Instructions and FAQs for Managers about Requisitions and Internal Bidding
Requisition
Short (Short version of the instructions)
Long (Longer, more detailed instructions)
FAQs (Answers to your questions about Requisitions)
Internal Bidding
Short (Short version of the instructions)
Long (Longer, more detailed instructions)
FAQs (Answers to your questions about Internal Bidding)
Requisition
Hiring Manager Reference Manual
The Web site for you to use for login is: www.healthcaresource.com/johnshopkins/hm
(a desktop shortcut can be created for easier access)
Applicant Notification:
1. Hiring managers will receive an E-mail notification indicating applications are ready for review.
2. Upon receiving the E-mail, click on the Web link shown in the E-mail.
3. Enter your E-mail address and the Password (as noted on the bottom of the E-mail).
4. Click on the applicant’s name to view the application, respond to the recruiter regarding your interest, or lack thereof, in the applicant.
View the Application: (Application link is located on the left-side under the Document area)
Click on the application or transfer form and scroll through the application to review information. With some browsers, you may need to go to “file” and “open” to get a complete view of the application.
Print the Application:
To print the application, open the application and right click on the mouse and select ‘Print.’
Action Required: You must notify your recruiter with an update for each applicant (internal and external).
1. Review the applicant’s information.
2. Complete the disposition form (located on the left-side of the page under the Evaluation Form area) by clicking on the appropriate disposition status. The name of the form is underlined.
3. Enter your name and title on the bottom of the form.
4. Please note: There are 3 different disposition forms. The Applicant Disposition Form is used for external applicants (non-nursing). The Nursing Applicant Selection Form is used only by Nurse Recruitment for external applicants. The Internal Bid Disposition is used for all (nursing and non-nursing) internal employees. Your recruiter will attach the appropriate form when the application is sent to you.
Complete and Submit the Disposition Form: (Options are shown below)
Internal Disposition Form (Bidders)
Option 1: Send the Internal Bid Disposition Form to the Bidder by Inter-dept. mail:
1. Click on the statement(s) that best fits the outcome of the applicant and enter your name and position.
2. Before submitting the form, click on Printable View
3. Print the disposition form.
4. Click on Submit.
5. Click on Close the Window
Option 2: Send the Internal Bid Disposition Form to the Bidder by E-mail (use this option if the bidder indicated an E-mail address on the Internal Bid Form):
1. Click on the statement(s) that best fits the outcome of the applicant and enter your name and position.
2. Click on Submit.
3. Click on Go Back.
4. Go To View in the top toolbar
5. Click on Refresh (the input document is now ready to be attached to an e-mail)
6. Go To File
7. Click on Send
8. Select Page by E-mail
9. Enter the Internal Bidder’s email address (or copy and paste it from the form)
10. Enter a Message in the body of the e-mail, if you desire.
11. Click on Send
12. Close the Disposition Form
13. In the Status area, check on Reviewing, Do Not Hire, or Hire (whichever is appropriate)
14. Enter a Message to the Recruiter, if desired.
15. Click on Save.
Applicant Disposition (to be used for all Non Nurse Recruitment External Applicants) Do not/send this form to the External Applicant.
1. Click on the statement(s) that best fits the outcome of the applicant and enter your name and position.
2. Click on Submit.
3. Click on Close Window to go back to the Status area.
4. In the Status area, check on Reviewing, Do Not Hire, or Hire (whichever is appropriate)
5. Enter a Message to the Recruiter, if desired.
6. Click on Save.
Nursing Applicant Selection (Nurse Recruitment) Send this form to NurseBook@jhmi.edu.
1. Click on the statement(s) that best fits the outcome of the applicant and enter your name and position.
2. Click on Submit.
3. Click on Go Back.
4. Go To View in the top toolbar
5. Click on Refresh (the input document is now ready to be attached to an e-mail)
6. Go To File
7. Click on Send
8. Select Page by E-mail
9. Enter NurseBook@jhmi.edu as the E-mail address.
10. Click on Send.
Creating Job Requisitions:
1. Go to the Hiring Manager Home Page.
2. Click on Job Requisition.
3. Click on Create Req (located on the top left side of the screen).
4. Select Job Category from the drop down list. If you don’t know the job category, click on Master List Job Titles/Categories and you will get an alphabetical listing. Find the job title and it will have the category. If you don’t see the job title or if you are creating a job from a new job description, contact your Recruiter. By entering the first letter of the title, you can easily skip through the alphabetical listing.
5. Click on Continue to Next Page.
6. Select a Job Title.
7. Fill in the fields of the Job Requisition.
8. For the Recruiter field, please select the name of your recruiter.
9. Cut and paste the first two pages of the job description.
10. Select Next Person in Approval Process, if needed. If you don’t see the person’s name in the listing, please contact your recruiter. If no other approval is required, select “PEER REVIEW”.
11. Select Save or Save & Add Another .
View Job Requisitions:
1. Go to the Hiring Manager Home Page
2. Click on Job Requisitions
3. Select your department name from the drop down box 3.
4. Select Search.
Getting Started:
When you want to submit your first online requisition, please call your recruitment contact to walk you through the process. Below is a list of contacts in the various recruitment offices:
Kim Wilson | 410-502-9387 | Elizabeth Wilson, JHCP | 410-338-3797 | |
Chrissy Nikoletos | 443-287-4386 | Kristi Pappas, JHHC | 410-424-4627 | |
Vanessa Bennett | 410-955-3618 | Cyndy Ranzoline | 410-955-8213 | |
Alisha McGowan | 410-955-6578 | Lori Faber | 410-955-4194 | |
Brigette Smith | 410-502-1894 | Michael Martin | 410-614-3345 | |
Irish McClung | 410-502-2977 | Virginia Alinsao | 410-955-1760 | |
| Tammie Kelly | 410-614-2723 | Terry Olaguer, HopkinsOne | 410-735-7075 | |
If you have questions regarding Position Manager or the online requisition process, please contact Kim Wilson, Career Services Supervisor at 410-502-9387 or kwilso32@jhmi.edu
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Q: Why do we need to change our online requisition application process?
A: Since June 2005, the online requisition application system has not been working properly. In August 2005, a virus impacted the ability to actually process requisition online. Currently, all requisition applications must be faxed which defeats the purpose of having an online system. The old system can no longer be fixed or supported. We are implementing the Hiring Manager module of Position Manager. We have been using the Applicant Tracking module of Position Manager since February 2004 and have found it be very user-friendly. We are happy to offer our managers an opportunity to expand their access and utility of the online requisition module and believe it to be a great solution until Hopkins HR segment goes live.
Q: Summarize the changes being made?
A: Both internal and external applicants will have the opportunity to apply online for opportunities. Managers will be given access to the Hiring Manager Module of Position Manager. They will be able to track the approval and posting of their requisitions, use automated forms to alert Recruitment of their applicant’s disposition, and respond to bidders electronically.
Q: When did the new online requisition module go into effect?
A: February 2006
Q: How will I know that the new module is ready for me to use?
A: You will be sent an E-mail alert with a link and password to use for access.
Q: What is a hiring manager?
A: A Hiring Manager is the supervisor/manager who would like to fill a vacant or new position. The Hiring Manager (or their administrative person) will enter the requisition information via the Hiring Manager module.
Q: What is an approval manager?
A: Some departments require Director/Dept. Head approval before job posting. For those departments, an Approval Manager can be selected by the Hiring Manager during requisition submission. The Approval Manager is sent an E-mail with a link which allows the requisition to be reviewed and approved. Once the Approval Manager approves the requisition, it is then sent electronically to Recruitment for review and posting.
Q: How will I receive internal bids or applications?
A: When a bid or application is sent to a Hiring Manager, the Hiring Manager will receive an E-mail which will contain a link and password to the Hiring Manager Home Page. Once the Hiring Manager goes to the Home Page, they will click on “Applicants” from the menu options and be able to view all their internal and external applicants.
Q: Why are external applicants applying on the Internal Bid Form?
A: The Jobs page on the HR Website offers two options to search for positions. One option is for the “General Public” and the other option is for “Current Employees.” Sometimes external applicants click on the wrong option or intentionally chose this option because they feel that they will get better consideration for the position. To help eliminate this problem, a statement has been added to inform the general public that their application will not be considered if they submit it through the “Current Employees” option.
Q: How quickly will my requisition be posted?
A: All requisitions, if approved by the authorized Approval Managers, will be posted within 24 hours of submission. If Peer Review is in session, the requisition will not be posted until it is approved by the Peer Review Committee.
Q: How do I access the Hiring Manager page?
A: The Hiring Manager Home Page can be accessed by going to www.healthcaresource.com/johnshopkins/hm
Q: What is a job?
A: A job is a position that is approved and posted.
Q: What is a job requisition?
A: A job requisition is a request for a position to be approved and posted.
Q: Why do I have to send my job requisition to Peer Review, if Peer Review is not in session?
A: Many Hiring Managers work with more than one recruiter to fill their vacancies. To make it easy for Hiring Managers, we have designated one area called “Peer Review” for all requisitions to be sent for posting. Recruitment will determine who the appropriate recruiter is and will assign the job accordingly when it is posted.
Q: How will I be trained on the changes?A: In February 2006, you were E-mailed a link and password to gain access to the Hiring Manager module of Position Manager. When you need to post your next job, please contact your recruiter and they will walk you through the online requisition process.
Q: Why does the Hiring Manager have to complete the disposition form?
A: It is very important for Recruitment to document the disposition of every applicant for legal and reporting purposes.
Q: Why does the Hiring Manager have to send the qualified internal bidder a copy of the disposition form?
A: Employee Satisfaction Survey results have indicated an opportunity to improve the bid disposition response to our internal bidders. Many employees bid on a position and never receive any communication as to what happened with their submission. The new online Internal Disposition Form allows Hiring Managers to easily and quickly submit the disposition and send a copy to the bidder.
Q: Does Recruitment screen applications and internal bid forms?
A: Yes, Recruitment should be screening all applications and bids to make sure the candidates meet the minimum qualifications of the position.
Q: What if I forget my password for the Hiring Manager page?
A: You are E-mailed your password and the Hiring Manager link every time an applicant is sent to you. You can also call your Recruiter and they should be able to tell you your password.
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Internal Bidding
Completing the Online Bid Form
1. Visit the “JOBS” Web page at www.hopkinsmedicine.org/jhhr/jobs. If you are currently a JHHSC/JHH employee, please select “Current Employee.”
2. Do a job search to locate opportunities that are of interest to you. Select categories to maximize your search criteria. When you are done, click “Search” to begin reviewing job opportunities.
3. To get more information about the job opportunities listed, click on the checkbox located next to the position you would like more detail about. Then click “View Selected Jobs.”
4. The job details information will appear. If you are interested in submitting a bid for this position, click “Apply Online” for this position, which will load the online Internal Bid and Transfer Form.
5. The next screen you see is the “Online Application Login.” If you are a first-time user, you will “Click Here to Apply.” If you have saved a previous online application, please go to the appropriate area and enter your E-mail address and password.
6. The Promotional Bid and Transfer Form will be displayed. Complete all required fields. Any field marked with an asterisk is a required field. Be sure the information that you enter is accurate. Any bid with inaccurate or misleading information may be disqualified.
7. Cut and paste your cover letter and resume into the appropriate field to give the hiring manager a better idea of your qualification, skills, knowledge and abilities. Be sure to include your correct current work address and E-mail. The hiring manager will send you a copy of the status of your bid by either inter-office mail or E-mail. Do not list a generic work address (such as 600 N. Wolfe Street) or it will not be delivered. You must list your specific mail stop.
8. After entering the application information, enter a password so that you can easily update your bid form and/or gain future access to apply for additional positions. When you are done, click “Continue.”
9. The next window acknowledges that your online bid has been sent to the Recruitment Office and requests that you complete a voluntary Affirmative Action Form. When you are done, click “Return to Job Posting.”
Call the JHHSC/JHH Human Resources Career Services Department at 410-955-6575 with any questions.
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Q: Where can I find job postings?
A: Paper job postings are located at the HR Service Center, Phipps 4th floor, in the Employees’ Break Room located off the Carnegie hallway and online at http://www.hopkinsmedicine.org/jhhr/jobs
Q: How do I complete an online Internal Bid form?
A: It’s easy! Download the “How To” instructions by clicking on “Internal Bid Form Instructions.” Visit www.hopkinsmedicine.org/jhhr/jobs, do a job search, select the position/s you are interested in applying for and enter the information requested.
Q: Does my current manager need to sign the paper or online bid form any longer?
A: No, the current manager’s signature is no longer needed for your bid submission. However, we strongly encourage you to talk with your supervisor/manager about your career goals, career development and career opportunities within our organization. Also, on the new online Internal Bid form, you are now required to complete information regarding past performance ratings and disciplinary actions. You must submit true and accurate information. We encourage all hiring managers to contact the employee’s current manager to obtain a reference before making a job offer. Please note: Inaccurate or misleading information may disqualify your bid.
Q: What will I need to apply online?
A: You will need access to a computer with Internet connection. An E-mail address is not required but is strongly recommended, so that you can save your Internal Bid application for future use and get E-mail responses from the hiring manager and/or Recruitment regarding the disposition of your bid.
Q: Do I need a resumé?
A: A resumé is not required; however, we strongly encourage you to have a professional resumé when applying for job advancement and promotions. The resumé allows you to highlight your knowledge, skills, abilities and accomplishments.
Q: What happens once I submit my online bid form?
A: Your Internal Bid form is electronically submitted to Recruitment. The Recruiter will review all internal bids to determine if the bidder’s qualifications match the requirements for the position. If the bid meets the minimum qualifications for the position, the Recruiter will then forward the Internal Bid form to the hiring manager for review. If the bid does not meet the minimum qualifications, the Recruiter will send back the completed disposition form to the bidder. Once the Hiring Manager receives the Internal Bid form, they will determine if they are going to interview the candidate. After the interviews are completed, the Manager will complete the Internal Disposition form indicating the outcome. Managers can easily respond to internal applicants via the online disposition forms.
Q: How will I know what happened to my online bid form?
A: You should receive a copy of the Internal Bid Disposition form either electronically or by inter-department mail. If you don’t have an E-mail address, please make sure you include an accurate work mailing address, including your mail stop. Please do not enter 600 N. Wolfe Street; this address is too vague and you will not receive the Internal Bid Disposition form response.
Q: When did the online bid form become available?
A: The new online bid form became available as of February 1, 2006.
Q: Is the paper form still available?
A: Yes, you can still obtain the paper form by either visiting the HR Service Center, Phipps, 4th floor or online at http://www.hopkinsmedicine.org/jhhr/jobs
Q: What happens if I submit a paper form?
A: Your bid will follow the same process as the online submission, but it will take longer because it has to be entered and scanned into the system before being reviewed.
Q: What if I forget my password?
A: Sorry, we do not have the ability to retrieve your confidential password. Please write down your password in a confidential spot so that you can remember it for future use.
Q: Are the posting requirements changing?
A: No.
Q: What if I don’t have a computer to use at home or at work?
A: No problem! The HR Resource Center in Phipps, Room 404 has computers available for your use Monday-Friday, 8:30 a.m.-5 p.m. Also, the Office of Career Services located at 98 N. Broadway, Church Professional Building, 3rd Floor offers computer access during normal business hours. You may want to visit your local library or a One-Stop Career Center located in your area.
Q: Why were these changes made?
A: These enhancements were made to improve internal bid processing time, streamline procedures, give internal applicants an opportunity to confidentially submit their interest from convenient locations, and increase job search and submission ability.
Q: Who do these enhancements impact?
A: These enhancements are available to all employees (represented and non-represented) who are current JHHSC/JHH employees, employees on approved medical layoff and employees affected by reduction in force (basically, all employees who currently have bidding rights).
Q: What are the benefits of applying online?
A: Benefits to the online Internal Bid Form include:
- Quicker submission and review
- Confidential submission
- Time savings! The Internal Bid form can be saved for future revisions or submissions
- Flexibility – You can complete the form when it is convenient for you and from a location that is convenient for you
- Managers will have the ability to send you the Internal Bid Disposition form electronically, if you include your E-mail address
Q: What are my responsibilities concerning these changes?
A: To make the change process as easy as possible,
- Talk to your manager if you have any questions about the changes
- Talk to your manager about your career goals and opportunities within your department and our organization
- Complete your Internal Bid form in its entirety and accurately
- If you have E-mail and submit a password, write your password in a confidential spot
Q: Where can I get more information?
A: Training guides are available on the HR Web site at www.hopkinsmedicine.org/jhhr. If you have questions about the changes and/or the new online Internal Bid form, you should talk with your supervisor/manager.
Q: Why does the disposition form that I receive back from the Hiring Manager is hard to read and doesn’t look like a form?
A: You may receive an email where the disposition information runs together and only displays text. This is because the email is in HTML. Click on View and select HTML and the form should appear in its correct format.
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