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.
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.
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.
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.
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.
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:
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.
Anyone who does not meet ABOR minimum qualifications cannot be considered a candidate for the position.
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.
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:
Individuals who do not meet the department’s minimum qualifications cannot be considered as candidates for the position.
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).
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:
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:
Hiring committees can use preferred qualifications to develop criteria to differentiate and compare candidates. (Some groups choose to create evaluation matrices.)
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.
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.
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.
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.”
The white-collar exemption rules have three main components, the salary basis test, the duties test, and the salary level test. An employee must meet all three of these tests in order to be exempt from overtime.
For FLSA calculation tools and resources, click here.
Medical doctors, lawyers, and teachers are excluded from the three-pronged exemptions. People in these professions are always exempt, regardless of weekly pay.
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.
Hourly rates are calculated using 2,088 hours per year, which approximates full-time work at 40 hours a week.
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.
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.
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.
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.
The responsibility is split between Human Resources and the hiring department.
Human Resources automatically posts all positions on:
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:
Any cost associated with these advertisements will be billed to your department.
Departments may advertise in other locations by placing their own advertisements.
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.
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.
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.
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.
Human Resources collects this information for purposes of mandated reporting and in the event that information is requested during a federal audit.
Yes. Click here to access our list of targeted “Diversity” advertising resources.
“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.
You should require 3 references as a minimum standard.
Yes, the e-mail template is available online. Click here to view the template.
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.
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.
To receive recommendation letters immediately from all candidates, set the “Reference” fields in the settings tab as indicated below:
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.
There is no character limit.
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.
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.
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.
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.
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.
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:
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.
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:
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.
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.
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.
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.
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.
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.
The Human Resources team has the ability to add confidential notes that are blocked from view by anyone outside the division.
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.
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.
Two types of requests can be submitted:
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.”
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:
Above the title column, hover and click on the up/down arrows to change the order of postings.
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
Human Resources is working with the vendor, PeopleAdmin, to identify solutions.
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.
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.
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.
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.”
|College Dean/VP Approver||
|AHSC-VP (Applicable to UAHS)||
|Guest User (non-UA user)||
|Hiring Manager (Supervisor)||
|Search Committee Member||
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.
Use the Update Users One-Minute Request to request a new user account or modify an existing user.
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.
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:
For those candidates who were interviewed, the available reasons are:
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.
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.
UACareers offers a number of exciting new enhancements, including a refined applicant experience and features that simplify creating job postings.
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.
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.
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).”
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.
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.
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.
Submit the background check request when your candidate verbally accepts the offer of employment (waiting for the signed offer letter is not necessary).
Please have the following information ready:
This is a decision your department head should make.
No. For confidentiality reasons the results are e-mailed directly to the department contact, the supervisor, and Risk Management Services.
This field is for any information that may be helpful during the background checking process. Common issues to note are these:
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.
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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