Human Resources iRecruitment Procedures Updated 6/8/2007 12:51 PM

Questions should be directed to the Human Resources Department

Voice: (585) 475-2424
TTY: (585) 475-2420

Table of Contents
Create a Vacancy .................................................................................................................................... 2
Existing (non-incremental) Positions..................................................................................................... 2
Vacancy Security and Recruiting Teams................................................................................................ 3
Detailed Job Posting and Sites Page ....................................................................................................... 4
Vacancy Approvals................................................................................................................................. 4
For Staff Positions: ............................................................................................................................. 4
For Faculty Positions: ......................................................................................................................... 4
Grant Funded Vacancy ....................................................................................................................... 4
Ad hoc approvers .................................................................................................................................... 4
INCREMENTAL Positions .................................................................................................................... 4
Viewing Applicant Information.............................................................................................................. 5
Mass Update of Dispositions for Application Termination................................................................ 6
Individual Update of Dispositions for Application Termination........................................................ 6
Update of Applicant Statuses.............................................................................................................. 6
To End a Vacancy so it No Longer Shows on the Posting Sites ............................................................ 7
Copying a Vacancy ................................................................................................................................. 7
FAQs ....................................................................................................................................................... 7
Q: The position funding type (or job title) for my position is incorrect? Who do I contact? ........... 8
Q: I can’t find my position when I look in the position combination field. What should I do? ....... 8
Q: How will the approvers in the chain know they need to approve the vacancy? ........................... 8
Q: What happens if someone in my organization needs the RIT iRecruitment Manager
Responsibility to initiate or approve a vacancy or view applicants for a position?............................ 8
Q: Are there different Oracle responsibilities for people who only need to review applicants? ....... 8
Q: I have someone in my department who handles our recruitment processes (or sits on a Search
Committee), but they do not work for RIT directly and don’t have access to Oracle. How can they
work with the iRecruitment program? ................................................................................................ 8
Q: I would like to provide additional information to approvers for my vacancy. Where do I
communication that information? ....................................................................................................... 9
Q: As the initiator of the requisition/vacancy, how do I know who is next to approve the vacancy?9
Q: What happens if I am out of the office and unable to access my email and Oracle to approve
vacancies? ........................................................................................................................................... 9
Instructions for Creating Oracle Workflow Vacation Rules................................................................. 10

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Create a Vacancy
(Note: if a PC number has not yet been set up in Oracle, you will need to use a PAPER requisition form
so that a new position can be set up in Oracle. The automated process is only for existing/non-
incremental vacancies.)

Existing (non-incremental) Positions

1. Sign in to Oracle – RIT iRecruitment Manager.
2. iRecruitment Home.
3. Create a Vacancy.
4. Enter all information on the first page (the Vacancy start date is the date that the public posting will
begin..it can be future dated if you do not wish the vacancy to begin right away.) As soon as the
vacancy is approved by all parties in the approval chain (see approvals section below) it will post to
the recruiting sites unless it is future dated.
5. Make sure the business group stays ROCHESTER INSTITUTE OF TECHNOLOGY
6. Select the correct Organization and Position Combination (flexfield) for existing positions.
7. Certain values will default in once you select a position combination
8. The Source of Funding field will only need to be filled in if your intended offer is higher than your
position budget amount.
9. If you will be changing the position title for the posting, you will need to enter the new name into the
New/Changed Position Title Field so that the HRSM can determine if job re-evaluation is needed
prior to approving the position. A new position combination will also need to be set up for the
vacancy.

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10. Click NEXT
11. OPTIONALLY enter skills and education requirements. The skills entered will eventually be used
to do matching on applicants in a future phase of iRecruitment.
12. Enter the name of your HR recruiter (either Laura Buscaglia for Staff or M Renee Baker for Faculty)
13. Enter your recruiting team if needed (see steps below)
14. Enter your posting details and posting sites information (see additional information on posting
details and sites below.)
15. Click NEXT
16. Review your approvers and add additional ad hoc approvers as needed to satisfy your business rules
(see additional information on approvals below.)

Vacancy Security and Recruiting Teams

When setting up a vacancy, managers must define the security of the vacancy in order to control access
to it to the correct people. In addition to standard security, they can create a recruiting team so that
people in addition to those with access through standard security are able to manage a vacancy.

Vacancy security can be set as:

• Team only: Only people in the recruiting team can see it.
• Business and team: People up your supervisory hierarchy, plus the recruiting
team, can see it. This is the preferred type.
• Public: Anyone can see it (DO NOT USE THIS)

When setting up Team Only security, the recruiter or manager must be included in the team, or they
will not be able to see the vacancy.

1. If you want to set up a recruiting team to give other people access to the vacancy. Use the Method
BUSINESS AND TEAM if you would like the people up your supervisory hierarchy AND the
additional team members to be able to review the vacancy and applicants. Use TEAM method
if you ONLY want the people on the team to have access to the vacancy information.
2. TEAM members are added whenever you want people below you in the hierarchy or in other
areas to have access to the vacancy and applicants.
3. Click Next

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Detailed Job Posting and Sites Page

1. Enter the detailed JOB POSTING information (NOTE: any information entered into the following
fields will be available to applicants when they do a keyword search)

• Name
• Organization Name
• Organization Description
• Job Title
• Detailed Description
• Job Requirements
• Additional Details

The Brief Description page should be used to give the applicant viewing the posting a very quick
summary of what the job is about.

2. Enter the start and end dates for the internal and external recruiting sites (the start date will
default to the start date on the first page of the vacancy creation screens.)
3. Next—review your posting
4. Submit

Vacancy Approvals

By default, the approval paths are as follows:

For Staff Positions:

Direct Supervisor—Human Resources Services Manager—Position Control—Budget Office—

Staff Recruiting Manager

For Faculty Positions:

Direct Supervisor—Human Resources Services Manager—Position Control—Budget Office—

Faculty Recruitment Manager
For faculty vacancies, each DEAN must be added to the approval workflow as an ad-hoc
approver by the initiator of the vacancy.

Grant Funded Vacancy — will also require approval from the Office of Sponsored
Programs. They will automatically be added to the approval group for any OG position
combination.

Ad hoc approvers -- can be added so that people who are not in the standard approval chain
can be put in as an approver. Use this functionality to meet your own area’s business rules for
approvals.

INCREMENTAL Positions -- will continue on paper requisitions for the time being. They will
still require the approval of the President.
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Viewing Applicant Information

1. Sign in to Oracle – RIT iRecruitment Manager

2. iRecruitment Home
3. Click on the SEARCH FOR VACANCIES link
4. Enter your search criteria or just change the status to APPROVED then hit the GO button to
retrieve all of your vacancies
5. Click on the number in the applicant column to view your applicants
6. Click on the applicant’s name to drill down on additional detail about the applicant or download
their documents
7. If you have multiple applicants for the same job, you can click on the NEXT button at the top of the
applicant screen to move through your applicants.
8. To download the applicant’s resumes and documents, click on the Resumes and Documents tab.
Click on any document to save to view or save to your computer.

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Update Applicant Status and Affirmative Action Dispositions
Applicants will have access to viewing their Application Statuses through the application, so it is
extremely important that departments keep the application statuses updated. There are several
steps that will make the process of updating statuses easier on department users:

As soon as an applicant is reviewed who does not meet the basic/minimum qualifications for the job,
his/her status should be changed to “Application No Longer Being Considered” and a disposition code
attached. We must update all applicants with a disposition status to stay in compliance with
government EEO regulations.

Once an application is terminated, it can not be reversed by the department user. Any application
termination reversals must be made by Human Resources.

Mass Update of Dispositions for Application Termination

1. Click on the SEARCH FOR VACANCIES link
2. Enter your search criteria or just change the status to APPROVED then hit the GO button to
retrieve all of your vacancies
3. Click on the number in the applicant column to view your applicants
4. Select all the applicants who have the same applicant disposition type (such as Did not meet
minimum educational requirements)
5. Click on the button to UPDATE STATUS
6. Click APPLY
7. This will bring you to a screen where you can enter the status of APPLICATION NO LONGER
BEING CONSIDERED and CHANGE REASON of one of the following:
Did not meet minimum required experience
Did not meet minimum required educational credentials
Did not meet minimum requirements
Lack of current technical knowledge
Withdrew application
Accepted another position
Rejected Offer
Scheduled Interview/did not show
Other (must be defined)
Position Already Closed
Hired

Individual Update of Dispositions for Application Termination

1. Click on the SEARCH FOR VACANCIES link
2. Enter your search criteria or just change the status to APPROVED then hit the GO button to
retrieve all of your vacancies
3. Click on the number in the applicant column to view your applicants
4. Click on an individual applicant’s name
5. Enter the Change Reason and Application Status on the Applications Tab

Update of Applicant Statuses

1. It is also useful and very helpful to the Applicant if we update their status if they are being
interviewed or sent an offer
2. If HR is sending an offer, they will update the status to OFFER for the applicant
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3. If the Department is sending an offer, they should update the status themselves.
4. There are also codes for the interview status that can be used.

To End a Vacancy so it No Longer Shows on the Posting Sites

If you decide to end a posting early, please send an email to your HRSM or Recruitment Manager and
they will update the vacancy for you. You can also do it yourself, but the change will follow the normal
approval chain.

If a posting/vacancy end date was entered when the vacancy was created, then the posting will
automatically fall off the internal and external posting sites after the end date has passed.

Copying a Vacancy

If you would like to copy a previously created vacancy to re-post, follow the steps for search for a
vacancy making sure you select the correct vacancy status in the search criteria (for example: if the
vacancy was closed out, make sure you select the status of CLOSED.)

Click on the box to the left of the vacancy to select it, and press the DUPLICATE button.
You will see the vacancy appear in update mode with a different IRC number from the old vacancy.
Make any required changes and walk through the process just like you were creating a new vacancy.

FAQs
Q: What are all of the segments in the Position Combination Field?
A: The Position Combination is made up of four different segments:
Position Title
Position Control Number (6 digits 00xxxx)
Version (the version is incremented each time something about a position changes)
Funding Type

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Q: The position funding type (or job title) for my position is incorrect? Who do I
contact?
A: Contact Julie Fries who handles Position Control in HR. Her email is jcfpsn@rit.edu and her phone
number is 475-5182. Please note the job title changes may involve your HRSM to determine if job re-
evaluation is necessary or the job title change is appropriate.

Q: I can’t find my position when I look in the position combination field. What
should I do?
A: Try to delete the Organization name that defaulted from your login then search for your position
number again using the wildcard character. For instance, if your position number is 001234, you can
enter %1234% in the Position flexfield column. This will allow you to search for it without knowing the
version number.
NOTE: If you set up a position for an Organization for which you do not have access because you
do not work in the department organization, you will not be able to view it again unless the
manager of the department or Human Resources adds you to the vacancy team or unless you add
yourself to the team when you set up the vacancy.

Q: How will the approvers in the chain know they need to approve the vacancy?
A: Each approver will receive an email notification with a link to view the vacancy information and
approve or reject it. They will need access to Oracle RIT iRecruitment Manager to complete their
approval.

Q: What happens if someone in my organization needs the RIT iRecruitment

Manager Responsibility to initiate or approve a vacancy or view applicants for a
position?
A: Please complete a security an Oracle iRecruitment Security Access form (on the HR website under
forms) and send it to HR for approval.

Q: Are there different Oracle responsibilities for people who only need to review
applicants?
A: No, the same Oracle responsibility called RIT iRecruitment Manager will be given to anyone who
initiates, approves or views vacancies or applicants. Very little harm can come from a person having the
responsibility since all transactions must go through an approval chain before they are processed. If you
find someone does not need the responsibility any longer, please contact Gina Williams in HR and she
will ask ITS to move the access from the person.

Q: I have someone in my department who handles our recruitment processes (or

sits on a Search Committee), but they do not work for RIT directly and don’t have
access to Oracle. How can they work with the iRecruitment program?
A: Since each situation is different, for now, we recommend that you contact Gina Williams in Human
Resources to determine the best method for setting up the person with their appropriate level of access.

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Q: I would like to provide additional information to approvers for my vacancy.
Where do I communication that information?
A: There is an approval comments section right above the list of recruiters on the review page of the
vacancy setup screen. If you type information in that section, it will be communicated to approvers up
the chain.

Q: As the initiator of the requisition/vacancy, how do I know who is next to

approve the vacancy?
A: On your iRecruitment Home page, you will find a section called NOTIFICATIONS. If you click the
button which says “FULL LIST” you will be brought to a dropdown screen which will let you search all
of your workflow notifications. You will then see your complete list of notifications and who they are
going to.

Q: What happens if I am out of the office and unable to access my email and
Oracle to approve vacancies?

A: There is functionality available to set up vacation rules which will temporarily delegate your
authority through the RIT Workflow User responsibility. The instructions are at the end of this packet.
The delegation applies to ALL of your workflow approvals, not just to iRecruitment.

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Instructions for Creating Oracle Workflow Vacation Rules

1. Log in to Oracle
2. Responsibility – RIT Workflow User – My Worklist
3. Click on the Vacation Rules Link in the lower left corner
4. Click ‘Create Rule’ Button to create a new vacation rule
5. Select Item Type of ‘All’ to create a rule that will forward all of your Oracle Workflow notifications
to an alternate party. Click the ‘Next’ button
6. Enter a Start and End Date for the vacation rule
7. Enter a brief text message that will appear on all forwarded notifications
8. Use the List of Values flashlight to select the employee that you want to forward your Notifications
to. Check either ‘Delegate your response’ or ‘ Transfer notification ownership’. Click APPLY.
9. Go back to the Vacation Rules screen to Delete or Update the Vacation Rule if needed

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