HIRING MANAGER S JOB SITE USER S GUIDE. Fitchburg State University Hiring System

Transcription

1 HIRING MANAGER S JOB SITE USER S GUIDE Fitchburg State University Hiring System

2 TABLE OF CONTENTS INTRODUCTION... 3 GETTING STARTED... 5 CREATING A POSTING.7 Creating Posting from Position Type... 7 Posting Form..8 Applicant Documents... 9 Adding Supplemental Questions... 9 Guest User Search Committee Ranking Criteria Reference Letters Documents...12 Summary..13 Submitting the Posting & Adding to Watch List Reviewing and Approving a Posting Create a Posting from Template..15 Create a Posting from Previous...16 VIEWING APPLICANTS TO YOUR POSTINGS Viewing and Printing Applications Changing the Status of Applicants INSTRUCTIONS FOR INITIATING HIRING PROPOSAL...18 Starting the Hiring Proposal Final Process Note.20

3 INTRODUCTION Welcome to the new 7.0 Fitchburg State University Online Employment Application System. The Human Resources department has implemented this system in order to automate many of the paper-driven aspects of the employment application process. You will use this system to: Create and submit Postings to HR View Applicants to your Postings Notify HR of your decisions regarding the status of each applicant and final successful candidate selected The system is designed to benefit you by facilitating: Faster processing of employment information Up-to-date access to information regarding all of your Postings More detailed posting-specific of Applicants qualifications before they reach the interview stage The HR department is providing these training materials to assist with your understanding and use of this system. Your Web Browser The Employment Application System is designed to run in a web browser over the Internet. The site is best viewed in Internet Explorer 5.5 and above. Version of the PeopleAdmin HR Suite has been tested with these browsers: Browser Support: Microsoft Internet Explorer versions 7 and 8 Mozilla Firefox version 5 and later Apple Safari version 4 and later Google Chrome Other browsers may work, but have not been tested. The site also requires you to have Adobe Acrobat Reader installed. This is a free download available at Security of Applicant Data To ensure the security of the data provided by applicants, the system will automatically log you out after 60 minutes if it detects no activity. However, anytime you leave your computer we strongly recommend that you save any work in progress and Logout of the system by clicking on the logout link located on the bottom left side of your screen.

4 APPLICANT ACCOUNTS VS. APPLICATIONS In PeopleAdmin 7, applicants are no longer able to edit their application outside of the process of applying to a specific job. This will help applicants avoid confusion over whether they have actually submitted an application to positions. The most recent information on this form will always be available to end users within the system. So, if an applicant updates their account information, the most recent contact data will be available to hiring authorities within your organization. Applicants must still fill out applications to apply to a particular position and the system will keep track of their most recent information used on each application type and pre-populate new application form with this information each time they apply to a position. This should go a long way in reducing your workload when it comes to updating contact information for applicants and then applying the most recent version of their application to all jobs to which they have applied. Applicants will be able to do the following: Book mark jobs they are interested a job posting to a friend Upload and manage documents such as resume, cover letters, etc without going through the application process. Update the Account Settings (Login and Contact Information) Enter Voluntary Demographic information without going through the application process

5 GETTING STARTED After entering the URL, the login screen for the system will appear and should be similar to the following screen: Before you may enter the site, if you do not already have a user account, you must create one by clicking on the First time here? Request an account" link on the bottom of the log- in screen.

6 After you click this link, the following screen will appear: Enter a user name and password, along with the rest of the requested information. Please write down your user name and password. You will need them each time you log in to the system. After completing this form, click Continue, and you will be asked to review your information. After you have reviewed it, click Save. Your request will then be sent to the Human Resources Department, who will approve or deny your account. Once HR notifies by you that your request has been accepted, you will then be able to log in to the system with your user name and password.

7 CREATING A POSTING POSTINGS: You are able to create Postings from defaulted Position Type information, much like creating from scratch in your old version, but more specific. This concept replaces the Create a Posting from Scratch function in the current system. You will also be able to create postings from Template and Previous Posting. CREATE A POSTING FROM POSITION TYPE Logged in as your user type that normally would create a Posting. From the top Navigation Bar select Postings the appropriate Position Type Benefited or Non- Benefited (or from Home page choose link under the Shortcuts section on right). Select Create New Benefited Posting NOTE: Any default data that is housed at the position type level is pre-populated into your new posting at this time. This includes field data, required/optional questions, associated supplemental questions, as well as any other information on the Posting Form.

8 NEW POSTING SETTINGS PAGE Enter the Posting Name (Job Title).The information should carry over to the next page. Identify the Division and/or Department o If applicable, choose the appropriate Applicant Workflow State. This identifies what the default state or first step the applicants will go to when they successfully apply to this job posting Select the Create New Posting button Check your spelling before moving on, this will be available on all tabs of the posting form for your convenience. POSTING FORM The area below outlines some common tabs used on posting forms and some high level information about each. If your organization does not use one of the noted tabs, please disregard the associated section. Posting Details This is the first page in your form and will contain all of the pertinent details for this posting. Fill out the information on this page to match the requirements for the position you are posting. To navigate through the pages click on the section/page name in the left navigation menu or use the Next>> or <<Previous buttons within the page content. The navigation menu is now listed on the left where it shows a validation check for each page/tab on the posting.

9 The HR Site Admin has the ability to identify what documents need to be submitted for both internal users and applicants. Applicant Documents Move to the Applicants Documents page. This page will show you a list of documents that the applicant can attach to the job posting during the application process. Documents maybe preselected for you. Applicant Document Options You have the ability to reorder the documents by updating the number in the order column or simply click and drag the documents in the order you would like. Optional Documents: Checking box under the Included? column will include the document on the posting but give the applicant the option to attach it or not. Required Applicant Documents: To require documents you will need to check both boxes under the Included? and Required? columns. Supplemental Questions Adding a Question: If you are able to add supplemental questions to your posting you may search for existing questions here or add a new question to the bank. o Click on Add a question o The Add a Question box will appear where you can search the existing bank you can search by Category or Keyword. o To add a new question click on the link Add a new one and the question screen will appear. Name the Question (this allows you to search or categorize questions) Select a Category (if any, if not you can create question categories at a later time) As the HR Site Admin or HR you have the ability to approve questions by selecting Active in the Status dropdown Add the Question text and select the type under Question Answers Selecting Predefined Answers will prompt a menu of possible answers. The default is two answer choices, there is no limit. o Note: Each time an answer choice is filled in a blank answer choice appears. All answer choices that appear do not have to be filled in order to create the question. If you delete an empty answer choice box, another will appear. Fill in the predefined answer choices and select Submit. o Once the question is saved, you will be brought back to the Supplemental Question page and see the question listed under Included Supplemental Questions Supplemental Question Options: Order Allows you to reorder questions Required? Makes the question Required on the Posting

10 Note: Non HR user questions remain at a draft state until HR approves the question. No other users in the system will have access to use the question until it has been approved. Note that if any questions were included on the Position Type will automatically populate on the posting and may or may not be removable by the end user based on setting for that particular position type. Adding Points or Disqualifiers to Supplemental Questions: Click on the Question Name under the Question column to see the Question Details. The following information will appear under the Question Details o Possible Answers: Will show what question type that was selected (Predefined options or Opened Ended) Under this section you can assign points or a disqualifier to each answer selection o Points and Disqualifying: You can assign points or a disqualifier to each answer selection o Click Question Name to hide question detail options. Guest User Tab Guest user accounts may be given to an individual who you wish to review candidates only and assists the hiring manager in selection of finalist or finalists. Guest users cannot make any changes or provide input on criteria established. Select Create Guest User Account The system will automatically generate a username and strong password for use by this guest user account. If you would like to change this password, simply place your cursor in the Password text box, enter in the desired password and select Update Password. Enter in the addresses of the persons who will need guest user access to this posting in the provided area, one address per line, and then select Update Guest User Recipient List to save the list. o Note: Guest user account is activated when the Posting has reached a designated state change. The will be sent to the guest user when the guest user account is activated and is configured to trigger from the Posting state change. Generally this is when the position has been posted.

11 Search Committee Search committee members are those who have been identified, including the search chair, as individuals who will review, rank and participate in interviews for a specific search to establish finalists and/or finalist. They will have the ability to input comments and findings to the chair after interviews for consideration. Enter individuals from Search section with First and Last name and address. If member is not currently in the system, you can create an account for them by completing the New Search Committee Member section. This will trigger an to them granting search committee access the member. Ranking Criteria Ranking criteria is established for the search committee members to utilize and assist with determining how the finalists interviewed compare and for the information to be available for the chair to determine final recommendation. Note: Only the search chair has the ability to view all comments and rankings from committee members.

12 Reference Letters Please indicate if reference letters are required from applicants by checking the appropriate box. If references are required, please note the amount (normally three) and any special instructions to both the applicant and the provider if applicable. Documents Documents: On the Posting Documents tab you will see the available documents that system users have to attach to the posting. To attach a document select the Actions link next to the document name or click on the existing available. Select one of the following options: APA Job Description Template or Form 30 -HR You will need to fill in the document Description Notes: Once you hit Submit, you should be back at the main Posting Documents tab. The name of your document will appear under the main document name.

13 You will have a link to the document that was attached. Click on the link to view the document If a message appears that reads conversion in process means that the document is converting to a pdf file format and it may take a few minutes to complete depending on the size and/or format of the document you have uploaded. You can continue to either upload additional documents if needed or move forward in the posting creation. Posting Summary Screen Once you feel that you have entered in all necessary information on the posting form, select the Summary link on the left navigation menu or you can scroll through the navigation buttons to the Summary page. The overall Summary shows the Summary, History, and Settings (Posting Settings) in a tab view format. Note: You are now on the Summary page of your posting and all field validations have been run on your posting form. As you review your posting form you will note that each section that correlates to a tab on your posting form has either a checkmark or a red X next to it. The latter indicates that information is missing (for example, a required field has not been filled in). Click on the Edit link next to the Tab Name to return to the Edit view of the posting to correct any issues with your form before submission and then return to the Posting Summary view. Print Preview Select the Applicant Preview link in the right hand action pane to see a preview of what the applicant will see when reviewing he posting on the Applicant Portal. Select Print Preview to see a Print Preview version of the Posting Summary. Submit to next approval step (Workflow Actions of the Posting) To move the Posting along in the process hover on the Take Action on Posting button and the appropriate workflow actions will appear for the user group that is currently logged in. Once the Workflow Action is selected, the comment box will appear. Select Submit *Note: You have the ability to add this posting to your watch list by checking the box located in the Comment section. You can also add the posting to your watch list after it is posted by clicking on the Action button and selecting Watch.

14 Reviewing and Approving Postings (for users approving postings during workflow only) Log in as a member of the user group that should approve this posting at the next stage in the approval process. (next level approver) The Inbox will show the items that the each user will need to take action on (review/approve). Click on the Inbox icon located on the top control pane or view the Inbox on the Home page to verify that you now see that posting in your inbox. o Note: There may be a difference in the total number of items that need your attention and the number of items that are showing in the section window. Your section window will only show the items that the current user group that you are logged in as. To view the details on the Posting Summary click on the Job Title. Review the details of the Posting. To Edit the Posting click on the Edit link next to the Tab Name to return to the Edit view of the posting to correct any issues with your form before submission and then return to the Posting Summary view. To move the Posting along in the process hover on the Take Action on Posting button and the appropriate workflow actions will appear for the user group that is currently logged in. Once the Workflow Action is selected, the comment box will appear. Select Submit

15 CREATE A POSTING FROM TEMPLATE The steps for creating a posting from a template are the same steps as you would walk through when creating a posting from a template. Log in as your user type that normally would create a posting. Then select the big orange button labeled Create New Benefited Posting o Note: On the Home page users can also the Shortcut link to create a new posting A menu box will appear and they can select how they want to create the posting. (Create from Template or Posting) o Note: The description text shown is to inform the user what that specific action will do. It is hard coded and cannot be changed. Select Create from Template Hover over the Actions link and a menu will appear. Click on the appropriate action. You should be on the New Posting Page (or the Posting Settings Page). Fill out the appropriate information and click the Create New Posting Button Enter the Posting Name (Job Title).The information should carry over to the next page. Identify the Division and/or Department o If applicable, choose the appropriate Applicant Workflow State. This identifies what the default state or first step the applicants will go to when they successfully apply to this job posting You will be taken to the first page of your posting. This may be the first page in your form and will most likely contain all of the pertinent details for this posting. Fill out the appropriate information on each tab and submit the posting for approval. Please reference the step by step instructions located under the first exercise. Note: Any default data that is housed at the Template level is pre populated into your new posting at this time. This includes field data, required/optional questions, associated supplemental questions, as well as any other information on the Posting Form.

16 CREATE A POSTING FROM PREVIOUS POSTING The steps for creating a posting from a Previous Posting are the same steps as you would walk through when creating a posting From a Posting. Log in as your user type that normally would create a posting. Then select the big orange button labeled Create New Benefited Posting o Note: On the Home page users can also the Shortcut link to create a new posting A menu box will appear and they can select how they want to create the posting. (Create from Template or Posting) o Note: The description text shown is to inform the user what that specific action will do. It is hard coded and cannot be changed. Select Create from Posting Hover over the Actions link and a menu will appear. Click on the appropriate action. You should be on the New Posting Page (or the Posting Settings Page). Fill out the appropriate information and click the Create New Posting Button Enter the Posting Name (Job Title).The information should carry over to the next page. Identify the Division and/or Department o If applicable, choose the appropriate Applicant Workflow State. This identifies what the default state or first step the applicants will go to when they successfully apply to this job posting You will be taken to the first page of your posting. This may be the first page in your form and will most likely contain all of the pertinent details for this posting. Fill out the appropriate information on each tab and submit the posting for approval. Please reference the step by step instructions located under the first exercise.

17 APPLICANT REVIEW You are able to review applications and other applicant material associated with a job posting. You will be able to filter and export the answers to supplemental questions associated with the job posting. REVIEWING APPLICANTS Log in as the user group who is responsible for reviewing applicant materials From the top Navigation Bar select Postings Select the appropriate position type Use the Search area at the top of the page to locate the posting you need to review applicants for. o To get to the Applicants Screen select the Applicants tab From the Applicant Review screen you will be able to perform several actions. Note: The actions available will depend on the user group permissions. Some user groups may have additional functionality in the system o o o o On the Applicant tab, you will see the applicants that have applied to the position. On the Applicants tab you will be able to use the search area to applicants by the status of their application and also create different applicant searches under the More Search Options link. Hover over the Actions button and you will be able to perform the following Actions: Review the Supplemental Questions to review the answers statics for the Supplemental Question answered by all applicants Click on Search Answers to search for the answers to specific questions Click on Export Answers to export the answers to an excel spreadsheet Export the Search Results to Excel. Move a bulk of applicants from one status to another Hover on the Actions link and select View Application to view an individual applicant s material you can click on the applicant s name View the Application When you are on the Application Summary for the specific Applicant. You will see two tabs, Summary and History. Summary Tab: will show you the application that was submitted to the posting, Supplemental Questions, Applicant Documents o Hover over the button Take Action On Job Application to move the applicant(s) through the Applicant Screening/ Hiring Process History Tab: will show the history of the application process for that specific applicant and any communication the applicant received.

18 INSTRUCTIONS FOR INITIATING THE HIRING PROPOSAL 1. Initiator of Hiring Proposal. Generally it is the user group that it is the hiring manager. 2. Go to the Applicant Tab of the posting. Click View Application under Actions drop down menu or applicant s name. Change the applicant status to the status that initiates the Hiring Proposal to Recommend for Hire. 3. You may need to refresh the page or back out and go back in and you will see a link on the top right section of the page that will allow you to click the link labeled Start the Hiring Proposal (Begin Hiring Proposal). 4. Then click the button to Start the Hiring Proposal or select Cancel if an error was made. 5. The Hiring Proposal information will appear, automatically filled with the finalist s information. Click on the Next button.

19 6. On the Hiring Proposal Position Information section, enter required information in relation to the new hire. 7. On the Hiring Proposal Summary Page, select the appropriate Hiring Proposal workflow action according to the workflow process then hit the submit button.

20 Note: A notification will be sent to the appropriate user group according to the workflow 8. As next level users will log into the system and click on Search Hiring Proposal or you can Search for the Posting and go to the Applicant Information and view the Hiring Proposal there. 9. Click on the Show icon and you will be on the Summary Page of the Hiring Proposal. 10. To Edit the information on the Hiring Proposal, click on the link labeled Edit Hiring Proposal under the Actions section 11. Once the information is complete you can select the appropriate workflow state (in most cases this will be Submit for Dean/VP Approval depending on department). 12. If approved, hiring proposal will move on to either President for professional positions or HR for classified. FINAL PROCESS NOTE: The hiring proposal will go through the appropriate approval process until it reaches the Human Resources who will complete the final steps in the process by Hire Approved and change the position status as filled..