User Guide GDR - unige.ch creating and validating an...User Guide : GDR creating and validating an...

User Guide : GDR creating and validating an announcement PAGE

User Guide Creating and validating an announcement

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SIRH GDR

User Guide : GDR creating and validating an announcement PAGE 2

Table des matières

1. The purpose of GDR ........................................................................................................................................................................ page 4 2. Using GDR ....................................................................................................................................................................................... page 4 2.1 Connecting for the first time / forgotten password ................................................................................................................. page 4 2.2 GDR welcome screen ................................................................................................................................................................ page 5 2.3 Your account ............................................................................................................................................................................. page 5 2.4 Changing your password .......................................................................................................................................................... page 6 3. Creating an announcement............................................................................................................................................................. page 7 3.1 Announcement header ............................................................................................................................................................. page 7 3.2 Status and reference ................................................................................................................................................................. page 7 3.3 Entering the position details .................................................................................................................................................... page 8 3.3.1 UNIGE structure ............................................................................................................................................................. page 8 3.3.2 UNIGE function ............................................................................................................................................................... page 8 3.3.3 Special cases: multiple functions .................................................................................................................................... page 9 3.3.4 Saving the announcement .............................................................................................................................................. page 9 3.3.5 Verifying your announcement ........................................................................................................................................ page 9 3.4 Changing the position title ...................................................................................................................................................... page 10 3.4.1 Adding to the position title .............................................................................................................................................. page 10 3.4.2. Using the complete title ................................................................................................................................................. page 10 3.5 Completing the position details .............................................................................................................................................. page 11 3.5.1 FTE equivalent and workplace ........................................................................................................................................ page 11 3.5.2 Financing and budgetary structure ................................................................................................................................. page 11 3.5.3 University partners ......................................................................................................................................................... page 12 3.5.4 Footer .............................................................................................................................................................................. page 12 3.6 Entering the ‘Description du poste’ (position description ....................................................................................................... page 12 3.6.1 Making a hypertext link active ........................................................................................................................................ page 14 3.6.2 Position start date ........................................................................................................................................................... page 15 3.7 Adding / Deleting attachments ................................................................................................................................................ page 15 3.7.1 Adding attachments ........................................................................................................................................................ page 15 3.7.2 Deleting attachments ...................................................................................................................................................... page 16 4. Publishing an announcement in English ......................................................................................................................................... page 17 4.1 Required steps ......................................................................................................................................................................... page 17 4.2 Details for the required steps ................................................................................................................................................... page 17 4.2.1 Saving the title in English ................................................................................................................................................ page 17 4.2.2 Updating the ‘Description du poste’ (position description) in French ............................................................................ page 18 4.2.3 Saving the ‘Description du poste’ (position description) in English ................................................................................ page 18 4.2.4 Verifying the announcement .......................................................................................................................................... page 19 5. Request validation of an announcement. ...................................................................................................................................... page 19


Table des matières

5. Request validation of an announcement ....................................................................................................................................... page 19 5.1 Complete ‘Contrôle et validation’ (Verification and validation) ............................................................................................. page 20 5.1.1 Save your defaults for ‘Contrôle et validation’ (Verfication and validation) ................................................................. page 21 5.2 Choose the validation process ................................................................................................................................................ page 22 5.3 Verify the status of an announcement. ................................................................................................................................... page 23 5.3.1 Status of an announcement during the validation steps .............................................................................................. page 24 6. Find an announcement ................................................................................................................................................................... page 25 6.1 By searching directly ............................................................................................................................................................... page 25 6.2 From the menu ‘Annonces > Mes annonces’ (Announcements > My announcements ......................................................... page 25 7. Publish an announcement on another platform (e.g., on Jobup, in the press...) .......................................................................... page 26 7.1 Recommendations for an announcement in the press ........................................................................................................... page 26 7.2 Recommendations for an announcement on another platform ............................................................................................. page 26 7.3 Publishing announcements on Jobup ...................................................................................................................................... page 27 8 Extending the publication of an announcement ........................................................................................................................... page 28 9. Duplicating / Modifying / Deleting an announcement .................................................................................................................. page 28 9.1 Duplicating .............................................................................................................................................................................. page 28 9.2 Modifying ................................................................................................................................................................................ page 28 9.3 Deleting ................................................................................................................................................................................... page 28 10 Advanced functions. ...................................................................................................................................................................... page 29 10.1 Sharing access rights .............................................................................................................................................................. page 29 10.2 Viewing your shared rights ..................................................................................................................................................... page 30 11 Publishing an announcement’ Checklist ........................................................................................................................................ page 31 12 Annexes ......................................................................................................................................................................................... page 31 12.1 Viewing announcement contents with Thunderbird ............................................................................................................. page 32


Connecting for the first time / forgotten password

1 The purpose of GDR

2

GDR is the e-recrutement management system of the University of Geneva. It allows you, among other things, to publish announcements for vacant positions, and to receive and process digital applications. You can consult vacant positions at the University at the address : www.unige.ch > « Offres d’emploi » GDR comprises two modules :

The back office, reserved for announcement preparation, application processing, and application administration. The front office, module accessible via internet, destiné aux candidat-e-s.

Using GDR ( Back Office )

The back office is reserved for University personnel, for the preparation of announcements and the processing of applications. You must log in to access it.

2.1 Go to this page : https://admin-ert.unige.ch Using your web browser (firefox is preferred)

Your credential is your isis / orisis login

If you ave forgotten your password, or to connect for the first time, open the GDR login page , then use the link : Mot de passer inconnu / perdu (password not known / forgotten). Follow the instructions to set a new password using your unige.ch email address.

This document introduces the publication of vacant positions and the different steps for creating an announcement and the workflow process for validation

- GDR is an application that functions with an inactivity time-out of 60 minutes - Any session inactive for more than 60 minutes is terminated - If this happens, you are redirected to the login page with the message « time-out » and you will have to log back in

All University users have access to GDR if they are part of the teaching staff, administrative or technical personnel, a research and teaching assistant or

research and teaching Fellow, as well as to external persons with appropriate status (actif).

https://admin-ert.unige.ch


GDR welcome screen

2.3

2.2

Your menu menu / show or hide your menu / quick search / shortcut to your announcements / your profile (your account, online help, log out)

VOTRE NOM

Your account

View information about you, your rights and users with whom you share your announcements.


Changing your password 2.4

From « Preferences ». Open the menu File > Change password

Follow the instructions then click « Save »

You will see a message confirming the change, and will be disconnected from GDR.

Log back in using the new password.


Creating an announcement 3

Open the menu « Annonces » > Créer une an-nonce (Announcements > create an announ-cement) The main window will display an empty vacant post description form

Announcement header 3.1

Job Title Grayed out, inaccessible: this will be deduced

from the information you will enter in the posi-tion details (next chapter)

Le début des inscriptions (application start date): date the announcement will be published le délai d’inscription (application deadline): date the announcement will disappear from the

website

These dates can be modified at any time, even when the announcement is live. Indicate the two dates. You can use the calendar function if required

Status and reference 3.2

The second section of the form defines the parameters requires for publishing the announcement and for online applications All of these zones are completed using drop-down menus


UNIGE Structure (required)

Entering the position details 3.3

The form contains : Requires fields marked witha red asterisk Calculated fields, entered automatically when you save your announcement (grayed out, inaccessible): organizational entity, section/ Division, function,

function code, maximum salary class, body, level 1 Details for interal use only : source of financing, remarks, inside candidate, former holder of the post, departure Fields for adding details for the announcement posting : « partners » and level 1 (calculated)

This list comprises the GRH-HR reference structures used to draw up the contrat for the future employee. The list is sorted by structure code, which helps group structures within a given entity. Scroll through the list to the appropriate code and select it.

As a reminder, structure codes are classified as follws 0 for general administration 1 for Faculty of Science structures 2 for Faculty of Medecine structures 3 for Faculty of Humanities structures 4 for SES Faculty structures 5 for Faculty of law structures 6 for Faculty of Theology structures 7 for FPSE structures

UNIGE Function (required)

This list comprises date extracted from GRH. Click in the list of functions and type the first 3 letters of the function to find the required value

Open the list Select a line or enter the first 3 letters of the structure (for exemple : enter "227" for the radiology department of the Faculty of Medecine ).

3.3.1

3.3.2


Special cases : multiple functions 3.3.3

To select multiple functions, hold down the CTRL key (CMD on Mac) and select the required functions. You can de-select an item in the same way: hold down the CTRL key (CMD on MAC) and click

Choosing a new value cancels an earlier selection. Take care when moving around in the announcement: one click in the wrong place cancels your entry.

Saving the announcement 3.3.4

From the menu « Fichier > Enregistrer’ (File > Save)

Saving the announcement lets you populate the automatic fields and fill in the position title, limited to 80 characters and shown at the top of the form.

Verifying your anouncement 3.3.5

Navigate to ‘Options> Aperçu Internet’

(Options > Preview Internet) And double-check details and formatting.

The announcement opens in a new window and contains the information you entered


Changing the position title 3.4

When you save, the position title is filled in automatically.You can change the automatically-entered title either by adding to it (‘Complément de l’intitulé’ [Additional title] or ‘sous-titre de l’intitulé / Titre en Anglais ) Titre en Anglais’ [position sub-title / title in English]) or by rewriting it (‘intitulé complet’ [complete title]).

Adding top the position title 3.4.1

Complete the title with a maximum of 80 characters (excessive long titles will be truncated) Or fill in a sub-title (no character limit) Then save

Using the complete title 3.4.2

To replace the title of the announced position : Rewrite the title for the announcement with a maximum of 80 characters Excessive long titles will be truncated

Then save


4

Entering the position details 3.5

These two fields allow you to freely enter the appropriate details.

3.5.2

3.5.1 FTE equivalent and workplace

Financing and budgetary structure

This concerns PAT positions: Required for PAT positions in the faculty of Science

To select multiple fonctions, hold down the CTRL key (CMD on Mac) and select the ap-

You can indicate the percentage attributed to each fund and/or structure If you select « Yes » "Oui" complete the additional information paragraph with the text " Le poste sera vraisemblablement repourvu dans le cadre du service".

If you select «Oui » (Yes) you must complete these two fields

1

2

3

4

1 2

3


3.5.3 University partners

Select one or more partners by holding down the CTRL key (CMD on Mac), the save your announcement. The footer logo will be automatically activated when you view the announcement.

3.5.4 Bas de page

Deactivate the footer (only for announcements that are not published by the University): no logo will be displayed.

3.6 Entering the « Description du poste » (position description)

Enter details by typing or using copy (CTRL-C) and paste (CTRL-V) (CMD-C and CMD-V on Mac

Save your text (and at the same time, your announcement) Either by the shortcut Or from the menu ‘File > Save’.


To ensure proper formatting :

- use the available tools (numbered or bulleted lists)

- highlight certain elements in bold

- Use (Shift)-Enter to skip a single line

- copy text CTRL C (CMD C on MAC) / paste text CTRL V (CMD V on MAC)

- Open / Close the Paragraph tool to fine tune the text

Remember to save your announcement frequently as you edit it

All of these fields can be completed in the same way :


3.6.1 Making a hypertext active

Certain browsers automatically recognize when you enter a hyper-text link (URL or Emal address). If the link is not recognized, you can activate the link using the « lien » (link) tool

In the new window :

Indicate the URL or email address(3) Then the target(4)

then Insérer’ (insert) When you return to the announcement, be sure to save your changes with : ‘File> save’.

1

1

2

2

3

3

You can confirm the insertion of a « mailto »

View the result from the « aperçu Internet » (preview Internet) in the Options menu

4

4

First select the text to make actif (1)

Open the ‘Insérer / Editer un lien’(Insert/Edit a link) tool (2)


3.6.2 Position start date

Free entry field :

Adding/ deleting attachments 3.7

3.7.1 Adding attachments

Open ‘Options > Documents’

Type in a description Choose the type of document (e.g. ‘Cahier des charges‘) Tick the box ‘ Affiché au candidat’ if attached document is public ‘Parcourir’ or ‘Choisissez un fichier’ to search for a document on your computer ‘Fichier > Enregistrer’ (File > Save) to confirm

- Please note that it is the name of the attached file (not its des-cription) that is visible to users and candidates. Choose your file-name with this i mind before attaching a file. - Click « Ajouter un document » (add a document) to add other documents


3.7.2 Deleting attachments

To return to your announcement : Open ‘Historique > Annonces’ (History >announcements) and choose the announcement from the list

Verify the announcement from the menu ‘Options >Aperçu Internet’; the attachment is visible to the applicant if you have selected the box ‘Affiché au candidat’

Fichier > Supprimer ( File > Delete )

Open ‘Options > Documents’

Select the document to be deleted by clicking on its name

Confirm


4 Publish an announcement in English (optional)

An announcement published in English must first appear in French. The English version is secondary (optional)

4.1 Required steps

Write the announcement in French; the English version will be presented following the announcement in French.

Enter the title in English, without formatting, in the field ‘Traduction du titre’

In the paragraph ‘Description du poste’ in French, indicate ‘See below job description in English’ reproducing the capitalization and the style

(bold, italics, on a gray background)

Enter the description in English in the paragraph ‘Job description’, on a gray background

Use the preview to double-check the announcement

4.2 Detailed steps

4.2.1 Entering the title in English

Enter the title in English in the field “Job Summary”


4.2.2 Updating the « Description du poste » (position description) in French

Choose « Value » and enter the tab en ( this is very important for the paragraph style that will be in

italics on a gray background)

Insert a table with one column and one row and change the default class(3) :

Add a field that will have a gray background in the review :

Enter the following in the new field See below job description in English

4.2.3 Saving the « Description du poste en anglais »

Follow the same instructions as detailed in point 4.2.2

In the paragraph, click in the table field and paste (CTRL V, CMD V on MAC) the text in english, or typeit in, then save.


4.2.4 Verifying the announcement

Navigate to ‘Options > Aperçu internet’ : Verify the title in English The description of the position with ‘See below …’ on gray background The contents of the ‘Job description’ paragraph, and its formatting: bold, italics, gray background

5 Request validation of an announcement

Before submitting an announcement for validation, you must first select the approvers from the following lists Approuver (generally, the hierarchical suprerior) HR manager HR director

Please note: an announcement in the validation process changes ‘owners’ as the validation steps progress. You can no longer make modi-fications to the announcement. To keep a model of your announcement for later use, make a copy before submitting it for validation.

The menu ‘File > Duplicate’ makes a copy of the announcement; its title starts with (duplicated). Be sure to refer to the original announcement ^ during the validation process.


5.1 Complete « Contrôle et validation » (Verification and validation)

5 actors are engaged : Actors 1 to 3 are involved in the publication fo the announcement Actors 4 and 5 are involved in the hiring process

Actors during publication : 1. The first approver is generally the hierarchical superior of the future employee 2. The second approver is an HR manager (selected from a closed list) 3. The third approver is an HR director (selected from a closed list) Actors during the hire :

4. The director is in charge of the hire 5. The manager becomes the owner of the announcement

While the announcement is written, one of these two roles must be specified for online applications Specify the actors : open the list and enter the first 3 letters of their name for quick access. Then Save.


5.1.1 Save your defaults for « Contrôle et valida-

You can save your defaults in « Account & settings »

You can enter your information in the pro-

vided fields then save them via :

File > save.

After being saved, these details will appear as soon

as you start working on an announcement

They can be modified as required for a given an-

nouncement directly in « créer une annonce »


5.2 Activate the validation process

In the announcement details, go to options > Workflow and confirm

Activation of the workflow is definitive; once engaged, you will no longer be able to change the actors

After confirmation, you will see an overview of the validaion steps :


Verify the status of an announcement 5.3

To see details of the validation process, go to ‘Workflows > Mes workflows’

Click on the first icon to access details

of the process steps

The second icon takes you to the

announcements details

In the detailes validation steps, double-check the actors, the dates, and the comments :

If deadlines have passed, you can contact an actor again and ask them to repeat their approval of a request


5.3.1 Status of an announcement during the validation steps


6.1

6 Find an announcement

By searching directly

Search under ‘Job’ (1)

Enter the announcement reference number or a few words in its title, taking care to use specific terms(2) launch your search (3)

6.2 From the menu « Annonces > Mes annonces »

From the menu ‘Mes annonces :

By default, only announcements of which you are the owner will be displayed

You can also modify the list of displayed announcements: adjust selected filters; Propriétaire, Status de l’annonce


7.1

7 Publish an announcement an another platform (e.g. on Jobup, in the press) Recommendations for a publication in the press

For positions only accepting online applications For announcements that will appear in the press or any non-electronic forum, you must specify that applications will only be accepted online. The URL for the UNIGE employment website must be provided. Several addresses may be used : - https://jobs.unige.ch => list of all vacant positions - http://www.unige.ch/academ => list of vacant academic positions - http://www.unige.ch/pat => list of vacant administrative and technical positions

7.2 Recommendations for an announcement on another platform

For positions accepting only online applications Electronic publication platforms, including JobUp (see next chapter), sometimes include tools for online submission of applications. To optimize processing of applications, we recommend that you use only GDR to accept online applications To do this, you must direct applicants towards the details of the GDR announcement, where they will find the link ‘Postuler’ (apply). The URL of each announcement must be copied from the address bar of your navigator, be sure to copy the address of the published announcement. Another solution is to guide the applicant towards the list of vacant positions on the University website, abd to add your announcements to one of these links : - https://jobs.unige.ch => list of all vacant positions - http://www.unige.ch/academ => list of vacant academic positions - http://www.unige.ch/pat => list of vacant administrative and technical positions

Announcement address

https://jobs.icams.unige.ch

http://www.unige.ch/academ

http://www.unige.ch/pat

https://jobs.icams.unige.ch

http://www.unige.ch/academ

http://www.unige.ch/pat


7.3 Publishing announcements on Jobup

For positions only accepting online apllications Jobup permits applicants to apply for positions online. Several steps cancel this mechanism and orient applicants towards GDR: the goal is for all applications for a position to be collected in a single GDR folder.

1. Connect to Jobup, tab « 1. Annonce » : Copy the address of your announcement in the field ‘Direct link 2è niveau – Lien (URL) pour postuler’ (Direct link 2nd level - URL (Link) for applications) To locate the address of your announcement: affichez le détail de l’annonce publiée

2. In the body of the announcement, tab « 1. Annonce » : Inform the applicant that the « postuler en ligne » link will redirect the applicant to the University website Here is a model text: For more information and/or to apply online, use the link ‘CLICK HERE TO APPLY’ (see be-low). You will be automatically redirected to the announcement published on the ‘Emplois à l’UNIGE’ website.

3. Enter details into the next tabs as usual. When you have entered all the details, look at the preview. Double-check everything, and make sure the link works correctly 4. Publish the announcement as usual


8 Extending the publication of an announcement

To extend the publication of an announcement, simply change the application deadline. Because the announcement is under the authority of the HR division, this must be done by an HR employee, HR manager, or HR director.

9.1

Duplicating / modifying / deleting an announcement 9

Duplicating

Locate your announcement (cf. the preceding chapter), Go to the details Open the menu ‘Fichier > Dupliquer’.

Conditions : you can only duplicate announcements to which you have access

9.2 Modifying

Locate your announcement (cf. the preceding chapter), Go to the details Change the entered information

Conditions: you can only modify announcements to which you have access

9.3 Deleting

Locate the announcement, go to the detail (see above) Delete the annoucement from the menu « File > Supprimer. Condition: you can only delete announcements to which you have access and that have the status ‘en préparation’. (in preparation)


Advanced functions 10 10.1

9.

Sharing your access rights

You can share your access rights with one or more GDR users

Search for the users with whom you wish to share your rights (1)*

Use ‘>’ to select them (2)

Verify your selection in the user list (3)

Save : File > Save

Click on « Account & Settings » then define access rights

1

2

3


9.

10.2 Viewing your shared rights

Click on « Account & Settings »

At the bottom of the page you will see « Users sharing with you »: the list is empty if no sharing has been set up.


11 « Publishing an announcement » Checklist

Specify the start and end dates for publication Choose Intranet or Internet publication Select UNIGE structure Choose the function Change the position title (optional) Indicate the FTE percentage Specify funding through FONDS or DIP Indicate if the position will be filled internally and fill in details concerning the former position holder Indicate the place of work Describe the position : paragraphs « Description du poste », « Titre et compétences exigés », « Entrée en fonction », « Contact », « Informations complémentaires » Add attachments Add an English version (optional) Note the reference

In the announcement details : menu ‘Options > Aperçu Internet’

Indicate the hiring manager and/or director during the announcement drafting process (Section ‘Contrôles et validation’, roles 4 et 5)

Indicate the validation actors during the announcement drafting process (Section Contrôles et validation, rôles 1, 2, 3)

Submit to the workflow

Verify the validation steps

The announcement is published, you have received a notification : double check the announcement

Propare publication on other platforms : in the press, JobUp, job boards. Etc...

Drafting the announcement

Verify the announcement

Prepare the hire request

Validation of an announcement

Publish the announcement on other platforms


9.

Appendices 12.1

12

Viewing notification contents with Thunderbird

Depending on how you have configured your email client, you may receive empty notifications whose content is not displayed.

To correct this problem, open the menu ‘Affichage’ for the notification and select ‘Afficher les pièces jointes dans les messages’

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