Using Manage Hires - Overview How does the candidate information from Recruiting Solutions link to Manage Hires? When Recruiting staff are notified that a candidate has verbally accepted a job offer, they post the Job Offer Letter to the candidate’s Careers account. The candidate receives an email with instructions to review and accept the offer online. (This includes providing the personal information needed to enter the transaction in SEMA4 if this is a New Hire or Rehire.) The information provided by the candidate is temporarily stored by Recruiting Solutions, ready to move to SEMA4 via Manage Hires. After the candidate accepts the online offer, Recruiting staff will complete the “Prepare to Hire” step which adds the candidate’s name to the Manage Hires list in SEMA4. Important! Before you access Manage Hires, check the position record in SEMA4 and make updates if needed. What does Manage Hires do? Manage Hires will bring the selected candidate’s data to SEMA4 in one of four ways: Hire, Rehire, Add Concurrent Job or Transfer. This guide provides comprehensive, step-by-step instructions for each of these. (In Manage Hires the term “transfer” refers to all appointment types for current employees who move from one job to another.) Although starting each of these SEMA4 transactions with Manage Hires is new, you will notice that the SEMA4 pages that follow Manage Hires are the same pages as you know them now! Manage Hires will bring the following information into SEMA4: Data New Hire Rehire Transfer and Add Concurrent Job Name X X Home Address* X Personal email (using type “other”) X X Social Security Number* X Marital Status X X Birth Date* X Position Information X X X
The Biographical Details page of Personal Information will display. You will see the information collected from the new hire at the time he/she accepted the position. (Legal name, date of birth, marital status, Social Security number, home address, and personal email) Effective Date: Accept the default or enter a date before today’s date. When you add a person, the Effective Date on this page cannot be a future date, although future dates can be entered in the Leave Accrual Date and in the Job Data Effective Date (which is the start date) fields. Date of Birth: Verify that it displays here. Leave Accrual Date: Enter the appropriate date. Gender: Leave as the default, Unknown. The new hire will provide this information in the Activity Guide in Self Service. Marital Status: Verify that it displays here. National ID: Verify that it displays here. Do not save. Click the Contact Information tab to continue. Hire Step 3: Contact Information Page Verify that the employee’s home address, home phone, and personal email display on this page. Note: The email address provided by the new hire in Recruiting Solutions will display as the type “Other” on this page. Do not change the email type. After the new hire’s job information is saved, SEMA4 will auto-send an email to the email address where the email type equals Other. The email will include instructions for signing in to Self Service and completing the New Hire/Rehire Activity Guide. Add the business address, phone and email if available or return to this page later and add business address, email and phone. The Enterprise Learning Management (ELM) system uses the business email address entered on this page for communication with learners. Do not save. Click the Regional tab to continue. Hire Step 4: Regional Page