Job Builder FAQs

1: When should I use Job Builder?
2: How do I submit a position control request?
3: Should I stop using ServiceNow?
4: Where can I find a copy of an old job description?
5: Does Job Builder create a ServiceNow request for me?
6: How does the system interface with UCPath?
7: Will we have access to all job functions or only those open to our specific campus?
8: How do I know which workflow to select?
9: What if I don’t know who the Compensation & Classification Analyst is for the Comp Review step of workflow or who the Talent Consultant is for the workflow I selected?
10: Is it possible to change the workflow?
11: I started a workflow erroneously. How do I delete/cancel it?
12: How do I transfer a workflow to someone else?
13: Can I have my student employee assist me by editing a job description in Job Builder?
14: When the review of the next person in the workflow is ready, will they receive an email to go into the system review?
15: How can I edit a JD if I have already submitted it for review and approval via workflow?
16: Can more than one person work on a job description?
17: When I receive a JD for review and make edits or suggestions, if I were to hit the thumbs down icon, would that return the JD with my edits/suggestions, or would it be better to note those outside the document when sharing it back with a manager/supervisor?
18: When I’m in the workflow, and I click "Save" and/or "Save and Close" will the job description move on to the next step in the workflow process?
19: A supervisor let me know that they sent me a JD in Job Builder, but I don’t see it. Where do I find the JD?
20: When I share the link to a JD, the "Date Last Edited" field does not show when the JD was last updated and saved. Why is that?
21: Is there a way to link JDs so across-the-board changes are reflected on all of them?
22: Can I "make a copy" or create a duplicate of an existing job description in Job Builder?
23: Where can I upload an attachment in Job Builder?
24: What file types are accepted to be uploaded to the attachments in Job Builder?
25: How do I print out a JD or download as a Word or PDF?
26: I want to start a reclassification - where do I start?
27: How do I get a Manager/Supervisor User Role assigned to me?
28: How do I get access, change access, or remove access for those with the HR Liaisons role in my unit?
29: How do I find a copy of my own job description?
30: How do we get signatures on new or updated job descriptions?

1: When should I use Job Builder?

A: All new job descriptions or updates to existing job descriptions should be created in Job Builder.

2: How do I submit a position control request?

A: Several job aids are available to walk you through the steps of the processes you can complete in Job Builder, which are listed in the "Learning & Resources" section of the Job Builder web page. To start a position control request, you can either use the Create a New Position Job Aid or Update Vacant Position Job Aid, depending on what you need.

3: Should I stop using ServiceNow? 

A: No. For classification review requests, you will update the employee’s existing job description and complete the classification questionnaire in Job Builder, and you will continue to use ServiceNow to submit the classification review request. For job description updates without classification changes, after you complete the process in Job Builder, you will only submit a job description update request in ServiceNow if your Compensation & Classification Analyst instructs you to do so. ServiceNow will continue to be used for stipend and equity review requests.

4: Where can I find a copy of an old job description?

A: Job descriptions have been imported into Job Builder and you should be able to find the latest copy of the job description related to the position.

5: Does Job Builder create a ServiceNow request for me?

A: No. In the job aids, which are found in the "Learning & Resources" section of the Job Builder web page, there are instructions and helpful links for if/when you need to initiate a ServiceNow request.

6: How does the system interface with UCPath?

A: Job Builder does not automatically interface with UCPath. Currently, UCOP runs a Cognos report to pull employee/job data into Job Builder on a nightly basis.

UCPath job data is used to connect the manager/supervisor of positions to the JDs in the "Jobs That Report To Me'' quick link. Job Builder uses the Position Number on the JD template in Job Builder to connect the JD to the manager.

Note: UCPath Position Number does not automatically update the Supervisor Name fields on the JD template in Job Builder.

7: Will we have access to all job functions or only those open to our specific campus?

A: UCSC Job Builder users cannot see Job Descriptions from other UC locations. Yet, users will be able to view all job titles from the whole UC system. However, users will only have access to create and edit job descriptions in their own department and for job titles that have been extended to UC Santa Cruz.Users will be able to view all job titles system-wide however they will only have access to create and edit job descriptions in their own department and for titles that have been extended to UC Santa Cruz.

8: How do I know which workflow to select?

A: Please refer to the following job aids to assist you in selecting the appropriate workflows based on what you are trying to accomplish: Classification Review Request, Job Description Update, Update Vacant Position, Create a New Position.

9: What if I don’t know who the Compensation & Classification Analyst is for the Comp Review step of workflow or who the Talent Consultant is for the workflow I selected?

A: Find your department’s assigned Compensation & Classification Analyst and Talent Consultant on the SHR Locate Your Team web page.

10: Is it possible to change the workflow?

A: An initiator can edit the workflow before it has started, but a workflow cannot be changed to a different workflow once it's started. Please contact your Compensation & Classification Analyst with the Position ID and they will be able to delete the workflow.

11: I started a workflow erroneously. How do I delete/cancel it?

A: Please contact your Compensation & Classification Analyst with the Position ID and they will be able to delete the workflow.

12: How do I transfer a workflow to someone else?

A: Log into Job Builder, click on My Job Tasks quick link and find the JD. Click once on the JD, then over to the right you'll see a green toolbar. Click on the icon that looks like a document (Workflow Details). When you see your name, you'll click on the person with a line icon (Replace Participant) and add the other user in place of yourself to the step of the workflow of which you are a part. Then, save and close.

Note: Once Workflow has started, you can only add/replace a participant in a Step of workflow of which you are a part. (i.e., If you are part of Step 1, you can only add/replace participants in Step 1.)

13: Can I have my student employee assist me by editing a job description in Job Builder? 

A: All employees of UC Santa Cruz, including those with student employee positions have access to Job Builder. The initiator would need to add the student employee in the "Initiate Request" step in the workflow. The student employee would be able to contribute to the job description, but the manager/supervisor would need to ultimately approve the first workflow step.

14: When the review of the next person in the workflow is ready, will they receive an email to go into the system review?

A: Yes, unless the last participant in the workflow unchecked the Email Notification. You can also log into Job Builder to see if you have any JDs in active workflow that are in your step for review.

15: How can I edit a JD if I have already submitted it for review and approval via workflow?

A: All edits to a job description must be made while the JD is in your step of the workflow. It’s important not to ‘approve’ (Thumbs Up) your step of workflow until you have fully reviewed the JD and it’s ready for the next participant to review. If you need to make additional edits you will need to reach out to the participant in the next step (via email) and ask them to ‘return’ (Thumbs Down) the JD back to your step of the workflow.

16: Can more than one person work on a job description?

A: Job descriptions can be shared with more than one person via adding multiple people as participants in a step of workflow. However, only one person can edit and save edits at a time.

17: When I receive a JD for review and make edits or suggestions, if I were to hit the thumbs down icon, would that return the JD with my edits/suggestions, or would it be better to note those outside the document when sharing it back with a manager/supervisor?

A: The JD would be returned to the last step of workflow with your edits/suggestions that you saved. You can also use the workflow comments icon in the workflow toolbar to add comments related to why you are making the specific edits.

18:  When I’m in the workflow, and I click "Save" and/or "Save and Close" will the job description move on to the next step in the workflow process?

A: No, selecting "Save" and "Save and Close" does not route the JD through the workflow process. For the JD to route to the next step, the user will select the "thumbs up" button/icon in the green toolbar - in which a screen will pop up allowing the user to add in any comments to be included in the notification to the next step of workflow.

19: A supervisor let me know that they sent me a JD in Job Builder, but I don’t see it. Where do I find the JD?

A: You can find the JD in your My Job Tasks, under Quick Links (if they added you to the Workflow as a participant). The supervisor will need to "approve" the JD before it flows to the next step in the workflow. They can approve by selecting the "thumbs up" button/icon in the green toolbar at the top of the JD window.

20: When I share the link to a JD, the "Date Last Edited" field does not show when the JD was last updated and saved. Why is that?

A: When sharing the JD link while the job is in workflow, the job will automatically show the creation date (in the Date Last Edited field) as the link will not be fully active until the workflow is finalized.

21: Is there a way to link JDs so across-the-board changes are reflected on all of them?

A: Not on individual job descriptions, however changes to job standards will cascade into the "For Reference Only" sections on each JD template. However, if you would like to make the same update to multiple job descriptions, please contact your Compensation & Classification Analyst to see if they can make updates on your behalf without starting multiple workflows.

Note: "For Reference Only" sections do not show on the Printed version of the JD.

22: Can I "make a copy" or create a duplicate of an existing job description in Job Builder?

A: Only Compensation & Classification Analysts have access to "copy" a job description. The PCR request will ask if you are creating more than one position for recruitment. Your Compensation & Classification Analyst can "copy" the position description to obtain multiple position numbers. Unfortunately, the Compensation & Classification Analyst cannot "copy" changes for existing job descriptions and those will need to be updated manually and separately by the unit.

23: Where can I upload an attachment in Job Builder?

A: Attachments can be uploaded on the "Position Control Request Justification" tab or the "Classification Questionnaire" tab, depending on the type of action you are requesting.

24: What file types are accepted to be uploaded to the attachments in Job Builder?

A: Most file types can be uploaded as attachments, though the system does not support previews of all file types. Generally, most PDF, Excel, or Word documents will display in the preview pane under the attachments tab. In the case of PowerPoint files, you can download the PowerPoint file as needed and view it in PowerPoint, but cannot preview it within Job Builder.

25: How do I print out a JD or download as a Word or PDF?

A: Use the Preview Pane or Preview icon to view the JD in Job Builder. In this screen, you will see a Word document icon and a PDF document icon. Click on the Word or PDF icons, then select "Download file".

26: I want to start a reclassification - where do I start?

A: Several job aids are available to walk you through the steps of the processes you can complete in Job Builder, which are listed in the "Learning & Resources" section of the Job Builder web page. To start a classification review, you can use the Classification Review Request Job Aid.

27: How do I get a Manager/Supervisor User Role assigned to me?

A: The Manager/Supervisor User Role is automatically assigned to any employee with at least one (1) direct report. This is based on UCPath data (from a Cognos report R-057) that is manually provided to JDXpert on a nightly basis.

28: How do I get access, change access, or remove access for those with the HR Liaisons role in my unit?

A: HR Liaison roles are not automatically assigned, please submit a Job Builder Access request in ServiceNow to request higher-level access, change access, or remove access.

29: How do I find a copy of my own job description?

A: Please review the Employee Instruction Manual on the Job Builder web page for instructions on how to view and print a copy of your job description. Some employees who did not have a job description saved for their position will have a Job Standards Only placeholder. In this case, your manager or supervisor will need to edit, customize, and save your job description in Job Builder.

30: How do we get signatures on new or updated job descriptions?

When a job description is updated or a new incumbent is placed into a position, Job Builder will automatically initiate the Job Description Acknowledgement process, which will collect signatures from the supervisor first and then the employee. For more information, please see the several job aids that are available to walk you through the steps of the processes you can complete in Job Builder, which are listed in the "Learning & Resources" section of the Job Builder web page. To understand the necessary steps in the Job Description Acknowledgement process, you can use the Job Description Acknowledgement Job Aid.