Disabled & Veteran Employer.

• Additionally, if there is room, we recommend including:

– FSU’s Equal Opportunity Statement can be viewed at http://www.hr.fsu.edu/PDF/Publications/diversity/EEO_Statement.pdf.



26


Equal Opportunity and Compliance Reminders

• If the OMNI application Self-Identify section is NOT used to collect applicant EEO data:

– applicants must be individually sent the electronic or paper Applicant Information for Monitoring Affirmative Action Form (AA317) http://www.hr.fsu.edu/PDF/Forms/AffirmativeActionApplication_fill.pdf, AND

– a Faculty Applicant Flow Log http://hr.fsu.edu/pdf/forms/facflowlog_fill.pdf must be sent to HR with all applicant names and disposition codes.

http://www.hr.fsu.edu/PDF/Forms/AffirmativeActionApplication_fill.pdf



http://hr.fsu.edu/pdf/forms/facflowlog_fill.pdf

27


Upcoming Modifications

• Faster upload times & greater capacity for applicant attachments

• The ability for third parties to submit letters of recommendation via OMNI on behalf of faculty applicants (similar to Interfolio)

28


Required Faculty Paperwork

• Official Transcripts– Originals must be sent to Human Resources

• Curriculum Vitae• Offer Letter

• Contract

• 3 Letters of Recommendation

29


Early Provisioning

• Allows new faculty members the ability to gain access to new employee services before their first date of employment.

– Including: email, access to Blackboard, library access, and the FSU Card.

• The new appointment must be processed by Employee Data Management before the start date for an employee ID to be assigned. – All required paperwork must be complete and submitted to EDM

for the appointment to be processed.

30


Center for Global Engagement Reminders

• Be mindful of the following in advertisements:– Salary– Preferences– Experience

• Keep advertisements simple and only include essential information.

• Keep copies of all external advertisements as they appear in journals and screenshots of all advertisements on websites.

31


CGE Reminders Cont’d

• Keep track of the dates of all advertisements.

• OMNI recruiting could facilitate documenting the search for green card sponsorship purposes.

• Let Luciana Hornung or Kristen Hagen know as soon as an international candidate accepts an offer.

• Feel free to call if you have questions!

32


Key Contacts• Employment & Recruitment Services (advertised)

list of Assigned Employment Recruiters

• Employee Data Management (unadvertised)Andrea Zinker [email protected](850) 644-9641

• Center for Global EngagementLuciana Hornung Kristen HagenAssistant General Counsel Associate [email protected] [email protected] (850) 644-9549 (850) 644-9563







33


Feedback

34


Up Next

February HR Forum: Worker’s CompensationThursday February 18, 2016

Spring Department Representative MeetingWednesday, March 2, 2016

8:30 am-11:00 amCollege of Medicine

35


One-on-One QuestionsSection Representative

Attendance & Leave Lisa RosenthalBenefits/Retirement Leasa HowardCompensation Services Diane HamiltonDiversity & Inclusion Sandi AndersonEmployee & Labor Relations Michelle DouglasEmployee Data Management Andrea ZinkerEmployment & Recruitment Services Becky Maas & April SmattEqual Opportunity & Compliance Amber WagnerFacilities HR Shiffany RawlsFaculty Relations Danni Staats

Training & Organizational Development Sandra Dixon

1 hr forum faculty recruiting in omni hr january 21, 2016

Documents