User Guide. For Search Committee Chair & Search Committee (Staff/Management Recruitments)

Transcription

1 User Guide For Search Committee Chair & Search Committee (Staff/Management Recruitments)

2 Contents Login Information... 2 Your Web Browser... 2 Security of Applicant Data... 2 Introduction & Home Page... 3 Applicant Review... 5 Section 1. Viewing Requisition & Applicants... 5 Section 2. Screening Criteria (Supplemental Questions)... 8 Section 3. Evaluating Applicants Section 4. Create Document PDF per Applicant Search Committee Chair How to View Applicant(s) Evaluative Criteria Score Moving Applicants in the Workflow Changing the Status of Multiple Applicants Adding Supporting Documents Notifying Hiring Manger of Finalists Recruitment Workflow (Search Process) Page 1 PeopleAdmin Search Committee & Search Chair Guide Update 5/8/17

3 Login Information Login Information Login to PeopleAdmin at: To access PeopleAdmin, you will need your University SacLink username and password. You should see the secure login screen below. Your Web Browser PeopleAdmin SelectSuite supports the following browsers: Chrome (self-updating) Firefox versions currently supported by the vendor Internet Explorer version 9 and later Safari versions currently supported by the vendor When an issue arises with a supported browser version, contact Employment Services at and ask for the PeopleAdmin Administrative Support. The site requires you to have Adobe Acrobat Reader installed. If Adobe Acrobat Reader is unavailable, navigate to and submit an IRT Service Ticket. Security of Applicant Data To ensure the security of the data provided by applicants, the system will automatically log you out after 40 minutes if it detects no activity. However, anytime you leave your computer we strongly recommend that you save any work in progress and log out of the system by clicking on the logout link located on the bottom left side of your screen. Page 2 PeopleAdmin Search Committee & Search Chair Guide Update 5/8/17

4 Introduction & Home Page The Human Resources department has implemented this system in order to automate many of the tasks associated with the employment application process. As a Search Committee Member, you can: 1. View postings 2. View application materials 3. Print application materials 4. Screen and Evaluate applicants/candidates, if evaluative criterion is available The following table indicates the roles and scopes. The scope indicates the level of authority within each university role. User Group Scope Role Employee Personal Apply and/or view postings Initiator Department/Program Center Create and view recruitment requests, view postings Dept. Head/Chair Department/Program Center Approve request (recruitment, Personnel Transaction Form) Dean/Administrator Department/Program Center/College Approve request (recruitment, Personnel Transaction Form) Vice President Division Approve request (recruitment, Personnel Transaction Form) Hiring Manager Search Committee Chair Department/Program Center/College Personal Create hiring proposal (Personnel Transaction Form) View application materials, print application materials, evaluate candidates, change status of applicants in work flow Search Committee Member Personal Budget University Budget authority View application materials, print application materials, evaluate candidates. Human Resources University Administrator rights to recruitment process Note: It is important to select the correct User Role in order to: (Search Committee Member): gain access to review and evaluate applicants. (Search Committee Chair): gain access to both evaluate and move applicants through the workflow. Page 3 PeopleAdmin Search Committee & Search Chair Guide Update 5/8/17

5 Once you are logged into PeopleAdmin the Home page will display an Inbox, Watch List, and other tabs where you can easily navigate to requisitions that need your attention. Below is a detailed list of the home page functions available: Displays all items requiring your attention (approval/review). Displays any request you have added to your watch list (Postings, Hiring Proposals, Requests) for easy access. Used to update your user account details and online help for using the system. Used to toggle between the Applicant Tracking, Admin and Position Management modules. You will only have access to Applicant tracking module. The campus is not using the Position Management module. Displays the user group assigned to you. Use the drop down arrow to change your user group. The system notification at the top of the screen will indicate your current user group view. The Home tab is the default screen. You may also access your Inbox and Watchlist by selecting the buttons located to the left of the Module indicator. Module Inbox Profile & Help User Group Watch List Page 4 PeopleAdmin Search Committee & Search Chair Guide Update 5/8/17

6 Applicant Review Following completion of the search committee orientation with the Recruitment Analysts, committee members receive access to the list of applicants. Each committee member reviews applicants using: Section 1: Viewing Requisition and Applicants Section 2: Screening Criteria (Supplemental Questions) Section 3: Evaluative Criteria Section 4: Submitted application and uploaded documents Section 1. Viewing Requisition & Applicants 1. Verify that you are in the Applicant Tracking module and the Search Committee user group. 2. The posting(s) designating you as a Search Committee member is viewable in the Requisition tab when selecting Staff/Management from the drop down menu. Select Staff/Management Module User For CSUEU represented positions, only internal applicants meeting bargaining unit criteria, will be released for initial review. Page 5 PeopleAdmin Search Committee & Search Chair Guide Update 5/8/17

7 3. A listing of all positions that the Search Committee Member has access to will be visible. In the button next to the posting there are two options, Option 1. View Requisition Option 2. View Applicants. 1. View Requisition: Allows you to view the posting information and navigate to view applicants. 2. View Applicants: Takes you directly to the applicants. Once you select the Action button. A dropdown menu will appear for you to make a selection. Option 1. View Requisition a. Select View Requisition b. The Summary tab of the requisition will appear. Information pertaining to the recruitment (e.g. Minimum Qualifications); job posting details will be viewable. c. From there, click the Applicants tab to view the applicants and continue by following directions listed in Option 2 below. Option 2. View Applicants a. Select View Applicants b. This directs you to the Applicants tab of the requisition. You can either click on the link of the name of the applicant you want to view or click the button to view the application OR Select applicants in bulk by checking the box at the top of the applicant list (see red arrow below). Select the button (see blue arrow below) to perform bulk functions. Page 6 PeopleAdmin Search Committee & Search Chair Guide Update 5/8/17

8 Option 1 or Option 2 will take you to the screen below Summary tab allows you to view requisition information about the posting. Applicants tab will allow you to view the applicants. Clicking on the name link of the applicant you wish to view or the Action tab will direct you to the applicant s application. For you to review Applicant(s) information, the status must be in the workflow state Under Review by Search Committee Action Menu Option Features Definitions Evaluate Applicants Download Applicants Evaluations Review Screening Questions Answers Download Screening Question Answers Export Results Download Applications as PDF Create Document PDF per Applicant Evaluate applicant(s) qualifications based on the criteria of the position. Creates an excel spreadsheet containing the evaluative criteria and how you evaluated. Displays each supplemental question applicants answered and includes a link per question to view which applicants answered a certain way. Creates an excel spreadsheet containing the supplemental questions and how the pool of applicants answered them. Creates an excel spreadsheet with all of the data from the selected applicants on the current screen. Committee members and chairs will rarely need to use this feature. Creates a PDF of All Documents applicants have uploaded into one single PDF. You may download all document or select only specific documents you want to see. Creates a single PDF document for each applicant selected that contains their application and documents. *This feature is dependent on adding the Combined Document column to the table (See Section 1.1 Create Document PDF per Applicant). Note: All applications will come to Human Resources. Applicant pools will be released to the committee for review on an agreed upon date during the Work Plan meeting with the Hiring Manager and Search Committee Chair. Page 7 PeopleAdmin Search Committee & Search Chair Guide Update 5/8/17

9 4. Once the position for applicant evaluation has been selected another drop down list will become available: a. Review all submitted application materials for an applicant. b. View, export, or download application materials. You may select the applicants you would like to review. You may also choose to review all applicants by placing a check in the box above applicants found in the left column of the table title bar. Check the box next to the Applicant Last Name for all applicants, or check the box next to the selected individuals to review only those applicant materials. Hover over the you would like to take. button and select the action c. Review the Screening Question Answers (Supplemental Questions) submitted by Applicants. Check this box if you want to do bulk functions. To view or take action on an applicant or selected applicants check the box next to applicant last name. When you select Actions, a drop down menu will appear allowing you to select the action desired. Section 2. Screening Questions (Supplemental Questions) In the initial planning, the hiring manager and search committee chair identified from the screening criteria a set of questions for applicants to answer. This section of the application allows the search committee members to get an overview of all candidate s qualifications based on selected criteria. You can view the supplemental questions by using option 1 or option 2: Option 1: From the Applicants tab, select Review Screening Question Answers from the button, this will take you to the screen below. Page 8 PeopleAdmin Search Committee & Search Chair Guide Update 5/8/17

10 View the (2) applicants individually by clicking the blue hyperlink After selecting the blue hyperlink, scroll to the bottom of the page to view the applicants meeting selected criteria View applicant completed application, which includes answers to all supplemental questions, by selecting the check box next to the applicant s name. Then, select the Actions button and View Application from the drop down list. Option 2: From the Application Summary tab, scroll down to the Supplemental Questions section. An applicant s answers to all Supplemental Questions can be viewed. Note: You will need to use this option in order to review any open-ended Supplemental Questions. Recommendation: First, select all applicants and then select Review Screening Question Answers from the Action drop down menu. Page 9 PeopleAdmin Search Committee & Search Chair Guide Update 5/8/17

11 Section 3. Evaluating Applicants Search Committee members will be required to evaluate applicants in PeopleAdmin. To evaluate applicants, check the box next to the Applicant Last Name for all applicants, or check the box next to the individuals you want to select for review. 1. Check the box next to individual applicant: a. For example, you may have previously reviewed applicants but not finalized review of all applicants. 2. Hover over the button and select Evaluate Applicants. Check the box next to the applicants that you want to take action on. Once you click the Actions button, a drop down menu will appear. Select Evaluate Applicants. 3. Once the evaluation of the applicants has begun, Search Committee Members have the opportunity to rate applicants. 4. A Comment field is available for search committee reviewers to identify strengths and weaknesses of the candidate applicable to the posted position criteria. Comments will only be viewable by the committee member who entered the information, the Search Committee Chair, and Human Resources. A notification will appear when the Evaluative Criteria evaluations for the applicant have been completed. Evaluative Criteria will be available for Search Committee Member to rate the applicant based on the qualifications of the position. Name of Applicant being evaluated. Comments are optional. When evaluating candidates with a low score it is helpful to have some explanation for scoring decision. Page 10 PeopleAdmin Search Committee & Search Chair Guide Update 5/8/17

12 Section 4. Create Document PDF per Applicant a. Check the box(es) for specific applicants on the left side of the screen or at the top of the list to select all applicants. b. Add the Combined Document column to the table by selecting the button at the top of the table. c. Click the button and select the Create Document PDF per Applicant option d. The combined document column will appear with each applicant s combined materials. You can click the View link to see the PDF material. Page 11 PeopleAdmin Search Committee & Search Chair Guide Update 5/8/17

13 Search Committee Chair How to View Applicant(s) Evaluative Criteria Score Once all evaluations have been completed, the Search Committee Chair will be able to download and/or view all ratings and comments. If a score was added to the Evaluative Criteria for rating, the Search Committee Chair will also know the applicant score based on the evaluations. 1. Check the box next to the Applicant Last Name (red arrow) for all applicants, or check the box next to the selected individuals (blue arrow) to review or download the applicant s evaluations. Hover over the button and select Download Applicants Evaluations. 2. A pop-up window will appear to notify you that the file is generating. Once it is completed, a pop-up window to open the Microsoft Excel file will appear. The Excel sheet will show you the evaluative scoring for each search committee member. Page 12 PeopleAdmin Search Committee & Search Chair Guide Update 5/8/17

14 Moving Applicants in the Workflow The Search Chair is responsible for moving the applicants to a new workflow status. This will help the department, hiring manager(s) and applicants know the status of applicant review. 1. Select the applicant you wish to take action on. You will be directed to the Job Application page of the applicant selected. 2. Hover over the button and select the appropriate workflow actions. a. If you select the option of Select (move to Not Interviewed, Not Hired), another window will pop up for you to select a reason why the applicant was not moved forward. You will need to take action on the applicant to move them through the recruitment process workflow state. Note: Moving an applicant in the workflow will require you to select the reason for selected action. Recommendation: Only move applicants to Not Interviewed, Not Hired when you are certain the committee will not further consider the applicant for this position. Page 13 PeopleAdmin Search Committee & Search Chair Guide Update 5/8/17

15 Changing the Status of Multiple Applicants To move a group of applicants to a new workflow status, follow the steps below. Image I 1. From the list of all applicants on the requisition, check the boxes associated with the applicant of interest. (See Image 1) 2. Hover over the button and select Move in Workflow. The Editing Workflow States page will open. 3. In Editing Workflow States page, do one of the following (See Image 2): Use the Change for all applicants box to select the workflow state for all the applicants you selected, OR For each applicant listed on this page, select the new workflow state. 4. If required, select the reason that best explains why you are moving the applicants in the workflow. You can select a reason for each applicant even if you moved all of them in the workflow together. 5. When you have moved all applicants to the appropriate workflow states, select Save Changes. Image 2 Page 14 PeopleAdmin Search Committee & Search Chair Guide Update 5/8/17

16 Adding Supporting Documents As Search Chair, you may add additional supporting documents to the applicant s application. This could be an updated resume, applicant interview ratings or other supporting documents. This will be part of the recruitment and viewable by appropriate administrator(s) such as Dept. Chair, Dean/Administrator, Hiring Manager, Vice-President and retained by Human Resources as part of the Recruitment file. 1. In the requisition page, select the applicant for which you are adding supporting documents. You will be directed to the Job Application page of the applicant selected. 2. Select the Supporting Documents tab, click the button. (See Image 1) 3. An Add a Document page will appear where you can browse and upload any additional supporting documents. (See Image 2) 4. Once added your desired document(s), click button to add the document(s). Image I Image 2 Page 15 PeopleAdmin Search Committee & Search Chair Guide Update 5/8/17

17 Notifying Hiring Manger of Finalists Once you have identified applicant(s) selected for Move to Finalist Interview you will need to notify the Hiring Manager of the applicant(s) identified along with any recruitment materials and/or supporting documents (if applicable). PeopleAdmin does not generate an automatic notification to the Hiring Manager for this step. Recruitment Workflow (Search Process) Below is the typical workflow for Staff/Management search process for Search Committee. Reivew Applications Further Interview with Search Committee Initial Interivew with Search Committee Finalist Interivew with Hiring Manager Hiring Manager makes decision Human Resources Review Page 16 PeopleAdmin Search Committee & Search Chair Guide Update 5/8/17