TAM - Create a Job Opening - Assignments

The Assignments section controls access to the job opening for viewing and modifying. Once this section is completed and the job opening is saved and submitted, an email will be generated to the Primary Hiring Manager notifying that the job opening is awaiting approval.

The Assignments tab requires a minimum of one Recruiter and one Hiring Manager selected in order to complete a Job Opening.

NOTE: If an interviewer is not part of UW System but is on the interview panel, the interviewer should be added as a Non-UW Interviewer (POI 23) Person of Interest (POI) in HRS first. This will assign them a Person ID, which will then allow them to be associated with the Job Opening on the Assignments page (See HR - Add or Maintain a Person of Interest (POI) for further information on adding a POI).  If you are the hiring manager and need to add a Non-UW Interviewer to the list, please contact your human resources offices to set this up. Those added in the Interested Party section also have access to the job opening.  See grid below for more details about which roles are added to different sections on the Assignments page.

If a Non-UW Interviewer needs more access to the job opening than an interviewer, they can be provisioned as other roles (i.e. TA Coordinator/Hiring Manager) following TAM - Manual Process for Security Provisioning Hiring Manager and TA Coordinators and then be added to the Assignments page as directed below.

https://kb.wisc.edu/images/group61/19510/Assignments_1.JPG

When clicking on the plus sign to add a specific assignment, a blank text field will open up, where the name of person you are adding can be entered. 

https://kb.wisc.edu/images/group61/19510/Name_1.JPG

Once the name has been entered, tab out of the field and the system will populate the corresponding Person or Empl ID for that name. 

https://kb.wisc.edu/images/group61/19510/NamePopulated_1.JPG

You can also search by Person or Empl ID by clicking the magnifying glass next to the name field.

https://kb.wisc.edu/images/group61/19510/personID_1.JPG

Required Fields Comments

Recruiters

Two assignment types can be added to the Recruiters section:

1. Recruiters, the Primary Recruiter will default as the last level of approval (others can be added before or after on the Approvals page). Access to specify recruiters is System Wide. Recruiters can see sensitive data such as gender and ethnic information for applicants.

2. Non-UW Interviewers (POI 23's) should also be added in the Recruiters assignment section. The search feature within the Recruiter section allows look-up to find non-employee Person ID's after they have been added as POIs in HRS. Even though the Non-UW Interviewer's name is added to this section, it will not give that individual Recruiter access.

Hiring Manager

Hiring Managers should be added in this section if they need access to view or modify the job opening or viewing applicant materials for the job opening. The Hiring Manager whose box is checked to Primary is always the first level of approval. 

Interviewers Interviewers (Search & Screen Committee members) will see application and job opening materials.  After Interviewers are added to the Assignments page a provisioning process must run before the Interviewer will have access to the Job Opening. This process runs automatically 5 times daily; 12:30 a.m., 10:00 a.m., 12:30 p.m., 3:00 p.m., and evenings at approximately 8:10 p.m.
Not Required Fields Comments
Interested Party

If a TA Coordinator sets up the job opening, their name does not need to be added to the assignments page, however if they did not set up the job opening or if an additional TA Coordinator needs access to view/modify the job opening or applicant materials, their name should be added under the Interested Party section.

TA Affirmative Action roles should also be added in this section if they need access to view or modify the job opening or applicant materials.

Reviewers set up in a job opening or job offer approval chain must also be added under the Interested Party section. After Reviewers are added to the Assignments page a provisioning process must run before the Reviewer will have access to the Job Opening. This process runs automatically 5 times daily; 12:30 a.m., 10:00 a.m., 12:30 p.m., 3:00 p.m., and evenings at approximately 8:10 p.m. 

Add Teams Teams can be set up. This is especially useful for departments that might use the same interview team for a number of positions. To set up a team for your institution, navigate to: Recruiting>Administration>Teams.  Only Recruiters have access to set up teams.

Once you have completed this section, continue to move forward with completion of the Job Postings and Screening, if applicable. Or Save as a Draft to open later. 



Related Job Aids:





Keywords:approver interviewer support staff recruiters search and screen hiring manager chair provost hr hr manager ta coordinator training TAM hire rehire ta affirmative action   Doc ID:19510
Owner:Sheila W.Group:Human Resource System (HRS)
Created:2011-08-03 18:00 CSTUpdated:2016-11-29 16:18 CST
Sites:Human Resource System (HRS)
Feedback:  2   0