After the Position has Been Posted - University at Buffalo Human ...

After the Position has been Posted 

The University 

at Buffalo 

Instruction Manual 

University Human Resources 

120 Crofts Hall, North Campus 

645-JOBS (5627) 

ubjobs@buffalo.edu 

Submitting an Action Creating a New Position Page 1

Table of Contents 

Logging In ...................................................................................................................................................... 5 

Active Posting Information ........................................................................................................................... 6 

Available Posting Reports ............................................................................................................................ 7 

Sample Departmental EEO Summary Report ............................................................................................... 9 

Sample Applicant List Report ...................................................................................................................... 10 

Sample Posting Preview Report .................................................................................................................. 11 

Viewing Posting Information ...................................................................................................................... 12 

Posting Details Tab ...................................................................................................................................... 13 

Posting Specific Questions Tab ................................................................................................................... 14 

Disqualifying/Point Tab ............................................................................................................................... 15 

Guest User Tab ............................................................................................................................................ 16 

Hiring Proposal(s) for Posting Tab .............................................................................................................. 17 

Notes/History Tab ....................................................................................................................................... 18 

Reference Letters Tab ................................................................................................................................. 19 

Applicants Tab ............................................................................................................................................. 20 

View Applicant Documents ......................................................................................................................... 21 

Manage References .................................................................................................................................... 25 

Attaching a Reference Letter ...................................................................................................................... 27 

Adding a New Reference ............................................................................................................................. 29 

View Inactive Applicants ............................................................................................................................. 30 

Updating an Applicant’s Status ................................................................................................................... 32 

Submitting a Hiring Proposal ...................................................................................................................... 37 

Appendix 1 - Data Tools .............................................................................................................................. 42 

Applicant contact information ................................................................................................................ 42 

Applicant list tool for hiring managers ................................................................................................... 42 

Appendix 2 - Sample E-Mails to Applicants ................................................................................................ 43 

Pass Message - Application Received ..................................................................................................... 43 

Fail Message – Application Received ...................................................................................................... 43 

Minimum Qualification Not Met............................................................................................................. 44 

Not Selected for Interview ...................................................................................................................... 44

Selected for Interview – No Offer ........................................................................................................... 45 

Cancelled Posting .................................................................................................................................... 45 

Appendix 3 – Sample e-Mail to References ................................................................................................ 46 

UB Jobs Quick Tips Sheet .......................................................................................................................... 47

Logging In 

1 

2 

3 

Action Field Description 

1 Go to the UB Jobs Recruitment and Position Management website at 

www.UBJobs.buffalo.edu/hr. 

2 Enter your UBIT Name. If you have not yet established a UB Jobs user account, please 

visit the UB Jobs Access Request Form online at 

http://hr.buffalo.edu/files/phatfile/UB_Jobs_Access.pdf. 

3 Enter your selected password. This password is not linked to your UB account and 

would have been e-mailed to you when your UB Jobs account was established. 

If you have forgotten your password, please call 645-JOBS(5627) or send an e-mail to 

ubjobs@buffalo.edu to have your password reset. 

Logging In After the Position has Been Posted Page 5

Active Posting Information 

5 

1 

7 

2 

3 

4 

6 


1 After logging into the system, you are brought to the active postings page. This is also 

considered the home page in the UB Jobs system. Displayed are the active positions 

that you have posted but have not yet been filled or cancelled. 

2 From this screen, you can: 

• View the details of the posting 

3 • View a summary of the posting 

4 • Generate basic report information 

5 • View the number of applications in progress 

6 • View the posting open and close dates of the posting 

7 • Determine the posting status 

Page 6 After the Position has Been Posted Posting Information

Available Posting Reports 

3 

1 

Action 

Field Description 

1 To get started reviewing the reports available in UB Jobs, click on Get Reports List. 

Posting Information After the Position has Been Posted Page 7

3 

1 

2 


1 You have the option of three different reports: 

• Departmental EEO Summary – a summary of the applicants’ race and gender 

• Applicant List – a list of all the applicants, the date applied and the current 

status of each applicant in the system 

• Posting Preview – the details of the posting that the applicant sees when 

applying for your position 

2 To run these reports, click on the circle next to the report name and choose generate 

report. The report will appear in a pop-up window that can be printed or closed once 

your review is complete. Sample reports are shown on pages 9-11. 

3 To leave the reports section, you will choose Return to Previous. 


Sample Departmental EEO Summary Report 

The EEO Summary Report shows two separate reports. The first report is applicable to applicants that 

have applied to a position prior to September 2009. After September 2009, Affirmative Action data was 

collected in a two question format which is represented on the second report. For positions posted after 

September 2009, all applicants are included on the second report. 


Sample Applicant List Report 


Posting Preview 

Sample Posting Preview Report 

Applicant View 

Position Information 

Position Information 

Position Title 

Classification Title 

Adjunct Instructor/Lecturer 

Faculty Position 

Posting Number 1200388 

Department 

Employer 

Appointment Type 

Position Type 

Appointment Term 

Temporary Until 

Salary Grade 

Strategic Strength 

Posting Details 

Position Summary 

Minimum Qualifications 

Preferred Qualifications 

Physical Demands 

Salary Range 

Multiple Positions Available 

Work Hours 

0000-Human Resources 

State 

02 - Faculty 

UUP Faculty 

Term 

FTE 0.50 

Campus 

Special Instructions to Applicants 

Required Applicant Documents 

Optional Applicant Documents 

Contact Information for Reference Letters 

Contact Information 

Contact Name 

Contact Title 

NS 

None Selected 

Teaching, Research and Services 

Doctorate earned by the time of employment. 

Negotiable 

No 

As Assigned 

Cover Letter 

Contact Information for References 

CV 

Search Committee Chair 

Contact Phone 716-645-7777 

Posting Dates 

Internal Posting Date 05/31/2011 

Internal Closing Date 

Open Until Filled 

External Posting Date 05/31/2011 

External Closing Date 

Open Until Filled 

Date to be Filled Fall 2012 


Viewing Posting Information 

1 

Action 


1 If you are interested in viewing the applicant information or the details of your posting, 

you will click on View under the Classification Title column. 


Posting Details Tab 

1 

2 


1 The position details tab is populated based on the information that had originally been 

input into the approved position description. From this tab, you can obtain: 

• Posting number – a unique number for your posting which can be used in 

advertisements to assist applicants in finding your position or as an identifier 

when you contact HR with questions regarding your posting. The number is 

always 7 digits with the first two numbers being the year that the position was 

first posted. 

2 • Quicklink for posting – a unique link for your posting. The link is CASE 

SENSITIVE. It must be entered into the web address bar exactly as written or 

the applicant will be brought to the UB Jobs home page. 


Posting Specific Questions Tab 

1 

Action 


1 On the posting specific questions tab, all questions selected when creating your posting 

are displayed. For all postings, we automatically ask applicants, “How did you first learn 

about this employment opportunity” 


Disqualifying/Point Tab 

1 

Action 


1 The Disqualifying/Points tab shows all closed response questions asked of the 

applicants and whether or not you have selected to disqualify the applicant based on 

his/her response. 


Guest User Tab 

1 

Action 


1 The Guest User tab provides a unique user ID and password that can be provided to 

members of the search committee to access applicant and posting information 

electronically. The search committee has read only access with this log-in information. 

The search committee will go to www.ubjobs.buffalo.edu/hr to view applicant 

information. 


Hiring Proposal(s) for Posting Tab 

1 

Action 


1 The Hiring Proposal for Posting tab allows you to: 

• See the proposal that you have submitted 

• Edit the proposal if it has been returned to you 

• Determine the status of your proposal 

• Find the Date Approved to be entered into the e-PTF system in the SPR Waiver 

date field. 

Note: A hiring proposal must be approved prior to making an offer. 


Notes/History Tab 

1 


1 The Notes/History tab allows you to view the posting/reposting history of this position as 

well as any special notes from HR regarding your posting. Special notes may include: 

• Your e-mail request for a repost of a position 

• Your e-mail request to extend a posting period 

• Canvass information for competitive classified positions 


Reference Letters Tab 

1 


1 The Reference Letters tab allows you to view any instructions provided to references/ 

applicants through the online Reference letter process. 

Applicant Information After the Position has Been Posted Page 19

Applicants Tab 

1 3 

2 

4 


1 On the Applicants tab, you can view the name of your applicants and all the application 

materials that have been successfully submitted. This information is sorted from the 

oldest to newest date applied. 

2 You can update the status of the applicant based on where the search committee is in 

the search process as well as submit the search committee’s recommendation for hire. 

3 You can view the status of the applicant as well as the external status or the text that 

the applicant sees when he/she logs into the applicant site. 

4 You automatically see all the active applicants meaning that each person is still under 

consideration for the position. 

Page 20 After the Position has Been Posted Applicant Information

View Applicant Documents 

1 

2 


1 To view individual documents submitted by applicants in UB Jobs click on the 

appropriate link in the: 

• Name column 

2 • Document column 


1 

2 


1 To view all applications submitted by all applicants at one time, click on All in the 

all/none column. 

2 Choose View Multiple Applications. This will allow you to view all the applications for 

this posting in one document. 


1 

2 


1 To view all Documents submitted by all applicants at one time in a PDF document, click 

on All in the all/none column. 

2 Choose View Multiple Documents. This will allow you to view all the attachments from 

your applicants in one PDF document. There is no way in the system to merge the 

applications and the Supplemental Documents together. 


1 

2 


1 To view all documents for one (or more) applicant at a time, click the check box next to 

the applicant’s name in the all/none column. 

2 Choose View Multiple Documents. This will allow you to view all the attachments from 

your applicants in one PDF document. There is no way in the system to merge the 

applications and documents together. 


Manage References 

1 

Action 


1 To view reference letters submitted for an applicant, you will want to click on the 

Manage References link in the References Received column. 


1 

3 

4 

2 

5 

6 


1 When electronic references are required, the reference’s name and e-mail addresses 

are populated by the applicant during the application process in the system. 

2 The Portal Link is a unique link that is sent to the applicant reference via e-mail 

requesting a letter of recommendation immediately after applicant’s successful 

submission of application. 

3 The References column allows you to see which letters have been submitted. 

4 You can view letters submitted for an applicant by clicking on View under the 

references column. The letter will show up as a pop-up to review and print if necessary. 

Unlike the application and supplemental documents, you have to open these 

documents individually. 

5 You can attach reference letters that have been sent via postal mail or e-mail rather 

than submitted online by clicking on attach under the references column. A reference 

letter should never be accepted from an applicant directly. Please see page 27 for 

individual steps. 

6 You can request additional reference letters by clicking on Add New Entry. This will 

send an e-mail notification to the reference. Please note a system generated e-mail will 

be sent to the reference once the name and e-mail address on Add Entry is saved. 

Please see page 29 for individual steps. 


Attaching a Reference Letter 

. 

2 

3 

4 


5 

6 


1 To upload a reference letter, make sure to save the letter to your computer. Documents 

cannot exceed 2 MB in size. All password and other security measures added to the 

document must be removed prior to attaching online. 

2 Click on Attach under the References column 

3 Next you will need to click on Browse under Upload a new document. 

4 A screen will appear that will allow you to select the document saved on your computer. Click 

on the document name and then choose Open. 

5 You will see that the name has populated in the File Box. Click on Attach below the box. 

6 Choose Confirm. Your document has now been successfully uploaded. 


Adding a New Reference 

2 

1 

3 


1 If a new reference needs to be added for the applicant, you will click on Add New Entry. 

2 An Add New Entry form will appear under the reference list previously provided by the 

applicant. On this form, you will be required to provide the reference’s Name and E-mail 

Address. To add the reference and send the system generated e-mail (example on page 33), 

you will click on Add Entry. 

3 Click on Continue to Next to return to the applicant tab. 


View Inactive Applicants 

2 

3 


1 An applicant becomes inactive when they are no longer being considered for the position. An 

applicant is inactive for the following reasons: 

• The applicant has started to apply to the vacancy, but never completed his/her 

application. This information is not available to the department to review. 

• You have asked supplemental questions of your applicants and are disqualifying 

applicants based on their response. These applicants will be notified immediately 

that they are not being considered for this position and the applicant will be 

considered inactive. The information is not available to the department to review. 

• The department has disqualified the applicant using the change status option. The 

applicant becomes inactive, but the application information continues to be available 

for department review. 

2 To view inactive applicants, click on the checkbox next to the Inactive Applicants text over 

the refresh button. 

3 Click on Refresh. 


1 

2 


1 Inactive applicants are now displayed under the active applicant list. 

2 If an applicant has been disqualified in error, click on Change Status to correct the status of 

the applicant. 

Caution: An applicant can see the external status so when disqualified, they will know 

immediately that their status has been changed by looking online even if you select No Letter 

as a disqualification reason. 

If you choose to send a letter when disqualifying and you disqualified in error, it will be 

necessary to follow up with the applicant to prevent confusion. You would reactivate the 

applicant by choosing Interviewed defined on page 32) from the status reasons. See page 34 

for steps on how to change an applicant’s status. 


Updating an Applicant’s Status 

Below is an explanation of the different applicant statuses you will see in UB Jobs. 

• Under review by search committee – an active applicant status in which all applicants that apply 

are automatically assigned. You should never change an applicant’s status to under review by search 

committee as a new e-mail message will be sent to the applicant confirming receipt of their 

application again. 

• Recommend for hire – an active applicant status to be used when recommending an applicant for 

hire. Once this status is changed, the applicant tab will allow you to submit a hiring proposal. 

• Minimum qualifications not met send letter – an inactive applicant status to be used when after 

review of the application materials, it is determined that he/she does not meet the minimum 

qualifications. This status change alone is a valid disqualification reason therefore a valid selection 

reason does not have to be selected. Choosing this status update will send the applicant a system 

generated e-mail. 

• Not selected for interview send letter – an inactive applicant status to be used when after the 

review of the application materials where the applicant meets the minimum qualifications of the 

position, the applicant will not be invited for an interview. When this status is selected, you will be 

required to also provide a valid Selection Reason as to why this applicant is not moving forward in 

the search process. Choosing this status update will send the applicant a system generated e-mail. 

• Selected for interview no offer send letter – an inactive applicant status to be used when after 

review of the application materials, it is determined that he/she will be invited for an interview, but 

will not be the final candidate for the position. When this status is selected, you will be required to 

also provide a valid Selection Reason as to why this applicant is not the final candidate for the 

position. Choosing this status update will send the applicant a system generated e-mail. 

• Hired –can only be used after a hiring proposal has been approved and the candidate has accepted 

your offer of employment. 

• Interviewed – an active applicant status and can be used as a holding status for applicants that the 

department does not yet want to disqualify. If an applicant is accidentally disqualified and needs to 

be reactivated, the department should choose this option. 

• Minimum qualification not met (no letter) - an inactive applicant status to be used when after 

review of the application materials, it is determined that he/she does not meet the minimum 

qualifications. This status change alone is a valid disqualification reason therefore a valid selection 

reason does not have to be selected. Choosing this status update will require the department to 

send a disqualification letter. 


• Not selected for interview (no letter) – an inactive applicant status to be used when after the 

review of the application materials where the applicant meets the minimum qualifications of the 

position, the applicant will not be invited for an interview. When this status is selected, you will be 

required to also provide a valid Selection Reason as to why this applicant is not moving forward in 

the search process. Choosing this status update will require the department to send a 

disqualification letter. 

• Selected for interview no offer (no letter) – an inactive applicant status to be used when after 

review of the application materials, it is determine that he/she will be invited for an interview, but 

will not be the final candidate for the position. When this status is selected, you will be required to 

also provide a valid Selection Reason as to why this applicant is not the final candidate for the 

position. Choosing this status update will require the department to send a disqualification letter. 

• Job offer declined/withdrawn – can only be used after the hiring proposal has been approved and 

the candidate has declined your offer of employment. 

• Hiring proposal approved – an active applicant status that the applicant is automatically switched 

to once all approvals have been obtained on the hiring proposal. No e-mail notification is sent to the 

applicant at this time. Applicants are not notified through UB Jobs that they have been selected 

for the position as the final candidate; this is up to the department to communicate. Once the 

applicant accepts or declines your position, you will be required to change their status to hired or 

job offer declined/withdrawn. 

• Copied from pool – an active applicant status only applicable to classified positions. This status 

allows a department to distinguish an applicant that has applied directly to the posting from any 

applicant that is on a canvass list from Civil Service. 

• Under review by HR - an active applicant status only applicable to competitive classified positions. 

This status allows HR to review applications prior to the department’s review. This option is only 

exercised if the department is recruiting for a non-common title in the state that would require us 

to verify eligibility prior to the department review. 

The system generated e-mails, can be found on pages 43-45. 


1 

2 

3 

4 

5 


1 To change the status of one applicant at a time, click on change status under the status 

column. 

2 Choose an appropriate reason for disqualification from the Status and Selection Reasons (if 

applicable). 

3 Click on Continue to Confirm Page. 

4 Review and verify the status change. 

5 Click on Save Status Changes. 


1 

2 

3 

4 5 

6 


7 


1 To change the status of multiple applicants at a time, click on All in the all/none column. 

2 Click on Change Multiple Applicant Statuses. 

3 You are given two options for changing statuses. The first option is to change all applicants to 

the same status and selection reason (if applicable) by selecting an appropriate reason from 

the Change for All Applicants. 

4 The second option is to change the status of applicants individually from the same screen by 

clicking on the arrows next to the applicant. The advantage to this option is that you do not 

have to continue to go back and forth from the Applicant tab to update statuses. 

5 The third option is to change all the applicant statuses by using the Change for All Applicants 

options to update the majority of applicants and correcting the few applicants that may have 

a different status. This option is best used when the majority of applicants are being 

disqualified for the same reason. 

6 Click on Continue to Confirm Page. 

7 Review the status changes and choose Save Status Changes if correct. Once you click Save 

Status Changes, auto-generated e-mails will be sent from the system if you have chosen Send 

Letter disqualification reasons. 


Submitting a Hiring Proposal 

1 


1 Now that the status has been successfully changed to recommend for hire using the steps on 

the previous pages, you are ready to submit a hiring proposal. We can see on this page under 

the status column that our applicant has had a new link appear called Begin Hiring Proposal 

as a result of the status change. Click on this link to submit your hiring proposal. 

Submitting a Hiring Proposal After the Position has Been Posted Page 37

1 

2 


1 The system gives you three different types of hiring proposals that you can submit. 

• Hiring Proposal for a Different Position Description –used when you are submitting a 

hiring proposal for another position that has already been created and approved in 

the UB Jobs system. The duties and qualifications of the position must be the exact 

same. This option is only available for a multi-recruit vacancy. 

• Hiring Proposal for Selected Position (See Below) – used for all postings including 

single recruit vacancies as well as the last candidate hired from a multi-recruit 

vacancy. UB Jobs is built so that one person can be assigned to one position 

description. If there are multiple hires for the position, you must use this hiring 

proposal for one hire and either the different position description or duplicate 

position description for the other hires. 

• HP for Selected Position (Duplicate Position Description) – used for multi-recruit 

vacancies where the other positions to be filled have not yet been submitted and 

approved on the position description side of the system. It is not recommended that 

this option be used for State Professional and Classified positions as there may be a 

delay due to the need to classify the position. 

2 Click on Start Action. 

Page 38 After the Position has Been Posted Submitting a Hiring Proposal

Employee First Name 

Employee Last Name 

Employee ID Number 

Posting Number 


In-House Title 

Obligation 

Employer 

Account Number (State 

Professional & Classified 

only) 

Line Number (state use 

only) 

FTE 

Department 

Appointment Type 

Position Type 

Reason for Return 

Hiring Manager with Access 

Internal Posting Date 


External Posting Date 


Date to be Filled 

Posting Type 

Recommended Salary 

Anticipated Effective Date 

Original Recruitment Plan 

from the Auth to Recruit 

Other Venues listed on the 

Auth to Recruit 

Modifications made to the 

recruitment plan listed 

above. Indicate no changes 

if there were none 

Original search committee 

composition from the auth 

to recruit 

Modifications to the search 

committee listed above. 

Indicate no changes if 

there were none 

HR Comments 

Automatically populated from the application 

Automatically populated from the application 

If the candidate is internal and person number is available, can be provided. 

Automatically populated from the posting 





Only required when a new line number is being established. 

Automatically populated from the posting. Needs to be updated when using a 

duplicate position or different position for all State Professional and Classified 

positions. 





If a hiring proposal has been returned, the reason for the return is populated 

with what needs to be corrected. 








Anticipated offer rate cannot exceed the posted salary range. 

Date you expect for the employee to start working. 



If other advertising sources were either used or not used, other than what was 

originally submitted, provide the names of the advertising locations. If there 

were no changes, indicate “No changes.” 


If additional search committee members were added or the search committee 

member names were not previously provided, this information must now be 

provided. If there were no changes, indicate “No changes”. 

Populated by HR showing any comments/stipulations about the hire. 


1 

2 

3 

4 


1 Once all the required information is populated into the Hiring Proposal tab, you will choose 

Continue to Next Page. The Notes/History tab allows you to see the history of this hiring 

proposal as well as to add notes about this search/candidate. 

2 Notes can be entered into the free form field. 

3 Once all notes have been entered, click Add Notes to save on the hiring proposal. 

4 Choose Continue to Next Page to submit the hiring proposal to the next level of approver. 

Page 40 After the Position has Been Posted Submitting a Hiring Proposal


1 Review the contents of your hiring proposal. 

2 To make changes, click on Edit. 

3 To print a copy of your submission, click on Printer-Friendly Version. 

4 When you are ready to submit the hiring proposal to the next level of approver, click on the 

appropriate circle and choose continue. Please check the Approval Levels link 

(http://hr.buffalo.edu/files/phatfile/Approval_Levels.pdf) on the Hiring Manager’s Guide 

webpage for assistance in determining your next level of approver.. 


Appendix 1 - Data Tools 

Applicant contact information 

To obtain an excel file of all applicant contact information, please send an e-mail to Christina Stroehlein 

who will be able to provide you with all active applicants’ name, address, phone number and e-mail 

address. Once an applicant is no longer active, this information is not available. Due to data retrieval; 

there is a 2 business day delay in information being available. 

Applicant list tool for hiring managers 

An interactive excel spreadsheet is available which instructs hiring managers how to download applicant 

names from the applicant list report. The file can then be shared with search committee members 

allowing them to select appropriate disqualification reasons for all applicants not being recommended 

for hire. The report can then be e-mailed back to the hiring manager to disqualify applicants in UB Jobs. 

Page 42 After the Position has Been Posted Data Tools

Appendix 2 - Sample E-Mails to Applicants 

Pass Message - Application Received 

Position Applied For: Confirmation Number: 

We would like to take this opportunity to thank you for your interest in this position. This message is to 

confirm that the hiring manager for this position has received the material(s) submitted. 

We anticipate the review process will begin in the near future and will continue until a successful 

candidate is chosen or the position is closed. The recruiting department will contact you if after review 

of your qualifications it is decided to pursue your candidacy for the position. We appreciate your 

interest, and we wish you well in the pursuit of your career goals. 


UBJobs.buffalo.edu 

** This is an auto-generated email, please do not respond ** 

Fail Message – Application Received 

Position Applied For: Confirmation Number: 

We would like to take this opportunity to thank you for your interest in this position. Based upon your 

responses to the application questions, you do not meet the minimum qualifications for this position. 

We appreciate your interest and want to thank you for your time spent preparing application materials. 

We encourage you to visit our employment opportunities site on a regular basis to stay current on 

vacancies at our University. We wish you success in the pursuit of your career goals. 


UBjobs.buffalo.edu 


Data Tools After the Position has Been Posted Page 43

Minimum Qualification Not Met 

We would like to take this opportunity to thank you for your interest in the position of . After careful review of your application and/or supplemental documentation, it has been 

determined that the minimum qualifications for this position have not been met. 


We encourage you to visit our employment opportunity site on a regular basis for current vacancies at 

our University. We wish you success in the pursuit of your career goals. 

Human Resources 



Not Selected for Interview 

We would like to take this opportunity to thank you for your interest in the position of . Our search committee has completed its review of qualified candidates. We regret to inform you 

that you have not been selected as a finalist for this position. 


We encourage you to visit our employment opportunities site on a regular basis for current vacancies at 

our University. We wish you success in pursuit of your career goals. 




Page 44 After the Position has Been Posted Data Tools

Selected for Interview – No Offer 

We would like to take this opportunity to thank you for your interest in the position of 

and for taking the time to meet with us for an interview. Our search committee has completed its 

review of qualified candidates. We regret to inform you that you have not been selected as the finalist 

for this position. 


We encourage you to visit our employment opportunities site on a regular basis for current vacancies at 

our University. We wish you success in pursuit of your career goals. 




Cancelled Posting 

Dear Applicant: 

This letter is to inform you of your application status for our search for , 

posting number . Unfortunately, the search for this position has been 

cancelled. 

Thank you for your interest in employment opportunities at the University at Buffalo. I sincerely hope 

you will continue to review our postings in UB Jobs at www.UBJobs.buffalo.edu and will apply again in 

the future. 

Sincerely, 




Data Tools After the Position has Been Posted Page 45

Dear Jane Smith, 

Appendix 3 – Sample e-Mail to References 

Mr. Geoffrey Chaucer is applying for a position at the University at Buffalo, The State University of New 

York, and has listed you as an intended provider of a reference letter relevant to their candidacy for the 

position of Faculty Position. 

In order for the hiring department to properly evaluate Geoffrey, we respectfully request that you visit 

the link below to submit a Letter of Reference at your earliest convenience. 

***Referral Link*** 

https://www.ubjobs.buffalo.edu/userfiles/CentralreferenceId=689169_1_41141233361465 

Using this secure referral portal will ensure that the hiring department receives the reference letter as 

quickly as possible, as well as allowing Geoffrey to automatically track the status of which references 

have been received and to be assured that all application materials are complete. 

Any document you submit will remain completely confidential. If you have any questions about this 

process, please call (716) 645-7777. 

Sincerely, 


University At Buffalo 

The State University of New York 

120 Crofts Hall 

Amherst, NY 14260-7022 

Phone: (716) 645-7777 

e-mail: HR_Administration@business.buffalo.edu 

website: www.HR.buffalo.edu 

************************************************ 

***Job Title*** 

Faculty Position 

***Posting Details*** 

https://www.ubjobs.buffalo.edu/applicants/CentralquickFind=84523 

***Candidate*** 

Mr. Geoffrey Chaucer 

***Personal Note from Candidate*** 

Hello Dr. Smith, 

I am applying for a teaching position and would appreciate a reference from you. Thanks! 

***Department Notes*** 

Letter of Reference should be uploaded to the UB Jobs site (preferred) or mailed to: Chair, Search 

Committee: 123 Main Street, Buffalo, NY 14214. 

***Referral Link*** 

 

************************************************ 

Page 46 After the Position has Been Posted Sample e-Mail to References

UB Jobs Quick Tips Sheet 

Web Links 

Applicant site: www.ubjobs.buffalo.edu 

HR site: www.ubjobs.buffalo.edu/hr 

Search Committee site: www.ubjobs.buffalo.edu/hr 

Request Access: 

http://hr.buffalo.edu/files/phatfile/UB_Jobs_Access.pdf 

Hiring Manager’s Guide: www.hr.buffalo.edu/hiringguide 

Career Services: www.UB-careers.buffalo.edu 

UB Jobs Terms 

Active Postings – Positions that have not been filled or 

cancelled. 

Begin New Action – Starting a new action on a position. This 

includes updating a position description, classifying or 

reclassifying a position or posting a job. 

Hiring Manager – Person with the responsibility of 

managing a position/posting in the UB Jobs system. This 

includes inputting the position, fixing issues, communicating 

the search committee access information and closing out 

the search. 

Hiring Proposal – Form that allows the search committee to 

communicate to approvers the best fit candidate for the 

position. 

Historical Postings – Positions that are filled or cancelled. 

Modify Existing Position – If a position is already 

established in UB Jobs, you will always start a new action by 

updating what is already in the system. 

New Position – If a position has never been input into UB 

Jobs, a new position must be created. 

Pending Actions – Outstanding actions for the individual 

logged into the system. 

Action Tabs to be Completed 

Position Description: 

• Proposed Classification 

• Position Details 

• Supplemental Documentation 

• Comments 

Posting: 

• All position description details if not already listed 

• Auth to Recruit 

• Reference Letters 

• Posting Specific Questions 

• Disqualifying 

• Comments 

Exception: 

• All position description details if not already listed 

• Supplemental Documentation 

• Recruitment Exception 

• Comments 

Search Options 

• Input as little information as possible. Title and 

employer alone are usually best. 

• If status checkboxes exist, always opt to select all 

checkboxes. 

• Search Actions (under Position Descriptions) allows 

you to search for the status of a position once it has 

been submitted. 

• Active Postings and Historical Postings have search 

options at the bottom of the page. This allows you 

to search for a position when you have a large 

volume of positions posted. 

Advertising a Position 

• Departments should consult with Equity, Diversity 

and Inclusion regarding their advertising needs. 

• Always provide the applicant with the posting 

number and the quicklink for posting to get your 

applicant to the website as quickly as possible. 

• Provide the applicant with the In-House Title exactly 

as it is posted. The In-House Title is what the 

applicant sees when they first view the position. 

• Faculty positions must be advertised in at least one 

national print or online publication. 

Communicating with Applicants 

HR Contact Information 

Phone: 716-645-JOBS (5627) 

e-Mail: ubjobs@buffalo.edu 

• When an applicant has successfully submitted 

application materials, an e-mail and confirmation 

number is sent to the applicant confirming 

submission. 

• Hiring Managers are responsible for updating 

applicant statuses so applicants know whether or 

not they are still being considered. 

• Timely communication with applicants is strongly 

recommended. 

• Do not disqualify any applicant that is seriously 

considered for a position until after the selected 

candidate for a search has accepted the position.

Posting Periods 

• Positions are posted as received. 

• The minimum posting periods per campus policy 

and/or contract requirements are: 

• UUP Professional: 

15 calendar days internal and 30 calendar days 

external. An internal only search can be requested 

in the notes section of the action. If an internal 

candidate is identified, the external search MUST 

be cancelled at least one business day prior to the 

start of the external posting period. Support staff 

positions require a 10 business day CSEA review 

period. 

• UUP Faculty: 

20 business days. All faculty positions are 

automatically posted Open Until Filled by HR 

unless otherwise noted. 

• MC and Competitive Classified: 

10 calendar days. 

• MC Professional: 


• Non-Competitive/Labor Classified: 


• Research Foundation: 


• UB Foundation Activities: 


• Any posting dates that deviate from the minimum 

posting periods must be noted in the Comments 

section prior to submitting the posting action. 

• Departments have one year from the start date of 

the posting to fill or cancel a position even if the 

department chooses to post open until filled. 

• If the department needs additional time beyond the 

one year recruitment period, the department can 

request a repost to give them an additional year to 

complete their recruitment. 

• A search cannot be open beyond 2 years from the 

date the position was posted. 

Policies 

Recruitment Policy: 

http://policy.business.buffalo.edu/Policy%20Library/Recruit 

ment%20Policy.pdf 

Exception Policy: 

http://policy.business.buffalo.edu/Policy%20Library/Recruit 

ment%20Exception%20Policy.pdf 

Postdoctoral Associate Policy: 

http://policy.business.buffalo.edu/Policy%20Library/Postdo 

ctoral%20Scholars.pdf 

Applications for employment cannot be accepted outside 

UB Jobs. 

A hiring proposal cannot be submitted prior to the posting 

close date. 

An offer of employment cannot be made until after all 

approvals have been given on the hiring proposal. 

Position Description Information on 

Vacancy Announcement 


In-House Title 

Obligation 

FTE 

Minimum Qualifications 

Preferred Qualifications 

Physical Demands 

Department 

Salary Range 

Position Summary 

Work Hours 

Campus 

Appointment Term 

Temporary Until 

Contact Name 

Contact Title 

Contact Phone/Extension 

Contact E-Mail 

Internal Posting Date 


External Posting Date 


Date to be Filled 

Posting Type 

Multiple Positions Available

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