Cornerstone Manual - Managers

CREATING A REQUISITION/APPROVING A REQUISITION

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1 Completing a requisitions (Click links below to open instructions) 1.1 Create a new request 1.2 NEW position and a PCN 1.3 Search Position 1.4 Requisition Template 1.5 E-Class 1.6 Location 1.7 Address 1.8 Department 1.9 Employment Type 1.10 Compensation 1.11 Range 1.12 Reason for opening 1.13 Position Control Number (PCN) 1.14 Supervisor PCN 1.15 FTE 1.16 Hours per Week 1.17 Bargaining 1.18 Shift 1.19 Work Hours Start/Work Hours End 1.20 Budget Amount 1.21 Labor Distribution 1.22 Org # 1.23 Department Org Description 1.24 Administration 1.25 College 1.26 Division 1.27 Comments (Internal Use Only)

1.28 Posting Period 1.29 Advertising sources 1.30 Search Waiver Request – Staff 1.31 Search Waiver Request – Faculty 1.32 Search waiver justification 1.33 Requested End Date

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1.34 Float/On Call/Rotate/Travel/Weekend/Holiday 1.35 List Approval process 1.36 Hiring Manager 1.37 Reviewers 1.38 Applicant Interviewers 1.39 Attachments 1.40 Openings/On-Going 1.41 Target Hire Date

2 Approving Requisitions

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You will need:

� Position Control Number (PCN) � Supervisor’s Position Control Number (PCN) � 8-month hold waiver (if applicable) � VP approval (applicable only for new positions) � Job description � Search waiver justification (if applicable)

To access Cornerstone log in to your MyUT portal, under the Employee tab on the left-hand side in the Employment Resources section you will find the link for Cornerstone Online Hiring System. Employees will use their UTAD username and password to log in to Cornerstone.

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Completing a requisition

1.1 To begin the Requisition Request process, hover over the Recruiting tab and select Submit Requisition Request

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Click on Create New Request

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Below you will find the layout of the requisition request fields with an explanation of each field. Please note that information is fed into Cornerstone from Banner for some fields. If you would like to make a change to a field, please make a note in the Comments section so that HR/Budget/Grants and any other appropriate areas are notified.

*Job Title - Click on the pop-out box next to the field Position. You may type the position title in the Title field to help in searching for the position you would like to fill, but you will need to eventually know the PCN for the specific position. Type the PCN in the ID field, click Search.

1.2 If your request is for a NEW position and a PCN has not been created by Budget yet, please follow the PCN Request process here.

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1.3

Click on the Title of the position you would like to fill. For this training document we will utilize a Success Coach, PCN 935754, as the sample position.

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1.4 *Requisition Template - The next field to populate is the Requisition Template. Click on the pop-out box next to Requisition Template; this is where you will select the appropriate template associated with the position you are filling. The Requisition Template, once selected, will populate most of the appropriate fields in the requisition request.

1.5 *E-Class (Employee Class) - This field will auto populate once the requisition template is selected. This field specifies which employment class this position falls under.

1.6 *Location - Click on the pop-out box next to the Location; this is where you will select the location that the position you are filling falls under. The University is divided up into six different locations, select the location that best fits your area...More to come

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1.7 *Address – This field will always be Toledo, OH USA

1.8 *Department - Click on the pop-out box next to Department; you can type in the department name in the Title field, as spelled in Banner, or type in the department org # in the ID field. Click on the department name.

1.9 *Employment Type – This field will populate once the requisition template is selected. Options include:

Faculty – Regular Faculty – Temporary Staff – Regular Staff – Temporary Staff – Contingent Student HSC (Nursing Assistant, Pharmacy Intern, etc.) Full Time or Part Time will populate once the requisition template is selected.

1.10 Compensation – This field will populate once the requisition template is selected. Options include:

Annual Salary Hourly Wage

1.11 Range – This field will populate once the requisition template is selected. The range will show the minimum to mid-point of the grade/range.

1.12 *Reason for Opening – This field will need to be filled in by the Initiator. Options include:

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New Position Vacancy

1.13 *Position Control Number (PCN) - This field will populate once the requisition template is selected. This will be the same PCN that was selected in the first field of the requisition request.

1.14 *Supervisor PCN – This field will need to be filled in by the Initiator. To find the correct PCN of the Supervisor, please visit the Supervisor Application here.

1.15 *FTE – This field will populate once the requisition template is selected. The FTE is based off of the number of hours per week.

1.16 *Hours Per Week – This field will populate once the requisition template is selected.

1.17 *Bargaining Unit – This field will populate once the requisition template is selected. Options include:

AFSCME – American Federation of State, County, and Municipal Employees Local 2415 CWA – Communication Workers of American Local 4319 FOP – Fraternal Order of Police, Ohio Labor Council, Inc. AAUP – American Association of University Professors UTPPA – University of Toledo Police Patrolman’s Association BU Exempt – All non-bargaining unit positions

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1.18 *Shift – This field will need to be filled in by the Initiator. The shift will relate to the work hours start time and end time for this position. Options include:

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1.19 Work Hours Start/Work Hours End – This field will need to be filled in by the Initiator. The work hours start and work hours end should reflect the start and end time that the incumbent is expected to report for.

1.20 *Budget Amount – This field will populate once the requisition template is selected. This is the budget amount that is designated for this PCN. If more money needs to be added to the line please work with Budget, an official offer will not be made until enough funds are available.

1.21 *Labor Distribution – This field will populate once the requisition template is selected.

1.22 *Org # - This field will need to be filled in by the Initiator. Please input the org number that the position falls under.

1.23 *Department Org Description – This field will populate once the requisition template is selected. This field displays the department name.

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1.24 *Administration – This field will need to be filled in by the Initiator. Options include: More info to come...

Advancement Athletics Corporate Relations Enrollment Management Finance and Administration Government Relations Human Resources Technology Advanced Solutions Legal Affairs Univ Toledo Medical Center Office of the President Provost Research Student Affairs University Libraries N/A

1.25 *College - This field will need to be filled in by the Initiator. This is for Faculty positions, only. Please select the appropriate College that this position falls under. Options include:

Coll Business and Innovation College of Law Coll Medicine, Life Sciences College of Engineering College of Graduate Studies College of Nursing Coll Pharmacy, Pharm Sciences University College Honors College Coll Nat Sci and Mathematics College of Arts and Letters Coll of Health and Human Srvcs J Herb College of Education University Libraries N/A

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1.26 *Division – This field will need to be filled in by the Initiator. This field reflects the President’s direct reports divisions. To find the correct Division, please visit the Supervisor Application here. Options include:

President’s Office Academic Affairs Clinical Affairs and COM Student Affairs Athletics Research Finance and Administration Advancement Enrollment Management Diversity and Inclusion Legal Affairs Tech and Advanced Solutions Chief of Staff N/A

1.27 Comments (Internal Use Only) - This field can be filled in by the Initiator with any specific information you would like HR or the approvers to know, examples include the duration of posting, applicant materials, posting salary/hourly ranges, etc.:

1.28 Posting Period – This field will need to be filled in by the Initiator with expected posting dates.

1.29 If external advertising becomes necessary, please indicate advertising sources (department funded) - This field helps aid in tracking of external advertising. HR posts a weekly general ad in the Toledo Blade, La Prensa, and Toledo Journal. If the department would like to advertise in other sources, please list the external sources here, and HR can assist in putting together a consistent job ad and posting the advertisement, if needed.

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1.30 Search Waiver Request (Select from below) - Staff (if applicable) - This field will need to be filled in by the Initiator if the department is seeking a Staff search waiver and requesting not to post the position. The dropdown menu includes the reason for seeking a search waiver. Mark N/A if this does not apply. Options include:

Executive Officer/President/Dean Appointment Three days or less employment 12 month Interim Appointment Candidate specifically named in a contract or grant Candidate Uniquely Qualified Natural Progression/Promotion N/A

1.31 Search Waiver Request (Select from below) - Faculty (if applicable) - This field will need to be filled in by the Initiator if the department is seeking a Faculty search waiver and requesting not to post the position. The dropdown menu includes the reason for seeking a search waiver. Mark N/A if this does not apply. Options include:

Emergency faculty hire Exceptional circumstances Temporary hire Graduate, teaching assistant, postdoctoral, researcher, or fellow Part-time faculty Internal faculty administrator Fully grant funded N/A

1.32 Do you have your search waiver justification ready to attach below? - This field will need to be filled in by the Initiator if the department is seeking a search waiver. The Initiator is responsible for documenting here whether the search waiver justification is attached in the ‘Attachments’ section below. A justification is needed in order to review and make a determination on the search waiver. Mark N/A if this does not apply. Options include:

Yes No N/A

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Individual identified for position if requesting not to post – This field will need to be filled in by the Initiator if the department is seeking a search waiver. Place the first and last name of the individual identified for the position seeking a waiver for. Leave blank if this does not apply.

1.33 Requested End Date (if applicable) - This field will need to be filled in by the Initiator. If the position has an end date please note what the end date is in this field. This helps HR and the applicant know of the anticipated end date of the position.

1.34 *Float/On Call/Rotate/Travel/Weekend/Holiday - These fields will need to be filled in by the Initiator. These fields will notify the applicant of whether they are required to be a float/on call/rotate locations/travel/weekend/holiday hours for the position they are applying for. Options include:

Yes No N/A

1.35 *Please list the employees that should be included as part of the approval process (ex: Budget Rep.) - This field will need to be filled in by the Initiator. Cornerstone does allow for all requisitions to be routed for approvals/denials prior to posting, but it does not have a defined approval workflow. Cornerstone allows for each requisition to have its own approval flow. The Budget rep for the department should be listed in this field, and if this position is grant funded (index starting with a 2xxxxx) the Grant rep should also be listed.

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1.36 *Hiring Manager – This field will need to be filled in by the Initiator. Click on the pop-out box next to the Hiring Manager field and type in the name of the employee that this position reports to and click on their name. The field will then populate with this employee's name and Rocket #. The Hiring Manager will receive notifications of when the position is posted and when applicants are ready for review, after vetted through HR.

1.37 Reviewers – This field will need to be filled in by the Initiator. Click on the ‘+’ to add reviewers to this requisition. Reviewers will have access to all applicants that are ready for review, after vetted through HR. For example, the search committee members should be added to this area so they can access the applicants in the system. Another option is to add an employee that may need to have access to the applications but may not be on the search committee, such as a Director or department Secretary.

1.38 Applicant Interviewers – This field will need to be filled in by the Initiator. Click on the ‘+’ to add applicant interviewers to this requisition. Applicant Interviews should consist of only those employees that are on the search committee, and no others. This field aids in tracking who is on the search committee and for HR’s review on who needs to take the search committee training.

1.39 Attachments – In this section the department should attach an updated org chart if HR does not have a current one on file. Other documents that will need to be attached, if applicable: 8-month hold waiver, VP/Provost approval for a new position, justification for search waiver, etc.

1.40 *Openings/On-Going – This field will need to be filled in by the Initiator. Type in the number of openings for this position. In most cases the number of openings will be one. There can be more than one opening for this position but the PCN must be a pooled PCN and capable of hiring more than one person into it. On-going can be check marked if there is an on-going need to fill this position.

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1.41 Target Hire Date – This field will need to be filled in by the Initiator. Select the target hire date for this opening.

Once all required/applicable fields have been completed please click Submit Request found on the bottom right hand side of the form.

Your request will be sent to HR for review. You will receive an email once the request has been accepted and prepared for posting. Once all approvals have been obtained the requisition will be posted.

Once you have clicked Submit Request you will be redirected to the Submit Requisition Request screen. On this screen you will see the requisition requests you have submitted and its status.

The requisition will remain in the Pending status until it has been picked up by HR and is being routed for approvals prior to posting. A Requisition ID will be assigned to the request once it has been accepted by HR.

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Once HR has picked up the requisition and prepped it for posting they will then select the employees that the department has requested the requisition to be routed to for approvals. Approvers will receive an e-mail notification informing them that a requisition is pending their approval, the Hiring Manager is carbon copied on this e-mail as an FYI.

Approving Requisitions Below you will find a link to a video guide on how to approve a pending requisition when you are listed as an approver.

Requisition Approver Video

Approvers will be able to find all pertinent information under the General tab when viewing the requisition. Changes are not able to be made to the fields by an Approver. If any changes need to be made, please add the proposed changes in the comments box when approving or denying the requisition.

Steps to approve a requisition:

1. Log into Cornerstone 2. Hover over Recruiting 3. Select Requisition & Offer Approvals 4. Click on the title of the position to view the details within the requisition 5. Once you have reviewed the information, click on Cancel to go back to the main screen to

approve or deny the requisition 6. Click the green checkmark icon to approve, or the red deny icon to deny the requisition 7. Once you have selected the action you would like to take, a dropdown arrow appears and

comments can be added, if needed. 8. Click Submit