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Purpose

How to create a faculty, temporary part-time faculty (TPT) adjunct, or postdoctoral fellow requisition.

Applicability

Department level Hiring Coordinators who are responsible for the administrative oversight of the faculty, adjunct (TPT) and postdoctoral fellow posting.

Prerequisites

Hiring Coordinator access is managed via Hiring Coordinator role which can be requested via the Banner Authorization Requests (BAR) system.

Procedure

Note: It is recommended Hiring Coordinators use Internet Explorer when creating requisitions in order to adjust the size of rich text boxes and increase ease of use when completing the position summary and qualifications sections.  

Verify Employment Area

Your employment area must be HSC Faculty to work on HSC faculty requisitions. See SOP – 1. Selecting Your Employment Area.

Initiate Requisition

From navigation bar, hover over Recruit and click Manage Requisition


Under Options click Add Requisition


Select Position Classification and Requisition Template

Select the appropriate position classification for the Job Title by clicking on the open icon from the Position Class  field. The pop up window will display all of the faculty, staff and student position classifications organized by employee classification. To view the list of position classifications, select the  icon next to the desired employee class. Note: You can search for the desired position classification using the search feature at the top of the pop up window. Please note the employee classification listed under the Parent column to ensure that you select the appropriate employee classification (FY, FT, or FP) based on the type of position you are trying to hire.

Requisition template are formatted for each position classification and employment area. To select the correct requisition template, form the Requisition Template field click on the open icon  From the pop up window, select the Health Sciences Center Faculty Template.

Complete Details Section

Enter the applicable requisition fields based on the table below.

 

Field Name

Value

Notes

Display Job Title*

Title that will display to applicants include department name

Ex. Assistant Professor of Surgery

Employment Area*

HSC Faculty

 

Primary Location*

Hiring Department

 

Additional Locations

Do not select

 

Grade

Do not select

 

Cost Center

Do not select

 

Contact Phone

Leave Blank

 

Employment Type*

Faculty

 

Currency*

United States Dollar

 

Compensation*

Update value for TPTs

Will default to correct value for all faculty classifications except TPT's

Range

Leave Blank

 

Referral Bonus

Leave Blank

 

Faculty Type*

Select appropriate value based on the type of faculty position

Applicants can use this field to search for positions

Campus*

Health Sciences Center (HSC)

 

Academic Location*

Select appropriate value 

 

Appointment Percent*

Enter appropriate value

Value does not display to applicants. An anticipated or typical appointment percent can be entered for TPT postings

Underutilization Information

Read Only/Cannot Update

Will display the underutilization information for the selected position classification

For Best Consideration Date*

Enter the For Best Consideration Date

Competitive postings must be posted for a minimum of 15 days, Non-competitive postings are recommended for a minimum of 5 days to allow apple time for the applicant to “apply”)

Posting Type*

Select appropriate value

 

Non-Competitive Exception

Enter appropriate value, if applicable

Internal Non-Competitive: Non-competitive hire for a current UNM employee.

External Non-Competitive: Non-competitive hire for an external applicant.

Application Instructions*

Enter application instructions that will appear on the posting.

Application Instructions (especially when copying and pasting), may require you to utilize HTML coding to properly format an email link, etc. Follow the instructions below:.

  1. Open an HTML editing tool such as: WordHTML or WordtoHTML.
  2. Type or paste the text you want to use into the Word editor box
  3. Edit as needed
  4. Refer to the HTML box for the HTML code to use
  5. Cut and paste the HTML text into the requisition Applications Instructions text box.

 

Approval Number

(if applicable) HSC School of Medicine must enter PRC approval #

 

Advertising Resources

  • List your advertising resources for competitive recruitments following UNM OEO Faculty hiring guidelines:
    • One national recruitment/publication resource and/or website must be identified.
    • Targeted recruitment must be conducted for each of the protected groups (Women, Asian, African American, American Indian, Hispanic) for all vacancies.
    • Department must maintain documentation of all recruitment resources in the search file.

 

Jobing.com Posting

Select if posting should be placed on Jobing.com

Jobing.com is a free resource

HigherEdJobs.com Posting

Select if posting should be placed on HigherEdJobs.com

There is a cost for this site. Please refer to HR website for cost.

HigherEdJobs.com Posting AA Email

Select if HigherEdJobs.com Affirmative Action email should be sent

There is a cost for this service. Please refer to HR website for cost.

Primary Index for Recruitment Cost

Enter, if applicable

 

Department Contact Name*

Enter contact name

For internal use only, does not display to applicants

Department Contact Email*

Enter contact email

For internal use only, does not display to applicants

Department Contact Phone*

Enter contact phone

For internal use only, does not display to applicants

Comments

Enter any necessary comments

 For internal non-competitive requisitions, please include the applicants Banner ID in the comments.

*Required Field

Complete the Description and Qualifications Section

Please note that job ad is formatting with Font = Arial, Size = 2. To ensure professional formatting of the job ad, please verify that the text entered into the description and qualifications section is of the same font and size.

  • Description: Enter position summary in both Internal and External Tab. If copying information from another document, use the paste from Word button  to preserve the formatting of the text.
  • Qualifications:  Enter both Minimum and Preferred Qualifications using the format in box. If copying information from another document, use the paste from Word button  to preserve the formatting of the text. DO NOT USE IDEAL TAB.
  • Keywords: Enter key words that will be searchable by applicants (if desired).

  • IMPORTANT NOTE: Alternative Formatting Instructions
    • When inputting text into the Description and Qualifications (especially when copying and pasting), you can use HTML coding to properly format the verbiage, fonts, bullets, etc.

    • Follow the instructions below.

      1. Open an HTML editing tool such as: WordHTML or WordtoHTML.
      2. Type or paste the text you want to use into the Word editor box
      3. Refer to the HTML box/tab for the HTML code to use
      4. Copy the HTML text
      5. In the Job Req click on and paste the HTML code into appropriate box "Description (internal and external) or Minimums".


        6. Click on  to check formatting:

Complete Hiring Team Section 

  • Primary Owner: Hiring Coordinator (formerly Search Coordinator)
  • Hiring Manager:  Department Approver (i.e. Department Administrator)
  • Reviewers: Add the search committee members to the reviewers section by selecting the Add Reviewers icon . You will be brought to an alphabetical list of all active users in the system. It is recommended to search either by name on UNM ID number to locate the members of the search committee.
  • Once the committee member’s record has been identified, select his/her name and continue searching for all additional committee members. Once all committee members have been identified, select the add icon .
  • (Must consist of at least 3 members and must include one female and one minority. Cannot be the same person.)
  • IMPORTANT NOTE: If a search committee member is not a User in UNMJobs (i.e. a resident or an affiliate, etc ) please provide their First and Last name and email address in the Comments Box so access can be provided to review applicants.
     


    • HSC FCO will email you the Reviewer's:
      • User Name
      • Temporary Password
      • And the sign in link

  • Ignore Interviewers
  • Upload the required Attachments in the Document section by selecting the Add Attachment  icon. Enter the title of the document in the title field, locate the attachment, and select Save  to upload the attachment.



  • Attachments: document section

Competitive Posting Attachments:

  • Copy of all advertisements to be used
  • Position analysis memo (PAM) describing how the search will be conducted
  • Copies of screening tools to be used to assess applicants
  • Recruitment/Hire approval 1. School of Medicine PRC or 2. CON, COP, COPH Chancellor approval

Non-Competitive Posting Attachments:

  • Recruitment/Hire approval 1. School of Medicine PRC or 2. CON, COP, COPH Chancellor approval
  • CV
  • Justification Memo

TPT Competitive Posting Attachments:

  • Copy of all advertisements to be used (full, modified, abbreviated)
  • Position analysis memo (PAM) describing how the search will be conducted
  • Copies of screening tools to be used to assess applicants
  • Recruitment/Hire approval 1. School of Medicine PRC or 2. CON, COP, COPH Chancellor approval

TPT Non-Competitive Posting Attachments:

  • Recruitment/Hire approval 1. School of Medicine PRC or 2. CON, COP, COPH Chancellor approval
  • CV
  • Justification Memo

Post Doc Non-Competitive Posting Attachments:

  • Post Doc Contract and Information Form (PDCIF)
  • CV or NIH Biosketch
  • Justification memo

Enter Required Approvals

  • Add the required approvers based on your department preferences. To add an approver select the plus icon . The minimum number of approvals required by HSC FCO is given below. To add the required approvals, select the   icon next to Hiring Manager and User and select Done.


  • To select the approver, select the open icon . (See graphic below). The number next to the approver indicates the order which the requisition will be approved. HSC FCO requires the following approvers for both competitive and non-competitive hiring requests:
  1. Department Approver ( = Hiring Manager)
  2. HSC FCO Approvers using the “Or” statement (ex. Approver 1, HSC or Approver 2, HSC) for Faculty and
  3.  Approver 3, HSC for TPT’s and Post Docs.

Please Note: If the minimum required approvals are not selected, the requisition will not be posted and the hiring request will not be approved by HSC FCO.

Complete Requisition Section

  • Priority: Select medium (requisitions will be reviewed in order of receipt regardless of priority selected)

  • Openings: Enter number of hires from this requisition or selecting the Ongoing checkbox for continuous recruitments.
  • Target Hire Date: Enter the anticipated start date
  • Do Not Allow to Apply - Never check this box!
  • Click Next 

Review Job Ad

  • The job ad will preview as it appears for applicants. If you see any formatting errors on this page, those will also display to the applicants. The font for the job ad is Arial, size 2.

Review the Job Ad section for accuracy and, if acceptable click Next .

  • If changes to the job ad are required, select the back  button and edit the fields on the first page of the requisition.

Submit Requisition for Approval

  • Click Next through the Application Workflow, Applicant Review, Internal Postings, and External Postings sections as these are not editable.
  • Once you reach the External Postings section, click Submit to submit your requisition for approval.
NOTE: You can save the requisition at any time. To find saved requisition, hover over Recruit, and select Manage Requisition and you should see your saved requisition with a status of draft.

Requisition Approval

Once the requisition has received the final approval, you will receive the following email notification.

Dear RECIPIENT.FIRST.NAME RECIPIENT.LAST.NAME:

The requisition for JOB.TITLE (JOB.REQUISITION.ID) has been JOB.REQUISITION.APPROVAL.FINAL.STATUS. Below is summary of the comments that were entered by the requisition approvers for your review. If the requisition was denied, the requested changes will be noted in the approver comments.

JOB.REQUISITION.APPROVAL.SUMMARY.HTML

Please note: You will receive this notice when a requisition is initially submitted and when changes to a requisition are submitted. This notice does not mean that the requisition has been posted. Your request will be posted by JOB.OU.DIVISION.TITLE once they have completed their required review. You can verify the status of your requisition by viewing the requisition under the Manager Requisition Link at UNMJobs

Regards,

The University of New Mexico

Once the final approval has been received, HSC FCO will post the job on the applicable internal and external career sites.

External Non-Competitive Requisitions

External non-competitive hires create an external job posting that can be sent to the external applicant.

  • Once the requisition receives final approval, you will receive an email notification.
  • To locate the link to the posting, from navigation bar, hover over Recruit and click Manage Requisition in order to display your list of requisitions.
  • To view the details of the requisition, select the title of the requisition from the list.
  • Select the External Postings link within the requisition.
  • The link to the requisition will be found as the Default Requisition URL given at the bottom of the external posting list.
  • Cut and paste the link into an email and send to the identified candidate.

Internal Non-Competitive Requisitions

Internal non-competitive hires create an external job posting that are only visible through the UNMJobs Career Center to the current UNM employee identified in the comments section of the requisition.

  • Once the requisition receives final approval, you will receive an email notification.
  • Provide the requisition number and title (ex. req123)
  • The applicant should be directed to the internal Career Center in UNMJobs which is located at MyUNM.edu.
  • Once the employee has logged in to UNMJobs using their UNM NetID and password, the Career Center can be found under the under the UNMJobs menu.
  • Search for the requisition number in the Keyword and ReqID field.
  • To apply, select the Apply Now icon and follow the application instructions.

Resubmitting a Denied Requisition

If you receive a notification that your requisition was denied, the requisition can be resubmitted without creating a new requisition.

From the Manage Requisitions page, locate the denied requisition. Denied requisitions state “Denied” under the Status column of the requisition listing.

  • Approver comments can be viewed by clicking the status “Denied” for the requisition.
  • Copy the comments into Word or print comments to reference changes to be made.
  • You will not be able to access the comments once requisition has been changed back to “Draft” status.

Once again from the Manage Requisitions page:

  • Locate the denied requisition and select the requisition Job title.
  • Scroll to the bottom of the requisition and change the Requisition Status to “Draft”.
  • Click Save then go back into the requisition to make changes that were requested by the approvers in the comments.

Once all of the required changes have been made, the requisition can be resubmitted for review and approval.