The CU Boulder Jobs applicant tracking system is a comprehensive hiring solution that CU Boulder is implementing in 2018 to hire positions at all levels of the university. The CU Boulder Jobs project is a collaboration with the Department of Human Resources, Office of Information Technology, Strategic Relations and Communications and University Information Systems.
Request a New Position Request an Addendum Letter
Request a New Position
Request an Addendum Letter
Provide Interview Feedback Review Candidates
Provide Interview Feedback
In December 2016, HR surveyed 226 hiring leaders across campus to evaluate the level of satisfaction with the current staff and the faculty recruiting and hiring process and the tools used to perform transactions. Hiring Leaders indicated the current Applicant Tracking System is not meeting all of the business needs of the Boulder campus, specifically with regard to document management and recruit management capabilities.
Faculty recruitment needs
Lack of automation
Poor candidate and hiring manager experience
Inconsistent performance and user experience
Automaton of current paper process
Easy communication back and forth during review process
Approval flow completed within Avature – no DocuSign routing
Easy tracking of review and approval statuses
Centralized storage of the final approval information
Opportunity for HR to build position description templates for certain job classifications
Same system for position management and recruiting – eliminates processing time and duplicative effort
Improved data collection and reporting
Creating a position
Emails, word documents and HCM entries
Creating a position
A Position Management Portal
Addendums and Offer Letters
Addendums and Offer Letters
Candidate user experience
Candidate user experience
Emails, word documents, spreadsheets
A Hiring Manager Portal
Search Committee Portal Walk-through Managing Jobs in the Search Committee Portal
Search Committee Portal Walk-through
Managing Jobs in the Search Committee Portal
If you are starting a new search in July and expect the entire search process to complete by October 31, 2018 you may begin your search in Taleo. If you are ready to start a search but do not anticipate completing your entire search process by October 31, 2018 you should wait to post the position in the new CU Boulder Jobs System. Searches beginning in Taleo will not be transferred over to the new system. All searches that begin in Taleo should be completed by October 31, 2018.
Some dates to keep in mind when deciding how to proceed:
The current processes to gain approval for a new search and draft a job posting remain the same. All approvals obtained granting authorization to begin a search are obtained outside of the new CU Boulder Jobs system in the same manner they have been obtained in prior searches. During a search process for faculty or research faculty positions, the first action in the CU Boulder Jobs system will occur when you are ready to post the position on our new job site. At that time you will submit the details of your posting through the new Search Committee Hiring Portal (additional details and links to this portal, including how-to videos will be available soon). Your recruitment coordinator in Human Resources will complete the posting process per your specifications and provide a confirmation of the posting with a link to view and share.
The current process to gain approval on new offers for faculty and research faculty hires will remain the same and occur outside of the CU Boulder Jobs system. Offer letters will also occur outside of the new system in the same manner they are created and completed today. One enhancement that the new CU Boulder Jobs system will allow for is the collection of personal information (Date of Birth, Social Security #, EEO data, and contact information) and a streamlined background check request process through a direct integration with HireRight. This information can be fed directly from the new system to HCM and your current entry and approval process can access this data to facilitate the HCM entry. Your recruitment coordinator in Human Resources will facilitate the collection of information from applicants and provide confirmation to you when the information has been sent to HCM.
While use of this enhancement is not required, we encourage you to take advantage of the efficiency created by feeding information already collected in the CU Boulder Jobs system directly to HCM for entry and approval. This new process will provide a greater applicant experience at the time of offer acceptance and provide CU Boulder with greater data necessary for Affirmative Action reporting and diversity hiring efforts.
The new CU Boulder Jobs system will enhance your ability to specify what type of documents you would like to receive from applicants. The applicant experience on our new job site will make it easier for applicants to upload required documents during the application process. These enhancements mean that you will now have access to the correct documentation when reviewing application materials. In addition, enhanced functionality will allow you to quickly view education and recent job history directly on the applicant profile page. All attachments and applicant information will be immediately available to search committee members and administrative support staff through a new Search Committee Hiring Portal (additional details and links to this portal, including how-to videos will be available soon).
Outside of enhanced access to application materials, your search can be managed in the same way it has been managed in the past. There is additional functionality related to online collaboration within the Search Committee Hiring Portal that is available for you to use. This functionality allows all search committee members to submit ratings (Yes, No, Maybe) directly in the portal as you review applications. Summary reports on these ratings are available to search committee chairs and administrative support staff to facilitate discussion and decision making on next steps. Additionally, search committee chairs and administrative support staff can specify which candidates to move forward in the process, eliminate from further consideration, or hold at the current step. Advancing candidates forward in the process allows for additional feedback to be collected in the portal from search committee members at each new step. Additional details on how to use this functionality, including on-site training and how-to videos will be available soon.
Yes, the system can collect letters of recommendation and has been built with flexibility to allow you to collect letters at any stage of the search process. You can specify when to collect letters and how many letters to collect when submitting your job ad to be posted or at any time during the search process. Your recruitment coordinator in Human Resources will work with you on all letter collection details and initiate the collection process based on your requirements. As letters are received, they will appear immediately in the Search Committee Hiring Portal for committee members to view.
Online collaboration functionality within the Search Committee Hiring Portal allows all search committee members to submit ratings (Yes, No, Maybe) directly in the portal as you review applications. Summary reports on these ratings are available to search committee chairs and administrative support staff to facilitate discussion and decision making on next steps. Additionally, search committee chairs and administrative support staff can specify which candidates to move forward in the process, eliminate from further consideration, or hold at the current step. Advancing candidates forward in the process allows for additional feedback to be collected in the portal from search committee members at each new step. Additional details on how to use this functionality, including on-site training and how-to videos will be available soon.
A link will be provided within the Search Committee Hiring Portal allowing you to submit a new request to post a position. Your recruitment coordinator in Human Resources will complete the posting process per your specifications and provide a confirmation of the posting with a link to view and share.
Once the position is posted, the name of your recruitment coordinator will appear in the Search Committee Hiring Portal and you may reach out to this individual via email, phone, Skype, or via an action directly in the portal requesting assistance. To the extent possible, your coordinator will remain consistent and work with your department/college on all faculty and research faculty searches.
Lastly, OIT Help (5-HELP) will be available at any time to assist applicants and campus users with any technical questions. OIT Help and Human Resources are working closely together to resolve any access issues that may arise.
The Taleo replacement project has taken much of the last two years and many of you have participated in multiple rounds of requirements gathering (both before and after the RFP and vendor selection process). A core team has been working diligently with our vendor partner Avature to build an advanced system capable of meeting our needs today and into the future. The system was launched on May 31 for all staff positions and while not yet perfect, feedback from campus has been overwhelmingly positive. Functionality within the staff hiring process has already been enhanced as we began to use the system and further enhancements will be coming in the near future. A similar process will likely happen with the launch of the system for faculty and research faculty positions. While we always hope to have everything perfect from the start, we know there will be necessary improvements. Some will occur quickly to support early usage and some will be longer term enhancements to fine-tune how the system can best support your hiring processes. Your feedback and willingness to engage with us on system functionality and business needs as you use the system in the near and long-term is both appreciated and essential in helping us build an easy to use and highly functioning system to support all of the campus hiring needs.
CU Boulder began a process to replace Taleo in 2016 when campus constituents involved in hiring for faculty, research faculty, and staff determined that Taleo was not meeting the campus needs. The replacement of Taleo involved several rounds of requirements gathering with subject matter experts, including faculty and support staff for the faculty and research faculty hiring processes. An RFP was conducted with both faculty and staff membership on the voting committee and a vendor was chosen after several on-campus demos were evaluated. The Avature system was chosen due to its flexibility and highly configurable nature. During the implementation process, additional requirements gathering was conducted to confirm details from the previous requirements gathering process and finalize the initial build of the system. The entire system was built based on specific requirements identified by campus subject matter experts in the area of faculty and research faculty hiring.