EPA RECRUITMENTWEB USER GUIDE

EPA RecruitmentWeb is a module of the EPAWeb system created to streamline the recruitment and application processes for EPA Faculty and Non-Faculty positions. Features of the new software include:

- Online recruitment requisition processing

- Automatic web posting of approved recruitments to both UNC and Inside Higher Ed websites

- Online collection of basic applicant data including attachment of curriculum vitas (CVs) or resumes as appropriate, cover letters and up to five additional documents as specified by a department in the candidate instructions

- Online collection and feed of applicant and hiring data to EEO monitoring software tools to assure good faith compliance effort

- Immediate access to applicant materials by hiring managers and search committee members

- Online submission of all interim and final EPA EEO documentation

- Integration with the Position Management component for EPA Non-Faculty

Terminology

The following new terms are used in EPA RW. For additional information on a specific field, please see the Screenshots and Field Descriptions section of the appropriate screen.

Recruitment ID (Rec ID) – Randomly generated numbers used to identify recruitment requisitions.

Position Numbers – Randomly generated numbers in position management used to identify a position.

Position Posting Category – A category assigned during the creation of a requisition that is used to group positions. Applicants may search for positions on a number of parameters including position posting category.

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EPA RecruitmentWeb Home Screen

Description
Screen Shots and Field Descriptions

Description

The RecruitmentWeb Home screen is the base for all actions in the EPA RecruitmentWeb module. Existing requisitions are displayed in this screen. Filter options allow users to search for and view specific requisitions or groups of requisitions using a variety of criteria. The field descriptions below contain additional information about these filter options.

Screen Shots and Field Descriptions

To access the RecruitmentWeb Home screen, select EPA RecruitmentWeb from the HR Central Main Desktop menu. The following screen will display:

The following fields are in the body of the RecruitmentWeb Home Screen:

Field Name	Description
Position ID	Header/Filter – Enter a position ID for an EPA Non-Faculty position, set all other criteria to all or leave blank and click the search button. System will display a list of any requisition(s) – active, closed or cancelled – for the position.
Recruitment ID	Header/Filter – Enter a recruitment ID, set all other criteria to all or leave blank and select the search button. System will list the requested requisition.
Requesting Dept	Header/Filter – For users with access to multiple departments, requisitions may be filtered based on the requesting department number.
Recruitment Status	Header/Filter – The system defaults status to ‘Active’. Users may choose to display requisitions with a status of ‘Closed’ or ‘Cancelled’. In addition, the system can be set to display ‘All’.
Posting Status	Header/Filter – The system defaults status to ‘All’. Users may choose to display requisitions with a posting status of open (position still posted on the websites) or closed (position no longer posted on the websites).
Position Category	Header/Filter – Users may choose to filter requisitions based on the position posting category.
Position Title	Header/Filter – User may choose to filter requisitions based on the working titles of the positions. System will only show position titles for requisitions created in departments within the user’s access.
Application Deadline	Either ‘Open’ (for Open Until Filled) or the application deadline entered on the requisition.
Pos ID	Applicable only where Appt Type = EPA Non Faculty. Hyperlink will connect to position information from the position management system.
Rec ID	Clicking on the hyperlinked Rec ID takes the user to the View Applicants screen for the requisition.
# Req	Number of positions being hired by this recruitment requisition – pulls value from Number of Requisitions field in requisition detail.
Position Title	Working Title of the position being recruited.
Dept ID	Requesting department number.
Dept Name	Requesting department name.
Rec Status	Requisition status may be active, closed or cancelled.
Posting Status	Posting status may be open (position still posted to website) or closed (position no longer posted to website).
Total Apps	Total number of applications received to date for this requisition.
Excluded Apps	Total number of applicants excluded to date for this requisition.

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Create Recruitment Requisition Screen

Description
Screen Shots and Field Descriptions
Buttons

Description

The Create Recruitment Requisition screen is used to create recruitment requisitions for both EPA Faculty and EPA Non-Faculty positions. Once submitted, the action follows established routing. Two new routing stops will be required for requisitions, a department level EEO officer will approve all recruitments for their unit and the University EEO office will be the final routing stop for all EPA RecruitmentWeb actions.

The following business rules apply to the Create Recruitment Requisition action:

All EPA Non Faculty positions must be created and active (Freeze/Restudy Flag is not set to Y) in position management.

All EPA Non Faculty position requisitions have five fields that are directly populated with data in Position Management. The position summary, educational requirements, qualifications and experience, working title, and salary range fields are all pulled from Position Management and may not be edited within the recruitment requisition. Prior to recruitment of an EPA Non Faculty position, the department should review these fields in position management to determine whether any update of the data is required prior to creation of the requisition.

If Requested Posting Period is less than the default minimum, the user must provide justification in the comments box at the end of the requisition.

If a specific application deadline is included in the requisition, the Posting Period End Date should be equal to the application deadline.

Posting periods greater than 365 days will not be approved.

A minimum of three search committee members required (internal & external combined).

Search Committee Chair must be identified – may have one or two individuals assigned chair status (internal & external combined).

If no women and/or minorities are on Search Committee, the department is required to provide an explanation/justification in the comments box.

Screen Shots and Field Descriptions

Access EPA RecruitmentWeb from the HR Central main desktop. The system will display the EPA RecruitmentWeb Home screen. Select Create Recruitment Requisition from the Recruitment drop-down menu.

Once selected, the system will display the Create Requisition Screen. At the top of the screen there is a field labeled “Copy from Rec ID” followed by a button. If the new requisition is similar to an existing active, closed or cancelled requisition, enter the seven digit requisition number and press the go button. The system will fill in the data as entered on the selected requisition. The data may be edited as needed then submitted to create a new requisition. If no existing requisitions are appropriate to copy from, enter the data and submit.

After clicking the button, the system provides the originator with the action details screen. This screen displays the action as it will be seen by the approvers and provides an opportunity to retract or delete the action. Included in this screen and in the approval view of the document is a system generated table that provides the current counts for the department. Using the data warehouse, the system provides a table with information on the current gender/ethnicity counts of the department for the selected appointment type.

The following fields are in the body of the Create Recruitment Requisition screen:

Field Name	Description
Position ID	Required only if Type of Appointment = EPA Non-Faculty. If Type of Appointment = EPA Non-Faculty, the system will provide drop down list of non-abolished positions for selected requesting department. If a desired position is not displayed, check position management to make sure the position is valid with updated data and not abolished.
Recruitment ID	Also abbreviated in system as Rec ID. This is a system generated number that identifies a particular recruitment.
Recruitment Status	Recruitments may be Active, Closed or Cancelled. Closed recruitments are ones in which a candidate has been selected and the final has been completed. Cancelled recruitments are the result of a cancel/end requisition action being completed.
Proposed Appt Date	Required Field – This is the desired start date for the position. This field is included in the position details posted to the website.
Number of Requisitions	Required Field – Defaults to 1. A unit may have a need to hire multiple individuals for identical positions from a single applicant pool. This field is used to identify the planned number of hires and is included in the position details posted to the website.
Open until Filled?	Required Field – Y/N dropdown. If Y, no application deadline is required and Open Until Filled posts to website. If N, an application deadline is required and that date posts to the website.
Application Deadline	Required Field – if Open until Filled = N (see above).
Requesting Dept #	Required – The department requesting the recruitment. Must be within the department originator’s access. May be entered directly or selected from the list.
Department and School/College Name	Display only. Fields post to website. Department name associated with requesting department number. School/College associated with requesting department.
Appt Type	Required Field – One of the following values is selected: - Open Rank - Tenured/Tenure Track Faculty - Fixed Term Faculty - Administrative Appointment with Faculty Rank - EPA Non-Faculty Field posts to website
(Proposed Salary) From	Required only if Appt Type = EPA Non-Faculty. For EPA Non-Faculty positions the salary range is retrieved directly from Position Management and may not be edited in the recruitment actions. For all other appointment types the proposed salary fields are optional.
(Proposed Salary) To	Required only if Appt Type = EPA Non-Faculty. For EPA Non-Faculty positions the salary range is retrieved directly from Position Management and may not be edited in the recruitment actions. For all other appointment types the proposed salary fields are optional.
Post Salary on web site	Required – Y/N. If Y is selected the system posts the proposed salary range to the web site. If N is selected the system posts message “Salary dependent upon qualifications”.
Full-time/Part-time	Optional field - Indicates whether the position is Full-time or Part-time. System provides dropdown with the values: Full-time Part-time Field posts to website.
Position Posting Category	Required – System provides dropdown list of appropriate values based on the appointment type selected: When Appt Type = Open Rank, Tenured/Tenure Track Faculty or Admin Appt with Faculty Rank: - Open Rank - Tenured/Tenure Track Faculty When Appt Type = Fixed Term Faculty: - Clinical Faculty (Fixed Term) - Research Faculty (Fixed Term) - Instructional Faculty (Fixed Term) When Appt Type = EPA Non Faculty: - Accounting/Finance/Auditing - Academic Administration - Administrative/Clerical Support - Athletics - Nurses/Health Professionals - Development and Fundraising - Facilities and Skilled Trades - Housekeeping and General Services - Human Resources - Information Technology - Laboratory Management and Services - Libraries - Police/Security - Parking and Transportation - Public Relations/Communications/Marketing - Student Services - Research Professionals - Other Field posts to website
Requested Posting Period	Required – Number of days the position posting should be available on the UNC and Inside Higher Ed websites. System will default to a minimum based on Appt Type: · Open Rank – 45 days · Tenured/Tenure Track – 45 days