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Careers User Manual - Administration and Finance

1. UMW CAREERS USER GUIDE Take Action x Position Created Modified move to CCA Initial Review Comments optional test WI Add this position request to your watch list Submit Cancel Position Management Comment Boxes Page 24 UMW CAREERS USER GUIDE MOVING THROUGH AND SAVING A POSITION POSTING There are two ways to move from form to form e You may click the Next button This saves the information that you entered and moves to the next form e From the left menu you may click the form that you wish to work on You are not required to move through the forms ina specific order Note You must Save the form before moving away from a form that has data that you have entered Editing Position Request E EE 6 Position Justification Classification Selection Position Details Core Responsibilities Position Budget Inform Supervisory Position Employee Pasition Documents Position Request Summary Position Management Moving Through and Saving a Position Posting Page 25 UMW CAREERS USER GUIDE POSITION MANAGEMENT Position Management Moving Through and Saving a Position Posting Page 26 UMW CAREERS USER GUIDE CREATING A STAFF OR A P FACULTY POSITION DESCRIPTION Typically Hiring Mgr or Supervisor Hiring Mgr e Reviewer can now proceed to Position Applicant Tracking CCA Review al Budget t
2. module to create Approved i i Posting from Position gt Description if applicable can initiate action a EE Action Canceled Cabinet Hiring Managers and Department Chairs will manage the Recruitment Hiring Process of Staff and or A P Faculty Log in to Careers Module Role Tab Position Type Select Position Management See the right side of top bar Hover your mouse over Position Descriptions Select Staff and A P Faculty Professional See directions on p xx Position Management Hiring Manager Position Descriptions Appropriate PeopleAdmin APPLICANT TRACKING POSITION MANAGEMENT k PERFORMANCE Inbox PeopleAdmin Watch List RROSLOM IDEN es imma Position Descriptions Classifications My Profile Help EE Hiring Manager you have 0 messages Hiring Manager s logout Staff and Administrative Professional Position Requests A aan Faculty Faculty Position Requests Wrosition Descriptions Classificatis Staff and AP Faculty Staf and AH Faculty Position Requests Position Management Creating a Staff or A P Faculty Position Description Page 27 Click on Create New Position Description Choose New Position Description Complete the form with the appropriate information The information on the Position Details tab will be the information used in creating your Job Posting Click Start Position Reques
3. UMW CAREERS USER GUIDE Take Action On Position Request e WORKFLOW ACTIONS Keep working on this Position Request Not approved by Dean move to Department Chair Approved for Budget move to Budget dh Take Action Approved for Budget move to Budget Comments optional E Add this position request to your watch list Submit Cancel See directions on p xx Position Management Budget Position Descriptions Appropriate Position Management Creating a Faculty Position Description Page 46 eM CARES USER GUDE Go to the Inbox click on Position Requests Select the position that you want to review Review edit the details on the Summary page Modify information as needed appropriate Items that are complete have a Note If you edit information the Position Description must go through the approval process again Select Take Action On Position Request Choose Approved for Provost Move to Provost w amp Inbox 3 items need your attention Displaying items for group Budget Postings 0 Hiring Proposals 0 Position Requests 3 Special Handling Lists 0 Job Title Type Current State Owner ss Inbox 3 items need your attention Displaying items for group Budget Postings 0 Hiring Proposals 9 Position Requests 3 Special Handling Lists 0 Title Type Current State State Owner Associate Professor New Position Description Budget Budget Ilce Skater New Positio
4. Items that are complete have a next to them Please review each section and complete the information as needed Posting Details Editing Posting Position Details Pasting Details UMW CAREERS USER GUIDE Position Budget Infonm Guest User SS GG Ge Summary Posting Details Check spelling e Posting Details Posting Number Job Category Posting Date Close Date Open Until Filled Search Committee Fyaluative Critena Posting Documents Reference Letters Supplemental Questions SAP003P0 Staff M No e The University of Mary Washingtc Applicant Tracking Posting a Position Posting a Staff and A P Faculty Position Page 73 UMW CAREERS USER GUIDE Position Budget Information Position Budget Information K 7 Check spelling e Position Budget Information SPCC Contact for Recruitment Expenses 12345 Recrutment FOAP Add Recruitment FOAP Entry Position FOAP Supplemental Questions Supplemental Questions Included Supplemental Questions Position Required Category Question Guest User Guest User Want to give guests access to view this posting Create Guest User Account Applicant Tracking Posting a Position Posting a Staff and A P Faculty Position Page 74 UMW CAREERS USER GUIDE Search Committee Search Committee Search Committee Members No Search Committee Members have b
5. X Job Title Type Current State Owner Position Management Creating a Faculty Position Description Page 48 Select the position that you want to review Review edit the details on the Summary page Modify information as needed appropriate Items that are complete have a e Note If you edit information the Position Description must go through the approval process again Select Take Action on Position Request Choose Approved for Sr Admin Coord move to Sr Admin Coord UMW CAREERS USER GUIDE amp Inbox 2 items need your attention Displaying items for group Provost Postings 0 Hiring Proposals 0 Position Requests 2 Title Type Current State State Owner As sistayt Professor New Position Description Provost Provost ower Child i New Position Description Provost Provost New Position Description Associate Professor test pml Faculty Current Status Provost Created by Pamela Lowery Owner Provost Fosition Type Faculty Department Anthropology and Sociology Anthropology and sociology Summary History Settings Position Justification Position Justification 123 Justification of Need Currently blank Take Action On Position Request WORKFLOW ACTIONS Keep working on this Position Request Not Approved for Dean move to Dean Not Approved by Provost move to Budget Approved for Sr Admin Coord move to Sr Admin Coord hu Position Management C
6. e Transparent up to date access to information regarding your positions requests and postings e Detailed screening of Applicants qualifications before they reach the interview stage Your Web Browser The system is designed to run in a web browser over the Internet The preferred browser is Firefox Other browsers will work but you may experience unexpected results or instability You may use your browser s Back Forward or Refresh buttons to navigate the site or open a new browser window from your existing window Adobe Acrobat The site also requires you to have Adobe Acrobat Reader installed Your Browser s Cache Your browser s cache stores information from webpages you visit on your computer This allows pages images to load more quickly upon future visits and while navigating through websites that use the same images on multiple pages Occasionally your cache can prevent you from seeing updated content or cause functional problems when stored content conflicts with live content You can fix many browser problems simply by clearing your cache Clear the Browser s Cache Chrome 1 Click the menu icon in the upper right corner of the browser to the right Click settings on the bottom of the menu 2 Click Show advanced settings at the very bottom of the settings section 3 Scroll to the Privacy section 4 Choose Clear browsing data 5 Select Empty the cache Uncheck all other options to avoid deleting browse
7. D D D Help Select the appropriate position de festa type Position Requests 7 New Position Description Gell Ringer Exit Editing Position Request Position Documents Save lt Prev EE Position Justification PDF conversion must be completed for the document to be valid when applicable Classification Selection Position Details Document Type Name Status Actions Position Budget Inform Pees apres Org Chart Achse Supervisory Position Employee Save lt lt Prey Next gt gt Position Documents Position Request Summary Click Create New Position Description Inbox ME ae Defaite Watch List POSITION MANAGEMENT Y Hiring Manager you have 0 messages Hiring Ma nager CC logout Position Management Cloning a Position Page 53 Select New Position Description Scroll to the bottom of the form to the Clone an existing Position Description section Select the position that you want to clone Click the radio button to the left of the position s Working Title Note You will see only the positions that you have permission to view Select Start Position Request at the top of the form Enter the Position Justification if it is not already there Click Next UMW CAREERS USER GUIDE Create New Choose the position request you would like to start New Position Description Clone an existing Position Description Filter these results All Position Descriptions e S
8. Staff and Administrative Professional Edit Current Status Draft Position Type Staff and Administrative Professional Deparment Budget and Financial Analysis Budget and Financial Analysis Created by Pamela Lowery Owner Pamela Lowery Summary History Settings Editing Position Request Position Justification Classification Selection E Position Details Position Budget Inform Supervisory Position Employee Supplemental Questions Position Documents eo EE E Position Request Summary New Position Description Super Man Staff and Administrative Professional Ene Temte Sintus Dat Crasted ru Flies Manager Postion pe Gap pe ders Dame Hing Manager silva Dip psecesa epanment Small Dees Development Denar ons er Developement Center Take Action On Position Request v WORKFLOW ACTIONS Keep working on this Position Request Canceled move to Canceled Position Created Modified move to CCA Initial Review Position Management Creating a Staff or A P Faculty Position Description Page 34 UMW CAREERS USER GUIDE Add any additional information in the Comments Take Action box Click Submit Each time that you see the Position Created Modified move to Comment box after an Action CCA Initial Review you will have the opportunity to Add the position to your Comments optional Watch List To do so puta check in the box next to Add this position request to your watch
9. click on the title or choose View from the Actions menu After the information has been reviewed by the Dean it is then transitioned back to the Department Chair who then transitions the Posting to the Recruitment Manager Hover your mouse over Take Action on Posting Choose Approved for Recruitment Manager move to Recruitment Megr Enter any Comments then Submit your approval Each time that you see the Comment box after an Action you will have the opportunity to Add the position to your Watch List To do so puta check in the box next to Add this position request to your watch list w amp Inbox 2 items need your attention Displaying items for group Dean Postings 1 Hiring Proposals 0 Position Requests 1 Job Title Type Current State Flower Child Faculty Dean Take Action On Posting WORKFLOW ACTIONS Keep working on this Posting Approved for Dean move to Dean Approved for Recruitment Mar move to Recruitment Mar du Take Action UMW CAREERS USER GUIDE Owner Dean Approved for Recruitment Mgr move to Recruitment Mar Comments optional This posting is currently in your watch list Uncheck this box to remove it Submit Cancel Applicant Tracking Posting a Position Creating a Posting for a Faculty Position Page 89 UMW CAREERS USER GUIDE Recruitment Manager Reviews Approves Posting ee o act 2 Once the Dean has approved the
10. Code Classification Status Actions Class Title Class Code Approved Actions Paula 23777 Approved Actions v Editing Position Request Position Justification Classification Selection Position Details Position Budget Inform Supervisory Position Employee Position Documents SG E E SG Position Request Summary Take Action On Position Request e WORKFLOW ACTIONS Keep working on this Position Request Canceled move to Canceled Position Management Creating a Faculty Position Description Page 43 Add comments as needed appropriate Each time that you see the Comment box after an Action you will have the opportunity to Add the position to your Watch List To do so puta check in the box next to Add this position request to your watch list Click Submit when you are ready to send the change s to the Dean e Note Dean s Approval UMW CAREERS USER GUIDE Take Action Position Created Modified move to Dean Comments optional Add this position request to your watch list Submit Cancel A message will appear at the top of the screen e Position request was successfully transitioned or e One or more form errors will be displayed Log in to Careers See directions on p xx Module Position Management Role Dean Tab Position Descriptions Position Type Appropriate Position Management Creating a Faculty Position Description Page 44 Go to the Inbox c
11. EE Module Applicant Tracking Role Department Chair Tab Postings Position Type Faculty Select the Applicant Tracking module PeopleAdmin Watch List We Cona Sen nate dine POSITION MANAGEMENT PERFORMANCE Hover over the Postings tab Postings Hiring Proposals My Profile Help Select Faculty Postings Faculty E Click on the Create New Posting button Create New Posting Applicant Tracking Posting a Position Creating a Posting for a Faculty Position Page 84 UM CARES USER GUDE Select Create from Position Description to create this posting Select the Position that you want to Post You may find the position in your inbox or you may Search for the Position type the title in the Search box and click Search To select the position click on the title or choose View from the Actions menu Click on Create Posting from this Position Description Review the Organizational information K New Posting Create New What would you like to use to create this new posting Create from Position Description KR Copies in most of the information from a position description Faculty Position Descriptions Saved Search Faculty Position Descriptions 2 Items Found Title of Position Position Number HR adds Department Dog Catcher FACOOOO3PD Chemistry Chemistry Flower Child FACOO004PD Health Center Health Center CH Create Posting from this Position Descr
12. Manager Department Chair or Search Committee Chair Position Descriptions Appropriate Inbox Watch List PeopleAdmin APPLICANT TRACKING 7 POSITION MANAGEMENT h PERFORMANCE Classificati Weosition Descriptions Staff and AP Faculty staff and A P Faculty Position Requests Posion Requests Saved Search Position Requests 6 en T pul fasion Next Wang Tine Position Request Pounoa Status tame Postbon States Worktiow Last Updated Actos 5 2014 tay Gars SAPO0OZSPR New Poston Descnpton Star Gazer Posmon Aggroved we a 07 201420452 Acton DEET SAPO0027PR Now Posmon Deecnehon Promient Blogger Ponmon Ageroved tte Ch june 13 2094 M0334 Actions rar Gat SAPO0OI0PR Modit Posiben Descrpten Star Gazer CCARewew set drai Jobi tttbrinl New Postion Descmc on Holi iy Celebrant Draf Mar 03 2014 at 254M Monay WS New Pos on Description Unnamed Postion Dest May 09 2014 at 01 46 w Descriptsn p i 16 2014 at 02 06 dione the SAPOOO31PR Now Postion Descnipgon Sig Shot Position Apevoved wns Position Management Checking the Status of a Position Page 23 COMMENT BOXES At the end of each request for an Action a box prompts you to enter a Comment You must describe any changes made in this box This will alert HR on change s that have been made Hint You probably want to make note of any changes as you go through the forms so that you may describe them in the Comment box at the end of your action
13. Mies Classification Selection on Selection 5 P Classifications Filter these results ly All Classifications ei Saved Search All Classifications 271 Items Found o 2 3 4 5 6 7 8 9 10 Next Job Group Job Title Class Code Job Group Status Actions gt President UMW 00215 Approved Actions Administrative Instructor 01123 Approved Actions Administrative Instructor 01123 Approved Actionsy Position Management Modifying a Position Description Modifying a Staff or A P Faculty Position Page 61 UMW CAREERS USER GUIDE e Position Details Position Details This form has several SS Check spelling fr sections that contain Required Information required information Classification Information Agency Name amp Code University of Mary Washington 215 Work Location Code Fredericksburg 630 Role Code 01123 Role Title Administrative Instructor Role Description Class Code 01123 Class Title Administrative Instructor The State and Local Statement of Economic Government Conflict of Interest wi Interests Act requires that identified Virginia governmental officers and employees disclose their financial interests If Yes is selected on this form employees will be added to a list of Conflict of Interest filers These individuals must complete an annual Statement of Economic Interests and participate in required training Position Management Modifying a Position Descrip
14. Position Request Summary Take Action On Position Request v WORKFLOW ACTIONS Keep working on this Position Request Canceled move to Canceled Position Created Moditied move to CCA Initial Review du Position Management Cloning a Position Page 55 Enter Comments Click Submit Manager Tip This box must describe changes made to the Position Description Make notes as you go along to use to enter in this box Note Hiring managers will see this form Department Chairs will see slightly different options if you are cloning a Faculty position as Department Chair UMW CAREERS USER GUIDE Take Action Position Created Modified move to CCA Initial Review Comments optional Add this position request to your watch list Submit Cancel Once the position has been cloned it will transition through the appropriate Workflow process see p xx for Staff or A P Faculty positions or p xx for Faculty positions Position Management Cloning a Position Page 56 UMW CAREERS USER GUIDE POSITION MANAGEMENT MODIFYING A POSITION DESCRIPTION Position Management Modifying a Position Description Cloning a Position Page 57 UMW CAREERS USER GUIDE MODIFYING A STAFF OR A P FACULTY POSITION Typically Hiring Mgr Hiring Mgr e can now proceed to Reviewer a Position Applicant Tracking CCA Review Approved IT module to create Approved i i Po
15. Tea Fer UMW CAREERS USER GUIDE Huanan Resources User you Nave D ma Editing Position Request Position Justification Position Justification ES Check speting iv D a ae P Postion Justsficaban oP J gs F Q tnpove Justification of Need O Supp Saved Search All Classifications 2 Items Found Classification Job Title Class Code 5 Class Title Class Code Paula 23777 Saved Search All Classifications 170 Mems Found Previous 71 2 Clissification Job Tito Class Code W Srquirets Dir C ZER A instal A Ropar Sr Tagi Di HAUG Install A Repar Sip GIIA Search Classifications D SS Add Column Add Column Position Management Creating a Staff or A P Faculty Position Description Page 29 a A 5 All Classifications Classification Status Approved Approved 8 Mexi Ciaeeb c a ien Shatun Appii Append t Appeoved Search aes Hunan Rasowces g k Cancel Actions Actionsv Actions w Artna Actair Warni Continue to complete the forms with the appropriate information Click Next when each form is complete You may also navigate by using the menu on the left if you use the menu on the left make sure that you save each form before moving off of it Position Justification Classification Selection UMW CAREERS USER GUIDE Editing Position Request Position Justification Glassiication Selection E Position Details Position Budget Infor
16. applicants through process and approval steps e Create searches for postings or applicants which may be exported to Excel for further analysis e Add postings to your Watch List e Run and view specific posting reports assigned to your department If you have been assigned to this role you are a Faculty Department Chair and have permission to e View and print all faculty postings assigned to you e View and print all applicants applied to your postings e Create new Position Description for a Faculty position e Modify Faculty Position Descriptions e View Hiring Notifications for all candidates assigned to your posting e Create searches for postings or applicants which may be exported to Excel for further analysis e Add postings to your Watch List e Run and view specific reports assigned to you All UMW employees have the employee role within Careers This will allow them to view their own classification position and posting if applicable This role will be more active when the Performance Management module is implemented They are not included in any workflows This role will be assigned by default to all Careers users Hiring Managers have permission to e View and print all staff postings assigned to you e Create new Staff or A P Faculty Position Descriptions e Modify Staff or A P Faculty Position Descriptions e Create Staff and A P Faculty postings e Modify Staff and A P Faculty postings e View and pr
17. like this Displaying 1 Can t find the one you want Add a new one Submit Cancel E Add a Ranking Criterion x Name Label Category Please select a category v Description Possible Answers Open Ended Answers Predefined Answers M Submit Cancel E References W Accept references Reference Notification e Optional Invite References to submit Recommendations when candidate reaches which workflow state Recommendation Workflow v Optional When all Recommendations have been provided move to which workflow state Recommendation Document Type Not required v Require document upload when a reference provider submits a Recommendation Applicant Tracking Posting a Position Posting a Staff and A P Faculty Position Page 81 Posting Documents Posting Documents are documents that will provide additional information about the position Examples of documents that you might include but are not limited to a copy of the ad your unit s organizational chart and a copy of your recruitment plan If you post a document options for each posting document are Not Used Optional and Required Document Summary When you get to the Summary form hover your mouse over the Take Action On Posting Select Posting Information Complete move to Recruitment Manger Review Add any comments needed Submit the Posting Check your Watch List for updates UMW CAREERS USER GUIDE Posting Docume
18. menu If you hover your mouse over Applicant Tracking you will see the modules options i e Position Management and Applicant Tracking Position Management Home Page Page 11 UM Cape USER GUIDE YOUR PROFILE Your Profile manages the way in which you interact with the system You may e Select which types of email messages you receive from the system e View your permission group assignments These determine what you can see and do in the system You may be assigned to several permission groups When you change positions Hiring Manager z 3 click the refresh button to ensure that you are accessing information properly Access Your Profile To access and edit your profile follow the My Profile link in the header area of any page To view or update your profile choose My Profile CS PeopleAdmin Watch List Coana e Nea o e a My Profile Help Pamela Lowery you have 0 messages Employee al logout From your profile page select Edit Summary Manage Emails User Details Update your information as needed Select Update User to update your profile details Cancel Position Management Your Profile Page 12 USER ROLES Dean Department Chair Employee Hiring Manager UMW CAREERS USER GUIDE If you have been assigned to this role you are one of the CAS Deans and have permission to e View and print all faculty postings e View Hiring Notifications for faculty e Move
19. not have to have a status change or system event to send an email to applicants e Reporting v Export reports to Excel e Advanced v Narrow answers to supplemental questions and search applicants Applicant more effectively with keyword searching Review Tools e Application v Materials are available as an attachment to the applicant s hiring Materials on proposal Hiring Proposals e Bookmarking v Applicants can bookmark a posting to apply to at some other time without requiring a future search e Create from v When creating from a previous posting the previous posting s Previous internal documents now copy to the new posting Posting e EmailaFriend VY Applicants can share postings with friends who might be interested e Full Data v Can now log what data changed when and by whom Change Auditing in History e Full Text v Keyword Searches work across all text fields and attached Searching documents on applicants Position Management Enhancement Matrix PeopleAdmin 5 8 7 Page 7 Inbox and Watch List Mass Edit of Postings Position Types Employ ment Groups Posting Settings Page Function Ranking Criteria General Role Identification RSS Feeds Saved Searches Scoped User Management Search Committee Members Self Service Features Site Announcement S New Function New Process UMW CAREERS USER GUIDE Now have an easy place to see active items assigned to you and items you have decided to f
20. so puta check in the box next to Add this position request to your watch list UMW CAREERS USER GUIDE Take Action x Posting Information Complete move to Recruitment Manager Initial Review Comments optional W Add this posting to your watch list Submit cel E Creating a Posting From a Position Description Select Create from Position Description Find the Position Description that you would like to use as the basis for the posting Click the Actions drop down menu Select View or Create From If you View the form you must click Create Posting from this Position Description If you select Create From you should review the information and then click Create New Posting Verify the Organizational Unit Ad foe Zaart All Postion Deseripiions amp Saved Search All Position Descriptions Working Tiia Pnanian Humber Cmpioyen Fira Maree Dmployes Laar Mama Supardsor Stan actional les ict SAPOOOOPO PA mai 15 Actions Actions Tr View s Create From Organizational Unit Cabinet Office ofthe Provest CASINET Office of the Droa CAPE Chivissicrm Land Liege Academie Afin DV cade A aure DRM Daparimani K Disabildy Resources Degabeliy Resources e Applicant Tracking Posting a Position Posting a Staff and A P Faculty Position Page 77 You will not be able to make any changes to the Applicant Workflow If you want the system to help you manage references puta in t
21. they will be grayed out These fields are filled in by others during the approval process Once a position goes through the approval process see below pages and is approved by all parties the Recruitment Manager posts and advertises the position Module Applicant Tracking Role Hiring Manager Tab Postings Position Type Appropriate Select the Applicant Tracking module Choose the Hiring Inbox WE ele felt Manager role Watch List APPLICANT TRACKING POSITION MANAGEMENT PERFORMANCE There are two ways to create a job posting using the Navigation bar at the top or the Shortcut on the left side Hover over the Postings tab a Select Staff and A P Faculty Fostings Hiring P Professional Staff and AVP Faculty a Applicant Tracking Posting a Position Posting a Staff and A P Faculty Position Page 70 You may also go to the Shortcuts box listed on the right of the Home screen Click on the Create New Posting button You may create a Posting from either an existing Posting or from a Position Description Select the item Posting Position Description that you would like to use to create this posting Most often you will select Create from Position Description UMW CAREERS USER GUIDE Shortcuts Create New Staff and Administrative Professional Posting Create New Faculty Posting Create New Posting Create New What would you like to use to create this new posting Create from Posti
22. to the previous step The order of the approvers depends on policies and practices Position Management Workflow Transitions Page 21 UMW CAREERS USER GUIDE POSITION DESCRIPTION TAB When you go to the Position Descriptions tab Position Management module you may see what you feel is duplicate information There are two listings for each position type For example you may see Staff and A P Faculty and Staff and A P Faculty Requests e Staff and A P Faculty tracks approved Staff and A P Faculty positions e Staff and A P Faculty Requests tracks positions that you have created or have access to view that require an action When approved they will appear in both the requests list and in the library e Faculty tracks approved Faculty positions e Faculty Requests tracks Faculty positions that you have created or have access to view that require an action When approved they will appear in both the requests list and in the library Position Management Position Description Tab Page 22 UMW Cape USER GUIDE CHECKING THE STATUS OF A POSITION To check on where your position is in the Recruitment process Log in to Careers Module Role Tab Position Type Log in to Careers Go to the Position Management module Hover your mouse over Position Descriptions Select Staff and A P Faculty Requests or Faculty Requests See the positions and Workflow Statuses See directions on p xx Position Management Hiring
23. you are looking for Donald Duck search for Donald or Duck When your search locates the desired search committee member decide whether this person should serve as the Search Committee Chair If so check the box to Make Member The Committee Chair Then select Add Member UMW CAREERS USER GUIDE Search Committee Members No Search Committee Members have been assigned to this Posting yet Search Find a User to assign as a Search Committee Member First Name Last Name Email Address Search Search Find a User to assign as a Search Committee Member Name Email Address Add Member Tommy Pack tpack umw edu Add Pt pores e El Make Member The Committee Ch Changing a Search Committee Chair Open the posting for editing Applicant Tracking Posting a Position Setting Up A Search Committee Page 95 Select the Search Committee tab to open it Locate the name of the member who is currently shown as the chair From the Actions menu associated with that person select Remove Search Committee Chair Locate the name of the member who should be the search committee chair From the Actions menu associated with that person select Make Committee Chair Save the change Guest Users suest User UMW CAREERS USER GUIDE Editing Posting Position Details Posting Details Position Budget Inform E Supplemental Questions Evaluative Cniena E Posting Documents S Reference Letters
24. 549 Items Found o 3 4 5 9 18 19 Next ln H aches rn bis ane a Supervisor Status Star Gazer SAP00019PD Active High School Graduate SAP00020PD Paula Wilder Active Proficient Blogger SAP00021PD Active Cataloging Assistant Wanda Pittman Active Select the individual who is the Supervisor of the position Save lt lt Prev Employee Hiring Managers and or Department Chairs should not seat an employee and therefore should not enter an employee s name in this section Users Filter these results Temp User Search Saved Search Temp User Search 855 Items Found 2131 4 5 61 7 8 9 28 29 Next User NetID User Group Default Group Status s tpack Employee Search Committee Member Employee Approved aoreilly Employee Search Committee Member Employee Approved D emer Employee Search Committee Member Employee Approved Position Documents Add documents only if needed PDF conversion must be completed for the document to be valid when applicable Document Type Name Other Requirements Org Chart Actions Actionsy Actionsy Actions w Actionsy e Actions Actionsy Actions Actionsy Status E New Position Description Spider Man Staff and Administrative Professional Edit Current Status Draf Position Type Staff and Administrative Professional Department Budget and Financial Analysis Budget and Financial Analysis Owner Pamela Lowery Summary Hi
25. CAREERS UMW University of Mary Washington Office of Human Resources Spring 2015 Table of Contents UMW CAREERS USER GUIDE CO O o E rien tr ea ie me er ier er ee eer ee eee 4 EE 4 e ei ee 4 EE EE 4 Clear the Browser e e EE 6 Securty Ol Applicant Dali geeiert 6 Enhancement Matrix PeopleAdmin 5 8 E 7 EE 10 ele ue 11 NOUL EH 12 Access Your EE 12 USEF ROIC i A A a eae ee ornare eer rea ae 13 Changing Your Preferred Group on Oe E 15 Changing Which Module is Active When You Log Il ceeessssessssessssseeseseeneseeneseeeseeneaeeseseseeseeneaesneaesteaeaseaeateneateneaeens 16 WOUP IDO Wac RE e Data Co ET 17 PEON EE 17 Adaing Items f0 YOUr VWVatch Eis ER 17 ELNO CONS oi a E aee etter reeae E 18 Savm Your POSITION E 19 DAE CID EE 20 WOT A TNS Eeer 21 Position DES gei EH E 22 Checking EMG status Ol APO SVN eessen euer 23 TEE 24 Moving Through and Saving a Position POStING ec eeesssecssseeeeseseeteseeeseeeseeeaeeneseenesesneaesnesesneseaneseaneaeateneaeeneateneatens 25 Posion REESEN 26 Creating a Staff or A P Faculty Position Description uc esessessessesesseeeeteeteseeseeneseesessseeseesseeesneaeeaeeneaeeaeensateataneaeeatans 27 EE EAR SPOSO asa a 36 He E EE 37 GADIMGE A DOV Alaina E EE EE AE eeE 38 Ee 40 Creating a Faculty Position D s ripti iesen 41 EE 44 BUJEEERCVICW ere A E E eee eer ae re eae 46 Ee 48 Senior Admin Coordinator EEN 50 CCA EE 52 Cloning a Position BEE 53 Position Management Introduction Pa
26. Critena Reference Letters SS ES E EG SG 6 Posting Documents Summary Applicant Tracking Posting a Position Posting a Staff and A P Faculty Position Page 78 Position Details Position Details This form has several sections that contain required information Required Information Check spelling w Classification Information Agency Name amp Code Work Location Code Role Code Role Title Class Code Class Title Posting Details Posting Details e Check spelling Posting Details Posting Number Job Category Advertised Range Posting Date Close Date Open Until Filled UMW CAREERS USER GUIDE University of Mary Washington 215 Fredericksburg 630 01123 Administrative Instructor 01123 Administrative Instructor SAF001PO Staff b Pay Band 3 up to 30 000 Position Budget Information Position Budget Information Position FOAP Add Position FOAP Entry Supplemental Questions Applicant Tracking Posting a Position Posting a Staff and A P Faculty Position Page 79 Supplemental questions are answered by the applicant and can be used as assessment factors Supplemental Questions are optional If you elect to use this feature you must contact HR Guest User Search Committee Evaluative Criteria Evaluative Criteria are questions for interviewers to answer They provide subjective assessments of applicants on specific items at specific points in the workflo
27. E SETTING UP A SEARCH COMMITTEE Search committees are set up during the creation or modification of a Posting Module Applicant Tracking Role Hiring Manager Department Chair or Search Committee Chair Tab Postings Position Type Appropriate Search Committees are selected by the Department Chair Hiring Manager and are approved by the Recruitment Manager Search Committee members are selected from among the list of UMW employees If you do not see the individual who you want on your committee please contact Human Resources Important A search committee must be selected during the creation of a Posting If it is not done at this time the Recruitment Manager can assist you Note You may have multiple Search Committee Chairs Assign Search Committee Group Members to Postings and Select the Search Committee Chair Follow the instructions for creating a Posting see xx You will select Search Committee members and Chair once you are creating the posting Go to the Search Committee Search Committee Edit Section Lee Click the Edit button to begin No Search Committee Members have been assigned to this Posting yet selecting Search Committee members Applicant Tracking Posting a Position Setting Up A Search Committee Page 94 Search for Users to serve on the Search Committee You may search by first name last name and or email address Suggestion Search only for last name or a first name for example if
28. Management Logging In Page 10 HOME PAGE When you log in you will come to the Applicant Tracking home page You will see the menu options that correspond to your user permissions User Drop Down Watch List Shortcuts 3 My Links Module Selection UMW CAREERS USER GUIDE D Watch List s items Wing Poors C Postion Reguera 7 Cu H d Staff and Adremnistrative Professional Fostes Human Resources Mura Job Title Type Sis Gar Fsosty Posted Star Gare Staff and Administrative Professional Draft Pamela Lowery This drop down menu will only be available if you are assigned multiple User Groups You will not have a drop down available if you are a member of only one group you will be logged in as your default The Inbox is a notification area where the system will display any items that need you to take action upon The Watch List displays any item Note The tabs that display for the Inbox and Watch List will depend on your user permissions You can always quickly access these notification areas with the button at the top of the screen The Shortcuts section will display shortcuts that depend on your user permissions The My Links section is a good resource for Training videos and quick access to the applicant portal You can also quickly get to the PeopleAdmin Community portal where you have access to resources concerning the system At the top of the screen you will see the module drop down
29. N 96 De aC HC OTN E Ee 97 Logging nand Selecting Your Role s EE 97 EERSTEN 98 Searching for ru E Ter EE 99 Searching Postings and Applicants EE 100 EE Ee EE 100 Searching JOO POSUNUS iaraa Eege 101 EE 101 See NS Si scc ccnp tele a a ea a R a ite rece Siete estes 101 RUNING a saved Scare EE 102 Deleting a Saved E 102 EXPOFUN 2 searen Elte 103 Evaluating Apphcants sissien ivianan aaaeei aaaea laiana aa aaeain Error Bookmark not defined Screening and Selecting Applicants s sssssssssssesressrresrnissrnnsnnnnsnnnennnnnnnnnnnnnsnnnnnnnns Error Bookmark not defined Reviewing an Application or a Collection of Appltcattons een Error Bookmark not defined To View an Applicant s RecomMeN ation eee Error Bookmark not defined Position Management Introduction Page 2 UMW CAREERS USER GUIDE Be e stesuasszscccenesctocetaannsdee viene tind ea tauaensoe entrant antelentniaviees Error Bookmark not defined Supplemental Questions Seeerei e pevtlecarectecsive Error Bookmark not defined To see a list of applicants who answered a question in a specific wayError Bookmark not defined Reference Letters misrin iaka ia A a a Ae Error Bookmark not defined To perform Keyword and Ad Hoc Searches from the Postings and Applicant pages More search EIERE Error Bookmark not defined To View and Print Standard Reports een Error Bookmark not defined To Print Preview a Festung eegener Error Bookmark not defined Create EE Eege Error Bo
30. Office Tachnlclan t Click Start H P a n e it has Be Start yz DOS SI T OuGSt Wil Mack He Gosh deecapton ren ire Updates unl fa Picton pena rc bas COMP Ch Select the Reason for l EEE Reason for Modification Position Modification Position Review Reason for Position Update Position Description Modification Recruitfor a Vacant Position Supervisor Change Review the Justification Position Justification of Need Edit the information if needed Justification of Need Move through the PENEN Position Request making ri the appropriate changes by clicking the Next button or by navigating through the list on the left Forms that must be completed are Position Management Modifying a Position Description Modifying a Staff or A P Faculty Position Page 60 UMW CAREERS USER GUIDE Forms that must be completed are Editing Position Request e Classification Ss p i Position Justification Selection e Position Details e Classification Selection e Position Budget Information Position Details e Supervisory e Bakes Position Budget Inform e Employee Supervisory Position e Supplemental Questions Employee e Position f Docomens Supplemental Questions e Position Request e Position Documents Summary Pasition Request Summary Position Justification Position Justification Check spelling Position Justification Justification of Need e e Classification Selecti ave lt lt Prev
31. Summary Actions ant Remove from Posting Remove committee chair permission Actions Actions Actions Remove from Posting Make committee Guest Users are not UMW employees A Guest user account in Careers is designed to assign non UMW employees to search committees Please consult with Human Resources to use this feature Applicant Tracking Posting a Position Setting Up A Search Committee Page 96 UMW CAREERS USER GUIDE SEARCH COMMITTEE MEMBERS Search Committees are selected by the Department Chair or Hiring Manager and are approved by the Recruitment Manager Search Committee members are selected from among the list of UMW employees Important A search committee must be selected during the creation of a Posting If it is not done at this time the Recruitment Manager can assist you Note You may have multiple Search Committee Chairs Module Applicant Tracking Role Search Committee Member Tab Postings Position Type Appropriate Logging In and Selecting Your Role s Select the Search Committee Search Commitee Member r role and click on the refresh raun arrow HR Sie Admin Super LUsars Applicant Tracking Posting a Position Search Committee Members Page 97 UMW CAREERS USER GUIDE VIEWING APPLICANT HISTORY Module Applicant Tracking Role Department Chair Hiring Manager Tab Postings Position Type Appropriate To view applicant histo
32. View applicant information and related documents for those who have applied to the assigned posting e Evaluate applicants skills competencies and experiences e Provide feedback on applicants through Evaluative Criteria but cannot view the feedback of other search committee members Position Management User Roles Page 14 UMW CAREERS USER GUIDE CHANGING YOUR PREFERRED GROUP ON LOGIN By default you log in as a member of the Employee group which has minimal permissions You can specify the group in which you are active at login Some tasks require you to log in using a group with specific permissions so you may need to change your preferred group to be able to complete your tasks If you have been assigned to other groups i e Hiring Manager you may want that group to be displayed when you log in to Careers From your profile page go to the Summary page Select Edit Your Preferred Group on Login is presented Select the group in which you need to be active at login from the pull down list Select Update User to update your preferred group information Summary Manage Emails User Details ee Hiring Manager ei Login Update User Cancel Position Management Changing Your Preferred Group on Login Page 15 UMW CAREERS USER GUIDE CHANGING WHICH MODULE IS ACTIVE WHEN YOU LOG IN Depending on your permissions you may have access to more than one module of the HR Suite i e Applicant Tra
33. W rung Titia Position Number Employee first Name Employee Last lame Supervisor Status Actions IMATION K 34P00009RPD PA Test active amonge pta kp bck OF SAPO00 10PD PA Test Actve Aans e Moer manage SAPOOUTIFD Hinng Manager Actwe chons s Grounds Wolke SAP00072PD Hiring Manager OSicer manager Hining Manager Active Acionse Spr naat SAPO0073PD AEE Aans e C ce Techaikctan SAPOOOT4PD D acte Search More search options Open Saved Search v ail Search Hide search options Search JI Search Add Column Add Column e Academic Affairs Academic Affairs o Academic Engagement and Student Success Academ Academic and Career Services Academic and Career Access Services Access Services e Department Status AN Position Descriptions O Saved Searct All Position Descriptions 5 lans Found GA Viorking Tithe Position Number Employee First Name Employee last lame Supervisor Status Actions aaan k S4P00009PD Pa Test atya Annee nao och Oe SAPOO0 10PD Pa Test AC Gr nttzg Tees manage SAPOOOTWD Hinno Manager Actve chor Sounas Wie SAP00072P0D Hiring Manager OGicer manager k Manager Active Acionge Spi naat BAPO0073PD AU Amions Mfice Techeikctan SAPOOOT4PD D acte Prnt Preview Modify Position Description Position Management Modifying a Position Description Modifying a Staff or A P Faculty Position Page 59 UMW CAREERS USER GUIDE H Start Modify Position Description Position Request on
34. able to utilize the Reference option Create New Posting Cancel SH 2 Editing Posting E E E GE EE E E Position Details Posting Details Position Budget Inform Supplemental Questions Qualification Groups Guest User Search Committee Evaluative Critena Reference Letters Posting Documents Summary Applicant Tracking Posting a Position Creating a Posting for a Faculty Position Page 86 When all changes have been made hover your mouse over Take Action on Posting Transition the Posting to the Dean by selecting Approved for Dean move to Dean if the Dean needs to review the Posting Your college or departmental guidelines will determine if the dean sees the position at this Workflow State When the review has been completed transition the posting to Approved for Recruitment Mgr move to Recruitment Mer LL Add comments as needed then click Submit Dean Takes Action on Posting UMW CAREERS USER GUIDE Take Action On Posting h WORKFLOW ACTIONS Keep working on this Posting Canceled move to Canceled Approved for Dean move to Dean Approved for Recruitment Mar move to Recruitment Mar Take Action Approved for Dean move to Dean Comments optional Add this posting to your watch list Submit Cancel Log in to Careers See directions on p xx Module Applicant Tracking Role Dean Tab Postings Position Type Appropriate Applicant Tracking Posting a Positio
35. agement Modifying a Position Description Modifying a Staff or A P Faculty Position Page 65 MODIFYING A FACULTY POSITION Dept Chair q Dean Log in to Careers Module Role Tab Position Type Select the Position Management module Hover your mouse over the Position Description tab Choose Faculty if the position is an active position choose Faculty Position Request if the position is pending Find the position that you want to modify You may Search for the position that you wish to modify pannen UMW CAREERS USER GUIDE lt i _ gt Senior al e Administrative La Coordinator Budget at gt Provost CCA Review ra e Position Approved See directions on p xx Position Management Department Chair Position Descriptions Faculty Inbox PeopleAdmin APPLICANT TRACKING POSITION MANAGEMENT Watch List PERFORMANCE Position Description Faculty Faculty Position Requests A0 boc Search AN Position Descriptions O Saved Search All Position Descriptions 5 lans Found Action Canceled Working Titia Position Number Employee First Name Employes ast lame Supervisor Status saaton k 3AaP00009PD Pa Test aawa ngadon r SAPO00 10PD Pa Test Active n map sg SAPOOUTIFD Hiring Manager Actwe Gm nd Wyte SAP00072PD Hiring Manager Oicer manager hining Manager A
36. aved Search All Position Descriptions 4 tems Found Role Role Code Title Professional 01223 Instructor Clone an euisting Posie Destinption An Paimas Deeg O Saved Search All Poshin Dagscriptpong titania Dia e Faass hiom mech i MEAD F E Start Position Request Position Justification 7 Check spelling v Required Information Position Justification Justification of Need Save Cancel Working Title peee trees SLL Dir Tech in Prof Dev FAO300 Human Resources amp HR Cons Baporea Paii itita La ni aman Ss This field is required SCH Position Management Cloning a Position Page 54 Edit information as appropriate Forms which must be reviewed completed are e Position Justification e Classification Selection e Position Details e Position Budget Information e Supervisory Position e Employee e Position Documents e Position Request Summary When you have completed all of the information hover your mouse over the Take Action button Choose Position Created Modified Move to CCA if you are cloning a Staff or A P Faculty position choose Position Created Modified Move to Dean if you are cloning a Faculty position UMW CAREERS USER GUIDE Editing Position Request Position Justification Classification Selection Position Details Position Budget Inform Supervisory Position Employee SG E Position Documents
37. cation Materials in one PDF System Wide e Action Required Recipients e Login Portal and General Navigation Reporting Searches v UMW CAREERS USER GUIDE Managers can now manage their own supplemental questions without having to rely on PA to update and or change questions for them This is handled by a workflow Users can now make changes to their own account rather than needing to rely on HR or other users to update this for them Can combine documents with application information the applicant supplied into one PDF across multiple applications In PA7 action required messages are handled through group member prompting allowing you to send a task for a given state toa selected user group This ensures a state of role ownership for the task being sent rather than having an open ended recipient field as in 5 8 This group member prompt is currently functioning for postings and will be added for applicant states in a future release For the applicant side there might be a need to send to an individual rather than an entire group The page layout is different in the new system but accomplishes the same business requirements For instance action links are listed along the top rather than side of page Reporting has changed significantly between 5 8 and 7 with an increase in real time reporting in the new version Rather than having only an Access database option as in 5 8 we now have 3 levels of reporting capabili
38. cking or Position Description you may be able to choose which module is active when you log in From your profile page select Edit Edit From the Default Product Module list in the Preferences Preferences section select the module that you want to open when you log in Default Product Module Applicant Tracking M Select Update User to update rare ae FS Update User Cancel your default module Position Management Changing Which Module is Active When You Log In Page 16 UMW CAREERS USER GUIDE YOUR INBOX WATCH LIST AND EMAIL Your Inbox The Inbox is a notification area where the system will display any items that need you to take Displaying items for group Human Resources 2 3 wa Inbox 17 items need your attention 1 action upon Postings 0 Users 10 Hiring Proposals 0 Position Requests 1 Special Handling Lists 0 Name pais Username Issue 4 Jeanette Crusenberry emailaddress zed zed Jeruz Status Pending 1 Shows you how many items awaiting your action 2 Displays your current role 3 Gives a count of the number of items waiting for designated actions 4 Summary information about items in the Inbox is displayed Adding Items to Your Watch List Your Watch List allows you to follow the progress of position descriptions postings and Postings 1 Hiring Proposals 0 Position Requests 1 Hiring Proposals that matter to Job Title Type Current State State Owner you eve
39. ctive Spre SAP00073PD e C ce ar SAPOOOT4PD Active Search Search Open Saved Search SRR S SSeS HSS Pea See eS Sal can now proceed to Applicant Tracking module to create pr Posting from Position Description if applicable More search options Position Management Modifying a Position Description Modifying a Faculty Position Page 66 Once you find the position click on the Title of the position You may also select View from the Actions menu Select Modify Position Description Click Start Select the Reason for Position Modification Provide a Justification of Need Move through the Request making the appropriate changes by clicking the Next button or by navigating through the list on the left Forms that must be completed are e Classification Selection e Position Details e Position Budget Information e Supervisory Ad hoc Search yy Ae Faculty Post Ad hoc Search Lem Found Save tfs search Rote Cade Rote Tithe Position Number 101 A zoc e Professor Koppes 7016 Professce FOO Assistant Professor Fon3AA Protoss ot FO0O40 Associale Professor Fo002T 91012 instructor FOQ0787 Print Preview a UMW CAREERS USER GUIDE Achons H f Next Tithe of Position Deparment Actions oziale Protos Socio gy and Anthvopddogy ROciology and Anthropology Professo Sociology and Aninsopetogy Sociology and Anthropology Pr Socology ard Anthropology Sociclogr a
40. e that the reference provider upload a document when s he submits a Recommendation UMW CAREERS USER GUIDE References d Accept references Reference Notification v Optional Invite References to submit Recommendations when candidate reaches which workflow state Recommendation Workflow v Optional When all Recommendations have been provided move to which workflow state Recommendation Document Type Not required v Require document upload when a reference provider submits a Recommendation Note If this wasn t selected earlier in the creation of the posting you will not be able to utilize the Reference option Applicant Tracking Posting a Position Reference Letters Page 92 UMW CAREERS USER GUIDE Define Specifics about Reference Letters If you decided earlier in the Reference Letters process to use the Reference Letter option you must now 7 Check spelling e Confirm that you want to Accept References Reference Letters e Decide on the Minimum Requests needed Accept References Yes e Decide on the Maximum Requests needed Minimum Requests e Select the last day a Maximum Requests Reference Letter may Last Day a Reference be submitted Provider Can Submit Reference Note If this wasn t selected earlier in the creation of the posting you will not be able to utilize the Reference option Applicant Tracking Posting a Position Reference Letters Page 93 UMW CAREERS USER GUID
41. eded UMW CAREERS USER GUIDE Position Details Check spelling w Required Information Classification Information Agency Name amp Code University of Mary Washington 215 Work Location Code Fredericksburg 630 Role Code 01123 Role Tithe Administrative Instructor Role Description Class Code 01123 Class Title Administrative Instructor Statement of Economic Interest Position Budget Information Position FOAP Add Position FOAP Entry Position Management Creating a Staff or A P Faculty Position Description Page 31 If you are going to enter the Position FOAP click Add Position FOAP Entry Provide the requested information Note The FOAP provided at this point is the FOAP for the position not for advertising Supervisory Position Note This is optional This is the supervisor of the position Core Responsibilities Two Core Responsibilities are required as you are creating or modifying a Position Description you may have more than 2 Core Responsibilities Because of the type of field that this is you see that there is Helper Language reminding you that two Core Responsibilities are required but there is not red text alerting you to this Position FOAP Fund Organization Account Program Approved Salary Rate Amount Notes C Remove Entry Add Position FOAP Entry Supervisory Position Position Descriptions Filter these results Saved Search All P
42. een position it moves to the Recruitment Manager Once it has been approved by the Recruitment Manager it is posted and ready to accept applications PeopleAdmin Watch List APPLICANT TRACKING X Home Postings Applicants Hiring Proposals Onboarding Events My Profs hep Human Resources User you have messages Human Resources logout Faculty PA Feat conmeneed for ee Hie Propeeel Summary Hiring Proposal PA Test Faculty Edit Current Status Draft Position Type Faculty Created by Human Resources User Departmen Department Owner Human Resources User Applicant PA Test Posting Faculty PA Test 0 10 Summary Hiring Proposal Con App am information Prefix wtract Letter Sent Signed Offer Lette Recered First Name Middle Name Last Name Suffix Address 11 2M5 brvmr Applicant Tracking Posting a Position Creating a Posting for a Faculty Position Page 90 REFERENCE LETTERS UMW CAREERS USER GUIDE The system can be configured to allow reference providers to submit recommendations without logging in or to require that reference providers log in depending on the organization s requirements The system will solicit Reference information at a point in the recruitment process that you define You may also customize what happens when all references are complete and define the type of document that reference providers submit Configuring Reference Letter Functions If you want the syste
43. een assigned to this Posting yet Search ee Member Find a User to assign as a Search Commit First Name Last Name Email Address Evaluative Criteria Evalu ative C riteria included Evaluative Criteria Category Description Posting Documents Posting Documents PDF conversion must be completed for the document to be valid v Document Type Name Status Recruitment Plan b Applicant Tracking Posting a Position Posting a Staff and A P Faculty Position Page 75 Reference Letters Summary When you get to the Summary form hover your mouse over the Take Action On Posting Select Posting Information Complete move to Recruitment Manager Initial Review Reference Letters Check spelling e Reference Letters Accept References Minimum Requests NS Maximum Requests Last Day a Reference Provider Can Submit Reference Posting Super Bell Ringer Staff and Administrative Professional Current Status Posted Fineecial Aid UMW CAREERS USER GUIDE No e ke WORKFLOW ACTIONS Keep working on this Posting Canceled move to Canceled Posting Information Complete move to Recruitment Manager Initial Review Applicant Tracking Posting a Position Posting a Staff and A P Faculty Position Page 76 Add any appropriate comments then click Submit Each time that you see the Comment box after an Action you will have the opportunity to Add the position to your Watch List To do
44. ep working on this Position Request Approved by Reviewer move ta CCA Review Not approved by Rewewer move to Hiring Manager MOVE DIRECTLY TO X Dratt Hiring Manager CCA Review Budget Cabinet Position Approved Canceled Take Action Approved by Reviewer move to CCA Final Review Comments optional Add this position request to your watch list Submit Cancel Once the CCA classifies a position the Position Description may be transferred to the appropriate Cabinet member The Cabinet member will make changes to or approve the PD and send it back to the CCA Module Position Management Position Management Reviewer Approval Page 38 UMW CAREERS USER GUIDE Role Hiring Manager Tab Position Descriptions Position Type Appropriate Go to the Inbox click on amp Inbox 1 items need your attention Position Requests Displaying items for group Reviewer Postings 0 Hiring Proposals 0 Position Requests 1 J Special Handling Lists 0 N Job Title Type Current State Owner Select the position that you Inbox 1 items need your attention want to review Displaying items for group Reviewer Postings 0 Hiring Proposals 0 Position Requests 1 Special Handling Lists 0 ly Title Type Current State State Owner New Position Description Reviewer Reviewer Review edit the details To do Fdit so click the Edit button next to the section needing modification Modify info
45. escription or Posting you Position Management Saving Your Position Posting 19 Page UMW CAREERS USER GUIDE SEARCH Searches may be run to help narrow down the list of items that you are viewing To run a search and view the SE results e Goto the item that hae you want to search e Go to the Search area e Enter the appropriate search terms e Click Search To create and save a custom PEHR search e Goto the item that you o gt haan want to search e Go to the Search area e Enter the appropriate search terms e Click Search e Choose Save this Ad hoc Search 6 Items Found Save this search search e Give the Searcha name Name Save this Search To run a saved search and view the results Open Saved Search Y sE e Goto the item thatyou All Position Descriptions D want to search e Goto the Search area e Hover your mouse over the Open Saved Search link e Select the search that you want to run Position Management Search Page 20 UMW CAREERS USER GUIDE WORKFLOW TRANSITIONS At each stage of the process Creating Modifying a Position Description Creating Modifying a Posting you will transition the Position Description Posting to the next stage The button Take Action on has a number of options to choose from For example Reviewers will transition a request for a Position Description to the next stage or will continue to work on the form or will move it
46. forms with the appropriate information Move through the form making sure that all information is accurate and complete Click Next when each form is complete You may also navigate by using the menu on the left if you use the menu on the left make sure that you save each form before moving off of it You may also navigate by using the Editing Position Request items UMW CAREERS USER GUIDE Create New x Choose the position request you would like to start New Position Description Wes New Position Description Cancel om Working Title Organizational Unit N Cabinet Select a Cabinet D Division College Department Position Justification 7 Check spelling e Required Information Position Justification Justification of Need This field is required Save RE Position Management Creating a Faculty Position Description Page 42 Select the classification that best describes your position This step is optional When you get to the Position Request Summary scroll through the summary and verify that all items have a next to the status Once all items havea you re ready to transfer the request to the next workflow state Hover your mouse over Take Action On Position Request Select Position Created Modified Move to Dean UMW CAREERS USER GUIDE All Classifications OO Saved Search All Classifications ie Found Classification Job Title Class
47. g Senior ZE module tocreate Dept Chair La Dean ra gt Budget q lt Provost La Administrative ak CCA Review Le e SEN fe Posting from f Approved Positi Coordinator Position Description if applicable Action Canceled Department Chairs and Deans will manage the Recruitment Hiring Process of Faculty Department Chairs have the permissions required to create a position Module Position Management Role Department Chair Tab Position Descriptions Position Type Appropriate Select Position Management Inbox WE ae an Watch ee Eaa nS a e POSITION MANAGEMENT kb PERFORMANCE Hover your mouse over the inbox Werte Position Descriptions tab POSITION MANAGEMENT Select Faculty Position Descriptions Classifications My Profile Help Faculty Department User you have 0 messages Department Chair e logout Faculty Position Requests mmm e e s Click on Create New Position Description PeopleAdmin Watch List 0 Hegle OU OCT dg My Profile Help Department User you have 0 messages DepartmentChair logout oe ee Create New Position Description Position Management Creating a Faculty Position Description Page 41 Choose New Position Description Complete the form with the appropriate information When all information has been entered click on Start Position Request Enter the Position Justification Click Next Continue to complete the
48. ge 1 UMW CAREERS USER GUIDE Position Management Modifying a Position Description s ssssusussussnnunnunnnnunnunnunnnnunnnnunnunnnnunnnnnnnnnnnnnnnnnn nne 57 Modifying a Staff or A P Faculty POSItIOT ssssssssseesssssscssssescssssssscssessesessssecsesssneatsassneacsaesseaeeseaeestsseseesssassnentssteeatens 58 MO ditying a Faculty POSIION EE 66 Applicant Tracking Posting a Position sisisiiissviessiciisiesscarveassdanvessteertesssnscnnensscvineraredendedsuniaesdtetaveudianneasiseariuidawins 69 Posting a Stall and Ay P Faculty Positio EE 70 Create a Posting from Another Posting EEN 71 Creating a Posting From a Position Description eeesessesesesesseteseeeseseseeteseseseeceeseaeseeeaeeeeeaeseaeeneeasaeaeeteneneneeaeaeatenens 77 SEET EE 79 Pe Vel AUS e E 80 EE 81 FOS UII SPIO CUT CICS iaaeao A a EE aa 82 Boy re Noa Es weer U1 0 010 E 82 Gr eatine a Posting tor a Faculty POSION Hated eee cea ee eee edie 84 Dean Takes EES UNE ieoa R 87 Department CNi ee e E 88 Recruitment Manager Reviews Approves Posting ENEE 90 EE 91 Configuring Reference Letter FUNCTIONS ssssssssssecssssssesssssesssssssencssessesessessestsseseestssesneatsatsneaestacsossseaessessoeesesataneaees 91 Define Specifics about Reference Letters ee 93 Setting Up A Search Committees seta tea ese ed ete ae ee ee cee 94 Assign Search Committee Group Members to Postings and Select the Search Committee Chair 94 Changing asearch EE 95 E EE
49. he box next to Accept references See p 85 87 for full details on how to utilize the References feature After you make your choices click Create New Posting Save the form by clicking the Save button Click the Next button to move to the next form Move through the posting form making sure that all information is accurate and complete Click Next when each form is complete You may also navigate by using the menu on the left if you use the menu on the left make sure that you save each form before moving off of it Items that are complete have a Forms that must be completed are e Position Details e Posting Details e Position Budget Information e Supplemental Questions e Applicant Documents e Guest User e Search Committee e Evaluative Criteria e Posting Documents e Reference Letters UMW CAREERS USER GUIDE Applicant Workflow Workflow State Under Review by Hiring Manager Committee When an application is submitted for this job it should move to which state in the Candidate Process workflow References E Accept references Note If this isn t selected at this point you will not be able to utilize the Reference option Create New Posting Cancel Save Nest gt gt Save Next gt gt Editing Posting Position Details Posting Details Position Budget Inform Supplemental Questions Applicant Documents Guest User search Committee Evaluative
50. horizontal lines and then choose Options If Options is not listed in the menu click Customize and drag Options from the list of Additional Tools and Features over to the Menu Note If you re using the menu bar choose Tools and then Options instead Firefox for Mac On a Mac choose Preferences from the Firefox menu follow the instructions below With the Options window now open click the Privacy tab In the History area click the clear your recent history link Tip If you don t see that link change the Firefox will option to Remember history You can change it back to your custom setting when you re done In the Clear Recent History window that appears set the Time range to clear to Everything In the list at the bottom of the window uncheck everything except for Cache Position Management Introduction Page 5 UMW CAREERS USER GUIDE Note If you wish to clear other kinds of stored data feel free to check the appropriate boxes They will be cleared with the cache in the next step Tip Don t see anything to check Click the button next to Details Click on the Clear Now button When the Clear Recent History window disappears all of the files saved cached from your Internet browsing activities in Firefox will have been removed Note If your Internet cache is large Firefox may hang while it finishes removing the files Just be patient it will eventually finish the job Tips Older versions of Firefox particularly Fi
51. ification of Need Currently blank Take Action On Position Request e WORKFLOW ACTIONS Keep working on this Position Request Not Approved by Sr Admin Coord move to Provost Approved for CCA move to CCA fr Position Management Creating a Faculty Position Description Page 51 CCA Final Review The CCA will review the PD as submitted Actions that the CCA may take are shown Keep working on this Position Request Mot Approved By CCA Retur ta Dean move to Dean M t Approved by CCA Return ta Provest move to Provost WOVE DIRECTLY TO Draft Deparment Chair Dean Provost Position Approved Canceled Take Action On Position Request e WORKFLOW ACTIONS UMW CAREERS USER GUIDE Position Management Creating a Faculty Position Description Page 52 UMW CAREERS USER GUIDE CLONING A POSITION Cloning allows you to replicate a position There are a number of factors that must be considered before using this function Hiring Managers and Department Chairs must contact the CCA before cloning a position Log in to Careers See directions on p xx Module Position Management Role Hiring Manager Department Chair or Search Committee Chair Tab Position Descriptions Position Type Hiring Managers should select Staff A P Faculty Department Chairs should select Faculty Hover your mouse over the PeopleAdmir i D D D D POSITION MANAGEMENT Position Description tab
52. int all applicants applied to your postings e View Hiring Notifications for all candidates assigned to your posting e Create searches for postings or applicants which may be exported to Excel for further analysis e Add postings to your Watch List e Run and view specific reports assigned to you Position Management User Roles Page 13 Provost Search Committee Chair Search Committee Member UMW CAREERS USER GUIDE The Provost role is able to e View to all of CAS classifications positions and applicants e Can view and edit postings and hiring proposals e The Provost has an approval step in the creation and modification of all Faculty positions If you have been assigned to this role you are the Chair of a Search Committee and have permission to e View and print all faculty postings assigned to you e View and print all applicants applied to your postings e Create Postings for Faculty positions e View Hiring Notifications for all candidates assigned to your posting e Create searches for postings or applicants which may be exported to Excel for further analysis e Add postings to your Watch List e Run and view specific reports assigned to you e Ifyou area Search Committee Chair your role is expanded to view evaluations from all committee members If you have been assigned to a Search Committee you have permission to e View postings for which you have been assigned to a search committee e
53. iption Print Preview View Outstanding Position Request Create New Posting Cancel Required Information UMW_PD_0814_01 Title of Position Organizational Unit Cabinet Office of the Provost CABINET Office of the Provost CABINET hg Division College College of Arts and Sciences DIV College of Arts and Sciences DIV v Department Mathematics Mathematics Applicant Workflow Workflow State Under Review by Committee v When an application is submitted for this job it should move to which state in the Candidate Process workflow Applicant Tracking Posting a Position Creating a Posting for a Faculty Position Page 85 The system will solicit Reference information ata point in the recruitment process that you define You may also customize what happens when all references are complete and define the type of document that reference providers submit If you want the system to help you manage references puta in the box next to Accept references See p 85 87 for full details on how to utilize the References feature Once you have made the appropriate choices click on the Create New Posting button Review the information to ensure that it is correct Move through the content by clicking the Next button or by using the Editing Posting menu on the left UMW CAREERS USER GUIDE References Accept references Note If this isn t selected at this point you will not be
54. lable from the list of saved searches in that area Running a saved search From the Open Saved Search Staff and Administrative Professional Postings menu select the search you want to run Open Saved Search v Search star Search More search options A new tab presents the search results Deleting a saved search Access the list of items you need to search From the Open Saved Search Staff and Administrative Professional Postings menu Select the search you want to run A new tab presents the search results Open Saved Search v Search star Search More search options Select the Delete X control that is at the end of the name of Saved Search pam 2 tems Found e the search and the number of search results returned Searching for Information Searching Postings and Applicants Page 102 A message asks you to confirm that you wish to delete the saved search Exporting Search Results UMW CAREERS USER GUIDE Are you sure you wantto delete this saved search OK Cancel Set up the search or open a saved search From the Actions menu select Export Results The search results are saved in xls format Depending on your browser the file may automatically download to your computer s download folder or you may be prompted to choose whether you want to open or save the file O Sewd Sewch Postings Working ee Deparrmest Actve Appiicatare voorb Sow State Searching for Information Searchi
55. lick on Position Requests Select the position that you want to review Review edit the details on the Summary page Modify information as needed appropriate Items that are complete have a Note If you edit information the Position Description must go through the approval process again Select Take Action On Position Request UMW CAREERS USER GUIDE amp Inbox 2 items need your attention Displaying items for group Dean Postings 0 Hiring Proposals 0 Position Requests 2 Job Title Type Current State Owner w amp Inbox 2 items need your attention Displaying items for group Dean Postings 0 Hiring Proposals 0 Position Requests 2 Title Type Current State State Owner Assistant Professor New Position Description Dean Dean lower Child New Position Description Dean Dean New Position Description Associate Professor test pml Faculty Current Status Dean Position Type Faculty Created by Pamela Lowery Department Anthropology and Owner Dean Sociology Anthropology and Sociology Summary History Settings S Position Justification Edit Position Justification 123 Justification of Need Currently blank Position Management Creating a Faculty Position Description Page 45 Choose Approved for Budget Move to Budget Add any comments that are appropriate Click Submit Budget Review Log in to Careers Module Role Tab Position Type
56. list Add this position request to your watch list Submit Cancel A message will appear at the top of the screen e Position request was successfully transitioned or e One or more form errors will be displayed You must correct the issues before you may move forward Once a position has been created it will be transferred to the Classification and Compensation Analyst CCA The CCA may pass the position to the Reviewer Budget and or the appropriate Cabinet member after the review Position Management Creating a Staff or A P Faculty Position Description Page 35 CLASSIFYING A POSITION Ultimately after all approvals have been given the CCA will move the position to Position Approved You will see actions taken if you view the History of the position Take Action On Position Request UMW CAREERS USER GUIDE fu WORKFLOW ACTIONS ge Keep working on this Position Request Not approved by Classification Compensation move to Hiring Manager Return to Reviewer move to Reviewer Ready for Budget Review move to Budget Position Approved move to Position Approved Ready for Cabinet Review move to Cabinet MOVE DIRECTLY TO Draft Hiring Manager Reviewer Budget Cabinet Position Approved Canceled Position Management Classifying a Position Page 36 REVIEWER APPROVAL UMW CAREERS USER GUIDE Once the CCA classifies a position the Position Description may be transferred t
57. ll ultimately be approved by the Dean Budget and the Provost then transferred to the CCA UMW CAREERS USER GUIDE Take Action On Position Request v WORKFLOW ACTIONS Keep working on this Position Request Canceled move to Canceled Position Created Modified mov to Dean Note Depending on your role you may see different actions Take Action Approved for Dean move to Dean Comments optional Add this posting to your watch list Submit Cancel Position Management Modifying a Position Description Modifying a Faculty Position Page 68 UMW CAREERS USER GUIDE APPLICANT TRACKING POSTING A POSITION Applicant Tracking Posting a Position Modifying a Faculty Position Page 69 UMW CAREERS USER GUIDE POSTING A STAFF AND A P FACULTY POSITION HR Only Statuses Approve for Later Posting ee Re Posted Re Published Recruitment Closed Hiring Mgr me SJ Mer Initial Posted m Removed from gt Filled Review Web can create only from A Proven Fe Approve for Internal Canceled Cabinet VP Admin amp User Prompts Budget Finance IT Forms that lead to the creation of a posting have multiple sections and fields Fields with a red asterisk must be completed before moving on to the next page There are some fields that you may not be able to fill in
58. m Supervisory Position Employee Supplemental Questions ES E E se Position Documents Position Request Summary ee Position Justification Check spelling w Position Justification Justification of Need Classification Selection Save lt lt Prev Classifications Filter these results ly All Classifications O Saved Search All Classifications 271 Items Found o 2 113 4 5 6 7 8 9 10 Next Job Group Job Title Class Code Job Group Status Actions President UMW 00215 Approved Actionsy Administrative instructor 01123 Approved Actions Administrative Instructor 01123 Approved Actionsv Position Management Creating a Staff or A P Faculty Position Description Page 30 Position Details This form has several sections that contain required information If the information requested does not apply to the position that you are creating enter N A The State and Local Government Conflict of Interests Act requires that identified Virginia governmental officers and employees disclose their financial interests If Yes is selected on this form employees will be added to a list of Conflict of Interest filers These individuals must complete an annual Statement of Economic Interests and participate in required training Position Budget Information This information is optional please provide it if you have the information Budget will review and modify it as ne
59. m to help you manage references put a in the box next to Accept references when you are creating the Posting It is important to note that if you do not select Accept references at this point that you will not be able to select that option later HR will have to make the change in the Posting for you See p 85 87 for full details on how to utilize the References feature References W Accept references Note If this wasn t selected when the position was posted you will not be able to utilize the Reference option Applicant Tracking Posting a Position Reference Letters Page 91 Once you indicate that the position will Accept references you must then Specify how Reference Notices will be sent The system will invite References to submit Recommendations when a candidate reaches the state that you specify For example if you select HR for Screening Careers will send requests for Reference letters when the candidate s Status is change to HR for Screening Review Decide on the Recommendation Workflow of the process When all Recommendations have been provided the system can move the candidate s to the state that you specify For example if you select Recommended for Hire Careers will change an applicant s status to Recommended for Hire when all References have been submitted HR suggests that you make no choice here Select the Document Type that you wish to be submitted You may requir
60. n Creating a Posting for a Faculty Position Page 87 Select the Applicant Tracking module Hover over the Postings tab Select the appropriate group Select the position that you want to review from the Inbox Posting tab After the information has been reviewed the posting should be transitioned back to the Department Chair Hover your mouse over Take Action on Posting Choose Return to Department Chair move to Department Chair Department Chair Actions Log in to Careers Watch List PeopleAdmin APPLICANT TRACKING POSITION MANAGEMENT PERFORMANCE Postings Applicants UMW CAREERS USER GUIDE Hiring Proposals Staf and Administrative Professional Faculty Jh amp Inbox 2 items need your attention Displaying items for group Dean Postings 1 Hiring Proposals 0 Position Requests 1 Job Title Type Current State Flower Child Faculty Dean Take Action On Posting F WORKFLOW ACTIONS oad working on this aaa to Department Chair h See directions on p xx Module Applicant Tracking Role Department Chair Tab Postings Position Type Appropriate Owner Dean Applicant Tracking Posting a Position Creating a Posting for a Faculty Position Page 88 Select the Position that you want to review You may find the position in your inbox or you may Search for the Position type the title in the Search box and click Search To select the position
61. n Description Budget Budget Flower Child New Position Description Budget Budget New Position Description Associate Professor test pml Faculty Current Status Budget Position Type Faculty Department Anthropology and Sociology Anthropology and Sociology Created by Pamela Lowery Owner Budget Summary History settings Position Justification Position Justification 123 Justification of Need Currently blank Take Action On Position Request v WORKFLOW ACTIONS Keep working on this Position Request Not Approved by Budget move to Dean Approved for Provost move to Provost Je Position Management Creating a Faculty Position Description Page 47 UMW CAREERS USER GUIDE Add any comments that are appropriate Click Submit Take Action x Each time that you see the Comment box after an Action you will have the opportunity to Add the position to your Watch List To do so puta check in the box next to Add this position request to your watch list Approved for Provost move to Provost Comments optional E Add this position request to your watch list Submit Cancel E Provost s Approval Log in to Careers See directions on p xx Module Position Management Role Provost Tab Position Descriptions Position Type Appropriate Go to the Inbox click on s Inbox 2 items need your attention Position Requests Displaying items for group Provost Postings 0 Hiring Proposals 0
62. n if the items are Star Gazer Staff and Administrative Professional Posted assigned to someone else fi Watch List 2 items Human Resources You may add an item to your Watch List when you are creating editing the item The option will appear on the Comments screen Take Action x Move directly to Recruitment Manager Initial Review Comments optional dl This posting is currently in your watch het Uncheck this box to remove it Submit Cancel Position Management Your Inbox Watch List and Email Page 17 UMW CAREERS USER GUIDE Email Notifications You will receive an email message from jobs umw edu when you are required to take an action These messages are in addition to notifications in your Inbox or Watch List Position Management Your Inbox Watch List and Email Page 18 UMW CAREERS USER GUIDE SAVING YOUR POSITION POSTING Fields with an Asterisk are required If you do not include information in the field an error message will appear and you will be required to complete it A Position Description is Not Saved until after you have selected e Click Save and Stay on this Page Note This will save the Position Description Requisition form in your Pending Actions or e Clicking Submit on the final summary page If you log out or select another position before completing these steps none of the information you have edited will be saved e As you are creating or modifying a Positoin D
63. nd Anthropology Protyssor Sociology and Aniteoootogy Socotegr and 4iihropotogy conse Seqciale Protese Sociology and Anthrooctogy Socictogy and Anthropology VER dE Sociology ang Anthvopology Sociciogy anc Anthropology SCH v Modify Position Description Start Modify Position Description Position Request on Office Technician Once it has been started this position request will lock the position description from other updates until the position request has completed Start Reason for Modification Reason for Position Modification Position Justification Justification of Need Position Review Update Position Description Recrutfor a Vacant Position Supervisor Change Position Management Modifying a Position Description Modifying a Faculty Position Page 67 Position e Core Responsibilities e Employee e Position Documents e Position Request Summary When you get to the Position Summary scroll through the document and confirm that all sections are complete When you are done click Take Action On Position Request Select the appropriate Workflow state choose Position Created Modified move to Dean Add any comments that are needed click Submit Each time that you see the Comment box after an Action you will have the opportunity to Add the position to your Watch List To do so put a check in the box next to Add this position request to your watch list The request wi
64. ng Lises an existing posting as a template and automatically copies in most information Create from Position Description Copies in most of the information from a position description Create a Posting from Another Posting Select Create from Posting Select or Search then Select the existing Posting that you want to use to create this posting Baking Tithe Donachreag stor Las Create New What would you like to use to create this new posting Create from Posting Uses an existing posting as a template and automatically copies in most Information Create fram Position Description Copies in most of the information from a position description Acid Applicinana Warktlow Sri Last pelted L roonat Deat ize enuas Crest Denpzzrant i Peoria Hee D 2014 oh 055 DA rien Applicant Tracking Posting a Position Posting a Staff and A P Faculty Position Page 71 Hover your mouse over Actions If you choose View Posting you will be given the option to Modify Position Description The position will then move through the classification review process If you select Create From you should review the information Verify the Organizational Unit You will not be able to make any changes to the Applicant Workflow The system will solicit Reference information ata point in the recruitment process that you define You may also customize what happens when all references are complete and define the type
65. ng Postings and Applicants Page 103
66. nts Save PDF conversion must be completed for the document to be valid when applicable Document Type Name Status Recruitment Plan N Save Actions w Upload New Create New Choose Existing Take Action On Posting WORKFLOW ACTIONS Keep working on this Posting Canceled move to Canceled Posting Information Complete move to Recruitment Manager Initial Review Take Action x Posting Information Complete move to Recruitment Manager Initial Review Comments optional Add this posting to your watch list Submit Cancel Actions Actionsy Applicant Tracking Posting a Position Posting a Staff and A P Faculty Position Page 82 UMW CAREERS USER GUIDE Applicant Documents Applicant Documents Order Name Not Used Optional Required 1 Resume Curriculum Vitae E 2 Cover Letter 3 Unofficial Transcripts EI Applicant Tracking Posting a Position Posting a Staff and A P Faculty Position Page 83 UMW CAREERS USER GUIDE CREATING A POSTING FOR A FACULTY POSITION SE HR Only Statuses Approve for Later Posting Re Posted Re Published can create only from approved PD e ee Recruitment Closed Dept Chair me gt Mar Posted gt Removed from gt Filled g Web Bud Admin amp Approve for udget Finance VP Internal Canceled Dean
67. o the Reviewer If the position is transitioned to the Reviewer the Reviewer will make changes and send the PD back to the CCA Log in to Careers See directions on p xx Position Management Module Role Reviewer Tab Position Descriptions Position Type Appropriate Go to the Inbox click on Position Requests Select the position that you want to review Review edit the details To do so click the Edit button next to the section needing modification Modify information as needed appropriate Select Take Action On Position Request ss Inbox 1 items need your attention Displaying items for group Reviewer Postings 0 Hiring Proposals 0 Position Requests 1 J Special Handling Lists 0 E Job Title Type Current State Owner E Inbox 1 items need your attention Displaying items for group Reviewer Postings 0 Hiring Proposals 0 Position Requests 1 Special Handling Lists 0 Title Type Current State State Owner New Position Description Reviewer Reviewer Edit Position Management Reviewer Approval Page 37 Select the appropriate option Add any comments that are appropriate Click Submit Each time that you see the Comment box after an Action you will have the opportunity to Add the position to your Watch List To do so puta check in the box next to Add this position request to your watch list Cabinet Approval UMW CAREERS USER GUIDE WORKFLOW ACTIONS Ke
68. of document that reference providers submit If you want the system to help you manage references put a in the box next to Accept references See p 85 87 for full details on how to utilize the References feature Review the Posting and then click Create New Posting UMW CAREERS USER GUIDE Actions Actions GENERAL View Posting Create From E Organizational Unit Cabinet Office of tha Provest CABINET Office ol the Provsi CABIHET Hivision Lalling Acii Afin ed adama Anir Doparimant K Disability Resources Derabelriy Resources e Applicant Workflow Workflow State Under Review by Hiring Manager Committee e When an application is submitted for this job it should move to which state in the Candidate Process workflow References E Accept references Note If this isn t selected at this point you will not be able to utilize the Reference option Create New Posting Cancel Applicant Tracking Posting a Position Posting a Staff and A P Faculty Position Page 72 Move through the posting form making sure that all information is accurate and complete by clicking the Next button on each form or by navigating with the Edit Posting items on the left Forms that must be completed are e Posting Details e Position Budget Information e Supplemental Questions e Guest User e Search Committee e Evaluative Criteria e Posting Documents e Reference Letters e Summary
69. okmark not defined Hinne he Te EN Error Bookmark not defined Updating amp Transitioning Applicants Statuses csesssesseseeseseessesseesteeeteaeens Error Bookmark not defined Creating a Hiring Eeer Ee Error Bookmark not defined To Create a Hiring PropoSal een Error Bookmark not defined Aner Error Bookmark not defined Oy a ayers a0 gy oeeseenrer ee sree eye a teen eaee A eee eee Error Bookmark not defined THE Applicant Vie Wa vissiccivcisevisccsasesawevasssddssdessaciennvadcsvesstividasthecssisvsusiensudivanssunivinaseatens Error Bookmark not defined The Staff And A P Faculty Applicant System cccssssessesteseeteseetestsseesesesseeaeeeeens Error Bookmark not defined FACUIby AD DINCANL VIEW ana a ee E A AS Error Bookmark not defined e Getting Started Position Management Introduction Page 3 UMW Car ERS USR GUE INTRODUCTION Careers is a convenient online portal where UMW supervisors may access resources to support their management responsibilities This user guide offers an overview of how to use UMW s Careers You will use Careers to e Create modify and approve requests for new positions e Review and modify position descriptions of employees e Create modify and post positions for recruitment e View applicants to your posted vacancies and e Make decisions regarding the status of each applicant The system is designed to benefit you by facilitating e Faster processing of employment information
70. ollow watch HR users can now bulk edit postings to update data across multiple postings Position types may have multiple processes and forms in the system This prevents you from losing a posting You will need to fill in identifying information about a posting before it is created What Does this Mean for YOU Committees can rank applicants based on items that they have defined Internal users can rank the applicants and a score is given to allow for better review and handling of applicants You can now easily see which role you are logged in as and have the capability to easily toggle between different role based views This also makes it easier to keep track of which role is required to take action at each step in the process All applicant portals come with RSS feeds built in Can modify and save your own searches as a user Can have user management spread out over the campus instead of just in central HR or a central organization Customers have the ability to define per posting search committee members to rank applicants or review applications per posting Can now perform some of the configurations yourself Can communicate with other users in the system with messages for both applicants and internal users Position Management Enhancement Matrix PeopleAdmin 5 8 7 Page 8 e Supplemental VY Question Bank with Self Service e Application v Workflow e User Account v Self Service e View All v Appli
71. ose that contain the specific keyword Advanced Searches To conduct an Advanced Search select More search options to the right of the search box You will be able to broaden your search criteria by selecting specific fields Saving Searches Staff and Administrative Professional Postings Open Saved Search v Search Ad hoc Search Postings Saved Search Postings 4 Items Found Working Posting Active Title Number EES Applications S Human Resources Human Office Manager HR SAP00021PO 0 Resources Disability Resources Disability Star Gazer SAP00019PO Resources High School SAP00020PO Events AV Office Events AV Office 1 Graduste T Disability R ces Disabili j Si Gea isability Resour Disability o Resources Open Saved Search v Search pffice Staff and Administrative Professional Postings Faero af P Aad bw Ss Ad hoe Sanmh 7 lam run Wireh orgy Tiir Powis Huber Derperterer 1 Aaker Appiisbens pees aD oa bi Daa urs Et tat H vy Open Saved Search v Search office Staff and Administrative Professional Postings Open Saved Search v Search office Add Column Add Column Draft Hung Manager Workflow State Gecn mert Manager Initial Review Cabinet Academic Affairs Academic Affairs EE Access Services Access Services Accounting Accounting UMW CAREERS USER GUIDE Search Workflow State Cabinet Posted Posted Draft Erri Birra blab CHH A Academic and Ca
72. osition Descriptions 549 Items Found o 2 34 5678 9 1 z S PA Position Employee First Employee Last e Hl Number Name Name Star Gazer SAP00019PD High School Graduate SAP00020PD Paula Wilder Proficient Blogger SAP00021PD Cataloging Assistant Wanda Pittman UMW CAREERS USER GUIDE Save lt lt Prev Next gt gt gt gt All Position Descriptions 8 19 Next Actions Supervisor Status Active Actionsy Active Actionsy N Active Actionsy Active Actionsy Select the individual who is the Supervisor of the position Core Responsibilities e Check spelling Core Responsibilities At least two Core Responsibilities are required Position Management Creating a Staff or A P Faculty Position Description Page 32 UMW CAREERS USER GUIDE Once you add the first Core Responsibility click the Add Core Responsibility Entry At least two Core Responsibilities are required button Core Responsibilities Fill in the requested information Core Major Job Responsibilities When you have added all of the Core Responsibilities go to the next form For A P Faculty Add at least 3 Major Job Responsibilities Measures for Core Major Responsibilities Time E or M Please select e C Remove Entry Add Core Responsibilties Entry Employee Save lt lt Prev Employee Hiring Managers and or Department Chairs should not seat an employee and therefore should no
73. r history cookies and other things you may wish to retain 6 Change Obliterate the following items from to the beginning of time 7 Press Clear browsing data Position Management Introduction Page 4 UMW CAREERS USER GUIDE Clear the Browser s Cache Safari iPhone and iPad i 2 Click on Settings from the home page Scroll down until you see Safari Click on it to bring up the option page Click Clear Cookies and Data A popup box will appear Click Clear Cookies and Data again to confirm your choice Clear the Browser s Cache Safari for Mac OS X 1 2 3 Once your browser is open click the Safari menu Select Empty Cache Click Empty Clear the Browser s Cache Internet Explorer E 2 Once your browser is open click the gear icon at the top right to open the Settings menu Then select Safety and Delete Browsing History Select Temporary Internet Files You will also need to uncheck all of the other boxes especially Preserve Favorites website data This option makes the window also delete objects from websites in your Favorites folder which is necessary to completely clear your cache Click the Delete button near the bottom of the window to perform the operations i e clear your cache by deleting temporary files Your computer will work for a moment and then the process will be complete Clear the Browser s Cache Firefox 1 2 Click the Menu button icon with three
74. reating a Faculty Position Description Page 49 UMW CAREERS USER GUIDE Add any comments that are Ee appropriate Click Submit Take Action Approved for Sr Admin Coord move to Sr Admin Coord Comments optional E Add this position request to your watch list Submit Cancel Senior Admin Coordinator Review Log in to Careers See directions on p xx Module Position Management Role Senior Admin Coordinator Tab Position Descriptions Position Type Appropriate Position Management Creating a Faculty Position Description Page 50 The Senior Admin Coordinator will review edit the details on the Summary page Modify information as needed appropriate Items that are complete have a e Note If you edit information the Position Description must go through the approval process again Once the position has been reviewed edited select Take Action on Position Request Once the position has been reviewed edited and is ready for approval the position will be transitioned to the CCA Approved for CCA move to CCA UMW CAREERS USER GUIDE New Position Description Associate Professor test pml Faculty Edit Current Status Sr Admin Coord Position Type Faculty Created by Pamela Lowery Department Anthropology and Owner Senior Admin Coord Sociology Anthropology and Sociology Summary History Settings Position Justiication Edi a A Position Justification 123 Just
75. reer Services Academic and Career Search Create New Posting More search options Actions Last Actions Updated May 13 2014 st 03 09 PM May 06 2014 at 03 35 Actionsy PM May 07 2014 at 05 39 Actionsy PM May 14 2014 st 05 52 Actionsy Actionsy PM Search More search options asl Ligeia Prr leses bay 19 Sot e i Dt fa More search options Search Hide search options z When you save a search you have the option to set it as your default search This is your only opportunity to set it as the default search Searching for Information Searching Postings and Applicants Page 101 UMW CAREERS USER GUIDE After you have used the search and filtering controls to present the search results the way you want to see them select Save this search The Saved Search area expands Ad hoc Search Postings Ad hoc Search 2 Items Found Give the search a name that will help you remember its purpose Ad hoc Search EN Postings Ad hoc Search 2 tems Found Save this search _ Make it the default search Hamme un ave ins Search If this search presents the information you will normally want to see when you navigate to this page you may want to select Make this the default search Select Save this search The search tab refreshes to present the name you have given the search This tab remains available for the rest of your session The next time you log in the search will be avai
76. refox 4 through Firefox 33 have fairly similar processes for clearing the cache but please try to keep Firefox updated to the latest version if you can Clear the Browser s Cache Android 1 2 Open the browser Tap the Menu Key Click on the More Options button Click on Settings Tap Clear Cache You ll then be presented with a verification menu Tap Okay or Clear Cache again depending on the version of your phone to complete the process Clear the Browser s Cache BlackBerry 6 0 1 2 S From the BlackBerry Browser press the BlackBerry button Choose Options Toggle on Cache Security of Applicant Data To ensure the security of the data provided by applicants the system will automatically log you out after 60 minutes if it detects no activity However anytime you leave your computer we strongly recommend that you save any work in progress and lock your computer Position Management Introduction Page 6 UMW CAREERS USER GUIDE ENHANCEMENT MATRIX PEOPLEADMIN 5 8 7 Careers has been upgraded from PeopleAdmin s version 5 8 to PeopleAdmin s version 7 There are significant differences in the products For Applicant Tracking Ss g D Function gt 3 8 What Does this Mean for YOU lt P lt P Za ZA e ADA v Meets ADA Compliance is a much easier user interface Compatible User and Applicant Portal e Emails v Select applicants to email and select from emails templates to send You do
77. rmation as needed appropriate Select Take Action On Position Request Position Management Reviewer Approval Page 39 Select Reviewed move to CCA Review Please add a comment indicating your approval or noting changes needed Click Submit Budget Review Staff from the Budget Office may be included in the approval process Budget will review and edit information as needed Budget may take one of the actions shown This step is optional UMW CAREERS USER GUIDE Take Action On Position Request v WORKFLOW ACTIONS Keep working on this Position Request Approved by Reviewer move to CLA Review Not approved by Rewewer move to Hinng Manager MOWE DIRECTLY TO gt Dratt Hiring Manager CCA Review Budget Cabinet Position Approved Canceled Take Action Reviewed move to CCA Review Comments optional E Add this position request to your watch KR list Submit Cancel Take Action On Posting 7 Recruitment WORKFLOW ACTIONS Keep working on this Posting Not Approved by Budget move to Recruitment Manager Review A r Budget Mana er Review roved Position Management Reviewer Approval Page 40 UMW CAREERS USER GUIDE CREATING A FACULTY POSITION DESCRIPTION SRR S SSeS HSS Pea See eS Sal 1 i 1 i can now proceed to Applicant Trackin
78. ry Summary Recommendations 0 of 0 History Reports Select the Posting that you wish to work with Click on the title or select View Choose Applicants Select the Applicant that you want to see Select the History link from the tabs on the Job Application screen Search Committee Chairs and Hiring Managers may include additional comments in this section Select the posting by clicking on the title or by clicking View Choose Applicants Select an Applicant Choose History Applicant Tracking Posting a Position Viewing Applicant History Page 98 UMW CAREERS USER GUIDE SEARCHING FOR INFORMATION Searching for Information Viewing Applicant History Page 99 UMW CAREERS USER GUIDE SEARCHING POSTINGS AND APPLICANTS The Search feature in Careers allows you to hone in on specific Postings and Applicants create ad hoc queries which may be saved sorted filtered and resulting data exported to Excel for further analysis and reporting Searches may be performed at both the Job Posting and Applicant levels Searches may be performed using keywords More search options are used for advanced filtering Search tips Text search is not case sensitive You must supply at least two letters in a row for any search Enter whole words or use the character as a wild card For example if you are looking for Janice MacCullough s profile but you are not sure how to spell her name you might enter jan which
79. sting from Position Description if applicable can initiate action a EE Action Canceled Budget Cabinet Hiring Managers have the permissions required to modify a position Log in to Careers Module Role Tab Position Type Select the Position Management module Hover your mouse over Position Descriptions Select the appropriate position type Staff and A P Faculty or Staff and A P Faculty Position Requests See p XX for an explanation See directions on p xx Position Management Hiring Manager Position Descriptions Appropriate Inbox WE as A a Watch Da APPLICANT TRACKING 7 POSITION MANAGEMENT he PERFORMANCE Position Descriptions ees Staf and A P Faculty Staf and AFP Faculty Position Regue J Hii mi Ld pes EST RUE Position Management Modifying a Position Description Modifying a Staff or A P Faculty Position Page 58 Find the position that you want to modify You may Search for the position that you wish to modify To search by Position Number you must click on More Search Options and enter the Position Number in the field labeled Position Number Once you find the position click on the Title You may also select View from the Actions menu Select Modify Position Description UMW CAREERS USER GUIDE A boc Sear AN Position Descriptions 5 Saved Search All Position Descriptions jo Ninna
80. story Settings Created by Pamela Lowery Position Management Modifying a Position Description Modifying a Staff or A P Faculty Position Page 64 When you get to the Position Summary scroll through the document and confirm that all sections are complete When you are done click Take Action On Position Request Select the appropriate Workflow state selecting Position Created Modified move to CCA Review Add any comments that are needed click Submit UMW CAREERS USER GUIDE Take Action On Position Request v WORKFLOW ACTIONS Keep working on this Position Request Canceled move to Canceled Position Created Modified move to CCA Review Note Depending on your role you may see different actions Take Action Position Created Modified move to CCA Initial Review Comments optional Add this position request to your watch list Submit Cancel Note A message will appear at the top of the screen Position request was successfully transitioned or One or more form errors will be displayed You must correct the issues before you may move forward Once a position has been created it will be transferred to the Classification and Compensation Analyst CCA The position may be passed to the Reviewer Budget and or the appropriate Cabinet member after the CCA review Note Ultimately after all approvals have been given the CCA will move the position to Position Approved Position Man
81. t at the top of the page Enter the Position Justification UMW CAREERS USER GUIDE Inbox Ta gels Elte Watch List POSITION MANAGEMENT Hiring Manager you have 0 messages Hiring Ma nager C logout Create New Position Description Choose the position request you would like to start New Position Description We E New Position Description Start Position Request Working Title Organizational Unit Cabinet N Select a Cabinet X Division College Department B Start Position Request Position Justification Save 7 Check spelling e Required Information Position Justification Justification of Need This field is required Save MEE Position Management Creating a Staff or A P Faculty Position Description Page 28 Click Next Choose the Classification that best fits the position that you are creating This is optional HR will review and confirm the appropriate selection You must choose the radio button next to the job classification that you want to use Clicking on the role code of the position will open the Position Description If the list of Classifications is too long to be practical narrow the choices down by filtering the data Click on Filter these results Enter the Class Title of the position Click Search 4 e University of Mory Wat x 6 itnpsy umw shpeopleasadmincom MPA
82. t enter an employee s name in this section The Hiring Manager should not Users Filter these results seat an employee Temp User Search e O Saved Seach Temp User Search 855 Items Found 2 3 4 5 6 7 8 9 28 29 Next User Hen User Group Default Group Status Actions tpack Employee Search Committee Member Employee Approved Actionsy J aoreilly Employee Search Committee Member Employee Approved Actionsy thefner Employee Search Committee Member Employee Approved Actionsy Position Documents Position Documents Add documents only if needed PDF conversion must be completed for the document to be valid when applicable Document Type Name Status Other Requirements Org Chart Position Management Creating a Staff or A P Faculty Position Description Page 33 Position Request Summary When you get to the Position Request Summary verify that all items havea next to the section title Once all items havea you re ready to transfer the request to the next workflow state Once you go to a Section items that have an orange next to them let you know that there are required fields that have not been completed Click Edit located next to the name of the page to complete missing information On the Position Summary page hover your mouse over Take Action On Position Request Select Position Created Modified Move to CCA Review UMW CAREERS USER GUIDE New Position Description Spider Man
83. tion Modifying a Staff or A P Faculty Position Page 62 UMW CAREERS USER GUIDE One of the sections on the Position Details form is the Core see gee section At least two Core Responsibilities is required wo Core Responsibilities are Add Core Responsibilities Entry required as you are b creating or modifying a Position Description Core Responsibilities Because of the type of field that this is you see that there is Helper At least two Core Responsibilities are required Core Responsibilities Language reminding you that two Core Responsibilities are required but there is Core Major Job not red text alerting you ati to this For AFP Faculty Add at least 3 Major Job Responsibilities Measures for Core Major Responsibilities Time EorM Please select e C Remove Entry Add Core Responsibilities Entry e Position Budget Position Budget Information Information Position FOAP Add Position FOAP Entry Position Management Modifying a Position Description Modifying a Staff or A P Faculty Position Page 63 Supervisory Position Note This is optional This is the supervisor of the position Employee The Hiring Manager should not seat an employee Position Documents Position Request Summary UMW CAREERS USER GUIDE Supervisory Position Position Descriptions Filter these results Sa Fev All Position Descriptions CH Saved Search All Position Descriptions
84. ty saved searches Tableau and a MySQL database Saved searches are the simplest form of reporting allowing you to select columns within a function shuffle columns sort and then save for future viewing Tableau presents the next level of capability This analytics engine has both pre built reports and the capability to choose fields across functions to create custom reports If you identify an additional report field that should exist in Tableau please let us know The MySQL approach is the most sophisticated and is similar to the Access database approach in 5 8 allowing you to view a copy of the database but not write directly to the database but requires familiarity with SQL Can now search by date or date range in PA7 Position Management Enhancement Matrix PeopleAdmin 5 8 7 Page 9 UMW CAREERS USER GUIDE LOGGING IN Go to https careers umw edu hr After entering the URL the login screen for the system will appear All employees who were active on our go live date will have an account Employees use the same credentials that they use for email to log in to Careers Select Click Here to Log In With Your NetID University of Mary Washington Username Password Authenticate with single sign on SSO Authentication Enter your UMW credentials Enter your NetID and Password use the same credentials that you use for UMW email NetID CT Warn me before logging me into other sites LOGIN CLEAR Position
85. uch as coordinator You can t do a search for a word or phrase that was selected from a drop down list such as the name of a state but you can use filtering to find the information The procedure below for viewing applicants who reside in a specific state gives an example of how to do this The text search box allows you to search for specific words or names Select More search options to expand the search tools area Use the searching and filtering tools to narrow down the results that the system presents You can add columns if the information you need is not included on the page Use advanced filters if any are available to narrow down the results Use the column controls to organize and sort the search results Move a column to the left or to the right using its left and right controls Delete a column using its delete control if you do not want to display it If you need to add it back later use the add columns control to do so Order the search results by sorting a column in ascending or descending order using its up and down controls Searching for Information Searching Postings and Applicants Page 100 Searching Job Postings Navigate to the item that you want to search Postings Position Descriptions Applicants Select the appropriate Position Type Search by keyword for simple searches Simply enter in the keyword and click on the Search button The system will apply your keyword and will display only th
86. w Examine and utilize existing criteria as appropriate If you wish to add criteria click the Add a Question button Note The use of Evaluative Criteria is subject to HR approval UMW CAREERS USER GUIDE Supplemental Questions Save lt lt Prev Included Supplemental Questions Position Required Category Question Status Guest User Want to give guests access to view this posting e Create Guest User Account Search Committee Save lt lt Prev Search Committee Members Name Email Chair Status Actions Jeanette Crusenberry emailaddress zed zed No pending Actionsv Search Find a User to assign as a Search Committee Member First Name Last Name Email Address Evaluative Criteria Save lt lt Prev Included Evaluative Criteria Add a Criterion Category Description Weight Workflow State Status Applicant Tracking Posting a Position Posting a Staff and A P Faculty Position Page 80 Click Add a New One Complete the requested information Click Submit Reference Letters The system can be configured to allow reference providers to submit recommendations See p 85 87 for full details on how to utilize the References feature UMW CAREERS USER GUIDE Add a Ranking Criterion Available Evaluative Criteria Category Any Keyword Add Category Description FI Uncategorized do you have five years of experience even though we should not be asking specific years of experience
87. will return all names that start with the letters Jan or ccull which will return all names that contain that string of letters To exclude search results use the or character For example to search for postings that contain the word director but not athletic enter director athletic or director athletic placing a space before the or character Note that if you search for director athletic the system treats the dash as part of the term for which you are Searching To search for a phrase that contains a dash set off by spaces enclose the entire phrase in quotation marks director athletic When you search for a name among applications the search will return all applications that include the name regardless of whether it is the applicant s name or the name of a former supervisor or reference Example You search for John Smith Your search returns all applicants named John Smith and all applicants who included John Smith as a former supervisor reference or other job contact Searches normally return items that contain all your search terms For example if you enter facilities manager the search returns items that contain both these words To search for one or more out of a set of search terms use the vertical bar character For example to search for postings that contain either of the words director or coordinator enter director coordinator You can t do a search that only specifies what not to return s

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