Tutorials on submitting hiring proposals in UB Jobs for research foundation, state classified, state faculty, state professional and university affiliates.
From the Applicant Tracking System, click on Postings.
Select State Classified posting type.
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).
Click Search.
Click on the Title of your posting.
View Application [0:16]
From the posting, click on the Applicants Tab.
Select the Applicant's Last Name to view their application.
Update Applicant Status [0:45]
The Applicant's Workflow State has to be Recommended for Hire before creating a hiring proposal.
Click on the Take Action On Job Application dropdown.
Click Select for Interview (move to Selected For Interview).
Click Submit on the Take Action message.
Click on the Take Action On Job Application dropdown.
Click Applicant Interviewed (move to Interviewed).
Click Submit on the Take Action message.
Click on the Take Action On Job Application dropdown.
Click Recommend For Hire (moved to Recommended for Hire).
Click Submit on the Take Action message.
Click Start PD Hiring Proposal.
Hiring Proposal for One Vacancy [0:16]
To connect your position description to the new hiring proposal, click Select Position Description.
Click OK if a pop-up message appears.
Hiring Proposal for Multiple Vacancies [0:55]
Each State Classified vacancy requires their own position description, line number, and hiring proposal.
To connect your position description to the new hiring proposal, scroll down to the search bar.
Enter the line number from your approved position description into the search bar.
Click Search.
Select the position description by clicking the radial button next to the title.
Click on the Select Position Description button at the bottom of the page
Click OK if a pop-up message appears.
Hiring Proposal Details [1:39]
Required fields are represented by an asterisk.
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 - the hire must be hired at the FTE posted.
Workforce Planning Specialist - will be populated by the HR reviewer for your hire.
Driving Requirements - select whether or not the candidate will be required to drive a University vehicle.
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.
The Supervisor tab is not required and is not the official source of managing supervisors at UB.
The Supervisor Tab is Vacant
Make no changes.
Click Save & Continue.
The Supervisor Tab Has a Name Listed
Click the radial button before the supervisor name.
Names are listed alphabetically but can also be filtered.
Click Filter these results.
Search for the supervisor's name.
Click Save & Continue.
Need to Know
Only state professional, state classified and research foundation employee names will be available on the Supervisor tab.
Once you open the Supervisor tab, a person must be selected. Removing a supervisor is not an option.
If the current supervisor leaves and you need to make modifications to the duties or summary of a position, a new supervisor will have to be assigned.
Hiring Proposal Documents [0:29]
Attach any additional documents if needed.
If a background check is required, attach the signed offer letter once the hiring proposal has been Approved for Contingent Offer.
From the Applicant Tracking System, click on Postings.
Select State Faculty posting type.
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).
Click Search.
Click on the Title of your posting.
View Application [0:16]
From the posting, click on the Applicants Tab.
Select the Applicant's Last Name to view their application.
Update Applicant Status [0:47]
The Applicant's Workflow State has to be Recommended for Hire before creating a hiring proposal.
Click on the Take Action On Job Application dropdown.
Click Select for Interview (move to Selected For Interview).
Click Submit on the Take Action message.
Click on the Take Action On Job Application dropdown.
Click Applicant Interviewed (move to Interviewed).
Click Submit on the Take Action message.
Click on the Take Action On Job Application dropdown.
Click Recommend For Hire (moved to Recommended for Hire).
Click Submit on the Take Action message.
Click Start ATS Hiring Proposal.
For hiring multiple vacancies, please follow these same steps.
Required fields are represented by an asterisk.
Hiring Proposal Details [1:25]
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.
Driving Requirements - select whether or not the candidate will be required to drive a University vehicle.
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.
Populate the Fair Labor Standards Act (FLSA) Tab [1:49]
Answer the questions according to your position description. Note: There may be additional instructions below the question that need to be completed or noted before moving on.
When asked for examples, use actual examples from the job’s description.
Choose the FLSA Status according to the previous directions.
Enter your name in FLSA review conducted by.
Enter the current date FLSA Determination Date.
Click Save and Continue.
Hiring Proposal Documents [0:44]
Attach any additional documents if needed.
If a background check is required, attach the signed offer letter once the hiring proposal has been Approved for Contingent Offer.
If you want to watch the hiring proposal, verify the check box for Add this request to your watch list is selected
University Affiliates
Find Your Posting [0:35]
From the Applicant Tracking System, click on Postings.
Select University Affiliates posting type.
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).
Click Search.
Click on the Title of your posting.
View Application [0:18]
From the posting, click on the Applicants Tab.
Select the Applicant's Last Name to view their application.
View Applicant Status [1:15]
The Applicant's Workflow State has to be Recommended for Hire before creating a hiring proposal.
Click on the Take Action On Job Application dropdown.
Click Select for Interview (move to Selected For Interview).
Click Submit on the Take Action message.
Click on the Take Action On Job Application dropdown.
Click Applicant Interviewed (move to Interviewed).
Click Submit on the Take Action message.
Click on the Take Action On Job Application dropdown.
Click Recommend For Hire (moved to Recommended for Hire).
Click Submit on the Take Action message.
Click Start ATS Hiring Proposal.
For hiring multiple vacancies, please follow these same steps.
Hiring Proposal Details [1:22]
Required fields are represented by an asterisk.
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.
Driving Requirements - select whether or not the candidate will be required to drive a University vehicle.
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.
Populate the Fair Labor Standards Act (FLSA) Tab [1:49]
Answer the questions according to your position description. Note: There may be additional instructions below the question that need to be completed or noted before moving on.
When asked for examples, use actual examples from the job’s description.
Choose the FLSA Status according to the previous directions.