User Guide. For Initiators/Recruitment Requisition (Unit 03 Faculty - Tenure-Track, Coach, Counselor, Librarian Positions)

Transcription

1 User Guide For Initiators/Recruitment Requisition (Unit 03 Faculty - Tenure-Track, Coach, Counselor, Librarian Positions) Last revised: 5/2017

2 Contents Login Information... 2 Section 1. Your Web Browser... 2 Section 2. Security of Applicant Data... 2 Introduction & Home Page... 3 Section 1. User Roles... 3 Section 2. Navigating PeopleAdmin... 4 Applicant Tracking Module... 5 Section 1. Create a Recruitment Request Position Details Posting Information Budget Advertising Supplemental Questions Documents Needed to Apply Requisition Attachments Search Committee Summary Section 2. Approving Recruitment Request Section 3. Recruitment Request Approval Workflow (Faculty) Section 4. How to Logout Page 1

3 Login Information Login Information Login to PeopleAdmin at: csus.peopleadmin.com/hr To access PeopleAdmin, you will need your University SacLink username and password. You should see the secure login screen below. Section 1. 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, PeopleAdmin will consider fixing it in an upcoming release. Issues related to browser versions that are no longer supported will not be addressed. The site also requires you to have Adobe Acrobat Reader installed. This is a free download available at Section 2. Security of Applicant Data To ensure the security of the data provided by applicants, the system will automatically log you out after 60 minutes if it detects no activity. However, anytime you leave your computer we strongly recommend that you save any work in progress and log out of the system by clicking on the logout link located on the bottom left side of your screen. Page 2

4 Introduction & Home Page Section 1. User Roles The Office of Faculty Advancement (OFA) department has implemented this system in order to automate many of the tasks of the employment application process. You will use this system to complete three main tasks: 1. Create and Review Requisitions 2. Search and Review Applicants 3. Submit Hiring Proposals/PTF electronically 4. Communicate electronically with HR Administrators, Hiring Managers, Applicants, and others involved in the hiring process The following table indicates the roles and scopes. The scope indicates the level of authority within the university each role. User Group Scope Role Employee Personal Apply and/or view postings Faculty 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); Create hiring proposal (Personnel Transaction Form) Provost/Administrator Division Approve request (recruitment, Personnel Transaction Form) Search Committee Chair Search Committee Member Personal Personal Budget University Budget authority View application materials, print application materials, evaluate candidates, change status of applicants in work flow, upload supporting documents View application materials, print application materials, evaluate candidates Faculty HR University Administrator rights to recruitment process If your User Role and assigned department/unit is incorrect or missing, you will need to submit the CARS request. Page 3

5 Section 2. Navigating PeopleAdmin Once you are logged into PeopleAdmin the Home page will display an Inbox, Watch List, and other links where you can easily navigate to the requests 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 and other important messages. Module Inbox Profile & Help User Group Shortcuts Watch List Page 4

6 Applicant Tracking Module Section 1. Create a Recruitment Request 1. Verify that you are in the Applicant Tracking module and the Faculty Initiator user group. 2. You can create Faculty requisition from a previous posting or from a blank template. There are 2 ways to create a job posting using the Navigation bar or the Shortcut Control. a) Method 1: Using the Navigation bar Go to Navigation bar located next to the PeopleAdmin logo. Roll over object menu Requisitions. Select Faculty b) Method 2: Using the Shortcut Control Go to Shortcuts box listed on the right side of the screen. Click Create New Faculty Requisition link. Method 1 Method 2 3. If you select Method 1, click button. It will open a new dialogue box on your screen that contains two (2) different options to create a posting. [Option 1] Position Type (blank template) or [Option 2] a previous requisition. Option 1 Option 2 Page 5

7 Option 1 Create from Position Type : skip to down to step Option 2 Create from Requisition : Select desired requisition from list. Click Actions next to the desired requisition. View Requisition will allow you to view the summary of the requisition. Create From will generate a requisition you can then edit. Unless your department has created a previous requisition in PeopleAdmin, there will be no list of requisitions to choose from in Option 2. Page 6

8 4. You will then come to the Postings Setting page where you name and verify the division and department of the posting. Enter Title of position. This may be edited later. Organizational Unit fields should default to your department information Click Create New Requisition to create draft posting. Do not make changes to the default selection When you have completed filling out that information, click on the clicked this button, a draft of your posting will be created. button. Once you have 1.1 Position Details You will be directed to the Position Details page, the first page of the Posting. The name of the page is mentioned on the top. Before you begin this page, note that there are 8 Sections related to completing a job posting. You will need to complete all section before you can submit a recruitment request to the next level in the approval process. Name of different sections Click Next button to move to next page or Completed pages will have a green mark Page 7

9 1. You are now in the Position Details page. Once you complete the information, click the button to proceed to the next section. Some of these fields will be visible for internal users only; some fields will be on the job posting. Note: Some fields are defaulted to the standard information for that field. Change only when appropriate for your position. JOB CODE: Select the appropriate job code for position. TITLE: Title should include position type and department and specialty/focus, if applicable. For Example: Tenure Track Faculty History (Middle East) Assistant Coach (12 month) Baseball RANK: Select the appropriate rank for position. If the position could be Assistant or Associate Professor based on experience, please select Assistant/Associate Professor TENURE INFORMATION: Select the appropriate choice for position. FULL/PART TIME: Select the appropriate choice for position. REGULAR/TEMPORARY: Select the appropriate choice for position. PROJECTED END DATE: Only select date if appropriate (not typical) SUPERVISORY: Typical response is No INTERMITTENT: Typical response is No Click Next button to move to next page or Save to save your progress. Fields with an Asterisk (*) are required, so if you do not include information in the field, an error message will appear and you will be required to complete it. 1.2 Posting Information You are now in the Posting Information page. Most of the fields on this page will be visible to the applicant in the job posting. The first half of the section will require the entry of requested data; the second half of the section will auto-populate with default language. Scroll down for a description and tips for the fields in this sections. Once you complete the information, click the button to proceed to the next section. Page 8

10 HIRING DEPARTMENT SUMMARY: Departments should include a paragraph about the department, and/or about the College, with information about its faculty, programs, the number of majors, etc. (often information that can be found on the departmental website) ESSENTIAL DUTIES: Note: All of the items below must be mentioned. A department may elaborate on any one or more of these five areas. Other duties and responsibilities of the assignment should also be addressed in this section. Teaching Scholarly and Creative Activities Service/Contributions to the Institution Service/Contributions to the Community Student Advising REQUIRED QUALIFICATIONS: Education (highest degree) - Note: If a department wants to include ABDs in applicant pool, the degree requirements should normally be met no later than January following the start of a fall appointment. Preferred language to be used ABD candidates will be considered. If, ABD, candidates will be required to complete the doctoral degree by August 20XX/January 20XX. Special Knowledge and Abilities Experience PREFERRED QUALIFICATIONS: When appropriate (and not part of the Required Qualifications ), this section should include items such as: Experience teaching online courses Ability to develop undergraduate research projects/lead undergraduate teams Ability to teach large classes PROPOSED START DATE: Typically the start of the next academic year, but can be specific date if applicable. SEARCH CHAIR: Begin typing the name of the search chair and select the individual from the list. AA/EOR: Enter the name of the rep for this position. Note: The rep must have attended an AA/EOR training within last 3 years. OPEN UNTIL FILLED: Select Yes. Contact HR if you believe you need a closing date. Do NOT enter anything in these fields unless approved by Human Resources. POSTING INFORMAITON CONTINUES ON NEXT PAGE INITIAL APPLICATION REVIEW: Select date for initial applicant review by committee. Page 9

11 OTHER INFORMATION OR COMMENTS ABOUT THE RECRUITMENT REQUEST: Text entered here will only be viewable internally. ADDITIONAL APPLICATION INSTRUCTIONS: ALL POSTINGS need to include the following language in this sections: A LIST OF REQUIRED DOCUMENTS NEEDED TO APPLY TO THIS POSTING CAN BE FOUND AT THE BOTTOM OF THE POSTING UNDER "Documents Needed to Apply" Instructions on format or other specifications related to application materials specific to your posting should be included here. POSTING NUMBER: Unique number generated by the system for your recruitment request. The remaining areas in this section will auto populate with approved language and cannot be changed. 1.3 Budget The next section is the Budget Information page. You will need to complete the required fields or open fields that are applicable. 1. Start adding the budget information by clicking the button. A budget field will appear for you to complete. You may add additional budget information if you have more than one vacancy by clicking the button. Page 10

12 2. Once you complete the information, click the button to proceed to the next section. If a budget information entry is not required or addition Entry no longer needed, you can click this button to remove the entry. Once you hit the Save button, the entry selected will be removed. For New Position, the Budget office will fill assign the Position Number. For Replacement Position if you do not know the Position Number, Budget Office will fill the appropriate Position Number. To add additional budget information if recruiting for more than 1 vacancy Page 11

13 If you do not know the requested information in the budget tab, please follow the steps below to run a CMS Query. Additional instructions can be found: Advertising The next page is the Advertising page. Within the Advertising page, there are several sections. These sections are as follows: Advertising Summary: Provide any additional information you like to add regarding the advertising and/or summarize what additional steps you will take to advertise the position in addition to the options provided. Advertising Options: Indicate where you will be advertising o Note: HR posts at CSU Job Posting, Sac State Web Posting and Cal Job External Advertising Copy: Provide sample/copy the external advertising language for HR review Once you complete the information, click the button to proceed to the next page. Page 12

14 Work with Human Resources, your AA/EOR committee member, and the Office of Equal Opportunity to identify the best possible advertising strategy to maximize diversity and inclusion in your recruitment strategy. 1.5 Supplemental Questions The next section is the Supplemental Questions page. HR has identified three questions to be included in every posting. 1) Will you have a Ph.D. in hand by the date of appointment or an advanced ABD by the date of appointment? 2) How did you hear about this employment opportunity? 3) Are you currently a LECTURER at this or any other California State University? If you have any questions or concerns about these questions and/or would like questions added or removed, please contact Human Resources. Click the button to proceed to the next page. Page 13

15 1.6 Documents Needed to Apply The next page is the Documents Needed to Apply page. On this screen, you will designate the documents that will be necessary for applicants to apply to this posting. You can make this determination on a posting by posting basis. Select appropriate radio button for option. The HR will make the final determination on which documents should be required. Specifics related to these documents should be listed in the Additional Application Instructions field on the Posting Information section (e.g. topics to include in cover letter or portfolio) NOTE: Cover Letter, Resume/Curriculum Vitae (CV), and Transcripts are required by default. Once you complete the information, click the button to proceed to the next page. Select whether the document will be Not Used, Optional or Required. Select which documents for applicants to apply. You can order the documents as the order they will appear on the posting. Before making a document Required, the department needs to analyze if it is needed or commonly requested for the type of position the recruitment is for. Applicants will not be able to submit their application without attaching the required document. 1.7 Requisition Attachments The next page is the Requisition Attachments page. Documents listed below will need to be uploaded in order for HR to approve your positing. Only one file may be uploaded for each document type. 1) Required Documents for the recruitment request: a. Interview Questions b. Screening Criteria c. Reference Check Questions (Faculty Only) Page 14

16 2) To upload a document, click on the button next to the document name. From there you will be able to browse and attach the document(s) to the recruitment request. Once you complete the information, click the button to proceed to the next page. 3. If you need to replace a document after uploading, hover on the button next to the document name and select Unassign 1.8 Search Committee The next page is the Search Committee page. This is where you can list any Search Committee Members who may need to be assigned to this posting. 1) Click the button. Another pop up window will appear with the names of the users you can add as a search committee member. You can also search for users names in the search box. 2) Once you have found the user, click on button. Continue this until all members of the committee are selected. After selecting all of the members, click the button on the pop up window. 3) Make sure to add the Search Committee Chair and the AA/EOR (the same users entered in the Posting Information section. For the Search Committee Chair, check the Committee Chair box next to their name. Once you complete the information, click the button to proceed to the next page. Page 15

17 A notice will appear if you successfully added the selected user to the search committee. You could search for committee members by name or by department. List of Existing Users you can select from. Check this box to make the individual Search Committee Chair. This should be the same individual identified as the Chair in the Positions Details Page. Click this button to add the selected individual as a search committee member. If a user(s) does not exist, you will need to contact your HR to request the user be added as an available search committee member option. 1.9 Summary The next page is the Summary page. The system will bring you to a summary page where you can review the posting and move to the next level approver. The system will generate an to the next approver and this posting will appear in their inbox for their approval. The posting will continue through the approval process until Human Resources will post the position. You will need to click the and select the next appropriate Workflow Action to move to the next level of approver. button Page 16

18 A notice will appear if the requisition was successfully submitted. A notice will appear if the requisition was successfully updated. History Tab: will provide details on the approval steps, date/time stamp, and any comments or notes. Settings: to make any modification to the posting setting page. Take Action on Posting section: You will see different options on what you can do with this posting. When you click the button another box with drop down menu will up. You can Edit the recruitment request. Leave this box checked so that you can track the workflow state of this recruitment. You select the next level of approver. A box will pop up for you to provide additional comments for the next approver. Any comments entered will appear in the workflow and History Tab. Clicking the Submit button will submit the recruitment request to the next workflow state. Fields with an Asterisk (*) are required, so if you do not include information in the field, an error message will appear and you will be required to complete it before you can submit the request. Section 2. Approving Recruitment Request 1. Verify that you are in the Home Tab in the Applicant Tracking module and the appropriate user group. 2. You can locate the requisition requiring your approval with two (2) methods: a.) Method 1: In the Home Tab Go to your Inbox section In the Requisitions tab, click on the title of the positon that requires your attention Page 17

19 Selecting the title will take you to the Summary Page where you can make edits if necessary. A notice will appear to indicate what user group you are in. Your Inbox will indicate you have an action that requires your attention. User Group Clicking this link will take you to the Summary Page where you can take action. b.) Method 2: In the Requisition Tab Selecting the title will take you to the Summary Page where you can make edits if necessary. You can also hover over the button and select View Requisition next to the appropriate requisition and it will take you to the Summary Page. Clicking this link will take you to the Summary Page where you can take action. Clicking on View Requisition will also take you to the Summary Page where you can take action. Page 18

20 3. Once on the Summary Page, you can review the requisition. To take action on the request, hover over the and make a selection from the drop-down menu. You will have the opportunity make edits, Move to next level of approvals, and/or add comments to the request and to add the request to your Watch List. Summary Page A notice will appear if the requisition was successfully submitted. A notice will appear if the requisition was successfully updated. History Tab: will provide details on the approval steps, date/time stamp, and any comments or notes. Settings: to make any modification to the posting setting page. Take Action on Posting section: You will see different options on what you can do with this posting. When you click the button another box with drop down menu will up. You can Edit the recruitment request. You select the next level of approver. A box will pop up for you to provide additional comments for the next approver. Leave this box checked so that you can track the workflow state of this recruitment. Clicking the Submit button will submit the recruitment request to the next workflow state. Page 19

21 Section 3. Recruitment Request Approval Workflow (Faculty) Below is the typical workflow (routing) for recruitment request approval for Faculty positions. Initiator Dept. Head/Chair Dean/ Administrator Provost/Vice President Human Resources Final Reivew Position Posted Section 4. How to Logout To Logout of the system, you will need to be in the click on the logout button and close your browser. This will only log you out of the PeopleAdmin site. You will still be logged into any CMS systems. Page 20