Temporary Employee User Guide

Transcription

1 Temporary Employee User Guide

2 Table of Contents Logging into PeopleAdmin... Page 3 Starting a Temporary Posting Page 4-5 New Posting: Position Details Page 6 New Posting: Supplemental Questions... Page 7-8 New Posting: Documents Needed to Apply Page 9 New Posting: Guest User Page 10 New Posting: Search Committee Members Page New Posting: Evaluative Criteria..... Page New Posting: Posting Documents..... Page 16 New Posting: Summary..... Page 17 New Posting: Submitting to HR Page 18 New Posting: Posted. Page 19 Posting: Applicant View/Preview.... Page 19 View Applicants for Posting..... Page Reference Checks/Recommend for Hire... Page Moving Applicants to Interviewed, Not Hired..... Page 22 Moving Applicants to Not Interviewed, Not Hired.. Page 22 Hiring Proposal Page 24 Hiring Proposal: Starting Hiring Proposal.... Page 24 Hiring Proposal: Documents..... Page 25 Hiring Proposal: Summary Page 26 Hiring Proposal: Submitting for Approvals..... Page Closing Posting: HR USE ONLY Page Temporary Workflow... Page 30

3 P a g e 3 Temporary Hiring Process Click the PeopleAdmin Link: Enter Username Enter Password Click Login Click down arrow to select appropriate title (Hiring Manager)

4 P a g e 4 Scroll over Postings o Click on Temporary Click on Create New Posting (orange button on the top right) Click Create from Position Type Position Title- Enter title of position you are posting Organizational Unit o Branch- If not already populated, select the appropriate area o Division- If not already populated, select the appropriate division o Department- If not already populated, select the appropriate department Applicant Workflow- Automatically defaults to Under Review by Hiring Manager Online Applications- Accept online applications should always be checked Special offline application instructions- will almost never be used Accepted Application Forms Select Application o Click on Create New Posting

5 P a g e 5 TIP: Certain fields you enter on this screen will appear on the applicant site exactly as you enter it on this screen, so please proofread carefully.

6 P a g e 6 Position Details Position Title- Title will transfer over from previous screen PIN- Enter the position s PIN Reports To- Enter the Supervisor s name Responsibilities- Enter the details of the position for the job posting (this is not the same as the job description for the position) Qualifications- Enter required qualifications for position Classification- Select Temporary Salary or Wage- Enter salary or wage information Temporary Level Enter temporary level at which employee will be paid. (If you do not know this information, refer to pages of the Faculty/Staff Handbook) Status- Click drop down arrow and select appropriate status (Temporary) If Part-time, hours per week- Check with your budget manager to determine hours for the position FLSA- Click drop down arrow and select Exempt or Non-Exempt If Non-Exempt, work days & work hours- If Non-Exempt is selected, enter work schedule in these fields Posting Number- Will automatically be assigned to the position once it is officially posted Desired Start Date- Enter when you would like the new hire to begin working in position Position End Date- Enter when you would like the position to end Open Date- Enter the date when the position should open Close Date- Enter the date when the position should close Open Until Filled- Select Yes or No (Only under exceptional circumstances would you select Yes Contact HR w/ Q s) Special Instructions Summary- If you have special instructions for applicant, list here. (i.e. If you have any questions, contact HR at xxx-xxx-xxxx or if you have specific documentation requirements that may not be clear when looking at the document label). This field will more than likely be left blank Recommended Recruitment Strategies- If you have any special instructions for HR on recruiting, list here Recruitment Sources- Click the recruitment sources you would like to use for the position Pass Message/Fail Message- These fields should never be changed. If, for some reason, you must adjust the messages, you must receive approval from HR. Alternate Search Committee Members- If you have alternate search committee members besides the individuals you will list on the search committee tab, they are to be listed here o Click on Next

7 P a g e 7 Supplemental Questions (Also known as Screening Questions- this will allow you to add additional questions that you would like the applicant to answer when applying for this position.) Click Next (If you do not want to use Supplemental (Screening) Question) or Add a question (If you want to use Supplemental (Screening) Questions) Click Add for any question you would like to use that already exists Click Add a new one to add a question that does not already exist Name- Enter the name of your question Category- Select the category your question falls into Question- Enter your question Click Open Ended or Predefined Answers (It s best to select Predefined Answers ) o If you click on Predefined Answers enter each possible answer in separate boxes (You can also drag them to reorder) Click Submit (HR will approve your question(s) when the job ad is posted.) Be sure to click Required to make the question a required field Click on the question Points- This will allow you the ability to apply a point value to each answer to help with scoring your applicants Disqualifying- If you want a specific answer to disqualify an applicant, you can mark the answer by checking the box next to the answer as Disqualifying OR

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9 P a g e 9 Documents Needed to Apply This section allows you to select the Not Used, Optional, & Required documents needed to apply for your posting Select Not Used, Optional, or Required for each item for your posting If an item is marked as Required the applicant will not be able to apply for your posting without including that particular item

10 P a g e 10 Guest User (Not Required) Guest Users are only able to view the applicants to the position(s) to which they are assigned and are not permitted to take action on any of the applicants. When the position is filled, the guest user name and password are automatically deactivated. This feature can be used for individuals who are not users in the PeopleAdmin system. Click Next (If you do not want to Create a Guest User) or Create Guest User Account (If you want to activate a Guest User) Username- Populated automatically and cannot be changed Password- Populated automatically and can be changed Address- Type in the user s address (If more than one, type on separate lines) Click Update Guest User Recipient List Click Next The system will generate an to HR and this posting will appear in their inbox for their approval. OR

11 P a g e 11 Search Committee Members Click Next (If you do not want to use Search Committee Members) Search (If someone is already in the PeopleAdmin system) First Name- Enter the first name (Only one field required of these three to search) Last Name- Enter the last name (Only one field required of these three to search) Address- Enter the (Only one field required of these three to search) Click Search New Search Committee Member (If someone is not already in the PeopleAdmin System) First Name- Required to enter the first name Last Name- Required to enter the last name - Required to enter the Username- Required to manually select a username (use the Search Committee Member s Jeffco username) Click Submit Note: If you have selected a new search committee member, they will have a pending status until approved by HR To Select a Committee Chair Scroll over Actions Click Make Committee Chair? o Click Ok to make a Committee Chair To Deselect a Committee Chair Scroll over Actions Click Remove from Posting Click Next OR

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14 P a g e 14 Evaluative Criteria Evaluative Criteria can help the Search Committee score the applicants for this specific posting. Click Next (If you do not want to use Evaluation Criteria) or Add a Criterion (If you want to use Evaluation Criteria) Under the Add column, select the category/description you wish to choose for any evaluation criteria that already exists When choosing the Applicant workflow state make sure to pick the appropriate stage at which the committee should answer the question you selected. For example, if you chose how do you rank the candidate s written communication, you would choose Under Review by Hiring Manager for the Applicant workflow state, but a question such as How clear and articulate was the candidate during the interview would fall under the Selected for Interview Applicant workflow state. Click Add a new one to add evaluation criteria that does not already exist Name- Type your question Label- Type your question again Category- Select the category your question falls into Description- Type your question again Click Open Ended or Predefined Answers (It is best to choose Predefined Answers ) o If you click on Predefined Answers type in each possible answer in separate boxes (You can also drag them to reorder) Click Submit (HR will approve your question(s) when the job ad is posted.) Click on the question (This section is not required to utilize Evaluation Criteria) Name- automatically populated Label- automatically populated Workflow State- automatically populated Weight- Enter the total weight you want this question to carry (Not Required) Possible Rankings o Points- Enter the total points for each possible answer (Not Required) Click Next OR

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16 P a g e 16 Posting Documents This section is most commonly used to upload the permission to fill form, search report, and/or interview questions documents Once received, HR will upload these documents to the job file. None of these documents are required for Temporary postings. Click Next

17 P a g e 17 Summary- Review your posting to make sure everything is correct.

18 P a g e 18 Click Take Action On Posting Under Workflow actions Click on Submit to Human Resources Click Submit HR now owns this ad. HR will review the posting and send back to hiring manager if any changes are necessary, otherwise the ad will move to posted.

19 P a g e 19 Posting: Applicant View Click on See how Posting looks to Applicant or Click on Print Preview (Applicant View) (This is how the ad will look to the applicants and can be printed) Posting: Preview Click on Print Preview (This will show the entire ad created)

20 P a g e 20 To view Applicants and Applications: Scroll over Postings tab Click on Temporary Scroll down to the position you are wanting to see the applicants for Scroll over Actions Click on View Applicants Scroll down to view all of the applicants o Click on the last name of the applicant you are wanting to view or o Scroll over actions and click on View Application

21 P a g e 21 To View a Collection of Application Documents You can review more than one applicant document at a time. You may choose to view all the documents for an applicant, specific applicant documents for each of a group of applicants, or all applicant documents for a group of applicants. Scroll over Postings tab Click on Temporary Scroll down to the position you are wanting to see the applicants for Scroll over Actions Click on View Applicants Scroll down to view all of the applicants o Select the check box of each applicant you want to review Scroll over Actions above the list of applicants Select one of the following: o Review Screening Question Answers o Download Screening Question Answers o Export Results Bulk o Move in Workflow o Download Applications as PDF o Create Document PDF per Applicant

22 P a g e 22 Once you select an applicant for interview/finalist list Hiring Manager will: Go to Temporary postings, select the position you are hiring for, and select the applicant you are interested in Scroll over Take Action on Job Application Click on Select For Interview (move to Selected for Interview) This option will move the applicant to this state Once interviews are conducted and a finalist has been selected, go to the applicant you have chosen and scroll over Take Action on Job Application Click on Finalist List (move to Finalist List) This option will move the applicant to this state Once you select an applicant for reference checks/recommend for hire Hiring Manager will: Scroll over Take Action on Job Application Click on Awaiting Reference Check for Faculty only (move to Recommend for Hire) To move applicants you are not wanting to hire, Hiring Manager will: Scroll over Take Action on Job Application (To move the applicants in bulk, review page 21) For the Not Interviewed, Not Hired Applicants o Click on Not Interviewed, Not Hired For the Interviewed, Not Hired Applicants o Click on Interviewed, Not Hired

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24 P a g e 24 Hiring Proposal Once applicant is recommended for hire by Hiring Manager: Go to the Postings tab Click on Temporary Click on the appropriate job Click on the Applicants tab between Settings and Reports Click on the applicant s name who is to be hired Click on Start Hiring Proposal on the top right by the green plus sign Click Start Hiring Proposal Most information should pull directly from the job posting/application Scroll down and complete the required fields of the Position Information, Funding Information, and Hiring Proposal Information sections If you have an end date for the temporary assignment, please make sure it ends on the 15 th of whatever month the assignment plans to end for Payroll purposes Click Next

25 P a g e 25 Hiring Proposal Documents This is where you would upload the Salary Worksheet (if applicable) Will most likely skip this section for temporary employees To upload: hover over Actions and select Upload New Click Browse, find the file you wish to upload, and click Submit Click Next

26 P a g e 26 Hiring Proposal: Summary Review Summary and make any necessary corrections by clicking the Edit button by the appropriate section Hiring Proposal: Submitting to Hiring Manager Click on Submit to Dean/VP (move to Dean/VP) (This will send the applicant to the Dean/VP of your Division. From here, the hiring proposal will make its rounds for approval, similar to the temporary staffing form Click Submit Once the hiring proposal has received all necessary approvals, it will be sent back to HR for the final approval and will then be complete

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28 P a g e 28 FOR HR USE ONLY Closing the Posting Hover over Postings Click on Temporary Click on Position Title Click on Take Action on Posting Click Close Posting (move to Closed) Click Submit

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30 P a g e 30 Temporary Workflow *************************************************************************** Hiring Manager Creates Posting Submits Posting for Approval to Human Resources Human Resources Reviews/Approves and Publishes Posting *************************************************************************** Hiring Manager Reviews Applications Recommends Applicant for Hire Completes Hiring Proposal (similar to temporary staffing form) and sends for approvals to Dean/VP, President, and Human Resources Human Resources Approves Hiring Proposal Moves Applicant to Hired Closes, Reposts, Extends, or Cancels Posting ***************************************************************************