University of Minnesota
Office of Human Resources
http://www.umn.edu/ohr
612-625-2016

Appendix A: Roles (User Types)

Department Roles | HR Pro Roles

Department Roles

Hiring Authority

Collegiate/admin unit level point of contact for a requisition with access to initiate a requisition and handle referred applications. Access includes the ability to:

  • View job postings for which the user is responsible.
  • Create a requisition from a template or from a previous requisition.
  • Route the requisition for approval within his/her collegiate/administrative unit.
  • View application materials for his/her position.
  • Change the status of an application once an applicant applies for his/her position.

Department Head

Department approval for routing requisitions with access to initiate a requisition and handle referred applications. Access includes the ability to:

  • Approve requisitions within his/her collegiate/administrative unit.
  • Route the requisition for additional approval within the collegiate/administrative unit.
  • View job postings within the collegiate/administrative unit for which access has been granted.
  • Create a requisition from a template or from a previous requisition.
  • View application materials for positions within his/her college/administrative unit.
  • Change the status of an application once an applicant applies for a position within the approved collegiate/administrative unit.

Dean/VP

Highest level of department approval for routing requisition with access to handle referred applications. Access includes the ability to:

  • Approve requisitions within his/her collegiate/administrative unit.
  • View job postings within his/her collegiate/administrative unit.
  • View application materials for positions within his/her collegiate/administrative unit.
  • Change the status of an application once an applicant applies for a position within the collegiate/administrative unit.

Search Committee Contact

Unit level support for a requisition (typically for an academic requisition) with access to view a requisition and handle referred applications. Access includes the ability to:

  • View a specific job postings within the department for which access has been granted.
  • Change the status of an application once an applicant applies for a position for which access has been granted.

Department HR Pro Roles

Requisition Initiator

Collegiate/Administrative Unit level user with access only to create requisitions on behalf of any hiring authorities within the unit. This role has access to create requisitions and route them through the system. Requisition Initiators do not approve positions and do not take action on applicants. Access includes the ability to:

  • View job postings within the collegiate/administrative unit for which access has been granted.
  • Create a requisition from a template or from a previous requisition.
  • Route the requisition for approval within his/her collegiate/administrative unit, to include routing to the hiring manager responsible for the position.

Please note: when a requisition initiator submits a position to a hiring authority, the hiring authority does not have the ability to edit the requisition. Changes should be made by the Requisition Approver or by a higher level of authority.

Requisition Approver

Key user at the collegiate/administrative unit level with access to approve and route requisitions for other requisitions initiated in the unit, create requisitions and handle referred applications. Access includes the ability to:

  • Approve requisitions within his/her collegiate/administrative unit.
  • Route the requisition to a central employment team.
  • View job postings within the collegiate/administrative unit for which access has been granted.
  • Create a requisition from a template or from a previous requisition.
  • View application materials for positions within his/her collegiate administrative unit.
  • Change the status of an application once an applicant applies for a position within the approved collegiate/administrative unit.

Posting Approver

(NOTE: Only those departments that previously had access to enter academic requisitions in PeopleSoft will have this access).

Key user at the collegiate/administrative unit level with access to approve and post academic requisitions for other academic requisitions initiated in the unit, create requisitions, and handle referred applications. Access includes the ability to:

  • Post academic positions directly to the web without a central employment team approval.
  • Approve requisitions within his/her collegiate/administrative unit.
  • Route the requisition to a central employment team.
  • View job postings within the collegiate/administrative unit for which access has been granted.
  • Create a requisition from a template or from a previous requisition.
  • View application materials for positions within his/her collegiate/administrative unit.
  • Change the status of an application once an applicant applies for a position within the approved collegiate/administrative unit.

Access Approver

(NOTE: This role will be generally limited to 2-3 individuals per collegiate/administrative unit or coordinate campus).

User at the collegiate/administrative unit level with access to create and approve Employment System access requests for other users in the unit. Access includes the ability to:

  • Create a user account for other users in the unit.
  • Approve user accounts for others in the unit requesting access to the system.
  • Search user accounts for others in the unit to ensure proper set-up.
  • Review and edit user accounts for others in the unit if access changes need to be made.

Next Section: Appendix B - Routing & Approval