RIT CAREER ZONE* Manager Portal - Rochester Institute Of Technology

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RIT CAREER ZONE*Manager PortalRequisition and ApplicantManagementFull User GuideUse Ctrl-F to search within this documentPowered byUpdated 2/27/14*The Career Zone System—powered by: Kenexa Brass RingCareer Zone is powered by a program called: Kenexa Brass Ring. Most of the email notifications in the system will come from“brassing.com”, so please adjust your junk email settings so these notification do not filter to your junk mail folder.The most recent version of this document can always be found les/czuserguidefull.pdfWe try very hard to keep this document up to date as changes occur, so if you find something that appears to be inaccurate or ismissing, please send an email to the HR Recruitment Office at staffrec@rit.edu and we will get it fixed asap!Thank you for your support!Full Career Zone Manager User GuideUpdated 2/27/2014 P a g e 1

C ONTENTSSection 1: Where to get help (support, errors, training, pop-up blocker, process) . 4If you encounter an error when you receive an email notification for a candidate form approval . 4Supported Browsers for Manager Portal . 4Section 2: User types . 4Section 3: Navigation . 5Your Portal and Panels . 5Quick Search: . 5Various Icons and Links . 5Text Area Fields: . 6Section 4: Faculty and Staff Requisition Creation . 6Requisition Statuses . 6Creating a faculty or staff requisition (req) form . 7Requisition Team . 10Daily Notifications for New Applicants--AUTOFILER . 11How to Update your Req Team after Req Has Been Sent for Approval. 11Faculty Requisition-Specific Fields . 13Submitting your Requisition and requisition edits . 15Save as Draft . 15Submitting your requisition for approval. 15Viewing Your Requisition Approval Progress (for reqs where you are the hiring manager, creator or on the team.). 16Posting to the Talent Gateways . 17Locating a Requisition that you Need to Approve . 17Declining a Requisition. 17Save Req as New (copy requisition) . 17Incremental Requisitions . 17Faculty Requisition Subsidiary Forms . 18How to View Posting Dates and Posting Previews . 19ADVERTISING Standard Sites at NO Charge: . 19Section 5: Candidate Talent Gateways (http://careers.rit.edu) . 20Gateway Questions: . 20Staff External Talent Gateway-Search Fields . 20Faculty External Talent Gateway—Search Fields . 21Faculty/Staff internal Talent Gateway . 21Applicant Experience . 22Attachments: . 23Advertising Source . 23EEO Data . 23Uploading Attachments not Provided in the Initial Applicant Submission: . 24Section 6: Applicant Management. 24Reviewing and Screening your Candidates . 24HELPFUL TIP! Customizing your candidate results panel . 24Viewing Applicant Pool Diversity (EEO Data) . 26Viewing Individual Talent Records, EEO (Diversity ) Data, Resumes and Documents . 26HELPFUL TIP! Gateway Questionnaire Job Response Form—See entire applicant profile in one document . 28HELPFUL TIP! Viewing MULTIPLE Talent Records Using “Speed Browse” . 29eLinking Applicant Information. 29Full Career Zone Manager User GuideUpdated 2/27/2014 P a g e 2

Personal Email Lists and Elinking . 32Bulk Print Send ( New Functionality Still in Beta Stage for Testing). 34Updating HR (Applicant) Statuses – Also known as Applicant Dispositioning and Applicant Tracking. 36Who can update statuses? . 36When should statuses be updated? . 36Will the applicant know the specific reason they were no longer considered? . 36When do I need to complete the disposition form? . 36Updating Multiple Applicant Statuses at One Time . 37Updating Multiple Applicant Statuses at One Time - Example . 37UNDOING an Applicant Status . 38Adding or Re-accessing a Candidate Disposition Form through the Candidate results panel . 39Section 7: Hiring your STAFF Candidate. 40Salary Offer Guideline Considerations: . 40General Hire Process Steps: . 40Staff Status Changes and High Level Steps (see detailed steps below) . 40Staff Hire Applicant Status Changes Detailed Steps . 41Staff Pre-Offer Approval process . 41Staff Offer Process and Background Check Form . 42Processing the Staff New Hire Employee Action Form (EAF) . 44Section 8: Hiring your FACULTY Candidate . 46Faculty Pre-Offer Process . 47Faculty Offer and Hire (EAF) Process . 47Section 9: Closing out your Requisition/Job Opening . 50Section 9: Applicant Status Cross Reference and Glossary . 51Faculty Applicant Status Cross Reference Guide . 51Staff Applicant Status Cross Reference Guide . 51Glossary (Kenexa 2x BrassRing reference) . 52Section 10: Candidate Communications . 53Sending an E-mail Template . 53Other Tips about Communications . 55Section 11: Requisition Approvals in Career Zone . 55Steps to Initiate Requisition Approval . 55The Approval and Posting Process Summary:. 55If you are an Approver and Have Recommended Changes to a Req . 56Requisition Approval Screen Shots . 56Start Workflow Box . 56Inserting an Additional Approver—screen shot . 56Adding an FYI approver . 57Approval Email—Received from workflowmanager@trm.brassing.com . 58IMPORTANT: Salary and Budget Information in the Requisition . 58Viewing Reqs Pending Approval . 59Features on the Smart Approval Screen . 59How to Get Back to the Smart Approval Box . 61How to View Approval Workflows that you are part of. 61Changing your Own Approval Notification Settings. 62Vacation Rules for Requisitions (AKA How to set an "Alternate" for SmartApproval (similar to a Vacation Rule in Oracle) . 63How to Turn Off Your Alternate Approver For Smart Approval (similar to a Vacation Rule in Oracle) . 63Full Career Zone Manager User GuideUpdated 2/27/2014 P a g e 3

Turning on Smart Approval Notifications when you are designated as someone’s alternate. . 64Section 11: Candidate Form Approvals in Career Zone . 64Candidate EAF and Pre-Offer Forms with Approvals . 64View and Save Candidate Forms in PDF Format . 64Re-Sending an Approval Notification for a Candidate Form . 65Vacation Rules for Candidate FORMS (EAF and Pre-offer Approval) . 65S ECTION 1: W HEREPROCESS )TO GET HEL P( SUPPORT ,ERRORS , TRAINING , POP - UP BLOCKER ,IMPORTANT: MAKE SURE THAT BEFORE YOU BEGIN TO CREATE YOUR REQUISITION OR DISPOSITION CANDIDATES, YOU TURNOFF YOUR POP-UP BLOCKER. In Internet Explorer, you can following these instructions for turning on and off your pop-upblocker: t/ Includes links to additional instructions and quick start user guides.Email staffrec@rit.edu or contact your Human Resources recruiter or Lizanne Zamites-Office of Staff Recruitment 475-6261IFYOU ENCOUNTER AN ERROR WHEN YOU RECEIVE AN EMAIL NOTIFICATION FOR ACANDIDATE FORM APPROVALIf you encounter an error which states: “You do not have privileges for viewing this form”, please email staffrec@rit.edu. Wemay have to temporarily add you to the req team or send you an electronic copy of the EAF to view so you can authorize aproxy approval. We are working to resolve the privileges issue that some users have encountered with the forms.S UPPORTED B ROWSERSFORM ANAGER P ORTALS ECTION 2: U SER TYPESFaculty and staff who will be using the system to create requisitions or review applicants will be assigned one of two levels ofaccess in the Career Zone Manager Portal. Email staffrec@rit.edu if you need to have a different level of access than what youwere originally assigned. There is no longer control of view and update access by req. CZ Requisition and Applicant Management (assigned to all supervisors and individuals who need to create requisitions andupdate applicant statuses)Full Career Zone Manager User GuideUpdated 2/27/2014 P a g e 4

CZ Applicant Management only (non-supervisors and individuals who do not need to create requisitions or update applicantstatuses)S ECTION 3: N AVIGATIONY OUR P ORTALANDP ANELSAs a hiring manager or part of a search team, you will see on your panels, applicants who you have a “MY” relationship withby either being the requisition creator, the hiring manager or on the search team. If an applicant applies to several of youropenings, when you are reviewing your applicants, it is recommended that you filter the talent record to view only that reqfolder (see reviewing individual talent records below.)1.2.3.4.The home page panels are the framed content areas that appear in your workspace (Portal).Home page panels are adjustable by user so that you can see the home page with the information most important to you.o You can adjust the size or order of panels on the portalo You can minimize, maximize and close panelso You can adding and remove columns from panels (Display—Edit Columns)o You can access Quick SearchOnly SINGLE CLICK when navigating through the system and avoid using the browser BACK button.Each requisition will be assigned a unique requisition number in the format of 123BRQ UICK S EARCH :Quick Search allows you to search for reqs based on the complete or portion of a Job Title orreq number or search for a candidate by last name or part of their last name. Click SEARCH in upper right corner of thehome page. The Quick Search field will appear. Enter your search criteria in the box.Select “Search Candidates” or “Search Reqs” , then click:When candidates have applied to a req via the talent gateway, they are considered “filed to the Req Folder”. If you search foryour req number in the search box at the top of the page, you will be brought to this view. To view your applicants, click on the“Req Folder” icon.V ARIOUS I CONSANDL INKSHome—Click to return to the Welcome Page that displayed when you logged into Career Zone (Kenexa 2xBrassring or 2XB).Logoff—Click to log out of Career Zone (Kenexa 2xBrassring)Search—Click here to “quick search” for candidates or requisitions that match specific criteria.This convenient feature remains open for future login sessions unless you click to close it.Full Career Zone Manager User GuideUpdated 2/27/2014 P a g e 5

T EXT A REA F IELDS :Certain fields within CareerZone are called “Text Area” fields and they contain editing tools. When you click in the box, the boxwill pop open and expand to show the editing tools.The “Clear Formatting” box will revert all of your formatting to regular text and remove any HTML coding in the box. This isuseful if you want to do all of your formatting consistently in each box beware, it will also remove hyperlinks, so you will have toadd them back in.S ECTION 4: F ACULTY AND S TAFF R EQUISITION C REATIONR EQUISITION S TATUSESPending – Req is in the process of being approved.Approved – Req has all necessary approvals; system updates from Pending -- Approved.Open – Req available for recruiting; opening is a manual action; can be posted to Talent Gateways.Full Career Zone Manager User GuideUpdated 2/27/2014 P a g e 6

Closed - Req filled. From here, reqs can be Re-Opened by recruiters, restoring ability to change HR statuses assigned tocandidates.On Hold – Req needed to be temporarily put on hold; Suspends the number of days counted as Open.Cancelled - No longer recruited for due to budget constraints, headcount changes, etc.Deleted – Erroneous entry. Super User action.Requisition statuses can only be updated by recruiters via email by emailing staffrec@rit.edu for staff reqs and faculty@rit.edufor faculty reqs.C REATING1. Click2. ClickA FACULT Y OR STAFF REQUISITION ( REQ ) FORM3. Select your Req Template 4.When the req form pops up, complete the required fields including selecting your job code (the Job Code field is thePosition Combination in Oracle).5.Information related to the job code that you select will auto-populate several of the other req form fields (this is calledJob Code Default Data (JCDD)).6.Information that populates on the requisition from the Job Code should not be changed on the requisition without firstfollowing position control procedures to make the change first in t/position-control-proceduresRequired fields are marked with a red asterisk*DO NOT CHANGE THE DATA IN THE DEFAULTED FIELDS (SUCH AS ORGANIZATION). You must go through standard positioncontrol procedures to make changes to Position/Org Data in Oracle.You can save as a draft at any time in the requisition creation processSTAFF REQUISITION SCREEN SHOTSSelect the option of Replacement if you already have a PC number for your requisition.If you do not already have a Position Control Number (PC) because you are requesting new FTE you must first request a positioncontrol number to use in the Position Combination field of the requisition. Please complete the position setup format: u.fa.humanresources/files/forms/New PC Setup Form.pdfOnce you have your PC number, you can start typing it or part of the position title in the job code field. The page will pause for amoment and certain default information will populate the form. Complete all required fields on the form.Full Career Zone Manager User GuideUpdated 2/27/2014 P a g e 7

Enter information that will behelpful to the approvers. Donot enter information on therequisition that you do notwish to be visible to yourrequisition team since reqteam members will haveaccess to viewing the req.Staff Job function will show upon the talent gateway as criteriathat applicants can use to searchfor a job.For ways to communicateapplicant information to yourreq team without them beingon the req team, consult theeLink section of this userguide.If you have changes to the position title or organization, please select “YES” for the question that says: “Are there any changesrequired to the position title or organization prior to posting this job”. Once you save your requisition, an email will be sent toposition control so they can make the required changes prior to final approval and posting.“Autocomplete” fields allow you to juststart typing in order to get a list ofoptions.On the “Job Code” field, you can also clickthe filter icon to use additional filteringoptions.Full Career Zone Manager User GuideUpdated 2/27/2014 P a g e 8

The person selected in the HiringManager Field on the req templatedetermines which approval hierarchyis populatedThe approval chain is pre-determinedbased on a combination of thesupervisory and organizationalhierarchy, as well as special ruleswhich apply to certain colleges anddivisions.There should only be one choice in the college/divisionapproval and Requisition Type Flag fields. These are usedfor approval and must have a choice selected. Pleaseleave the HRSM field as it defaults—it is for workflowpurposes only.This post question is only to promptrecruiters to post this position tothe external talent gateway (CareerZone).Full Career Zone Manager User GuideUpdated 2/27/2014 P a g e 9

Thedocumentsselected willappear onthe talentgateway forthe applicantto see.“Autocomplete” fields allow you to juststart typing in order to get a list ofoptions.R EQUISITION T EAMRequisition team – To add members to the req team, you can start typing their name. A list of people with like names willappear and you will be able to select them.Your Requisition Team should include anyone who will need direct access to the applicant pool and forms in the Career Zonesystem for review or updating. By being on the team (or by being the hiring manager or requisition creator), you establish a “MYRELATIONSHIP” with the requisition. This means you can view individuals who apply to those reqs. If you do not wish to add allindividuals to your req team who need to review applicants, consult the eLink section of this manual. Elinking allows you toemail candidate information to individuals to review candidate information and forms. Make sure you have added individuals on the Req team if they need to:Receive a notification when the job req is opened,Full Career Zone Manager User GuideUpdated 2/27/2014 P a g e 10

Access the job req or applicants after it is createdAssign Applicant HR statuses and Dispositions to applicants who are filed into the req folder (to update status, team membermust also have full Requisition and Applicant Management Access. Contact staffrec@rit.edu if someone’s access needs to bechanged.)D AILY N OTIFICATIONSFORN EW A PPLIC ANTS --AUTOFILERH OWR EQ T EAMTurn off Autofiler notification for this req—If you would like members of your requisition team to be notified (each night) whennew applicants apply to the req, then LEAVE THE BOX UNCHECKED. If you prefer that notifications are not sent, then check thebox to turn off notifications. Only the REQUISITION TEAM will receive these notices—Hiring Manager and Creator must be addedto the req team if they are to receive the notices.TOU PDATEYOURAFTERR EQ H AS B EEN S ENTFORA PPROVAL Search for your requisition number in the Search box at the top of the screen (if the box is not visible, click the blue Search link.) The Req Search Results box will appear Click on the box next to your req name, then click the UPDATE MULTIPLE REQS link on the left Click on the LIST button next to the “Select to Add to Requisition Team” boxFull Career Zone Manager User GuideUpdated 2/27/2014 P a g e 11

Clear the box at the top which says “Select(3)” and enter in the last name of the person you wish to add. Click SEARCH. Click on the name in the box on the left to move to the box on the right. Then click OK. Click the circle that says “OVERWRITE EXISTING”, then SAVE. You will then receive a message that says “All Requisitions updatedsuccessfully” You can verify by clicking on the requisition number and viewing thereq.Full Career Zone Manager User GuideUpdat

*The Career Zone System—powered by: Kenexa Brass Ring . Career Zone is powered by a program called: Kenexa Brass Ring. Most of the email notifications in the system will come from "brassing.com", so please adjust your junk email settings so these notification do not filter to your junk mail folder.

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