Talent FAQ's for Department Users

Logging In

Go to talent.arizona.edu/hr, this should redirect you to the University of Arizona’s NetID login page. After entering your NetID credentials, you will be redirected to Talent’s Welcome page.

Please be sure you are using the following URL when logging in to Talent: talent.arizona.edu/hr. This link will redirect you to the University of Arizona’s NetID login page where you can enter your NetID and password.

If you receive a “restricted access” error, we recommend logging out and then logging back in. Please contact HR Recruitment and Outreach at (520) 621-7704 or Talent@email.arizona.edu if this error persists.

Talent User Support

Our Talent user guides and videos are a great way to familiarize yourself with the system. These guides and videos can be found here under ‘Talent User Resources’. You can easily explore the contents and find user tips as well as step-by-step instructions.

Requisition Requirements

All competitive requisition types in Talent must remain open for a minimum of 7 calendar days. Hiring departments cannot close a requisition on a holiday or weekend. Requisitions may remain open longer as needed to generate an adequate candidate pool. For more information, please visit the Recruitment Policy

Knowledge, Skills, and Abilities

Knowledge, skills, and abilities (KSAs) are qualities that enable an incumbent to perform successfully within a 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. Because KSAs cannot easily be gleaned, KSAs should not be listed within the minimum or preferred qualifications. Minimum qualifications determine whether a candidate is eligible for a position whereas KSAs are qualities that support long term success. 

Knowledge, skills, and abilities (KSAs) are geared to the requirements of a specific position. For example, KSAs may differ for 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 

UCAP Experience Minimum Qualifications refer to the standard minimum qualifications assigned to all University Staff positions. This field will automatically populate in every requisition based on the UAccess position number that was used to create the requisition. This field is read only and is not editable within the requisition. 

The UCAP Experience/Education Minimum Qualifications are based on industry standards and are specific to each position. If you have questions about these qualifications, please contact Compensation at 520-621-2737 or compensation@email.arizona.edu for assistance.  

This field allows hiring departments to supplement the UCAP 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 minimum qualifications listed in the ‘Qualifications’ field cannot be considered as candidates for the position. Changes to this field after the requisition has opened are likely to result in a repost.

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

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 and experience that exceed the minimum qualifications. Some examples include:

  • 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.)

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

Fair Labor Standard Act (FLSA)

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 their 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 ‘FLSA Status (UAccess)’ field will reflect the proper FLSA status for your position based on the position number used to create the requisition. However, if the ‘FLSA Status (UAccess)’ field shows “exempt” and the position’s earnings are less than $684 a week, your position will be reclassified to “nonexempt".

Hourly rates are calculated using 2,080 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 requisition 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 at time of hire.

Advertising

The hiring department is primarily responsible for posting job advertisements; however, the Division of Human Resources will support the hiring department’s outreach efforts by advertising their requisition on the following websites.

  • HigherEdJobs.com
  • HigherEdMilitary.com
  • Linkages
  • ArizonaDiversity.com
  • Local Job Banks

Note: These websites automatically scrape any external requisitions advertised in Talent and are at no cost to the department. Any advertisements beyond the websites listed above are the responsibility of each hiring department.

Human Resources maintains a list of free and paid advertising resources. Click here to review the list. You can also contact the HR Recruitment and Outreach team for support.

References

You should require 3 references as a minimum standard.

For more information on reference collection guidelines refer to the Recruitment Administration Guidelines , reference check section. To use the automated reference collection feature through Talent, refer to the Talent Applicant Management Guide

Yes. You may select multiple candidates at once when triggering the reference request feature in Talent. For more information, please visit our  Talent Applicant Management Guide  

Documents Needed to Apply

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 staff positions are a résumé and cover letter. For faculty, the most commonly requested documents are curriculum vitae, cover letter, and statement of teaching interests.

Search Committee

Yes. You may access our Talent Search Committee Member guide by clicking here You may also visit our Recruitment webpage for more resources specific to search committee members.

For more information on search committee requirements, please refer to  Recruitment Administration Guidelines  

For more information on search committee requirements, please refer to the  Recruitment Administration Guidelines

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

For more information on editing a requisition please refer to the ‘Editing a Requisition During Approval Routing’ section in the  Talent Requisition Guide. If the requisition is already in an open status you will be able to directly edit the requisition. For more information refer to the ‘Editing an Open Requisition’ section in the  Talent Requisition Guide.

In order for these search committee members to access applicant information, they will need a UAccess DCC relationship of Event Volunteer. Once this relationship is established, the requsition creator/editor will be able to add the individual to the requisition’s ‘Reviewer(s)’ list. For more information on how to create a UAccess DCC relationship, click here.

History

After searching for your requisitions under the ‘Create and Manage’ requisitions page, scroll to the far-right column titled ‘Actions’ and click the drop-down arrow that corresponds to your requisition. You will have an option to select ‘View History’.

Editing Postings

Depending on what stage your requisition is at, the types of changes that you can make will vary. Please refer to the ‘Editing a Requisition During Approval Routing’ and ‘Editing an Open Requisition’ section of the  Talent Requisition Guide  for more information. Once a requisition is closed you cannot make edits.

Finding Postings

Use the ‘Create and Manage Requisitions’ page to search by the job title, requisition ID, division/department, location, date posted, and requisition status. For more information on searching for requisitions, please visit our  Talent Requisition Guide

From the ‘Create & Manage Requisitions’ page, hover over the ‘Job’ column and click on the up/down arrows to change the order of the postings.

The requisition number appears in the “Requisition ID” field of the requisition. This field can be found towards the bottom of the ‘General’ tab. All requisition numbers begin with “req”. For example, req110.

Reports

No. Only Human Resources can create reports identifying race/ethnicity, gender, veteran status, or disability status. Please contact Recruitment to discuss your needs and intended use for the information or to gain more information on reporting. For more info on report requests, please review the Recruitment Administration Guidelines.

Workflow State

In order, to view the status of your requisition, follow the steps highlighted in the  Talent Requisition Guide under section 5 titled, ‘Checking the Status of a Requisition’. Below is a list of possible requisition statuses:

 

Status

Description/definition

Open

Requisition is accepting applications.

  • Note: If Human Resources was not added to the requisition approvals, the requisition will reflect a status of “Open”, but the position will not actually be posted to the public.

Closed

Requisition is no longer accepting applications and/or is filled.

  • Note: Reviewers will no longer have access to applications. Requisition is no longer editable.

Cancelled

Department was unable to fill the position. Requisition is no longer editable.

Pending Approval

Requisition is now in queue for approval.

Denied

One or more approvers has denied the requisition.

Open-Pending

Requisition has been approved with a future open date.

Re-Approval

Edits were made to the requisitions. The requisition is in queue for re-approval.

On Hold

The requisition’s job ad will be temporarily unavailable for applicants to apply.

User Roles/Privileges

To find more information on the responsibilities/privileges that correspond to each user role and how to obtain access,  click here

Some users will automatically be added to Talent and be granted default access. If you need additional or a different level of access contact Recruitment or click here to learn more about the different levels of access in Talent. To add a new user or adjust someone’s Talent provisioning, follow the Talent User Requests Guide  here.

Applicant Review

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

If you hire a candidate, the disposition code sequence that you would use is: In Review > Interview > Reference Check > Offer Letter > Hired.

Note: The reference check process may occur sooner depending on individual hiring department processes.

Whenever you move a candidate to “Closed” status, the system will ask you to identify why that person was not selected. For a complete list of reason codes refer to the  Talent Applicant Management Guide.

To change an applicant’s status, you can follow the steps located in the Talent Applicant Management Guide under the Summary Tab 3.2,  click here.

No. Applicants cannot make any modifications. However, the unit can accept revised documents outside of Talent if they allow this for all other applicants in the pool.

Yes. Talent has a feature called Bulk Applicant download that allows you to download applicant packets for up to 30 applicants at one time. Please refer to the  Talent Applicant Management Guide.

Talent System Notifications

If you are the Hiring Manager or Requisition Owner(s), you will receive a notification e-mail when the requisition has reached the final decision for pending approval. To see what the e-mail looks like go to  Talent Emails & Content  

Note: If Human Resources was not added to the requisition approvals, the requisition will reflect a status of “Open”, but the position will not actually be posted to the public.

The search committee member will no longer receive the daily applicant summary email if they are removed from the ‘Applicant Reviewer(s)’ section of the requisition. You may readd the search committee member to this section once they are ready to review applicants.

Requisitions

A department will need an approved UAccess Position Number (PCN) loaded into Talent to process a requisition.

It can take up to two business days for a requisition to be available in Talent after receiving an approved Position Number.

You must fill out all required fields in the ‘General’ tab first and then click ‘Save’ towards the bottom of the page. You may enter an ‘X’ in the required fields as a place holder in order to save your progress and return to your draft later.