To Approve Recruitment Requests. User Guide

Transcription

1 To Approve Recruitment Requests User Guide

2 Contents Login Information... 2 Section 1. Your Web Browser... 2 Section 2. Security of Applicant Data... 2 Introduction & Home Page... 3 Applicant Tracking Module... 5 Section 1. Approving Recruitment Request... 5 Section 2. Recruitment Request Approval Workflow (Staff/Management)... 7 Section 3. Recruitment Request Approval Workflow (Faculty)... 7 Page 1 PeopleAdmin User Guide Update

3 Login Information Login Information Login to PeopleAdmin at: To access PeopleAdmin, you will need to use your University SacLink username and password on 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 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 User Guide Update

4 Introduction & Home Page The Human Resources 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. Review Requisit ions 2. Search and Review Applicants 3. Communicate electronically with HR Administrators, Hiring Managers, Applicants, and others involved in the hiring process 4. Hire applicants The following table indicates the roles and scopes. The scope indicates the level of authority within the university for each role. User Role 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 requests (recruitment, Personnel Transaction Form) Dean/Administrator Vice President Provost/ Admin Hiring Manager Search Committee Chair Search Committee Member Department/ Program Center/ College Division Department/ Program Center/ College Personal Personal Approve requests (recruitment, Personnel Transaction Form) Approve requests (recruitment, Personnel Transaction Form) Create hiring proposals (Personnel Transaction Form) View application materials, print application materials, evaluate candidates, change status of applicants in work flow View application materials, print application materials, evaluate candidates Budget University Budget authority Human Resources University Administrator rights to recruitment process Page 3 PeopleAdmin User Guide Update

5 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. Shortcuts Page 4 PeopleAdmin User Guide Update

6 Applicant Tracking Module Section 1. Approving Recruitment Request You will be receive s notifying that an action requires your attention. 1. Verify that you are in the Home Page 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 Page Go to your Inbox section In the Requisitions tab, click on the title of the positon that requires your attention Selecting the title will take you to the Summary Page where you can make edits if necessary. b.) Method 2: In the Requisition Tab Select either Staff/MPP or Faculty. Selecting the title from the list will take you to the Summary Page where you can make edits if necessary OR Hover over the button and select View Requisition and it will take you to the Summary Page. 3. To take action on the request in the Summary Page, hover over the button and make a selection from the drop-down menu. You will have the opportunity to make edits and/ or add comments to the request and to add the request to your Watch List. Method 1: 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. Page 5 PeopleAdmin User Guide Update

7 Method 2: 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. Summary Page: w C Page 6 PeopleAdmin User Guide Update

8 Section 2. Recruitment Request Approval Workflow (Staff/ Management) Below is the typical workflow (routing) for recruitment request approval for Staff and Management positions. Initiator Dept. Head/ Chair Dean/ Administrator Vice President Budget Approval HR Analyst Initial Review Human Resources Final Reivew Posit ion Post ed Section 3. Recruitment Request Approval Workflow (Faculty) Below is the typical workflow (routing) for recruitment request approval for Faculty Initiator Dept. Head/ Chair Dean/ Administrator Provost/ Vice President Human Resources Final Reivew Position Posted Page 7 PeopleAdmin User Guide Update