Human Resources Management System FAQs
General Questions for iRecruit Rewrite
- Will there be a tutorial link/video for new HR professionals to access, or others to review themselves with this new enhanced HRMS portal?
- Will you be sending out a copy of this presentation?
- What is Human Resource Management System (HRMS)?
- Is HRMS only for non-academic staff positions?
- Do attachments have to be in a certain format?
- Who are all the individuals or roles that will receive email notifications?
- If there are multiple Departmental/Organizational HR Coordinators in the same Accountability Structure, will they receive the notification emails?
HRMS Recruitment Module Questions
- What does "ATS" stand for?
- Is there a way to have the [Recruitment] Checklist available in the system rather than having to upload it?
- Is it possible to pre-set the date when drafting the posting for approval?
- Is there a name for the new ATS module? How do we refer to the new system?
- Is the committee recommendation in the Application Review tab limited to 1 recommendation per Search Committee Member?
- Will we be designating the search committee on the Recruitment Profile tab or now just on the Search Committee tab?
- Can we identify in the recruitment post and/or JOBS Portal that we will not be looking at applications until a specific date (well over the 10-day or 15-day mark)?
- Are the placement goals campuswide?
- What if we have not determined the position number because I cannot get the position number approved with FAU; to establish a new position you need an FAU so you then don’t have a position number – what can you possibly do?
- Why do you need a position number to post a job?
- If the position is "Limited with the possibility of becoming Career", where would we note that?
- Can we add search committee members at any time during the recruitment?
- Will we get the standard email once the position has posted?
- Does iRecruit have the functionality to confirm that the offer is within the salary range?
- Are we required to upload the application of the selected candidate into the iRecruit system?
- If you are initiating a recruitment and you choose an existing job description template, are you able to update and edit an existing job description?
- Are the affirmative action placement goals based on your Department, Organizational Unit or the campus?
- If the checkout reviewer does not make comments in the recruitment, regarding the changes that he/she made to the recruitment, is there a comparison to show the changes that were made?
- If we are tracking time-to-fill, are we able to see the closing date of the recruitment when we click on the History button in HRMS?
- In the "Completed/Pushed to iRecruit" queue, what are the other options we might see?
- If we see that potentially the shortlist may not be approved for whatever reason, would it help for us to include comments in the recruitment so that Affirmative Action would see that?
- Will we run into an issue if we enter the position number and the current incumbent has not yet separated?
- If a working site is not listed in the Recruitment Profile tab, can we request it be added?
- Is the question that references "work performed by another employee" a new question as part of a recruitment? What is the driver behind adding this question?
- In order to meet our outreach goals, will additional advertising sites be provided?
- How does one ensure that the short list is reflective of the applicant pool if we are unable to see the demographics of each candidate?
JOBS Portal Questions
- What is the “keyword search” searching?
- Will information from iRecruit in "My Account" transfer to new system?
- In the search bar if you designate “Nursing,” then go down to the left side [filter section] to select “UC Main campus”, etc. to find a variety of jobs for “Nursing”, correct?
- On the “My Application” section would it indicate if they are a part of the “Expression of Interest” pool or just submitted?
- If a candidate has three years of college but didn't get a degree, how would a candidate represent that in the education section?
- Is it possible to have "No degree given or granted" as an option?
- In regards to salary analysis, since the applicant cannot insert dates in the Education section, is there another method to get that information from the applicant?
HRMS Reviews
- Do all staff with Net IDs have access to the Review module so they can self-initiate?
- Is it possible to use the "Copy An Existing Job Description" feature in HRMS for a job description that was classified in Career Tracks (CT)?
- Is it possible to use the "Copy An Existing Job Description" feature in HRMS for a job description that was classified in the Job Description System (JDS)?
- When the Reclassification Review case is finalized, why does the employee's current "classified" job description get inactivated before the HR Recommended Job Description effective date?
- Why isn't the "Time in Position" field automatically calculated by the system?
- When the Incumbent Application and/or Resume must be uploaded, can we just use whatever was most recently submitted as part of their application?
- When the Reclassification Review case is finalized, why does the employee's current "classified" job description get inactivated before the HR Recommended Job Description effective date?
- If the employee does not want to accept the approved reclassification as a result of the approved Reclass Salary Review amount, will the system allow you to reverse the review cases (Reclassification Review & Reclass Salary Review)?
- For "approved" reclassification requests, do we need to download a copy of the approved job description and obtain the employee's and supervisor's signatures?
- In Reclass Salary Review cases -"Employee information" tab, would the "Related Years of Experience through the Proposed Effective Date" field be zero to six months since the related reclassification can only be a maximum of six months retroactive?
- Why is it necessary to complete a Salary Calculator and also record the information in the "Related Years of Experience through Proposed Effective Date" field?
- On the HR Review & Analysis tab for Reclass Salary Reviews, why aren't all the fields populated with proposed and recommended details?
- While the "Temporary Guidelines for Compensation" issued in April 2020 are still in effect, do salary amounts that fall within the Organization's Delegate Authority require the Provost's approval?
- Once the HRMS Review case is approved in HRMS, what other action(s) are needed for the change to appear in UCPath PeopleSoft?
HRMS Access/Roles
- Will the EACS role for iRecruit and JDS automatically provisioned for HRMS?
- Will dual roles (departmental/organizational) still be okay in HRMS?
- If the Job Code Information module is available to everyone, does that mean HRMS will show up in their R'Space page ?
- For jobs descriptions that are already in the HRMS system, who has access to update those job descriptions?
- If there are multiple Departmental HR Coordinators and/or Organizational HR Coordinators in the same Accountability Structure will they all receive the emails?