How the 1 st Approver can approve or reject an Appointment

Transcription

1 How the 1 st Approver can approve or reject an Appointment After the staff request has been approved the process continues until the successful candidate has been offered the role. When the Recruiter has completed the Appointment details in the erecruitment software, a system generated will be sent to the 1 st Level Approver notifying them an Appointment is awaiting approval. Log in to MyEd and open the erecruitment channel. Click on the Launch erecruitment button. When you click on the Launch ERecruitment button in MyEd, you will be directed to this screen: To approve an appointment, navigate to Workflow. Click on Admin Menu, then Workflow. The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC Page 1 of 8

2 It will take a few seconds for the next screen to load and a circular arrow will rotate whilst the screen is loading. After the screen has loaded, a list of items awaiting your approval will display. If there are many pages of items and you are looking for a specific item, you can scroll through the pages using the scroll buttons. After the list of items is visible, you can view details of the appointment by clicking on the icon. The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC Page 2 of 8

3 By clicking on the icon, this will open a window that provides details of the appointment. Area of Approval Applicant Name Date when recruiter submitted to the approver. The approver will most likely find more value from the section called Notification Message. A scroll bar will help the approver to review the full details of the appointment. In this example, the full content in the Notification Message is: =========================================================================================== Dear Approver, The following applicant A Dugald Stewart has been offered the position outlined below. Vacancy Ref: Department: Edinburgh College of Art (L5) Job Title: Curator (Artists Projects, Audience Development) Start Date: 01-SEP-16 Contract End Date (if applicable): Grade UE09 ( 49,230-55,389) Point 1 Hours 35 Salary p.a. Status New employee UoE Employee number (if current or ex-employee) This appointment was submitted by PHYLLIS MARY BONE =========================================================================================== The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC Page 3 of 8

4 The approver should check the detail held in the Notification Message thoroughly as approving this detail will signal to the local HR team that this detail will be included in the employee s contract. It is possible for some content in the Notification Message to be blank. For example, the Start Date may be blank or the grade might be blank. This may happen if details have been omitted when the appointment has been submitted by the recruiter. However, this may also appear when a system error occurs. e.g a timeout. It is very difficult to pinpoint the system error when this scenario arises. To remedy this scenario, the approver is able to reject the task in the workflow and ask for the recruiter to submit the appointment again. In addition, the approver can the College / Support Group HR team to advise they have just rejected the task from the workflow on the basis the details are blank in the notification message. This will be helpful to College / Support Group HR team, as they will receive an notification when the approver rejects a task from their workflow. Incidentally, if the approver has tasks in their workflow that are no longer current or relevant, the approver can reject the task and this will clear it out of their workflow. The same rule applies where an notification will be sent to College / Support Group HR team to advise they have just rejected the task from the workflow. Therefore, it would be best practice for the approver to College / Support Group HR team to advise they are clearing old tasks out of their workflow. After reviewing the detail in Notification Message the approver can click on the Update Task button to either accept or reject the appointment. The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC Page 4 of 8

5 The Update Workflow Task window will open to allow the recruiter to approve or reject. Choose either Approved or Rejected from the dropdown list. Add comments into the comments field. To save details and send approval to the College / Support Group HR team, click on Update Task button. HANDY HINT: It is recommended for the approver to add their initials (or their name) in the comments box. This will allow peer approvers to know who approved the appointment when reviewing completed approvals. The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC Page 5 of 8

6 When rejecting an appointment, please make it clear in the comments field why the appointment is being rejected. Two examples of appointments being rejected are included below. To save details and send rejection to the College / Support Group HR team, click on Update Task button. Then click on OK. If the approver has already reviewed the Notification Message, click on the Workflow Task window to allow the recruiter to approve or reject. icon which will open the Update The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC Page 6 of 8

7 It is possible for more than one approver to be designated for a specific area. Therefore, when working alongside a peer approver, there may be times when a peer approver has approved the appointment. The Advanced Search box is helpful to view appointments that have already been approved either by yourself or by a peer approver. Click on Advanced Search. To review all the appointments which have been reviewed since the start of the year, adjust the options in the Advanced Search box. There are two ways of checking this. If your suspicion is the appointment has already been approved, check the box marked Show Closed/Completed Tasks. If you don t think it has been approved, keep this box unchecked. Update the Due Date field to Between. Enter the Start Date and End Date of the range you want to review. Then click Search button. The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC Page 7 of 8

8 In this example, when we searched the last 6 months with the box marked Show Closed/Completed Tasks, the search results produced one result. You can view the detail of the approval by clicking on the icon. In this example, it indicates the approval has been completed and what date. It also shows comments from the approver. Note, we are unable to ascertain who approved it as the approver did not include their name in the comments section. The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC Page 8 of 8