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UACareers FAQs for Department Users

Logging In

How do I log in for the first time?

Go to uacareers.com/hr and click on the yellow link to use your NetID and password. If you are a guest user (you don’t have a netID), go to the bottom of the page and sign in under the Guest User section. 

UACareers User Support

Where can I find training materials for UACareers?

The UACareers user guide, training videos, and HR Solutions team are helpful resources. You can either use the online materials provided here and learn at your own pace or request a UA Careers orientation by clicking here.

What other training resources are available?

As a campus user, you have access to the Help tab on your UACareers home page. This tab offers an indexed guide searchable by keyword. You can easily explore the contents and find user tips and step-by-step instructions. You can also print or copy and paste any of the information.

Posting Requirements

How long does a position have to remain open?

Minimum posting times are as follows. Postings may remain open longer as needed to generate an adequate candidate pool:

Classified staff: 5 calendar days

Faculty: 10 calendar days

Postdoctoral scholars: 10 calendar days

Appointed personnel: 10 calendar days

The review date and the close date cannot fall on a weekend or holiday.

Knowledge, Skills, and Abilities

What are knowledge, skills, and abilities (KSAs)?

While minimum qualifications determine whether a candidate is eligible for a position, knowledge, skills, and abilities (KSAs) are necessary qualities enable an incumbent to perform successfully within the position. Though KSAs are important to a candidate’s long-term success on the job, they are not easily gleaned during the applicant screening process.

Can you give me an example of some knowledge, skills, and abilities (KSAs)?

Knowledge, skills, and abilities (KSAs) are geared to the requirements of a specific position. For example, one would look for very different KSAs in an admissions counselor versus a data-entry specialist. Here are examples of common KSAs:

  • Ability to communicate effectively with different groups/individuals.
  • Ability to handle confidential and sensitive information.
  • Knowledge of OSHA regulations.
  • Knowledge of recent advances in cybersecurity.
  • Skill in public speaking and presenting information to large groups.

Minimum and Preferred Qualifications

What is an ABOR minimum qualification?

The Arizona Board of Regents, or ABOR, has identified minimum qualifications for all classified staff positions in the Arizona University System. Human Resources has pre-loaded these qualifications into UACareers staff posting templates.

What if a candidate does not meet ABOR minimum qualifications?

Anyone who does not meet ABOR minimum qualifications cannot be considered a candidate for the position.

What if the ABOR minimum qualifications do not meet the department’s needs?

Most ABOR minimum qualifications are general in nature. Contact Human Resources Solutions (520-621-3660) for assistance in crafting departmental minimum qualifications that fit the particular requirements of a specific position.

What is a departmental minimum qualification?

Departmental minimum qualifications supplement ABOR qualifications by specifying fields in which the candidate must hold a degree, nature of previous experience required, or some combination of these. The most effective minimum qualifications are measurable and objective. For example:

  • Bachelor’s degree and a minimum of three years of demonstrated academic affairs experience; or any equivalent combination of education and experience.
  • MS or PhD in a field related to environmental sciences with training conducive to transmitting environmental sciences, environmental engineering, and environmental toxicology information to legislators, regulators, government agencies, and communities.

Individuals who do not meet the department’s minimum qualifications cannot be considered as candidates for the position.

How is a departmental minimum qualification different from an ABOR qualification?

Departmental minimum qualifications add specificity to ABOR qualifications. They should not exceed or diminish the ABOR requirements. For example, your department may not require a degree if the ABOR minimum allows years of experience to substitute for a degree. Nor could your department require only two years of experience if the ABOR requirement is four years of experience.

If you have a concern about a mismatch between ABOR and departmental minimum qualifications, please consult with Human Resources Solutions (520-621-3660).

What is the difference between minimum and preferred qualifications?

Minimum qualifications are those an applicant must possess in order to be considered a candidate for the position.

Preferred qualifications are not mandatory in order to be considered for a position but are additional “good-to-have” qualities. These are desirable qualities that will make candidates more likely to perform optimally in a position. For example:

  • Minimum Qualification: Bachelor’s degree in plant sciences or related field
  • Preferred Qualification: Master’s degree in plant sciences or related field

What is the purpose of preferred qualifications?

Preferred qualifications assist the hiring committee in narrowing the applicant pool by identifying which candidates possess the additional “good-to-have” qualities that will help place an applicant amongst the top candidates.

Preferred qualifications should identify desired education, experience, and skills that exceed the minimum qualifications. Some example are:

  • Knowledge of UA systems, policies, and procedures. (When a posting is open to the general public, but UA experience is preferable.)
  • Bilingual in English and Spanish. (When a department has a large client base of Spanish-speaking individuals but does not have a business necessity to support bilingualism as a minimum qualification.)
  • Master’s degree. (When a bachelor’s degree is the minimum requirement but the department would prefer a candidate with an advanced degree.)

How do I use preferred qualifications?

Hiring committees can use preferred qualifications to develop criteria to differentiate and compare candidates. (Some groups choose to create evaluation matrices.)

Affirmative Action

What is an affirmative action plan?

An affirmative action plan (AAP) guides recruiting and selection processes in a good faith effort to promote and maintain a fair and equal workforce. As a federal government contractor, UA has an obligation to comply with federal affirmative action regulations. As part of the affirmative action program, UA must create and implement an affirmative action plan that makes a good faith effort to recruit women, minorities, individuals with disabilities, and covered veterans.

What are affirmative action goals?

When women, minorities, individuals with disabilities, or covered veterans are not currently working in a job group in the numbers expected by their availability in the workforce, they are said to be “underutilized.” Where underutilization has been identified, the University of Arizona has established placement goals to increase the presence of these groups of workers in the specified job categories. These placement goals are targets that the UA uses to focus its good faith efforts to make equal employment opportunity a reality.

For more information visit the Office of Institutional Equity's website.

Does UA give hiring preference to women, minorities, individuals with disabilities, or covered veterans?

No. As a matter of law and University policy, opportunities for hiring, promotion, transfer, training, and other employment-related issues are made without regard to gender, race, color, national origin, disability status, or other factors that do not affect the ability to perform a particular job. The University has affirmative action obligations to report demographic data on hiring. In addition, UA is committed to building diverse pools of highly qualified applicants in order to offer the most robust options for filling a position.

Fair Labor Standards Act (FLSA)

What is FLSA status? I am not sure what this field means.

The Fair Labor Standards Act (FLSA) is a federal law that determines which employees must receive overtime pay. "Nonexempt" employees who work more than their normal hours must be paid for each extra hour they work. A part-time employee who works more hours than usual but no more than 40 hours in a workweek is paid for each additional hour at his or her regular wages. Any hours exceeding 40 in a single workweek must be paid at an overtime rate of 1½ times the regular rate of pay. (As a public sector employer, the University may offer equivalent compensatory time off instead of the direct dollars.) To be "exempt" from the overtime provisions, an employee must meet certain requirements, which are commonly called the “white-collar exemption rules.”

Regulations

The white-collar exemption rules have three main components, the salary basis test, the duties test, and the salary level testAn employee must meet all three of these tests in order to be exempt from overtime.

  • The salary basis test requires that each pay period the employee regularly receives a predetermined amount of compensation each pay period, an amount that is not subject to fluctuation.
  • The duties tests require that the employee's duties meet the standards of one of five exemption categories: (1) the executive exemption, (2) the administrative exemption, (3) the professional exemption, (4) the computer exemption, or (5) the highly compensated exemption.
  • The salary level test requires that an employee earn at least $455 per week (increasing to $913 in November) to be exempt. Any employee who earns less than this amount must be nonexempt even if the duties he or she is performing would qualify as exempt.

For FLSA calculation tools and resources, click here.

Exceptions

Medical doctors, lawyers, and teachers are excluded from the three-pronged exemptions. People in these professions are always exempt, regardless of weekly pay.

Classified Staff Positions

Classified positions have a predetermined FLSA classification. To review the title’s classification, click here. Note: Even if the classified staff position is categorized overall as exempt, if a particular position does not meet the salary test, it will be classified as nonexempt.

What number of work hours is used to determine hourly rates for pay ranges?

Hourly rates are calculated using 2,088 hours per year, which approximates full-time work at 40 hours a week.

What if the FTE for my posting is undetermined? Does that affect the FLSA field?

If the FTE for the position has not been established, you may advertise a range in your posting as long as the range falls completely into the benefits-eligible (i.e., .50–1.0 FTE) or non-benefits-eligible (i.e., .10–.49 FTE) category. There is a “To Be Determined” option for the FLSA field for use when the exempt/nonexempt status may differ, depending on the FTE that the department selects on at time of hire.

Review Start Date & Process

How does the recruitment process work at the University of Arizona?

The University of Arizona uses UACareers to hire all non-student employees within the University. Each posting has a review date. The review date will extend out either five or ten calendar days, depending on the type of position being posted. Each hiring department independently reviews the applicants and selects the most suitable finalist for its open position using an individualized selection process tailored to its needs. For example, the hiring department may decide to do the following: (1) a resume review, (2) phone interviews, (3) in-person interviews before a panel, and/or (4) a departmental meet-and-greet.

Human Resources encourages Applicant Reviewers to update the candidates’ status as soon as decisions are made to move them forward or remove them from consideration. This will ensure that candidates are promptly informed of where they stand in the selection process. It is not uncommon for the hiring process to last anywhere from a few weeks to a few months, depending on the number of applicants, the hiring department’s available resources to screen candidates, and the nature of the screening process.

What is the review date?

The review date signals when the department expects to begin reviewing applications. Hiring departments should review all applications received and date stamped on or before the review date.

Does our department need to consider candidates who applied after the review date?

Hiring departments are not required to consider candidates that apply after the review date. Your department may however continue to review applications received after the review date. When considering candidates that applied after the review date, be sure to use an objective standard in determining who will be considered.

Advertising

Who is responsible for posting advertisements?

The responsibility is split between Human Resources and the hiring department.

Human Resources automatically posts all positions on:

  • HigherEdJobs.com
  • Indeed.com
  • ArizonaDiversity.com
  • Local Job Banks

There is no charge to the department for this advertising.

Upon request, Human Resources will post advertisements with the following advertisers on behalf of your department:

  • CareerBuilder.com
  • Jobing.com
  • Arizona Daily Star
  • Arizona Republic

Any cost associated with these advertisements will be billed to your department.

Departments may advertise in other locations by placing their own advertisements.

How long will it take before my ad is posted?

With the four main advertisers—HigherEdJobs.com, Indeed.com, ArizonaDiversity.com, and local job banks—the ad is posted within a day or less. Ads placed in other venues average about a week to post.

Will I get to see my ad before it is submitted?

With the four main advertisers (HigherEdJobs.com, Indeed.com, ArizonaDiversity.com, and local job banks) the advertisements will match the job posting that you submit to UACareers and you will not receive a preview of the advertisement. The four additional venues that Human Resources can advertise in on your behalf have various practices. For CareerBuilder.com and Jobing.com, you will not receive a preview but you will receive the final version via e-mail. The Arizona Daily Star and Arizona Republic charge on a per-word basis. Therefore, you will be given the opportunity to edit the content and receive a price quote prior to the advertisement being finalized.

Can you recommend any places where I should advertise? Are any of these resources free?

A list of the more common advertising venues is included at the end of each job posting under “Advertising Strategies.” In addition, Human Resources maintains a list of free and paid advertising resources within the Guide to Successful Searches; click here to review the list. You can also consult with Human Resources Solutions about advertising strategies by calling (520) 621-3660.

Why am I being asked to advertise a position that already generates numerous applicants?

Depending on the type of position, Human Resources may request that the hiring department advertise a given position with one additional venue as a means of complying with our affirmative action plan. This allows the University to demonstrate a “good faith effort” in expanding its applicant pools to include a more diverse population.

If I have to place additional advertisements myself, why do I have to list them on the job posting template?

Human Resources collects this information for purposes of mandated reporting and in the event that information is requested during a federal audit.

Are there any specific advertising resources to attract women, minorities, individuals with disabilities, and covered veterans?

Yes. Click here to access our list of targeted “Diversity” advertising resources.

References

What do “Minimum Requests” and “Maximum Requests” refer to?

“Minimum” is the minimum number of references applicants will be required to submit in order to complete an application. You should set the minimum to 3. “Maximum” sets a cap on the number of references an applicant is allowed to provide. This number should be equal to or greater than the number selected for the “Minimum Requests” field.

How many references are required?

You should require 3 references as a minimum standard.

Can I preview the e-mail that goes to individuals who are asked to provide a reference?

Yes, the e-mail template is available online. Click here to view the template.

What if an applicant doesn’t have an e-mail address for one of the references?

E-mail addresses are required so that the hiring department can solicit references in multiple ways. An applicant who does not have an e-mail address for a referee may put “n/a” in the e-mail field. If the department decides to use the automated reference collection feature, referees without e-mail addresses will not be solicited.

I want to phone references myself rather than collecting reference letters. Is that possible?

To contact references directly without collecting reference letters set the “Reference” fields as pictured below. The reference fields can be found in the settings tab.

Please ensure you leave the reference notification and recommendation workflow fields blank. Under the recommendation document type, choose no document.

I want to receive recommendation letters for all candidates immediately, before the applicant review process begins. How do I activate this feature?

To receive recommendation letters immediately from all candidates, set the “Reference” fields in the settings tab as indicated below:

I don’t want to collect recommendation letters until finalists for the position have been identified. Can the reference collection feature be delayed until this stage in the process?

To receive reference letters for top finalists only, set the “References” fields in the settings tab as shown below:

Remember, you will need to update the status of your finalists to “Reference(s) Requested” in order to trigger the automatic e-mails to the reference providers.

Supplemental Questions

When applicants are answering open-ended questions, what is the character limit?

There is no character limit.

Are supplemental questions required for every posting?

Once the posting reaches Human Resources for approval, HR will assign at least one posting-specific disqualifying question using either the ABOR or departmental minimum qualifications.

What are the benefits of supplemental questions?

Benefits include:

  • Posting-specific questions can be used to screen and score candidates.
  • Open-ended questions can be used to assess comprehension, writing, and communication skills.
  • Posting-specific questions derived from preferred qualifications can help narrow your candidate pool by identifying those applicants who exceed your minimum qualifications. You cannot use such questions to disqualify candidates, but you can use them to identify candidates who have particularly strong qualifications.

Documents Needed to Apply

What is the purpose of the “Reference/Referee Contact Information" document?

This document is helpful if you are going to require your applicants to provide more information about their references than is automatically requested in UACareers (i.e., Name/Contact Information/Employer/ Position/How do you know this reference). If you do not intend to request any additional information, this document is not necessary.

What documents should we require candidates to submit?

Each recruitment is unique and requires a different candidate skill set. Think about the skills you need for a given position and which document type(s) may help you identify candidates who possess those skills. Writing samples and cover letters are a great way to assess writing skills. Art portfolios or media files allow you to assess a candidate’s artistic or design skills. The most commonly requested documents for appointed and classified staff positions are a résumé and cover letter. For faculty, the most commonly requested documents are curriculum vita, cover letter, and statement of teaching interests.

What if the document I need is not available on the list?

You can contact HR Solutions with a request to add a new document type. Any new document type added to UACareers will be available to all campus users. Therefore, each request is considered individually and not all requests are approved.

What is the purpose of the optional document feature?

Optional documents are materials that candidates may choose to submit but are not required to provide. The HR Solutions team recommends that this feature be used very sparingly. By making all documents required, you can ensure that your department receives equivalent information from all the candidates in your pool, allowing the search committee to make an equitable assessment and comparison of candidates.

Search Committee

Is there a link I can send to search committee members so that they can access the posting?

An easy way to share the posting with an approved Search Committee Member is to access the posting and send them the posting URL. Alternatively, you may share the “Quick Link for Internal Postings” and make the following edit:

Do I need to have a search committee?

Forming a search committee is not required in all circumstances, but this is a highly recommended component of recruitment. Getting input from a group with diverse insights and perspectives increases the likelihood of hiring a colleague who will be successful in his/her new role. Faculty and appointed positions lend themselves to the search committee process, whereas a committee may be unnecessary for a temporary classified staff title. The nature of the position also affects the composition and scope of the committee (e.g., drawn from within the department, the entire university, or the Tucson community). Please consult the Guide To Successful Searches on the Human Resources website for additional information.

How many people have to be on a search committee?

Establishing a strong and diverse search committee is essential for a credible and successful search process. To ensure an effective and efficient decision-making process, Human Resources recommends that a search committee does not exceed 5-7 people. When selecting search committee members, seek out individuals who:

  • are knowledgeable in the area/field; responsibilities; and knowledge, skills and abilities of the advertised position
  • are respected within the University community and their respective disciplines or professions
  • are open-minded and committed to diversity and fair process
  • are able to negotiate conflict to achieve group results

A diverse committee is more likely to withstand public scrutiny and to generate diverse finalists. Depending on the position, it may be wise to recruit members from outside the hiring department and even outside the University. Such people may bring fresh insights, challenge assumptions, and offer lessons from experience in other disciplines and organizations.

When are individuals notified that they have been assigned as a search committee member for a posting?

Search committee members will be notified via an automated e-mail.once Human Resources has approved the posting. Ideally, the department would contact the people they want on the search committee and secure their agreement to participate before the posting reaches Human Resources.

How do I add a search committee member after the posting has left my queue?

Simply submit a One-Minute Request. To do so, please click here.

Alternatively, you can contact HR Solutions at (520) 621-3660 to complete this request.

Are department leaders who are not active members of the search committee allowed to view applicant materials?

Yes, individuals in departmental leadership roles have frequently requested this type of information if the position falls within their purview. For example, a leader might request to be kept up-to-date on which candidates are selected as finalists and invited for interviews. This level of leadership involvement in searches varies by department and type of search. Human Resources encourages such input because it may offer a different perspective and valuable insight to the search committee.

When do search committee members need to log in as “Guest Users”?

There are two log-in options on the UACareers home screen. The top one is intended for anyone with a valid NetID. The Guest User log-in is intended only for individuals who do not have NetIDs, such as community members who are participating on a search committee. Your normal NetID and password will not work for the Guest User portal. Guest Users should receive a user name and password via e-mail. Anyone who does not can contact Human Resources at (520) 621-3660.

History

What is the History section used for?

The history section allows you to track approval dates, edits/changes, and any notes that users have inserted. It also tracks communication history, such as system-generated e-mails and updates.

In the history section, some e-mails and notes display “not authorized” and are inaccessible to department users. Why is this?

The Human Resources team has the ability to add confidential notes that are blocked from view by anyone outside the division.

Editing Postings

Can I make any changes to a posting once it has left my queue?

No. You will not be able to make changes to the posting once it has left your queue. If a posting is still at the departmental level, you can ask the next individual in line for approval to make the changes on your behalf. Alternatively, you may submit a One-Minute Request by clicking here.

What is a One-Minute Request?

A One-Minute Request is a Google form you submit to Human Resources in order to update your UACareers posting. After a job posting leaves your queue, Human Resources must make any changes or updates. The form is designed to take less than 60 seconds to complete and submit.

What types of One-Minute requests can I submit?

Two types of requests can be submitted:

  1. Change/Update Your UACareers Posting: You can request changes to a variety of fields in the UACareers posting, including:
  • Posting Status (i.e., close, fill, or cancel)
  • Applicant Reviewer Access
  • Search Committee Member
  • Guest User E-mail
  • Advertising Strategies 
  1. Update Users: Request a new user account or modify an existing user.

To access the One-Minute Request forms, click here to request posting changes or click here to update users.

How do I set up my posting to close automatically?

To set a position to close automatically, you must enter both a “close” date and a “remove” date, and also select “no” for “Open Until Filled.”

Finding Postings

How do I find my posting?

To find a posting, you must search under the correct posting type: staff, faculty, appointed, or postdoc (see tabs at the top of the page). The search feature defaults to show posted positions. To search for pending or draft postings:

  1. Click “More Search Options”

  1. Select the corresponding ‘Workflow State’

How do I look at job postings in alphabetical order?

Above the title column, hover and click on the up/down arrows to change the order of postings.

Where do I find the posting number?

The posting number appears under “Posting Detail Information” about halfway down the posting summary. It consists of a letter that designates the position type followed by five digits:

A00000 = Appointed positions

F00000 = Faculty positions

P00000 = Postdoc positions

S11111 = Staff positions

The job posting number is hard to find in the middle of the posting information. Is there a way to put the posting number at the top of the posting and add it to the watch list?

Human Resources is working with the vendor, PeopleAdmin, to identify solutions.

Can postings be added to my watch list automatically?

Postings are not automatically added to watch lists. To add a posting to your watch list, click the “Action” drop-down next to the listed posting.

Reports

Can departments run a report on the demographics of the candidate pool for a posting?

Human Resources has the ability to create reports identifying race/ethnicity, gender, veteran status, or disability status. Please contact HR Solutions to discuss your needs and intended use for the information.

Workflow State/Owner

What’s the difference between Owner and Current State in the Inbox?

The Owner shows who currently has the posting and who is able to edit it. The Current State shows where the posting is in the approval process. The state will change to “Posted” once Human Resources has approved the posting.

What does “current workflow state” mean?

The current workflow state allows you to track a posting’s progress throughout the recruitment life cycle. The following workflow states are available:

Draft: The posting is still being routed and has not been reviewed by HR.

HR Partner: The posting is in the Human Resources queue for review and approval.

Approved—Direct Access: The posting has been approved and the link will be sent directly to the approved noncompetitive candidate.

Posted: The general public can view the posting and applications are being accepted.

Republished: Updates have been made since the original posting; the general public can view the updated posting, and applications are being accepted.

Canceled: The general public cannot view the posting, applications are not being accepted, and no hires will be processed.

Closed: The general public can no longer view the posting and no applications are being accepted.

Filled: The general public can no longer view the posting, no applications are being accepted, and all candidates have been assigned a final status. Once a candidate is hired, the posting should be moved from “Closed” to “Filled.”

User Roles/Privileges

What user role does what?

Role Responsibilities
Department Contact
  • Initiate/create department posting
  • Submit posting to the Department Approver for review
  • Initiate/submit background check
Department Approver
  • Initiate/create department posting
  • Submit posting to the College Dean/VP Approver, UAHS-VP, or HR Partner for review
  • Return posting to Department Contact
  • Initiate/submit background check
College Dean/VP Approver
  • Review postings
  • Submit posting for review by HR Partner and Provost (if tenure-track/tenure-eligible).
  • Return to Department Approver or Department Contact for further review
AHSC-VP (Applicable to UAHS)
  • Review postings (if tenure-track/tenure-eligible)
  • Submit posting to HR Partner for review
  • Return to Department Approver or Department Contact for further review
Provost
  • Review postings for tenure-track/tenure-eligible or continuing/continuing eligible positions
  • Submit to HR Partner for review
  • Return to preceding roles for further review
HR Partner
  • Review/edit postings
  • Submit to preceding roles for review
  • Return to preceding roles for review
  • Post position
Applicant Reviewer
  • Review/screen application materials
  • Update candidate’s status
Guest User (non-UA user)
  • Review/screen application materials
Hiring Manager (Supervisor)
  • Review candidates
Search Committee Member
  • Review/screen application materials

 

What user role should I have?

If you need to create postings, you would want either a Department Contact or Department Approver role. The key difference between these roles is that a Department Contact may only forward a posting to a Department Approver, but a Department Approver has the option to move a posting forward to a College Dean/VP or HR Partner review. 

If you only need to update applicants’ status, you want to have an Applicant Reviewer role.

If you are the final approver for your department, division, or college, you may want to consider either Department Approver or College Dean/VP user role, depending on whether you want the ability to create postings.

How do I add a new user to UACareers.com and/or adjust my provisioning?

Use the Update Users One-Minute Request to request a new user account or modify an existing user.

Why isn’t the supervisor for this position appearing in the drop-down menu?

If you need a supervisor added immediately, submit an Update Users One-Minute Request or contact Human Resources Solutions at (520) 621-3660 for assistance.

Applicant Review

What are disposition codes/reasons and what are they used for?

Disposition codes and reasons allow the hiring committee to document the selection process for all candidates.

If you hire a candidate, here are the disposition codes you would use: Under Review by Department > Select (Move to Interview) > Finalist/Offer Pending > Offer Accepted.

Whenever you move a candidate to “Not Selected” status, the system will ask you to identify a reason why that person was eliminated. The list depends on whether the candidate was eliminated before or after an interview:

For those candidates who were not interviewed, the available reasons are:

  • Not Hired, Not Interviewed
  • Does not meet dept. min requirements
  • Application materials demonstrate lack of organizational skills
  • Application materials indicate lack of writing or communication skills
  • Application materials indicate lack of relevant job skills/job knowledge
  • Less competitive based on area of research expertise
  • Less competitive based on work experience
  • Less competitive based on education, training, or certification level
  • Less competitive based on recommendations
  • Less competitive based on reference information obtained
  • Applicant Declined Interview
  • Unable to contact
  • Other

For those candidates who were interviewed, the available reasons are:

  • Interview showed inconsistency with application information
  • Interview showed lack of effective communication skills.
  • Interview showed lack of understanding of scope of position’s duties.
  • Less competitive based on area of research expertise
  • Less competitive based on work experience
  • Less competitive based on education, training or certification level
  • Less competitive based on recommendations
  • Less competitive based on reference information obtained
  • Salary requirements too high
  • Availability date not compatible with dept. needs
  • Unable to contact
  • Applicant withdrew candidacy
  • Applicant declined offer
  • Other

How do I change an applicant’s status?

To change an applicant’s status, you must be listed as an Applicant Reviewer in the job posting. Verify you are logged in as Applicant Reviewer by checking what role appears in the Current Group box at the top right of the screen. If need be, change it by choosing “Applicant Reviewer” from the drop-down menu next to the “logout” link.

Once you are in Applicant Reviewer role, click on an applicant’s last name to open that individual’s application. Click on the “Take Action on this Job Application” button on the right side of the screen.

If you do not have the correct permissions submit an Update Posting One-Minute Request or contact Human Resources Solutions at (520) 621-3660 for assistance.

I am an applicant reviewer but I still can’t change the status of applicants in this posting. Why not?

Check what role appears in the Current Group box at the top right of the screen. If need be, change it by choosing “Applicant Reviewer” from the drop-down menu next to the “logout” link.

CareerTrack

Why did UA switch from Career Track to UACareers?

UACareers offers a number of exciting new enhancements, including a refined applicant experience and features that simplify creating job postings.

What if an applicant or department needs to access previous materials from CareerTrack?

CareerTrack will remain available to department and applicant users until December 2016. We recommend that applicants and department personnel log in and retrieve any information they may wish to preserve before CareerTrack goes offline. 

Note that user accounts from CareerTrack do not carry over automatically to UACareers. In order to apply online through the new system applicants will have to create an account on UACareers.com.

How much longer departments will be able to access Career Track?

Career Track will remain active until December 2016. After that, static Career Track postings and information will remain accessible but new job postings must be created in UACareers.

Background Checks

How do I initiate a background check?

In order to initiate the background check for an applicant, you must have the status of Applicant Reviewer for a posting. Check the Current Group box in the upper right to confirm you are in Applicant Reviewer mode. If not, use the drop-down menu to select this view.

Next, open the posting and click on the “Applicants” tab, then select the name of the individual whose status you wish to change. When the profile opens, click the orange “Take Action on This Job Application” tab to the right. You will have to transition your selected candidates through the chronological actions in this tab (Interviewed, Offer Pending, and Offer Accepted). After you process the final step, the Take Action” button will disappear and a “Start Background Check Request” button will appear below where the former button was.

Click the “Start Background Check Request” button to begin the process. Once you have filled out all the necessary information on the web form, click “Next” to view a summary page of your background check request. If all the information is correct, select “Take Action on Background Check Request” and click “Submit for Approval (Move to Human Resources).”

Is there a background check guide that I can share with new colleagues?

Yes, Human Resources has designed a guide that can be sent as a PDF or shared via URL. It is available on hr.arizona.edu or by clicking here.

Do we need to submit background checks for all new hires?

Yes, new hires for temporary and regular, part-time and full-time, classified staff and appointed positions all must have background checks.

In addition, there are different levels of background checks depending the nature of various UA positions. Most employees will have a name-based check, however, some employees will require a fingerprint check if their position is security sensitive.

Employees who transfer to another UA department may be subject to a new background check if the new position is security sensitive and they have not had a previous fingerprint check.

Employees who accept a promotion, new assignment, or reclassification in their home department may also require a criminal background check if they either do not have one on file or do not have the right level of check on file.

Do departments need to request a background check if one has been done in the past?

Yes. However, when submitting the background check request please make a note in the Special Message for the Pre-Employment Team field alerting Human Resources that employee may have already completed a background check. If an appropriate background check is on file, a new check may not be required.

At what point should my department submit a background check request?

Submit the background check request when your candidate verbally accepts the offer of employment (waiting for the signed offer letter is not necessary).

What information should I have handy when completing a background check request?

Please have the following information ready:

  • Position control number
  • Department contact name
  • Department contact phone
  • Department contact e-mail
  • Actual start date
  • Type of background check required
  • Background check billing account number

Can the employee begin work before the background check results are received?

This is a decision your department head should make.

Will the background check results appear in UACareers?

No. For confidentiality reasons the results are e-mailed directly to the department contact, the supervisor, and Risk Management Services.

What kinds of information should I enter in the Special Message for the Pre-Employment Team field?

This field is for any information that may be helpful during the background checking process. Common issues to note are these:

  • Why the background check is security sensitive (for example, working unsupervised with minors).
  • Whether the employee has had or may have had a background check in the past, meaning a new one may not be necessary.
  • Candidate’s age, if under 18 years. Minors are not subject to background checks.

UACareers System Notifications

How do I know if my job has been posted?

If you have approver status (Department Approver or College/Dean/VP Approver or HR Partner), you will receive a notification e-mail when the position posts. Alternatively, all other users can log in and check the posting workflow state to see if the position has moved to “Posted” status.

I don’t seem to be receiving updates or notifications. Why not?

Only users with approver status (Department Approver or College/Dean/VP Approver or HR Partner) receive e-mail notices of status updates. If you are a department contact and would like to track the progress of a posting, we recommend that you save the posting to your watch list. This will allow you to see the posting and its current workflow state on your UACareers home page.


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