How to complete appointment details once the post has been offered to the successful applicant
It should be noted, you would only complete the appointment details after the successful applicant has accepted the offer and not before.
To update the appointment details for the successful applicant, you need to be in the Applicant Status screen, within Back office.
From the CorePortal, navigate to Back Office, by clicking on Admin Menu, then CoreHR Back Office.
From within the eRecruitment back office, click on Core Personnel.
For this process, the work is completed in the Applicant Status screen. Navigate to the Applicant Status screen from the menu at the top. Click on Recruitment, then Recruitment Maintenance, then Applicant Status.
Alternatively, you can also search by the description of your vacancy, by clicking on the button.
Make sure the correct applicant is selected and update the Applicant Status to Applicant Offered.
Click on the Yes button.
After clicking on the Yes button to record the offer details, the Appointment Offer screen will appear.
A lot of the information on this screen will be populated from what was entered on the staff request.
There are 4 steps for Appointment Offer, with your starting screen being step 1 of 4.
Do not enter anything in Target End Date field.
On the FTE Hours field, click the drop down. This will reveal 4 options.
Choose one of the options.
For Reference:
35 Hours - Applicable contract types - AC, AM, TR1, UE
36 Hours - Applicable contract types - MC
39 Hours - Applicable contract types - MA
40 Hours - Applicable contract types - ACN, ACN2, ACT, AMN, AMN2, AMT, AM3A, AM3B
This example has 35 hours chosen.
After choosing an option for FTE Hours, click in the FTE field. This will automatically populate FTE Weeks and FTE%, which need to be populated before you can move on to step 2 of step 4. Click on Next > to take you to step 2.
For Guaranteed Hours (GH) contracts, the staff request should populate the Hours field with 0. However, if a different value is in this field type over it so it shows as .00 For GH contracts type a 1 in this field. Then click in FTE.
Choose an option in the FTE Hours. In this example, 35 hours has been selected. Then click Next > to go to step 2.
For Reference:
35 Hours - Applicable contract types - AC, AM, TR1, UE
36 Hours - Applicable contract types - MC
39 Hours - Applicable contract types - MA
40 Hours - Applicable contract types - ACN, ACN2, ACT, AMN, AMN2, AMT, AM3A, AM3B
The screen below allows you to enter start and end datesand check if the Date of Birth and NI Number is in the system.
For both Open Ended and Fixed Term appointments, you need to enter the Contract Start Date.
In the Contract Start Date field, enter the date the employee will start the role. This can be typed in the field, in the format DD-MON-YYYY or click on the icon to the right of the field and select the date from the calendar.
This Screen is step 2 of 4
The recruiter can check if the Date of Birth field has a valid DOB in the system.
When an applicant makes their online application, they must fill in the Date of Birth field as they are not able to submit their application without entering their Date of Birth.
If a recruiter creates an applicant, this applicant would not have made an online application. The recruiter is not able to add the Date of Birth into the Applicant Detail screen and the recruiter can email phone 0131 650 8126 and request the DOB to be added.
An example where a recruiter would create an applicant is when the applicant is being appointed to a vacancy that was not advertised online.
The recruiter can check if the NI Number field has a valid NI Number in the system.
When an applicant makes their online application, they do not need to enter their NI number, as some applicants may not have an NI number at time of applying for a job. Unlike the DOB field, the applicant can submit their application without entering their NI number.
The NI Number should not be entered in this screen. The NI number should be updated in the Applicant Detail screen.
If a valid NI Number does not exist in the system, step 2 of 4 will show as the following.
Status will read “National Insurance Number is required”.
In this example NI number does not exist.
If a valid Date of Birth does not exist in the system, step 2 of 4 will show as the following.
Status will read “Date of birth is required”.
In this example DOB does not exist.
When you are finished on Step 2 of 4, click the Next button to take you to step 3 of 4.
You will now see the Salary details screen. This screen is step 3 of 4
In the Pay Rate Type field, it will default to Scale-Point. Always use Scale-Point, unless your applicant is off scale salary. The majority of appointments will be Scale Point Salary.
In the Point field, click the icon. This will open a list to let you choose the point.
In this example, Scale point 3 for UE09 grade has been selected. Then click OK.
Alternatively, you can type 3 in the Point field.
The Multiplier field will update automatically. For GH contracts, change the Multiplier manually from 0 to 1.
When a value is showing the Point field, click in the Multiplier field or press “tab” key on your keyboard and this will populate the Amount field.
The amount field is the Annual Salary multiplied by the Multiplier. The Multiplier is FTE. In our example screenshots above, in step 1 of 4 we have 35 in the Hours field and we chose 35 from the dropdown list in FTE Hours.
If we selected 21 hours, which would have been entered in Hours field on the staff request (indicating Part Time), and we chose 35 from the dropdown list in FTE Hours, then this would equate to 0.6 of an FTE and the Multiplier would show as 0.6, with the Amount field showing the pro-rated 60% of Annual Salary.
NB: If you have an instance where a discretionary point is to be applied, this cannot be done via eRecruitment.
For discretionary salary points, please speak with your College HR team/ Support Groups HR team.
Scale-Point Vs Off-Point in eRecruitment.
If the recruiter is making the appointment on a published pay scale (this is any pay scale that is visible on the webpage the Pay Rate Type will be Scale-Point.
If the recruiter is making an appointment to a pay scale that is not listed on the published pay scale webpage, the Pay Rate Type will be Off-Point.
If it is Off-Point, choose Off-Point from the drop down list in the Pay Rate type field.
When Off-Point is selected, The Pay Scale field will be blank, The Point field will have 9999 (greyed out), the Multiplier field will be the FTE calculation from step 1 of 4 and the Amount field will be blank.
The recruiter should update the Pay Scale field to the same that is in the Yellow box adjacent.
In this example it is UE09.
After entering the grade in the Pay Scale field, enter the Annual Salary the person will be actually paid per annum.
Enter in the value without £ symbol, comma or decimal points. This example is 52000 pounds per year.
When the value is downloaded from eRecruitment into Oracle HR database the staff member will be paid 1/12 of this amount each month.
Press Tab key on your keyboard and the screen will correct to look like:
Click the Next button to go to Step 4 of 4.
NB: If you have an instance where a discretionary point is to be applied, this cannot be done via eRecruitment.
For discretionary salary points, please speak with your College HR team/ Support Groups HR team.
After clicking the Next button you will see the Allowances screen.
If any contractual allowances have been agreed during negations with the successful applicant, these would be entered in this screen.
This screen is step 4 of 4
If no contractual allowances have been agreed, exit this screen by clicking the Save button.
Then click on the OK button.
This will return you to the Applicant Status Screen.
If you do not click on the Yellow disc icon, the email notification may not be sent to the approver.
Therefore, Save again to hold this change by clicking on the Yellow disc icon.
The next page illustrates types of Allowances which can be entered on Step 4 of 4.
The recruiter can choose from a list of Allowances by clicking on the icon adjacent to Code field.
The list will open and you can select an allowance and then click on the OK button.
In this example we have chosen Mobility Allowance.
Enter the annual amount to be paid in the Value field. Then enter the Start Date in format DD-MMM-YYYY.
In the End Date field, regardless of whether the appointment has an end date or otherwise, always leave this blank.
For all the allowances in the List of Allowances, the Value should be the annual amount which is paid to the staff member with the exception of Premium Band.
When choosing Premium Band as an allowance, the Value should be either 1, 2 or 3. It should NOT be the annual amount which is paid to the staff member. Band 1 is the lower %, Band 2 is the middle % and Band 3 is the upper %.
The document Conditions of Service of Employment for Grades UE01 – UE05 contains details of Premium Band Payments.
The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC005336. Page 1 of 12