In this article we will go over how to complete hiring procedures in regard to creating, approving, and posting job requisitions in Oracle.
The candidate selection process and all the tasks involved afterwards will be discussed in the following article: Candidate Selection Process & Job Offer Creation
See below for instructions on how to get started with job requisitions.
Position Validation Process
Since the availability of the position will be the basis for creation of the job requisition, it is recommended as a standard practice to verify the details of an existing position first. If the position doesn't exist then a job requisition cannot be created for it.
As an example, let’s assume Evelyn L. Spiro School of Nursing Department’s manager wants to hire some more associate professors against the Position POS154 - “Evelyn L. Spiro School of Nursing - Associate Professor”.
As a first step, the manager needs to check the availability of headcounts and vacancies for the position. To do this, follow these instructions:
1. From the Oracle home page, select the My Client Group tab at the top.
2. Click on Workforce Structures
3. Click Position Details
4. Enter the “Position Name” or “Position Code” in the Search box to look for the position.
As an example, search for “Evelyn L. Spiro School of Nursing” which opens all the related positions.
5. Click to open the position to verify the details. In the following example as we can see from “Assignment Category” details, this is a Faculty - Full Time Regular role with 2 Total FTE and 4 Vacant FTE.
At this point, the manager should realize that in this position out of 6 FTE Roles, there are a total 2 FTE headcounts are occupied with 2 incumbents and there are still 4 vacant FTE’s to be filled. Now the manager can create requisitions for 4 vacancies.
Creating a Job Requisition
Now that the manager has confirmed that there are vacancies for a particular position, they can go in to create the job requisition for those available jobs. You can do this from the Position Details page explained above, or directly from the Create a Job Requisition page which is shown in the second example below.
Please note: Different roles have different levels of authority in regard to approving positions.
For example: those with a Hiring Manager title will be able to create and save a job requisition, but only a select group (including recruiters,) can create and submit requisitions on behalf of Departments/ Managers
Managers/ Recruiters should have the following information handy to create a new job requisition:
- Hiring Manager & Hiring Team (Recruiter/ Collaborator/ Search Committee)
- Position Name (With Valid Vacancies for hiring)
- Number of Openings
- Job Shift/ Education Level/ Pay Frequency (If required)
- Min/ Max Salary Range for Hiring (If required)
- Employee Referral Bonus (If required)
- Advertising Salary
- Job Description
- Background Verification Requirements
1. From the Position Details page, click the Actions menu in the upper right corner.
2. Choose Create Requisition from the drop down menu.
3. This action will automatically redirect you to the Create Job Requisition page where the position details should be automatically populated.
You can also access the Create Job Requisition page shown above by following these instructions:
1. From the Oracle landing page, select the My Team tab
2. Click Hiring
3. Click the +Add button in the upper right corner.
The next set of instructions will break down how to fulfill each section of the job requisition process organized by section title.
How Section
1. The Requisition Type is defaulted to Standard.
2. Use is defaulted to Position. If not defaulted, change to Position.
3. Business Unit is defaulted to Wagner College.
4. Click the Position drop down and enter the position name & department name and select the appropriate position from search results.We will continue to use the example of fulfilling an assistant professor role for the Nursing Department. Example: Assistant Professor from Evelyn L. Spiro School of Nursing.
5. Click on Continue.
Basic Info Section
1. Requisition Type – Standard is defaulted
2. Requisition Title – is defaulted to position name (modify as required to be advertised on career sites)
3. Number of Openings – Increase the number from 1 (Limited) to as required
4. Position will be defaulted to the one selected above.
5. Business Justification is a required field – Select as appropriate
6. Language is defaulted to American English.
7. Comments – Enter comments as required. These will be visible to the hiring team.
8. Click Continue.
Hiring Team Section
1. Hiring Manager – Search for the hiring manager or department manager by entering the full name. Select the person from the list.
2. A warning will show up . Click on Yes.
3. Recruiter – System defaulted to self, change if required.
4. Add Collaborator Type . Add "Collaborator” (Substitute Recruiter) or “Search Committee” (Any Employee) member as required.
5. Click Continue
Requisition Structure Section
1. Recruiting Type – Select accordingly. In this example, we will select “Faculty” since this position is a Faculty role.
2. Organization/ Primary Location /Job Family are defaulted based on the position selected.
3. Click Continue.
Details Section
1. Worker Type – is defaulted to Employee.
2. Regular or Temporary is defaulted based on the position selected.
3. Management Level is defaulted based on the position selected.
4. Full Time or Part Time is defaulted based on the position selected.
5. Select Job Shift if required.
6. Select Education Level if required.
7. Compensation Currency is defaulted to US Dollar.
8. Select Pay Frequency if required.
9. Enter Max & Min salary only in numbers to set the hiring range/parameters.
10.Enter Employee Referral Bonus only in numbers if applicable.
11. Enter Advertising Salary (Required field) to be displayed on Career site.
12. Click Continue.
Posting Description Section
1. Select the check box next to Enter Custom Internal Posting Description.
2.Enter the description into Short Description for Internal Candidates and Description for Internal Candidates
3. Click Continue.
Offer Info Section
1. These fields are defaulted based on Position (Make sure the details are accurate).
2. Press Continue
Attachments Section
1. Add attachments if required (offline conversations, approval emails, etc.)
2. Click Continue.
Configuration Section
1. Candidate Selection Process : Defaulted to Standard CSP based on Recruiting Type selected. (Standard CSP is defaulted for Staff/Faculty/SW/GA Recruiting types)
2. External Application Flow: Defaulted to Standard Candidate Application External.
3. Allow Candidates to Apply When Not Posted: Defaulted to No (Change is required).
4. Automatically Open Requisition for Sourcing: Defaulted to Yes, posted internally and externally (job gets automatically posted on Career site once requisition is approved).
5. Delay Before Posting Expires - Set expiration for requisition advertisement.
6. Automatically Fill Requisition – Defaulted to Yes (If set to yes, the requisition will be auto-closed on successfully onboarding of offered candidate).
7. Click Continue.
Questionnaires Section
1. Set Internal Prescreening Questionnaire if required.
2. Set External Prescreening Questionnaire if required.
3. Set Interview Questionnaires if required.
4. Click Continue.
Screening Services Section
1. Background Check – Click “+Add” (only if Background check if required for this position/Job).
2. Select Partner Name
3. Select Account (This code might be different in Production).
4. Click OK to continue.
After completing all the sections above click on Save and Close to revisit and make changes in future.
You can click on “Submit” to submit the requisition for approval
How to Create a Requisition Using an Existing Requisition
Recruiters/ Managers can create a requisition from an existing active job requisition to duplicate the requisition details.
1. From the Oracle landing page, select the My Team tab
2. Click Hiring
3. Click the +Add button in the upper right corner.
4. Under the Use drop down menu, choose Existing Requisition
5. Search for an active existing requisition under Requisition by entering Requisition Name or Requisition Number
6. Select the requisition from the drop down menu.
7. Verify the rest of auto populated information from rest of the sections shown earlier in the article and click “Save and Close” or “Submit.”
Check Requisition Approval Status
Adjunct Faculty Job Requisitions Approvals are set to go to:
Level 1 Approver: Department Manager of Hiring Manager’s Department
Level 2 Approver: Provost
Level 3 Approver: CFO
Approvers will receive an email notification which contains approval Content & Approval link. At the same time approvers will also receive an “Oracle In-App” – Bell Notification
Bell Notification Approval Process
1. Login to Oracle
2. Click on Bell Icon.
3. The following notification tab will open up which will show the list of Approval “Action Required” notifications. Click on “Approve” or “Reject” to directly take the action.
4. If you would rather view the complete notification details before making your decision, click on the green highlighted job requisition.
5. Verify the details and click on Approve or Reject
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Check Requisition Approval Status
Recruiters can check the approval status anytime after submitting the job requisition for approval.
1. From Home page click on My Client Groups
2. Click on Hiring
3. Search for the Requisition using Keywords (Req#/ Req Name).
4.Click on the Requisition which opens up the Requisition Overview section.
5. Now you can see the current status marked with the yellow banner as shown in below image “Approval in Progress”.
6.Click on See how it’s going to check for current status.
7. Scroll to bottom to Approval History to check with whom it’s pending with or currently assigned to.
Withdraw Requisition from Approval Process
In the event that a job was submitted with the wrong information for approval, a recruiter can withdraw the job requisition from the approval process.
1. From the Home page click on My Client Groups
2. Click on Hiring
3. Search for the Requisition using Keywords (Req#/ Req Name).
4. Click on the Requisition which opens up the Requisition Overview section.
5. Now you can see the current status on Top as shown in below image “Approval in Progress”.
6. Click on See how it’s going. to check for current status.
7. Click on Withdrawn option on the top right Corner.
8. After withdrawal status will be changed to “Draft In Progress”.
For Wagner the posting of a job is automated. So once it is approved the job requisition will get automatically posted on Career Sites.
This is due to the selection of the “Automatically open requisition for posting” option that was defaulted to “Yes, posted internally and externally” from Section 8- Configuration of the job requisition process.
If the situation arises where the recruiter wants to unpost a job that has already been posted, they neeed to be identified as part of the hiring team of that job requisition. They should be able to un-post the job and then make changes as required before posting the job again on careers.
To un-post the job requisition follow these instructions:
1.From Home page, click on My Client Group
2.Click on Hiring
3.Search for the Requisition using Keywords (Req#/ Req Name).
4. Click on the Requisition which opens up the Requisition Overview section.
5. Click on Posting Section which expands to:
- Internal Career Site (Oracle Internal Careers)
- External Career Sites (Oracle External Careers)
- Job Boards (eQuest - Third Party Sites)
6. Click on Edit of External or Internal Career Sites.
7.Change the “Posting Schedule” to “Do Not Post”
8. Click Save.
9. Now you can make changes to “Posting Description” and post the Requisition again by changing the “Posting Scheduled” to “Post Now”.
10.To Un-post the job from eQuest (Third Party Site)
11. Click on “Unpost from Job Board”
12. Repost after making changes to the Job Requisition – Posting Description
