Temporary Lecturer Direct Hire

This guide will cover: 

  • Creating a requisition for temporary lecturer direct hires.  
  • Progressing this hire though the offer process.

 

Obtaining a signed offer letter is now included within the Recruiting system.  It is no longer required to obtain one from Academic Affairs prior to completing the process.

Prior to completing a new hire, the HCM Funding form must also be completed so that the hire can be promptly and accurately entered into HCM.  This form is found on the Payroll website.  If candidate selected is a new hire (and thus does not have a person number), indicate “new” in the person number field on the funding form.

 

Step One 

Navigate to the Recruiting section of WyoCloud from WyoWeb. 

  • Upon signing in, the homepage will display. Click on the Navigator button (three

horizontal lines) in the upper left corner.

  • First click My Team to expand then click Recruiting.

  • Navigate to the Recruiting section.

 

Step Two

Set up the requisition.

  • Select the Create Requisition button.

  • In the Create a Requisition window, select the Non-Benefited (Hourly and Salaried – Including Student Worker, Work Study, & Academic Non-Benefited) button. 
  • Click Next.

  • Select the Non-benefited Requisition File
  • Click Next.

  • In the Create a Requisition window, click on the selector icons to search for and select a template based on the job code that will be posted and the associated department.
    • You may also type directly into each field and the system will locate available options that are similar to what is typed.

  • In the Requisition Template Selector window, search for 0008 in the Job Code field OR search for the title, Temporary Lecturer, in the Requisition Template field.
    • 0008 – Temporary Lecturer
      • This job code should be used for temporary lecturer positions only.
  • Once the correct job is found on the left, click Select
  • Repeat this step to select a Department
  • Click Next.

  • In the next window, the Organization and Primary Location will be auto populated based upon the department selected. If incorrect (ie: if the job will be located away from the department’s primary location), this information can be updated.
  • Job Field will auto populate as Temporary Lecturer and should not be changed.
  • Click Create.

 

Step Three

Fill out all requisition fields that are required to post.

  • In the New Requisition window, fill out all required fields. 
    • Required fields can be viewed by using the Diagnostic Tool on the right side of the page.  Click on the wrench icon to open the Diagnostic Tool.

  • Once the Diagnostic Tool is open, the fields that are required under Save, Request Approval, and Post are visible on the right-hand side of the page.
  • To display an asterisk next to the fields that are required to save, request approval, or post, select the desired option on the Show fields required to: drop down.
  • To close the Diagnostic Tool, click on the two right-facing arrows.

  • In the Identification area of Requisition Structure, complete the following:
    • The Requisition Title field pre-populates to the job name and should not be changed. However, a dash can be added for additional clarification (e.g. Temporary Lecturer – Name of Candidate).
    • In the Justification drop down, choose the option that best describes why this job is being posted. Provide a brief explanation for justification in the text box below.
    • Indicate the Number of Openings in the box provided.

  • The Structure area pre-populates based upon information previously entered. However, it can be updated using the Edit button, if needed.

  • In the Owners area, the note underneath the section header is a guide for whom should be listed as the Recruiter, Hiring Manager and Hiring Manager Assistant fields.
    • Recruiter: HR Employment Partner assigned to your department.
    • Hiring Manager: Supervisor of the position.
    • Hiring Manager Assistant: Individual designated by hiring manager to assist with the in system administrative tasks associated with the search process.
  • Members of a Search Committee can be added collaborators.
    • Click Modify. Then in the pop-up window, use the search on the left and click Select on the right side to add the appropriate collaborators. When all are added, click Done in the pop-up window.

  • The Candidate Selection Workflow will be Non-benefited. Contact Employment Partner if Non-benefited is not displayed.

  • In the Job Information area, click Yes for Direct Hire.  Enter the reason and name of the direct hire.

 

  • In the Profile area, identify if this hire will require a background check.

As of Fall 2019 all Temporary Lecturers are required to complete background checks.  Checks will be kept on file by Human Resources and will expire after three years.  When a check has expired a new one will be required.

  • Position Number is required. This is the number associated with the position which has been allocated to this specific job. It can be completed by typing the position number into the field or using the selector icon and searching for it in the pop up window.
  • Temporary Lecturer position numbers are as follows:
    • 99 (Temporary Lecturer) + 5-Digit Department Code + Workers' Compensation Code (Ex: Temporary Lecturer in College of Business - 99230002)
    • Workers' Compensation Codes:
      • 1 - Clerical
      • 2 - Professional
      • 3 - Professional w/Lab
      • 4 - Non-Professional

  • Complete the course information for the temporary lecturer.  It is critical this information is accurately completed as it will be included in the candidate’s offer letter.
    • Indicate if additional compensation will occur based upon course student enrollment and at what number of students.
    • List courses to be taught using format: Course Prefix, Course Title/Name, Course Section and Credit Hours.

  • Use the following conversion chart to indicate the percent FTE based upon the number of credit hours being taught.  Note: temporary lecturers are not permitted to teach more than 6 credit hours per semester.  For questions contact your Employment Staffing Partner.

  • Worker Category should be pre-populated as Unclassified for all non-benefited positions and should not be changed.
  • Target Start Dates and Target End Date should be the official temporary lecturer dates set by Academic Affairs.
  • Period of Hire: Indicate the appropriate period of hire.  Note: only one may be selected.

  • In the Compensation area, the WyoCloud Grades, Pay Basis, and Overtime Status fields are pre-populated and should not be changed. 
  • The Hourly Rate must be entered to request approval and post the requisition.
    • For Temporary Lecturers, enter “N/A” in the Hourly Rate field.
  • In the Salary Rate field, indicate the salary agreed upon.
  • Salary Pay Basis should be “Period.

If you feel any of the pre-populated fields are incorrect, contact an Employment Partner in Human Resources prior to submitting the requisition for approval.

  • In the Job Description area, the External Description sub-section will have some information pre-populated. However, all information in the Description – External and Qualifications – External text boxes must be reviewed and information added when prompted.
    • Please Note: One of the three minimum qualifications will need to be selected for Temporary Lecturers
  1. Education:  Master's degree in a related discipline

Experience: N/A

  1. Education: Master's degree in any discipline and

Experience: 18 graduate credit hours in the related discipline

  1. Education: Bachelor's degree in any discipline and

Experience: Experience in the related field deemed appropriate by the department.

  • To include the same information in both the External and Internal Job Posting Descriptions (recommended), click the Copy From button that is highlighted in the “Internal Description” area.
  • Click Done in the pop-up window to copy the text entered in the External Description fields and have it pasted in the Internal Description and Qualification boxes.

  • In the Questionnaire area, click the Apply Model button to include the pre-defined pre-screening questions.
  • Additional requisition specific questions can be added by clicking the Add button and selecting questions from the pre-approved library.
  • Questions can also be created by clicking the paper icon to the right of the Add button.  Note: Added questions are subject to approval by an Employment Partner.

  • Additional information can be added about the requisition in the Additional Information section.
    • For example: Include the Search Committee Chair name if it is different from the Hiring Manager. Notes for approvers and/or Employment Partner can also be included.

  • Once you feel the requisition is fully completed, open the Diagnostic Tool to confirm that all fields indicate it is ready. 
  • Click Save and Close at the top of the page. 
  • After the requisition is saved, a unique requisition ID is assigned.  Notice after the requisition is saved, the status on the right-hand side is still Draft.

 

Step Four

  • After clicking Save and Close, click on the More Actions drop down, then Request Approval.

  • In the Request Approval window, all approvers for the requisition are noted. All requisitions route though the Hiring Manager and their Supervisor.
  • If additional approvers beyond the standard chain are desired, they can be added through using the Add Approvers button in the lower left corner.
  • Enter Comments to the approver(s).
  • Click Done.

  • Once the approval request has been sent, notice the status has been updated to Pending.

 

Step Five

Checking the approval status of a submitted requisition.

  • From the Recruiting Center, click Pending or Open from the Requisitions area.

  • This will bring you to a list of all requisitions you currently have open or pending. Click the desired title to open the details of the requisition.

  • Here you can review all details of the requisition. To view the approval chain, select the Approvals tab.

  • This will display the full list of approvers. In the Decision column, you can see if each individual has approved or if their approval is still pending.

 

Step Six

Once requisition is fully approved, HR Employment Partner will provide the Hiring Manager with a unique link for the candidate to apply.  The candidate must complete the online application before hire can continue processing.

 

After the candidate has applied, the Hiring Manager (or assistant) will progress the candidate to the next step.

  • From the Recruiting Center, click on Open requisitions.

  • Locate the correct requisition then click on the number to the left of the Temporary Lecturer title.  This should be the number one if your direct hire candidate has applied.

  • This brings you to the list of applicants. You can click on the applicant’s name to review their full application.
  • To progress to offer stage, check the box to the left of your direct hire’s name.

  • Click the More Actions drop down, then Change Step/Status.

  • Change the New Status drop down to Proceed to 1st Round Interview.
  • Click Save and Continue.

  • Change the New Status drop down to Proceed to Written Offer.
  • Click Save and Close.

 

The HR Staffing Partner will generate the offer letter and send it though the approval chain.  Once the offer letter has been approved it will be extended to the candidate.  The candidate has one week to accept the offer.

After the offer has been accepted, the HR Staffing Partner will initiate the second pass including background check.  Once this is complete the hire can be moved to HCM to be finalized.

This completes the Temporary Lecturer Direct Hire Process

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Article ID: 88341
Created
Wed 10/2/19 4:44 PM
Modified
Thu 10/3/19 11:17 AM

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