peopleadmin quick hire reference guide quick hire process

Rev. 03/01/2021

PeopleAdmin Quick Hire Reference Guide

Quick Hire Process for New Hires (No Position Description) Adjunct Faculty/Temporary Staff/External Duals (No PD)

1. Go to https://uscjobs.sc.edu/hr/ to login to PeopleAdmin and begin your Quick Hire. To

login, click the SSO Authentication link as shown in the image below. Do not input your credentials in the fields noted in the image below because it will not let you sign in.

Once you click SSO Authentication, the familiar Central Authentication Service (CAS) screen is used to login to PeopleAdmin:

Once you have logged in, using the drop down menu under User Group in the right hand corner, change from Employee to Initiator.

Do not use this field. Use SSO Authentication. Do not use this field. Use SSO Authentication.

https://uscjobs.sc.edu/hr/

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2. Click on the Postings tab and choose “Adjunct/Temporary” to create a posting to hire an adjunct, temporary staff and/or an external dual.

3. Click “Create New Posting” in the upper right-hand corner.

4. A pop up will appear asking, “What would you like to use to create this new posting?” Click “Create from Classification.”

5. The next screen will have a list of all classification titles. Choose the classification title in

which you are hiring the adjunct faculty/temporary staff by clicking on the classification title. To find the classification title more quickly you may also enter the classification title in the search field and click Search. Please contact Human Resources if help is needed to choose a classification.

Use the Search feature to find the classification title.

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For this example, AA25: Administrative Specialist I is chosen.

6. Click “Create Posting from this Classification” in upper right-hand corner.

7. Enter the information for the position. Required information will be marked with an asterisk.

8. Verify the box is checked under “Online Applications.” It will automatically be selected when creating the posting.

You must click the title to begin the Posting.

Input Job Title Campus and College/Division should pre-populate

Use drop-down menu to select the Hiring Department

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9. Next, please choose the application form based on whether the Quick Hire is adjunct faculty or temporary staff. For the Quick Hire Applicant to apply, the initiator must choose the necessary application (even though there isn’t an asterisk).

Then click “Create New Posting” in bottom right-hand corner.

10. Once the posting is created, the information of the position will be the next section.

Complete the Posting Summary section.

Must choose (√) which application or applicant will not be able to apply.

Administrative Specialist

Upstate

Choose type of position from drop-down menu: -Adjunct Faculty -Temporary Staff -External Dual

Internal Title can be the classification title, advertised title, or the department’s internal title for this position. You may abbreviate if needed.

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Please continue to the next page of the guide.

Anything below 37.5 hours/week is considered part-time.

AA25

Choose the area of the job hire or choose Other

Include the Work Schedule or input TBD

Spartanburg

Amount of hours/week expected for the position

Input hourly rate if position is non-exempt.

Input salary amount if position is exempt.

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List minimum requirements for the job classification and preferred qualifications. Successful background check is required and if needed, a successful pre-employment drug screening as well.

A brief description of position including its purpose and main job duty.

Enter actual number of vacancies or “multiple vacancies” if more than 1 candidate will be hired from this posting.

HR Contact: Ashley Frech

864-503-5322

Enter name of the initiator and/or your own name.

The first day the applicant can apply. Date should be the same date that you created the posting.

The last day the applicant can apply. The internal posting will close after this date. The date can be the end of the current academic semester. Leave box unchecked.

Desired Start Date. Please keep in mind the necessary 2 week pre-employment process.

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11. Click “Save and Continue” to move to the Position Attributes screen.

12. If the position is a safety/security sensitive position or requires a CDL, select “Yes.” If not, select “No.”

If the position is essential during hazardous weather, select “Essential”. If not, select “Non-essential.”

13. Click “Save” to save the information.

14. After saving your data, select the Summary tab on the left hand side. Since this is a Quick

Hire, the other tabs may be skipped.

The Summary is the actual Quick Hire Posting that will be submitted for approval.

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15. As the initiator, hover over “Take Action on Posting” and submit the posting to the College/Division HR Contact for approval.

*Please note: Do not submit to Department HR Contact. 16. Once the Posting has been approved and moved to Quick Hire by the College/Division

HR Contact, a message will appear at the top of the screen with a link. Copy and paste the internal posting link into an email and send it to the candidate so they may access the posting and apply.

17. The applicant will use the internal link you’ve sent them to apply to the posting. Once the Applicant applies, change your user role to Applicant Reviewer and click the applicant’s name to view the application.

a. Confirm the applicant has used their legal name on the application before beginning Hiring Proposals. Dr., Ph.D, and/or other titles or post-nominal letters should not be included in the legal name.

The applicant will be under the Applicants Tab of the Posting:

Frech, Ashley

Click the applicant’s name to view the application

Internal link

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18. As the Applicant Reviewer, you will review the application for accuracy and then move the job application directly to “Quick Hire (Recommend for Hire).”

19. Change the user role from Applicant Reviewer to Initiator. Click the “Start Adjunct/Temp Hiring Proposal (No Position Description)” option on the right side of the screen. There will be more than one option in blue listed so be sure to click “Start Adjunct/Temp Hiring Proposal (No Position Description).”

20. A new screen will appear showing the applicant’s name and the posting’s internal

title. Select the blue “Start Adjunct/Temp Hiring Proposal (No Position Description)” to begin the Hiring Proposal section or select “Cancel” if this was started in error.

Click to begin Hiring Proposal

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21. You will be directed to the Hiring Proposal screen. Information from the application and job posting will transfer to the Hiring Proposal. Required information will be marked with an asterisk.

22. Scroll down and complete the USC ID field in the Personal Information screen. It is

critical to know if a new hire has been a present/former student or a previous USC employee. If so, the new hire does have an USC ID and must be included on the Hiring Proposal. If USC ID is unknown, contact Ashley Frech in Upstate Human Resources.

23. Click “Save and Continue” to move to the Position Information screen.

24. Basis (Adjunct/Temp) is a required field. An adjunct is a 12 month basis while a temporary staff is Hourly Temporary basis.

Ashley

Adjunct Faculty

Temporary staff

9 months is rarely used as a basis unless the temporary employee is hired for exactly 9 months.

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25. In the Position Information, select the appropriate Fair Labor Standards Act (FLSA) status of exempt or non-exempt in the drop down menu.

• Exempt: Practicing physicians, practicing attorneys and teachers (adjunct faculty) who do

not require a position description

• Non-exempt: An hourly employee (temporary staff)

26. The Hiring Department is responsible for the accounting information for the Quick Hire. Click the “Add PeopleSoft Funding Entry” button at the bottom of the page.

Enter the required funding information.

FLSA

Please refer to your Budget Contact for Funding Indicator, Operating Unit, Department, Fund, Account and Class.

Input hourly rate if position is non-exempt.

Input salary amount if position is exempt.

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27. Click “Save and Continue” to move to the Job Offer Information screen.

28. In the Hiring Proposal Information section, complete the required fields marked by an asterisk. Temporary Action Type indicates the purpose of the Hiring Proposal.

Required information for the Job Offer Information should correspond with the information from the Posting. The Hiring Department is responsible for the information needed for the Hiring Proposal.

If USC ID for the supervisor is unknown, please contact Ashley Frech in Upstate Human Resources.

Select New Hire

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29. For the Background Screenings section, select “No” for the three-drop downs and enter “N/A” in PeopleSoft field and in the email address field. This section is for the Columbia campus only. USC Upstate does not utilize this function because Human Resources completes the background check within USC Upstate’s procedures and guidelines.

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“Background Screening Fund” indicates the fields are required to move the Hiring Proposal forward however, USC Upstate does not utilize this function. In order to be able to continue with the Hiring Proposal, please enter the fields shown below.

*Please note: The information used in this section will not affect the PeopleSoft funding of your hire.

30. Click “Save and Continue” to move to the Prospective Non U.S. Citizen screen.

Input the number of 0 for the Fund field.

Please use UP000 to signify USC Upstate.

Input the number of 0 for the Department field.

Choose the first choice in the drop down menu for Class which is 101.

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31. The Prospective Non U.S. Citizen Screen is to be utilized and completed ONLY if an international applicant has been recommended for hire as an adjunct faculty. If hiring an international, you are to work in conjunction with the International Support for Faculty and Staff Office. For adjunct faculty only, select whether the appointment at the time of hire will have access to USC insurance.

32. Click “Save and Continue” to move to the Hiring Proposal Documents section. 33. In the Hiring Proposal Documents section, you may attach various documents that are

applicable to the adjunct faculty/temporary staff position type. It is required to upload the completed Offer Letter signed by the supervisor and the applicant.

1. USC Upstate Human Resources provides template Temporary staff Offer Letters to the Hiring Department.

2. USC Upstate Academic Affairs provides template Adjunct Offer Letters to the Hiring Department.

Only used for International Adjunct Faculty hires

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Other documents needed to upload to the Hiring Proposals for certain types of hires: • Only for an Adjunct Faculty position would need the ACA Calculation Worksheet completed

and uploaded. It is not used for Temporary Staff positions. • For adjuncts, scan the two (2) reference letters into one PDF to upload into Supporting

Documents. For temporary staff, please scan the references to the USC Upstate Human Resources.

• For External Duals, the only required document to attach is the Dual Request Form. External Duals do not require an offer letter, because they sign the Dual Employment Request Form.

34. Click “Save and Continue” to move to the Adjunct/Temp Hiring Proposal Summary screen.

35. Once you are in the Summary, at the top right, hover over the “Take Action on Hiring Proposal” button and submit it to the appropriate approver.

Move the Hiring Proposal through workflow as shown in the Approval Workflow Chart (separate guide). Hiring Proposals must have at least two levels of approvers and must not be the same person for temporary staff. For non-academic areas, Vice President (VP) approval is not required. The initiator will keep track of the Hiring Proposal to make sure it will be “Offer Accepted/Create Onboarding.” This status signifies the Hiring Proposal has transitioned to UofSC HR Operations for final processing.

https://www.sc.edu/about/offices_and_divisions/human_resources/docs/pa_aca_calculation_worksheet.pdf