Learn to Submit Hiring Proposals in UB Jobs

1. From the Applicant Tracking System, click on Postings.
2. Select Research Foundation posting type.
3. Enter the Posting Title in the search bar or enter the Posting Number (This begins with R, followed by a series of numbers. For example, R2300000).
4. Click Search.
5. Click on the Title of your posting.

1. From the posting, click on the Applicants Tab.
2. Select the Applicant's Last Name to view their application.

The Applicant's Workflow State has to be Recommended for Hire before creating a hiring proposal. 

1. Click on the Take Action On Job Application dropdown.
2. Click Select for Interview (move to Selected For Interview).
3. Click Submit on the Take Action message.
4. Click on the Take Action On Job Application dropdown.
5. Click Applicant Interviewed (move to Interviewed).
6. Click Submit on the Take Action message.
7. Click on the Take Action On Job Application dropdown.
8. Click Recommend For Hire (moved to Recommended for Hire).
9. Click Submit on the Take Action message.
10. Click Start Hiring Proposal.

1. To connect your position description to the new hiring proposal, click Select Position Description.
2. Click OK if a pop-up message appears.

1. To link your position description to the new hiring proposal, scroll down to the search bar.
2. Enter the Position Description Number from your approved position description into the search bar.
3. Click Search.
4. Select the position description by clicking the radial button.
   next to the title.
5. Click on the Select Position Description button at the bottom of the page.
   
6. Click OK if a pop-up message appears.

You will now fill in the following fields:

• Employee ID Number - may prepopulate if the candidate is internal.
  • If you receive an error message, remove the ID number and proceed.
• FTE – Define the FTE the person will be hired at.
  • Hourly employees cannot exceed 0.49FTE.
• Hiring Manager with Access.
  • Make sure your name is listed as a Hiring Manager with Access so you may track the progress of the hiring proposal.
• Provide details as to why the selected candidate was the best fit for the position.
• Starting Salary - the salary to be offered must be within the posted salary range.
  • The salary must be ended as a decimal number with no additional characters, i.e. 12345.00.
• Start Date.
• Is Background Check Required?
  • If yes, provide the account number to be charged in the background check details box.

Attach any additional documents if needed.

Before submitting, review your hiring proposal to verify that all required fields are completed.

1. Submit to Next Level Approver (VP/Dean or Department Chair/Approver).
   
2. Next Level Approver will submit the hiring proposal to Human Resources for Initial Review.

1. HR will conduct their initial review if approved, the department will be notified to extend the offer (Approved for Contingent Offer).
2. The department will extend the offer to the candidate. 
   • If the offer is accepted, make updates if needed.
   • Attach signed offer letter if needed for a background check.
   • If the offer is declined, then select Offer Not Accepted (skip the remaining steps).
     
3. The department will select Offer Accepted – Initiate Background Check.
4. HR will conduct a final review and select Hire Approved.
   • If a background check is required, it will be conducted before approving the hire.
5. Submit ePTF.
   • All questions can be referred to Appointment Processing.

1. From the Applicant Tracking System, click on Postings.
2. Select State Classified posting type.
3. Enter the Posting Title in the search bar or enter the Posting Number (This begins with C, followed by a series of numbers. For example, C2300000).
4. Click Search.
5. Click on the Title of your posting.

1. From the posting, click on the Applicants Tab.
2. Select the Applicant's Last Name to view their application.

The Applicant's Workflow State has to be Recommended for Hire before creating a hiring proposal. 

1. Click on the Take Action On Job Application dropdown.
2. Click Select for Interview (move to Selected For Interview).
   • Click Submit on the Take Action message.
3. Click on the Take Action On Job Application dropdown.
4. Click Applicant Interviewed (move to Interviewed).
   • Click Submit on the Take Action message.
5. Click on the Take Action On Job Application dropdown.
6. Click Recommend For Hire (moved to Recommended for Hire).
   • Click Submit on the Take Action message.
7. Click Start PD Hiring Proposal.
   

1. To connect your position description to the new hiring proposal, click Select Position Description.
2. Click OK if a pop-up message appears.

1. To connect your position description to the new hiring proposal, scroll down to the search bar.
2. Enter the line number from your approved position description into the search bar.
3. Click Search.
4. Select the position description by clicking the radial button
   next to the title.
5. Click on the Select Position Description button at the bottom of the page
   
6. Click OK if a pop-up message appears.

• Employee ID Number - may prepopulate if the candidate is internal.
  • If you receive an error message, remove the ID number and proceed.
• FTE - the hire must be hired at the FTE posted.
• Workforce Planning Specialist - will be populated by the HR reviewer for your hire.
• Cert number - when a competitive classified person is hired from a list, visit the Canvass Schedule to obtain the cert number that matches your search.
• List Score - when a competitive classified person is hired from a list, visit the history tab on your posting to obtain the selected candidate's score.
  
• List expiration date - when a competitive classified person is hired from a list, visit the Canvass Schedule to obtain the list expiration that matches your search.
  
• Serial Number - when a competitive classified person is hired from a list, visit the Canvass Schedule to obtain the serial number that matches your search.
  
• Starting Salary - the salary to be offered must be the posted salary.
  
• Compensation Type - select Full-time Annual Salary, Part-time Actual Salary or hourly as best fits your search.
• Hiring Proposal Fiscal Year - choose the current fiscal year.
• Start Date - enter the date for the selected candidate to start.
• Building - select the building where the selected candidate will be working
• Is Background Check Required?
  • If yes, provide the account number to be charged in the background check details box.

Attach any additional documents if needed.

Before submitting, review your hiring proposal to verify that all required fields are completed.

1.  Submit to Next Level Approver (VP/Dean or Department Chair/Approver).
   
2. Next Level Approver will submit the hiring proposal to Human Resources for Initial Review.

1. HR will conduct their initial review if approved, the department will be notified to extend the offer (Approved for Contingent Offer).
2. The department will extend the offer to the candidate.
   • If the offer is accepted, make updates if needed.
   • Attach signed offer letter if needed for a background check.
   • If the offer is declined, then select Offer Not Accepted (skip the remaining steps).
     
3. The department will select Offer Accepted – Initiate Background Check
4. HR will conduct a final review and select Hire Approved.
   • If a background check is required, it will be conducted before approving the hire.
5. Submit ePTF.
   • All questions can be referred to Appointment Processing.

1. From the Applicant Tracking System, click on Postings.
2. Select State Faculty posting type.
3. Enter the Posting Title in the search bar or enter the Posting Number (This begins with F, followed by a series of numbers. For example, F2300000).
4. Click Search.
5. Click on the Title of your posting.

1. From the posting, click on the Applicants Tab.
2. Select the Applicant's Last Name to view their application.

The Applicant's Workflow State has to be Recommended for Hire before creating a hiring proposal. 

1. Click on the Take Action On Job Application dropdown.
2. Click Select for Interview (move to Selected For Interview).
3. Click Submit on the Take Action message.
4. Click on the Take Action On Job Application dropdown.
5. Click Applicant Interviewed (move to Interviewed).
6. Click Submit on the Take Action message.
7. Click on the Take Action On Job Application dropdown.
8. Click Recommend For Hire (moved to Recommended for Hire).
9. Click Submit on the Take Action message.
10. Click Start ATS Hiring Proposal.
    

You will now fill in the following fields:

• Employee ID - may prepopulate if the candidate is internal.
  • If you receive an error message, remove the ID number and proceed.
• Faculty Classification.
• FTE - The candidate must be hired at the FTE posted. If it is not defined, please define it at this stage.
• Appointment Term.
  
• Tenure Information.
• Workforce Planning Specialist.
• Update Open Until Filled Status.
• Reason for Selection of Candidate.
• Starting Salary.        
• Compensation Type.
• Hiring Proposal Fiscal Year.
• Start Date.
• Building.
• Room number.
• Is a background check required?
  • If yes, provide the account number to be charged in the background check detail box.

Attach any additional documents if needed. 

Before submitting, review your hiring proposal to verify that all required fields are completed.

1.  Submit to Next Level Approver (VP/Dean or Department Chair/Approver).
   
2. Next Level Approver will submit the hiring proposal to Human Resources for Initial Review.

1. HR will conduct their initial review if approved, the department will be notified to extend the offer (Approved for Contingent Offer).
2. The department will extend the offer to the candidate. 
   • If the offer is accepted, make updates if needed.
   • Attach signed offer letter if needed for a background check.
   • If the offer is declined, then select Offer Not Accepted (skip the remaining steps).
     
3. The department will select Offer Accepted – Initiate Background Check.
4. HR will conduct a final review and select Hire Approved.
   • If a background check is required, it will be conducted before approving the hire.
5. Submit ePTF.
   • All questions can be referred to Appointment Processing.

1. If you have multiple vacancies, reach out to your Workforce Planning Specialist to update the vacancy field on the posting. 
2. Follow the previous steps of State Faculty hiring proposal for your next vacancy.
   

1. From the Applicant Tracking System, click on Postings.
2. Select State Professional posting type.
3. Enter the Posting Title in the search bar or enter the Posting Number (This begins with P, followed by a series of numbers. For example, P123456).
4. Click Search.
5. Click on the Title of your posting.

1. From the posting, click on the Applicants Tab.
2. Select the Applicant's Last Name to view their application.

The Applicant's Workflow State has to be Recommended for Hire before creating a hiring proposal. 

1. Click on the Take Action On Job Application dropdown.
2. Click Select for Interview (move to Selected For Interview).
3. Click Submit on the Take Action message.
4. Click on the Take Action On Job Application dropdown.
5. Click Applicant Interviewed (move to Interviewed).
6. Click Submit on the Take Action message.
7. Click on the Take Action On Job Application dropdown.
8. Click Recommend For Hire (moved to Recommended for Hire).
9. Click Submit on the Take Action message.
10. Click Start PD Hiring Proposal.

1. To connect your position description to the new hiring proposal, click Select Position Description.
2. Click OK if a pop-up message appears.

1. To connect your position description to the new hiring proposal, scroll down to the search bar.
2. Enter the line number from your approved position description into the search bar.
3. Click Search.
4. Select the position description by clicking the radial button
   next to the title.
5. Click on the Select Position Description button at the bottom of the page
   
6. Click OK if a pop-up message appears.

• Employee ID Number - may prepopulate if the candidate is internal.
  • If you receive an error message, remove the ID number and proceed.
• FTE - define the FTE the person will be hired at.
• Appointment Term - the appointment term must match the posting
• Hiring Manager(s) with Access.
  • Make sure your name is listed as a Hiring Manager with Access so you may track the progress of the hiring proposal.
• Workforce Planning Specialist - select the workforce planning specialist assigned to your posting.
• Reason for Selection of Candidate - provide details as to why the selected candidate was the best fit for the position.
• Starting Salary - the salary to be offered must be within the posted salary range.
  • The salary must be ended as a decimal number with no additional characters, i.e. 12345.00.
• Compensation Type - select the compensation type that corresponds with the starting salary.
• Hiring Proposal Fiscal Year - choose the current fiscal year.
• Start Date - enter the date for the selected candidate to start.
• Building - select the building where the selected candidate will be working.
• Is Background Check Required?    
  • If yes, provide the account number to be charged in the background check details box.

Attach any additional documents if needed.

Before submitting, review your hiring proposal to verify that all required fields are completed.

1.  Submit to Next Level Approver (VP/Dean or Department Chair/Approver).
   
2. Next Level Approver will submit the hiring proposal to Human Resources for Initial Review.

1. HR will conduct their initial review if approved, the department will be notified to extend the offer (Approved for Contingent Offer).
2. The department will extend the offer to the candidate.
   • If the offer is accepted, make updates if needed.
   • Attach signed offer letter if needed for a background check.
   • If the offer is declined, then select Offer Not Accepted (skip the remaining steps).
     
3. The department will select Offer Accepted – Initiate Background Check.
4. HR will conduct a final review and select Hire Approved.
   • If a background check is required, it will be conducted before approving the hire.
5. Submit ePTF.
   • All questions can be referred to Appointment Processing.

1. From the Applicant Tracking System, click on Postings.
2. Select University Affiliates posting type.
3. Enter the Posting Title in the search bar or enter the Posting number (This begins with U, followed by a series of numbers. For example, U2300000).
4. Click Search.
5. Click on the Title of your posting.
   

1. From the posting, click on the Applicants Tab.
2. Select the Applicant's Last Name to view their application.

The Applicant's Workflow State has to be Recommended for Hire before creating a hiring proposal. 

1. Click on the Take Action On Job Application dropdown.
2. Click Select for Interview (move to Selected For Interview).
3. Click Submit on the Take Action message.
4. Click on the Take Action On Job Application dropdown.
5. Click Applicant Interviewed (move to Interviewed).
6. Click Submit on the Take Action message.
7. Click on the Take Action On Job Application dropdown.
8. Click Recommend For Hire (moved to Recommended for Hire).
9. Click Submit on the Take Action message.
10. Click Start ATS Hiring Proposal.

You will now fill in the following fields:

• Employee ID may prepopulate if the candidate is internal
  • If you receive an error message, remove the ID number and proceed.
• Faculty classification and tenure information is only required for Academic Scholar positions.
• Workforce Planning Specialist.
• Reason for Selection of Candidate.
• Starting Salary - the salary to be offered must be the posted salary.
  
• Compensation Type - select Full-time Annual Salary, Part-time Actual Salary or hourly as best fits your search.
• Hiring Proposal Fiscal Year - choose the current fiscal year.
• Start Date - enter the date for the selected candidate to start.
• Building - select the building where the selected candidate will be working
• Room number.
• Is a background check required?
  • If yes, provide the account number to be charged in the background check detail box.

Attach any additional documents if needed. 

Before submitting, review your hiring proposal to verify that all required fields are completed.

1.  Submit to Next Level Approver (VP/Dean or Department Chair/Approver).
   
2. Next Level Approver will submit the hiring proposal to Human Resources for Initial Review.

1. HR will conduct their initial review if approved, the department will be notified to extend the offer (Approved for Contingent Offer).
2. The department will extend the offer to the candidate.
   • If the offer is accepted, make updates if needed.
   • Attach signed offer letter if needed for a background check.
   • If the offer is declined, then select Offer Not Accepted (skip the remaining steps).
     
3. The department will select Offer Accepted – Initiate Background Check.
4. HR will conduct a final review and select Hire Approved.
   • If a background check is required, it will be conducted before approving the hire.
5. Submit ePTF.
   • All questions can be referred to Appointment Processing.

1. If you have multiple vacancies, reach out to your Workforce Planning Specialist to update the vacancy field on the posting.
2. Follow the previous steps of University Affiliates hiring proposal for your next vacancy.