Roles and Access
Hiring Coordinator: This is a UNMJobs BAR role that a user must have in order to create requisitions, post job ads and monitor the hiring process of an applicant.
Hiring Manager: This role can be granted from within UNMJobs to a user within the Hiring Coordinator's orgs. The Hiring manager can view but not edit the requisition and can view the applicants but cannot move the applicant through the hiring process.
Q: Will I need a new BAR to approve postings and hiring proposals?
A: Department/College Approvers are dynamically assigned by Org in the new UNMJobs system so you will not need to complete a new BAR Role in order to approve Requisitions (= Posting) and Hiring Requests (= Hiring Proposal).
Q: How do I request a BAR role for UNMJobs 2.0?
A: Visit https://bar.unm.edu/rolesDisplay.cfm and look for Hiring Coordinator under UNMJobs 2.0 Roles.
Q: Are there any prerequisite roles required for the Hiring Coordinator role?
A: Yes, you must also complete the Securing Private Data course. If you have taken this in the past, it will not be required again.
Q: My student employee who processes hiring requisitions can't get a Hiring Coordinator BAR role despite my approval, what can be done?
A: Student employees are no longer allowed to have access to process hiring requisitions.
Q: What can the hiring committee do? (assuming they have no other role in the system) Can they change status to "interview"?
A: The reviewers/interviewers cannot change statuses but can add notes to the applicant.
Q: I completed all my training, why am I unable to log into UNMJobs 2.0?
A: You may not have submitted your BAR role request and/or it may still be pending approval from your supervisor or the system steward.
Q: My BAR role was just approved. How long does it take to gain access to UNMJobs?
A: BAR data is fed to UNMJobs at 3:00 am, 9:00 am, 3:00 pm, and 9:00 pm everyday. Access will be granted as soon as the next feed is complete.
Q: I have completed the training and tried to request the Hiring Coordinator BAR role but the BAR says I have not completed the training. What do I do?
A: In Learning Central, you must acknowledge that you completed the UNMJobs training. Log into Learning Central, search "UNMJobs 101" and acknowledge that you completed your training. When you log back into the BAR, you should see "Training Complete" in the Training column.
Applicants, Applications/Job Postings, Career Center vs. Career Site
Q: Can applicants attach documents?
A: Applicants can attach their Resume, Cover Letter, and up to 10 additional documents in several file types (DOC DOCX, PDF, TXT. Mac file size: 5MB). If you have submitted your application and need to add an attachment, contact the Hiring Manager and he/she can request that the Hiring Coordinator of the Job Ad upload your latest document.
Q: As an applicant, I received an email asking that I sign my Offer Letter. Where do I find it?
A: Click the link in the email and log in when prompted for your username and password. Hover on "Home" and select "Universal Profile" from the drop-down menu. Select "Actions". A section will load called "My Tasks" and a link to launch your Offer Letter will appear.
Q: Can applicants change anything in their application once submitted?
A: No, applicants cannot change the application once it has been submitted.
Q: Can applicants see the notes made by the Hiring Coordinator or Hiring Manager?
A: The notes will only go to the Hiring Coordinator, the person assisting the Hiring Manager with the Job Ad. The applicants will not be able to see the notes.
Q: In the old UNMJobs a resume/CV was stored with the applicant's profile. Will the new UNMJobs have the same ability? Will applicant materials from the old system be transferred to the new system?
A: All applicants must create a new account/profile in the new UNMJobs. Applicant materials (resumes, cover letters, etc.) will not be transferred to the new system. Once the applicant creates a profile and uploads their materials, the materials will be stored as part of the applicant profile.
Q: How do I communicate job-specific questions to applicants?
A: Job-specific questions for applicants can be included in Preferred Qualifications and Applicant Instructions
Q: Can you hire multiple applicants to one posting?
A: Yes, you can indicate how many, and as soon as they are all filled the posting will be closed automatically.
Q: Can you send an applicant a direct link for a job?
A: Yes. [Expand on how to do this]
Q: Are all Offer Letters now electronic?
A: Yes for Main Campus Faculty, Staff, Temps, and Student employees. No for HSC Faculty
Q: How do I search for applicants?
A: You search by going to Manage Applicants. There are a variety of filters to search from to find an applicant.
Q: Will HSC staff and faculty have the mandated "students questions" on student hires?
Q: Does the application process still include a self-evaluation for applicants?
Q: If I create a job posting in the new system, can I copy that posting for re-use in the future?
A: Yes, job postings may be copied and modified for future job ads.
Q: Why is there not a department search column on the job postings page?
A: It was decided not to use one due to our complex organizational structure.
Q: Will the Background Check process be integrated into UNMJobs 2.0?
A: No. At this time, Background checks remain a separate process. However, we are assessing vendors so integration may be an option in the future.
Q: Does the department still have to upload interview questions for hiring committee?
A: Yes, this functionality is still available.
Q: Is there a way to add a Guest User to the hiring process?
A: In the Notes section, add “Need Guest User access for (name, email address)" and the Employment Area will create a temporary username and password for them.
Q: How can I ensure that a keyword search will bring up my posting?
A: Keyword searches will pull from the Posting Title and Posting Summary (not from Preferred Qualifications)
Q: If there is a change in the Best Consideration date, how will HR know?
A: The system tracks the history of changes by user.
Q: Have the posting period requirements changed?
A: Only for the Student employment area. Their posting period has changed from 90 days to 60.
Q: How/when does a position get closed? Can we close it? Can we request a close date in the posting comments?
A: Hiring Coordinators are required to select a “Type of Duration” when creating a requisition. Type can be either “Open until Filled” or “Hard Close”. The next field to select is “Duration of Posting” where you choose how long the requisition will be posted for. If you choose “Hard Close”, then the duration will dictate the close date. If you choose “Open until Filled” the duration will dictate the Best Consideration date. When you would like a posting removed from the Web, you can send an email to email@example.com. Once a hire is complete and the pool has been dispensed, HR will contact the department to confirm that the requisition should be closed.
Q: Manager vs. Supervisor fields – what does this inform? (Gabe, please post to the Applications/Job Posting)
A: The Manager field is the “Reports To” field in Banner, and this is what drives the “My Team” portion of UNMJobs and will dictate the routing of Performance Reviews once the Performance module of TMS is implemented. The Supervisor field is used for the “Supervised By” field in Banner, and this is what drives the supervisor for time reporting purposes.
Q: I’m having trouble formatting the instruction and job ad boxes when creating a requisition (please feel free to edit any of this)
A: The requisition templates use HTML and thus, an HTML editor is required for the formatting to look correct. We have provided instructions for how to use our suggested editors here:
When inputting text into the requisition templates (especially when copying and pasting), you will need to use HTML coding to format the job ad properly. Follow the instructions below.
- Open an HTML editing tool such as: WordHTML or WordtoHTML.
- Type or paste the text you want to use into the Word editor box
- Refer to the HTML box for the HTML code to use
- Cut and paste the HTML text into the requisition text box.
Q: How can I tell what hire type I’m logged in as? Why does it matter?
A: Being in a specific employment area allows you access to different requisition templates. The template for the student employment area is much different than the faculty template. By default you will be in the staff hire type, but if you want to check your currently assigned employment area, view your Universal Profile which is found under the home menu.
Q: Can I have my employment area default to the University of New Mexico?
A: Unfortunately, there is no way to currently do this.
Q: What is the best way to help the applicant attach documents other than resume and cover letter?
A: It is recommended that the job ad instructions request that the applicant supply any additional needed/required information in the cover letter attachment.
Career Center vs Career Site
Q: How does the Career Center differ from the Career Site?
A: The Career Center is for internal applicants who are current UNM employees, and it displays all jobs available to external and internal applicants. The Career Site is for external applicants who do not work at UNM, and it displays all jobs available to external applicants only.
|Career Center||Career Site|
|Audience||Current UNM employees (internal)||External applicants (non-UNM employees)|
|Job Ads||Displays internal and external job ads||Display external job ads only|
Approvers and Approvals
Q: Will the Hiring Proposal have to go back to the originator (Hiring Coordinator) and start the queue process if a change needs to be made?
A: Generally, changes made to the requisition will re-route through the established approval queues beginning with the Hiring Coordinator.
Q: Is the primary owner the only person who will be able to send/submit a hiring proposal (i.e., select those that will be hired and send their paperwork?) Will other users be able to do this?
A: Anyone designated as an “Owner” on the requisition will be able to send/submit the hiring proposal. You can add Owners under the Hiring Team section.
Q: How has turnaround time improved?
A: It is required that there is one approver, but you do not need to route to yourself as an approver. OEO review time has been changed such that it does not hold up the process.
Q: Will preferred qualifications be added later? Pre-qualifications – not listed
A: Preferred qualifications are “minimum qualifications” in the new system
Q: Can you save the requisition mid-point or any point and return to it later?
A: Clicking save or next saves the requisition and allows you to return to complete it at a later time, except in the case of required fields.
Q: Since posting specific questions will no longer be available, is there something that allows you to cross reference if the applicant meets the minimum qualifications for the position?
A: Posting specific information can be included in the job posting or preferred qualifications. The applicant can be instructed to answer how they meet the preferred qualifications in their cover letter.
Q: Need to be able to select hiring manager from other org codes.
A: You are only able to select a hiring manager from orgs that you have access to. If you do not have access to the org where the hiring manager resides, you can choose a person in your org, or leave it blank, and include the hiring manager’s information as a note in the comment field.
Q: If my Org code is incorrectly listed in the Offer Details, what do I do?
A: The ORG code defaults from the value identified as the hiring department on the requisition. It appears in the “Location” field in the offer details. To update the assigned ORG code you would just update the value in the location section. You will only select an ORG code that you have access to see. If you need to select an ORG code that is outside of your permissions, include a comment in the notes box.
Q: If I choose to not hire someone, does the system email them?
A: It depends on the disposition code selected, please refer to the table within Changing Applicant Status and Disposition Reason.
Q: What do emails received by non-selected candidates say? (Gabe please post to Emails)
A: For standard dispensation codes, the email is the following:
Dear RECIPIENT.FIRST.NAME RECIPIENT.LAST.NAME,
Thank you for your interest in employment at The University of New Mexico. Your application for JOB.TITLE (JOB.REQUISITION.ID) with JOB.OU.LOCATION.TITLE has been reviewed and you were not selected for this opportunity. We encourage you to continue visiting our website and to apply for positions that interest you. Our employment opportunities can be found at https://UNMJobs.unm.edu.
For voluntary withdrawals, the email is the following:
Dear RECIPIENT.FIRST.NAME RECIPIENT.LAST.NAME,
You are receiving this email to confirm the withdrawal of your application for JOB.TITLE (requisition number JOB.REQUISITION.ID). Thank you for your interest in working at the University of New Mexico. You can find employment opportunities at https://UNMJobs.unm.edu.
You can view these, and the language for all other system emails, at the following site: https://confluence.unm.edu:8443/display/EKB/Email+Messages
Disposition Code and Email Notification Status
Q: Can I create a custom email to inform those being dispensed?
A: No. Emails are sent based upon the disposition selected. See email templates here: UNMJobs Email Messages
If you want to send a personal message we recommend sending one to the applicant prior to dispensing them as "not hired".
Employee Profile/User Accounts
Q: If a UNM employee has a profile in the current system, will it be transitioned to UNMJobs 2.0, or does the employee have to re-enter their profile information?
A: All employees will have to create a new profile in the new system.
Reports and Records
Q: What kind of Reports are available through the new system?
A: Reports can be standard or customized and are downloadable.