| Q: | What is OACIS (Online Application and Classification Information System)? |
| A: | OACIS is UCSB's new and improved online system for administering employment and classification functions. In December 2003, the campus began using the system for employment functions only and referred to this system as the "Online Employment System". Effective July 2004, Human Resources changed the name of the system to OACIS, meaning "Online Application and Classification Information System" and added classification functions for three pilot departments on campus. In April 2005, all of campus will be using the new system to submit requisitions, review applications, administer details of the recruitment, create job descriptions, update job descriptions, and request reclassifications. |
| Q: | Is the system secure? |
| A: | Yes. The site uses the latest encryption technology to ensure that the information is secure. However, it is still important that all users log out after they use the system to ensure proper desktop security. In addition, if you are stepping away from your computer for a moment, we advise that you lock your workstation so others can not see your screen or access the system information. |
| Q: | How do I save my work? |
| A: | There are two ways to save your work. The easiest is to click on the “Save and Stay on this page” button at the end of the page. This will save your work and allow you to stay on the page you are currently working on. An alternate way is to click on the “Preview Action” button on the end of the page, then choose the “Save – Draft in Progress” option. Be sure to save often! The system automatically logs you out after 59 minutes of inactivity. If you have to step away from your computer for a moment, it’s a good idea to click “Save and Stay on the page” before you leave just to be on the safe side. |
| Q: | I normally log on as a Reviewer, but now I need to submit a reclassification. What do I do? |
| A: | You need to “switch hats” for a session and become a Submitter. Log on, then click on Change User Type on the left side of the page. (If you don’t see this as an option on the left menu, contact HR.) Click the user type you want to be, Submitter, for that session and click Change Group. Make sure the top of the page now says, that your left menu options have now changed and the top of your screen says your revised “group name” of ‘Submitter’. The next time you log in, it will revert to the last group name you chose, so you’ll have to repeat the steps above to become a Reviewer again. |
| Q: | Why am I not receiving emails when an action has been submitted to Compensation (or withdrawn, etc.)? |
| A: | The decision for Reviewers to receive or not receive emails for different “action status changes” is made at the time your user account is set up. To make changes, contact Human Resources at x3166. |
| Q: | Can I use a Mac instead of a PC? |
| A: | Yes. However, we recommend that you use Internet Explorer or Netscape as your browser. We have found problems with popular Mac browsers (Firefox and Mozilla). |
| Q: | Who is responsible for entering an employee’s job description into the system for the first time? |
| A: | The Supervisor. If a Supervisor has employees reporting to him/her, the Supervisor should be set up in the system as a “Submitter”. Contact Human Resources at x3166 if an account set up is needed. |
| Q: | What happens to the employee’s job description after a Supervisor adds it into the system for the first time? |
| A: | The Compensation Analyst for your department will receive an email letting them know that the Supervisor had entered the job description into the system. The job will be briefly reviewed, then the Compensation Analyst will submit the job description to the Job Description Library. After this is done, the Supervisor will receive an email letting them know that they can view the approved version online. |
| Q: | When will the Supervisor know that the Compensation Analyst has finished reviewing a job description? |
| A: | After the Compensation Analyst has reviewed the job description, they will submit it to the Job Description Library. When this happens, the Supervisor gets an automatic email. |
| Q: | When I enter my employee’s job description into the system for the first time, should I enter the text “as is”, even if changes are needed? |
| A: | Entering your employees’ job descriptions into the system might be a good time to make a few corrections to the content. If you do, HR asks that you make a note in the “Action Justification” section so that the Compensation Analyst knows you have made job description content corrections. However, it is important that you not make changes that could be construed as “significant”. In other words, don’t make changes that would require Compensation’s review to determine if the job is still appropriately classified. If after reviewing the job content you feel like significant change are needed, we ask that you first submit the job “as is”, then submit the appropriate reclassification request afterwards.
Examples of job description changes that are acceptable to make when entering the JD into the system for the first time are…
Examples of job description changes that are not acceptable to make when entering the JD into the system for the first time are…
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| Q: | How do I print a Job Description? Who is responsible for printing employee job descriptions? Who is responsible for getting employee signatures on job descriptions? Who is responsible for keeping the signed job description |
| A: | To print an employee’s job description, click on “Job Description Library” link on the left margin. Search for the employee’s job description on the next screen, then click on “Get Reports List” underneath the employee’s name. Click on “Generate Report” to see the printable PDF version of the employee’s job description.
Supervisors are now responsible for printing out an employee job description after the employee has been hired, the job description has been updated, or a reclassification has been approved. Supervisors should obtain employee signatures for newly hired employees or employees with updated or reclassified job descriptions. They should also give a copy of the signed job description to the employee for their records. Previously, Human Resources printed out the job description, sent the job description to the Department for signature, and filed the signed job description after it was returned. Now, Departments are the house of record for signed employee job descriptions. They do not need to send the signed job description to Human Resources. |
| Q: | How do I search for a job description in the Job Description Library? |
| A: | Log in, click on Job Description Library on the left navigation bar, then search by the employee’s name. Note: When using the search options, you do not have to fill out all the fields. For instance, if you want to find all descriptions of employees in your department with the first name of “Nancy”, you would only type in “Nancy” in the First Name field. |
| Q: | Why can’t I find an Employee’s Job Description in the Job Description Library? |
| A: | Either the job description itself was never input into OACIS or you do not have access to it. If the Employee is in the same Department Code as you are, then you should be able to access the Job Description Library to view and print the job description. Convinced you input a job description but still can’t find it? Contact your Compensation Analyst directly for assistance. |
| Q: | How do I change the department name on a Job Description? |
| A: |
Note: Both departments need to agree to change the department code because once the department code has been changed the home department will no longer have access to that job description. The job description will still have the history associated with it. However, as mentioned previously, the home department will not be able to perform actions on it nor have access to it. |
| Q: | When do I submit a Reclass vs. an Update? |
| A: | If you think that an update action on a job description might result in a change of title (be it lateral, upward or downward) please speak with your Compensation Analyst before starting any action. With any action it is important to consult your Analyst before submission however, this situation is uniquely important because the way the system was designed. Due to the way the system was created Compensation does not have the ability to change the title within an update action. The analyst's only option is to continue the Job Description at the same title. If you do submit the Job Description as an update and the analyst determines that there should be a change in title the analyst will have to return the action to you and you will then need to fill out a reclassification request. So the bottom line is, if there are any questions in your mind whether or not an action will result in a change of title, please speak with the analyst before you start these actions. |
| Q: | How do I check the status of the Reclassification review? |
| A: | Log into the system and click on Pending Actions. Find the Employee’s record and see what it says in the ‘Status’ column. |
| Q: | If I am creating multiple job descriptions that have exactly the same duties, do I have to enter each one separately? |
| A: | You have to create a new Job Description for every employee, even if her job description happens to be exactly the same as another employee’s. However, the system makes it easy for you to copy the duties of an employee and paste them directly into another employee’s job description. In the “Search Duties to Copy” tab, you simply search for the employee’s job description you want to copy and click the “Select and Continue” button. One caveat: The employee who’s job description you want to copy must already have an approved job description in the Job Description Library for this to work correctly. HR advises that Supervisors with multiple, identical job descriptions enter the first one into OACIS then contact their Compensation Analyst to request an expedited review. After the Compensation Analyst reviews the first job description and sends it to the Job Description Library, the Supervisor can copy this employee’s duties in to the remaining job descriptions |
| Q: | How do I process: Lateral Transfer vs. Lateral Reclass |
| A: | A Lateral Transfer is when one employee moves into another provision where the max of the new grade is the same as the old. A Lateral Reclass is when an employee moves into a different body of work with the same salary max, but takes their provision with them.
Processing a Lateral Transfer-
Processing a Lateral Reclass-
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| Q: | How do I change a Job Description with an Appointment Type of Limited to Career? |
| A: | If the Limited appointment position was recruited for- Staff Policy 20.C - For a filled limited appointment to be designated as a career appointment, recruitment, referral, and selection procedures shall normally be followed unless the position is to be filled by an incumbent who has been recruited as though the position were career. What does this mean? If your limited appointment was filled through a recruitment and you now want to make the position career you:
If the Limited Appointment position was NOT recruited for-
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| Q: | Why can’t I see applications for my job? |
| A: | The system will only reveal the number of applicants in your pool while the job is open. Applications are not available for Submitter review until the job has closed and applications have been reviewed and released by the recruiter. |
| Q: | How do I use the “Posting Specific Questions” tab? |
| A: | When you create your requisition, you have the option to either create screening questions or access the system library of questions to add questions to your recruitment which will enable you to rank applicants based on their answers to your questions. |
| Q: | How do members of my selection committee review applications? |
| A: | As a part of creating the requisition, you have the ability to activate “Guest User” access by creating a single user ID and password that all selection committees use at the same time. |
| Q: | What is the purpose of a Hiring Proposal? |
| A: | The Hiring Proposal indicates to the Employment staff whom you want to hire, how much you would like to offer and what the preferred start date is. Once you submit the hiring proposal to HR, the recruiter receives a system generated email to inform them that a hiring proposal exists for your top candidate. The recruit then uses the hiring proposal to make the initial job offer to the applicant. Once all hiring details are finalized, the recruiter approves the hiring proposal which in turn generates the population of the job description information of the hiree. |
| Q: | How do I create and submit a Hiring Proposal? |
| A: | First change the status of the selected applicant to “Recommended for Hire”. Once this change is made, a link will appear below the applicant’s current status that says “Begin Hiring Proposal” Click that link and fill in the required information. You will then have the option to “Submit to Employment” |
| Q: | How do I hire more than one applicant for the same posting? |
| A: | For the first hiree, complete a hiring proposal as you normally would. For any additional hires, click the link “Hiring Proposal for Multi-Hires”. Fill out the required information and submit each Hiring Proposal to Employment. Be sure to indicate whom is being replaced or if the position is new. |