APPLICANT TRACKING USER GUIDE (ISSUED FEBRUARY 21, 2017)

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INTRODUCTION

Effective February 1, 2017 all position requisitions, personnel actions forms, and hiring requests must be made online using the PeopleAdmin system. This system will streamline the position requisition and hiring processes and allow users to track progress.

To begin the requisition process, please reference the Requisition User Guide found on the Human Resources website.

After a position has been posted, the hiring manager can track applicants, change applicant statuses, add interview notes, and select their top candidate for whom they choose to extend an offer.

STEP 1: ACCESSING THE ONLINE APPLICANT TRACKING SYSTEM

STEP 2: VIEWING POSTINGS

• Accessing the Applicant Tracking system: o https://jobs.onu.edu/hr/sso o Use your ONU username and password to log in o Locate the appropriate job posting you are looking to fill by selecting either the Faculty or

Staff position type

• After selecting the appropriate position type, select “More Search Options” to narrow down your results

o You will automatically see postings from your own department o You can search by position status. Common statuses used are:

Posted – currently posted on the website and accepting applications Closed/Removed from Web – position has been removed from the website and is

awaiting candidate disposition Approved for Internal Bid/Quicklink Posting – position is posted internally only; not

visible on the ONU website Position Filled – candidate has been hired

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STEP 3: REVIEWING APPLICANTS

• To review applicants, select the “Applicants” tab of the posting o You can select the candidate’s name to view their full application; or o Select the Document types to view the documents submitted with the application

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STEP 4: DOWNLOADING APPLICATION MATERIALS

• Select “More Search Options” to view applicants who may have been culled out of the candidate pool by the screening questions, or those in draft status who have not completed the application process

• Select the applicant(s) whose materials you wish to download • Hover over “Actions” and select “Download Applications as PDF” • You can select which documents to download • The download will begin immediately

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STEP 5: CHANGING APPLICANT STATUSES

STEP 6: RECOMMENDING A CANDIDATE FOR HIRE

• Applicant statuses can be updated in bulk or the status can be updated as you review each individual’s application

• Applicant Statuses are: o Phone Interview Pending o On-Campus Interview Pending o Interviewed o Interviewed – Not Hired o Department Determined Did Not Meet Minimum Qualifications o Recommend for Hire

• It is important that all applicants have the appropriate status at all times for EEOC compliance

• After the search committee or hiring manager has determined the final candidate, the hiring manager will need to disposition the candidate to a “Recommend for Hire” status

o For faculty searches, the Dean will transition the finalist to this status and begin the Hiring Proposal

• Select “Start Faculty (or Staff) Hiring Proposal” to begin the offer approval process o No offers should be made until approvals have been granted and either HR or

Academic Affairs has provided consent

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STEP 7: COMPLETING THE HIRING PROPOSAL

• Ensure the proper position description is listed in the “Selected Position Description” field o The PD that the candidate applied to will always default to the hiring proposal o If the selected PD is incorrect, search for the proper PD using the search box below

• Scroll to the bottom of the page and select “Select Position Description”

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• The College or Departmental Dean or Vice President will initiate the Hiring Proposal o Please complete all required fields and include as much information as possible o Faculty searches must include a hiring request memo. This memo should be

attached to the Hiring Proposal in the system

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FACULTY HIRING PROPOSALS ONLY:

• The hiring request memo can either be a new document created within the system, or an uploaded document

• This document needs to include the supporting information required by Academic Affairs

• The Hiring Proposal cannot be submitted for approval unless you have included an attachment and certified that the document has been included

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STEP 8: SUBMITTING HIRING PROPOSAL

STEP 9: VIEWING HIRING PROPOSAL HISTORY

• To submit the Hiring Proposal for approval, select the “Take Action on Hiring Proposal” button o Hiring Managers will send the hiring proposal to their supervisor (either the

Department Head or Dean/VP) o Dean/VP users will send the Hiring Proposal to HR or return it to the Department

Head for additional information o HR will send the Hiring Proposal to Academic Affairs (if applicable) or Budget o Financial Affairs will return the Hiring Proposal to HR

It is required of the hiring manager or Dean/VP to inform HR of whether the offer has been accepted or declined

• To view the action history of the Hiring Proposal, select the History tab o All workflow approvals, returns, and notes will be listed along with the date and time

the action occurred

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STEP 10: SEARCHING FOR HIRING PROPOSALS

• The quickest way to view Hiring Proposals is to add them to your Watch List o By default, the action is automatically added when transitioning the Hiring Proposal

for approvals • When a Hiring Proposal is approved, it will automatically be removed from your Watch List

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• To see where a Hiring Proposal is in the approval process, select the Hiring Proposals tab from the Applicant Tracking home page

o Be sure to select either Faculty or Staff, depending on the appropriate position type of the position you are filling

• By default, all Hiring Proposals submitted within your scope will be visible o You can add columns to obtain more information, if necessary

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• After the Hiring Proposal has been approved and the offer has been accepted, the candidate’s status will automatically change to “Hired”

o HR will then close the position and emails will be sent to the remaining applicants

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HIRING PROPOSAL WORKFLOW

• Supervisor/Manager o Can initiate Hiring Proposal o Can advance to Department Head

• Department Head o Can initiate Hiring Proposal o Can return to Supervisor/Manager o Can advance to Dean/VP

• Dean/VP o Can initiate Hiring Proposal o Can return to Department Head o Can advance to HR

• HR o Can return to any stage o Can advance to Academic Affairs or Budget

• Academic Affairs (if academic position) o Can return to Dean/VP or HR o Can advance to Budget

• Budget o Can return to HR or Academic Affairs o Can advance to Financial Affairs

• Financial Affairs o Can return to Budget, Academic Affairs, or Dean/VP o Can advance to HR

• HR o Offer is extended by Department or HR o Contact/Notice of Appointment is generated

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FREQUENTLY ASKED QUESTIONS

Why don’t I see any postings?

• In order to see active postings, you must be the direct supervisor for the position, or the department head the position would report to. Search Committee members can be granted access to a posting as well. Please contact the Office of Human Resources or the hiring manager to request access to a posting.

The posting I was monitoring is gone. What now?

• Be sure to check other posting statuses, such as “Closed/Removed from Web” as it is likely that the posting’s closing date has lapsed.

Who should update applicant statuses?

• The search committee chair or hiring manager should be the only person updating applicant statuses. This ensures that all candidates have been given equal consideration.

How can I check on the status of the hiring proposal I submitted?

• You can track the approval status by selecting the Hiring Proposals tab in the Applicant Tracking module. Be sure to select either Faculty or Staff to be directed to the proper page.

For any other questions, please contact the Office of Human Resources.

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PERFORMANCE MANAGEMENT GLOSSARY

Applicant – An applicant is an individual who has successfully submitted an application for an open position.

Applicant Tracking System (ATS) – An Applicant Tracking System is an electronic database that houses all postings and applications submitted to those postings.

Candidate – A candidate is an applicant who has progressed through the application process and is being considered for the position further.

Hiring Manager – The hiring manager is typically the direct supervisor for the position being filled. However, the hiring manager can also be a faculty or staff member serving as a search committee chair, a department head, or Dean/Vice President.

Hiring Proposal – The hiring proposal is a request to hire a candidate for the position. All hiring proposals are to be submitted electronically through the PeopleAdmin system and should include the proposed wage/salary, start date, hiring request memo, and any other pertinent information regarding the hire.

PeopleAdmin – PeopleAdmin is a software tool that the University utilizes to track open positions, applications, position descriptions, and performance evaluations. Most users will interact with the performance management module though many others may have some familiarity with the applicant tracking module.

Position Description – A position description, or at times referred to as a job description, is an electronic document that includes the duties and responsibilities of the employee’s role on campus. All Position Descriptions (PDs) are housed in the PeopleAdmin system and should be reviewed by the employee and the supervisor on an annual basis to ensure it adequately reflects the work being performed.

Posting – A posting is an electronic advertisement on the ONU Employment website which will generate applications to an open position. All postings must be vetted through the position requisition process and may be posted internally, externally, or both.

Status – The status can relate to either a posting, applicant, or hiring proposal. Each field has a variety of statuses that it can be placed under. For further explanation or a breakdown of the statuses available, please contact the Office of Human Resources.

Supervisor – The supervisor is the person that the employee reports directly to and who supervises the employee’s work. HR has added reporting relationships based upon who approves the employee’s time. If this is not the employee’s direct supervisor, please contact HR to have this information updated.