UTHealth Applicant Tracking System (ATS)
Faculty Recruitment
The objectives of this session are to:
• Review the Workflow steps of the faculty requisition and candidate
• Outline the process for creating faculty requisitions
• Follow candidates as they progress through the hiring process
• Recognize the end of the hiring process and steps to close the
requisition
• Communicate resources available to support the faculty recruiting
process
OBJECTIVES
tracking process
Standard Faculty Posting Process
Section
2
Search Waiver Process
Section
3
Acquisition Process
Section
4
Resources and Contacts
BJECTIVES
OOBJECTIVES
Section
1
SECTION 1: STANDARD FACULTY POSTING PROCESS
1
Search
5
Log In to the Applicant
Tracking System (ATS)
2
Create a Faculty
Requisition
Appoint Search
Committee of 5 members
10
Review Applicants &
Identify Candidates for
Interview
6
7
3
Close
Interview Applicants
Disposition Remaining
Finalists
11
Create & Complete New
Hire Checklist in ATS
Select Finalists and
Refer to Hiring Manager
8 Select Final Candidate &
12
Obtain Hiring Approval
4
Advertise Externally
(Minimum of 30 days)
9
Contact HR to close the
Requisition
Extend an Offer
PROCESS STEPS
Prep
FACULTY RECRUITMENT
STANDARD FACULTY POSTING PROCESS
PREP
Phase
I - Prep
Log in to the Applicant Tracking System
Create a Faculty Requisition
Appoint Search Committee
Advertise Externally
Log in to the Applicant Tracking System using your UTHealth username
and password.
SECTION 1: STANDARD FACULTY POSTING PROCESS
LOG IN TO ATS
PREP
Phase
I - Prep
Log in to the System
Create a Standard Faculty Requisition
Appoint Search Committee
Advertise Externally
To initiate a Faculty Requisition, from the left menu, under Create
Requisition, click FROM TEMPLATE.
Reminder: Prior to posting a position, obtain the appropriate approval to
hire based on your school’s procedure.
SECTION 1: STANDARD FACULTY POSTING PROCESS
CREATE A STANDARD FACULTY REQUISITION
Select “Faculty” from the drop down box for the Job Category.
SECTION 1: STANDARD FACULTY POSTING PROCESS
CREATING
STANDARD FACULTY
FACULTY REQUISITION
CREATE
AASTANDARD
REQUISITION
On the next screen, click Create for the type of position being created.
For a standard faculty requisition, click Create below Faculty Position.
SECTION 1: STANDARD FACULTY POSTING PROCESS
CREATING
FACULTY
REQUISITION
CREATE
CREATING
AASTANDARD
ASTANDARD
STANDARD
FACULTY
FACULTY
REQUISITION
REQUISITION
Posting Details
The Posting Details
tab is used to create
the job description.
Fields denoted with
an asterisk must be
completed to submit
the requisition.
SECTION 1: STANDARD FACULTY POSTING PROCESS
CREATING
STANDARD FACULTY
FACULTY REQUISITION
CREATE AASTANDARD
REQUISITION
Additional
Summary Specific
to Job
The description of the
position being posted
should be placed in
the field to the right of
“Additional Summary
Specific to Job”.
SECTION 1: STANDARD FACULTY POSTING PROCESS
CREATING
STANDARD FACULTY
FACULTY REQUISITION
CREATE AASTANDARD
REQUISITION
In the “Comments” section at the bottom of the page, you should enter the
official Position Title. This title will be used for the job posting.
After completing all necessary information, click Continue to Next Page.
SECTION 1: STANDARD FACULTY POSTING PROCESS
CREATING
STANDARD FACULTY
FACULTY REQUISITION
CREATE AASTANDARD
REQUISITION
Posting Specific
Questions
You can add
questions to the
requisition in order to
screen potential
applicants.
SECTION 1: STANDARD FACULTY POSTING PROCESS
CREATING
STANDARD FACULTY
FACULTY REQUISITION
CREATE AASTANDARD
REQUISITION
Attaching Documents
Notice the “Posting
Documents” tab where
you will later upload the
following documents
before closing the
requisition:
• Search Committee
information sheet
• Copy of any
advertisement if
applicable
SECTION 1: STANDARD FACULTY POSTING PROCESS
CREATING
STANDARD FACULTY
FACULTY REQUISITION
CREATE AASTANDARD
REQUISITION
Review the Requisition
Review the requisition
for accuracy.
If you need to make a
change or edit the
requisition, select EDIT to
return to the requisition.
Select Submit for Approval
and click CONTINUE if you
are satisfied with the
requisition.
HR will review and post the
requisition.
All faculty job postings will
remain open for a minimum
of thirty (30) calendar days.
SECTION 1: STANDARD FACULTY POSTING PROCESS
CREATING
STANDARD FACULTY
FACULTY REQUISITION
CREATE AASTANDARD
REQUISITION
PREP
Phase
I - Prep
Log in to the System
Create a Standard Faculty Requisition
Appoint Search Committee
Advertise Externally
A search committee is required for all faculty searches, except if the
position meets the criteria for a search waiver.
• The search committee should have a minimum of 5 members.
Members of the search committee will collectively serve in an advisory
role to the hiring authority by making recommendations on candidates
• The hiring authority, such as a division head, department chair or
dean, shall not serve as a member of the search committee, but shall
consider the recommendations of the search committee, among other
factors, in making the hiring decision.
• Standing search committees within departments and schools are
permissible.
SECTION 1: STANDARD FACULTY POSTING PROCESS
APPOINT SEARCH COMMITEE
In appointing a Search Committee, include the following:
1) Individuals who represent a broad range of perspectives and appropriate
expertise
2) A consideration for appointing members who have experience in the
search process
3) Underrepresented groups (whenever possible)
Search committee members may come from other departments/schools
within UTHealth or from institutions or organizations external to
UTHealth. However, the majority of the search committee must be
comprised of faculty/employees of UTHealth.
SECTION 1: STANDARD FACULTY POSTING PROCESS
APPOINT SEARCH COMMITEE
PREP
Phase
I - Prep
Log in to the System
Create a Standard Faculty Requisition
Appoint Search Committee
Advertise Externally
• All faculty positions must be posted on UTHealth’s career webpage at
https://jobs.uth.tmc.edu for a minimum of thirty (30) calendar days.
• Posting on UTHealth’s career webpage ensures that the job will also be
posted on WorkinTexas.com as required by law.
• In addition, at least one external advertisement must be placed. This
would typically be on a professional society website, appropriate
electronic job‐posting service, or a medical/scientific journal, depending on
the nature of the position.
• All announcements in journals or other publications, at conferences, in
online directories and/or on departmental web pages must include the
web link to the UTHealth job posting and required EEO language.
SECTION 1: STANDARD FACULTY POSTING PROCESS
ADVERTISING – EXTERNAL POSTINGS
Language Requirements for External Advertisements
• Minimum language required:“EOE/M/F/Disabled/Vet.”
• Preferred language: “UTHealth is an EOE/AA employer. UTHealth
does not discriminate on the basis of race, color, religion, sex,
sexual orientation, national origin, age, disability, genetic
information, gender identity or expression, veteran status or any
other basis prohibited by law or university policy.
EOE/M/F/Disabled/Vet.”
Other Requirements
• All external advertisements must direct potential applicants to apply
through UTHealth’s career webpage at https://jobs.uth.tmc.edu.
• Applicants must be informed that only applications received through the
online system will be considered.
• Faculty positions posted externally must be posted on
https://jobs.uth.tmc.edu for a minimum of thirty (30) calendar days.
SECTION 1: STANDARD FACULTY POSTING PROCESS
ADVERTISING – EXTERNAL POSTINGS
SEARCH
Phase I
- Prep
Review Applicants & Identify Candidates for Interview
Interview Applicants
Select Finalists
Select Final Candidate & Obtain Hiring Approval
Extend an Offer
Three Key Activities
• Review completed applications and documentation for each
candidate
• Identify the candidates to be interviewed
• Update each candidate’s status after review in ATS
SECTION 1: STANDARD FACULTY POSTING PROCESS
REVIEWING APPLICANTS
Review Active Requisition List
After your requisition has been submitted and reviewed by Human
Resources, you will then be able to view it in your list of active positions
after you login. To view applications for a specific position, click on View
underneath the position title.
SECTION 1: STANDARD FACULTY POSTING PROCESS
REVIEW APPLICANTS
Submitted Applications
If the applicant has successfully submitted an application, you will be able
to view the Profile/Contact Form and any of the following, if attached:
• CV/Resume
• Other pertinent letters, recommendations, list of accomplishments, etc.
During the application process, we now also provide applicants with the
opportunity to submit biographical data to support compliance with OFCCP
guidelines.
• After the applicant successfully applies, he/she will receive an email thanking
them and confirming their application has been received.
• An applicant can only be considered for the positions to which they applied.
• It takes less than 10 minutes to apply to a faculty position on our website.
SECTION 1: STANDARD FACULTY POSTING PROCESS
REVIEWING APPLICANTS
Successful Receipt of Applicant’s Application Email
Thank you for applying for the Faculty Position - Instructor position and for your
interest in the University of Texas Health Science Center at Houston.
Your application materials were successfully received. You will be contacted if
additional information is needed or the search committee wishes to request an
interview.
You may view the status of the position by returning to this site and using your
personal username and password.
We invite you to follow the latest university updates and breakthroughs breaking on
Twitter: http://twitter.com/UTHouston and by visiting the university's official Facebook
page: https://www.facebook.com/UTHouston
Thank you,
Human Resources
The University of Texas Health Science Center At Houston
SECTION 1: STANDARD FACULTY POSTING PROCESS
EMAILS
Review Individual Applicant’s Application and Documents
Review the application, resume/C.V., and any other submitted documents
for each applicant and determine which applicants you wish to interview.
After you review each of the applicant’s documents, update the applicant’s
status to denote their current status within the recruiting process.
SECTION 1: STANDARD FACULTY POSTING PROCESS
REVIEWING APPLICANTS
Update Applicant Status
Why a Status Change is Needed
As the applicant moves through the selection process, the status is updated so that
the Hiring Manager and others involved in the hiring process can review where the
applicant is in the process.
A change in status will not result in a communication to the applicant unless the
status is changed to “not hired”.
SECTION 1: STANDARD FACULTY POSTING PROCESS
REVIEWING APPLICANTS
Select Reason Code
Remember:
If at any point you
determine the applicant will
not move forward in the
selection process, you may
change their status to “Not
Hired” and select the most
appropriate reason by
clicking the drop down
arrow in the “Choose
Option Below” field.
This status change WILL
result in an email notifying
the applicant that he/she is
no longer being considered
for the position.
SECTION 1: STANDARD FACULTY POSTING PROCESS
REVIEWING APPLICANTS
Dispositioning Email
Below is the email sent to an applicant or candidate who is no longer being
considered for the position.
Your application is no longer being considered by UTHealth for the
position of [position title]. Thank you for your interest in UTHealth.
Regards,
Human Resources
SECTION 1: STANDARD FACULTY POSTING PROCESS
EMAIL
SEARCH
Phase I
- Prep
Review Applicants & Identify Candidates for Interview
Interview Applicants
Select Finalists
Select Final Candidate & Obtain Hiring Approval
Extend an Offer
All finalists should be dispositioned in the system as “finalists”.
Finalists should not be dispositioned as “not hired” until after the candidate
that is selected for hire has accepted an offer of employment.
SECTION 1: STANDARD FACULTY POSTING PROCESS
When changing
an applicant’s status to “Not Hired,” the following email is sent to the candidate’s
Select
Finalists
email address listed on their electronic application.
SEARCH
Phase I
- Prep
Review Applicants & Identify Candidates for Interview
Interview Applicants
Select Finalists
Select Final Candidate & Obtain Hiring Approval
Extend an Offer
For the candidate selected for hire, the status for the candidate should be
changed to “Selected for Hire-Faculty EEO Review”.
This will initiate the electronic review process through the offices of Human
Resources Equal Opportunity (EO) and Executive Vice President of
Academic and Research Affairs (EVPARA).
Remember
All required information must be attached to the requisition before sending to
EO, this includes:
• Search Committee Form
• Copies of external advertisements
• UTHealth Checklist for Faculty Recruitment
SECTION 1: STANDARD FACULTY POSTING PROCESS
When changing
an applicant’s
status to “Not Hired,” the following
email is sent to the
candidate’s
SELECT
FINAL
CANDIDATE
&
OBTAIN
HIRING
email address listed on their electronic application.
APPROVAL
SEARCH
Phase I
- Prep
Review Applicants & Identify Candidates for Interview
Interview Applicants
Select Finalists
Select Final Candidate & Obtain Hiring Approval
Extend an Offer
Upon approval of the candidate selected for hire by the EVPARA, a system
generated email will be sent to the hiring manager.
The hiring manager follows their school’s process for generating an offer
letter to the candidate selected for hire and extends the offer of employment.
SECTION 1: STANDARD FACULTY POSTING PROCESS
Extend an Offer
CLOSE
Phase
I - Prep
Disposition Remaining Finalists
Create & Complete New Hire Checklist in ATS
Close the Requisition
Once the candidate has accepted the offer of employment, the Hiring
Manager must disposition the remaining finalist(s) which will result in an
email notification to the finalist(s).
SECTION 1: STANDARD FACULTY POSTING PROCESS
Disposition Remaining Finalists
CLOSE
Phase
I - Prep
Disposition Remaining Finalists
Create & Complete New Hire Checklist in ATS
Close the Requisition
To initiate the hiring process, a new hire checklist must be created in ATS.
To ensure timely processing and to avoid a delayed start date, please
complete and submit the new hire checklist at least (10) business days
prior to the desired start date.
SECTION 1: STANDARD FACULTY POSTING PROCESS
Create & Complete New Hire Checklist in ATS
• Log in to the Applicant Tracking system
• Change the user type to “Submitter”
• Click on “Change Group”
SECTION 1: STANDARD FACULTY POSTING PROCESS
Create & Complete New Hire Checklist in ATS
Under “Create Requisition”, select “From Scratch”
SECTION 1: STANDARD FACULTY POSTING PROCESS
Create & Complete New Hire Checklist in ATS
Enter candidate information
*Required information is denoted with an asterisk.
Enter position information
SECTION 1: STANDARD FACULTY POSTING PROCESS
Create & Complete New Hire Checklist in ATS
• Enter school/department
information
• Click “Continue to Next
Page” when finished
*Required information is denoted
with an asterisk.
SECTION 1: STANDARD FACULTY POSTING PROCESS
Create & Complete New Hire Checklist in ATS
• Select “Submit NonClassified to Preemployment”
• Click on “Continue”
Note: if you need to collect additional information before submitting then:
•
Select “Save w/o submit”
•
Click on “Continue”
SECTION 1: STANDARD FACULTY POSTING PROCESS
Create & Complete New Hire Checklist in ATS
Click “Confirm”
A confirmation
message will then
display indicating the
check list has been
successfully submitted
SECTION 1: STANDARD FACULTY POSTING PROCESS
Create & Complete New Hire Checklist in ATS
Once the new hire checklist is completed, HR will:
•
Contact the candidate selected for hire and obtain the necessary
information needed to initiate the background check
•
Schedule the selected candidate to visit UTHealth to complete the
health screening and all required documentation
SECTION 1: STANDARD FACULTY POSTING PROCESS
Create & Complete New Hire Checklist in ATS
Close
Phase
I - Prep
Disposition Remaining Finalists
Create & Complete New Hire Checklist in ATS
Close the Requisition
Closing a Requisition – Do not close the requisition until the recruitment
has been finalized with a signed and accepted offer letter (the requisition
can be placed on hold while negotiations are being finalized). Administrator
completes the following steps:
• Fully executed offer letter
• Disposition of all candidates not selected for hire (in the online applicant
tracking system), indicating those candidates who were interviewed for
the position
• Notification to Human Resources to close the requisition
• Create and complete a pre‐employment requisition (Scratch Template) in
the online applicant tracking system
SECTION 1: STANDARD FACULTY POSTING PROCESS
CLOSE THE REQUISITION
All candidates selected for hire must complete the pre-employment process
and receive authorization from HR before they can start work.
Authorization is provided after the selected candidate does the following:
• clears the background check
• clears the health screening
• completes required employment documentation, including an I-9 form
Internationals must also receive clearance from the Office of International
Affairs before they can start work.
Pre-employment activities are initiated upon completion of the new hire
checklist in ATS. A minimum of (10) business days is needed to complete
pre-employment activities.
Upon successful completion of the pre-employment process, an email will
be generated from HR to the hiring department advising that employment is
authorized.
SECTION 1: STANDARD FACULTY POSTING PROCESS
PRE-EMPLOYMENT ACTIVITIES
SECTION 2: SEARCH WAIVER PROCESS
WAIVERS
Non-Benefits Eligible Faculty
A faculty member who is not eligible for benefits
because of their part-time or casual status
Current or Former
Fellow/Resident/Graduate
Student
Hired into Faculty position and the UTHealth
relationship ended no more than 1 year before date of
hire
Current Fellows/ResidentsTemporary Hire
Hired into a temporary Faculty or General A&P title for
the duration of their training (e.g., Staff Physician or
Instructor, NTC for a clinical fellow or resident)
Promotion to a Faculty Position
(Promotion in Place)
Current Classified staff member/Postdoctoral
Research Fellow/Staff Physician/Staff Dentist is
promoted to a faculty position within the same
department
Negotiated Hires in a Faculty
Recruitment Package
Includes spouse/partner and/or laboratory personnel
appointed with graduate student, postdoctoral
research fellow or faculty titles in circumstances where
it is necessary to recruit a successful candidate as
determined by the standard competitive search
process
Emergency Appointment
Department performance may be impaired as a result
of vacant position
Presidential Waiver
HOOP Policy 189
SECTION 2: WAIVER PROCESS
A department may submit a request to waive a search committee if one of the
following criteria applies:
PART 1
Step 1:
Step 2:
Step 3:
Determine if the waiver process is appropriate
Complete the “UTHealth Faculty Search Waiver Request” form and submit
to the appropriate Dean’s Office and the Office of EVPARA for approval
Upon approval, log in to applicant tracking system
PART 2
Step 1:
Log In
Step 2:
Create the requisition for a waiver
Attach the approved waiver form and Letter of Justification
HR will provide the job posting link to the department
Department sends job posting link to identified candidate
After candidate successfully applies to the requisition, the
department changes the candidate status to “Selected For
Hire-Faculty EO Review”
EVPARA reviews finalist
Upon EVPARA approval, offer extended
Upon offer acceptance, HR is notified to close the Posting
Step 3:
Step 4:
Step 5:
Step 6:
Step 7:
Step 8:
SECTION 2: WAIVER PROCESS
WAIVER PROCESS STEPS
WAIVER PROCESS STEPS
In these circumstances, a competitive search and search waiver do not apply.
1. Automatic exemptions to a competitive search process
•
•
•
•
•
Faculty promotions (internal department promotions within a faculty career path)
Temporary, non‐renewable appointment for up to one year
Appointment to a faculty position “without salary” (WOS)
An acting or interim appointment made in exigency (acting or interim appointments may not
be changed to a permanent appointment without a search)
Visiting Scientists (scientists who collaborate with UTHealth faculty and staff while being
employed and paid by another institution
2. Acquisitions
The employees associated with situations where a UTHealth department, school or business
unit acquires another organization as part of its business or service line development. A
requisition is required for documenting faculty hired as part of the acquisition process (see HR
website for instructions:
https://www.uth.edu/hr/resources/hiring‐and‐recruiting‐resources/faculty‐recruiting.htm)
3. Internal Promotion with Expanded Responsibilities
In cases where a new position is created to address the needs of the institution/school and
there is a natural trajectory of an existing position (e.g., promotion from assistant dean to
associate dean).
SECTION 2: WAIVER PROCESS
Search Exemptions
The UTHealth Faculty Search Waiver Request form with instructions can be
found on the Faculty Recruiting Resources website at:
https://go.uth.edu/facultyrecruiting
SECTION 2: WAIVER PROCESS
WAIVER PROCESS STEPS
SECTION 3: ACQUISITION PROCESS
Departments that have been identified for practice acquisitions by executive
leadership should notify Human Resources as soon as possible to begin
the post-closing acquisition process for onboarding faculty and staff, as
appropriate.
Human Resources will create a master faculty acquisition requisition that
requires faculty and staff included in the acquisition to complete for preemployment and onboarding.
SECTION 2: ACQUISTION PROCESS
ACQUISITION PROCESS
Step 1:
Contact Human Resources to inform of the acquisition and faculty members expected to
transition.
Step 2:
Human Resources creates the master acquisition requisition.
Step 3:
HR will provide the requisition link to the department. The link will also be shared in
welcome meetings with practices in the acquisition process.
Step 4:
Department sends requisition link to candidates for acquisition.
Step 5:
Candidates apply to master requisition.
Step 6:
Departments create and submit individual requisitions. Candidates are moved to individual
requisitions by HR.
Step 7:
Department changes the candidate status to “Selected For
Hire-Faculty EEO Review”.
Step 8:
EVPARA reviews.
Step 9:
Upon EVPARA review, offer extended by department.
Step 10:
Upon offer acceptance, Department creates and completes New Hire Checklist and then
notifies HR to close the Posting.
SECTION 2: ACQUISITION PROCESS
ACQUISITION PROCESS STEPS
SECTION 4: RESOURCES & CONTACTS
Below are helpful resources that can be referred to in assisting in the
faculty recruitment process. These resources are available on the
Faculty Recruiting Resources website at:
https://go.uth.edu/facultyrecruiting
• HR Employment Services’ Team
• HOOP Policy Number 143 – Recruitment
• Additional Faculty HOOP Policies
• “How Do I Hire a New Employee?”
SECTION 3: RESOURCES & CONTACTS
RESOURCES
Posting a Faculty Position
Kay Williamson
713-500-3138
General Recruitment Best Practices
and Resources
Kay Williamson
713-500-3138
Search Waivers
EVPARA Office
713-500-3062
Faculty Pre-Employment Process
Krishna Kadiyala/ 713-500-3154/
Jean Grove
713-500-3113
Equal Employment Opportunity
Concerns
Renee Williams
713-500-3416
SECTION 3: RESOURCES & CONTACTS
CONTACT INFORMATION