SPA RECRUITMENTWEB USER GUIDE
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Roles and Routing

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To access the SPA RecruitmentWeb User Guide Table of Contents, click here.

Processes Handled by SPA RecruitmentWeb

All processes in SPA RecruitmentWeb may begin immediately once a particular SPA Recruitment Requisition (SPARR) has been approved for posting by the Office of Human Resources.  Requisitions will still be created through HRIS.  To access the HRIS User Guide instructions for creating an open requisition for posting, click here. 

With implementation of SPA RecruitmentWeb, the entire candidate review, referral and selection process becomes electronic. Applicants will be referred by HR Services through HR RecruitmentWeb, and departments will work to identify a selected candidate, provide non-selection reasons for candidates not selected, print a completed criminal background check form and submit a final Selection Document (formerly known as Closing Report) to HR Services for approval through SPA RecruitmentWeb.  

Essentially, all processing in SPA RecruitmentWeb will be complete once the Selection Document has been approved by HR Services.  It is important to note there are still processes that need to be performed in HRIS by both the department and the Office of Human Resources, related to salary administration and the hire of the selected candidate.  Likewise, if an offer is rejected or withdrawn, and a position needs to be reposted or another candidate selected, the department will need to coordinate with their assigned HR Generalist to reopen the requisition in HRIS and SPA RecruitmentWeb.

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Overview of Roles and Routing

Certain roles have greater access to departmental recruitment actions than others.  Among other things, a user’s role will determine when they receive an Inbox item, e-mail notification, or access to view a document throughout the routing process. 

The following Department-level roles are available for use:

These same roles are also provided at the School level (all optional):

Each department will have to establish at least one Department Coordinator before any work can be performed in SPA RecruitmentWeb. Any of the above roles may be used by more than one person within the department or school.

Hiring Managers will also automatically be granted access using their Onyen so they can review all applications and make selections for SPA Recruitment Requisitions on which they are officially listed as the Hiring Supervisor in HRIS. Therefore, the Department Coordinator should ensure the appropriate Hiring Manager has been assigned in HRIS for each position before submitting the SPA Recruitment Requisition to begin recruitment. The Department Coordinator is also responsible for assisting hiring managers in accessing the appropriate website to enter SPA RecruitmentWeb.

Additionally, the Department and School/Dean Coordinator can grant access to individual members of interview/selection committees using the “Maintain Interview Committee Access” function in SPA RecruitmentWeb. For instructions on maintaining interview committees, click here.

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Description of Roles

Role

Description

Department Coordinator

The Department Coordinator may perform the following functions:

  • Coordinates recruitment and selection process for assigned department(s), including distributing applications to appropriate parties in the department
  • May perform the role of the Hiring Manager (see below) for assigned department(s) or individual requisitions. 
  • May be involved in forming and/or assisting selection/interview committees. 

Hiring Manager

The Hiring Manager may perform the following functions:

  • Reviews all applications for all positions for which they are listed as the Hiring Manager in HRIS
  • Makes the selection for any positions for which they access. 

 

Department Approver

The Department Approver performs the following function:

  • Must approve/disapprove the completed selection document, before it is forwarded to the Office of Human Resources

Interviewer

The Interviewer may perform the following functions:

  • May review and print all applications for positions for which they have been granted access by the Department Coordinator.
  • Access is granted using the individual’s Onyen.
  • May update the selection document if given approval by Department Coordinator.





























 

 

 

 

 

 

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Routing of Applications

All processes in SPA RecruitmentWeb will begin upon receipt of applications for a position that has been approved and posted by the Office of Human Resources.  Electronic applications received for an open position will be reviewed by the department’s assigned HR Generalist, or other approved HR Services representative in the Office of Human Resources, to determine if the applications meet the State’s minimum qualifications for the position in question.  Applications meeting the minimum qualifications will be electronically referred to the department managing the open requisition.   The Department Coordinator will receive an FYI notification when the first application is referred for each open position.  At that time, those with access at the department and school level will be able to view the referred applications and begin updating the Selection Document. For instructions on how to complete the Selection Document, click here. 

Applications will continue to be received through 5:00 p.m. on the position’s closing date, and will be reviewed and referred as soon as possible thereafter by the Office of Human Resources.  Once all pending applications have been reviewed, no further applications will be referred unless the position’s closing date is extended by the department.  For instructions on how to extend the closing date of a position, click here.  

Once the closing date has passed and all pending applications have been reviewed by the Office of Human Resources, the Department Coordinator will receive an FYI notification in the HR Inbox.   At this time, the department will be responsible for ensuring ALL applications are “Marked as Reviewed” or printed by the appropriate hiring official. The department then decides whether to extend the closing date for the position to receive additional applications, cancel recruitment for the position, or select a candidate for hire.  

For instructions on how to review applications, click here.

For instructions on how to extend the closing date, click here.

For instructions on how to cancel recruitment for a position, click here.

For instructions on how to select a candidate for a position, click here.

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Routing of Department Selection Report

When the department is ready to make a selection, the appropriate department representative should complete the Selection Document and click “Submit for Approval.” The Selection Document will follow a pre-defined routing process as determined by the type of roles in use by the department.  The routing procedures can be as follows: 

    1. Routing with Department Approver: Once the Department Coordinator, Hiring Manager or Interviewers with permission submit the Selection Document for approval, the document will appear in the Department Approver’s HR Inbox for approval. Once approved by the Department Approver, the document will be electronically forwarded to the assigned HR Generalist. If disapproved by either the Department Approver or the HR Generalist, the document will appear in the Department Coordinator’s HR Inbox for rework by any of the roles with such access.
       
    2. Routing with No Department Approver:  Rather than routing to the Department Approver, Selection Documents submitted by departments with no Approver will route directly to the assigned HR Generalist. As usual, if disapproved by the HR Generalist, the document will appear in the Department Coordinator’s HR Inbox for rework by any of the roles with such access.
       
    3. Routing with School/Dean Approver:  If a School/Dean Approver role is in use, any Selection Documents submitted by department-level representatives will route to the School/Dean Approver via the HR Inbox before coming to the assigned HR Generalist. However, Department Approver and School/Dean Approver are equivalent roles, so Selection Documents approved by a Department Approver will go directly to the assigned HR Generalist, even if a School/Dean Approver exists. (Pending programming request to change so that documents approved at the Department level will route next to the School/Dean level if in use, before coming to the Office of Human Resources).

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Setting up Routing for your Department

System routing will be determined by the roles in use within each department and school. The need for Coordinator and Approver roles should be determined and requested before any actions are prepared in SPA RecruitmentWeb.  Hiring Managers’ access will be determined by cross-referencing those individuals listed as hiring supervisors on the SPA Recruitment Requisitions in HRIS.  Therefore, departments should ensure each position has the correct hiring supervisor listed in HRIS before recruitment begins.

For instructions on requesting system access, click here.

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