PEOPLEADMIN DEPARTMENT OF TRAINING HUMAN RESOURCES MANUAL

Transcription

1 PEOPLEADMIN DEPARTMENT OF TRAINING HUMAN RESOURCES MANUAL DEPARTMENT ADMIN 2016

2 Contents Introduction... 3 Your Web Browser...3 Security of Applicant Data...3 Resources...3 Getting Started... 4 Getting Access...4 Navigation...5 Modules...6 How Pages Are Organized...6 Search Option...6 Search Tips...7 Open Saved Searches...9 Export Option...9 Action Features...10 Position Descriptions Create a New Position Description...11 Role...13 Position Details...13 Funding...14 Job Duties (for Staff, Wage and AP Faculty)...14 Physical & Employment Conditions...14 Search Committee Members...15 Internal Documents...15 Employee...16 Supervisor Position...16 Requisition Form...17 Supplemental Questions...17 Applicant Documents...18 Position Request Summary...18 Edit a Position Description...21 Minor/Major Update on a Position Description...21 Seating an Employee for Staff/Wage...25 Employee...25 Viewing History...26 Postings Create a New Job Posting...27 New Posting...28 Position Details...29 Funding...29 Recruiting and Advertising...30 Search Committee/Interview Panel...30 Applicant Documents...31 Supplemental Questions...31 Guest User...32 Documents...32 Reference Requests (Faculty postings only)...33 September

3 Summary...33 Viewing Postings Print/View a Job Posting...35 Viewing Applications...36 Exporting Applicant Information...38 Downloading Multiple Applications...39 Reviewing Screening Questions...41 Updating Application Status...42 Bulk Action for Updating Application Status...44 Viewing History...45 Applicant Dispositions Hiring Proposals Create Hiring Proposal...48 Position Details...50 Funding (Staff)...50 Employment Conditions (Staff)...50 Documents...51 Hiring Proposal Summary...51 Closing Out Posting...52 Search Exemptions Create a Search Exemption Request...53 Role...54 Position Details...55 Funding...55 Physical & Employment Conditions...56 Search Committee Members...56 Search Exemption Request...56 Internal Documents...57 Employee...57 Requisition Form...57 Supervisor Position...57 Supplemental Questions...57 Applicant Documents...57 Position Request Summary...58 Search Exemption Posting...60 Changing Applicant Status...61 Search Exemption Hiring Proposal...62 Reference Letters Accept Online References for a Posting...65 Reference Requests...70 Do Not Accept Online References for a Posting...70 Reference Letters on the Applicant Site...71 Reference Provider Information...71 Reviewing References for an Applicant...72 Sending a Reference Request Manually...73 History...73 Field Descriptions Position Descriptions...74 Postings...77 Hiring Proposals

4 Introduction Welcome to the Virginia Tech Online Position Management and Employment Application System. The Human Resources department has implemented this system in order to automate many of the paper-driven aspects of the position description and employment application process. You will use this system to: Create and submit position actions through approved channels. View applicants to your postings. Notify Human Resources of your decisions regarding the status of each applicant. 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 screening of applicants qualifications - before they reach the interview stage. The HR department has provided these training materials to assist with your understanding and use of this system. Your Web Browser This system is designed to run in a web browser over the internet. The system support browser versions of Internet Explorer 7 and 8, Mozilla Firefox version 5 and later, Apple Safari version 4 and later and Google Chrome. However some of the older browser versions are less powerful than the newer versions so the appearance of certain screens and printed documents may be slightly askew. Please notify your departmental IT professional or system administrator of any significant issues that arise. The site also requires you to have Adobe Acrobat Reader or other.pdf software installed. Acrobat Reader is a free download available at In version 7 you can now use the back, forward and refresh buttons in your browser. You can also have multiple sessions of PeopleAdmin running at the same time. These features were not available in 5.8. Security of Applicant Data To ensure the security of the data provided by the 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 in the upper right-hand side of your screen. Resources The best resource for PeopleAdmin questions is an employment consultant. If you do not know who your consultant is for you area please contact the HR Service Center at (540) or hrservicecenter@vt.edu. The Employee Resource Guide ( provides links to help with the recruiting process. Under the Applications Support section of the HR Resource Guide ( support/index.aspx) provides PeopleAdmin training materials. 3

5 Getting Started PeopleAdmin User URL: jobs.vt.edu/hr or Applicant URL: After entering the URL the login screen will appear. Click on the link to log in with you VT PID and password. If you configured the 2-Factor authentication you need to log in using your 2-Factor method. Getting Access If you need access please contact the HR Service Center at or and they will provide you with directions on how to request access. Here is a list of roles that can be requested in the system: Dept Admin Supervisor Dept Head Senior Management You will receive an when your account has been established. 4

6 Navigation This is the page you will see when you log in. It presents a dashboard that provides access to: Items that need your attention - summary views of your inbox and watch list are available on the home page. Useful links and shortcuts You will also see a navigation bar at the top that has tabs to provide access to the main areas. Alerts - This box will contain reminders and information posted by Human Resources. Inbox - This will probably be one of the most useful tools for you in the system. For each individual users, the inbox will always contain items in the system that require that user s attention, across all user roles they may possess. Watch List - You will notice that when you see postings in the site you will have the ability to watch an item by select Watch under the Actions feature for a position description or a posting. 5

7 Modules The HR Suite is organized into two modules. Applicant Tracking - postings, applicants and hiring proposals Position Management - position descriptions and roles When switching between Applicant Tracking and Position Management use the button in the right hand corner of the screen and select the module name. Your system privileges determine the modules you can access and the tabs available to you in each module. How Pages Are Organized You will see tabs displayed at the top of the screen for each module. For example in the Applicant Tracking module you will Postings and Hiring Proposals. On the tabs where you access these kinds of information, you must select the appropriate position type from the tab menu. One pages that presents lists of similar items, typically these things are true: A check box is associated with each item to allow you to select more than one at a time for bulk operations. An Actions option displayed on the right hand side will show a menu of bulk operations and general actions. The name of each item in the list is a link that opens the summary view. The Take Action control on each item s summary page presents a menu of actions you can take on the item. Search Option After selecting a menu option you will see a list in which you can perform a keyword search or you can create saved searches that you will most commonly use. 6

8 Search Tips When using the search feature PeopleAdmin will search all text fields that you have access to. For example if you search for John Smith in Applicant Tracking it will return results found in applicants, former supervisor, reference or other job contact. Here are some helpful tips: Text search is not case sensitive. Enter whole words or use the * character as a wild card. For example, if you are looking for Janice MacCullough s profile but you are not sure how to spell her name, you might enter jan* (which will return all names that start with the letters Jan) or *ccull* (which will return all names that contain that string of letters). You must supply at least three letters in a row for any search that uses the wildcard character. Searches normally return items that contain all your search terms. For example, if you enter facilities manager, the search returns items that contain both these words. To exclude search results, use the! or - character. For example, to search for postings that contain the word director but not coordinator, enter director!coordinator or director -coordinator. To search for one or more out of a set of search terms, use the (vertical bar) character. For example, to search for postings that contain either of the words director or coordinator, enter director coordinator. You can t do a search that only specifies what not to return, such as!coordinator. You can t do a search for a word or phrase that was selected from a drop-down list, such as the name of a state, but you can use filtering to find the information. Adding additional columns to your search view is optional if you want to filter by a particular field in PeopleAdmin. For example maybe you want to see the number of active applications. Click on the More Search Options link which will expand and show the Add Column drop down list. Now select Active Applications from the list. 7

9 The column is now added. When you take your cursor and hover over a column name you will see options that will allow you to sort or rearrange columns. Sort ascending or descending order. < > X Move the column over to the right or left. Remove the column. Making a change to your search options will give the ability to save that search. To save click on Save this Search? Type a Name for this search and if you want to make this search your default click on Make it the default search? then click on Save this Search button. 8

10 The customized search has now been saved. You can create multiple saved searches and to access them just click on the search name to view that particular search. Open Saved Searches Human Resources has created some default saved searches to make finding some information easier. Click on Open Saved Search beside the search field to choose a particular search option. If you create your own saved search it will also show up in the list. Under Postings the following saved searches have been created: All Postings Closed Postings Completed Postings Open Postings Pending Postings Under Applicants the following saved searches have been created: Applicants Applicants with address Export Option The option to export search results into an excel spreadsheet is now available. Click on the Actions button and select Export results. Please note that there is a 1000 line limit that can be exported. 9

11 Action Features When viewing the list there is an Actions option for each row in the last column. If you take your cursor and hover over the Actions option for a particular posting or position description you will see what options are available. Use the following buttons to perform a new action. The buttons are located on the top right hand side of the screen for each module. You can also use the links in the Shortcuts section on the home page to perform a new action. When taking a new action on an item you can use the left-hand menu to navigate through each section or use the Next button to proceed to the next section. Please Note: If you use the left-hand navigation you will need to click on the Save button in each section and check the blue bar at the top to make sure that the section was successfully updated before proceeding to another section. 10

12 Position Descriptions The position description is used to describe the key responsibilities of the position. They are used to: Classify the position Establish the correct pay band and pay range Create the job advertisement Identify the screening criteria for selecting the best candidates to interview Create the most appropriate interview questions Develop the performance plan for the new hire Without a good job description it is highly unlikely the best candidate will be hired for the job. To learn more about writing a good job description, go to Job_Description.html Please Note: Before creating a new job description, search the system to make sure a job description does not already exist. Create a New Position Description 1. Log into with your VT PID and password. 2. Select the appropriate role (ex. DeptAdminUser), if needed. 3. Select Position Management module in the top right hand corner. 4. Select an option (Staff and Wage, AP Faculty, Research Faculty or T&R Faculty) under the Position Descriptions tab. Please Note: If you want to view the library of active position descriptions, create a new position description or enter a major or minor update for staff and wage you would select the Staff and Wage option from the drop down menu. If you want to see the library of what position description requests have been created and their status for staff and wage you would select the Staff and Wage Position Requests from the drop down menu. 11

13 5. Click on the Create New Position Description button. 6. Click on Create New PD option. 7. Enter the Working Title and select the appropriate Department. If cloning an existing position description click on the radio button beside the working title that you want to clone. You have the option to search for a particular working title by clicking on the Filter these results link. 8. Click on the Start Position Request button. 12

14 Role 9. Click on the radio button beside the role title name that will be associated with this position description. You have the option to search for a particular role by clicking on the Filter these results. You can click on a role title to see the description (this will appear in a separate window in your internet browser and you will need to close the window to return back to the role section). For faculty position descriptions there may only be one or two options to choose from. Please Note: On the left-hand navigation bar you will see each section associated with that type of position description. The sections without a checkmark means that there is required information that needs to be entered. The following steps will go through creating a staff and wage position description. 10. Click on the Next button. Position Details 11. Complete the position details information. If a field says can t be blank or has an asterisk beside it the item is required. Online Reference Letters for Faculty Positions: If a Human Resources or Equity consultant will be creating the posting for the department please make a note with the following information in the Additional Information section when submitting the position description with recruitment information: Allow to accept online references and specify if the department wants to send the requests as soon as an applicant has submitted their application or prefer to manually send the requests at a later time Minimum number of requests Maximum number of requests (optional) If applicable, reference provider special instructions Click on Check Spelling to spell check any words. 13

15 12. Click on the Next button. Funding 13. Enter the funding information. You can add multiple funding sources by clicking on the Add Funding Entry button. To remove an entry place a check mark beside the Remove Entry option and click on the Save button. 14. Click on the Next button. Job Duties (for Staff, Wage and AP Faculty) 15. Complete the job duties information. You can add multiple job duties entry by clicking on the Add Job Duties Entry button. You can remove an entry by placing a check mark beside the Remove Entry option and clicking on the Save button. 16. Click on the Next button. Physical & Employment Conditions 17. Complete the physical and employment conditions information. Click on Check Spelling to spell check any words. 14

16 18. Click on the Next button. Search Committee Members 19. If applicable, add Search Committee Members by click on the Add Search Members Entry button. You remove an entry by placing a check mark beside the Remove Entry option and clicking on the Save button. 20. Click on the Next button. Internal Documents 21. If applicable, attached documents as indicated. Click on Actions beside the item to upload a new document, create a new document using the system s word processing capabilities or select an existing document. 15

17 22. Click on the Next button. Employee This section will allow an employee to be associated with a position description. 23. Click on the radio button beside the name of the employee. You have the option to search for a particular employee by clicking on the Filter these results and search by name. Please Note: Not all employees are in the system, if their name does not appear you can skip this section. For faculty positions this step is not necessary. 24. Click on the Next button. Supervisor Position 25. Click on the radio button beside the working title/position number of the supervisor. You have the option to search for a particular supervisor by clicking on the Filter these results and search by position number. Please Note: Not all supervisor positions are in the system, if the position does not exist you can skip this section. For faculty positions this step is not necessary. 16

18 26. Click on the Next button. Requisition Form 27. If recruiting for this position at this time, complete the requisition form information. Please Note: A close date is not required for faculty positions. Supplemental Job Ad: Copy of ad being used on additonal recruiting sites should be entered in text box or attached as internal document. Click on the Add Recruiting and Advertising Plan Entry button to identify recruiting sources. You can remove an entry by placing a check mark beside the Remove Entry option and clicking on the Save button. 28. Click on the Next button. Supplemental Questions 29. There are required questions for all postings that will appear in this section. To add additional questions that will be asked of every applicant who applies to this position, click on the Add a Question button. Use the keyword search field to search for certain types of questions. If you do not find the appropriate the question you can add one and the question will go through an approval process before it can be used. Once the questions have been added you can arrange how the questions will appear and mark any questions as required. You can click on a supplemental question to assign points or mark a certain answer as disqualifying. 17

19 30. Click on the Next button. Applicant Documents 31. Select the document types that an applicant will need to upload when applying for this position. Select the radio button beside the item name in the Required column if the document is required. If a document type is optional when an applicant is applying then select the radio button beside the item name in the Optional column. You can see the document type details by clicking on the title. You can also rearrange the order of the documents on how they will appear to the applicant by clicking on the document name and while holding down the left button with your with your mouse drag the item to the proper spot. Please Note: Do not select Letter of Reference or List of References if using the online reference functionality. 32. Click on the Next button. Position Request Summary 33. Review the summary to make sure that the information on the position description is correct and all required fields have been completed. If you see this icon beside a section name this means that all required information in that section has been completed. If you see this icon beside a section name this means that not all required information has been completed. 18

20 To go back to the section to complete the required fields or to make a change click on the Edit link beside the section name. You will then see a red bar at the top of your screen to let you know what fields are missing information. Make the corrections then click on the Save button. Check to make sure that the section has been saved successfully then click on the Position Requests Summary link on the left hand side navigation bar. 34. When the position description is ready for routing click on the Take Action on Position Requests button and route it to the proper group. You may have the option to keep working on the position description or cancel it. Please Note: If you started to create a position description and decided to finish it at a later time you can locate the item under the (Staff and Wage, AP Faculty, Research Faculty or T&R Faculty) Position Requests option under the Position Descriptions menu. The item will be in a status of Draft. 19

21 35. Enter comments if needed. You will notice that the item is check marked to add the position description to your watch list. You may deselect this if you do not want the item in your watch list. Click on the Submit button. Please Note: A blue bar will appear at the top of the screen to let you know that the item was successfully transitioned. An will be sent to the proper group to let them know that an action will need to be taken. Once it has been routed through the proper groups the position description will be approved then will go into an active status. 20

22 Edit a Position Description You can edit a current position description by performing a minor or major update. Minor Update (Staff/Wage): Working title Work schedule Minor job duty changes Major Update (All Position Types): Role changes (up or down) Major job duty changes Major changes to the job summary and/or qualifications Minor updates only require the department head s online approval and does not go through senior management or Human Resources. Major updates are routed through the entire online approval process. Please Note: Human Resources must be notified (by the appropriate form) through a major update of any changes to the position description that will require an update in Banner to the person or the position. Updating the position description does not automatically update in Banner. Minor/Major Update on a Position Description 1. Log into with your VT PID and password. 2. Select the appropriate role, if needed. 3. Select Position Management module in the top right hand corner. 4. Select an option (Staff and Wage, AP Faculty, Research Faculty or T&R Faculty) under the Position Descriptions tab. 21

23 5. Click on the working title that you want to perform an update on. 6. Click on the Major PD Update or Minor PD Update option. 7. Click on the Start button. 8. Complete the fields in the Position Details section and click on the Save button. If a field says can t be blank or has an asterisk beside it the item is required. You can click on Check Spelling to spell check any words. 22

24 9. Click on a section name that you want to make a correction for. You can also click on the Next button to navigate through each section. 10. After you make a change in a section click on the Save button and continue to the next section until all changes have been completed. 11. Click on the section labeled Position Requests Summary. 12. Review the summary to make sure that the information on the minor/major update is correct and all required fields have been completed. You will be able to see what information was changed. If you see this icon beside a section name this means that all required information in that section has been completed. If you see this icon beside a section name this means that not all required information has been completed. To go back to the section to complete the required fields or to make a change click on the Edit link beside the section name. You will then see a red bar at the top of your screen to let you know what fields are missing information. 23

25 Make the corrections then click on the Save button. Check to make sure that the section has been saved successfully then click on the Position Requests Summary link on the left-hand side navigation bar. 13. When the position description is ready for routing click on the Take Action on Position Requests button and route it to the proper group. 14. Enter comments if needed. You will notice that the item is check marked to add the position description to your watch list. You may deselect this if you do not want the item in your watch list. Click on the Submit button. Please Note: A blue bar will appear at the top of the screen to let you know that the item was successfully transitioned. An will be sent to the proper group to let them know that an action will need to be taken. 24

26 Seating an Employee for Staff/Wage When a person s hiring proposal is completed in the PeopleAdmin system, it will automatically associate the new employee with the position description. If you need to update a position description to associate an employee s name with it, a minor update action needs to be taken on the position description. Follow the steps on page 23 to perform a minor update. Employee 1. After completing the steps to start a minor update, navigate to the Employee section. 2. Click on Filter these results to search for the employee. 3. Once you have located the employee click on the radio button beside there name. 4. Click on the Next button to continue to the next section or click Save then proceed to the Position Requests Summary section. 5. After reviewing the summary route the minor update to the proper group. 25

27 Viewing History If needed there is an option to view the history of a position description. This will contain information such as who performed an action, when s were sent and how many days the position description was in a particular state. 1. Under the Position Management module select an option (Staff and Wage, AP Faculty, Research Faculty or T&R Faculty) under the Position Descriptions tab. 2. Click on working title that you want to view. 3. Click on the History tab. 26

28 Postings The job posting is used to advertise your job on the VT jobs website ( Most of the job posting information is automatically loaded from the job description. Make sure you review the current job description and make any updates before creating the posting. If creating a job posting for a major update, you can perform the major update and job posting together in the Major Update action. This action will appear when you view a position description after selecting the Create New Posting option. An Employment Consultant or Affirmative Action will create the posting once the action has completed the online approval process. Please Note: A position description must exist before a posting can be created. Create a New Job Posting 1. Log into with your VT PID and password. 2. Select the appropriate role (ex. DeptAdminUser), if needed. 3. Select Applicant Tracking module in the top right hand corner. 4. Select an option (Staff and Wage, AP Faculty, Research Faculty or T&R Faculty) under the Postings tab. 5. Click on the Create New Posting button. 27

29 6. Click on the Create from Position Description option. 7. If needed, perform a search to find the position description that you want to create a posting from. Once the position description has been located select the Actions option on the right hand side and select View or Create From. If View is selected the position description will appear in a separate browser and you will see the option to Create Posting from this Position Description. If needed you can select or Major/Minor Update to update the position description and create a posting. New Posting 8. Verify the Working Title and the Department fields, the information should default from the position description. To accept online references place a check mark beside the Accept references box (Only available for faculty postings). In the Reference Notification option select Under Review by Department in the drop down list if a department wants reference requests to be sent by immediately after an applicant has applied for a position. Leave this option blank if the department chooses to manually send the request for references at a later time. Do not populate the Recommendation Workflow option, leave this field blank. Select Reference Letter in the Recommendation Document Type drop down list. 9. Click on the Create New Posting button. 28

30 Position Details 10. Information from the position description will default to the posting. You will need to review each field and complete any fields that are blank. If a field says can t be blank or has an asterisk beside it the item is required. You can click on Check Spelling to spell check any words. If using the online reference functionality include the minimum and maximum number of references to be entered in the How to Apply for this Job field. Please Note: On the left-hand navigation bar you will see each section associated with that type of posting. The sections without a check mark means that there is required information that needs to be entered. The following steps will go through creating a staff and wage posting. 11. Click on the Next button. Funding 12. Verify the funding information. You can add multiple funding sources by clicking on the Add Funding Entry button. You can remove an entry by placing a check mark beside the Remove Entry option and clicking on the Save button. 29

31 13. Click on the Next button. Recruiting and Advertising 14. Complete the Recruiting Plan and Advertising Plan sections. Click on the Add Recruiting and Advertising Plan Entry button to identify recruiting sources. You can remove an entry by placing a check mark beside the Remove Entry option and clicking on the Save button. 15. Click on the Next button. Search Committee/Interview Panel 16. If applicable, add Search Committee Members by click on the Add Search Members Entry button. You remove an entry by placing a check mark beside the Remove Entry option and clicking on the Save button. 30

32 17. Click on the Next button. Applicant Documents 18. Select the document types that an applicant will need to upload when applying for this position. Select the radio button beside the item name in the Required column if the document is required. If a document type is optional when an applicant is applying then select the radio button beside the item name in the Optional column. You can see the document type details by clicking on the title. You can also rearrange the order of the documents on how they will appear to the applicant by clicking on the document name and while holding down the left button with your with your mouse drag the item to the proper spot. Please Note: Do not select Letter of Reference or List of References if using the online reference functionality. 19. Click on the Next button. Supplemental Questions 20. There are required questions for all postings that will appear in this section. To add additional questions that will be asked of every applicant who applies to this position, click on the Add a Question button. Use the keyword search field to search for certain types of questions. If you do not find the appropriate the question you can add one and the question will go through an approval process before it can be used. Once the questions have been added you can arrange how the questions will appear and mark any questions as required. You can click on a supplemental question to assign points or mark a certain answer as disqualifying. 31

33 21. Click on the Next button. Guest User 22. In this section you can create accounts that will be used by members of the search committee. Committee members who log in using this account may view applications and resumes to this posting only and will not be able to take action on the applicants. To Create a Guest User Account Click on the Create User Account button The system will automatically create an username and password. If you want to use a different password you can type a new one in the password field and click on the Update Password button. Type the address for each person on the search committee and click on the Update Guest User Recipient List button. The account will be activated by a Employment Consultant or Affirmative Action when the posting has been approved and the users will receive an with this information. 23. Click on the Next button. Documents 24. If applicable, attach documents as indicated. Click on Actions beside the item to upload a new document, create a new document using the system s word processing capabilities or select an existing document. 32

34 25. Click on the Next button. Reference Requests (Faculty postings only) 26. Enter the Minimum and/or Maximum Requests to be received. Please Note: This cannot be changed once the posting has been opened. 27. If there are special instructions to be included in the that is sent to the reference contact please enter the information in the Reference Provider Special Instructions text box field. 28. Click on the Next button. 29. Review the posting, click on the Take Action on Posting button and route it to the proper group. Summary 30. Review the summary to make sure that the information on the positing is correct and all required fields have been completed. If you see this icon beside a section name this means that all required information in that section has been completed. If you see this icon beside a section name this means that not all required information has been completed. To go back to the section to complete the required fields or to make a change click on the Edit link beside the section name. You will then see a red bar at the top of your screen to let you know what fields are missing information. 33

35 Make the corrections then click on the Save button. Check to make sure that the section has been saved successfully then click on the Summary link on the left-hand side navigation bar. 31. When the posting is ready for routing click on the Take Action on Posting button and route it to the proper group. 32. Enter comments if needed. You will notice that the item is check marked to add the posting to your watch list. You may deselect this if you do not want the item in your watch list. Click on the Submit button. 34

36 A blue bar will appear at the top of the screen to let you know that the item was successfully transitioned. An will be sent to the proper group to let them know that an action will need to be taken. Once it has been routed through the proper groups the posting will be approved and will open on based upon the begin date that was entered. Viewing Postings When viewing postings there are default saved searches to help find postings in a particular status. When selecting Open Saved Search beside the search field these options are available: All Postings Closed Postings Completed Postings Opened Postings Pending Postings Print/View a Job Posting When viewing a posting you have the option to see how the posting looks to the applicant and print it. There are 3 options: See how Posting looks to Applicant Print Preview (Applicant View) Print Preview Use the print option in your internet browser to print the posting. 35

37 Viewing Applications Once the job posting opens and applicants start applying, you can view the applicants by going to your opened job posting. 1. Log into with your VT PID and password. 2. Select the appropriate role (ex. DeptAdminUser), if needed. 3. Select Applicant Tracking module in the top right hand corner. 4. Select an option (Staff and Wage, AP Faculty, Research Faculty or T&R Faculty) under the Postings tab. 5. Search and click on work title that you want to view. 6. Click on the Applicants tab. 36

38 7. Under the Actions option, select View Application beside the person that you want to view. 8. When viewing an application you will see following options to be able to View Posting Applied To and Preview Application. 9. Scroll to the bottom of the screen to view Document Types. You can either view/download each document type individually or the application and attached documents at the same time. You will need a.pdf reader installed to be able to view, save and print. Please Note: If selected to generate a.pdf with all of the documents please make sure to select Recreate PDF each time so that the most recent information will be downloaded. 37

39 Exporting Applicant Information Using the export feature is a good way to extract applicant information such as name, address, phone number, address, etc. when needing to contact the applicants (such as sending out rejection letters) or help with creating the screening matrix. When exporting the information the system will export all applicants and the information on the search grid and place it in an Excel spreadsheet. 1. Find the posting and click on the Applicants tab. 2. Click on Open Saved Search beside the search field and select Applicants with Address. 3. If needed, click on More Search Options then select the Add Column drop down list and chose additonal fields that you want to add to the search grid. You will need to select one field at at time. (ex. Phone, Address). There may be more than one field with the same name so you might have to add and/or remove columns to make sure that the correct column is added. 4. Click othe Actions button and select Export Results. 5. The results on the search grid will be downloaded into an Excel spreadsheet from the browser. 38

40 Downloading Multiple Applications To download applications and/or documents for more than one applicant you can perform a bulk action. Option 1: Download Applications as PDF 1. Place a checkmark beside the applicants name. 2. From the Actions option select Download Applications as PDF 3. Select the documents to download and click on Submit. 4. A dialog box will appear while the system is generating the file then the.pdf file will either appear in the browser or will ask you to download it. 39

41 Option 2: Create Document PDF per Applicant 1. Under the More Search Options, add a column labeld Combined Document. 2. Place a checkmark beside the applicants name. 3. From the Actions option select Download Applications as PDF 4. An option labeled View will not be available to select for the applicants to be able to download. 40

42 Reviewing Screening Questions If supplemental questions were added to a posting you can view and/or export the questions and answers to help screen the applicants. When viewing the applicants section under a posting click on the Actions button to see the following options: Review Screening Question and Answers This option allows you to review the questions and answers in a statistical format. You have the option to search for a particular answer or export the answers into a spreadsheet. Download Screening Question Answers This option allows you to download the applicant s names and supplemental questions/answers. When selecting this option the system will download the information into an Excel spreadsheet and will prompt you to save or open the file. 41

43 Updating Application Status After each step of the screening, interviewing, and hiring process you should update each applicant with a status. 1. Log into with your VT PID and password. 2. Select the appropriate role, if needed. 3. Select Applicant Tracking module in the top right hand corner. 4. Select an option (Staff and Wage, AP Faculty, Research Faculty or T&R Faculty) under the Postings tab. 5. Click on work title that you want to view. 6. Click on the Applicants tab. 42

44 7. Under the Actions option, select View Application beside the person that you want to view. 8. When viewing an application you will see following option to be able to Take Action on Job Application. 9. Select the appropriate status for the applicant. You can now go back to the applicant list and update a status for another applicant. The next page will explain how to perform a bulk action to update the status for multiple applicants. 43

45 Bulk Action for Updating Application Status If you do not want to update the status for each application individually you can perform a bulk action to update the status for each applicant. 1. When viewing the list of applicants place a check mark beside the names that you want to perform a bulk update on. 2. From the Actions button select Move in Workflow under the bulk action list. 3. Either select a status to change on all applicants or select a status for each individual applicant. 44

46 Viewing History If needed there is an option to view the history of a posting. This will contain information such as who performed an action, when s were sent and how many days the posting was in a particular state. 1. Under the Applicant Tracking module select an option (Staff and Wage, AP Faculty, Research Faculty or T&R Faculty) under the Postings tab. 2. Click on working title that you want to view. 3. Click on the History tab. 45

47 Applicant Dispositions Effective October 1, The applicant statuses have been changed to simplify the dispositioning process. The status for an applicant will remain Under Review by Department until the end of the selection process and a candidate has been selected for hire. At that time a status needs to be selected for each applicant in PeopleAdmin. Please do not select a status that has been renamed to RETIRED because these statuses are no longer valid. To be used when a candidate has been selected to be hired: Status Definition Recommend for Hire The candidate selected for the position. This status will allow a department to create a hiring proposal. To be used when a candidate has accepted or declined the job offer: Status Definition Hired The candidate accepted the position Status Recommend for Hire, Not Hired or Recommend for Hire, Not Hired (Silver Medalist) Definition Select a reason below Failed post offer - conviction/driving screening Failed post offer - check of application for accuracy Failed post offer - failure to report to work Failed post offer - reference check Failed post offer - other (must have approval from Human Resources or Equity before using) Failed post offer - drug/alcohol screening Declined offer - lack of partner opportunity Declined offer - compensation/benefits Declined offer - accepted another position Declined offer - location/type of work/schedule All other applicants will need to have a reason selected to reflect why they were not selected for hire: Status Definition Does Not Meet Minimum Does not meet the minimum qualifications posted for the position Requirements Status Meets Minimum, not advanced Definition Does meet the minimum qualifications posted for the position but not selected for formal interview. (Qualifications not as strong) 46

48 Status Selected for screening (airport, phone, etc), not advanced Status Selected for Formal Interview, Not Advanced or Selected for Formal Interview, Not Advanced (Silver Medalist) Other: Status Duplicate Application Expire from Pool Application Received Too Late Voided Applicant Withdrew Definition Select a reason below Declined screening or refused or unable to accept schedule, salary, duties or other work conditions Did not show for screening Could not contact for screening (After 2 attempts) Accepted another position Qualifications not as strong as other candidates Interpersonal or communication skills not as strong Other (must have approval from Human Resources or Equity before using) Definition Select a reason below Did not show for formal interview Could not contact for formal interview (After 2 attempts) Accepted another position Qualifications not as strong as other candidates Interpersonal or communication skills not as strong Refused or unable to accept schedule, salary, duties or other work conditions Declined Interview Other (must have approval from Human Resources or Equity before using) Definition Applicant has two active applications (usually happens if the applicant has created two accounts in PeopleAdmin). Use the application with the most recent date To be used when posting for a pool is being closed and the application is no longer valid Applications received after the final review date, application was not reviewed Application is no longer valid due to the posting being voided This is a system generated status used when an applicant withdraws themselves from the posting. 47

49 Hiring Proposals Once you have identified the top candidates to interview, change the status of each candidate to Recommend for Hire. At this status you now have the option to begin the hiring proposal. Create Hiring Proposal 1. Log into with your VT PID and password. 2. Select the appropriate role (ex. DeptAdminUser), if needed. 3. Select Applicant Tracking module in the top right hand corner. 4. Select an option (Staff and Wage, AP Faculty, Research Faculty or T&R Faculty) under the Postings tab. Please Note: Each posting type may have different sections that will need to be completed. The following steps will go through a staff hiring proposal. 5. Click on working title that you want to view. 6. Click on the Applicants tab. 48

50 7. Under the Actions option, select View Application beside the person that you want to start a hiring proposal for. 8. Click on Start Staff Hiring Proposal, Start Wage Hiring Proposal or Start Hiring Proposal (faculty). 9. The position that you are creating the hiring proposal will automatically be selected. There is another option which you can do a hiring proposal for a different position. This allows you to post one job and one position number but fill multiple position numbers from the same pool of candidates. 10. Scroll to the bottom of the screen and click on Select Position Description to continue. Please Note: For a wage or faculty hiring proposal you will only see the Position Details and Hiring Proposal Summary sections. 49

51 Position Details 11. You will need to review each field and complete any fields that are blank. If a field says can t be blank or has an asterisk beside it the item is required. You can click on Check Spelling to spell check any words. Please Note: Under Employee Information there is a field for VT ID Number. If you have the VT ID number please enter it, otherwise enter Do not enter a social security number. 12. Click on the Next button. Funding (Staff) 13. Verify the funding information. You can add multiple funding sources by clicking on the Add Funding Entry button. You can remove an entry by placing a check mark beside the Remove Entry option and clicking on the Save button. 14. Click on the Next button. Employment Conditions (Staff) 15. The information from the posting will automatically appear in this section. 50

52 Documents 16. If applicable, attached documents as indicated. Click on Actions beside the item to upload a new document, create a new document using the system s word processing capabilities or select an existing document. 17. Click on the Next button. Hiring Proposal Summary 18. Review the summary to make sure that the information on the hiring proposal is correct and all required fields have been completed. If you see this icon beside a section name this means that all required information in that section has been completed. If you see this icon beside a section name this means that not all required information has been completed. To go back to the section to complete the required fields or to make a change click on the Edit link beside the section name. You will then see a red bar at the top of your screen to let you know what fields are missing information. Make the corrections then click on the Save button. Check to make sure that the section has been saved successfully then click on the Hiring Proposal Summary link on the left hand side navigation bar. 51

53 18. When the hiring proposal is ready for routing click on the Take Action on Hiring Proposal button and select the proper action. Staff Hiring Proposals - route to the proper group Wage Hiring Proposals - select the action Approved Faculty Hiring Proposals - select the action Approved 19. Enter comments if needed. You will notice that the item is check marked to add the hiring proposal to your watch list. You may deselect this if you do not want the item in your watch list. Click on the Submit button. Please Note: A green bar will appear at the top of the screen to let you know that the item was successfully transitioned. Closing Out Posting After the applicants have been dispositioned and proper paperwork has been submitted to Human Resources please notify the Employment Consultant or Affirmative Action so that the posting status can be changed to Filled. 52

54 Search Exemptions Departments have the option to submit a search exemption when creating a faculty position description. Affirmative Action will review the search exemption and create a posting that provides a secret link so that the applicant will be able to use to submit an online application. The posting will not appear in the jobs listing site. The steps listed below will cover the search exemption process. As part of the search exemption request required documents will need to be uploaded in the Internal Documents section of the position description. Depending on the type of search exemption there may be other documents that will need to be upload. At a minimum please provide the following: CV (Curriculum Vitae)/Resume Letter of Justification Create a Search Exemption Request 1. Log into with your VT PID and password. 2. Select the appropriate role (ex. DeptAdminUser), if needed. 3. Select Position Management module in the top right hand corner. 4. Select an option (AP Faculty, Research Faculty or T&R Faculty) under the Position Descriptions tab. 5. Click on the Create New Position Description button. 53

55 6. Click on Create New PD option. 7. Enter the Working Title and select the appropriate Department. If cloning an existing position description click on the radio button beside the working title that you want to clone. You have the option to search for a particular working title by clicking on the Filter these results link. 8. Click on the Start Position Request button. Role 9. Click on the radio button beside the role title name that will be associated with this position description. For AP Faulty there are 2 roles to choose from and for Research and T/R there is only one option to choose from. You will need to make sure to select the role or there may be a problems submitting the request. Please Note: On the left-hand navigation bar you will see each section associated with that type of position description. The sections without a checkmark means that there is required information that needs to be entered. 54

56 10. Click on the Save button then click on the Next button. Position Details 11. Complete the position details information. If a field says can t be blank or has an asterisk beside it the item is required. There are 2 options to choose for Purpose of Request: Create a new job description - Search Exemption Needed (Faculty Only) Enter existing job description into PeopleAdmin for the first time - Search Exemption Needed (Faculty Only) Also make sure that you select a Faculty Rank at the bottom of the screen. You can click on Check Spelling to spell check any words. 12. Click on the Next button. Funding 13. Enter the funding information. You can add multiple funding sources by clicking on the Add Funding Entry button. You can remove an entry by placing a check mark beside the Remove Entry option and clicking on the Save button. 55

57 14. Click on the Next button. Physical & Employment Conditions 15. Complete the physical and employment conditions information. 16. Click on the Next button. Search Committee Members 17. This section does not need to be completed, click on the Next button. Search Exemption Request 18. In this section place a check mark beside the appropriate exempt reason(s). Please Note: For Research search exemptions the Justification, Anticipated Start Date (must be a future date) and Projected End Date fields need to be completed. The initial appointment must be for a 1 year minimum. 19. Click on the Next button. 56

58 Internal Documents 20. Attach the required documents. Click on Actions beside the item to upload a new document, create a new document using the system s word processing capabilities or select an existing document. 21. Click on the Next button. Employee 22. This section does not need to be completed, click on the Next button. Requisition Form 23. Complete the Anticipated Salary Range field. 24. Click on the Next button. Supervisor Position 25. This section does not need to be completed, click on the Next button. Supplemental Questions 26. This section does not need to be completed, click on the Next button. Applicant Documents 27. This section does not need to be completed, click on the Next button. 57

59 Position Request Summary 28. Review the summary to make sure that the information on the search exemption is correct and all required fields have been completed. If you see this icon beside a section name this means that all required information in that section has been completed. If you see this icon beside a section name this means that not all required information has been completed. To go back to the section to complete the required fields or to make a change click on the Edit link beside the section name. You will then see a red bar at the top of your screen to let you know what fields are missing information. Make the corrections then click on the Save button. Check to make sure that the section has been saved successfully then click on the Position Requests Summary link on the left hand side navigation bar. 58

60 27. When the position description with the search exemption is ready for routing click on the Take Action on Position Requests button and route it to the proper group. You may have the option to keep working on the request or cancel it. Please Note: If you started to create a position description and decided to finish it at a later time you can locate the item under the (AP Faculty, Research Faculty or T&R Faculty) Position Requests option under the Position Descriptions menu. The item will be in a status of Draft. 28. Enter comments if needed. You will notice that the item is check marked to add the position description to your watch list, it will be listed under Position Requests. You may deselect this if you do not want the item in your watch list. Click on the Submit button. Please Note: A blue bar will appear at the top of the screen to let you know that the item was successfully transitioned. An will be sent to the proper group to let them know that an action will need to be taken. Once it has been routed through the proper groups the search exemption will be reviewed by Affirmative Action. 59

61 Search Exemption Posting When the search exemption posting has been created there will be secret link in the posting details. This link will need to be communicated to the candidate so that they can go online and create a faculty application. A faculty application will ask for the candidate s personal information and the required applicant questions. 1. Log into with your VT PID and password. 2. Select the appropriate role (ex. DeptAdminUser), if needed. 3. Select Applicant Tracking module in the top right hand corner. 4. Select an option (AP Faculty, Research Faculty or T&R Faculty) under the Postings tab. 5. Search for the posting by using the position number or posting number. 6. Click on the posting for the search exemption. 60

62 7. There will be a link listed and this is the link that needs to be communicated to the candidate. Changing Applicant Status After the candidate has submitted their faculty application their applicant status needs to be changed to Recommend for Hire so that a hiring proposal can be created. 1. In PeopleAdmin select Applicant Tracking module in the top right hand corner. 2. Select an option (AP Faculty, Research Faculty or T&R Faculty) under the Postings tab. 3. Search for the posting by using the position number or posting number. 4. Click on the posting for the search exemption. 5. Click on the Applicants tab. 3. Under the Actions option, select View Application beside the candidate s name. 61

63 4. When viewing the application click on Take Action on Job Application and select Recommend for Hire then click on Submit. A blue bar will appear at the top of the screen to let you know that the application was successfully transitioned. Search Exemption Hiring Proposal Once the candidate s status has changed to Recommend for Hire the hiring department will need to contact Affirmative Action and ask for the status of the posting to change to Closed. A hiring proposal will now need to be entered. 1. In PeopleAdmin select Applicant Tracking module in the top right hand corner. 2. Select an option (AP Faculty, Research Faculty or T&R Faculty) under the Postings tab. 3. Search for the posting by using the position number or posting number. 4. Click on the posting for the search exemption. 5. Click on the Applicants tab. 6. Under the Actions option, select View Application beside the candidate s name. 7. When viewing the candidate s application information in the posting click on Start Hiring Proposal. 62

64 2. The position that you are creating the hiring proposal will automatically be selected. Scroll to the bottom of the screen and click on Select Position Description to continue. 3. You will need to review each field on the Position Details and complete any fields that are blank. If a field says can t be blank or has an asterisk beside it the item is required. You can click on Check Spelling to spell check any words. Please Note: Under Employee Information there is a field for VT ID Number. If you have the VT ID number please enter it, otherwise enter Do not enter a social security number. 4. Click on the Next button. 5. Review the summary to make sure that the information on the positing is correct and all required fields have been completed. 6. When the hiring proposal is ready for routing click on the Take Action on Hiring Proposal button and select Approved. 7. Enter comments if needed. You will notice that the item is check marked to add the hiring proposal to your watch list. You may deselect this if you do not want the item in your watch list. Click on the Submit button. 63

65 Please Note: A blue bar will appear at the top of the screen to let you know that the item was successfully transitioned. 8. You may initiate a Terms of Faculty Offer. 64

66 Reference Letters The online reference letter functionality is only available for faculty type positions (A/P, Research and T/R). When a posting is created there is an option to accept reference letters and a department can specify the minimum and maximum number of requests to be sent. When an applicant is completing their online application they will see a section to enter reference information. If a department specifies to accept online references the applicant will be required to enter reference contact information. A department can specify to either have the reference requests sent by automatically after an applicant has applied for a position or they can select to manually send the requests by when they are ready to receive the references. The reference contact person will receive an from the PeopleAdmin system that will contain information about the position that the applicant has applied for and a link to a website asking to provide a reference. They will be allowed to upload a file or write a recommendation directly into the system. Accept Online References for a Posting Please Note: If a Human Resources or Equity consultant will be creating the posting for the department please make a note with the following information in the Additional Information section (under Position Details section) when submitting the position description with recruitment information: Allow to accept online references and specify if the department wants to send the requests as soon as an applicant has submitted their application or prefer to manually send the requests at a later time Minimum number of requests Maximum number of requests (optional) If applicable, reference provider special instructions Otherwise follow these directions when creating a posting in PeopleAdmin. 1. Log into with your VT PID and password. 2. Select the appropriate role (ex. DeptAdminUser), if needed. 3. Select Applicant Tracking module in the top right hand corner. 4. Select an option (AP Faculty, Research Faculty or T&R Faculty) under the Postings tab. 5. Click on the Create New Posting button. 65

67 6. Click on the Create from Position Description option. 7. If needed, perform a search to find the position description that you want to create a posting from. Once the position description has been located select the Actions option on the right hand side and select Create From. 8. Verify the Working Title and the Department fields, the information should default from the position description. 9. Under the References section complete the following fields: In the Reference Notification option select the workflow state in the drop down list for the system to send the s for online references. Select Under Review by Department if a department wants reference requests to be sent by immediately after an applicant has applied for a position. Leave this option blank if the department chooses to manually send the request for references at a later time. Do not populate the Recommendation Workflow option, leave this field blank. Select Reference Letter in the Recommendation Document Type drop down list. 10. Click on the Create New Posting button. 11. Complete the appropriate sections for the posting. Make note of the following: Position Details Section - Include the minimum and maximum number of references to be entered in the How to Apply for this Job field. Applicant Documents Section - Do not select Letter of Reference or List of References type. 69

68 Reference Requests 12. Enter the Minimum and/or Maximum Requests to be received. Please Note: This cannot be changed once the posting has been opened. 13. If there are special instructions to be included in the that is sent to the reference contact please enter the information in the Reference Provider Special Instructions text box field. 14. Click on the Next button. 15. Review the posting, click on the Take Action on Posting button and route it to the proper group. Please Note: Online reference request information cannot be changed once a posting has been opened. Do Not Accept Online References for a Posting If a department is not accepting online references then the fields in the Reference section on the New Posting settings page should be left blank. 70

69 Reference Letters on the Applicant Site When an applicant applies for a position they will see a section labeled References. The applicant will need to enter the following reference information: Name of Reference Reference Reference Phone Number (optional) Relationship to Reference Provider The applicant will need to enter the minimum number of references required by the posting before they can submit their application. Please Note: The reference section on an application will always be visible to the applicant even if a department chooses not to accept online references. There will be a note on the top of this section telling an applicant that they will need to check the position details to find out if reference information is required. Reference Provider Information When a reference request is sent the reference provider will be given a link to a website and will ask for the following information: Name Phone Number Relationship to Candidate How Do You Know this Candidate? How Long Have You Known this Candidate? Comments Upload/Create Reference Letter 71

70 Reviewing References for an Applicant When viewing an applicant s information you will be able to check to see if a reference request has been received, view the reference and send another reference request if needed. 1. Log into with your VT PID and password. 2. Select the appropriate role (ex. DeptAdminUser), if needed. 3. Select Applicant Tracking module in the top right hand corner. 4. Select an option (AP Faculty, Research Faculty or T&R Faculty) under the Postings tab. 5. Search and click on work title that you want to view. 6. Click on the Applicants tab. 7. Under the Actions option, select View Application beside the person that you want to view. 8. Click on the Recommendations tab. On the tab it will let you know how many references have been received. The Reference Requests section will list the names and addresses of the people that a reference request was sent to with the date and time that the was sent. If a reference has been received a date and time will be listed under the Responded? column. If needed click on the Resend link under the Notified? column to send the request again. The Recommendations section will list the references received for the applicant. Under Actions there are two options for the reference: View - View the reference information Delete and re-solicit - Delete the reference information and send another reference request 72