The JAC System: Actions That Hiring Managers Can Perform Online

Create job posting requisitions.
Initiate the HR approval process.
Manage and track the recruitment process.
Have immediate access to all applications.
Provide guest privileges so that approved parties, such as retained search firms, can view applicant information.
Screen out applicants who do not meet the minimum posted qualifications.
Receive self-directed training as well as a practice on the training test site (consult with HR for more information).

The system also generates the federally required race/ethnicity/sex reports based on the applicant’s optional self-identification. This data is generated by HR and EOAA.

Accessing JAC through the Columbia University Portal

All authorized managers, supervisors and departmental administrators have access to the JAC System through the Columbia University Portal (see the Useful Links box above). All employees with system access should always be mindful that applicant information is confidential and is to be handled in a discreet and professional manner.

JAC Posting Guidelines

Five Business/Work Day Posting Period

In general, all administrative positions are to be posted on the JAC System unless a posting waiver has been approved by either central HR or EOAA. There are a few instances, including opportunities for internal advancement, in which such waivers are approved.

Positions are to be posted for a minimum of five full business or working days. Posting periods for grades 14/106 and above require a longer posting period of 14 to 21 days to allow for adequate intensive outreach.

Note: Departments may use one posting for multiple concurrent vacancies with the identical job title, grade, and posting text. However, departments may not post multiple job postings for one vacancy.

Posting Approvals

All job-posting summaries must be approved by central HR via the JAC system. In most instances, a posting summary should not be the same as a full job description. Posting summaries should include a general summary about the position, including all essential job functions, and may also include information about the context of the position.

The minimum qualifications listed in the summary must be in line with those that the University sets for positions of that grade. Additional position specific qualifications may be added. The JAC job-posting form makes it easy to differentiate the University’s grade specific requirements, the department’s position-specific requirements and the department’s preferred qualifications. The system allows for job-related qualifying questions, but before creating new screening questions, hiring managers must obtain approval from central HR. This minimizes duplication in an already extensive list of questions and ensures that questions are appropriate and legally permissible.

If all the required information is correctly entered into the JAC system, and the position has previously been evaluated for grade level, approval is usually given within two business days of submission. Additional time is required when posting information is incomplete, when there is a text change from the previous posting, or when the posting has not been previously approved.

Requests for approval to post positions should be submitted one week before the requested posting date.

Creating Job Posting Text

A job posting is not a full position description. Postings are intended to advertise jobs and provide applicants with a brief, concise and interesting summary about the position which includes all essential job functions and all minimum qualifications. All postings are created by departments and approved by central human resources staff. Contact central human resources staff for assistance with writing postings and classifying or re-classifying positions.

Changes to Job Posting Text

Job Posting Summaries should be carefully reviewed by hiring managers before posting. In order to ensure a fair and unbiased job search, it is important that the original job posting text be maintained on the posting throughout the search. Other than typos and grammatical errors, changes in job duties and requirements will require that the search be re-opened/re-posted.

Job Posting Requisition Open and Close Dates

The requisition open date is the official date that the search begins. In most instances the date the vacancy is approved for posting is the requisition open date. However, one of the many advantages of the JAC System is that it allows positions to be pre-approved for posting at a future date. This feature is helpful when hiring managers take a proactive approach to the recruitment process. For example, if a new position is approved for posting on June 8, but the hiring manager will not be available to begin screening applications until July 10, the Open Date could be set for July 5.

In general, the requisition close date for all positions should be “open until filled” rather than a specific date. (The close date may also be left blank.) This gives last-minute applicants the ability to apply. Once a posting is closed, either because a close date was entered at the time of posting or because the hiring manager requested the position be closed, no additional applicants may apply. This ensures that all the pertinent applicant data is captured in the system and that the selection process is fair.

If a hiring manager feels compelled to enter a close date, the date may later be extended to allow additional applicants to apply, as long as the request for the extension is submitted prior to the original close date. Once a close date has occurred, the search cannot be reopened. Hence it is important that hiring managers keep the search close date in mind.

Fields That Need to Be Completed When Creating
a Job Posting in the JAC System.

Advertised Summary Job Description (Limited to 3950 characters). In this field you should include:

a brief statement that may include information about the work environment and reporting relationships;
all essential job functions; and
action verbs (e.g., “direct,” “manage,” “oversee,” “coordinate”).

Minimum Qualifications for Grade. Individuals must meet these university-wide minimum qualifications to be considered an applicant for the position to which they apply.
Additional Position-Specific Minimum Qualifications. Applicants must meet these minimum qualifications to be considered an applicant for the position to which they apply.
Preferred Qualifications. Use “preferred” when a qualification is not absolutely necessary in order to perform the job duties in a satisfactory manner.