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Email: hrweb@uga.edu

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UGAJobs Reduced Functions November 14, 2018 - December 15, 2018


On December 16, 2018, UGA will begin using the University System of Georgia’s unified Human Resources/Payroll system, OneUSG Connect. The UGAJobs position management module and applicant tracking module will be integrated with OneUSG Connect for position management and the creation of all new employee records. To prepare for this integration:

  • UGA’s organizational structure within UGAJobs must be rebuilt
  • 15,000-20,000 employee position records will have to be created
  • Many new data fields need to be implemented

Consequently, all transactions in UGAJobs, except for the submission of new job applications, will be suspended from November 14, 2018 through December 15, 2018. To assist you in planning for this business process interruption, we are providing the following schedules and information on Emergency Hire Procedures.

Applicant Portal Not Impacted
For positions with a start date on February 1, 2019 or later, candidates may continue to submit applications through the applicant portal in UGAJobs after November 13th.  UGA will not be able to view or download these applications until December 16th.

Key Dates:
Oct 1:

  • Faculty Postings Submission Deadline, if start date is before Jan 31
  • Faculty Hiring Proposals Submission Deadline, if start date is Nov 1 – Jan 31
  • Position Evaluations (Staff) Deadline

Nov 1:

  • Staff Posting Submission Deadline
  • Faculty Posting Submittion Deadline, if start date is February 1 or later
  • Staff Hiring Proposals Deadline if start date is before December 16
  • Position Modification (Faculty and Staff) Deadline

Nov 13:

  • Final day to download any job applications submitted to open postings

Nov 14:

  • UGAJobs suspension period begins

Dec 16:

  • UGAJobs available
  • Faculty Hiring Proposals with February start dates should be submitted

 

UGAJobs Transaction Schedule:
UGAJobs’ integration with OneUSG Connect HCM will go live for all UGA positions on December 16, 2018. We strongly encourage you to plan your staff and faculty position management and recruitment/hiring strategy according to the timeline below. Posting positions before the deadlines below or after December 16, 2018 will minimize the need to navigate both systems as part of your search. Waiting until December 16, 2018 also will allow you to take advantage of all the benefits provided by the integration, such as using UGAJobs for all UGA positions, position management, and organizational hierarchy records.


Quick Reference Tables with key dates


Managing Searches & Emergency Hire Procedures:

  • Managing Searches: Positions with a start date between October 1, 2018 and January 31, 2019

    • If a search needs to be completed for a position with a start date before January 31, 2019, the posting request must be submitted to UGAJobs by October 1 (for faculty positions) or November 1 (for staff positions).

    • If the search results in a hire:
      • The search must end, and the posting must close by November 13, 2018.
      • Hiring unit must download selected candidate’s application by November 13, 2018.
      • In addition, a request to complete an emergency hire must be submitted as soon as possible per the instructions outlined below in item 3, Emergency Hire Procedures.

 

  • Managing Searches: Positions with a start date on February 1, 2019 or later

    • If there is a need to initiate a search for a position with a start date on February 1, 2019 or later, and you want to continue to collect applications when UGAJobs is closed to UGA hiring units (between November 14 and December 15), then:

      • The posting request must be submitted to UGAJobs by November 1, 2018 (for faculty or staff positions) to allow for review and approval by November 13, 2018.  After November 1, 2018, no new faculty or staff postings can be submitted to UGAJobs until December 16, 2018.
      • The search may remain “open until filled”, or have a specific closing date on December 16 or later.
      • Any applications submitted before November 13 may be downloaded on that date or earlier.
      • Between November 14 and December 15, applicants will be able to submit their application materials, but the search committee will not be able to view them.
      • The search committee will be able to view and download all applications after December 15.

 

  • Emergency Hire Procedures: Hiring Proposal not initiated by October 1, and start date is between October 1, 2018 and January 31, 2019

    • In rare and exceptional cases, emergency hire procedures will be available for faculty and staff hires that have a November, December, or January start date. These hires will need to be manually entered into the new data system by UGA Human Resources after December 16; therefore, use of these procedures will only be allowed if justified by one of the following reasons:
      • Sudden loss of faculty scheduled to teach in the fall or spring semester
      • Sudden loss of critical staff employee
      • Increase of student enrollment, necessitating increase in faculty/courses offered
      • Sudden loss of faculty critical to ongoing research or service project/activity
      • Detailed instructions for emergency hire procedures will be distributed by October 1, 2018 and will be available on the OneSource website.

  • Adjunct Faculty Appointments
    Adjunct appointments will not be eligible for emergency review. Adjunct hiring proposals submitted after October 1 will be returned to the hiring unit for resubmission after December 16, 2018. Review of adjunct faculty hiring proposals by Faculty Affairs will resume on February 1, 2019.

    As soon as the need for an emergency hire is recognized, the dean/vice president should contact the following individuals by email for approval to submit emergency hire documents.
    • For emergency staff hires: Lindsey Van Note (lvn@uga.edu)
    • For emergency faculty hires: Sarah Covert (covert@uga.edu)

      The justification email should explain why the hire needs to happen before January 31, 2019 and why it is not possible to cover these responsibilities temporarily with existing staff or faculty.  Use of emergency hire procedures will only be allowed if justified by one of the following reasons:
      • Sudden loss of faculty scheduled to teach in the fall or spring semester
      • Sudden loss of critical staff employee whose duties cannot be covered temporarily by other staff
      • Increase of student enrollment, necessitating increase in faculty/courses offered in spring semester
      • Sudden loss of faculty critical to ongoing research or service project/activity in the fall or spring semester

        Following approval for an emergency hire, the hiring unit must:
      • Send the following documents to the candidate:
      • Complete the Emergency Hiring Proposal Summary

      • Create a single pdf document containing the following items and upload them to the emergency hiring proposal summary:
      • HR/OFA will review the emergency hiring proposal for completeness and accuracy, carry out the background investigation, and submit all documentation to the correct authority for final approval.

      • Upon approval, HR/OFA will send a copy of the final signature page to:
        • The hiring unit to signal approval of the hire; and
        • The UGA Identity Management System to create the employee’s UGA MyID.

      • On December 16, HR/OFA will manually upload a copy of the hiring proposal to UGAJobs as a direct hire.  After this date, EOO will work with the hiring unit to disposition applicants in the applicant portal (if applicable).

 

  • Emergency Hire: Hiring proposal is initiated by October 1 but not approved before November 13 due to incomplete documentation

    OFA/HR will download and store all hiring proposal materials, including the summary, from UGAJobs before November 13.

    • If start date is in January 2019 or before:
      • HR/OFA will complete the hire off-line as soon as complete documentation is received.
      • Upon approval, HR/OFA will send a copy of the final signature page to:
        1. The hiring unit to signal approval of the hire; and
        2. The UGA Identity Management System to create the employee’s UGA MyID.
        3. On December 16, HR/OFA will manually upload a copy of the hiring proposal to UGAJobs as a direct hire. After this date, EOO will work with the hiring unit to disposition applicants in the applicant portal (if applicable).

    • If start date is in February or later:
      • The hiring proposal will be cancelled and returned to hiring unit on November 13.
      • Hiring unit will submit new hiring proposal to UGAJobs on December 16 or later.
      • Hiring unit will need to re-enter data in hiring proposal summary page.

 

Emergency Hire Resources

 

Position Posting Schedule for Faculty & Staff

October 1, 2018

Due date for submission of faculty postings with a start date before January 31

43 days until the UGAJobs suspension period begins on November 14th. EOO requires that faculty searches be posted for 31 days, and time needs to be allowed for posting review and approval in UGAJobs.  Rare and unusual exception requests (see Emergency Hire Procedures section above) should be submitted to lvn@uga.edu (for staff hires) or covert@uga.edu (for faculty hires). 

November 1, 2018

No new staff or faculty postings may be submitted to UGAJobs after this date.

13 days until the UGAJobs suspension period begins on November 14th. EOO requires that staff searches be posted for 5 days, and time needs to be allowed for posting review and approval in UGAJobs, so no new staff postings will take place in UGAJobs after this date. Rare and unusual exception requests (see Emergency Hire Procedures section above) should be submitted to lvn@uga.edu (for staff hires) or covert@uga.edu (for faculty hires)

November 1 -

November 13, 2018

Hiring units should download and save all applications they may want to review during the UGAJobs suspension period.

November 14, 2018

UGAJobs partial suspension period begins (11/14 – 12/15) 

  • No UGA transactions or UGA access (postings or hiring proposals) in UGAJobs during suspension period.

  • Those positions that anticipate strong international candidates will have to re-post the position as new on 12/16/2018. For more information and guidance on international hires, please contact Robin Catmur, Office of International Education rcatmur@uga.edu.

  • Applicants may apply to UGAJobs, but UGA will not be able to view applications submitted between now and December 15.

November 14  -

December 15, 2018

Hiring units are encouraged to continue search process outside of UGAJobs. This includes those processes that do not rely on the system; such as the review of printed applicant materials and/or conducting interviews for faculty postings that were open for 31 days or more.

December 16, 2018

UGAJobs Go Live with an integration to OneSource/OneUSG Connect HCM!

  • New postings accepted.

 

HIRING PROPOSAL Schedule for Faculty & Staff

October 1, 2018

Any facultyhiring proposal with a start datebetween November 1, 2018 and January 31, 2019 must be submitted to UGAJobs by October 1 and be approved by Faculty Affairs, Academic Affairs, Immigration Services (if international), and Equal Opportunity by November 13. As soon as the candidate’s 810 number is available, the hiring unit must create the candidate’s FIRST record.

November 1, 2018

Any benefits-eligible, staff hiring proposal with a start date before December 16, 2018 must be submitted to UGAJobs by November 1 and approved by Human Resources by November 13.

November 14, 2018

UGAJobs suspension period begins (11/14 – 12/15)

  • No transactions (hiring proposals and/or dispositions of candidates) may occur in UGAJobs.

  • All unapproved hiring proposals will be closed and returned to the unit. Please note, once a hiring proposal has been returned, you will be unable to reactivate it. A new hiring proposal will need to be created when UGAJobs reopens on December 16, 2018.

December 16, 2018

UGAJobs Go Live with an integration to OneSource/OneUSG Connect HCM!

  • Hiring Proposals may be created and submitted for review.

  • Faculty hiring proposals with February 2019 start dates should be submitted to UGAJobs on this date. 



Position Management Schedule for Faculty & Staff

October 1, 2018

Any position evaluations for staff positions must submitted to UGAJobs by October 1 and approved by Human Resources by Nov 13.

November 1, 2018

Any position modifications for faculty and staff positions must submitted to UGAJobs by November 1 and approved by Human Resources by Nov 13.

November 14, 2018

UGAJobs suspension period begins (11/14 – 12/15) 

  • No position management transactions (create new, evaluate or modify) in UGAJobs.

  • All position requests in process will be closed and returned to department. Requests will need to be resubmitted after December 16.

December 16, 2018

UGAJobs Go Live with an integration to OneSource/OneUSG Connect HCM!

  • Position management transactions will be available for request and submission.


Return to UGAJobs Transaction Schedule

 

 


Training Opportunities

Resources

 

 

  • Additional Resources:  All Position Types

 

Questions:
All questions about the UGAJob system may be directed to HRWeb@uga.edu or 706-542-2222.

Questions about EOO guidelines can still be directed to the Equal Opportunity Office, and questions regarding faculty rank and procedures for appointment can be directed to the Office of Faculty Affairs.  

 

 

 

  

Revised 11/6/2018