PARTICIPANT GUIDE. Recruitment, Assessment and Selection JobApply Administration. HR DESIGN JobApply Administration Page 1

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1 PARTICIPANT GUIDE Version 1.1 (updated ) Recruitment, Assessment and Selection Page 1

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3 Table of Contents JOBAPPLY ADMINISTRATION... 4 Purpose... 4 Learning Outcomes... 4 Agenda... 5 WHAT IS JOBAPPLY?... 6 Usage Guidelines... 6 System Overview/Tour... 6 How To: Log in to... 7 ACCESS AND SECURITY OVERVIEW... 8 How To: UDDS and Security Role Assignment... 8 Check for Understanding ADD LISTINGS TO JOBAPPLY How To: Activate a listing in JEMS CHRIS/PVL How To: Set Up a Listing in JobApply How To: Work With Document Types Approval and Release Check for Understanding JOBAPPLY APPLICANT EXPERIENCE How To: Apply for a Job Check for Understanding WORKING WITH APPLICATIONS How To: View Applications How To: Update Applicant Documents, References, or Work History How To: Work with History Events Check for Understanding RESOURCES Page 3

4 JOBAPPLY ADMINISTRATION JobApply is the online job application system for UW-Madison. The system allows web-based submission of job application materials and web-based tracking and administration for UW-Madison hiring administrators. PURPOSE The purpose of this module is to provide a step-by-step walk through of the administrative set up procedures in JobApply. LEARNING OUTCOMES At the end of this module, you will: Understand the overall process for using the system Understand how to assign access and security to the system Learn to create JobApply listings Understand document types and work history Experience applying for a position Understand how to view applicant materials and add history events What are your expectations for this class? What personal or departmental benefits do you anticipate from completing this class? Page 4

5 AGENDA What is JobApply? o System Overview Access and Security Overview o UDDS and Role Assignment JobApply Listings o Activate o Set up o Approval and Release JobApply Customer Experience o Account Creation o Application Process Working with Applications o Viewing and Updating o History Events Resources Notes: Page 5

6 WHAT IS JobApply? JobApply is UW-Madison s web-based system for accepting and tracking job application materials. Launched in June 2015, it is an interim system to manage the application process when wisc.jobs is no longer utilized by the university. USAGE GUIDELINES All University Staff job vacancies (except custodial positions) must use JobApply to collect application materials from job applicants. Faculty, limited, and academic staff vacancies may collect materials using JobApply or continue to accept application materials in the current manner. SYSTEM OVERVIEW/TOUR JobApply consists of two environments: Administration where administrative set up and application processing happens. Access to this area is limited to designated hiring administrators across campus and controlled by assigned security levels. Page 6

7 Applicant where job seekers submit application materials. Any job seeker can set up an account in JobApply. The typical path to JobApply is from the UW-Madison employment website, Account holders can also return to their account by going directly to the JobApply website at: o **Note: If you are an administrator, you cannot set up an applicant account using your wisc.edu address. HOW TO: LOG IN TO JobApply ADMINISTRATION Access to is via Net ID. Designated campus personnel will be granted access to the system by the Office of Human Resources (OHR). In turn, they will be able to add access for additional users within their UDDS. To log in, visit You will be prompted to enter your Net ID and password. The landing page is the Application Administration area. This is where you can search for a PD/PVL and view the current applications and associated status. Page 7

8 ACCESS AND SECURITY OVERVIEW Users are only granted access to specific UDDS(s). Division-level users receive Axx access, and will be able to work within their assigned role on any items that fall under that UDDS umbrella. Access can be limited to sub-levels of the UDDS (e.g. Axx-xx or Axx-xx-xx). There are four roles in JobApply. Role A Access to: All menus and functions (only available to central OHR) B Administrator menu Application View applications for a particular PD/PVL within the UDDS and add history events Listing Set up and submit listings UDDS Grant access and assign security role to others within the UDDS C Administrator menu Application Listing D Administrator menu Application HOW TO: UDDS AND SECURITY ROLE ASSIGNMENT 1. Choose Administrator to UDDS 2. Type the UDDS number (to the level of specificity you wish to assign) for which you wish to add a user and click SEARCH 3. Click Edit next to the UDDS Page 8

9 4. Click New and type in the Last Name, First Name and SEARCH 5. Click Edit next to the name 6. Click Save to add the user Page 9

10 7. Enter a Begin Date (**DO NOT enter an end date) and Save DO NOT enter an end date. (This field will eventually be removed.) If you added a future date for the begin date, you need to Uncheck the Active Only field to view the user. 8. Click Edit to add the security role. Page 10

11 Choose B, C, or D 9. Click Add Role to complete the process. 10. Click Close to return to the UDDS Administration main screen. Page 11

12 CHECK FOR UNDERSTANDING 1. Who can log in to JobApply administration? a. Anyone with a Net ID b. Only human resource specialists c. Only people with a Net ID that have been added to a UDDS and given a security role d. Only programmers 2. There are security roles in JobApply. a. 18 b. 4 c. 7 d Which roles can grant access and assign a role to new users? a. D b. C, D c. A, B d. A, B, C 4. Which roles can create listings and work with applications? a. D b. C, D c. A, B d. A, B, C 5. What can Role D access in JobApply? a. UDDS b. Applications c. Listings d. All of the above Page 12

13 JobApply LISTINGS The first step to activating JobApply is to indicate in JEMS CHRIS or JEMS PVL that you intend to use JobApply. Using JobApply to collect application materials is required for all University Staff vacancies. Other vacancies in the PVL system can opt to use JobApply or continue to follow current practices with collection of application materials. Setting up listings in JobApply is the next step to allowing applicants to apply via the JobApply system. Those in security roles A, B, and C have access to set up a listing. Setting up the listings involves making decisions in three main areas: 1. What type of materials does the applicant need to supply? Upload specific types of documents (e.g. cover letter, resume, etc.)? Complete a work history form (a form that is preset in the system to collect a work history)? Both? 2. Do you want to require reference information as part of the application process? If yes, how many? Are there any special instructions you want to include about references? 3. What are your How to Apply instructions (typically the same as you created with the PD/PVL)? HOW TO: ACTIVATE A LISTING IN JEMS CHRIS/PVL Both the JEMS CHRIS and JEMS PVL systems have a check box to indicate you wish to use JobApply. Once your listing is approved, it will be pending in JobApply to set up the listing. These are the screens within JEMS CHRIS and JEMS PVL. Page 13

14 HOW TO: SET UP A LISTING IN JOB APPLY 1. Log in to JobApply ( You will be prompted for your NetID to log in. 2. Choose Administrator to Listing This screen initially shows any listings that have already been created within the UDDS(s) for which you have access. 3. Click Add Listing Page 14

15 4. After choosing JEMS CHRIS or JEMS PVL, you will see a drop down list of pending job listings within your assigned UDDS. 5. Click on the item to set up, and complete the following fields: Work History Type: Uploaded Documents Work History Both Require Reference? (Check if you want the applicant to provide references when they apply. *Note if you activate this, an applicant MUST provide references or they cannot complete the application.) References (Min): (Only active and required if you check Require Reference ) References (Max): (This field is required if you check Require Reference. **Note: set the Max the same as the Min. Currently it does not function as an optional Max, but functions as a required number of references. ) Ref. Instructions: (Include any special instructions for references e.g. if you want a reference to be a supervisor.) Instructions: (Include your How to Apply instructions here typically this will be the same information you have in JEMS CHRIS or JEMS PVL. These instructions show as a screen during the application process.) Page 15

16 **Note: Standard text regarding submission of references and the required release are automatically on every listing. Custom Ref. Instructions that you enter show up right above the reference collection box. Page 16

17 6. Click Create to continue to the next step of set up for the listing choosing document types. Require Reference? *Note if you activate this, an applicant MUST provide references or they cannot complete the application. References (Min): (Only active and required if you check Require Reference ) References (Max): (This field is required if you check Require Reference. **Note: set the Max the same as the Min. Currently it does not function as an optional Max, but functions as a required number of references. ) Page 17

18 HOW TO: WORK WITH DOCUMENT TYPES JobApply is pre-loaded with 11 document types. Cover Letter and Resume are set as defaults and will initially show on a listing, but you may choose to keep or delete for each individual listing. The other document types include: Certification Curriculum Vitae Letter of Recommendation Licensure Other Reference Letters Statement by Candidate Transcripts Writing Sample Each document type will accept an upload of a.pdf,.doc, or.jpg and file size limited to 1MB per file. 1. If you chose Uploaded Documents or Both for your Work History Type, then the default Application Document Types of Cover Letter and Resume display. Page 18

19 2. Click Add Application Document Type to request additional materials. Page 19

20 3. Include instructions for the applicant in the field labeled Upload Instructions: 4. Click Save to add the document type. 5. This example listing now requires three document uploads. Page 20

21 6. To add instructions to the default Cover Letter or Resume, or make changes to special instructions you have on other document types, click Edit for the document type. 7. The final step is to Submit the listing. **Once you Submit your listing, you will no longer be able to make changes to the listing. APPROVAL AND RELEASE When you submit a listing it is reviewed by central OHR for release to the jobs.wisc.edu website. Once released, it is an overnight load before it appears on the website. You can no longer edit a listing once you submit to OHR. If you need changes, you must consult with central OHR. Page 21

22 CHECK FOR UNDERSTANDING 1. JobApply must be used for what type of vacancy? a. Academic Staff b. University Staff (excluding custodian vacancies) c. All University Staff (including custodian vacancies) d. All vacancies 2. How do you indicate you will be using JobApply? a. Inform central OHR b. c. Check the appropriate box in either JEMS CHRIS or JEMS PVL d. Put a post-it note on the file 3. How do you find the listings that are pending? a. Choose Administrator to Listing and Add Listing b. Choose Administrator to Application c. Choose Administrator to UDDS d. Do a Google search 4. Which of the following is not a Work History Type that you can request of applicants? a. Uploaded Documents b. Telephone Conversation c. Work History d. Both (Uploaded Documents and Work History) 5. What are the default document types added for newly created listings? a. Writing Sample and Resume b. Certification and Licensure c. Letter of Recommendation and Transcript d. Cover Letter and Resume Page 22

23 JobApply APPLICANT EXPERIENCE Job seekers will find openings via the jobs.wisc.edu website. For listings that will use JobApply, an Apply Online button will be available. Once in the JobApply system, applicants will either log in if they have an account, or create an account. HOW TO: APPLY FOR A JOB Upon successful log in or account creation, the applicant will review contact information and move through the affirmative action data. Next, the applicant will see the Instructions page that you created in JobApply. Page 23

24 The next screen is to provide references if the listing requires collection of references. If the listing did not ask for references, then the applicant does not see this screen. Next, applicants will upload documents (if requested). Page 24

25 The work history form allows the applicant to type in the work history information. Currently, this information is stored with every application, allowing the user to customize the work history for the current application. The next screen gives the applicant the opportunity to request confidentiality. Page 25

26 This is followed by an Exit Poll in which the applicant can indicate where he/she heard about the job. The final confirmation page, gives a summary of the information collected. Once the materials are submitted, the applicant cannot make changes unless they connect with the contact for the listing and arrange to upload a new document, change a reference or work history information. Page 26

27 Once an applicant submits materials, the Thank You screen shows and the system will send a confirmation . Page 27

28 CHECK FOR UNDERSTANDING 1. How do job seekers access a listing in JobApply? a. Find a vacancy on jobs.wisc.edu that has an Apply Online button b. By calling job-4mee c. d. None of the above 2. When applying for a job, the applicant always sees this screen? a. References b. Work history c. Affirmative action data d. Upload documents 3. An applicant can upload how many documents? a. Unlimited b. 1 c. 2 d. As many as required by the listing 4. When can an applicant change the information submitted without contacting the creator of the listing? a. Anytime until the position is filled b. 24 hours after submit c. Cannot change the information once it is submitted d. None of the above 5. How does an applicant know his/her materials were received? a. They don t b. JobApply sends a confirmation message c. The hiring administrator will call all the applicants d. They receive a text message Page 28

29 WORKING WITH APPLICATIONS By searching with the PD/PVL number, you can view the applications for that listing. You have the opportunity to download a list of applicants, print application materials, and track the status of applications. HOW TO: VIEW APPLICATIONS 1. Choose Administrator to Application. This is also the landing page when you first log in. 2. There are several search options. But to view a single listing, search by the listing number. 3. Choose JEMS CHRIS or JEMS PVL and type in the PD/PVL number and click Search. 4. The Excel icon downloads a spreadsheet of all applicants contact information. 5. Click individual applicant Edit to work with a single applicant. This is where you can view, download, and print the materials the candidate submitted. Page 29

30 6. The initial view you have is the Summary view that shows all the applicant information on one screen. 7. Clicking any of the document icons will open the document. 8. You can also use the Current View drop down box to view and edit specific items. Page 30

31 HOW TO: UPDATE APPLICANT DOCUMENTS, REFERENCES OR WORK HISTORY If you need to replace a document for an applicant, change information for a reference or make a change to the work history, you can do so in the Current View of any of those items. Uploaded Documents is shown below as an example. 1. Click Edit and upload a new document. 2. To return to the list of applicants, close the current applicant by clicking the close icon. Page 31

32 HOW TO: WORK WITH HISTORY EVENTS You track the status of applications by adding History Events. 1. Choose the History view for an applicant. 2. Click Add History Event to update the application. You have a drop down list of choices. Each of these options maps to determine the overall Application Status. Page 32

33 Adding this history event. Application Submitted Application Withdrawn Awaiting Receipt of Additional Materials Declined Offer Accepted another offer Declined Offer Compensation Declined Offer Hours Declined Offer Location Declined Offer No longer interested Declined Offer Not available by start date Declined Offer Other Declined Offer Work Environment Did Not Meet Minimum Requirements Failed to Send Additional Materials Interview Requested Interview Scheduled Offer Offer Accepted Qualifications do not fit our needs Recruitment Cancelled Referred for Review Changes the application status to this: Pending Initial Review Application Withdrawn Awaiting Receipt of Additional Materials Offer Declined Offer Declined Offer Declined Offer Declined Offer Declined Offer Declined Offer Declined Offer Declined No Longer Considered No Longer Considered Interview Requested Pending Secondary Review Offer Pending Offer Accepted No Longer Considered Recruitment Cancelled Applicant Referred for Review 3. Application Status is shown on the Application screen (Administrator to Application). Page 33

34 CHECK FOR UNDERSTANDING 1. How do you access the application materials? a. Check the mail b. Choose Administrator to Application and search by PD/PVL c. Go into the Listing and click on Edit d. None of the above 2. What is the process to update a document that was already submitted to JobApply? a. Applicant can upload a new version b. It is not possible c. Administrator can upload a new document for the applicant d. Central OHR must upload the new document 3. What items can the hiring administrator update for an applicant? a. Uploaded documents b. References c. Work History d. All of the above 4. Which of the following is not a history event? a. Interview Requested b. Declined Offer - Climate c. Offer d. Referred for Review 5. Where do you view the Status of all the applications? a. Administrator to Application b. Administrator to Listing c. Within the Excel spreadsheet download of all applicants d. Both A and C Page 34

35 THANK YOU Christine Ray Talent Recruitment and Engagement Susan Baculik Talent Recruitment and Engagement Lauren Bowers Talent Recruitment and Engagement TO REPORT SYSTEM PROBLEMS PLEASE 1. Notes: Page 35