TalentLink

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Policies & Forms
Access TalentLink
Training and Useful Tips

TalentLink is the system used at Columbia University to manage job descriptions, requisitions and applicant information for the recruitment of administrative personnel (Officers of Administration and Union and Non-Union Support Staff).

Note:

Policies & Forms

Access TalentLink

Enter TalentLink with your UNI and password and then confirm your access with multi-factor authentication (DUO).

Request Access to TalentLink

Once you have completed the required training below, fill out the TalentLink Access Request Form to obtain access to the system.

Contact your Senior HR Business Partner if you have any questions.

Training and Useful Tips

Completing the following online training is required for TalentLink system access. We recommend you view the trainings in the order listed.

If you have specific questions that are not answered in the trainings, please contact your Senior HR Business Partner.

Training Videos

After you click on one of the links, you will be asked to sign in with your UNI and password. Once on the page, click the blue "Enroll" button to begin.

Job Aids

Overview

Job Posting and Applicant Management

You can practice using the new TalentLink system in the following test website:

The Training website is a test system and nothing entered into this version of TalentLink will be available in the live site.

The Knowledge Portal is a single point of access for training and information on the system. Created by the vendor, the Knowledge Portal is not specific to Columbia, but full of applicable information. It can be accessed through TalentLink; select "Knowledge Portal" from the information button on the top right corner of the screen.

When to Use TalentLink

TalentLink must be used for all of the following types of requests:

  • To request a brand new position number(s)
  • To request any changes to an existing position number when the position is currently vacant
  • To request changes to an existing position number, when the position is currently filled, including:
    • Position upgrades/promotions
    • Changing an existing position from temporary to regular
    • Changing the position title
  • To make any changes to an existing job description

When to Use the Personnel Action Form (PAF)

The PAF can only be used to request the following position changes to a currently filled position:

  • Changing the administrative or position department for a current employee
  • Changing the hours/full-time part-time status for a current employee (Note: this change may also require a NYS 195 Form)
  • Changing the Business Title
  • Downgrading a currently filled position (Note: this change may also require a NYS 195 Form)

Reminders When Using TalentLink

Please keep these in mind when using the system:

"Pre-Populate Req Details" Blue Button on the Requisition

Please read this Important TalentLink Information before accessing the system. Managers must use the "Pre-Populate Req Details" button with TalentLink. That adds additional information to the job posting (Bargaining Unit, Regular/Temporary, Hours Per Week, etc.). It is essential and required that managers include this information in the posting.

Application Statuses

In TalentLink, managers can send emails to applicants as they move along the recruitment process.

If a manager is not going to move forward with an applicant, they should move the applicant to either the "Interviewed, Not Hired" or "Not Hired, Not Interviewed" status. Managers should keep the applicant updated on their status as soon as possible.

Hire Data from TalentLink to PAC

The export of data from TalentLink to PAC occurs at 12pm and 12am every day. This allows Template-Based Hire (TBH) initiators to create the TBH the same day the new hire’s status is changed to "Hired/Initiate Onboarding" instead of having to wait a day.

Submitting Finalists

Managers should ensure the statuses of all the other applicants are changed before submitting a finalist for clearance. Finalists will not be cleared unless the statuses of the other applicants have been updated.

Closing Postings

When a manager is ready to make an offer to an applicant, they should take down the job posting so no more applicants can apply.

If needed, a manager can easily repost the position using the same requisition. Please note that only HR Level 4 users can close postings. If you do not have an HR Level 4 user on your team, please reach out to your Senior HR Business Partner (CUIMC HR Ops for CUIMC postings) to have the posting taken down.

There is always someone to help if you encounter a problem or have a question regarding TalentLink. The standard TalentLink support structure is outlined below. Follow this process to help you resolve any system issues.

Training Videos/Job Aids

Provides guidance on how to perform necessary functions in TalentLink

Other Users

Your colleagues may be able to answer many of your questions

Senior HR Business Partner

Your Senior HR Business Partner can assist with system troubleshooting, training and configurations

Knowledge Portal

A single point of access for training and information on the system. Created by the vendor, the knowledge portal is not specific to Columbia, but full of applicable information. Can be accessed through TalentLink. Select "Knowledge Portal" from the information button on the top right

Multifactor authentication (DUO)

Two-factor sign-in authentication that protects systems with sensitive data. When logging into TalentLink, you will be asked to enter your UNI and password, and then confirm your access using DUO.

If you do not know your UNI or password, go to http://uni.columbia.edu.

For further assistance with DUO or your UNI and password, please contact the CUIT Service Desk at 212-854-1919 or email [email protected].