FAQ FacultyJobs@UGA Revised: 6-27-16 All questions about the FacultyJobs@UGA system may be directed to facultyjobs@uga.edu. Questions about EOO guidelines can still be directed to the Equal Opportunity Office, and questions regarding faculty rank and procedures for appointment can be directed to the Office of Faculty Affairs.
Overview: Terms: Terms... Page 1-2 General Questions.... Page 2-3 User Access....Page 3-4 Faculty Search Posting......Page 4-5 Taking Action on a Posting.........Page 6-7 Posting Questions.. Page 7 Managing Applicants.......Page 8-9 Applicant: an individual applying to an open position. Equal Opportunity Office: The Equal Employment Opportunity Commission (EEOC) is fully committed to a strong equal opportunity program without regard to race, color, sex, religion, national origin, age, disability, sexual orientation, genetic information, or reprisal. Hiring proposal: needs to be initiated when a candidate is recommended for hire. Manager/Supervisor: can be identified in the FacultyJobs system as someone who is responsible for the administrative components of the faculty posting and hiring process for their department/unit/school/college. Office of Faculty Affairs: acts as a liaison between UGA and the Board of Regents on matters related to faculty appointment, promotion, and tenure. The office also manages policies and procedures related to faculty matters, faculty records, employment contracts, and other related responsibilities as assigned by the Provost. Office of International Education: envision a globally engaged university in which UGA students gain a rich understanding of the world and are prepared to work in international and intercultural settings and the research and instruction of UGA faculty and graduate students are enhanced through international collaborations. Posting: the listing of a job opening Terms: Search committee: a group of individuals formed for purposes of assisting the responsible administrator in recruiting and screening candidates for a posted academic position. Search committee chair: serves as the liaison among the appointing authority, HR department, and any other members of the search committee. Senior Administrator: the final level of approval (i.e. Dean/VP/Associate VP) Revised 6/27/16 Page 1
Supplemental questions: additional, more specific questions for applicants to answer when completing their application. These may also periodically be referred to as Screening Questions. Unit Head: includes those individuals in a department/unit/school/college who serve as first and level of approval for faculty search position postings and hiring proposals (to include appointment package documentation). General Questions: How do I access the FacultyJobs@UGA websites? The Web Address/URLs for the site include the following: o Internal User site https://facultyjobs.uga.edu/hr o Applicant portal: https://facultyjobs.uga.edu How do I request access to FacultyJobs@UGA as an internal user? To request an account as a UGA user, please visit the FacultyJobs@UGA homepage (https://facultyjobs.uga.edu/hr) and select Request an account. You will be asked to state which department and user group you would like to be associated with and include any additional information for account setup or access privileges. (Special permissions are required for account setup and security outside of the manager/supervisor role). How do I reset my password? Visit https://facultyjobs.uga.edu/hr/login (i.e. the FacultyJobs@UGA internal user site). Once here, select Request a password reset. The system will ask you to type in the username you wish to reset a password for and then click Request Password Reset. After selecting request password reset, the system will reset your password to be the same as your username. Once you login, the system will prompt you to change your password. What is the difference between my Inbox and my Watch List? Your Inbox contains all items that require your attention. These include items that are specifically assigned to you in their current state and items that do not have individual owners, but that you are authorized to act on if no one else does so. Your Watch List allows you to track the status of selected postings and hiring proposals. By default, your watch list includes all items that you create. For more details visit the Quick Guide: Your Inbox and Watch List located on the UGA FacultyJobs System Resources site. How can I start or stop watching an item? To start watching an item, locate the item of interest, open its Actions menu, and select Watch. If you already have the item open, you may select the Watch control on its summary page to add it to your Watch List. To stop watching m item, locate it in a search, open its Actions menu, and select Stop Watching. Revised 6/27/16 Page 2
To unwatch multiple items, check the desired boxes and select either Unwatch Posting/Hiring Proposal. Is there a specific browser type I need to use? The system has been tested with the following browsers: o Chrome (self-updating) o Firefox versions currently supported by Mozilla o Internet Explorer version 9 or 11 and later o Safari versions currently supported by Apple The FacultyJobs@UGA site also requires users to have Adobe Acrobat Reader installed. There is a free download. What happens if I forget to log out of the FacultyJobs@UGA System? To ensure the security of the data, the system will automatically log you out after 60 minutes if it detects no activity. However, anytime you leave your computer, it is strongly recommended that you save any work in progress and logout of the system by clicking on the Logout link located on the top-right-side of your screen. User Access: How do I request a FacultyJobs user account? To request an account as a UGA user, please visit the FacultyJobs@UGA homepage and select Request an account. You will be asked to state which department and user group you would like to be associated with, along with any additional information for account setup or access privileges. (Special permissions are required for account setup and security outside of the manager/supervisor role). What is a user group? FacultyJobs@UGA users are categorized by scope. The user group you are assigned is dependent upon your approved security access and will determine what information you have access to. How do I switch between user groups? If you cannot access the area where you need to work, check which permission group you are currently using and change to another group is necessary. You may do so by selecting the desired group from the Current Group drop box located to the right of your name. The change will occur automatically, and a banner will appear at the top of the screen to confirm the user type change. How do I set a preferred user group? Once logged into the system, select the My Profile tab. Under the Summary tab, there is a section titled User Details. Select Edit and locate the Preferred Group on Log In field. Select your desired group and click Update User. Revised 6/27/16 Page 3
I have multiple roles in the faculty hiring process. Do I need to create a different username and password for each user type? No. The system will allow you to have multiple users with the same profile and one password. To change groups, click on the Current Group drop down menu located to the right of your name. The change will occur automatically, and a banner will appear at the top of the screen to confirm the user type change. What should I do if I forget my FacultyJobs username? Send a quick note to facultyjobs@uga.edu explaining your situation. Is the FacultyJobs@UGA System set up with the UGA Central Authentication Service (CAS)? FacultyJobs is not currently set up with CAS, however there are plans in the works. An announcement will be made when this transition is made, but until then, it is recommended to use your MyID for login. This will make the transition easier for users. Do I have the ability to change my username and/or my email? Yes. Once logged into the system, select My Profile, which is located above your name. Under the Summary tab, select Edit beside User Details. Here you may change your username, email, and other user information. I am getting too many emails from the FacultyJobs system. Can I manage what emails I receive? Yes. You can manage your email options by changing the settings in your user profile. After logging into the system, select My Profile, found on your home screen. Under the Manage Emails tab, you have the ability to opt out of triggered email notifications by selecting the Opt Out box of the actions you do not wish to receive notifications from. Faculty Search Postings: Where can I find updated manuals, quick guides, and other UGA specific resources? User manuals, quick guides, and other helpful resources are accessible on UGA s Human Resources webpage under the Post a UGA Faculty Position site: http://www.hr.uga.edu/manuals-guidestraining. You will also find a link to the UGA FacultyJobs System Resources manuals, quick guides, and other training materials on the Homepage of the FacultyJobs User webpage under the Useful Links section (bottom right hand corner) How do I create a Faculty Search posting for my position? You can create a new faculty search positing one of two ways: o On the Home Screen, under Shortcuts, select the link that says, Create New Faculty Search Posting. o On the Home Screen, hover over the Postings option on the heading menu. In the drop down menu, select Faculty Search. A Faculty Search Postings page will appear. In the upper right hand side of the page, select the orange Create New Posting button. Further instructions on how to create Faculty Search postings can be found at the UGA FacultyJobs System Resources site. Revised 6/27/16 Page 4
When creating a posting, what happens when I check the Open until Filled option? Checking the Open until Filled option will keep your posting published in the applicant portal until your Manager/Supervisor or department contact requests the position be manually removed from the web. Contact the Office of Human Resources at facultyjobs@uga.edu to request to remove your position from the web. Keep in mind that if there is no designated Close Date, applicants will be able to apply until the posting is closed - even if a candidate has been placed in the recommended for hire status. When creating a posting, what should I upload in the Posting Documents section? The only document(s) that are required to be uploaded in this section are the long and/or short ads for your position. It is important to remember that the Posting Documents section is an internal tool and is only used by workflow users and search committee members. This information is not shared with applicants. This is a great place to upload any helpful references for internal users, such as timelines and scheduling for the search process. What is the importance of the Supporting Documents feature? The Supporting Documents feature is designed to allow approved user groups the ability to attach additional documents to individual job applications within a specific posting. This feature can also be used to upload applicant replacement/updated documents. The applicant will NOT have the ability to view these documents, only internal users can view. The Supporting Document feature is NOT activated by default, so it is important to enable when necessary. For more information visit the Quick Guide: Supporting Documents found at UGA FacultyJobs System Resources. Why is the Special Instructions field important? The Special Instructions to Applicants field is designed to allow your unit to include any specific directions for the applicant to see during the application process. This can include information about search time frames, deadlines, reference process, or instructions on specific application documents. Examples of what to include: search time frames, deadlines, reference process, etc. For more information regarding the Special Instructions field, please visit the Quick Guide: Special Instructions to Applicants located on the UGA FacultyJobs System Resources site. How do I set up a search committee on a posting? Open the posting for editing and select the Search Committee tab. To add a search committee member, search by first and last name or email address. Your search will only locate people who have the Search Committee permission group. Select Add Member. Repeat these actions for all applicants. If the individual s name is not found in a search, enter the person s first and last name, email address, and user name in the new Committee Member area. Then select Submit. This will create an account request. If you wish for an individual to be the search committee chair, check the box to Make Member the Committee Chair. For more information regarding search committee members, visit Quick Guide: Using the Search Committee Feature located on UGA FacultyJobs System Resources site. Revised 6/27/16 Page 5
Taking Action on a Posting: Who submits actions through FacultyJobs? Various FacultyJobs users submit certain actions through FacultyJobs, depending on their user group and scope of access. In order to access Faculty Jobs, you must have an account. How do I know the status of my action? You can determine the status of your action(s) in FacultyJobs. The Current State and State Owner" columns show the current status and the responsible party for each action. In addition, automatic emails will be generated to notify you when you need to take action during critical status points in the system. Can I use an old action instead of creating a new one? No. You must create a new action. However, for actions on existing positions, much of the position information populates from the position library. Why did my action get sent back to me? Actions may be returned if required data or attachments are missing or incomplete. When an action is returned to you, you can check the Action History tab for specific information about what additional information you need. How can I see where the posting is in the workflow and who the current owner is? If the posting is not in your Watch List on the FacultyJobs homepage, you can find it by clicking on the Postings tab at the top of the page and searching for the appropriate position. Use the Workflow State column to determine where that posting is currently sitting. This will tell you who the current owner of the posting is. You may also add a position to your watch list by choosing Watch under the positions Action menu. The hiring supervisor/search committee has selected a final candidate to fill a vacant, posted position. How do I hire the selected candidate? Submit a Hiring Proposal to hire the selected candidate into the vacant position. A User Manual is available on the Homepage of the FacultyJobs employment system in the right-hand column under Useful Links for more information. What is the status of my position request/hiring proposal? You can check the status of your position request at any time by changing to the Position Management module, going to the Position Descriptions tab, and selecting Position Requests for the appropriate position type. Check the Action Workflow State column for the current status. You can check the status of your hiring proposal at any time by changing to the Applicant Tracking module, going to the Hiring Proposals tab, and selecting the appropriate position type. Check the Hiring Proposal Workflow State column for the current status. When a posting is in the Draft workflow state, why am I not able to send it to the next step in the workflow process, but instead can send it to a later workflow state? A user who has created a Draft posting will see the workflow transitions for the first step in the workflow that their user group owns. If, for example, the first step in your posting workflow is a Hiring Manager state (owned by the Hiring Manager group), and the next step in workflow after that is Budget Review, a Hiring Manager user creating the posting will see "Send to Budget Review" in the Take Action on Posting button instead of "Send to Hiring Manager". Revised 6/27/16 Page 6
Can a workflow state be owned by more than one user group? No. Workflow states are limited to being owned by one user group at a time. Remember, though, that any user group with the manage-level permissions will be able to take action on an object at any time, regardless of the workflow state it's in. Contact Customer Care Support if you would like to discuss those permissions. If I place a Close Date on the posting, what does that mean? The Open and Close Date fields are used to automatically open or close a posting on the date you specify. Postings will open automatically at 12:00 AM local time on the open date and close automatically at 11:59 PM local time on the close date. Applications must be completed before the close time; in-process applications cannot be certified and submitted. Posting Questions: If I have a position with multiple hires, do I have to submit multiple postings for each position separately? No. Postings can have multiple Hiring Proposals so it is not necessary to create multiple postings. Instead, when an applicant is recommended for hire and the hiring proposal is completed, be sure to choose No-Position is still accepting applications and will be used to hire multiple applicants when asked if you are ready to remove the position from the web. Can I delete a posting I have started? No. You have the ability to cancel a posting you have started, but not completely remove it from your library. To cancel a posting, hover over the Take Action on a Posting button. You will have the option to move the position forward or cancel. Select cancel. After a posting is published, how can we extend the application deadline? To extend a posting s application deadline, please contact the Office of Human Resources at facultyjobs@uga.edu. When submitting your request, include the posting number and date you wish to extend the deadline to. How do I create/open/edit/close a posting? Only HR users can work with postings. All other users can only view postings. There are extensive instructions dealing with postings in the Create a Posting Quick Guide, which can be found at the UGA FacultyJobs System Resources site. Please contact the Office of Human Resources at facultyjobs@uga.edu for any assistance with postings. My position has been filled, but the posting still shows as Active. How can I finalize this posting? In order for HR to move a posting to an Inactive Status, departments must change all applicant statuses to either Not Hired or Hired and notify HR of the changes. Why is my posting URL different in the HR Suite and the applicant portal? You may have noticed that often the number in the URL for the posting and applicant portal will be the same, like this: o https://cc3.peopleadmin.com/hr/postings/12345 (HR Suite) o https://cc3.peopleadmin.com/postings/12345 (applicant portal) Revised 6/27/16 Page 7
Sometimes, though, the numbers will be different: o https://cc3.peopleadmin.com/hr/postings/12345 (HR Suite) o https://cc3.peopleadmin.com/postings/12347 (applicant portal) We call that number the posting's ID. The discrepancy in posting ID happens when a posting is republished. The ID in the applicant portal URL for the posting will be updated each time the posting is republished, but the ID number in the HR Suite stays the same. Only the link to the most recent ID will show in the search results in the applicant portal. If you're using the Quick Link for the applicant portal, it will continue to use the original number (12345, in the example), but it will always take the applicant to the most recent version of the posting. Managing Applicants: A candidate accidentally answered a posting question incorrectly and their application was disqualified, but they do meet the minimum qualifications of the position. How can I access the candidate s application? Please contact the Office of Human Resources at facultyjobs@uga.edu for assistance. We can make a note in their application file and change the status of their application to make it available to the department for review. A candidate completed their application for a position but attached the wrong transcript, resume, etc. or applied and forgot to attach a document. How can they upload the correct document? If the candidate notices this mistake right away, they will need to contact the Office of Human Resources at facultlyjobs@uga.edu in order to reactivate their application. If the candidate wants to add a new document at a later date, they can contact the hiring department and include the correct document they wish to add to the application. The hiring department will then have the ability to use the supporting document feature in order to update the application. A candidate withdrew their application by mistake. Can I change their status back to active? No. The candidate will need to contact the Office of Human Resources at facultyjobs@uga.edu. Do I have the ability to correct errors in an application? Yes. Locate and view the application of interest. Select Edit Application and make changes as needed. Be sure to select Save before leaving any page where changes have been made. How can a candidate know if their application has been received? Have the candidate log in to the FacultyJobs system and click on My Applications. Here they will be able to see applications and attachments that are completed in the Completed Applications section. A candidate told me they applied, but their application isn t listed on the posting. How can I access the candidate s application? In this situation, the application is incomplete, the application was disqualified, or the candidate applied to a different posting. Please contact the Office of Human Resources at facultyjobs@uga.edu to determine the problem and find a solution. A candidate is unable to log in and receives a message that their account is not valid or does not exist. How can this be fixed? Revised 6/27/16 Page 8
The candidate may have created the account before UGA began managing applicant tracking through FacultyJobs. Applicant accounts are generally not replicated from older systems, so the applicant will need to create a new account. Do I have the capability to see other search committee members evaluations? Only search committee chairs have access to all evaluations. If you are not the chair, you will only have access to your evaluation. What should you do if a candidate or reference s attached document failed in the conversion process? This is typically caused by the candidate uploading a file that is password-protected, corrupted, or infected with a virus. For candidate s documents, the application will need to be reactivated and the candidate or will need to be contacted in order to request a new document. For reference s documents, the document will need to be deleted and re-solicited. May I download an applicant s supplemental questions? Yes. Open the posting and select the Applicants tab to view the applicants who have applied. Check the box to select the applicant of interest. From the main Actions menu, select Download Supplemental Question Answers. The search results are saved in.xls format. Depending on your browser, the file may automatically download to your computer's download folder, or you may be prompted to choose whether you want to open or save the file. May I download a list of candidates onto my computer? Yes. You are given the option to download a combined PDF document or export into Excel. For further information, please see the Quick Guide: How to create a PDF Document per Applicant, which can be found on the UGA FacultyJobs System Resources site. Revised 6/27/16 Page 9