Author: Krista Thacker

There are upcoming changes to the WuHire approval processes for both job requisition and offers related to benefit eligible positions. This change is being made to ensure that department leadership has discussed the need for the position and budgetary oversight as part of the job requisition process. This only applies to positions within the Market Based Compensation program.

Job requisition approval changes – Effective Feb. 3

For the purpose of creating operational efficiencies and optimizations, Benefit Eligible (BE) job requisitions will require approvals from two department leaders*. The updated job requisition approval process is listed below:

• Hiring department submits request to hire; provides justification
• Department leader #1 (department budget officer) approves/declines; ensures justification is provided
• Department leader #2 (direct report to divisional officer) approves/declines; ensures justification is provided
• Hiring Review Committee (HRC) approves/declines/holds for more information
• MBC conducts compensation review, creates position number
• Budget Office reviews/secures funding
• Talent Team initiates hiring process

HRC approval applicable when required.

Offer approval changes – Effective Feb. 3

Starting Feb. 3, all offers will require approval from two department leaders*. Offers not in compliance with Market Based Compensation (MBC) guidelines are required to go through the divisional officer** approval process, which include the two department leaders approval in addition to the divisional officer. The revised offer approval process is outlined below:

• Hiring department submits offer request
• Talent consultant selects appropriate onboarding path
• MBC (Market Based Comp) conducts pay analysis, makes recommendation, notates if request is an exception to comp guidelines
• Department leader #1 (department budget officer) reviews. If approved, provides justification for offer
• Department leader #2 (direct report to divisional officer) reviews. If approved, ensures proper justification is provided
• Divisional officer approval required*
• If a grant, Post Award reviews to ensure compliance with grant

*Department leader #1: Department budget officer
*Department leader #2: Direct report to the divisional officer (senior leader)
**Divisional officers are Rick Muma, president; David Miller, senior vice president for Administration, Finance and Operations; Monica Lounsbery, senior executive vice president and provost; and Kevin Saal, director of athletics

For questions, contact your dean or department leader, or if still unclear, contact employment@wichita.edu.

WuHire training is for department admins and hiring managers to access the WuHire system allowing them to create job postings, move candidates and create offers. Training is not required for approvers, search chairs or search committee members.

Registration for the class is through myTraining.

If you have questions or need help determining whether this applies to you or your team, contact Krista Thacker at krista.thacker@wichita.edu.

To enhance the hiring experience and ensure compliance, training is required for all WSU WuHire users in hiring manager and department admin roles.

Access requirements

Users who do not complete the training will not be able to:

• Create job postings
• Move candidates through the hiring process
• Create offers in WuHire

New to the role?

If you or your team members are newly assigned to hiring manager or department admin roles, training is required before access is granted.

Who’s exempt?

Training is not required for:

• Search chairs
• Search committee members
• Approvers

Unless they also initiate or manage hiring actions in WuHire.

Training details

• Sessions are available in myTraining
• Each class is limited to 20 participants
• Next classes are Oct. 29 and Nov. 10

If you have questions or need help determining whether this applies to you or your team, contact Krista Thacker at krista.thacker@wichita.edu.

 

To improve end user experience and compliance, training is required for all WuHire users with hiring-related access in hiring manager and department admin roles. Staff must complete training by Aug. 1, and faculty by Aug. 29. Any users not meeting this requirement will lose access to create jobs, move candidates or create offers in WuHire. Users who completed training after Oct. 7, 2024 have met this requirement. You can check your training completion on your transcript in myTraining.

The training does not apply to search chairs, search committee members or approvers unless they also initiate or manage hiring actions in the system.

Weekly training is available, with a maximum of 20 participants per training. Classes are scheduled in myTraining.

If you have questions or need support in determining whether you or your colleagues fall under this requirement, email Krista Thacker at krista.thacker@wichita.edu.

To further our continuous efforts to move toward a standard university practice of efficiency and optimization, starting May 27, all job requisitions for staff* and lecturer positions will undergo an initial hiring review. This change aims to enhance our understanding of the need for each position and to facilitate efficient and effective staffing decisions across the organization.

Departments will be required to provide detailed information in the position justification section of their requisitions. The committee will meet every other week to ensure a thorough evaluation of each position’s necessity and to support departments in appropriately staffing their areas.

*IDP and ICAA are exempt from this process.

The WuHire Show and Tell events continue. Due to the need for versatility, organizers have opted to host all sessions this week via Teams

Session details:

Wednesday, Aug 28:

• 1:30-2:30 p.m.: #1 – Intro to WuHire
• 3-4 p.m.: #2 – Creating Requisition and Recruitment Workflows

Thursday, Aug. 29:

• 2-3 p.m.: #3 – Offer and Onboarding
• 3:30-4:30 p.m.: #4 – Non-Benefit Eligible Hiring

If you are a hiring manager or department admin, feel free to join the sessions that are relevant to your role and responsibilities. You can also view the upcoming events, access the meeting link and add them to your calendar using the WuHire SharePoint Events.

Can’t make the meetings? Each session will be recorded and uploaded to the WuHire SharePoint site. If you have not already done so, you can access and save the WuHire SharePoint site for future use. Training documents and other key updates will be uploaded there. You can also follow the site to stay up to date on all updates and developments.

In preparation for the 2022 Holiday Shutdown, the HR Talent Acquisition team will implement the following deadlines related to hiring all positions (excluding the Division of Industry and Defense Programs). This will provide a more positive experience for candidates while ensuring positions are posted and employees are hired successfully prior to the shutdown.

For Posting Benefit Eligible Positions or conducting a search:

• All PAR Forms must be submitted to marketbasedcomp@wichita.edu by Tuesday, Dec. 13, 2022.
• PAR forms must be fully approved and submitted to employment@wichita.edu by Thursday, Dec. 15, 2022.
• Approved PAR postings must be entered into PeopleAdmin and submitted to the HRIS reviewer by noon Friday, Dec. 16, 2022.
• All Intake meetings must be completed by Monday, Dec. 18, 2022, and job posting wording will be confirmed with the hiring manager and posted by the Talent Acquisition team by end of day on Dec. 20, 2022.
• The first New Hire Orientation (NEO) in 2023 will be held on Tuesday, Jan. 10, 2023. To attend this session:
  • All verbal offers must be accepted by the selected candidate by Tuesday, Jan. 3, 2023.
  • All candidates must be cleared for hire by HR by noon on Friday, Jan. 6, 2023.

This includes but is not limited to having new hire paperwork completed, and hiring proposal approved in PeopleAdmin. Candidates who are not cleared to begin work by the deadline will have their start date rescheduled and attend the Jan. 24, 2023, NEO.

• Any pending position descriptions or requests for posting received after Dec. 15, 2022 will be handled following the 2022 Holiday Shutdown. Any offers that are accepted after Jan. 3, 2023, will be able to start in NEO on or after Jan. 24, 2023.

We have created a new web page that provides the tools and instructions that you need to hire non-benefit eligible employees which include students (regular and graduate), temporary (both hourly U3 and salary U4), and lecturers.

You can find the page at wichita.edu/NBEhiring.  It is also found on the human resources webpage on the talent acquisition tab.

The NBE hiring process has not changed; however, this webpage includes new tools to clarify the steps for each type of hire, requirements, and start dates.

Tools include:

• Definitions of each type of hire
• Checklists for each type of hire
• Updated NBE form (please delete any old, saved forms)
• Instructions for how to complete the NBE form
• Instruction on how to check on the status of your new hire

Additional tools and resources include:

• International students hiring process checklist
• International student process graphic
• Background check grid
• Links and info on Export Control
• A section on Handshake — how to post and receive resumes

If you have any questions, contact employment@wichita.edu.