overview 4 section a: staff positions 11 ......the hiring official or hiring process manager...

PeopleSoft V9- Hiring Process Manager The University of Akron

Ver. 2012.10.23 [email protected] ©2012 These materials may not be reproduced in whole or in part without the express permission of

The University of Akron.

Table of Contents OVERVIEW ......................................................................................................... 4

Discussion .......................................................................................................... 4 Using this Manual ................................................................................................ 5 The Job Opening Panel ......................................................................................... 6 Staff and Contract Professional Positions Checklist for Hiring Process Managers ........... 7 Faculty Position Checklist for Hiring Process Managers .............................................. 9

SECTION A: STAFF POSITIONS ............................................................................. 11

LESSON 1: CREATE JOB OPENING – STAFF POSITION ........................................................... 12 Discussion ........................................................................................................ 12 Obtain Position Approval..................................................................................... 13 Create Job Opening ........................................................................................... 14

Discussion...................................................................................................................14 Process Summary ........................................................................................................14 Step 1 – Enter Primary Job Opening Information .............................................................15 Step 2 – Job Opening-Job Details Page ...........................................................................18 Step 3 – Job Opening-Hiring Team Page .........................................................................22 Step 4 – Job Opening-Job Posting and Posting Information Pages ......................................25 Step 5 – Job Opening–Advertising Page ..........................................................................30 Step 6 – Save and Submit Job Opening ..........................................................................35

Find a Job Opening ............................................................................................ 41 Method 1: Set Criteria to Search All Job Openings ............................................................41 Method 2: Select from My Job Openings .........................................................................43

Review Approvals .............................................................................................. 46 LESSON 2: RECRUITMENT – STAFF POSITION .................................................................... 48

Discussion ........................................................................................................ 48 Screen Applicants .............................................................................................. 48 Route/Approve Applicant Short List ...................................................................... 50

Step 1 - Identify the Short List of Applicants ...................................................................50 Step 2 - Add Attachments to a Job Opening ....................................................................57

Save an E-mail to Attach to a Job Opening ..................................................................61 Step 3 - Notify Others to Review Documents and Approve ................................................62

Interview Applicants .......................................................................................... 63 Prepare/Approve a Job Offer ............................................................................... 64 Prepare Candidate for Hire .................................................................................. 74

SECTION B: CONTRACT PROFESSIONAL POSITIONS ............................................ 75

LESSON 1: CREATE JOB OPENING – CONTRACT PROFESSIONAL POSITION ................................... 76 Obtain Position Approval..................................................................................... 77 Create Job Opening ........................................................................................... 78

Discussion...................................................................................................................78 Process Summary ........................................................................................................78




LESSON 2: RECRUITMENT – CONTRACT PROFESSIONAL POSITION............................................. 79 Discussion ........................................................................................................ 79 Screen Applicants .............................................................................................. 80 Route/Approve Applicant Short List ...................................................................... 82

Step 1 – Identify the Short List of Applicants. ..................................................................82 Step 2 - Add Attachments to a Job Opening ....................................................................88

Save an E-mail to Attach to a Job Opening ..................................................................92 Step 3 – Notify Others to Review Documents and Approve ................................................93

Interview Applicants .......................................................................................... 95 Prepare/Approve Job Offer .................................................................................. 96 Prepare Candidate for Hire .................................................................................. 97

SECTION C: FACULTY POSITIONS ......................................................................... 98

LESSON 1: CREATE JOB OPENING – FACULTY POSITION ........................................................ 99 Discussion ........................................................................................................ 99 Obtain Position Approval................................................................................... 100 Create Job Opening ......................................................................................... 101

Discussion................................................................................................................. 101 Process Summary ...................................................................................................... 101

LESSON 2: RECRUITMENT – FACULTY POSITION ................................................................ 102 Discussion ...................................................................................................... 102 Screen Applicants ............................................................................................ 103 Route/Approve Applicant Short List .................................................................... 105

Step 1 – Identify the Short List of Applicants ................................................................. 105 Step 2 - Add Attachments to a Job Opening .................................................................. 111 Step 3 - Notify Others to Review Documents and Approve .............................................. 112

Interview Applicants ........................................................................................ 115 Prepare/Approve Job Offer ................................................................................ 116

Job Offer Approval ..................................................................................................... 116 Add Attachments ....................................................................................................... 118 Identify the Recommended Candidate .......................................................................... 121

Prepare Candidate for Hire ................................................................................ 124 Add Attachments ....................................................................................................... 124 Identify Successful Candidate ...................................................................................... 128

SECTION D: REPORTING ..................................................................................... 138




APPENDIX A: USE AN OUTLOOK RULE TO MANAGE RECRUITING SOLUTIONS E-MAIL TO APPROVER ................................................................... 141

Discussion ...................................................................................................... 141 Outlook 2007 .................................................................................................. 142

Create a Folder .......................................................................................................... 142 Create a Rule ............................................................................................................ 144

Outlook 2010 .................................................................................................. 151 Create a Folder .......................................................................................................... 151 Create a Rule ............................................................................................................ 154

APPENDIX B: TECHNICAL INFORMATION ........................................................... 162

Windows XP Settings ....................................................................................... 163 Configure Pop-up Blocker ............................................................................................ 163 Automatic Prompting for File Downloads ....................................................................... 165 Configure for Excel Downloads..................................................................................... 167

Windows 7 Settings ......................................................................................... 169 Configure Pop-up Blocker ............................................................................................ 169 Automatic Prompting for File Downloads ....................................................................... 171 Configure for Excel Downloads..................................................................................... 173

Printing Web Pages in the Browser (after PeopleTools 8.51) ................................. 177 Using Multiple PeopleSoft Windows .................................................................... 179

APPENDIX C: CLASS SPECIFICATION EXAMPLES ................................................ 180

APPENDIX D: SYSTEM-GENERATED E-MAIL ........................................................ 182

APPENDIX E: SEARCH COMMITTEE’S JOB AID .................................................... 183

APPENDIX F: APPROVER’S JOB AID.................................................................... 187

APPENDIX G: POSITION APPROVAL FORM ......................................................... 189

APPENDIX H: SEARCH WAIVERS ........................................................................ 191

Step 1 – Enter Primary Job Opening Information ................................................. 191 Step 2 – Job Opening-Job Details Page ............................................................... 194 Step 3 – Job Opening-Hiring Team Page ............................................................. 198 Step 4 – Job Opening-Job Posting and Posting Information Pages ......................... 201 Step 5 – Job Opening-Advertising Page .............................................................. 204 Step 6 – Save and Submit Job Opening .............................................................. 208

APPENDIX I: TROUBLESHOOT PROBLEMS WITH OPENING ATTACHMENTS ....... 209

Internet Explorer Setting to View Attachments .................................................... 209 Windows XP File Type Settings .......................................................................... 211




Overview

Discussion

With the implementation of PeopleSoft Recruiting Solutions (RS), The University of Akron has an online tool to improve our hiring processes. RS provides electronic approval and routing, as well as the integration of data, to more efficiently manage candidate files and the workflow from the initial application to the hiring phases of searches.

At this time, RS will include full and part-time staff and contract professionals and full-time faculty. It will not include part-time faculty, student employees, or graduate assistants.

This course is designed for the Hiring Process Manager, who performs the following functions in PeopleSoft Recruiting Solutions:

1. Upon approval, creates the job opening in PeopleSoft. 2. Manages and updates the job opening in PeopleSoft. 3. Manages the applicants. 4. Adds and edits the attachments to the job opening. 5. Requests approval to schedule interviews. 6. Views where a Job Opening is in the process. 7. For faculty positions, prepares the job offer and prepares the applicant for hire in

PeopleSoft.




Using this Manual

This manual is divided into three (3) sections: Section A: Staff Positions Section B: Contract Professional Positions Section C: Faculty Positions

In each of the sections, the basic hiring process for that group of positions is outlined. This outline reflects the detailed steps performed by the Hiring Process Manager and the general steps that are performed by others.

• The steps that the Hiring Process Manager performs in PeopleSoft Recruiting Solutions are given in detail and are not shaded. See the example in steps 1 and 4 below.

• The steps that are indented and shaded in gray indicate that the steps/processes are performed by people other than the Hiring Process Manager. See the example in steps 2 and 3 below.

1. The Hiring Official or Hiring Process Manager completes a separation PAF (Personnel Action Form). The Separation PAF must be processed by HR before the Job Opening can be created in PeopleSoft.

4. The Hiring Official or Hiring Process Manager receives an e-mail from HR-Employment

Services with the valid job code and/or position number and updated/created Class Spec, if needed.

The Zippy icon indicates an important item to remember.

Hiring Process Manager performs this step.

Hiring Process Manager performs this step.

Someone other than the Hiring Process Manager performs these steps.




The Job Opening Panel

To create a job opening in PeopleSoft, the Hiring Process Manager will use the Job Opening group of pages (panel). In this module of PeopleSoft, the navigation to the individual pages of the group is accomplished by clicking on links.

Links are used to navigate to other pages in the same panel. In this example, the links Hiring Team, Job Posting, etc. are used to move to other pages in the Job Opening panel. The Job Details link is inactive, because the Job Details page is the page displayed.

Tabs are NOT used to navigate in the Job Opening panel. Tabs are not displayed. Instead, links are displayed for navigation.

X




Staff and Contract Professional Positions Checklist for Hiring Process Managers

The Hiring Process Manager needs this information at the start of the position: • Position approval from HR for non-academic position to start the recruitment

process -OR- Position approval from the Provost for academic positions to start the recruitment process

• Proposed Start date - For grant accounts, contact grant accountant to confirm Start date.

• If this is a temp position, proposed End date. An End date is needed only for temp positions.

• Job code, if not positioned (temporary, part-time position) • Department name and/or Department ID • Position number • Former employee (Vice) • Part-time or Full-time • Is a Search Waiver being requested? • If part-time, include hours to be worked • Regular, temporary or sponsored • Salary range listed on Positional Approval Form. • Class spec for staff and contract professional positions • Names of Search Committee members • Names of Interested Parties • Account codes for salary, background and advertising • Ad copy, advertising locations, and networking

The Hiring Process Manager needs this information for the Interviewing process: • Short list of candidates to be interviewed • Interview time and location • Duration of interview • Interview questions to be uploaded to the job




The Hiring Process Manager needs this information after the interview is complete: • Results of each candidate interviewed from the search chair: 1) interview

evaluation, 2) reason for select or non-select, and 3) ranking of candidates • HPM will email HRES with whom the committee will want to hire once the

evaluations have been completed in Recruiting Solutions.

The Hiring Process Manager needs this information at the Prepare for Hire stage: • Staff and Contract Professional hires will be handled by HRES.

At the conclusion of the recruitment and selection process, the Hiring Process Manager will:

• Upload or send to HRES any and all documents from the search process from the search committee to be kept in HR for three years




Faculty Position Checklist for Hiring Process Managers

The Hiring Process Manager needs this information at the start of the position: • Position approval from the Provost for academic positions to start the recruitment

process • Proposed Start date - For grant accounts, contact grant accountant to confirm

Start date. • If this is a temp position, proposed End date. An End date is needed only for

temp positions. • Department name and/or Department ID • Position number • Former employee (Vice) • Full-time or Search Waiver • Regular, temporary or sponsored • Recommended Salary for Faculty • Duties and qualifications of position • Names of Search Committee members • Names of Interested Parties • Account codes for salary, background and advertising • Ad copy, advertising locations, and networking

The Hiring Process Manager needs this information for the Interviewing process: • Short list of candidates to be interviewed • Interview questions to be uploaded to the job

The Hiring Process manager needs this information at the Prepare-for-Hire stage: Hire Comments – The following fields will be entered by the HPM into the Hire Comments field. • Reason – Temporary Assignment, Successful Internal Applicant, Rehired

Retiree, Regular, Sponsored • End date (if temporary) • First Level Supervisor • Mail Drop (+4 Zip) • Secondary Title - Example: Department Chair, Mathematics • Faculty Tenure Eligibility Date - Example: 09/01/17 • Salary/Salary Basis – Example: $50,000/9 months • Stipend Information (if applicable) = amount/frequency/account code • Contingencies (if applicable) = Appointment contingent upon receipt of PhD by

8/2012




• Joint Appointment (if applicable) = Joint appointment with Chemistry (primary) and Chemical Engineering (secondary) 8/11 to 5/13

• Special Increases (if applicable) = Effective 1/12, salary will increase to $xx,xxx • Building, Room • Account code changes after a certain date (if applicable) = Effective 1/1/12

earnings change to 201234 50% and 234556 50% • Campus Phone number • Roll to Base Stipend for Department Chairs (if applicable) • AAUP (if applicable) • Tax Location • Additional Comments

At the conclusion of the recruitment and selection process, the Hiring Process Manager will:

• Upload or send to HRES any and all documents from the search process from the search committee to be kept in HR for three years




Section A: Staff Positions

Lesson 1: Create Job Opening – Staff Position

Lesson 2: Recruitment – Staff Position




Lesson 1: Create Job Opening – Staff Position

Discussion

Topics covered in this lesson include: • Obtain position approval • Create a job opening

Forms replaced by the new process reviewed in this lesson:

• Job Requisition Form (JRF) • Search Plan

Things to know: • The position number is required to initiate a job opening for an existing position.

A report will be available at Human Capital Management > Human Resource Management to give position number information for approved positions.

• A valid job code number is required to initiate a job opening for a job vacancy that is not positioned (Part-time, temporary job)

• The Save and Submit button kicks off the Workflow Routing process. • The Job Opening ID formerly was known as the JRF. • An Approver is someone who must make and indicate a decision in the system. • The Hiring Process Manager can check where things are in the approval

process. • An Interested Party (reviewer) is an individual who reviews information.

Interested Parties do not receive notifications. • Search Committee members, Approvers, and Interested Parties access data

through My Akron (formerly ZipLine). • Training for Search Committee members is available through HR. • Recruiters (HR) and Hiring Process Managers access data through the

Recruiting menu in PeopleSoft. • Applicants are identified by an Applicant ID. This is not an EmplID.

HR personnel will continue to have frequent conversations with those who are involved in the hiring process. HR will contact the Hiring Process Manager to discuss any concerns, possible denials, or pushbacks.




Obtain Position Approval

1. The Hiring Official or Hiring Process Manager completes a Separation PAF

(Personnel Action Form). The Separation PAF must be processed by HR before the Job Opening can be created in PeopleSoft.

The position must be approved by completing the Position Approval Form and obtaining the appropriate signatures. A copy of this form is on page 189. Position approval remains a strategic process that works in concert with University budgeting.

An approved position is required to begin the recruitment process in PeopleSoft Recruiting Solutions.

2. Hiring Official

• Conduct a job assessment to determine departmental needs.

• If replacement, run the Employee Data Sheet report.

• Complete a Position Approval Form with supporting rationale for non-academic position.

• Route form for Dean or VP signature. • E-mail form to Human Resources

Classification Services (HRCS) for review and approval.

If changes need to be made to the Classification Specification or Position Management, it will need to be done BEFORE a Job Opening is created in PeopleSoft Recruiting Solutions. If a copy of the position’s specification is needed, HR Classification can provide a copy. Contact Mary Jane Grebenc ([email protected] , x6702) or Jessica Warstler ([email protected] , x7904).

3. HRCS (Human Resources Classification Services)

• Review request then forward to AVP of Talent Development and HR, or a designee, who determines if position is approved or denied.

• Update/revise Position Management panel in PeopleSoft, as needed.

• E-mail Hiring Official/Hiring Process Manager with valid job code and/or position number and updated/created Classification Specifications.

4. The Hiring Official or Hiring Process Manager receives an e-mail from HR-

Employment Services with the valid job code and/or position number, an updated/created Classification Specification, the assigned recruiter’s name, and, if appropriate, a scanned copy of the Position Approval form.

mailto:[email protected]





Create Job Opening

Discussion

The Hiring Process Manager needs the following documents in order to create a job opening in PeopleSoft:

• Proposed search information (Search Committee members, job posting details and advertising information) from the Search Committee

• Approved job class specification from HRCS (for qualifications and responsibilities). A class specification for a staff position of Administrative Secretary is on page 180.

• Position Approval form for the position – This is the form used by HR to sign-off on a position.

• The name and EmplID of the incumbent employee, if this is a replacement position

Process Summary

To create the job opening, the Hiring Process Manager will: • Select the path Recruiting > Create Job Opening. • Enter data on the pages of the Job Opening panel.

Job Opening

• It is important to SAVE AS DRAFT periodically. There are several pages of data to complete and this will prevent the loss of any entry work.

• Although there is more than one way to locate the Job Opening, it is best to note and keep the Job Opening ID for reference. This ID is created the first time SAVE AS DRAFT is completed.

Step 2- Job Details

Step 1 - Enter

Primary Job Opening

Step 3 - Hiring Team

Step 4 - Job Posting

Step 5 – Advertising

Step 6 - Save and Submit




Step 1 – Enter Primary Job Opening Information

1 Hiring

Official • Identify who the hiring team should

include for the job vacancy (recruiter, interested parties (reviewers), search committee members, approvers, etc.).

• Draft a Job Posting. • Develop an advertising strategy. • Forward information to Hiring Process

Manager for entering in PeopleSoft.

Job openings will be initiated upon approval of new positions from the Office of the Dean/Director.

2. Obtain the necessary information from the Search Committee.

3. The Hiring Process Manager receives the job opening information to enter in PeopleSoft.

The position number is required to initiate a job opening for an existing position. An approved job code is required to initiate a job opening for a vacancy that is not positioned (a temporary, part-time position.

4. Login to PeopleSoft at https://sahr.uakron.edu .

5. From the main menu, select Recruiting > Create New Job Opening.

The Enter Primary Job Opening Information page displays.

https://sahr.uakron.edu/




6. In the Opening Information box, enter:

• Job Opening Type: Defaults to Standard Requisition. Do not change.

• Business Unit: Defaults to STDBU. Do not change.

• Position Number: Enter the position number provided by HR (including the leading zeros) for a total of 8 digits. A Position Number is required to initiate a job opening for an approved position.

-OR- Job Code: Enter a valid job code number. A Job Code will be entered only for part-time, temporary jobs. For all other jobs, a Position Number is required. A job code number is required to initiate a job opening for a job that is not positioned.

• Posting Title: This field will auto populate, after the Position Number or Job Code is entered. Enter the complete title, if a part of the title is cut-off. This Posting Title is used for the Job Posting and all through the manage hire process. Ensure that this is the correct and complete title for the position.




7. Click on the Continue button. The Job Opening – Job Details page displays. The Job Opening Status Code is Draft.

Status Code for this Job Opening

The “grayed-out” link indicates that you are on the Job Details page of the Job Opening pages.




Step 2 – Job Opening-Job Details Page

1. The information on the Job Opening-Job Details page is similar to the

previously-used, paper Job Requisition Form (JRF). On the Job Detail Information page, enter the following:

• Status Reason: Select New Position or Replacement Position, as appropriate for this job opening.

• Desired Start Date: Date that new hire can begin working because the position will be vacant on that date. This is an estimate. Must be a minimum of first day after person leaves, if this is a replacement position.

• Employees Being Replaced section: o If this is a replacement position, enter the incumbent’s name. The

name is entered in the format FirstName (space) LastName. It is a case sensitive field, so use title case. Avoid the use of the Lookup tool , because it significantly slows down the entire system, as it retrieves the 98,000 names.

o Press the ENTER key on the keyboard. WAIT. If there is only one exact match, the incumbent’s EmplID displays.

This symbol (referred to as the daisy) displays in the upper right corner of the PeopleSoft window, when PeopleSoft is processing. The daisy replaces the word Processing.

Use the Delete a row tool (trash can) to delete a row that was entered in error.

Sandy Beach

Important: If this position is funded by a grant, contact your grant accountant to verify the Desired Start Date.




o If there is more than one person with this name, the Look Up page displays with the list of results. Select the correct person by his/her EmplID.

o OPTIONAL: If a message displays - “invalid value . . .” Click on OK.

On the Look Up page, enter the incumbent’s EmplID, click on the Look Up button, and select the incumbent’s name.

o The incumbent’s name and EmplID display.

• Schedule Type: Full-Time or Part-Time

• Regular/Temporary: Select the appropriate option.

• Begin Date: Leave this blank, unless this is a temporary position. If this is a temporary position, this date should match the Desired Start Date entered.

Sandy Beach Sandy Beach Sandy Beach Sandy Beach Sandy Beach

Sandy Beach

1. Cont’d

Sandy Beach

Multiple rows may display for a person. If so, select the first row for that person.




• End Date: If this is a temporary position, indicate the End Date. Leave this field blank, if this is a Regular position.

• Hours: Enter the number of hours to be worked on a weekly basis. Salary information: For most positions, this auto populates from job code. For Staff, unclassified and classified, salary range is pre-determined and is listed on the approval form. All union positions also will be on the approval form. For ungraded positions, the salary does not auto populate and needs to be entered. The salary information is listed on the approval form.

• Salary Range From: Verify that this is correct. If the salary range did not auto populate, enter the amount.

• Salary Range To: Verify that this is correct. If the salary range did not auto populate, enter the amount.

• Pay Frequency: Verify that this is correct. If it is not, make a selection from the down arrow.

2. Check all the information on the page to verify that it is correct.

1. Cont’d




3. Click on the Save as Draft button. In the top left corner of the PeopleSoft window, there is a message to indicate that your draft saved successfully.

A Job Opening ID is assigned. Note the number. This number is the easiest way to locate the data in PeopleSoft or to work with HR about this Job Opening.

4. At the top or bottom of the page, click on the Hiring Team link. The Job Opening – Hiring Team page displays.




Step 3 – Job Opening-Hiring Team Page

1. Enter the Recruiters information on the Job Opening – Hiring Team page:

• Click on Add Team. The Add Team page displays.

In the Select field, click to mark the checkbox for the Recruiter team.

• Click on OK. A row of data displays for each member of the Recruiter team.

• In the Primary field, click to mark the box for your assigned Recruiter.




2. Enter the Hiring Manager information. The person who is entering this information probably is a Hiring Manager.

• Click on Add Hiring Managers. The Name field displays. Enter the Hiring Manager’s name or use the Lookup tool . The name is entered in the format FirstName (space) LastName. It is a case sensitive field, so use title case. Example: Clara Barton.

• Press the ENTER key on the keyboard. WAIT. The Hiring Manager’s EmplID displays and the Primary field is checked.

• Repeat these steps to add any other Hiring Manager.

You may need to add someone such as the Dean’s administrative assistant, because she/he needs to be in the loop on all searches. A list of individuals approved as Hiring Managers is stored in PeopleSoft. This list is maintained by HR. If there is a new Hiring Manager in your area and that person is not available to enter in this Hiring Manager field, contact HR.

• In the Primary field, click to mark the box for the Primary Hiring Process Manager.

3. Enter the data for the Interviewers (Search Committee members).

• Click on Add Interviewers. The Name field displays. Enter the name of one of the Search Committee members (FirstName (space) LastName). It is a case sensitive field, so use title case. Example: Martin Smith

• Press the ENTER key on the keyboard. WAIT. The Interviewer’s EmplID displays.

• Repeat these steps to add each Search Committee member.

4. Enter the data for the Interested Party(ies): An Interested Party is a person who just needs to look at information. This would be any individual that is not on the Search Committee that needs to see the applications. A Director, Department Chair, VP, or Rex Ramsier are examples of individuals, who might be entered as an Interested Party. They do not receive any notifications.

• Click on Add Interested Parties. The Name field displays. • Enter an Interested Party’s name (FirstName (space) LastName). • Press the ENTER key on the keyboard. WAIT.

The Interested Party’s EmplID displays. • Repeat these steps to add each Interested Party.

1280485

You may add yourself as an interested party in order to view data in My Akron.

If search committee changes after EEO approval of the job opening, let EEO know.




5. Click on Save as Draft. The daisy displays while the data is being saved.

When the data is saved, displays in the upper left corner of the Job Opening page. Also, note the Job Opening ID, which makes it easier to locate this Job Posting in PeopleSoft or to discuss it with HR personnel.

1280485

Mary Worth

Charles Brown

Ling Hu

Marvin Swarovski

Nelson Jacoby

Susan McArthur

6. The completed Hiring Team page looks similar to this.




Step 4 – Job Opening-Job Posting and Posting Information Pages

2. Click on the Add Job Postings link to display the Job Opening - Posting Information page.

1. Click on the Job Posting link to display the Job Posting page.




4. On the Posting Information page:

• The Hiring Process Manager enters only the Qualifications, Responsibilities, and Application Details. See steps 5 and 8.

• The Recruiter will complete additional information for the Job Posting. This will allow for consistency in the University’s job postings.

5. Enter the Qualifications Information: The Hiring Process Manager should use the Classification Specification (Education and Experience sections) for the position, when entering qualifications and responsibilities on this page. If he/she needs a copy of the position’s specification, HR Classification Services can provide a copy. Contact Mary Jane Grebenc ([email protected], x6702) or Jessica Warstler ([email protected] , x7904). • Job Posting Title: Verify that it is the full title. Make changes, if necessary.

Some departments like to add the department name to the title. If this will be an internal search only, add the words “requesting internal search” at the end of the Job Posting Title.

• Visible (Under Job Descriptions): Click on the down arrow to select Internal and External. This is necessary for the job to be posted on the UA jobs web page. (If the position only is internal, then within the title, it will state “requesting internal search.”)

• Description Type: Click to select Qualifications from the available options. • Description ID: Leave this blank. • Description: Copy and Paste Qualifications (from the Classification

Specifications document for this position) into this field.

3. Note that the Job Opening - Posting Information page is similar to the previously-used, hard copy Search Plan form.






7. Click on the Add Posting Descriptions link. An additional frame displays on this page with the Visible, Description Type, Description ID and Description fields.

6. The Job Opening – Posting Information page looks similar to this.




8. On the Posting Information page, enter the Responsibilities Information. Enter the specific duties of this position for your department. The Hiring Process Manager can use the Classification Specification for the position as a guideline. If he/she needs a copy of the position’s specification, HR Classification Services can provide a copy. Contact Mary Jane Grebenc ([email protected], x6702) or Jessica Warstler ([email protected] , x7904).

• Visible: (Under Job Descriptions): Click on down arrow to select Internal and External from the available options.

• Description Type: Click to select Responsibilities from the available options.

• Description ID: Leave this field blank.

• Description: o The Job Title auto populates in the Description field.

Delete the Job Title from the Description field. o Enter the job duties. Reference the Responsibilities from the

Classification Specifications document for this position.

9. OPTIONAL: Enter any Application Details. This information will be reviewed by the Recruiter. The Comment information should include any materials to be submitted by an applicant. Click on Add Posting Description. An additional frame displays on this page with the fields of Visible, Description Type, Comments, Description ID, and Description.

• Visible (under Job Descriptions): Click on down arrow to select Internal and External from the available options.

• Description Type: Select Application Details from the list of options that displays.

• Description ID: Leave this field blank.

• Description: Copy and paste or enter the Comments into this field.

10. The information in the Job Posting Destinations frame will be completed by your assigned Recruiter.

Staff positions are posted weekly on Mondays for 7 days. Contract Professional positions are posted for 30 days. Faculty positions can be posted with a deadline, if requested.






11. Click on Preview to review the Job Posting.

12. Click on Return to Previous Page.

13. Click OK.

14. Click on Save as Draft. In the top left corner of the PeopleSoft window, there is a message to indicate that your draft saved successfully.

Also, note the Job Opening ID, which makes it easier to locate this Job Posting in PeopleSoft or to discuss it with HR personnel.




Step 5 – Job Opening–Advertising Page

2. The UA Job Opening Information page displays.

1. Click on the Advertising link.




3. Enter the Advertising Activities data on the UA Job Opening Information page:

• Copy and paste advertising text into the Advertising Activities box, if placing an outside advertisement. (Previously, this was done by sending ad copy via e-mail.)

• Enter advertising locations along with any networking activities, conferences, direct contacts, list serves, online resources, etc.

• For questions about where to advertise, contact the EEO office or Employment office. They have many resources to which they can refer you, proposed advertising locations and other recruitment strategies.

4. Enter the Background Check Account Codes:

• Combination Code: Enter the six digit account code (SpeedType) followed by a hyphen and 5750. Example: 200704-5750, where 200704 is the SpeedType to be charged and 5750 is the sub account code for Background Check expense.

• Percent of Distribution: Enter the percentage of the Background Check

expense to be charged to this Combination Code.

• OPTIONAL: If the Background Check expense is to be split between two or more Combination Codes, enter additional account codes and Percent of Distribution by clicking on the Add a row tool and repeating the above steps.

Note: The account codes used for the Background Check expense differ from the account codes used for the Advertising expense or Salary and Benefits expenses. If you do not know which account codes to use for an expense, check with the Budget office at x7160

or the Controller’s office at x6570. If this is a grant account, verify the codes with the grant accountant.




5. If there are Advertising expenses, enter the Advertising Account Codes. • Combination Code: Enter the six digit account code (SpeedType)

followed by a hyphen and 5789. Example: 200704-5789, where 200704 is the SpeedType to be charged and 5789 is the sub account code for Advertising expense.

• Percent of Distribution: Enter the percentage of the Advertising expense to

be charged to this Combination Code.

• OPTIONAL: If the Advertising expense is to be split between two or more Combination Codes, enter additional account codes by clicking on the Add a row tool and repeating the above steps.

Note: The account codes used for the Advertising expenses differ from the account codes used for the Background Check expense and Salary and Benefits expenses. If you do not know which account codes to use for an expense, check with the Budget or Controller’s offices. If this is a grant account, verify the codes with the grant accountant.




6. Salary and Benefits Account Codes should populate automatically based on the selection earlier of the Position number. If not, enter the SpeedType to be charged, a hyphen, and the appropriate account code from the GL Pay Type column in the table shown below. Enter the six digit account code (SpeedType) followed by a hyphen and the GL Pay Type. Example: 200704-5201 For temporary positions, the Salary and Benefits Account Codes will not populate automatically. The Hiring Process Manager enters a single salary code. Note: The account codes used for the Salary and Benefits expenses may differ from the account codes used for the Advertising expense or Background Check expense. If you do not know, which account codes to use for an expense, check with the Budget or Controller’s offices. Note: The most frequently-used account codes for salary/wages are listed here:

HR Earnings Code Description GL Pay Type Faculty/Administration

MON Fac FT Teach 12 Mo. 5003 MON Fac FT Teach 9/10 Mo. 5004 MON Fac FT Admin 12 Mo. 5001 MON Fac FT Admin 9/10/ Mo. 5002 MON Fac FT Temporary 5013

Contract Professional

MON Contract Professional-12 Mo. 5101 MON Contract Professional-9/10 Mo. 5102 MON Contract Professional-other (1 X pay) 5109 MON Contract Professional PT (reg) 5151 MON Contract Professional PT (temp) 5152 MON Contract Professional FT (temp) 5110

Staff

STF Bi-weekly-Salaried-Staff (reg) 5201 STF Bi-weekly-Hourly-Staff (reg) 5202 STF Staff Part-time (reg) 5221 STF Staff Part-time (temp) 5222 STF Staff Full-time (temp) 5211

If no account codes are entered or the incorrect account codes are entered, HR or Budget or the Controller may push back the job opening to the Hiring Process Manager and request that the account codes be entered/edited.




8. Click on Save. The word Saved displays briefly in the upper right corner of the PeopleSoft window.

7. The Ua Job Opening Information page looks similar to this.




Step 6 – Save and Submit Job Opening

1. At the bottom of the window, click on the RETURN TO JOB OPENING link.

The Job Opening-Job Details page displays.

2. Click on the Save as Draft button.

Verify that the message is displayed.

3. Click on the Save and Submit button. The daisy displays during the save process. When the Job Opening is saved, the word Saved displays briefly in the upper right corner of the PeopleSoft window. Notes: The Save and Submit button kicks off the workflow routing and approval

process. Notification also is sent to the Recruiter. The Job Opening Status Code changes from Draft to Pending Approval. The Approvals link now is available. The Approvals link allows the Hiring Process Manager to see where the job posting is in the process.

3 Workflow Routing Process

Workflow routes to Recruiter Group.




4 Recruiter Group/ Classification Services

• Review Job Opening pages for completeness. Qualifications and responsibilities MUST be consistent with job title.

• Complete information located on the HR Use Only tab (Work Experience & Education, highest level of education, degrees).

• Work with Classification if there are questions about the salary information and Class Spec.

• Verify salary information and minimum qualifications.

• From approval panel, add comments in Comments Text: box if needed.

• Will add screening questions.

• Will compare ad copy to posting and job spec to ensure it matches.

• Approve or Deny.

Reasons why Recruiter Group would push back or deny a Job Opening:

• No funding • Job Info does not match

Job Spec • Account codes are

incorrect • Missing information

5. The Recruiter Group may return an incomplete document to the Hiring Process

Manager. This step is not automatic in PeopleSoft. The Recruiter Group must initiate it. (The automatic “push back” function in PeopleSoft is not available at this point.)

6 Workflow Routing

Process Workflow routes to Budget/Controller.

7 Budget/Controller • Looks at account information and position table.

• If general funding: Budget verifies availability of funding.

• If sponsored funding: Controller verifies availability of funding.


• Approve, Deny or Push Back Request.

If document is pushed back, it will be returned to HR; if document is denied, it will be returned to Hiring Process Manager.


Workflow routes to EEO/AA.

Hiring Process Manager can use the Approvals link to view where the job opening is in the approval process and to view comments.




9 EEO/AA • Review the advertising content, networking activities, and diversity of search committee.

• Review the job opening to determine if position has been identified as under-utilized in minorities or females; make recommendations as necessary, etc.


• Approve, Deny or Pushes Back Request.

10 Reviewers - Notification

Notification to Reviewers (Department Chair/Delegate and Director/Delegate).


Workflow routes to Dean or AVP and delegates.

12 Approval Level 1 - Dean or AVP and Delegates)

• Receive e-mail with link to approve/deny.

• In My Akron, login to PeopleSoft self-service using UAnet ID.

• Click on the Faculty/Staff tab.

• Click on Review/Deny. • Only Job Opening number

displays. To review the details, double-click on the number. .

• Click Approve/Deny, • Job opening page displays. • Scroll through job opening

to review request • To document decision: − Click Approvals. − To view other individual’s

comments, click on Comments

− Type in comments in space provided if desired.

− Choose option (approve, pushback or deny).

• Logout of PeopleSoft.

Approvers access data through My Akron. If an approver wants changes made to the job opening, he/she contacts the Hiring Process Manager.


Workflow routes to Provost or Vice President.




14 Approval Level 2 - VP/Provost

• Receive e-mail with link to approve/deny.

• In My Akron, login to PeopleSoft self-service using a UAnet ID.

• Click on the Faculty/Staff tab.

• Only Job Opening number displays. To review the details, double-click on the number,

• To view other individual’s comments, click on Comments

• Click Approve/Deny • Job opening page displays. • Scroll through job opening

to review request. • To document decision:

− Click Approvals. − Type in comments in

space provided, if desired.

− Choose option (approve, pushback or deny).

• Logout of PeopleSoft.

Approvers access data through My Akron. If an approver wants changes made to the job opening, he/she contacts the Hiring Process Manager.


Workflow routes to Primary Recruiter.

16 Recruiter Group Review the Job Opening template pages, including HR Use Only and Screen HR Only pages. • Review all comments. • Establish preliminary

screening criteria. • Approve Job Opening. • Post positions to EOB. • Place advertisements with

external sources.

Job Opening is in Open status. Staff positions are posted on Sundays, so the open position will publish on the following Monday. These positions publish every Monday, rather than every other Monday, as they did in the past.

17. The Hiring Process Manager receives an e-mail as notification that the position has been approved. Click on the link in the e-mail. The link brings the reviewer to the Job Openings panel in PeopleSoft to review materials only.

If someone approves in error: • Ask the next person in the workflow to send it back.

-OR- • Ask HR to override.




If an Approver approves the Job Opening, workflow moves to the next step.

If an Approver selects Deny rather than Approve:

The job opening is sent back to the Hiring Process Manager and the approval process stops.

1. Job Opening page shows that it was denied and by which Approver.

2. Notification to HPM.

3. HPM uses the path Recruiting > Find Job Openings

4. Enter Job Opening ID.

5. At Status, select Denied.

6. Click Search.

7. Add or correct the necessary information.

8. Click on the Approvals link.

9. Add comments, if necessary.

10. Click Resubmit. The Workflow process sends notification. The Job Opening is returned to the Recruiter and the entire workflow/approval process begins again.

If an Approver clicks on Pushback:

Notification is sent to the previous approver in the workflow. In the back office, the approver to whom it is pushed back follows the steps similar to those for HPM, as noted above. The Hiring Process Manager can review the Approvals page to see where a Job Opening is in the Approval steps, check the clocks to see which Approver has the job, or check the direction of the arrows to see if the job opening was pushed back.

1. Notification received that job opening was denied and by which Approver.

2. Navigate to Recruiting > Pending Approvals.

3. Click on position that was pushed back.

4. Review necessary information/corrections...

5. Click on the Approvals link/tab.


7. Click Approve. The Workflow process sends notification to the Hiring Process Manager.




If an approval remains with an Approver for longer than 72 hours, the Recruiter receives a notification. The Recruiter will follow up with the Approver and/or Hiring Process Manager, as necessary.

In self-service, the review/approval steps are:

1. Receive e-mail notification with a link to approve or deny job opening.

2. In My Akron, login to PeopleSoft self-service with UAnet ID and password.

3. In the Approvers area on the Faculty/Staff tab, click on Review Transactions.

4. In the Approval Transactions section, click on the Approve/ Deny link for the Job. (Only the Job Opening numbers display at this point.) The Job Opening page displays with the details of the job opening.

5. Review the details and when ready, click on the Approvals link.

6. The approval path for the job opening displays. To view comments, click the View/Hide Comments link.


8. Click on Approve or Deny or Pushback. The approval path is updated. Workflow process sends notifications.

9. Logout of PeopleSoft.

In the back office (Recruiting menu in PeopleSoft), the Recruiter receives a notification and:

• Reviews the comments and job details • Adds comments if necessary. • Approves the Job Opening, if appropriate.

Notification is sent to the Hiring Process Manager.

The job will post on the UA jobs web page, if approved.




Find a Job Opening

Method 1: Set Criteria to Search All Job Openings

1. Select the path: Recruiting > Find Job Openings. The Find Job Openings page displays.

2. Enter criteria to locate the Job Opening.

For example, enter the Job Opening ID and select the Status at the down arrow.

3. Click on Search. The Job Openings, that meet the search criteria, display.

To select all statuses, click on the first option (a blank) at the down arrow for Status.




4. Click on the down arrow in the Select Action box to review a list of actions. In class, do not select an action.

5. To review a Job Opening, click on its link in the Job Opening column.

A Job Opening page displays. If the job’s status is pending, the Job Details displays. If the job’s status is other than pending, the Manage Applicants page displays.

6. Select the Job Details link to access the Job Opening Details pages.

Note: The Job Opening List link returns to the Job Opening page with the list of job openings.




Method 2: Select from My Job Openings

1. Click on the Home link in the Navigation header.

2. Click on the Content link above the main menu.

The Personalize Content page displays.

3. Mark the checkbox for My Job Openings.




4. Click on Save. If necessary, click on Return to Home. The Job Openings that are assigned to you, as Hiring Process Manager, display below the menu in the pagelet titled My Job Openings.

5. Click on the Job Opening ID to review the Job Opening pages.

-OR- Select an Action at the down arrow.

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to see all the job openings that are assigned to you.




6. OPTIONAL: Follow these instructions to move the My Job Openings pagelet to display to the right of the menu, as shown here.

• Click on the Layout link above the PeopleSoft main menu.

• On the Personalize Layout page, click on My Job Openings to select it.

• Click on the Move to the right arrow .

• Click on Save.




Review Approvals

1. Follow the instructions on the previous pages to Find a Job Opening and access the Job Opening Details.

2. With the Job Opening Details displayed, click on the Approvals link.

3. The Approvals page displays, as shown above.

4. Review the Workflow. The Approvers are listed in the order in which they will receive the Job Opening for review. Note the Approved, Pending and Not Routed headings. The Pending heading indicates the Approver, who has received notification of the job opening and currently needs to take action. The Not Routed heading indicates an Approver, who will receive the Job Opening for review later in the Workflow. The Skipped header also may display. If there is a step in the Workflow in PeopleSoft, but the Department or College’s workflow does not include that approval step, the Skipped header displays.

5. Note the directions of the arrows in the Workflow. If an arrow points backward (to

the left), it is an indication that an Approver pushed back the job opening.




6. Review the indications of the status of each step in the Approval Workflow. • The Approved step displays in green with a checkmark .

This indicates that the Approver has reviewed the Job Opening and taken the action of approval.

• The Pending step displays in blue and has a clock icon . This indicates that this is the Approver, who currently has the Job Opening for review and has not taken any action.

• The Not Routed step displays in blue and has an empty inbox icon . This indicates that the Approval process has not progressed, yet, to this step.

• The Skipped step displays in light blue and has an exclamation point icon . This indicates a step in PeopleSoft that the Department or College has decided is not required.

• The Reviewer step displays in gray and has an eyeglasses icon. This person reviews the details of the job openings. The Reviewer receives notification about this job opening, but does not take any action within the Workflow process. If the Reviewer does review the job opening and has any concerns, he or she may speak with the hiring Process Manager or with the next Approver who most likely would be their Director or Department Chair and ask them to Deny or Pushback, if necessary.

7. Click on the Multiple Approvers link to see a list of the Approvers for that step of the Approvals Workflow.

8. It is possible to scroll to the bottom of the Approvals page, so that the PeopleSoft

window appears to be empty. If the screen appears to be blank, scroll up to display the data.

9. Use the Save tool, if any changes were made and should be saved.

If any changes are made to the job opening details, it is necessary for the approval process to begin again. All approvers need to see each change. All approvers must approve all changes.

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When there are multiple approvers listed, any one of the approvers needs to approve the job opening.




Lesson 2: Recruitment – Staff Position

Discussion

Topics covered include: • Screen applicants • Route/Approve the applicant short list

− Identify the short list of applicants − Add attachments to a job opening − Notify others to review documents and approve

• Interview applicants • Prepare/approve a job offer • Prepare the candidate for hire

Screen Applicants

Forms replaced by the new process reviewed in this lesson: • Compliance Report

1 Search

Committee Prepare for reviewing Applicant materials: • Attend Search Committee

information session • Develops Screening Tools

2 Applicants Apply for open position .




3 Recruiter • Screen applicants for minimum

qualifications. • Access the Job Opening panel. • Click on applicant’s name. The

Manage Applicants page displays.

• Click each applicant’s Disposition link of Applied.

• Click the triangle icon at Click on icon to edit disposition details.

• Change Status code to Screen. • Change the Status code of

applicants not meeting the minimum qualifications to Reject.

• Send e-mail notification to Hiring Process Manager informing that qualified candidates have been updated to Screen and now can be reviewed online.

• Update Job Status Board to reflect applications being reviewed.

Only applicants with a status of Screen are visible to the Hiring Process Manager.

4. Hiring Process Manager receives an e-mail from the Recruiter to inform him/her that qualified candidates have been updated to the status of Screen and now can be reviewed online.

5. The Hiring Process Manager sends an e-mail to the Search Chair/Committee that applicants are ready for review and are in Screen status.

6 Search

Committee Custom panels have been created in My Akron. • Review applicant materials to

create a “short list” of candidates chosen for interview.

• Develop interview evaluation criteria and interview questions.

• Forward information by e-mail to Hiring Process Manager for uploading to Activity & Attachments link.

These items are to be reviewed and approved by EEO/AA Office.

7. The e-mailed information from the members of the Search Committee is

received. This information includes the interview questions to be used by the Search Committee. Follow the steps in the next parts of this lesson to indicate the applicants on the Search Committee’s short list, to upload information to the Activity & Attachments link for the job opening, and to notify the EEO office to review the short list and uploaded information.




Route/Approve Applicant Short List

This part of the lesson contains Instructions to: • Identify a short list of applicants for review • Add attachments to a job opening • Notify others to review the documents and approve

Step 1 - Identify the Short List of Applicants

1. Enter the path: Recruiting > Browse Job Openings. The Browse Job Openings page displays.

2. Click on the job opening title link in the Job Opening column.

The Job Opening – Manage Applicants page displays.

If the job title you need is not displayed, see step 4.




3. OPTIONAL: Use the View tools to be certain that you are viewing the entire list of applicants.

• If the entire list of applicants is not displayed, select View All or use the

Previous and Next tools to navigate in the list. • Click on the Download tool to download the list to Excel. This can be

helpful to create a list of applicants to e-mail to Search Committee members. In order to use the download tool, there are some computer settings that need to be checked. See Appendix B of this manual.

Important: It may be necessary to hold down the CTRL key, when clicking on the download tool.

4. OPTIONAL: If the job title is not displayed in the Job Opening column, modify the search criteria in the Display and Status fields.

Then, click on the Refresh tool .


Selecting All Jobs is not advised.




5. At this point in the process, the only applicants on the page, that are visible to the Hiring Process Manager, are those applicants with a Disposition of Screen. These are the applicants, who have been screened by HR as meeting the minimum Qualifications set forward in the job opening.

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Click on a column header to sort the rows by the values in that column.

Click on an icon in the Attachments column to view an attachment.




6. Use the short list of applicants to interview that was provided by the Search Committee. For each applicant on the short list, locate the applicant and click on the applicant’s name.

The Manage Applicant page displays for that person.

7. If there are multiple rows of Applicant Activity, locate the row for the Job Opening

on which you are working.

8. In that row, click on the Disposition link titled Screen.

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If the applicant has applied for other positions for which you are the Hiring Process Manager, those positions are listed, as well.




9. The Disposition Details page displays.

10. Review the Applicant’s Name and the Posting Title to be certain that this is one of

the applicants to mark for the Review.

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11. Click on the Expand icon on the blue bar. The frame expands to display the disposition details.

12. Status Code: Change this code. Select Review at the down arrow.

13. Click on Save.

14. Select the Return to Previous Page link. The Manage Applicant page for that person displays.

The Disposition Details area is expanded.

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Use the Applicant Data link to view the applicant’s application, resume, and any attachments to the application.




15. Click on the link for Applicant List. The Job Opening - Manage Applicant page displays with the list of applicants.

16. Repeat steps 6 through 15 for each of the applicants on the short list.

17. When the Disposition is changed to Review for all the names on the short list, click on Save at the bottom of the Job Opening – Manage Applicants page.





Step 2 - Add Attachments to a Job Opening

1. The Job Opening – Manage Applicants page is displayed.

2. Click on the Activity & Attachments link.

The Job Opening – Activity & Attachments page displays.





The File Attachment dialog box displays.

4. Click on the Browse button to locate the first document to attach.

The Choose File dialog box displays.

3. In the Attachments area of the Job Opening – Activity & Attachments page, click on the Add Attachment link. The File Attachment dialog box displays.




5. Navigate to and select the document to attach and click on Open.


6. Click on Upload.

The uploaded document is attached to the job opening. The attached document is listed in the Attachments area of the page.

Use the Delete a row tool , if a document is added in error.

7. Enter a Description for the attachment. For the Interview Questions, enter Questions.

If a Description is not entered, it will default to the file name.

8. Change the Audience to Public. After uploading the documents to Activity & Attachments, the Audience must be set to Public for each document.

The documents to be attached are those for the job opening, for example, the list of interview questions that the Search Committee has chosen to use.




9. Repeat steps 3 through 8 for each attachment to be uploaded.

10. Click on Save.




Save an E-mail to Attach to a Job Opening

If an e-mail message should be saved and attached to a Job Opening, follow these instructions. Save the message in the HTML format, if available. If HTML is unavailable as a choice at Save as type, select the Text only format. These instructions will save the e-mail message only. If there are attachments to the e-mail message, the attachments must be saved separately.

1. With the message displayed: In Outlook 2010, select File > Save As. In Outlook 2007, select the Office Button > Save As. The Save As dialog box displays.

2. At Save as type, select HTML or , if the choice is available. If HTML is not available, select Text only. Note: Mac Mail does not open an msg file. Use the HTML and Text only formats, when saving an e-mail message.

3. At File Name, the subject line of the message will default. Enter a new file name, if appropriate.

4. Click on Save.

5. Follow the instructions on the previous pages to attach the E-mail message to the job opening.




Step 3 - Notify Others to Review Documents and Approve

1. Open an e-mail application, such as Outlook.

Send an e-mail message to the EEO office at [email protected] . In the e-mail:

• Indicate the Job Opening ID.

• State that the interview questions are attached to the job opening in PeopleSoft.

• List the name of each applicant on the short list who was marked with a Disposition of Review. (This serves as a double-check to ensure that the correct applicants were marked for Review.)

2 EEO/AA • Review the applicants that have

been changed to “Review” status. • Review materials attached in

“Activity & Attachments” link. • Access Job Opening and in the

Manage Applicants box click each applicant‘s name link with the disposition of “Review.”

• Selects “Click icon to edit disposition details.”

• Changes the status code from “Review” to “Interview” for each approved applicant.

• Run EEO stats report and e-mails report and approval of short list to Hiring Process Manager.

• Copy Recruiter (HRES) on notification e-mail.

3 Recruiter (HRES) • Update Job Status Board to reflect that department has begun the interview process.

4. Receive EEO stats report and approval of short list from EEO/AA Office.





Interview Applicants

1. Recruiter (HRES) coordinates interview dates and times with the Hiring Process Manager.

2. Receive e-mail from Recruiter (HRES) that dates/times for interviews are established.

3 Search Committee • Conduct interviews.

• Evaluate candidates. • Provide interview results to Hiring

Process Manager for entering into PeopleSoft to initiate the approval process.

4. The Hiring Process Manager receives the interview results from the Search Committee and initiates the approval process by entering the interview data and attaching the committee’s notes. See the instructions that begin on the next page.

In the Search Committee training, participants are advised that all their notes and other documents will be forwarded to HRES at the end of the search process. The notes and documents must be kept for three years.




Prepare/Approve a Job Offer

Follow these steps to: • Add the interview evaluations • Update the disposition details of the interviewees

Forms replaced by this process:

• Candidate Interview Results





2. Click on the job title link in the Job Opening column. The Job Opening-Manage Applicants page displays.

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3. In the Take Action column, select Create Interview Evaluation at the down arrow. WAIT.

The Interview Evaluation page displays for the selected applicant.

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4. Interview Date: Enter the date of the interview or click on the calendar icon to select the date. Interview Type: Select at the down arrow. Campus 1 indicates a first interview on campus. Campus 2 indicates a second interview on campus.

5. Interview Results: Choose Select or Non-Select.

Select indicates that this is a candidate that the Search Committee would hire. Non-Select indicates that this is a candidate that the Search Committee would not hire.

6. Overall Rating:

• If Select was chosen for the candidate’s Interview Results, rank the candidate, i.e. 1st choice, 2nd choice, etc.

• If Non-Select was chosen for the candidate’s Interview Results, select Non-

Select for the Overall Rating, as well.

Only choose Select or Non-Select in this field. Do not rank the candidates in this field.

Rank all Select candidates. Choose Non-Select, again, for all Non-Select candidates.




7. Recommendation: For the first choice applicant, select Make Offer.

8. Reason: For the first choice applicant (has a Recommendation of Make Offer),

this field will not display. No Reason needs to be entered. For applicants that are not the first choice (have a Recommendation of Hold), select the Reason Alternate Candidate at the down arrow.

For applicants that are not the first choice, select Hold (indicating that may make an offer to this candidate if 1st choice does not accept offer) or Reject or Withdrawn. May add a Comment in Step 9 for further explanation.




9. General Comments:

• Enter anything for HR to confirm with the offer, such as shift or do not have the new employee start in a particular week.

• Enter the Rationale for Select or Non-select. From the EEO office, here are some examples of appropriately worded text: Examples of Reasons for Select

− Extensive educational background as well as teaching experience at the middle and high school level in an urban and suburban setting

− Has experience differentiating instruction to meet the needs of the students

− Specific answers given in the interview that he/she works well with diverse/difficult students and situations

− Demonstrated ability to work in a team environment − Good applicable experience related to performing all aspects of the job − Ability to work independently, detailed specific as well as a positive

attitude − Strong presentation skills, great energy and enthusiasm − Demonstrates a thorough knowledge of the job − Extensive experience with supervising as well as familiar with most tasks

associated with the job Examples of Reasons for Non-select

− Does not demonstrate a familiarity with the specific concept of the job − Did not demonstrate an enthusiastic and helpful customer service ethic.

The responses to the customer service related questions indicated little desire to work directly with the public.

− Candidate stated that he/she could not work the required hours for the position

− Does not possess the extent of overall experience, including supervision of student assistants, as the position indicated

− Lacks in-depth experience − Lacks ability to work independently − Less detail oriented − Could handle the job but had inadequate communication skills




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10. The Interview Evaluation page looks similar to this for the 1st choice applicant.

An interview evaluation should be created for ALL interviewed candidates after a candidate’s last interview. For example, if a candidate only has a phone interview and does not get passed along to the next stage, an interview evaluation should be done at that time. However, if a candidate has a phone interview and then a campus interview, after the campus interview the interview evaluation is created. In the General Comments field of the interview evaluation, note that the candidate also had a phone interview and the notes from that interview, as well.




11. Click on Submit Evaluation. The Interview Evaluation page is saved. The Manage Applicant page displays.

12. Click on the Applicant List link.

13. For each applicant that was interviewed, repeat steps 3-12.

14. Send all of the Search Committee’s interview notes and documents to HRES. HRES will keep all this documentation for 3 (three) years, as required.

15. E-mail the Recruiter to prepare the offer for approval. In the e-mail, state:

• The Job Opening ID

• The name of the selected candidate to confirm the correct person to whom an offer is to be made

• The names of the alternate candidates, in order of their selection

• That the interview notes and documents have been sent to HRES

In the Interview Evaluations area, a row is added for the completed evaluation.

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16 Recruiter (HRES) • Access the job opening and

“Take Action” for the selected candidate of “Prepare Job Offer”

• On the Prepare Job Offer page, enter the “Job Offer Components” of base salary and any additional salary components with corresponding frequency.

• Enter Comments in the comments box.

• Click Submit to distribute the job offer through the workflow approval process.

• The Disposition Details: Offer page displays with the Approvals link for the workflow process

Recruiter is to conduct reference checks and verify that credentials are correct.

17 Notification Workflow automatically will route to 1st approver and send notifications as previously designated.

The Job Opening status will automatically change to “Offer Pending.”

18 Dean or AVP • In My Akron, login to PeopleSoft self-service using a UAnet ID.

• In the Approvers section on the Faculty/Staff tab, click on the Review Transactions link.

• A list of Job Offers to be reviewed is displayed. Only the Job Opening ID displays at this point.

• Click on the Approve/Deny for the Job Opening to display its details.

• Review the offer and click Approvals.

• At the View/Hide Comments link, review and enter comments in space provided, if desired.

• Click Approve or Deny or Pushback button.


Workflow routes to Vice President or Provost if Approve was selected.




20 Vice President or Provost

• In My Akron, login to PeopleSoft self-service using a UAnet ID.

• In the Approvers section on the Faculty/Staff tab, click on the Review Transactions link.

• A list of Job Offers to be reviewed is displayed. Only the Job Opening ID displays at this point.

• Click on the Approve/Deny for the Job Opening to display its details.

• Review the offer and click Approvals.

• At the View/Hide Comments link, review and enter comments in space provided, if desired.

• Click Approve or Deny or Pushback button.

21 Notification Workflow will automatically route to Recruiter (HRES) and notify Hiring Process Manager that job offer has been approved

22. Receive notification that the job offer has been approved.

This occurs automatically through Workflow.

23 Recruiter • Access Pending Approvals and

click Approve. • The disposition systematically

changes to “Offer.” • Extend verbal job offer to

candidate.

Note: Documents cannot be uploaded during this part of the process.

24 Candidate • Accept job offer and notify recruiter,

25 Recruiter • If the Candidate refuses the offer, the Recruiter contacts the Search Committee to confirm that an offer should be made to the second choice candidate.

If an offer is made to a second candidate, this process returns to step 17 on the previous page of this manual.




Prepare Candidate for Hire

Forms replaced by this process: • Hire/Rehire Personnel Action Form

1 Recruiter • Click link for disposition of “Offer.” • Click on icon to “Add Disposition

Details.” • Change Status code to “Offer

Accepted.” • Click Save button. • Access Applicant Data and enter

DOB and SSN for candidate who has accepted the hire.

• Access Job Opening and click on the applicant that has status of “Offer Accepted.”

• Choose “Take Action” of “Prepare for Hire.”

• Send status letter to non-selected applicants.

• Update job status board to show job is filled.

The Hire Comments section will be used to replace the existing UA Hire PAF and provide any data needed by HRIS to manage the hire. Once job is submitted, the system automatically changes status to Ready for Hire.

2 HRIS Staff Update system and submit data. System automatically changes the disposition of successful candidate to Hire.

The disposition of all other candidates will be automatically changed to “Reject” upon the status change of “Hire” for selected candidate.

For Staff positions, your recruiter will send status letters only to those who interviewed and did not receive the position. For Contract Professional positions, the department may request that status letters be sent to those who interviewed and did not receive the position. If the request is made, your recruiter will coordinate with the Search Chair and the Hiring Process Manager.




Section B: Contract Professional Positions

Lesson 1: Create Job Opening – Contract Professional Position

Lesson 2: Recruitment – Contract Professional Position




Lesson 1: Create Job Opening – Contract Professional Position

Topics covered in this lesson include: • Obtain position approval • Create a job opening

Forms replaced by the new process reviewed in this lesson:

• Job Requisition Form • Search Plan

Things to know: • The position number is required to initiate a job opening for an existing position.

A report will be available at Human Capital Management > Human Resource Management to give position number information for approved positions.

• A valid job code number is required to initiate a job opening for a job vacancy that is not positioned.



Interested Parties do not receive notifications. • Search Committee members and Approvers access data through My Akron

(formerly ZipLine). • Training for Search Committee members is available through HR. • Recruiters (HR) and Hiring Process Managers access data through the

Recruiting menu in PeopleSoft. • Applicants are identified by an Applicant ID. This is not an EmplID.





Obtain Position Approval

1. The Hiring Official or Hiring Process Manager completes a separation PAF (Personnel Action Form). The Separation PAF must be processed by HR before the Job Opening can be created in PeopleSoft.

For non-academic positions, the position must be approved by completing the Position Approval form and obtaining the appropriate signatures. Position approval remains a strategic process that works in concert with University budgeting. An approved position is required to begin the recruitment process in PeopleSoft Recruiting Solutions.

2. Hiring Official

• Conduct a job assessment to determine departmental needs.

For non-academic positions: • If replacement, run the Employee

Data Sheet report. • Complete a Position Approval Form

with supporting rationale. • Route form for Dean or VP signature. • E-mail form to Human Resources

Classification Services (HRCS) for review and approval.

For academic positions: • Provide communication that includes

rationale, proposed title, and proposed salary.

• Route communication to Provost for approval.

If changes need to be made to the Classification Specification or Position Management, it will need to be done BEFORE a Job Opening is created in PeopleSoft Recruiting Solutions.

If a copy of the position’s specification is needed, HR Classification can provide a copy. Contact Mary Jane Grebenc ([email protected] , x6702) or Jessica Warstler ([email protected] , x7904).

3. HRCS (Human Resources Classification Services)

• Review request then forward to AVP of Talent Development and HR, or a designee, who determines if position is approved or denied.

• Update/revise Position Management panel in PeopleSoft, as needed.

• E-mail Hiring Official/Hiring Process Manager with valid job code and/or position number and updated/created Class Spec.

.

4 Provost (Academic positions)

• Approve/modify request • Notify Dean’s Office that request to

fill a position has been approved.

Notification should include title, start/end date, department, FT/PT, Reg/Temp and salary range. (If replacement position, list previous incumbent or position number.)

4. The Hiring Official or Hiring Process Manager and Dean/VP office receives an e-mail from HR-Employment Services with the valid job code and/or position number and updated/created Class Specification, and, if appropriate, a scanned copy of the Position Approval form.






Create Job Opening

Discussion


• Proposed search information (Search Committee members, job posting details and advertising information) from the Search Committee

• Approved job class specification from HRCS (for qualifications and responsibilities). A class specification for a staff position of Administrative Secretary is on page 180.

• Position Approval form for the position – This is the form used by HR to sign-off on a position.


Process Summary

The Create Job Opening process is the same for Contract Professional positions as that of Staff positions. Follow the instructions on pages 12-47.




Lesson 2: Recruitment – Contract Professional Position

Discussion

Topics covered include: • Screen applicants • Route/Approve the applicant short list

− Add attachments to a job opening − Identify the short list of applicants − Notify others to review documents and approve

• Interview applicants • Prepare/approve a job offer • Prepare the candidate for hire

Things to know The Recruitment phase for a Contract Professional position differs from that of a Staff position.

• HRES does not screen applications for Contract Professional job openings, so HR will not be changing the Status Code from Applied to Screen.

• HR will not contact the Hiring Process Manager or Search Committee regarding applications being received.

• Screening for Contract Professional and Faculty positions is done completely by the hiring department’s Search Committee. Hiring Process Managers and Search Committee members will have access to applications as they come in. Hiring Process Managers and Search Committees need to create an internal business process for how applications are handled.

• The Hiring Process Manager will change the Status Code from Applied to Review when requesting interviews and that would be the first change in Disposition for Contract Professional job openings.

• When documents are attached to a job opening, the interview questions need to be attached.




Screen Applicants Forms replaced by the new process reviewed in this lesson:

• Compliance Report

1 Search Committee

Prepare for reviewing Applicant materials: • Attend Search Committee

information session • Develop Screening Tools • Determine business process to

screen applicants.

2 Applicants Apply for open position

3. To review applications for the position, the Hiring Process Manager will access PeopleSoft and:

• Select the path Recruiting > Browse Job Opening. The Browse Job Openings page displays.

• Click on the job opening title link in the Job Opening column. The Job Opening – Manage Applicants page displays. The applications for the position are listed.

• Send an e-mail to the Search Committee that applications are ready for review.

4 Search

Committee • Review applications through

PeopleSoft self-service in My Akron to create a “short list” of candidates chosen for interview.


• Forward information to Hiring Process Manager for uploading to Activity & Attachments link.’

On the Faculty/Staff tab in My Akron:: • In the Search

Committee Frame, click on Job Openings.

• Click on job to be reviewed.

• In Manage Applicants box, click on applicant’s name.

• Use the View Application icon for this job to review the application.

• If a Page icon displays in the Resume column, click on it to review the resume.

• May use the Contact Note link to add notes.




5. The forwarded information from the members of the Search Committee is received.

This information includes interview questions to be used by the Search Committee. Follow the steps in the next parts of this lesson to indicate the applicants on the Search Committee’s short list, to upload the information to the Activity & Attachments link for each applicant, and to notify the EEO office to review the short list and uploaded information





This part of the lesson contains Instructions to: • Identify a short list of applicants for review • Add attachments to a job opening • Notify others to review the documents and approve

Step 1 – Identify the Short List of Applicants.




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Applied

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10. Use the short list of applicants to interview that was provided by the Search Committee. For each applicant on the short list, locate the applicant and click on the applicant’s name.

The Manage Applicant page displays for that person.


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11. If there are multiple rows of Applicant Activity, locate the row for the Job Opening on which you are working.

12. In that row, click on the Disposition link titled Applied.

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If the applicant has applied for other positions for which you are the Hiring Process Manager, those positions are listed, as well.

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15. Click on the Expand icon on the blue bar.


17. Click on Save.



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19. Click on the link for Applicant List. The Job Opening - Manage Applicant page displays with the list of applicants.


21. When the Disposition is changed to Review for all the names on the short list, click on Save at the bottom of the Job Opening – Manage Applicants page.


Applied

Review

Applied





1. The Job Opening – Manage Applicants page is displayed.

2. Click on the Activity & Attachments link.

The Job Opening – Activity & Attachments page displays.






4. Click on the Browse button to locate the first document to attach.

The Choose File dialog box displays.

3. In the Attachments area of the Job Opening – Activity & Attachments page, click on the Add Attachment link. The File Attachment dialog box displays.




5. Navigate to and select the document to attach and click on Open.


6. Click on Upload.

The uploaded document is attached to the job opening. The attached document is listed in the Attachments area of the page.

Use the Delete a row tool , if a document is added in error.

7. Enter a Description for the attachment. For the Interview Questions, enter Questions.

If a Description is not entered, it will default to the file name.

8. Change the Audience to Public. After uploading the documents to Activity & Attachments, the Audience must be set to Public for each document.

The documents to be attached are those for the job opening, for example, the list of interview questions that the Search Committee has chosen to use.




9. Repeat steps 3 through 8 for each attachment to be uploaded.

10. Click on Save.




Save an E-mail to Attach to a Job Opening

If an e-mail message should be saved and attached to a Job Opening, follow these instructions. Save the message in the HTML format, if available. If HTML is unavailable as a choice at Save as type, select the Text only format. These instructions will save the e-mail message only. If there are attachments to the e-mail message, the attachments must be saved separately.

1. With the message displayed: In Outlook 2010, select File > Save As. In Outlook 2007, select the Office Button > Save As. The Save As dialog box displays.

2. At Save as type, select HTML or , if the choice is available. If HTML is not available, select Text only. Note: Mac Mail does not open an msg file. Use the HTML and Text only formats, when saving an e-mail message.

3. At File Name, the subject line of the message will default. Enter a new file name, if appropriate.

4. Click on Save.

5. Follow the instructions on the previous pages to attach the E-mail message to the job opening.




Step 3 – Notify Others to Review Documents and Approve

1. Open an e-mail application, such as Outlook.

Send an e-mail message to the Department Chair/Director to notify that a list of applicants to review and the interview questions have been entered/uploaded in PeopleSoft. Copy the Search Committee Chair. In the e-mail:


• List the name of each applicant on the short list who was marked with a Disposition of Review. (This serves as a double-check to ensure that the correct applicants were marked for Review.)

2 Department

Chair/Director • Navigate to job opening via

PeopleSoft self-service in My Akron.

• Reviews each applicant identified in the e-mail.

• When that review is complete, forward the e-mail to Dean/AVP Office and copy the Hiring Process Manager.

On the Faculty/Staff tab in My Akron, locate the Search Committee area. Click Job Opening Title For each applicant identified in the e-mail: • Click on applicant’s

name to review his/her application.

• Click Return to Previous page

• Click on icon in Resume column, if applicant attached a resume.

• Add Comments, as needed.

• Click on Add Contact Note.

• At Note Audience, select Public

• Enter Subject and Notes.

• Click Save & Return.




3 Dean/AVP • Navigate to job opening via PeopleSoft self-service in My Akron.


• When that review is complete, forward the e-mail to VP/Provost/Designee and copy the Hiring Process Manager.

Follows the steps indicated in step 2 above.

4 VP/Provost/Designee • Navigate to job opening via PeopleSoft self-service in My Akron.


• When that review is complete, forward the e-mail to EEO office and copy the Hiring Process Manager.

Follows the steps indicated in step 2 above.

5 EEO/AA • Review the applicants that have been changed to “Review” status.

• Review materials attached in “Activity & Attachments” link.

• Access Job Opening and in the Manage Applicants box click each applicant‘s name link with the disposition of “Review.”

• Selects “Click icon to edit disposition details.”

• Changes the status code from “Review” to “Interview” for each approved applicant.

• Run EEO stats report and e-mail report and approval of short list to Hiring Process Manager to schedule interviews for selected candidates.

• Copy Recruiter (HRES) on notification e-mail.

If rejecting an applicant for interview, change the Status Code from Review to Reject and a Status Reason is selected from the drop down menu.

6 Recruiter (HRES) • Update Job Status Board to reflect that department has begun the interview process.

7. Receive EEO stats report and approval of short list from EEO/AA Office.





1. The Search Chair or Hiring Process Manager schedules interviews with the applicants. The Search Committee will schedule interviews outside of PeopleSoft.

2 Search

Committee • Conduct interviews. • Evaluate candidates. • Provide interview results to

Hiring Process Manager for entering into PeopleSoft to initiate the approval process.

Search Committee to conduct reference checks and verify that credentials are correct.

3. The Hiring Process Manager receives the interview results from the Search

Committee and initiates the approval process by entering the interview data and attaching the committee’s notes. See the instructions that begin on the next page.

In the Search Committee training, participants are advised that all their notes and other documents will be forwarded to HRES at the end of the search process. The notes and documents must be kept for three years.




Prepare/Approve Job Offer

Follow the steps on pages 65-74 to: • Add the interview evaluations • Update the disposition details of the interviewees • Send appropriate e-mails • Send all interview documents to HRES

Forms replaced by this process:

• Candidate Interview Results





Forms replaced by this process: • Hire/Rehire Personnel Action Form

1 Recruiter • Click link for disposition of “Offer.” • Click on icon to “Add Disposition

Details.” • Change Status code to “Offer

Accepted.” • Click Save button. • Access Applicant Data to enter

DOB and SSN for candidate who accepted the hire.

• Access Job Opening and click on the applicant that has status of “Offer Accepted.”

• Choose “Take Action” of “Prepare for Hire.”

• Send status letter to non-selected applicants.


The Hire Comments section will be used to replace the existing UA Hire PAF and provide any data needed by HRIS to manage the hire. Once the job is submitted, the system automatically changes status to Ready for Hire.

2 HRIS Staff Update system and submit data. System automatically changes the disposition of successful candidate to Hire.

The disposition of all other candidates automatically will be changed to “Reject” upon the status change of “Hire” for selected candidate.




Section C: Faculty Positions

Lesson 1: Create Job Opening – Faculty Position

Lesson 2: Recruitment – Faculty Position




Lesson 1: Create Job Opening – Faculty Position

Discussion Topics covered in this lesson include:

• Obtain position approval • Create a job opening

Forms replaced by the new process reviewed in this lesson: • Job Requisition Form • Search Plan

Things to know:

• The position number is required to initiate a job opening for an existing position. A report will be available at Human Capital Management > Human Resource Management to give position number information for approved positions.

• A valid job code number is required to initiate a job opening for a job vacancy that is not positioned.



Interested Parties do not receive notifications. • Search Committee members, Approvers, and Interested Parties access data

through My Akron (formerly ZipLine). • Recruiters (HR) and Hiring Process Managers access data through the

Recruiting menu in PeopleSoft. • When documents are attached to a job opening, the interview questions need to

be attached, but not the interview criteria.

Also, reference the Collective Bargaining Agreement Article 11 between UA and AAUP, effective December 15, 2009 through December 15, 2013. http://www.uakron.edu/hr/hr-services/labor-relations/collective-bargaining-units/aaup/index.dot


http://www.uakron.edu/hr/hr-services/labor-relations/collective-bargaining-units/aaup/index.dot





Obtain Position Approval 1. The Hiring Official or Hiring Process Manager completes a separation PAF

(Personnel Action Form). The Separation PAF must be processed by HR before the Job Opening can be created in PeopleSoft.

For academic positions, the position approval process does not use a form. Position approval remains a strategic process that works in concert with University budgeting. An approved position is required to begin the recruitment process in PeopleSoft Recruiting Solutions.

2 Academic Unit (Department Chair/ Director or Dean)

• Meet and develop a strategic rationale for new or replacement position that includes a job description and suggested make-up of the search committee membership.

• Establish recommended salary range.

Per AAUP (American Association of University Professors) Contract, the Academic Unit (Department Chair/Director) shall submit a request for a bargaining unit position to the Provost. Refer to AAUP Contract Article 11, Section 1, B. Per Office of Academic Affairs, the request will be based on capacity analysis data.

3 Dean • Approve/modify request. • Obtain approval from Provost

Office.

4 Provost • Approve/modify request. • Notify Dean’s Office that request

to fill a position has been approved.

5 Notification Provost Office e-mails the following units that position has been approved:

• Budget Office • HR-Classification Services

(HRCS)

Notification should include title, start/end date, department, FT/PT, Reg/Temp and salary range. (If replacement position, list previous incumbent or position number.)

6 HR Classification Services (HRCS)

Per e-mail notification from the Provost Office: • Select a valid job code. • Assign a position number. • Update Position Management. • Notify HR Employment Services

(HRES) that the position is ready to begin the recruitment process.

Position Approval process is completed.

7. The Hiring Official or Hiring Process Manager receives e-mail from HRES with the position number.




Create Job Opening

Discussion


• Proposed search information (i.e. Search Committee members, job posting details and advertising information) from Department Chair/Director

• Position approval from the Dean and Provost in concert with University budgeting.


Process Summary

1 Search Committee

Upon approval by Provost: • Elect a Search Chair. • Develop proposed search

information (i. e. Search Committee members, job posting details and advertising information).

• Submit proposed search information to Department Chair/Director for review and approval.

Per AAUP Contract, the Search Committee shall develop proposed search information (i.e. Search Committee members, job posting details and advertising information). Refer to Section 1, C1 of the contract with AAUP. To view a copy of the contract, use the URL on page 99 of this manual.

2 Department Chair/ Director

• Review and approve proposed search information (i. e. Search Committee members, job posting details and advertising information).

• Forward proposed search information to Hiring Process Manager for entering into PeopleSoft.

4. Receive the proposed search information (Search Committee members, job

posting details and advertising information) from Department Chair/Director.

5. Follow the instructions on pages 12-47 of this manual to enter the approved search information into PeopleSoft.




Lesson 2: Recruitment – Faculty Position

Discussion

Topics covered in this lesson, include: • Screen applicants • Route/Approve the applicant short list

− Identify the short list of applicants − Add attachments to a job opening − Notify others to review documents and approve

• Interview applicants • Prepare/approve a job offer

o Job offer approval o Add attachments o Identify recommended candidate

• Prepare the candidate for hire o Add attachments o Identify successful candidate

Also, reference the Collective Bargaining Agreement Article 11 between UA and AAUP, effective December 15, 2009 through December 15, 2013. http://www.uakron.edu/hr/hr-services/labor-relations/collective-bargaining-units/aaup/index.dot






Screen Applicants

Forms replaced by the new process reviewed in this lesson: • Compliance Report

1 Search Committee

Prepare for reviewing Applicant materials: • Attend Search Committee

information session • Develop Screening Tools

2 Applicants Apply for open position .

3. Search Chair or Hiring Process Manager sends an e-mail to Search Committee members that applicants are ready for review. The Search Chair checks for applications in PeopleSoft self-service in My Akron. The Hiring Process Manager checks for applications in PeopleSoft at Recruiting > Browse Job Openings.




4 Search Committee

• In My Akron, login using UAnet ID.

• On the Faculty/Staff tab, locate the Search Committees area.

• Click the My Job Openings link. • Click on job to be reviewed. • Review applicant materials to

create a list of candidates chosen for interview.

• When done creating a short list, identify who to recommend for an interview by adding a note to the “Contact Notes” panel. o In the Manage Applicants

box, locate the name of the applicant being recommended for an interview.

o Click on the Contact Notes link.

o Click on the Add Contact Note link for that applicant.

o Add a note to applicant recommended for the “short list” for the Committee to interview.

o Click on Save and Return button.

o Click the Return to Previous Page link to return to complete list of applicants.

• Repeat previous steps until all applicants requested to be interviewed have been identified with a Contact Note.


• Forward interview questions and short list of applicants to Hiring Process Manager for uploading to Activity & Attachments link and data entry at Managing Applicants.

To review applicant materials in PeopleSoft self-service: • Click on job to be

reviewed. • In Manage Applicants

box, click on applicant’s name to review his/her application.

• The resume can be reviewed here by selecting the link under View Resume Attachment.

• Click on the Return to Previous Page link.

• Alternatively: If applicant attached a

resume, an icon displays in the Resume column. The resume may be reviewed by selecting the icon.

5. By e-mail from the Search Committee, the Hiring Process Manager receives the

interview questions and short list of applicants to interview.

02-20-12 Contact Notes are not available at this time.





This part of the lesson contains instructions to: • Identify a short list of applicants for interview • Add attachments to a job opening • Notify others to review the documents and approve

Step 1 – Identify the Short List of Applicants










5. Use the short list of applicants to interview that was provided by the Search Committee. For each applicant on the short list, locate the applicant and click on the applicant’s name. The Manage Applicant page displays for that person.

6. If there are multiple rows of Applicant Activity, locate the row for the Job Opening

on which you are working.

7. In that row, click on the Disposition link titled Applied.

If the applicant has applied for other positions for which you are the Hiring Process Manager, those positions will be listed, as well.




10. Click on the Expand icon on the blue bar.


12. Click on Save.


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14. Click on the link for Applicant List.

The Job Opening - Manage Applicant page displays with the list of applicants.


16. When the Disposition is changed to Review for all the names on the short list, click on Save at the top or bottom of the Job Opening – Manage Applicants page.





Follow the instructions on pages 89-92 to attach the Interview Questions.




Step 3 - Notify Others to Review Documents and Approve

1. Open an e-mail application, such as Outlook. Send an e-mail message to the Department Chair/Director to notify that a list of applicants to review and the interview questions have been entered in PeopleSoft. Copy the Search Committee Chair. In the e-mail, include the Job Opening ID and:


• List the name of each applicant on the short list who was marked with a Disposition of Review. This serves as a confirmation of the applications to be reviewed.

2 Department

Chair • Receive e-mail with list of

applicants to review. • Login to My Akron. • On the Faculty/Staff tab, click on

the My Job Openings link. • Click the Job Opening ID number. • In the Manage Applicant box,

click on the name of an applicant identified in the e-mail. These applicants will have a disposition of Review.

• Review the Application Details page.

• Click on the Resume link and any Attachment links for this applicant. (Resumes also are available in the Manage Applicant box.)

• Click on Return to Previous Page. • Add Comments (Contact Notes)

as needed. o Click on Contact Notes > Add

Contact Note. o At Note Audience, select

Public. o Enter Subject. o Enter Notes o Click Save & Return. o Click Return to Previous link.

• Follow the above steps to review each applicant.

• Add any comments to the e-mail regarding applicants selected for interview.

• Forward e-mail to Dean’s Office with a copy to the Hiring Process Manager.

Note: Later in this process, the EEO/AA Office creates a Word document of the entire, unedited e-mail string and attaches the Word document to the job opening panel.

02-20-12 Contact Notes are not available at this time.




3 Dean/AVP • Receive e-mail with list of applicants to review.

• Follow the instructions listed in step 2 above to review the short list of applicants, add Contact Notes, and review the interview questions.


• Forward e-mail to Provost Office with a copy to the Hiring Process Manager.

4 Provost or Designee

• Receive e-mail with list of applicants to review.

• Follow the instructions listed in step 2 above to review the short list of applicants, add Contact Notes, and review the interview questions.


• Forward e-mail to EEO/AA Office.




5 EEO/AA • Receive e-mail with list of applicants to review.

• To the e-mail, add EEO approval or denial of “short list” of applicants selected for interview and interview questions.

• EEO creates a Word document of the entire, unedited e-mail string and attaches the document to the job opening panel. o Access the Job Opening. o Access the Activity &

Attachments and attach the created Word document of the unedited e-mail string.

o Enter a Description for the attachment. Change audience to Public.

o Click Save. • In the Manage Applicants box,

click the name of each applicant who was selected for interview.

• Select expand tool (triangle icon) at Click icon to edit disposition details.

• Change the Status Code from Review to Interview for each approved applicant.

• Run EEO stats report and e-mail report and EEO approval to begin to schedule interviews for selected candidates to the Hiring Process Manager and Search Chair.

• Copy HRES on notification e-mail.

6. From EEO/AA Office, receive e-mail with the EEO stats report and approval to

begin to schedule interviews for the applicants.

7 HRES • Update Job Status Board to

reflect that Department has begun the interview process.





This process takes place outside of PeopleSoft Recruiting Solutions.

1. The Search Chair or Hiring Process Manager schedules the interviews.

2 Search

Committee • Conduct interviews • Evaluate candidates • Conduct Reference checks and

verify credentials

.




Prepare/Approve Job Offer

For faculty positions, the job offer approval process takes place outside of PeopleSoft Recruiting Solutions. Once Provost approval to extend a job offer is finalized, PeopleSoft data is updated. The College/Department must determine their business practice for updating the data.

Job Offer Approval 1 Search

Committee • Make recommendations and

submit them for approval by e-mail.

• Conduct reference checks and verify that applicant credentials are correct.

Per AAUP Contract: • Candidate

recommendations may be in priority order.

• The search committee will generate a letter to the chair/director and bargaining unit faculty of the academic unit stating the committee’s recommendations for appointment and non-appointment.

• The search committee’s letter shall include a tally of the votes and ranking by the academic unit bargaining unit members.

• When recommendations differ substantively from the department bargaining unit faculty recommendations, a meeting will need to be held to discuss the differences.

• The academic unit bargaining unit members shall select by secret ballot candidates to recommend for appointment.

• The academic unit should recommend more than one (1) candidate.




2 Department Chair/ Director

• Per AAUP Contract, the department chair/school director shall make a separate recommendation, from that of the Search Committee, and submit both recommendations in SEQUENTIAL order to the Dean.

3 Dean • Per AAUP Contract, the Dean will make a separate recommendation and submit all three recommendations in SEQUENTIAL order to the Provost.

4 Provost • Per AAUP Contract, if the Provost approves the bargaining unit faculty recommendation, the Dean then can extend a verbal job offer.

5 Dean • Verbal job offer extended to determine salary, etc.

• Offer letter generated and submitted for approval by Provost Office.

Per AAUP Contract, the Provost’s approval of and countersignature on all letters of offer are required.




Add Attachments

1. Once Provost approval to extend a job offer is finalized, the Hiring Process manager designated by the College/Department will login to PeopleSoft to enter the updated data at Recruiting > Browse Job Openings.

2. In the Job Opening column, click on the link for the job title to access.

The specified Job Opening – Manage Applicants page displays.




3. Click on the Activity & Attachments link. The Job Opening – Activity & Attachments page displays.

4. Click the Add Attachment link.

The File Attachment box displays.

5. Click Browse to locate the document(s).

6. Double click on the document to select it.




7. Click on Upload. The document’s name displays in the Attachment area of the page.

8. Enter a Description for the attachment.

Some examples are: Recommendations from the Search Committee to Dean/Provost Dean/Provost notes

Note: The first word or two of the description are the most important, because they easily are seen in the Description edit box. To see the full description, click in the box and scroll to the right.

9. Change the Audience to Public. After uploading the documents to Activity & Attachments, the Audience must be set to Public.

10. Click on Save.

11. Repeat steps 3-10 for each attachment to be uploaded.

12. Continue to the next page for steps to identify the recommended candidate.




Identify the Recommended Candidate

The designated Hiring Process Manager performs steps 1 through 6.

1. Click on the Manage Applicants link.




2. In the Manage Applicants box, locate the applicant chosen for the job offer and click on the Disposition link for that applicant.

The Manage Applicant page, for that applicant, displays.

3. Click on the icon at Click icon to edit disposition details. The Disposition area expands.

4. Change the Status Code from Interview to Offer.

5. Click Save.

6. Click on Return to Previous Page.




7 Candidate • Verbally accept offer and provide

birthdate and Social Security number.

8 Provost • Approve and sign offer letter. 9 Candidate • Acknowledge offer and agree by

letter.





The Hiring Process Manager performs these steps. Form replaced by this new process:

• UA Hire PAF

Add Attachments

1. Login to PeopleSoft.

2. Select Recruiting > Browse Job Openings.




3. In the Job Opening column, click on the job title to access the Job Opening – Manage Applicants page for that job.




4. Click on the Activity & Attachments link. The Job Opening – Activity & Attachments page displays.

5. Click on the Add Attachment link.

The File Attachment box displays.

6. Browse to locate the document(s) to attach, such as an offer letter.

7. Double click on the document.




8. Click on the Upload button. The document name displays in the Attachments box.

9. Enter a Description for the attachment.

10. Change the Audience to Public. After uploading the documents to Activity & Attachments, the Audience must be set to Public.

11. Click on Save.

12. Repeat steps 5-11 for each attachment to be uploaded.




Identify Successful Candidate

1. Click on Manage Applicants.

2. In the Manage Applicants box, locate the applicant chosen for the job offer.




3. For that applicant, click the Disposition link titled Offer. The Manage Applicant – Disposition Details page displays.

4. Click on the icon at Click icon to edit disposition details. The Disposition area expands.




5. Change the Status code from Offer to Offer Accepted.

The Status Date field will populate. Note: You cannot move from a Status Code of Interview to a Status Code of Offer Accepted. The Offer Accepted option only can be selected after the Offer option was selected and Saved and Submitted.

6. Click on Save.

7. Click on Return to Previous Page. The Job Opening - Manage Applicants page displays.

8. Click on the link for the Applicant’s Name. The Manage Applicant page, for that particular applicant, displays.




9. Select the Applicant Data link. The Manage Applicant – Applicant Data page displays.




10. Click on the Eligibility & Identify link to enter the DOB and SSN for the candidate, who accepted the hire.

11. In the Personal Information area, enter the Date of Birth provided by the selected

candidate.




12. Click on the Add National Identification link.

13. Enter USA in the Country field.

14. Enter the Social Security Number in the National ID field. Do not enter the hyphens. Example: 111223333 The National ID Type will default to PR (Social Security Number).

15. Click OK.

16. At the top or bottom of the page, click on the Disk icon to save the entered information.

17. Click on the Applicant List link. The Job Opening – Manage Applicants page displays.

18. In the row for the selected applicant, click on the down arrow for the Action field.




19. Select Prepare for Hire from the list that displays. The Manage Applicant – Prepare for Hire page displays.

20. Click in the Start Date field and enter the start date for the new hire.

Click on the down arrow for the Type of Hire field. Select the appropriate type from the list that displays.




21. Click on the Verify Employee ID link to determine if the new hire already has an EmplID in PeopleSoft. Example: This would occur if the new hire is a current or past student or grad assistant.

• If there is a match in PeopleSoft for the applicant’s name, a list of Search Results displays.

• Click on the Show all columns tool to display the columns on the Results, Results2, and Additional Information tabs on one page.

• Use the displayed data, such as Date of Birth and National ID, to verify that the new hire is or is not listed.

• If further information is needed to verify that an individual listed in the search

results is the new hire, click on the available links in that row. A second window opens with further information about the individual.

• If the new hire is listed in the Search Results, click on the Carry ID button for that row. Then, click on Return. If the new hire is not listed in the Search Results, click on Return.

Charlene Charles Charyse




22. In the Hire Comments field, type in data needed by HRIS to manage the hire. This field is large in size in order to store all this data. The information needed is:

• Reason – Temporary Assignment, Successful Internal Applicant, Rehired Retiree, Regular, Sponsored

• End date (if temporary) • First Level Supervisor • Mail Drop (+4 Zip) • Secondary Title - Example: Department Chair, Mathematics • Faculty Tenure Eligibility Date - Example: 09/01/17 • Salary/Salary Basis – Example: $50,000/9 months • Stipend Information (if applicable) = amount/frequency/account code • Contingencies (if applicable) = Appointment contingent upon receipt of PhD by

8/2012 • Joint Appointment (if applicable) = Joint appointment with Chemistry (primary)

and Chemical Engineering (secondary) 8/11 to 5/13 • Special Increases (if applicable) = Effective 1/12, salary will increase to $xx,xxx • Building, Room • Account code changes after a certain date (if applicable) = Effective 1/1/12

earnings change to 201234 50% and 234556 50% • Campus Phone number • Roll to Base Stipend for Department Chairs (if applicable) • AAUP (if applicable) • Tax Location • Additional Comments

23. Select Save & Submit Request to save the information and send a notification to HRIS (Human Resources Information Services).

24. Note that at the top of the page, a message displays to indicate that You have successfully submitted this request.




25 HRIS Staff Update system and submit data.

System automatically changes the disposition of successful candidate to Hired.

The disposition of all other candidates automatically changes to Reject upon the status change of Hired for selected candidate.

26 Recruiter • Contact successful candidate to set up background check.


27. Generate status letter to non-selected candidates who were interviewed.

Status letters for Staff positions are completed by the Recruiter in HR. Status letters for Contract Professional positions are completed by the Recruiter in HR, if the Department requests that HR send the letters. Status letters for Faculty positions are completed by the departments.




Section D: Reporting

A report will be available to the Hiring Process Manager from the UA Human Capital Management > Human Resource Management menu in PeopleSoft. This report will give position number information for approved positions. This will aid the Hiring Process Manager in the entry of the Job Opening data. At this writing, the report is not available. The steps below should be followed when the report is available. In this example, the report UA Applicant Per Req is used.

1. Select the path: UA Human Capital Management > Human Resource Management > Recruitment > UA Applicant Per Req The UA Applicant Per Req search page displays.

2. If this is the first time that you are running this report, you need to create a Run

Control ID. Click on the tab.

Note: When you run this report in the future, you use the same Run Control ID as the first time that you ran the report. Click on the Search button and select the Run Control ID from the list.




3. Enter a Run Control ID.

• It can be up to 30 characters in length. • It is case sensitive. • Do not use spaces or the %.

Examples: UAapplPerReq or applperjobreq The criteria page displays.

4. Enter the Job Opening ID number for which you need a list of applicants.

5. Click on Save to save the criteria.

6. Click on Run. The Process Scheduler page displays.

7. Select: Server Name: PSNT A checkmark in the Select box for the UA Applicant Per Req. Type: Web Format: PDF

8. Click on OK. The criteria page displays.

Use the Process Instance number to locate the report in your Report Manager.

9. Click on the Report Manager link. The Report Manager displays.




10. Click on the tab. The list of reports available for your PeopleSoft ID are listed.

11. Use the PrcsInstance column to locate the Process Instance number for the

report to be printed.

12. The report is not complete and available for printing and viewing until the Status column reads Posted.

Click on the button to update the display and to see the change in the status. The display does not refresh automatically. You may need to click on the Refresh button several times until the Status changes and the column reads Posted.

13. Once the report status is Posted, the report name becomes a hyperlink. Use the Description column to locate the report and click on the report name to open the report.

14. Note that the report opens in a second window, separate from the original window for PeopleSoft.




Appendix A: Use an Outlook Rule to Manage Recruiting Solutions E-mail to Approver

Discussion

Per Microsoft Help, a rule is an action that Microsoft Office Outlook takes automatically on an arriving or sent message that meets the conditions that are specified in the rule. The Rules and Alerts Wizard is used to choose conditions and actions. Rules do not operate on messages that have been read, only on those that are unread.

Recruiting Solutions automatically generates e-mail as a part of its workflow system. These e-mails notify individuals of the tasks that they need to perform, such as an approval or review, and of the status of a job or application.

To manage these numerous e-mails, it is suggested that a folder may be created in Outlook into which these e-mails are delivered, based on an Outlook rule.

The steps shown here use the example of creating a folder that will receive all e-mail messages with the text “approval is requested” or “approval is required” in the subject. When this rule is created, e-mail with that text in the subject is delivered to the folder indicated. This mail is not delivered to the Inbox. The mail that follows the rule is delivered to the folder indicated in the rule.

The automatically generated e-mails in Recruiting Solutions are a system function. It is an all or nothing function, i.e. either e-mail is generated for all people, who are involved, or e-mail is not generated for anyone. We cannot turn off automatically generated e-mail for an individual.




Outlook 2007

To deliver incoming mail from the Recruiting Solutions system to a particular folder in Outlook:

• Create a folder to receive the mail. • Create a Rule to direct the mail to that folder.

Create a Folder

15. Right click on Mailbox-(your name).

A list displays.

16. Select New Folder.

The Create New Folder dialog box displays.

17. Verify that Mailbox-(your name) is selected.




18. In the Name box, enter a name for the folder to hold your Recruiting Solutions approval requests. In this example, Recruiting approvals is entered.

19. Click on OK.

The Folder is created and displays in the list of folders.

Note: The folder is created, so that it is accessible through Outlook and Outlook Web Access. To create personal folders, to store reviewed mail, is a different process. See the documentation at http://www.uakron.edu/training on the Faculty/Staff tab or contact the Support Desk at x6888.

http://www.uakron.edu/training




Create a Rule

1. From the menu select Tools > Rules and Alerts. The Rules and Alerts dialog box displays.

2. Click on the button for New Rule.

The Rules Wizard dialog box displays.




3. In Step 1 (top frame), select the rule template to use. In this example, select Move messages with specific words in the subject to a folder.

4. In Step 2 (bottom frame), click on the specific words link.

The Search Text dialog box displays.

5. Enter the words approval is requested and click on the Add button.




6. Enter the words approval is required and click on the Add button.

7. When finished adding words, click on the OK button.


specified




8. In the Rules Wizard dialog box, click on the specified link in the step 2 frame to select a folder. The Choose a Folder list displays.

9. Click on the folder where to deliver the messages with these word(s) in the

subject. In this example, the folder Recruiting approvals is selected.

10. Click on the OK button.

11. The Rules Wizard displays again. Verify that your selections are correct in the Step 2 frame.




12. Click on the Next button. The Rules Wizard asks “Which conditions do you want to check?

13. Click on the Next button.

The Rules Wizard asks “What do you want to do with the message?”

Although no further selection is necessary here, you may want to check the box for where my name is in the To box –OR- the box for where my name is in the To or Cc box.

Verify that the box is marked for move it to the specified folder.




14. Click on the Next button. The Rules Wizard asks “Are there any exceptions?” In this example, it is not necessary to select anything here.


• In Step 1, enter a name for the rule. Example: Recruiting Solutions approvals • In Step 2, verify that the box is marked for Turn on the rule.




16. Click on the Finish button. The Rule now displays in the Rules and Alerts dialog box.

17. Click on the Apply button.

18. Click on OK. The dialog box closes.

Remember to review the mail in this folder, just as you review the mail in your Inbox folder.




Outlook 2010

To deliver incoming mail from the Recruiting Solutions system to a particular folder in Outlook:

• Create a folder to receive the mail. • Create a Rule to direct the mail to that folder.

Create a Folder

1. Right click on your UAnet ID.

A list displays.




2. Select New Folder. The Create New Folder dialog box displays.

3. Verify that your UAnet ID is selected.

4. In the Name box, enter a name for the folder to hold your Recruiting Solutions approval requests. In this example, Recruiting approvals is entered.




5. Click on OK. The Folder is created and displays in the list of folders.




Create a Rule

1. On the Home Tab, click on the tool and then Manage Rules and Alerts.

2. Click on the button for New Rule. The Rules Wizard dialog box displays.




3. In step 1 (top frame, select the rule template to use. In this example, select Move messages with specific words in the subject to a folder.

4. In Step 2 (bottom frame), click on the specific words link.

The Search Text dialog box displays.

5. Enter the words approval is requested and click on the Add button.




6. Enter the words approval is required and click on the Add button.

7. When finished adding words, click on the OK button.





8. Click on the specified link to select a folder. The Choose a Folder list displays.

9. Click on the folder in which to deliver the messages with these word(s) in the

subject. In this example, the folder Recruiting approvals is selected.

10. Click on the OK button.

11. The Rules Wizard displays again. Verify that your selections are correct in the Step 2 frame.




12. Click on the Next button. The Rules Wizard asks “Which conditions do you want to check?”

Although no further selection is necessary here, you may want to check the box for where my name is in the To box –OR- the box for where my name is in the To or Cc box.




13. Click on the Next button. The Rules Wizard asks “What do you want to do with the message?”


The Rules Wizard asks “Are there any exceptions?” In this example, it is not necessary to select anything here.

Verify that the first two boxes are checked for stop processing more rules and move it to the specified folder.





• In Step 1, enter a name for the rule. Example: Recruiting Solutions

approvals.

• In Step 2, verify that the box is marked for Turn on the rule.




16. Click on the Finish button. The Rule now displays in the Rules and Alerts dialog box.

17. Click on the Apply button.

18. Click on OK. The dialog box closes.

Remember to review the mail in this folder, just as you review the mail in your Inbox.




Appendix B: Technical Information

Topics in this Appendix include: • Windows XP settings

− Configure pop-up blocker − Automatic prompting for file downloads − Configure for Excel downloads

• Windows 7 settings − Configure pop-up blocker − Automatic prompting for file downloads − Configure for Excel downloads

• Using the Download Tool in PeopleSoft • Printing web pages in the Browser (after PeopleTools 8.51) • Using Multiple PeopleSoft windows




Windows XP Settings

Configure Pop-up Blocker

The following instructions are provided to enable pop-ups from The University of Akron web sites. This is necessary so that PeopleSoft can open new windows to display reports or to open Excel.

1. From within Internet Explorer, select the arrow to the right of the icon and select Pop-up Blocker > Pop-up Blocker Settings. The Pop-up Blocker Settings dialog box displays.

2. In the box for Address of Web site to allow, enter uakron.edu .

uakron.edu




3. Click the Add button. *.uakron.edu displays in the Allowed sites box,

4. Repeat steps 2 and 3 for uanet.edu. 5. Make sure there is a check in the box for Show Information Bar when a pop-up

is blocked. 6. Click the Close button.

Note: Some browser plug-ins, such as the Yahoo search bar, Google search bar, and MSN search bar may have built-in popup blockers. While in PeopleSoft, remove these toolbars from the display at View > Toolbars.

Verify there is a check in this box.




Automatic Prompting for File Downloads

In addition to the pop-up blocker setting, the settings for Automatic prompting for file downloads and File downloads should be checked. Verify that these settings are enabled. If these settings are disabled, Internet Explorer is unable to prompt you to save or open a file.

1. From the menu in Internet Explorer, select Tools > Internet Options. The Internet Options dialog box displays.

2. Click the Security tab. 3. Click to select Local Intranet 4. Click the Custom Level button located at the bottom of the screen.

The Security Settings-Local Intranet Zone box displays.




5. In the Security Settings-Local Intranet Zone box:

• Scroll down and locate the heading for Automatic prompting for file downloads. Make sure the Enable option is selected.

• Under the heading for File download, make sure the Enable option is selected.

6. Verify that the Reset custom settings are set to Medium-low. 7. Click the OK button.

8. If prompted to verify the change – click Yes.

Then, click OK twice.




Configure for Excel Downloads

Windows must be configured in order to use the download tool from within PeopleSoft. The download tool is available in the View tools bar at the top of a grid of data.

1. Open My Computer by double clicking on the My Computer icon on the computer desktop.

2. From the menu bar, select Tools > Folder Options.

3. Click on the File Types tab.

4. In the Registered file types list, click the XLS (for a Microsoft Excel Worksheet).

5. Click on the Advanced button.




6. In the Edit File Type dialog box, click to unmark the check box for Browse in same window (or Open Web documents in place).

7. Click on OK.

8. Complete Steps 4 – 7 for each of the following File Types:

o XLA o XLB o XLSX (for Office 2007 and 2010) o XLXB (for Office 2007 and 2010)

9. Once these steps are complete for the file types (XLS, XLA, XLB, XLSX, XLSB), click on the Close button.

If you experience difficulties with the download tool after configuring the pop-up blocker tool and following these instructions, hold down the CTRL key, while you click on the download tool.




Windows 7 Settings

Configure Pop-up Blocker

The following instructions are provided to enable pop-ups from The University of Akron web sites. This is necessary so that PeopleSoft can open new windows to display reports or to open Excel.

1. From within Internet Explorer, select the arrow to the right of the icon and select Pop-up Blocker > Pop-up Blocker Settings. The Pop-up Blocker Settings dialog box displays.

2. In the box for Address of Web site to allow, enter uakron.edu .

uakron.edu




3. Click the Add button. *.uakron.edu displays in the Allowed sites box,

4. Repeat steps 2 and 3 for uanet.edu. 5. Make sure there is a check in the box for Show Information Bar when a pop-up

is blocked. 6. Click the Close button.

Note: Some browser plug-ins, such as the Yahoo search bar, Google search bar, and MSN search bar may have built-in popup blockers. While in PeopleSoft, remove these toolbars from the display at View > Toolbars.

Verify there is a check in this box.

*.uakron.edu




Automatic Prompting for File Downloads

In addition to the pop-up blocker setting, the settings for Automatic prompting for file downloads and File downloads should be checked. Verify that these settings are enabled. If these settings are disabled, Internet Explorer is unable to prompt you to save or open a file.

1. From within Internet Explorer, select the arrow to the right of the icon. And select Internet Options. The Internet Options dialog box displays.

2. Click the Security tab. 3. Click to select Local Intranet 4. Click the Custom Level button located at the bottom of the screen.

The Security Settings-Local Intranet Zone box displays.




5. In the Security Settings-Local Intranet Zone box:

• Scroll down and locate the heading for Automatic prompting for file downloads. Make sure the Enable option is selected.

• Under the heading for File download, make sure the Enable option is selected.

6. Verify that the Reset custom settings are set to Medium-low. 7. Click the OK button.

8. If prompted to verify the change – click Yes.

Then, click OK twice.




Configure for Excel Downloads

Windows must be configured in order to use the download tool from within PeopleSoft. The download tool is available in the View tools bar at the top of a grid of data.

1. Open Computer by double clicking on the Computer icon on the computer desktop. (Computer replaces My Computer from Windows XP.) The Computer window displays.




2. Click on the Open Control Panel button . The Control Panel window displays.

3. Select Default Programs.

The Default Programs window displays.

4. Click on the link for Associate a file type or protocol with a program.

The Set Associations window displays.




5. Scroll down and confirm that each of these four file types have a Current Default of Microsoft Excel. The file types display in the Name column.

• .XLA • .XLS • .XLSB • .XLSX

6. If any of these file types do not show a Current Default of Microsoft Excel:

• Click once on the file type to select it.

• Click on the Change program button. The Open with dialog displays.




• Select Excel from the list of Recommended Programs. -OR- If Excel is not listed, click on the Browse button to navigate to the Excel program file (.EXE file). The file’s listing will look similar to this:

The Excel .EXE file will be in a location, such as:

C:\Program Files\Microsoft Office\Office## (where ## is a number, such as 12 or 14) -or-

C:\Program Files (x86)\Microsoft Office\Office## (where ## is a number, such as 12 or 14) • Click on the Open button.

• Click on OK.

7. When all the changes are completed, click on Close to close the Control Panel’s Set Associations window.

If you experience difficulties with the download tool after configuring the pop-up blocker tool and following these instructions, hold down the CTRL key, while you click on the download tool.




Printing Web Pages in the Browser (after PeopleTools 8.51)

There will be times when you are working in PeopleSoft that you will want to print the page that is displayed. PeopleSoft is not designed to use the browser print feature. These instructions are a workaround. There are separate instructions for IE, Firefox, and Safari.

In the Internet Explorer version 7 or 8:

Steps 1. On the PeopleSoft page to be printed, right click with the mouse.

2. From the shortcut menu that displays, choose Select All.

The items on the web page are selected (highlighted).




Steps

3. Select File, Print Preview from the Internet Explorer menu.

4. In the IE Print Preview toolbar, click on the drop down arrow to choose Only the selected frame (or As selected on screen).

5. To change the page orientation to Landscape, click on the Landscape button. -OR-

Use the Page Setup button or in the Print Preview toolbar to change the orientation, paper size, margins, printer, or number of copies.

6. To resize the text on the page(s) to be printed, click on the drop down arrow at and Select the desired size increase or decrease.

Print Preview displays the sizing change.

7. To print, click on the Print button or .

In Firefox:

• Right mouse click on the web page. • Select This Frame > Print Frame. The Print dialog box displays. • Click on the Print button.

In Safari:

• Control + click. • Select Open Frame in New Window or Open Frame in New Tab. • Print.




Using Multiple PeopleSoft Windows

The use of more than one PeopleSoft window of the same browser type, such as two (2) Internet Explorer sessions or two (2) tabs in the Internet Explorer, can cause PeopleSoft to function improperly or time out. This occurs because there is not a unique cache or unique cookies for each of the sessions. If you need to have two PeopleSoft sessions open at the same time, use two different browser types, such as Internet Explorer for the first window and Mozilla Firefox for the second window. This practice results in unique cache/cookies for each PeopleSoft session.




Appendix C: Class Specification Examples

The University of Akron Classification Specification

Job Title: Administrative Secretary Job Code: 41113 Job Function: Staff Grade: 115 Job Family: Classified FLSA: Non-Exempt SOC Description: 1000 Administrative Support Division Date: 10/11;1/04;7/99

Job Summary: Coordinate the daily office operations through various activities such as report compilation, composing correspondence, scheduling meetings and providing information to the public. Handle differing situations, problems and deviations in the work of the office according to the supervisor's general instructions, priorities, policies and program goals.

Essential Functions: 20% Coordinate daily operations, compile information for report and process paperwork and forms. Compose and sign routine correspondence in own or supervisor's name. Coordinate personnel and administrative forms, which may be confidential at times, for the office and forwards for processing. Interpret policies and procedures for students and faculty. Investigate and respond to concerns raised by students and faculty.

20%-40% Operate computers, using various software packages and other office equipment. Prepare mailings, meeting minutes and presentations in addition to typing and proofing copies, publications and other documents. Act as liaison between the department and the University community through the preparation of correspondence and scheduling of appointments.

5%-10% Organize meetings and special events, provide assistance in program planning and coordinate travel arrangements when necessary. 10%-20% Perform various clerical tasks including answering phones and directing calls, distributes mail, manages calendars/scheduling and responds to inquiries or complaints from students, faculty or the general public. 5%-10% Establish organization within the office through the maintenance of office records and filing systems. Process requisitions for office supplies/equipment and monitors the receipt and payment of orders. 5%-10% Train and supervise student assistants. Education: Requires high school diploma or GED. Licenses/Certifications/Requirements: None. Experience: Requires a minimum of 2 years’ experience in office/clerical procedures. Working knowledge of basic office equipment and computer applications including word processing, spreadsheet and database software packages required. Typing and editing, strong interpersonal, and organizational skills required. Ability to work independently and exercise considerable judgment in coordinating activities and managing telephone calls and visitors required.

Leadership: Responsible for directing and monitoring the work of student and/or temporary workers. Physical Requirements: Job is physically comfortable; individual is normally seated and has discretion about walking, standing, etc. May occasionally lift very lightweight objects. Working Conditions: No major sources of working conditions discomfort, standard working environment with possible minor inconveniences due to occasional noise, crowded working conditions, minor heating/cooling or ventilation problems, and/or up to 40% use of PC terminal.

The intent of this classification specification is to provide a representative summary of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the specific duties and responsibilities of any particular position. Employees may be requested to perform job-related tasks other than those specifically presented in this description. The University requires that all University employees whose assigned duties include some involvement with The University of Akron's intercollegiate athletics program, comply with all relevant NCAA Bylaws in performing their work.




The University of Akron Classification Specification

Job Title: Accountant Job Code: 22105 Job Function: Contract Professional Staff Grade: 120 Job Family: Unclassified FLSA: Exempt SOC Description: 2000 Finance / Accounting Division Date: 5/11; 7/99

Job Summary: Maintain general ledgers and grant and contract accounts while preparing financial reports, invoices, various accounting forms, and computations required by the government. Monitor the activities of University accounts, identifies budgetary problems, and handles inquiries from faculty and support personnel.

Essential Functions: 30% Prepare invoices, financial reports, tax forms and reports, cost computations, lease/purchase worksheets, and annual surveys. Maintain spreadsheets to be used for Time and Effort reports and prepares the distribution of prepaid insurance. 30% Monitor the transactions of various accounts to include grant and contract accounts, Loan Fund transactions, hospitalization charges, Account Receivable Aging Analysis, and United Way. Reconcile accounting systems, calculates reimbursements, analyzes expenditures, and approves journal entries.

15% Interact with faculty and clerical workers to identify problems and assist in the resolution process. Respond to phone and written inquiries regarding budget and accounting entries. Manage requests for information regarding financial projections and accounting activities.

10% Establish budgets for new accounts, reviews budgetary problems, and makes adjustments to budgets when necessary. 10% Generate journal entries into a computerized general ledger system. Create new accounts and directs the flow of monthly accounting entries. Review journal entries to ensure accuracy. 5% Assist auditors with year-end closing entries and the closing of responsible accounts. Perform duties to assist in year-end closing including physical inventory and inventory reconciliation.

Education: Requires a relevant Bachelor's Degree. Licenses/Certifications/Requirements: None. Experience: Requires a minimum of two years’ experience in financial accounting as well as a familiarity with on-line computerized general ledger systems. Knowledge of the OMB Circular A-21, relevant federal regulations, and IRS forms required. Strong computer skills including word processing, spreadsheet, and database capabilities required. Ability to apply generally accepted accounting principles and procedures in working with specialized accounting records and reports required.

Leadership: Responsible for directing and monitoring the work of student and/or temporary workers. Physical Requirements: Job is physically comfortable; individual is normally seated and has discretion about walking, standing, etc. May occasionally lift very lightweight objects. Working Conditions: Standard working environment with possible minor inconveniences due to occasional noise, crowded working conditions and/or minor heating/cooling or ventilation problems. Near continuous use (>70% of the time) of a video display terminal.

The intent of this classification specification is to provide a representative summary of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the specific duties and responsibilities of any particular position. Employees may be requested to perform job-related tasks other than those specifically presented in this description. The University requires that all University employees whose assigned duties include some involvement with The University of Akron's intercollegiate athletics program, comply with all relevant NCAA Bylaws in performing their work.




Appendix D: System-Generated E-mail

These are examples of e-mail that is generated automatically by PeopleSoft Recruiting Solutions at certain points in the Application, Job creation, or Recruiting processes. To an applicant, who has provided an e-mail address:

To an Approver:

There is a link in the e-mail approval message that takes the Approver directly to the job. However, if this message is forwarded, the links are removed.




Appendix E: Search Committee’s Job Aid

Login 1. From your web browser, navigate to My Akron

https://id.uakron.edu/idp/Authn/UserPassword 2. Login with your UAnet and password. 3. Click the Faculty/Staff tab. 4. The Search Committees area is displayed in the middle of the page.

My Job Openings

1. Click the My Job Openings link. 2. All of the job openings for which you are serving as a Search Committee

member will be listed. The ID# is the unique number assigned to the job opening.

3. Click the Job Opening Id# to view the applicants for that specific job opening. 4. All of the applicants for the job opening will be listed.

https://id.uakron.edu/idp/Authn/UserPassword




Review Applicants Applicant materials are reviewed to create a “short list” of candidates chosen to interview.

Applicant Name – Click an applicant name to view their application.

ID – Unique ID number assigned to the applicant.

Applicant Type – EMP designates a current employee and EXT indicates an external applicant.

Resume – The paper icon indicates the applicant has uploaded a resume with their application. Click the resume icon to view/download the resume.

Attachments – The paper icon indicates the applicant has uploaded an attachment, such as a cover letter, professional reference, or transcript. Click the icon to view the attachment.

View Resume

1. There are two methods to view the resume: a. From the Applicant List, click the resume icon to view/download the

resume. b. From the application, select the link (under View Resume Attachment).

2. You may receive a security warning, if so, click the message titled “Click here for options.” Then, select Download File.




View Application

1. To view the application for a specific applicant, click the applicant’s name.

2. The application is displayed. Use the links provided (View Employment

History, View Secondary Education, and View References) to view additional details.




Develop evaluation criteria and interview questions.

Forward interview questions to the Hiring Process Manager for uploading to the Activity & Attachments link.




Appendix F: Approver’s Job Aid

Approvers will be notified via email that a job opening is awaiting their approval. Login

1. From your web browser, navigate to My Akron https://id.uakron.edu/idp/Authn/UserPassword

2. Login with your UAnet and password. 3. Click the Faculty/Staff tab. 4. The Approvers area is displayed in the middle of the page. Click Review

Transactions.

Approve/Deny a Job Opening

1. The Transactions will default to “Pending my review” to show only those transactions which require action.

2. Only the Job Opening number displays. In the example below, the first two are for job offers and the last entry is a Job Opening approval. To review the details, click on the Approve/Deny link.

https://id.uakron.edu/idp/Authn/UserPassword




3. The job opening is displayed. Review the details. a. Click the Hiring Team link to view the Search Committee. b. Click the Job Posting link to view the job posting. Click on the job title to

see the positing details. Click the Preview button to see the actual posting. Click Cancel to return to the Job Posting main page.

c. Click the HR Use Only link to view the job specifications/requirements. d. Click the Advertising link to view utilization, advertising activities,

account information for charging background check, advertising and salary/benefits. Click the Return to job opening link to go back to the Job Details.

4. When ready, click the Approvals link.

5. The approval path for the job opening is displayed. To view comments from

previous approvers, click the View/Hide Comments link. a. Enter any comments in the Comments box. Be sure to add your name

after the comment to identify yourself as the author. Click Approve, Pushback or Deny.

6. The approval path will be updated.

7. Logout of PeopleSoft.




Appendix G: Position Approval Form

For a replacement position, the employee data sheet report should be run and attached to this form. The report is available from the UA Human Capital Management menu option.




Appendix H: Search Waivers

On occasion, there may be an immediate need to fill a vacancy without conducting a formal search. A search may be waived under certain circumstances as approved by the EEO Office. The decision to waive a search is made on a case-by-case basis.

• When creating a job opening for which a Search Waiver is requested, follow the instructions in this appendix to Create a Job Opening

• The approval process for the job is the same. • To apply for the job, the applicant must use the

link on the Jobs web page. This link is used when the applied-for job is not listed on the Jobs web page.

• The resume, if available, is downloaded as an application attachment, as in other jobs.

• Search waiver training is conducted by HR through the EEO Office. For information about Search Waiver training, contact [email protected].

Step 1 – Enter Primary Job Opening Information

1. The Hiring Process Manager receives the job opening information to enter in PeopleSoft.

The position number is required to initiate a job opening for an existing position. An approved job code is required to initiate a job opening for a vacancy that is not positioned.

2. Login to PeopleSoft.

3. From the main menu, select Recruiting > Create New Job Opening. The Enter Primary Job Opening Information page displays.




4. In the Opening Information box, enter:

• Job Opening Type: Defaults to Standard Requisition. Do not change.

• Business Unit: Defaults to STDBU. Do not change.

• Position Number: Enter the position number provided by HRCS (including the leading zeros) for a total of 8 digits. A Position Number is required to initiate a job opening for an approved position. -OR- Job Code: Enter a valid job code number. A Job Code will be entered only for part-time, temporary jobs. For all other jobs, a Position Number is required. A job code number is required to initiate a job opening for a job that is not positioned.

• Posting Title: This field will auto populate, after the Position Number or Job Code is entered. Enter the complete title, if a part of the title is cut-off. This Posting Title is used for the Job Posting and all through the manage hire process. Ensure that this is the correct and complete title for the position.




5. Click on the Continue button. The Job Opening – Job Details page displays. The Job Opening Status Code is Draft.

Status Code for this Job Opening

The “grayed-out” link indicates that you are on the Job Details page of the Job Opening pages.




Step 2 – Job Opening-Job Details Page

1. The information on the Job Opening-Job Details page is similar to the previously-used, paper Job Requisition Form (JRF). On the Job Detail Information page, enter the following:

• Status Reason: Select Search Waiver.

• Desired Start Date: Date that new hire can begin working because the position will be vacant on that date. This is an estimate. Must be a minimum of first day after person leaves, if this is a replacement position.

• Employees Being Replaced section:

o If this is a replacement position, enter the incumbent’s name. The name is entered in the format FirstName (space) LastName. It is a case sensitive field, so use title case. Avoid the use of the Lookup tool , because it significantly slows down the entire system, as it retrieves the 98,000 names.

o Press the ENTER key on the keyboard. WAIT. If there is only one exact match, the incumbent’s EmplID displays.

This symbol (referred to as the daisy) displays in the upper right corner of the PeopleSoft window, when PeopleSoft is processing. The daisy replaces the word Processing.

Use the Delete a row tool (trash can) to delete a row that was entered in error.

Sandy Beach

Search Waiver




o If there is more than one person with this name, the Look Up page displays with the list of results. Select the correct person by his/her EmplID.

o OPTIONAL: If a message displays - “invalid value . . .” Click on OK.

o On the Look Up page, enter the incumbent’s EmplID, click on the

Look Up button, and select the incumbent’s name. o The incumbent’s name and EmplID display.

• Schedule Type: Full-Time or Part-Time

• Regular/Temporary: Select the appropriate option.

• Begin Date: Leave this blank, unless this is a temporary position. If this is a temporary position, this date should match the Start Date entered.

Sandy Beach Sandy Beach Sandy Beach Sandy Beach Sandy Beach

Sandy Beach

1. Cont’d

Sandy Beach

Multiple rows may display for a person. If so, select the first row for that person.




• End Date: If this is a temporary position, indicate the End Date. Leave this field blank, if this is a Regular position.

• Hours: Enter the number of hours to be worked on a weekly basis. Salary information: For most positions, this auto populates from job code. For Staff, unclassified and classified, salary range is pre-determined and is listed on the approval form. All union positions also will be on the approval form. For ungraded positions, the salary does not auto populate and needs to be entered. The salary information is listed on the approval form.

• Salary Range From: Verify that this is correct. If the salary range did not auto populate, enter the amount.

• Salary Range To: Verify that this is correct. If the salary range did not auto populate, enter the amount.

• Pay Frequency: Verify that this is correct. If it is not, make a selection from the down arrow.

2. Check all the information on the page to verify that it is correct.




3. Click on the Save as Draft button. In the top left corner of the PeopleSoft window, there is a message to indicate that your draft saved successfully.

A Job Opening ID is assigned. Note the number. This number is the easiest way to locate the data in PeopleSoft or to work with HR about this Job Opening.

4. At the top or bottom of the page, click on the Hiring Team link. The Job Opening – Hiring Team page displays.




Step 3 – Job Opening-Hiring Team Page

1. Enter the Recruiters information on the Job Opening – Hiring Team page:

• Click on Add Team. The Add Team page displays.

In the Select field, click to mark the checkbox for the Recruiter team.

• Click on OK. A row of data displays for each member of the Recruiter team.

• In the Primary field, click to mark the box for your assigned Recruiter.




2. Enter the Hiring Manager information. The person who is entering this information probably is a Hiring Manager.

• Click on Add Hiring Managers. The Name field displays. Enter the Hiring Manager’s name or use the Lookup tool . The name is entered in the format FirstName (space) LastName. It is a case sensitive field, so use title case. Example: Clara Barton.

• Press the ENTER key on the keyboard. WAIT. The Hiring Manager’s EmplID displays and the Primary field is checked.

• Repeat these steps to add any other Hiring Manager.

You may need to add someone such as the Dean’s administrative assistant, because she/he needs to be in the loop on all searches. A list of individuals approved as Hiring Managers is stored in PeopleSoft. This list is maintained by HR. If there is a new Hiring Manager in your area and that person is not available to enter in this Hiring Manager field, contact HR.

3. Do not enter Interviewers (Search Committee members).

4. Enter the data for the Interested Party(ies): An Interested Party is a person who just needs to look at information.

• Click on Add Interested Parties. The Name field displays. Interested Parties do not receive any notifications.

• Enter an Interested Party’s name (FirstName (space) LastName).

• Press the ENTER key on the keyboard. WAIT. The Interested Party’s EmplID displays.

• Repeat these steps to add each Interested Party.

5. Click on Save as Draft. The daisy displays while the data is being saved.

When the data is saved, displays in the upper left corner of the Job Opening page. Also, note the Job Opening ID, which makes it easier to locate this Job Posting in PeopleSoft or to discuss it with HR personnel.

1280485




1280485

Nelson Jacoby

Susan McArthur

6. The completed Hiring Team page looks similar to this.




Step 4 – Job Opening-Job Posting and Posting Information Pages

2. Click on the Add Job Postings link to display the Job Opening - Posting Information page.

1. Click on the Job Posting link to display the Job Posting page.




4. Enter the Job Description information:

• Job Posting Title: Verify that it is the full title. Make changes, if necessary. Some departments like to add the department name to the title.

• Visible (Under Job Descriptions): Click on the down arrow to select Internal. • Description Type: Click to select Search Waiver from the available options. • Description ID: Click to select Search Waiver from the available options. • Description: Enter the candidate’s name and the rationale for the requested

Search Waiver.

6. Click OK.

3. Note that the Job Opening - Posting Information page is similar to the previously-used, hard copy Search Plan form.




7. Click on Save as Draft. In the top left corner of the PeopleSoft window, there is a message to indicate that your draft saved successfully.

Also, note the Job Opening ID, which makes it easier to locate this Job Posting in PeopleSoft or to discuss it with HR personnel.




Step 5 – Job Opening-Advertising Page

2. The UA Job Opening Information page displays.

1. Click on the Advertising link.




3. In the Advertising Activities box, enter the words Requesting Search Waiver.

4. If needed, e nter the Background Check Account Codes: • Combination Code: Enter the six digit account code (SpeedType)

followed by a hyphen and 5750. Example: 200704-5750, where 200704 is the SpeedType to be charged and 5750 is the sub account code for Background Check expense.

• Percent of Distribution: Enter the percentage of the Background Check

expense to be charged to this Combination Code.

• OPTIONAL: If the Background Check expense is to be split between two or more Combination Codes, enter additional account codes and Percent of Distribution by clicking on the Add a row tool and repeating the above steps.

Note: The account codes used for the Background Check expense differ from the account codes used for the Advertising expense or Salary and Benefits expenses. If you do not know which account codes to use for an expense, check with the Budget office at x7160 or the Controller’s office at x6570. If this is a grant account, verify the codes with the grant accountant.




5. Salary and Benefits Account Codes should populate automatically based on the selection earlier of the Position number. If not, enter the SpeedType to be charged, a hyphen, and the appropriate account code from the GL Pay Type column in the table shown below.

Enter the six digit account code (SpeedType) followed by a hyphen and the GL Pay Type. Example: 200704-5201

For temporary positions, the Salary and Benefits Account Codes will not populate automatically. The Hiring Process Manager enters a single salary code. Note: The account codes used for the Salary and Benefits expenses may differ from the account codes used for the Advertising expense or Background Check expense. If you do not know, which account codes to use for an expense, check with the Budget or Controller’s offices. Note: The most frequently-used account codes are listed here:

HR Earnings Code Description GL Pay Type

Faculty/Administration MON Fac FT Teach 12 Mo. 5003 MON Fac FT Teach 9/10 Mo. 5004 MON Fac FT Admin 12 Mo. 5001 MON Fac FT Admin 9/10/ Mo. 5002 MON Fac FT Temporary 5013

Contract Professional

MON Contract Professional-12 Mo. 5101 MON Contract Professional-9/10 Mo. 5102 MON Contract Professional-other (1 X pay) 5109 MON Contract Professional PT (reg) 5151 MON Contract Professional PT (temp) 5152 MON Contract Professional FT (temp) 5110

Staff

STF Bi-weekly-Salaried-Staff (reg) 5201 STF Bi-weekly-Hourly-Staff (reg) 5202 STF Staff Part-time (reg) 5221 STF Staff Part-time (temp) 5222 STF Staff Full-time (temp) 5211

If no account codes are entered or the incorrect account codes are entered, HR or Budget or the Controller may push back the job opening to the Hiring Process Manager and request that the account codes be entered/edited.




6. Click on Save. The word Saved displays briefly in the upper right corner of the PeopleSoft window.




Step 6 – Save and Submit Job Opening

1. At the bottom of the window, click on the RETURN TO JOB OPENING link. The Job Opening-Job Details page displays.

2. Click on the Save and Submit button. The daisy displays during the save process.

When the Job Opening is saved, the word Saved displays briefly in the upper right corner of the PeopleSoft window. Notes: The Save and Submit button kicks off the workflow routing and approval

process. Notification also is sent to the Recruiter. The Job Opening Status Code changes from Draft to Pending Approval. The Approvals link now is available. The Approvals link allows the Hiring Process Manager to see where the job posting is in the process.

3. Workflow routes the Job Opening to the Recruiter Group.




Appendix I: Troubleshoot Problems with Opening Attachments

Internet Explorer Setting to View Attachments

All Windows clients will need to make the following setting change in order to view attachments in Internet Explorer. Failure to make these changes will result in the following error message: “File not found or file received has length zero.” NOTE: No changes are needed to view attachments in Mozilla Firefox or on a Mac using Chrome or Firefox.

1. From within Internet Explorer, select Tools – Internet Options from the menu. 2. Click the Security tab and click once to select Local Intranet. Click the Sites

button.

3. The Local Intranet dialog box returns. Verify there is a check in the

“Automatically detect intranet network” and click the Advanced button.




4. Verify the box is unchecked to “Require Server verification for all sites in this zone.” Click inside the box to “Add this website to the zone” and add the following two sites (click the Add button after entering each item):

*.uakron.edu *.uanet.edu

5. The Local Intranet sites should look like the screenshot below. Click the Close button. Then, click OK and OK again to close all open dialog boxes.




Windows XP File Type Settings

Using Windows XP, if you are unable to open an applicant’s attachment in Recruiting Solutions, then use the following configuration for the file type that you are trying to open. The most common file types should be doc and docx for Word.

1. My Computer, Tools, Folder Options. 2. Click on the File Types tab. 3. Find the file type in the list, for example, click DOC, then click Advanced.

4. In the Actions List, click Edit and then remove the check mark below the list next

to: Confirm Open after download. Then, under Actions, click Open and remove the check mark next to: Confirm Open after download. Click Ok. Do this for all file types that you are trying to open. Before: After:

If you still are unable to open the attachments, use Mozilla FireFox as the browser and open the attachments in FireFox rather than Internet Explorer.