Recruitment Process for Faculty and Staff positions

In Oracle Cloud, what we used to refer to as an Authorization to Employ (ATE) is now called a Requisition.

These instructions are intended for anyone in a department/program who is charged with initiating a requisition as part of the recruitment process for Faculty and Staff positions.

Prior to beginning any requisition you should have on hand the following key items which you will need when filling out the requisition:

The position control number that coincides with the name of the position. Jennifer Allen in the Budget Office can assist you with this. Also, for positions in the academic affairs division you may contact Debbie Peterson in the Dean of the Faculty’s office.
The costing number for your position. You can also get this info from Jennifer Allen or Debbie Peterson in the above-noted departments.
Consult with Nancy Bruno, Assistant Director for Compensation and HRIS, regarding the salary range (for non-faculty positions).
Ad description along with job requirements and if there are documents you will be requesting from the applicant, such as cover letter, resume, list of three references, etc.

As a Hiring Manager or Department Chair, you have the ability to initiate a requisition. Some administrative assistants also have this access. If you need access and don’t currently have it, please contact either Jim Calhoun or Nancy Bruno in Human Resources.

To begin, simply log into Oracle Cloud, and then click on Hiring in the top toolbar. You will then click on the blue Hiring icon.

Click on the +Add button on the right-hand side of the page.

You will now complete the following sections. To move to the next section, click continue. Please note that you will only be able to continue to the next section when all the required information has been completed. Required fields are designated with an asterisk.

How

Requisition Type: Defaulted to Standard
Use: Choose Position
Business Unit: Defaulted to Skidmore College
Position: You will need to search for the position by either the title or position number. For areas with multiple positions with the same position title, this is where you will need to know the position number. Please Note: Once you enter a position and click the Continue button, you WILL NOT be able to edit this field. You will have to redo the requisition if you find you’ve chosen the wrong position so please be sure of the position name and number.

Basic Information

Requisition Type: Defaulted to Standard.
Requisition Title: This will be pre-populated based on the position in section one. You can modify this title to reflect the title of the position when posted.
Number of Openings: Leave as default (Limited – 1).
Position: Leave as default (pre-populations from position in section one).
Business Justification: Select either New Position or Replacement.
Languages: Defaults to American English.
Comments: Enter anything you feel is relevant to the requisition, whether you intend to waive the search, or the name of the employee who you will be replacing and/or hiring. Also, please note where you would want the position advertisedor you can upload a Word document with the names of the advertising sources in the attachments section. For each advertising source, please note the approximate date you would like the advertisement to be posted and how long it should be advertised.

Hiring Team

Hiring Manager: This should be the person who is the actual supervisor of the position and will impact the approval workflow process. For faculty positions, this should be the Department Chair. The hiring manager should automatically default to the supervisor of the position, if not, begin typing the correct name. This also impacts the approval process along with the offer letter process.
Recruiter: This will be the Assistant Director for Compensation and HRIS (Nancy Bruno) for non-faculty appointments and Associate Dean of the Faculty (Janet Casey) for faculty appointments.
Add Collaborator Type – Click on the arrow and choose Collaborator
Collaborator: This can be any individual(s) who participates in the search process, such as search chair or committee member. For faculty positions, please be sure to enter Debra Peterson, Academic Affairs Coordinator. By doing so, she will be able to access all faculty requisitions.

Requisition Structure

Recruiting Type: Choose appropriate type (faculty for faculty appointments, staff for non-faculty appointments and summer for summer appointments.
Organization: Search and add the department in which this position is located.
Primary Location: Click on arrow key and choose Saratoga Springs, NY, United States.
Other Locations: Leave blank.
Job Family: Already populated.

Details

Worker Type: Select Employee.
Regular or Temporary: Select appropriate category.
Management Level: Leave as default.
Full Time or Part Time: Select appropriate category.
Job Shift: You can choose the appropriate shift or leave blank.
Education Level: You can leave blank.
Pay Frequency: Bi-weekly.
Maximum Salary: Please consult with Human Resources prior to entering this field
Minimum Salary: Please consult with Human Resources prior to entering this field
Employee Referral Bonus: Leave blank.
On Call: Indicate yes or no.
Costing: Enter the costing account number. This is an example of a staff, regular non-exempt position in Human Resources – A1.60.6330.00000.5130.00000.1.0000. As noted in the beginning instructions, Financial Services has prepared a training document called “Understand Chart of Accounts” which is listed on the Oracle Cloud Training Site.

Work Requirements – not required to complete

Posting Description

Internal Posting Description: Click Enter Custom internal Posting Description check box to copy and paste a job description. Please include job responsibilities, necessary qualifications, and education requirements.
Internal Short Description: This short description is less than 1000 characters and will show as the job summary on the front tile of the applicant site. You can use this short description to enter a small summary of the position or some wording that may entice an applicant to click on the job posting while also using the above Internal Posting Description to capture the full job description.
Same Description for Internal and External: Check if you want the description to appear the same to both internal and external applicants. If not, uncheck the box and enter text to appear for internal applicants.

Offer Info – Already pre-populated, click continue

Attachments

Add any attachments that would be helpful for collaborators. For example, a position description or evaluation form.

Configuration

Candidate Selection Process: Leave as default.
External Application Flow: Leave as default for non-faculty appointments and for faculty appointments, you will see Letters of Recommendation required and may wish to choose that option.
Allow Candidates to Apply When Not Posted: Leave as default.
Automatically Fill Requisition: By choosing Yes, the requisition will automatically be marked filled when offer is accepted. If you skip over, then HR will manually mark the requisition filled.

Questionnaires

Internal Prescreening Questionnaire: Choose any appropriate question(s) that are applicable to the requisition, others available upon request to HR.
External Prescreening Questionnaire: Choose any appropriate question(s) that are applicable to the requisition, others available upon request to HR.
Interview Questionnaires: Skip over.

After completing all sections above and your requisition is ready to be reviewed and submitted through the approval process, scroll to the top of the page click on the white button Submit. The requisition will be submitted through the approval chain and once fully approved, HR will post. The submitting individual will receive a notification once the requisition has been posted.

*Screening Services (background check) will be completed by Human Resources.