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

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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 Human Resources 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.
Page 1: After the Position has been Posted
Page 4 and 5: Selected for Interview - No Offer .
Page 6 and 7: Active Posting Information 5 1 7 2
Page 8 and 9: 3 1 2 Action Field Description 1 Yo
Page 10 and 11: Sample Applicant List Report Page 1
Page 12 and 13: Viewing Posting Information 1 Actio
Page 14 and 15: Posting Specific Questions Tab 1 Ac
Page 16 and 17: Guest User Tab 1 Action Field Descr
Page 18 and 19: Notes/History Tab 1 Action Field De
Page 20 and 21: Applicants Tab 1 3 2 4 Action Field
Page 22 and 23: 1 2 Action Field Description 1 To v
Page 24 and 25: 1 2 Action Field Description 1 To v
Page 26 and 27: 1 3 4 2 5 6 Action Field Descriptio
Page 28 and 29: 5 6 Action Field Description 1 To u
Page 30 and 31: View Inactive Applicants 2 3 Action
Page 32 and 33: Updating an Applicant’s Status Be
Page 34 and 35: 1 2 3 4 5 Action Field Description
Page 36 and 37: 7 Action Field Description 1 To cha
Page 38 and 39: 1 2 Action Field Description 1 The
Page 40 and 41: 1 2 3 4 Action Field Description 1
Page 42 and 43: Appendix 1 - Data Tools Applicant c
Page 44 and 45: Minimum Qualification Not Met We wo
Page 48: Posting Periods • Positions are p

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