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OARS Training Manual - Human Resource Services

1. PmciceDaa OO O 9 View the applicants Click the View button then click the Select button next to Susan Toughens 10 Go to the candidate details attribute Click Details Click the Qualified button next to Next Role 11 Enter the rank of the candidate In the text box next to Rank Within This Role enter 1 12 Save information Click the Save button on the sub menu 13 Exit to Candidate List Click the Exit button on the sub menu 14 View the applicants Click the View button then click the Select button next to Edward Soho 15 Go to the candidate details attribute Click the Details button above the candidate informa tion Select Meets minimum qualifications but not as strong in teaching from the Non Select Decision drop down list 16 Save information Click Save 17 Exit to Candidate List Click Exit 18 View qualified candidates Click the down arrow where the word Applicant is dis played and select Qualified Click View View 19 Record candidates who make it to Select Se ES Catlin the Short List 20 Go to Details to record next role Click on Details in the sub menu 21 Change Qualified to Short List Click on Short List button in the Next Role ficld 22 Save changes Click Save 000000000000 Save 23 Exit to Candidate List C III Exit Page 51 Lesson 4 Candidate Entry and Evaluation OARS Training 24 View Qualified candidates 25 Select candidate 26 View can
2. 4 Access Admin function Click the Admin button 5 Access User information Click the User button 6 Access e mail selection Click on the Message Default button web form 7 Select appropriate e mails Click the Select All button on the sub menu 8 Save information Click Save 9 Exit form Click Exit Page 83 Lesson 7 Administrative Functions OARS Training Applicant Self Reporting Administrative Function The Applicant Self Reporting web form is to record the demographic information as reported by the applicant s Applicant Self Reporting Form This data may differ from the original data entered by the Hiring Unit when entering Candidate information Only the OARS system administrator can access the Applicant Self Reporting web form Change Applicant Data Administrative Function Changing Applicant Data is done only by the OARS system administrator If applicant data needs to be changed due to a data entry error or the department receiving updated information the end user will enter the changes on the Change Request Form see link below Forward the completed form to the system administrator http ipfd missouri edu pages programs facjobs htm Page 84 LESSON 8 REPORTS In this lesson you will learn how to access reports run reports Lesson 8 Reports Reports Function OARS Training To view the list of OARS application reports click the Reports button on the OARS Home page The Reports Menu
3. Offer of Compensation The Offer of Compensation section of the Candidate Details web form will be completed after initial salary negotiations have ended The purpose of this section is to record the initial compensa tion offered and not the negotiation details The final offer will be recorded by the Dean or Provost during the Offer Acceptance state Offer of Compensation Salary 55000 00 Relocation Expense Move Expense Dept 0 00 Move Expense Div Special Conditions Will the salary rank offered stay within the range stated on your Recruiting Plan C Comments Compensation Details Section The Special Conditions text box is available to document other provisions of the offer such as start up funds summer support lab space etc There is a 255 character limit with no special format ting The Will the salary and rank offered stay within the range stated on your Recruiting Plan check box is used to indicate a yes or no answer to the question stated If unchecked use the Com ments text box to comment on the reason why the deviation is necessary The Comments text box is available for typing any comment relevant to the salary and rank offered to the candidate There is a 255 character limit with no special formatting Candidate offer details can be added before moving to the next Position State of Candidate Search The data entry person can update this cont
4. 3 Review and or approve the position offer made to each candidate Prior to adding a Distribution List to a position see the MU Policy and Guidelines for the rules on the composition of the Distribution List To add a distribution list click the distribution list tab on the menu bar The form will display A distribution list is added from the organizational level drop down menu The members of the distri bution list for the organizational level selected will fill the data grid with their respective roles This process can be repeated until all organizational units are entered The form can be edited updated or canceled as information changes For example removing a person from the list or adding a person to the list are features of this form Position Distribution List Working Title Asst or Associate Professor of Accounting 01 Position References Criteria Funding Links Distribution Committee Save Add Group Add Person Refresh Department Sub Dept Campus BU Division vVCVP CSD Name Role Type Distribution List Form Page 25 Lesson 2 Creating a Position OARS Training Add a distribution list Steps PracticeData 1 Go to the Distribution List Select or click the Distribution List tab on the main menu form 2 Select organizational unit Click the down arrow in the department field and select Department 3 Add departmental group Click Add Group to the distribution list 4 Edit role of an indi
5. To add another funding source click the Add button on the Position Punding form to reach the Organization Search form From there select the correct organizational level for the second funding source Once the appropriate organization unit is found a valid MoCode must be entered Even if the unit will not fund the position as may be the case for a split appointment a MoCode is still necessary If the added organization unit will be funding any part of the position enter the percentage in the Funding field All other information for the added organizational unit will need to be added to the Position Funding form This process is repeated until all funding sources are entered Page 21 Lesson 2 Creating a Position Step by Step 4 1 Go to the Position Funding Form 2 Add additional funding department 3 The Organizational Search form opens 4 Search for department 5 The new department appears on the Position Funding form 6 Enter Funding Percentage 7 Enter minimum salary at 40 8 Enter maximum salary at 40 9 Remove auto calculate field 10 Enter Source of funding comment 11 Update information 12 Change funding percentage for the Accountancy Department 13 Change funding 14 Enter minimum salary at 60 15 Enter maximum salary at 60 16 Update information 17 Save the additional funding source information OARS Training Add additional funding sources Practice Data Click the Funding tab
6. s personal informa In the Last Name field type in Pfefer bn to the Distribution List Search In the First Name field type in Joleen orm Add a Position Search Committee to a Position The position search committee is a list of persons and the role to be performed by each person on a per position basis i e the committee must be created by the hiring unit each time a new position is created The function of the position search committee is to 1 Review and approve disapprove each candidate from applicant through recommended and rank each candidate by evaluating them against the references and criteria for the position 2 Identify appropriate reasons for non selection of applicants Prior to adding a Position Search Committee to a position see the MU Recruitment and Selection Guidelines and Procedures for the rules on the composition of the Committee The Position Search Committee form is the data entry area for documenting who is on the committee and what their role will be The form allows the user to add edit and delete members as well as select their specific role on the committee There are three Role Types available to select from Committee Member Committee Chair and Ex Officio The Committee Member role type is the default and may need to be changed There is also a Committee Member Search feature to locate the members when selecting the committee Position Search Committee Working Title Asst or Associate Professor of
7. In this lesson you will enter position information enter candidate information vote and approve position candidates and hire assign a delegate select appropriate e mail messages Lesson 9 Putting It All Together OARS Training End of Course Exercise Enter a position and take through hiring process Select appropriate e mails and assign a delegate Steps practico Data OO OOOO O 5 Enter position data Create a position in the Accountancy organization using fake data Enter 1712345 for the Job Description ID NOTE In the Working Title field be sure to enter your train ing computer number so you can find your specific position when doing a search Enter 2 References and 2 Criteria for the position Enter Funding information If you are using Accountancy dept use mocode CM765 Ac countancy will fund the position 100 No split funding Distribution List members are Brady Deaton Approver Mary Meyer Reviewer Add Search Committee members Joleen Pfefer Committee Chair Geri Hudson Committee Member Note The training database will only recognize these individuals 6 Put the position into Posi Click the Position Approval button located on the main Position tion Approval status page Click Save 7 Approve the position Log in to OARS as each distribution list member and vote Deaton s login is deatonb Meyers login is meyerm 8 Enter candidate informa Log in as your training number Enter 2 can
8. Please take action on this request at your earliest opportunity Job Description ID 1701567 File number Position Title Asst or Associate Professor of Accounting 01 Department Accountancy Thank you E mail Example Page 34 OARS Training Lesson 3 Position Approval The Position Entry web form will have a new tab on the menu bar titled Approvals Click this tab to view the Position Approval web form University of Missouri Columbia 294 D c Home Contact Us Position Logout Online Academic Recruitment and Selection System User Mary Meyer Acting As Mary Meyer Approval Working Title Asst or Associate Professor of Accounting 01 Position References Criteria Funding Links Approval Distribution Committee This position has diversity goals identified I have considered whether it would be appropriate to take special efforts to recruit women and or minorities into this position Response Reviewed e Approval Date 2224 Mary Meyer Mary Meyer Reviewed 1 17 2006 2225 Brady Deaton S 2226 Joleen Pfefer Approval Form Position The Response drop down menu will display each individual s voting options Select the correct re sponse and click the Vote button Note If you select Pending or Not Approve the position will not proceed The Not Approve vote will trigger an e mail to the Distribution List notifying them that the position will not be approved in its current form If the
9. Ste aft by es Locate candidate details for each candidate Practice Data 1 Find the first candidate so de Click the Candidate tab on the main menu tails can be entered 2 View candidates entered for the Click the View button position 3 Select candidate to enter detail Click the Select button next to Edward Soho information 4 View Details web fotm Click the Details button in the line of attribute buttons Evaluate Candidate Details The purpose of the Evaluate Candidate section is to record and display the current role of the candi date and the reason for non selection if applicable Evaluate Candidate Non Select Decision N A Current Role Applicant Next Role Qualified Rank Within This Role Evaluate Candidate Details Section The Non Select Decision is a drop down menu of reasons for not selecting the candidate The default value is Not Selected If a non select reason is selected from the drop down menu no further data entry is required for the candidate The Current Role field displays the current role of the candidate and the Next Role provides a button labeled with the next role of the candidate if qualified If the candidate is eligible for the next role click the Next Role button Rank Within This Role is a text box to type a numerical ranking from 0 5 for ranking similarly qualified candidates The Non Accept is a drop down menu of reasons for the candidate not accepting the offer that w
10. 01 Position References Criteria Funding Links Distribution Candidates Committee Refresh Exit Print Candidate Name Edward Soho Links Select All Reference Name Fern srefernce s Update Cancel Reference TES O of reference Update Cancel Official Eai Transcript NES NO Edit Candidate Reference Form Required Checked Comment To view the References for the position click the Reference button The Candidate Reference web form will display Each of the references approved for the position are listed and each candidate must be evaluated against each one To record the result of each evaluation click the Edit button adjacent to the reference being evalu ated The only modifiable field on this form is the check box located under the Checked column ot field This should be checked once it has been determined the candidate submitted the required reference and the reference has been evaluated The Update button records the evaluation and the Cancel button cancel the changes After each reference has been evaluated the data is saved by clicking on the Save button on the sub menu Page 43 Lesson 4 Candidate Entry and Evaluation OARS Training Check references for each candidate Steps PracticeData 1 Go to the Candidate List form Click on the Candidates tab in the main menu if necessary to select the candidate for refer ence checking 2 View the candidates entered Click the View button on the
11. Approval OARS Training Candidate Declines Offer In the Candidate Details section under the Evaluate Candidate section there is a Non Accept drop down box The Non Accept options in the drop down box are to be used when a candidate declines the offer that was approved This drop down menu records why they declined Evaluate Candidate Non Select Decision M A Current Role Recommended Rank Within This Role Non Accept Not Selected Unwilling to relocate Offer Infa Salary better elsewhere Benefits better elsewhere Ds Job Title ASIN job opportunities for spouse partner Research facilities do not fit candidate s needs Start up insufficient Academiis Ho Title rank tenure insufficient i Not eligible to work in this position Primary Posit ccepted another position Evaluate Candidate Form with Non Accept Options Page 64 LESSON 6 CANDIDATE HIRE APPROVAL In this lesson you will learn how to submit a position for hire approval approve a hire reset the Position State close a position Lesson 6 Candidate Hire Approval OARS Training Hire Approval Hire Approval is the result of the search applicant pool approval The negotiations between the hiring unit and the recommended candidate s may be ongoing at this time but the details of those negotiations are outside the scope of this application When the hiring unit has at least one candi date they want to hire the position must be
12. Candidate Tenure The final attribute of the candidate is Tenure This is only available if Tenured was selected on the Candidate Details web form If the offer will be to hire the candidate with tenure click the Tenure button to display the Candidate Tenure web form The list of check boxes are for information purposes only As each document is prepared collected check the appropriate check box and click Save on the sub menu Each candidate for the position must be updated at each level of evaluation The actual evaluations are done outside of the OARS application and as a result only the final decisions are recorded here Candidate Tenure Working Title Asst or Associate Professor of Accounting 01 Position References Criteria Funding Links Distribution Candidates Committee Refresh Exit Candidate Name Susan Toughens Dept P amp T Committee vote or alternatively Dean s certification Statement of how hire fits into strategic plan O O Division P amp T Committee vote date F O O External review letters Candidate Tenure Form A Step m E Record candidate tenure progress Practice Data 1 Find the candidate Click the Candidate tab on the main menu 2 View candidates Select Recommended from the Applicant drop down menu Click the View button 3 Select candidate Click the Select button next to Susan Toughens 4 View change candidate details Click Details Under Offer Information click the Tenure Stat
13. a valid MoCode Even if the hiring unit does not fund the position as may be the case for a zero dollar courtesy appointment a valid MoCode must be entered but the would state 0 Position Funding Working Title Asst or Associate Professor of Accounting 01 Position References Criteria Funding Links Distribution Committee Refresh Add Estimated Salary 55 000 00 Organization Accountancy i Position Funding Form Page 20 OARS Training Lesson 2 Creating a Position Ste aft by Ee Add MoCode and edit funding information Steps Practice Data 1 Go to the Position Funding Select or click the Funding tab on the main menu Form 2 Edit funding information Click the Edit button 3 Entet valid MoCode Enter CM765 into the MoCode field 4 Update funding information Click the text box under the Minimum Salary field and delete the minimum salary by selecting the text and selecting delete on the keyboard Enter 55 000 5 Remove auto calculate to keep Deselect the Auto Calc check box 55 000 entry 6 Update funding information Click the Update button 7 Save the funding information Click the Save button Note If the minimum or maximum salary is changed to anything other than the default of 10 under or over the Auto Calc check box must be deselected Adding Additional Funding Sources If more than one department is funding a position the information will be entered in the Position Funding form
14. as needed until all criteria is entered You can edit or delete a criterion type or description at any time by clicking the appropriate button All criteria can be edited or deleted if necessary Criteria Menu Working Title Asst or Associate Professor of Accounting 01 Position References Criteria Funding Links Distribution Committee Refresh Add Criterion Type Description Minimum Preferred Additional Criteria Menu Page 18 OARS Training Lesson 2 Creating a Position Add criteria information ETS 77 17 T ipti h i Sd M eos Type 3 Years Teaching Experience criteria type selected 5 Update criteria menu Click the Update button 6 Save the minimum criteria Click on the Save sub menu button information 7 Add additional criteria Click on the Add button 8 Enter criterion type Click on the down arrow under Criterion Type and select Pre ferred 9 Add a description on the Type 5 Years Teaching Experience criteria type selected 10 Update criteria menu Click the Update button 11 Save information Click on the Save sub menu button 12 Return to the position Click on the Position tab on the main menu Entry screen Page 19 Lesson 2 Creating a Position OARS Training Add Funding to a Position The Position Funding web form is a dual purpose form The primary purpose of the form is to display the funding source s for the position A single department may use one or more account
15. check box in the Required field 5 Add comments Click in the text box in the Comment field and type Must attach 2 letters of reference 6 Update the form with the new infor Click the Update button mation 7 Save the new information Click the Save button Page 17 Lesson 2 Creating a Position OARS Training Steps Practice Data 8 Add another reference Click the Add button in the sub menu 9 Select the appropriate reference Click on the down arrow under Reference Type and needed select Official Transcript 10 Make the reference required Click the check box under the Required field A check mark will appear 11 Update the form with the new Click the Update button information 12 Save the new information Click the Save sub menu button 13 Return to the Position Entry Click on the Position tab on the main menu Screen Add Criteria to a Position Criteria are added to the position for the purpose of consistent and unbiased evaluation of each can didate The criteria will be used throughout the candidate evaluation process to advance candidates toward hiring or as a basis for non selection if the criteria are not met The Position Criteria web form is used to add special criteria for the new position There are three types of criteria available to select They are minimum preferred or additional There is also space to type in any description relevant to the job or the hiring unit The process is repeated as often
16. next to the appropriate button Page 58 OARS Training Lesson 5 Candidate Search Approval Practice Data 15 Go to the Approval web form Click the Approval tab on the main menu 16 Vote Make sure the Response field states Approve and click the Vote button 17 Log in to OARS Go to Favorites and select login Log in as meyerm 18 Go to position Click Position 19 Search for position Scroll down and Select the same position as in earlier steps 20 Go to the Approval web form Click the Approval tab on the main menu 21 Vote Make sure the Response field states Reviewed and click Vote The Position State is changed to Recommended Hire Page 59 Lesson 5 Candidate Search Approval OARS Training Offer Information Details The Offer Information section contains some fields from the approved position and cannot be ed ited on this web form Offer Information Job Title ASSISTANT PROFESSOR Job Code 1700 ASSISTANT PROFESSOR Academic Home Accountancy Primary Position Group REGULAR FACULTY Hire Proc Full Hire Type Standard Start Date 2 1 2006 End Date 1 31 2007 Service Basis Not Selected v Hours FTE 0 Tenure Status Mot Selected Tenure Notification Date 11 17 2006 Years Toward Tenure Mission Enhancement Active Offer Information Section The fields that can be edited in this section are Job Code this is th
17. of the position will be identical except the File Number A new File Number is displayed if the Position State is higher than Position Approval To add un cloned attributes such as References Criteria etc follow the previously outlined instructions Page 29 Lesson 2 Creating a Position OARS Training Page 30 LESSON 3 POSITION APPROVAL In this lesson you will learn how to approve a position receive a position file number distribution list members review approve or disapprove the position recognize when e mails are triggered to the OARS system administrator and to the people on the Distribution List Lesson 3 Position Approval OARS Training Position Approval The next step in the hiring process is to submit the position for Approval The approvals must be completed by the persons who were appointed to the approval role on the Distribution List It is important to ensure that all necessary forms and information have been completed prior to submit ting the position for approval To aid this process there are check boxes located on the bottom of the Position Entry Web form that correlate to the attributes of the Position Check the boxes below if the information is complete O Reference O Criteria O Funding O Distribution List J Committee C Links Completed Refresh Position Entry Form Check Boxes Select each check box once the information is checked for completeness This is not requi
18. on the main menu if necessary Click the Add button Enter Economics Click the Search button Enter MoCode C1758 Enter 40 percent in the Funding data field Enter 22 000 Enter 24 200 Deselect the Auto Calc field Type Funds from Grant in the Source of funding field Click the Update button Click the Edit button in the Accountancy funding source Delete the 100 entry and enter 60 percent in the Pund ing Percent field Enter 33 000 Enter 36 300 Click the Update button Click the Save button on the sub menu Note If there are data entry errors they will be displayed at the bottom of the Position Funding form after you click Save Correct the error s and click Save again Position Funding Working Title Professor of Accounting Position References Criteria Refresh Add Estimated Salary 55 000 00 Funding Links Distribution Committee Oraantsdtton Mo Funding 40 Minimum Maximum amp uto Source of 9 Code Hours Salary Salary Calc funding Accountancy CM765 60 24 0 33 000 00 36 300 00 NO Economics cirss jen faso 22 000 00 524 200 00 vo Funds from Grant E beet Position Funding Form with two Funding Sources Page 22 OARS Training Lesson 2 Creating a Position Add Links to a Position The Links tab allows users to upload forms such as the Position Announcement Criteria for Assess ing Candidates Proposed Methods for Recruitment etc Li
19. position has been left in a Pending or Not Approved state the system administrator must reset the position state back to Position Entry to permit changes Once the changes are complete repeat the Position Approval process again Note By resetting the Position back to Position Entry state all members of the Distri bution List will have to vote again using the new attributes of the position as the basis for their vote If the position is Approved an e mail will be sent to the members of the Distribution List inform ing them of the decision Each member will receive this e mail only if they have selected to receive this e mail The Position State is changed to Candidate Entry The following lesson gives detailed instructions for entering candidates Page 35 Lesson 3 Position Approval OARS Training Individual approval of a position Steps Practice Data 1 Record your File Number Write your position File Number before performing the fol lowing steps Note You may have to Refresh your position to see the file number File Number ites and select OARS log in OARS the Search button Click Select when your position appears 7 Review approve not approve Click the down arrow in the Response box Select Approve ot pend the position ot Review depending on what role has been assigned to you in the distribution list 9 For training purposes only Click on Favorites you will need to log in and vote for Click on L
20. submitted for Hire Approval Submit a Position for Hire Approval Once the position is ready for Hire Approval navigate to the Position Entry web form Click on the Hire Approval button located in the Change State field NOTE Be sure to click Save on the sub menu before exiting Position Entry Working Title Asst or Associate Professor of Accounting D1 Position References Criteria Funding Links Distribution Candidates Committee Refresh Clone Exit Job Title ASSISTANT PROFESSOR Organization Accountancy Accountancy Incumbent Select Primary Position Group REGULAR FACULTY Date Entered 1 17 2006 File Number 060002 Hire Procedure Full Hire Type Standard Female Goals 1 Position Number Minority Goals 1 Job Description ID 11701567 Position State Recommended Hire Change State Hire Approval Position Entry Form Hire Approval State An e mail will be sent to the Position Distribution List members that have elected to receive it Page 66 OARS Training Lesson 6 Candidate Hire Approval A Step l M by Step Submit a position for hire Steps PracticeData 1 Log in to OARS Go to http oarstraining missouri edu and log in as train01 train02 etc Click on Position then click Search 3 Search for position Scroll down and find the position being entered in training and click Select 4 Change the state of the position Click the Hire Approval button next to Change State 5 Sa
21. 06 Priority 0 Appointment End Date 1 17 2006 Position Status Open v O Tenure O Reappointment Hours FTE 0 O Mission Enhancement C Grant Funded Check the boxes below if the information is complete Reference Criteria Funding Distribution List Committee Links Completed Save Refresh Clone Exit Position Entry Page Page 13 Lesson 2 Creating a Position OARS Training Position Entry Page Definitions Definitions Actions Job Title An auto filled field based on the Job Code selected Organization The name of the Hiring Unit creating the Position If you are au thorized to act on behalf of more than one Hiring Unit you will be able to select from the drop down menu to the right of the auto filled Hiring Unit name Incumbent Allows you to select the person that currently holds the Position To select an incumbent click the Search button The Incumbent Search form will display allowing you to search by Last Name First Name and or SSO ID PawPrint Primary Position Group Is auto filled with the value being determined by the Job Code Job Title The possible values are Administration Regular Faculty and Non Regular Faculty Date Entered Is auto filled with the date the position was created File Number Is auto filled with a system generated number and cannot be changed Hire Procedure Is auto filled based on the value of Hire Type The two possible values are Full and Abridged Hire Type Is a
22. Accounting 01 Position References Criteria Funding Links Distribution Committee Save Refresh Add Person Print Committee Members Name Role Type Position Search Committee Form Page 27 Lesson 2 Creating a Position OARS Training Add a committee to a position 1 Go to the Committee form 2 Select the Add Person feature 3 Go to the Committee Member Search form to add person s pet sonal information 4 Find the person 5 Add the person 6 Add another committee member 7 Go to the Committee Search form to add person s personal infor mation 8 Find the person 9 Add the person 10 Add another committee mem ber 11 Add person s personal informa tion 12 Find the person 13 Add the person 14 Edit role of committee member 15 Select role 16 Update role information 17 Edit role of committee member Practice Data Click the Committee tab on the main menu Click the Add Person button on the submenu In the Last Name field type in Pfefer In the First Name field type in Joleen In the SSO ID field type in PfeferJ Click the Search button Click the Select button Click the Add Person button on the submenu In the Last Name field type in Moore In the First Name field type in Roy Click the Search button Click the Select button Click the Add Person button on the submenu In the Last Name field type in Hudson In the First Name field type in Geri Click the Search button Clic
23. Add additional people if If Brady Deaton and or Mary Meyer do not show up necessaty NOTE Click Add Search for them and click Select 14 Select the appropriate role Click Edit next to Joleen Pfefer s name of each person entered if Under the Distribution List Type select Approval Nonapproval necessary Click Update Click Save Click Edit next to Mary Meyer s name Under the Distribution List Type select Review if necessary Click Update Click Save Click Edit next to Brady Deaton s name Under the Distribution List Type select Approval Nonap ptoval if necessary Click Update Click Save 15 Exit Dist List web form Click Exit 16 Exit Organization Search Click Exit web form Note Currently only an Administrator can edit the Minority and Female Goals Page 77 Lesson 7 Administrative Functions OARS Training User Administrative Functions The functions under the User button include Details such as address and phone number User Group Delegation E mail message selection All users are able to view their own information on the Person Add Edit and the User Group List web forms Only the system administrator can view and edit information for all other OARS users The first web form after selecting User is the OARS User Search web form This form allows the end user to search for themselves in order to delegate to another user and select what e mail mes sages they want to receive User D
24. Click the Delegate button 3 Add a person Click Add 4 Search for the person you want Enter Hudson in the last name field and Geri in the first to delegate rights to name field Click Search 5 Select appropriate person Click Select next to Geri Hudson s name 7 Edit expiration date Click Edit next to Geri s name Enter an expiration date Note The Expiration Date defaults to one year Person Add Edit Save Exit New User Name Train TrainO 1 Detail User Group _ Message Default Delegate Button Page 80 OARS Training Lesson 7 Administrative Functions How to Access Delegation To use delegation i e act on behalf of a person that has delegated their rights to you log in to the application or if you are already logged in to the application click the Home hyperlink to return to the Home web form From the drop down menu located on the left side of the web form select the user you want to as sume by clicking their name Under the header of each page are the User and Delegate fields The User displays who you are logged in as while Delegate displays who you are acting on behalf of If you have not assumed the role of another person these two fields will display the same user name This information will persist throughout the OARS application enabling you to easily identify who you are acting on behalf of To change user and delegate return to the OARS Home page and log in as the appropriate person Univers
25. Detail web form and the selected unit will now be the value for Academic Home Additional fields that can be edited are Start Date this is the start date that was entered when the position was created This can be edited to reflect the actual Start Date End Date this is the end date that was entered when the position was created This can be edited to reflect the actual End Date Service Basis this is the service basis that was entered when the position was created This can be edited to reflect the actual Service Basis FTE is a drop down menu of FTE hours percentages Select the correct FTE e Methods click this button to view the Recruitment Methods form approved for the position Tenure Status is a drop down menu of tenure status types Select the correct Tenure Status The default value is Not Selected If the status remains Not Selected the Tenure button on the menu will be disabled Notification Date is the date that the notification letter was sent to the candidate Years Toward Tenure is only applicable if the Tenure Status is Tenured Mission Enhancement is a check box and is for information purposes only Active is a check box to indicate if the candidate is still actively pursuing the position If the check box is unchecked the candidate will not be returned when searching for all candi dates for a position Page 61 Lesson 5 Candidate Search Approval OARS Training
26. Online Academic Recruitment and Selection System OARS Training Manual Version 2 6 MN a Pra es t T Walt T aa a a li 7 f i i NI T TM i Lui TN Copyright O 2006 09 by the Board of Curators University of Missouri Trademarked names appear throughout this book Rather than list the names and entities that own the trademarks or insert a trademark symbol with each mention of the trademark name Division of IT Training states that it is using the names for educational editorial purposes and to benefit the trademark owner with no intention of infringing upon the trademark Last Updated 3 9 2009 Page 2 Contents LESSON 1 INTRODUCTION TO OARS iss24s sanueauktharda as 5 Brief Overview of the Online Academic Recruitment and Selection System 6 LESSON 2 CREATING A POSITION icskeskax aka kh ERR RR RA 11 Cite POSO acea koci avvio A AAA AAA ARA 12 Position Entry Page Definitions iioii yr REESE HERE EY Eds 14 Add References to a Newly Created Post 4 4 dca pa roro RO e RR D n T7 Add X ritera to a POSIBOB rro A ETE Kea T 18 Add Funding to Position rt ii EEE a eC 20 Add Cinks toa POSO rea raced tales acta i et de erac o doe c e aoa 23 Add a Distribution List to a Position i ceterae eere 9 ea e x 25 Add d Positi n Search Committee re EA 27 Create a Position Using the Clone Method 1 csse tet RR n 29 LESSON 3 POSITION APPROVAL ssa kr y ao HO ERROR sews 31 Position Approval ou cesse c a ace a
27. PRSE CIN GN Red a des 86 LESSON 9 PUTTING IT ALL TOGETHER o oooooocoomomomm2 o osso 89 Tana course EXOTOIBE AA Ai 90 Page 4 LESSON 1 INTRODUCTION TO OARS In this lesson you will learn how to e go to the OARS web application log in to OARS understand system requirements learn user roles and definitions Lesson 1 Introduction to OARS OARS Training Brief Overview Online Academic Recruitment and Selection System OARS The Online Academic Recruitment and Selection System OARS was developed by the University of Missouri Columbia by the Applications and Development group to assist the campus in tracking the faculty hiring procedures as outlined by Federal and State law as well as MU policy This system is accessible via a web interface that is entered by pointing a Web browser to the URL http oars missouri edu The Online Academic Recruitment and Selection System provides all Departments Units and Of fices within the Columbia campus with a centralized and secure location to enter information review information and generate reports based on the hiring process This online process eliminates a time consuming paper trail and provides electronic storage for reviewable documents pertaining to the Faculty Position The application also gives the user the option to delegate their authority to another user so they may perform the tasks of the delegator OARS uses Active Directory for login authentication Whe
28. Report button Page 71 Lesson 6 Candidate Hire Approval OARS Training You have successfully entered a position and followed the data entry process from start to finish The remaining lessons will cover additional OARS functions such as e mail triggers delegation and system administrator functions Page 72 LESSON 7 ADMINISTRATIVE FUNCTIONS In this lesson you will learn how to e understand the system administrator functions update your user information elect to accept some or all of the e mail messages delegate to another person Lesson 7 Administrative Functions OARS Training Administrative Function Categories There are six categories of Administrative functions most of which are limited to the sys tem administrator only The Administrator Menu buttons are visible to everyone but are not active unless the user has the correct authority to perform the specific function Each categoty is discussed in the next section University of Missouri Columbia Home Contact Us Position Logout Online Academic Recruitment and Selection System User Train Train01 Acting As Train Train01 Administrator Menu E Applicant Self Reporting Administrator Menu Organization Administrative Functions The functions under the Organization button include details of the Organizational Unit as it relates to OARS and the standard Distribution List for each Organizational Unit To view details of the unit click the O
29. Role Type Catlin John Applicant Soho Edward Qualified Select roughens Marie Applicant Candidate List Form View 2 Page 49 Lesson 4 Candidate Entry and Evaluation OARS Training Select the candidate you want to record the evaluation for by clicking the Select button adjacent to the name The Person Add Edit web form will display Click the Details button to reach the Candi date Detail web form to record the decision Candidate Detail Working Title Asst or Associate Professor of Accounting 01 Position References Criteria Funding Links Distribution Candidates Committee Refresh Candidate Name Edward Soho Evaluate Candidate Non Select Decision N A Current Role Applicant Next Role Qualified Rank Within This Role Candidate Detail Form to Evaluate Candidate If the candidate is advanced to the next level click the Next Role button which in this instance is labeled Qualified Then click Save on the sub menu The Next Role changes to the next level Repeat this process until the candidate is at the highest level determined by the Position Search Com mittee If the candidate will not be advanced at any level from Applicant to Recommended a reason must be selected from the Non Select Decision drop down menu Once the appropriate reason is selected click Save on the sub menu The Next Role button will disappear as the candidate is not eligible to advance further Evaluate Candidat
30. The Organization Detail form includes the following items Only the system administrator can edit this web form Name is the name of the Organizational Unit and should match the name in PeopleSoft as closely as possible Parent is the name of the Organizational Unit parent and is populated from the information in PeopleSoft Type is the type of Organizational Unit and cannot be edited PeopleSoft ID is the PeopleSoft ID that is pulled from the PeopleSoft database and cannot be edited Goal Minority is an editable field to reflect the minority hiring goals set by the unit Goal Female is an editable field to reflect the female hiring goals set by the unit Active is a check box to indicate if the organizational unit is still active Deselecting this check box will result in the unit not being returned in Organizational Unit searches unless Inactive is specified Only the Name Goal Minority and Goal Female fields can be edited To edit any of these fields type the changes and click Save on the sub menu You may need to click Refresh on the sub menu to display the changes Organization Distribution List The Organization Dist List web form is the standard organizational unit distribution list for the OARS application only It does not affect the distribution list in Active Directory and is different than the Position Distribution List This distribution list is brought into the position distribution list by default but is edita
31. andidate criteria Click the Exit button Page 46 OARS Training Lesson 4 Candidate Entry and Evaluation Candidate Details The Candidate Details web form lists the candidate s specific information as it relates to the position The form has three sections 1 Evaluate Candidate 2 Offer Information 3 Offer of Compensation Candidate Detail Working Title Asst or Associate Professor of Accounting 01 Position References Criteria Funding Links Distribution Candidates Committee Save Refresh Exit Candidate Name Edward Soho Evaluate Candidate Non Select Decision N A Current Role Applicant Next Role Qualified Rank within This Role 0 Non Accept Mot Selected Offer Information Job Title ASSISTANT PROFESSOR Job Code 1700 ASSISTANT PROFESSOR Academic Home Accountancy Primary Position Group REGULAR FACULTY Hire Proc Full Hire Type Standard Start Date 2 1 2006 End Date 1 31 2007 Service Basis Not Selected Iv Hours FTE Tenure Status Not Selected Tenure Notification Date 1 17 2006 Years Toward Tenure Mission Enhancement Active Offer of Compensation Salary 55000 00 Relocation Expense Move Expense Dept Move Expense Div Special Conditions Will the salary rank offered stay within the range stated on your Recruiting Plan C Comments Candidate Detail Form Page 47 Lesson 4 Candidate Entry and Evaluation OARS Training
32. as approved Page 48 OARS Training Lesson 4 Candidate Entry and Evaluation Record Candidate Evaluations Each applicant for a position is entered at the Applicant level There are four other levels e Qualified Short List Finalist Recommended After the candidates have been entered they must be evaluated and the decision to advance them to the next level or the reason why they were not advanced is recorded for each candidate To record the evaluation decisions click the Candidates tab on the position menu Select the level of candidate from the drop down menu and click View on the sub menu The web form will refresh with the results of the search NOTE All candidates are at the Applicant level when entered For each subsequent search choose the appropriate level for the candidate s you wish to view Candidate List Working Title Asst or Associate Professor of Accounting 01 Position References Criteria Funding Links Distribution Candidates Committee Add Candidate Applicant v Active All Candidates Candidate List Form View 1 Select the candidate you want to record the evaluation for by clicking the Select button adjacent to the name Candidate List Working Title Asst or Associate Professor of Accounting 01 Position References Criteria Funding Links Distribution Candidates Committee Add Candidate Print View All Applicants All Candidates Mactive Last Name First Name
33. ate that is already in the OARS system The OARS User Only check box is unchecked by default If you know for certain that the candi date is already in the system you can select this check box to narrow the search results When the candidate is returned click the Select button If the candidate name does not appear in the search then click the Add button Candidate Search Search New Exit Last Name Soho Middle Name Benjamin First Name Edward Employee ID SSO ID OARS Users Only View All Checked sso ID Last Name First Name Middle Name Dept Name Benjamin Candidate Search Form A Step l by Step Search for a candidate Steps PracticeData 1 Log in to OARS Go to Favorites and select Login to OARS link Log in as train01 or the machine number you are sitting at 3 Go to the Position Entry form Click the Position tab on the main menu Click on Search to search for the position Select your position 4 Go to the Candidate List page Click on the Candidate tab on the main menu 5 Add a candidate Click on the Add Candidate button 6 Enter candidate information Enter Loops in the last name placeholder and enter Jerry in the first name placeholder 7 Search for the candidate Click Search Zero items returned because Jerry isn t in the OARS system see following page for instructions on how to add a new candidate 8 Select the candidate If the candi
34. b form Click the Approval tab on the main menu 13 Vote Make sure the Response field states Approve and click the Vote button 14 Log in to OARS Go to Favorites and select login Log in as meyerm 15 Go to position Click Position Click Search 16 Search for position Scroll down and Select the same position as in earlier steps 17 Go to the Approval web form Click the Approval tab on the main menu 18 Vote Make sure the Response field states Reviewed and click the Vote button How to Reset the Position State There may be instances where the candidate recants the acceptance of an offer or negotiations are unsuccessful with the recommended candidate making it necessary to revert back to the applicant pool to select another candidate with whom to open negotiations with The Position State chosen to reset the position back to will differ between hiring units and situations Be sure you understand the implications of resetting a position before doing so NOTE All approvals above the selected Position State will be discarded An e mail will be sent to the Position Distribution List members that have elected to receive it Page 69 Lesson 6 Candidate Hire Approval OARS Training Change Position Status Open Hired Close or Leave Open The Position Status is an important reporting field indicating the number of positions and the status of each position By default the status is Open with options to change the status to H
35. ble on a per position basis The persons on the distribution list and their respective roles are determined and maintained by each organizational unit Persons can be added on this web form and their roles can be changed if needed The end user can edit this web form Distribution List Entry Name Accountancy Detail Dist List Refresh Add Name DistributionList E Brady Deaton Approval NonApproval wa Distribution List Entry Form Page 76 OARS Training Lesson 7 Administrative Functions Step Edit organization detail A NEON and set up department distribution list group Practice Data 1 Log in to OARS Go to http oarstraining missouri edu and log in as pfeferj 2 Go to Administrator menu Click on the Admin button 3 Go to Organization feature Click the Organization button 4 Go to appropriate department Search for Accountancy department 5 Go to the Detail page Click Detail 6 Edit Organization Detail Type the number of minority goals in the Goal Minority field Type the number of female goals in the Goal Female field 7 Save Organization Detail Click Save 8 Go to the Distribution List Click on the Dist List button 9 Add a person Click Add 10 Search for the person to be Enter Pfefer in the last name field and Joleen in the first name added field and click Search 11 Select the person to be Click the Select button next to Joleen s name added 12 Save new person Click Save 13
36. ch Approval process again NOTE By resetting the position back to the Candidate Entry state all members of the Position Distribution List will have to vote again using the new attributes of the position as the basis for their vote If the Search is Approved an e mail will be sent to the members of the Position Distribution List informing them of the decision Each member will receive this e mail but only if they have selected to receive this e mail Vote for recommended candidate Practice Data 1 Log in to OARS training data Go to http oarstraining missouri edu and log in as base pfeferj number Number ber that you recorded earlier in Lesson 2 6 Select the appropriate position Click Select 7 Go to the Approval web form Click the Approval tab on the main menu 8 Vote for the recommended Next to the Response field click the Vote button Note The candidate Response field verbiage is different if you are a reviewer vs an approver Do not select pending or not approve in training 9 Log in to OARS Go to favorites and log in as deatonb 10 Go to Position Click on Position 11 Search for position by file Click on the down arrow next to Search Type and select File number Number 12 Enter position file number In the Search Value text box enter the Position File Num ber that you recorded earlier in Lesson 2 13 Search positions Click the Search button 14 Select the appropriate position Click the Select button
37. counting 01 Please choose an option for cloning O Make additional hire from original pool of candidates O Create a new position or replacement position ion ommittee embe r triputior Position Clone Form Make additional hire from original pool of candidates option clones all the attributes of the position including the approvals and sets the Position State of the Cloned position identical to the position being cloned up to Hire Approval This is used when more than one candidate is identified during recruitment and the Hiring Unit is willing to hire more than one qualified candidate Create a new position or replacement position option clones only the basic attributes of the position and sets the Position State to Position Entry None of the approvals are cloned o Clone committee membership check box will clone the Position Search Com mittee members if selected This may not be useful if the Position has not been filled recently as the members may or may not be available o Clone existing Distribution List check box will clone the Position Distribution List if selected This may not be useful if the Position has not been filled recently as the persons on the Position Distribution List may or may not still be valid Select the attributes to clone by selecting the appropriate check box then click Clone in the sub menu The Position Entry Web form will display the cloned position with all the attributes selected All aspects
38. d the expiration date of that delegation is displayed on the User Delegate List web form Information is editable by the end user and the system administrator In addition persons who delegated their rights to you and the expiration date for that delegation will be displayed in the right column These fields can not be edited by you User Delegate List User Name Train Train01 Detail _User Group Delegate Message Default Refresh Add Exit Rights Given Rights Received Name Expire Date Name Expire Date Geri Hudson 1 18 2007 Range Firpiuo Bakoi User Delegate List Form To delegate your rights to another person you first search for the person with the OARS User Search web form Type in the last name and first name of the person you want to delegate to or their SSO ID if you know it and click search Select the appropriate person from the search and the User Del egate List web form will be displayed By default the delegation of rights will expire one year from the date you granted them To edit the expiration date click on the edit button The expiration date field expands to allow the edit Page 79 Lesson 7 Administrative Functions OARS Training Delegate your rights to another person Steps Practice Data 1 Go to the User web form Log in to OARS with your training number e g train01 From the main page of the OARS application click Admin Click User 2 Go to the Delegate web form
39. date that you ate searching for appears click Select Page 39 Lesson 4 Candidate Entry and Evaluation OARS Training Add a New Candidate If the candidate is not found in the search the candidate information will need to be entered To add a new candidate click New on the Candidate Search web form The Person Add Edit web form will display The candidate s name address and other demographic information will be entered on the Person Add Edit web form Person Add Edit Working Title Asst or Associate Professor of Accounting 01 Position References Criteria Funding Links Distribution Candidates Committee Save Exit New Candidate Name Edward Soho Candidate Details Reference Criteria Links Tenure Last Name First Name Address Type International O Street Address 1 Street Address 2 Street Address 3 City State Armed Forces Americas Postal Code Communication Type Home Phone Phone Email 573 000 1111 Ethnicity Unknown DOB po MM DD Y Y YY O Eligible to Work in USA Person Add Edit Form Page 40 OARS Training Lesson 4 Candidate Entry and Evaluation Add a new candidate Steps PracticeData 1 Go to the Person Add Edit Click Add Candidate Click the New button web form 2 Enter first middle and last Enter name of candidate Last Name Soho First Name Edward Middle Name Benjamin 3 Enter permanent address Click
40. dc a ER CEOE de eA CIERRE ERE e a NECI OR e a 32 Submit s Position for Approval aa ad ab soc bres doen aoreet a E ci aere 33 LESSON 4 CANDIDATE ENTRY AND EVALUATION oo ocoococococomo 37 Candidate EOU ys PE PT 38 fena e nu i OCC Mr 39 Add a New Candidate iss eseesaeee be e RR da xr TENE TIERS VY REA Ex 40 Other Candidate AUDE aer 42 Record Candidate ENalumbiofls xao hoc a0 mae ta e rac a eoo e dca ea 49 LESSON 5 CANDIDATE SEARCH APPROVAL eee 53 Submita Position for Search Apptoval iis ase aes ace sew RO REOR RR a 54 Approve A SERECD uua acce desde tac e a deed ede AAA obe AeA dod 55 LESSON 6 CANDIDATE HIRE APPROVAL 0 cece eee eee nn 65 Submit a Position for Hire Approval ss ee etes ie cke tears e ee eee eR Y Gees 66 Approve a Fife A EA AAA 67 Change Position Status Open Hired Close or Leave Open 1 eee re 70 LESSON 7 ADMINISTRATIVE FUNCTIONS oo ocooococooccmcoccmmmmomoc 73 Organization Admin PUNCHONS a a eee a 74 Liser Administrative TORCHOBS S a is 44 006 RARA RRA ADA que Pad 78 User Delegation 0 ca A AAA AA C E A RA eee 79 User Message GEO nr yaaa p tte A A enn eee C e 82 Applicant Self Reporting Admin POLACO a ies ese a ta a n e ed Ei 84 Change Applicant Admin PUnCiO iee riita satis nET EROGO ENE a 84 E mail Messages Admin Poncbloki su usas sce A deo 9 RC da 84 LESSON 8 REPORTS 5 99 sass desta s eae ee nants ited A 85 Reports PUNA psc sie Cds ob t 5G ARS POSER
41. didate details 27 Change Short List to Finalist 28 Save changes 29 Exit to Candidate List 30 View Short List of Candidates 31 Select candidate 32 Click the NonSelect Decision down arrow and select 33 Save changes 34 View Short List candidates 35 Select candidate 36 View candidate details 37 Change Short List to Finalist 38 Save changes 39 Exit to Candidate List 40 Select candidate 41 View candidate details 42 Change Finalist to Recommended 43 Save changes 44 Exit to Candidate List 45 View Recommended candidate Click on Applicant text box and select Qualified Click View Click on Applicant text box and select Short List Click View Select John Catlin Click the Details button above the applicant information Select Meets minimum qualifications but not as strong in teaching from the Non Select Decision drop down list Click Save Click Exit Click on the Applicant text box and select All Candidates Click View Select Susan Toughens Click on Details Click on Recommended button in the Next Role field Be sure the Rank is still 1 Click Save Click Exit Click on Applicant text box and select Recommended then click View Susan should be the only candidate on the Recommended list Click on Finalist button in the Next Role field NOTE A Non Select Decision must be given to every candidate that is not hired Page 52 OARS Training Lesson 4 Candidate Entry and Evaluation
42. didates Use fake tion and evaluate information Check the References and Criteria for each candi date Evaluate and move one applicant up to the Recommended level with priority of 1 and give the other applicant a Non Select Decision 9 Put the position into Click the Search Approval button located on the main Position Search Approval status page Click Save 10 Approve the Search Log in to OARS as each distribution list member and vote Page 90 OARS Training Lesson 9 Putting It All Together Steps Practice Data 11 Put the position into Hire Click the Hire Approval button located on the main Position Approval status page Click Save 12 Hire the Candidate Log in to OARS as each distribution list member and vote 13 Record hiring Log in as trainO1 train02 etc and next to Position Status select Hired in the drop down menu 14 Save position information Click Save P Click Print Notice of Completion Report and view the PDF 15 Exit position information Click Exit 16 Administrative functions Click Admin Assign a delegate 17 Enter User information Click User 18 Enter Delegate web form Click Delegate 19 Assign Delegate Click Add 20 Search for Delegate Enter Crum in the last name field and Barry in the first name field then click Search 21 Select Delegate Click Select 22 Save changes and exit Click Save Click Exit 23 Select default e mail Click Admin Click User Click Message Default button me
43. drop down menu of all possible hire types Female Goals Is auto filled with the female goals set by the Hiring Unit The ID from PeopleSoft Minority Goals Is auto filled with the minority goals set by the Hiring Unit Job Description ID A seven digit Hiring Unit specific number composed of the first 2 digits of the Division number followed by 5 digits determined by each Division The value entered into this text box must have seven digits Is based on where the position is in the phase of approvals Change State This field is unavailable until the Position is created Job Code A drop down menu of all available Job Codes and their corre sponding Job Title Descriptions Job Description Summary A text area to type an accurate description of the duties of the A A Position Justification A text area to type the justification for creating and or filling the A AA Abridged Hire Justification A text area to type the justification for not doing a full search if the Hire Type is not Standard Working Title A text area to type the Working Title for the Position Estimated Salary Is a text area to type the estimated salary median of the salary range for the Position with a maximum of 7 digits Do not type the symbol Screening Begin Date The date screening for the Position will begin A drop down menu with values of 9 months or 12 months Page 14 OARS Training Lesson 2 Creating a Position Terms Definitions Actions Appointme
44. e Non Select Decision N A Current Role Qualifie Application incomplete JApplied after absolute deadline Does not meet minimurn qualifications lacks required degree Does not meet minimum qualifications lacks required teaching ability experience Does not meet minimum qualifications lacks required research ability experience Offer Informati Does not meet minimum qualifications other factors Job Title AssIsTANT Meets minimum qualifications but not as strong in teaching Meets minimum qualifications but not as strong in research Meets minimum qualifications but not as strong in other factors Could not meet Curator s language proficiency requirements Academic Home acc Not eligible to work in the position Research field does not fit with department needs Primary Position Gro VWithdrew County Council did not accept candidate Entry made in Error Non Accept Not Se Candidate Detail Form with Non Select Decision Page 50 OARS Training Lesson 4 Candidate Entry and Evaluation Once all candidates have been evaluated a ranking must be assigned to each one at the Recom mended level ranging from 1 5 with 1 being the highest ranking Assign the correct ranking and click Save on the sub menu An e mail will be sent to the Position Distribution List informing them that the Committee has at least one candidate that has a Recommended status with a rank of 1 Ste aft by eS Enter evaluation status for each candidate Steps
45. e same drop down menu used to select the job code at the time the position was created NOTE Changing the Job Code may affect the applicant pool and as a result reset the position back to Position Entry Resetting the Position State would require resubmitting the position for approval again Refer to the Policy and Guidelines or contact the OARS admin istrator before changing the Job Code Academic Home the Academic Home may be different than the hiring unit To select a different Academic Home click the Select button The organization search web form will display Page 60 OARS Training Lesson 5 Candidate Search Approval Organization Search PeopleSoft ID Active Organization Search Form Select the organization type from the Type drop down menu The search can be narrowed by typing the Organizational Unit name and or the PeopleSoft ID The Active check box is checked by default to return all active units in the Organization Once the information is typed click Search in the sub menu If you have identified the Organizational Unit by its correct Name or PeopleSoft ID you will be returned to the Candidate Detail web form and that unit will now be the value for Academic Home If you searched by only the Organization Type you will need to select the correct unit from the search results by clicking the Select button adjacent to the Organization Unit Name You will then be returned to the Candidate
46. ect all e mail mes sages pertaining to your role in the Organizational Unit User Message Default User Name Train Train01 Detail User Group Delegate Message Default Refresh Exit Select All Unselect All Trigger Receive Message 1 4 hiring need has been created 4 4 Decision has been made to recommend a candidate 5 A recruitment action is ended by filling the position 6 A Position has been changed to Leave Open 7 OARS file closed 8 4 position is approved for recruitment 9 A position is disapproved for recruitment 10 Search results are approved 11 Search results are disapproved 12 The recommended candidate is approved 13 The recommended candidate is disapproved 15 A delegation assignment has been made 22 A position has been submitted for recruiting approval 23 4 position has been submitted for candidate approval 24 A position has been submitted for hire approval 25 A position state has been reset 27 Search results are in pending status O O O O O O O O O O O O O O O O 28 The recommended candidate Is in pending status User Message Default Form Page 82 OARS Training Lesson 7 Administrative Functions A Step l HL by Step Select e mail messages you want to receive Practice Data 1 Go to Favorites Click on the Favorites button in the browser 2 Log in to OARS Select Login to OARS 3 Enter ID Enter train01 train02 etc for the 8 am and 1 pm sessions Click Login
47. ent at this time Once the Position State changes to Can didate Search Approval only the Dean or Provost may edit details of the Candidate Offer Page 62 OARS Training Lesson 5 Candidate Search Approval A Step l by Step Record candidate offer details Practice Data 1 Log in OARS training Go to Favorites and log in as train 01 etc if necessary database 2 Go to the position Click Position Click Search Find the position you are working on today and click Select if necessary 3 Go to candidate Click on Candidate tab and select Recommended from the drop down list Click View and select Susan Toughens if necessary 4 Go to candidate details Click on the Details button and scroll down to Offer Information 5 Change job code to reflect Click on down arrow next to Job Code and Select actual offer 0930 Associate Professor 6 Enter the appropriate FTE In the Offer Information area click the down arrow next to values Hours FTE Select 40 100 7 Enter tenure status In the Offer Information area go to Tenure Status and click the down arrow Select TENURED 8 Go to compensation Scroll down to Offer of Compensation on the Candidate Detail web form 9 Enter offer information 10 Record decision to hire In the Comments text box enter Market Demand Required at higher salary Higher Salary 11 Save information Click Save 12 Exit candidate details Click Exit Page 63 Lesson 5 Candidate Search
48. environments Software Requirements Software requirements for the Online Academic Recruitment and Selection System include e Operating System Windows 95 or later Web Browser Microsoft Internet Explorer 6 0 or above Communication Requirements Communication requirements for the Online Academic Recruitment and Selection System include Ethernet data communication network P network layer protocol TCP transport layer protocol Installation Procedures Installation of the Online Academic Recruitment and Selection System is not required Since the ap plication is Web based simply point the browser to https oars missouri edu Any other applications that are necessary for the use of this application such as Adobe Acrobat Reader will be available for download from within the application It is assumed that a Web browser currently resides on the user s computer Page 8 OARS Training Lesson 1 Introduction to OARS User Roles and Definitions The OARS Application has three User Roles or Types each with a different function and level of authority The three types are Hiring Unit Committee and Distribution List Hiring Unit is the Department Office or Unit that has identified the need for a Position Each user will be able to see all Departments they are authorized to see in OARS as specified by the organizational structure in PeopleSoft The data entry for the Position and the subsequent addition of informa
49. etail Once a search is completed the user Detail web form is displayed by default and contains the name address and communication types To make edits select the appropriate text box and make edits or add additional information about any person you have added into OARS such as non MU persons on the Distribution List For all other edits contact the OARS system administrator Page 78 OARS Training Lesson 7 Administrative Functions User User Group The User Group web form is where the system administrator updates User Group information This allows the system administrator to add a group or delete a group from the User List This web form is view only for end users User Delegation Delegation is a new concept in the hiring procedure and is an extremely helpful tool allowing a per son to delegate their rights and responsibilities to another person It should be understood however that once rights are granted to another person that person can do and see everything that the delega tor can do and see By delegating rights to another individual you are effectively passing your judgment and authority to them and as such should be done carefully Also by receiving the rights of another person you ate accepting responsibility to act in the manner of the person giving you that right When you act on behalf of the delegator it is your responsibility to do so in the appropriate manner The person you have delegated rights to an
50. eted their evaluations and recommended at least one candidate Submit a Position for Search Approval Once the Position is ready for Search Approval navigate to the Position Entry web form Click the Search Approval button located in the Change State field An e mail will be sent to the Position Distribution List members who have elected to receive it Position Entry Working Title Asst or Associate Professor of Accounting 01 Position References Criteria Funding Links Distribution Candidates Committee Save Refresh Clone Exit Job Title ASSISTANT PROFESSOR Organization Accountancy Accountancy Incumbent Select Primary Position Group REGULAR FACULTY Date Entered 1 17 2006 File Number 060002 Hire Procedure Full Hire Type Standard Female Goals 1 Position Number Minority Goals 1 Job Description ID 11701567 Position State Candidate Entry Change State Search Approval Position Entry Form NOTE Be sure to click Save on the sub menu before exiting Page 56 OARS Training Lesson 5 Candidate Search Approval Submit a position for approval Steps Practice Data 1 Log in OARS training database Go to http oarstraining missouri edu and log in if necessary to Search Approval field and click on Search Approval 6 Save Search Approval Click Save Approve a Search The Search Approval is the process of evaluating the applicant pool for the position against the Re cruit
51. ewable on the Candidate Criteria web form The criteria will be listed as entered into OARS for any specific posi tion Each of the criterion approved for the position are listed and each candidate must be evaluated against each one if they meet minimum qualifications If they do not meet minimum qualifications you don t have to evaluate the rest of the criteria To record the result of each evaluation click the Edit button adjacent to the Criterion being evaluat ed The Criterion Meet Status Type and the Comment fields can be edited There is a drop down menu to select whether the candidate met or did not meet the criteria After each candidate has been evaluated against each criterion select Save to update the database Candidate Criteria Working Title Asst or Associate Professor of Accounting 01 Position References Criteria Funding Links Distribution Candidates Committee Save Refresh Exit Print Candidate Name Edward Soho Meets All Criterion Name Description CriterionMeetStatusType Comment Minimum 3 years teaching experience Not Selected Update Preferred 5 years teaching experience Not Selected Criterion Met Candidate Criteria Form Page 45 Lesson 4 Candidate Entry and Evaluation OARS Training Check criteria for each candidate Steps PracticeData 1 Go to the Candidate List form Click on the Candidates tab in the main menu if necessary to select the candidate for criteria checkin
52. ext section Page 16 OARS Training Lesson 2 Creating a Position Add References to a Newly Created Position References ate used to evaluate the qualifications of each candidate applying for the position By adding references to the position it ensures the unbiased qualification of candidates To add refer ences to a position click the References tab on the menu bar The Position Reference web form will display There are 9 reference types to select from for each newly created position Select the type of reference required for the position You can add edit or delete references with this web form When all references have been added to the position they are saved once the Save button is selected Position Reference Working Title Asst or Associate Professor of Accounting 01 Position References Criteria Funding Links Distribution Committee Save Refresh Add Exit Reference Type Required Comment Resume C Letter of Reference Reference List Official Transcript Publications List Statement Application Proof of Licensure Samples of work Position Reference Form Add reference information Steps PracticeData 1 Go to the Position Reference Form Click the Reference tab on the menu bar 2 Add reference information Click the Add button in the sub menu 3 Add reference type Click on the down arrow under Reference Type and select Letter of Reference 4 Make the reference type required Click the
53. g 2 View the candidates entered Click the View button on the sub menu 3 Select the appropriate candidate Click the Select button next to Edward Soho 4 Go to the Candidate Criteria Click on the Criteria button on the Candidate Attributes web form menu 5 Select the first criterion name Click the Edit button located after the first criteria listed listed 6 Record the criteria as checked Click on the drop down box under the Criterion Status Type column or field Select Criterion Met 7 Update the criteria Click the Update button to mark the criteria as met 8 Select the second criteria listed Click the Edit button located after the second criterion listed 9 Record the criteria as checked Click on the drop down box under the Criterion Status col umn Select Criterion Not Met In the comment field enter only has 4 years of teaching experience 12 Enter criterion met or not met Click on the Criteria button on the Candidate Attributes menu Check all criteria as Criterion Met Note Steps 5 through 11 above or click Meets All Don t forget to click Save 13 Enter criterion met or not met Click on the Exit tab in the sub menu Click on the View for the third candidate button on the sub menu Click the Select button next to Susan Toughens Click on the Criteria button on the At tributes menu Check all criteria as Criterion Met Note Steps 5 through 11 above or click Meets All Don t forget to click Save 14 Exit c
54. g Create a Position To create a Position log in to the application and click the Position button on the Home page The Position Search page displays University of Missouri Columbia Home Contact Us Position Logout Online Academic Recruitment and Selection System User Train Train01 Acting As Train Train01 Position Search Search Search Type Search Value _ File Number g Position Search Page Navigate to Position Search Page Steps Practice Data 1 Go to the Position Search Page Click on the Position button on the Home Page Page 12 OARS Training Lesson 2 Creating a Position University of Missouri Columbia AAN Home Contact Us Position Logout Online Academic Recruitment and Selection System User Train Train01 Acting As Train Train01 Position Entry Save Refresh Clone Exit Job Title Not Selected Organization Accountancy Accountancy Incumbent Primary Position Group Not Selected Date Entered 1 17 2006 File Number Hire Procedure Not Selected Hire Type Not Selected Iv Female Goals 1 Position Number Minority Goals 1 Job Description ID Position State Position Entry Change State Job Code Not Selected Not Selected Job Description Summary Position Justification Working Title Estimated Salary Screenings Begin Date 1 17 2006 Service Basis Not Selected Appointment Start Date 1 17 20
55. ide instruction in Accountancy in Job Description text box 6 Justify position Type To fill position vacated in W05 semester in the Position Justification text box 7 State working title Type Asst or Associate Professor of Accountancy 2 digit computer machine number in the text box Example Asst or Associate Professor of Accountancy 07 8 Enter salary Enter 55 000 in the Salary text box 9 State Service Basis Click the down arrow next to Service basis and select 12 months 10 State Priority In the Priority box type the number 1 11 Enter Screening Enter today s date MM DD YYYY Begin Date 12 Enter Appointment Enter the start date in the Appointment Start Date box MM Start Date DD YYYY 13 Enter Appointment Enter the end date in the Appointment End Date box MM End Date DD YYYY 14 Enter Tenure Click on the checkbox in front of the word Tenure 15 State FTE Click the down arrow next to Hour FTE and select 40 100 16 Save the new position Click Save entry information Notice that the Change State area now has an active button titled Position Approval The web form will display with a new navigational menu bar This Position Entry form will be the basis for all other actions to be performed for the position The navigational menu bar includes links to the following position attributes References Criteria Funding inks Distribution list Committee These will be discussed in the n
56. in into the practice OARS application or the production OARS application The practice url for after training is https oarssandbox missouri edu University of Missouri Columbia 8 Home Contact Us Position Logout pu Online Academic Recruitment and Selection System User Train Train 10 Acting As Train Train 10 Announcements The OARS Training Manual Version 2 6 is now available online in PDF format Reports Copyright 2004 2009 The Curators of the University of Missouri OARS Version 2 6 0 1 3 9 2009 2 26 20 PM OARS Home Page Page 7 Lesson 1 Introduction to OARS OARS Training On the Home Page you will find that you ate logged in as a user There are three buttons to select from Admin Position and Reports The Admin button is used mostly by the OARS System Admin Istratot and some tasks can be done by the end user The Position button is what the end user will use for documenting the hiring process It covers everything from creating a position to a candidate accepting an offer Lesson 2 will cover the Position button The Reports button can be used by the end user to request reports User Interface The user interface associated with the Online Academic Recruitment and Selection System 1s Web based It consists of HTML documents with embedded hyper links form elements navigation but tons and buttons for sending and retrieving data Users should be familiar with the Internet and Web browser
57. ing Hiring Plan for the position The purpose is to ensure that an effective search has been done NOTE It is important to recognize you are not approving the recommended candidate s You are approving the pool of applicants that the recommended candidate s was selected from Navigate to the position and click the Approval tab The Position Approval web form will display The Response drop down menu will display your voting options Select the correct response and click the Vote button Approval Working Title Asst or Associate Professor of Accounting 01 Position References Criteria Funding Approval Distribution Candidates Committee View All Applicants I have reviewed the recruitment methods and the resulting applicant pool I agree that the search process has been effective in ae a sufficient pool of qualified candidates Response Reviewed Person Voted Vote Approval Date 2224 2226 Joleen Pfefer Approval Form Search Page 57 Lesson 5 Candidate Search Approval OARS Training NOTE If you select Pending or Not Approve the position will not proceed The Not Approve vote will trigger an e mail to the position Distribution List notifying them that the position will not be approved in its current form If the position has been left in a Pending or Not Approved state the system administrator must re set the Position State back to Candidate Entry to permit changes Once the changes are complete repeat the Sear
58. ink by selecting it from the drop down menu 7 Upload the form Click Edit next to the Link Type Click Browse and find the newly saved file Select the file and click Open 8 Update Click Update 9 Save the link Click Save The Advertisement and Methods are required Note To view the link that you saved to the OARS position click View next to your link Position Links Working Title amp sst or Associate Professor of Accounting 01 Position References Criteria Funding Approval Distribution Committee Save Refresh Downloadable Forms Criteria LinkTypeName Uploads Criteria View Edi Delete Methods Update Cancel Delete Advertisement View Delete Position Announcement View i Delete Letter of Offer View i Delete Edit Position Links Page 24 OARS Training Lesson 2 Creating a Position Add a Distribution List The Distribution List is a list of persons from the hiring unit and other associated units within the organizational hierarchy and shows the role to be performed by each person The distribution list consists of persons with positional authority to approve faculty recruitment and selection and gener ally includes the Department Chair Dean and VP IPFD The list is maintained by the hiring unit The function of the distribution list it to 1 Review and or approve the position 2 Review and or approve the search process once there is at least one recommended candidate
59. ions are included in this document Economic Development OARS User Manual Faculty Development OARS Criteria for Assessing Candidates Faculty Hirin y 9 OARS Ontine Academic Recruitment System Revised August 2004 Internationalization at MU OARS Proposed Methods for Recruitment UM System OARS Online Academic Recruitment System Revised August 2004 International Student OARS Recruitment Method Change Request Form OARS Online Academic Recruitment System Revised August 2004 Organizations OARS Position Advertisement Form Revised August 2004 OARS Position Vacancy Announcement Revised December 2004 Office of the Vice Provost Faculty Hiring page Page 23 Lesson 2 Creating a Position OARS Training Add a link to a position Steps Practice Data 1 Go to the Position Links Form Click the Links tab 2 Download a form from the Office of Click Downloadable Forms From the Resources menu the Vice Provost Faculty Hiring Page on the left side of the International Programs page click Faculty Hiring 3 Save the form to your machine Click the pdf link of the form you wish to use and save it to your machine 4 Edit the form and save Edit the form as needed and save it to your machine 5 Return to the OARS Position Links Return to your OARS position and click the Links tab if form necessaty 6 Select the type of form you are Select one of the link types from the list of default links uploading of add a l
60. ired Close or Leave Open by selecting the appropriate status from the Position Status drop down menu on the Position Entry web form Open indicates the Hiring Unit is actively recruiting for the position Hired indicates the position has been filled Close indicates the Hiring Unit was unsuccessful in recruiting an acceptable candidate and the recruitment efforts have ended Leave Open indicates that the first search was unsuccessful in recruiting an acceptable candidate but the Hiring Unit is continuing the recruitment effort Select the appropriate option for the drop down menu and click Save on the sub menu Note Use the Close Position Status only when a position hiring process ends prematurely and no candidate is hired Use the Hired Position Status when a candidate is successfully hired Estimated Salary 55000 00 Screenings Begin Date 1 17 2006 Service Basis Mot Selected Appointment Start Date 2 1 2006 Priority Appointment End Date 1 31 2007 Position Status Tenure Reappointment Hours FTE ery Mission Enhancement Grant Funded Close Leave Open Check the boxes below if the information is complete Reference Criteria Funding Distribution List Committee Links Completed Save Refresh Clone Exit Position Entry Form Change Position Status Page 70 OARS Training Lesson 6 Candidate Hire Approval A Step u I TENES Change a position status Steps Practice Data 1 Log in t
61. ity of Missouri Columbia e n Home Contact Us Position Logout a gt Online Academic Recruitment and Selection System User Joleen Pfefer Acting As Geri Hudson Geri Hudson Geri Hudson oleenPfefer IA Reports Home Page with Delegate Options Ste aft by ee Access delegation from Geri Hudson Steps Practice Data 1 Go to Favorites Click on the Favorites button in the browser and select Login to OARS 2 Enter ID Enter Pfeferj Click Login 3 Select appropriate delegate Click the drop down arrow next to Joleen Pfefer s name and click on Geri Hudson Page 81 Lesson 7 Administrative Functions OARS Training User Message Defaults The Message Default button accesses the e mail message selection menu This is the location where the user selects what e mail they want to receive and which they don t want to receive To view all available e mail generated by the OARS application select the Message Default button The e mail list will be adjusted as other e mail needs are identified but the procedure for selecting additional e mail will remain the same To select all messages click Select All in the sub menu To select a particular message select the appropriate check box To review your e mail selection click Refresh on the sub menu NOTE Until you select the messages you wish to receive you will NOT receive any e mail messages from the OARS application To perform your role be sure to sel
62. k in USA Candidate 3 Susan Marie Toughens Home Address PO Box 5430 Carbondale IL 54032 Work Address Univ of Illinois Carbondale 421 Arts and Science Bldg Carbondale IL 54022 Main Phone 243 555 8989 Cell Phone 243 463 2222 Gender Female Ethnicity White DOB 11 29 1972 Eligible to work in USA Other Candidate Attributes There are five candidate attributes for each candidate entered The attribute buttons are located just under the candidate s name on the Person Add Edit web form The attributes are Candidate Details Reference Criteria and Tenure Each of the five attributes and the data to be entered or checked in each attribute are explained in this section Person Add Edit Working Title Asst or Associate Professor of Accounting 01 Position References Criteria Save Exit New Links Distribution Candidates Committee Candidate Name Edward Soho Candidate Details Reference Criteria Links Tenure jJ Candidate Attributes Menu Page 42 OARS Training Lesson 4 Candidate Entry and Evaluation Candidate Reference The References that were approved for the position are now available to evaluate each candidate against The person that does this evaluation and subsequent data entry will vary between Hiring Units sometimes being the responsibility of the Position Search Committee Chairperson Candidate Reference Working Title Asst or Associate Professor of Accounting
63. k the Select button Click the Edit button next to Geri Hudson Click the down arrow in the Role Type field and select Committee Chair Click the Update button Click the Edit button next to Roy Moore 18 Select role Click the down arrow in the Role Type field and select Ex Officio 19 Update the role information Click the Update button 20 Save the committee information Click the Save button on the submenu 21 Return to the Position Entry Click the Position tab on the main menu form Page 28 OARS Training Lesson 2 Creating a Position Create a Position Using the Clone Method The main purpose of the Clone method is to create a new need for a position that has been previously occupied through duplication of that position The Clone method can be used in the following situations The Hiring Unit is filling the vacated position of a faculty member The Hiring Unit has identified more than one Candidate to hire for the same position In addition to the basic position information other attributes of the position can be cloned If it is appropriate you may also clone 1 Position Distribution List 2 Position Search Committee 3 Candidates and Approvals if making an additional hire from a pool of candidates Please review the MU Recruitment and Selection Guidelines and Procedures manual for specific details on when the Clone method is appropriate Position Clone Clone Exit Clone Asst or Associate Professor of Ac
64. n an individual logs into the OARS ap plication with their SSO ID PawPrint and password Active Directory processes the request If authentication is successful the user will be allowed to enter the OARS environment with the appro priate accessibility level University of Missouri Columbia OARS Home Contact Us Position Logout Online Academic Recruitment and Selection System Login to OARS PawPrint i Password Login to OARS Copyright 2006 The Curators of the University of Missouri OARS Version 2 0 1 1 30 2006 12 59 03 PM OARS Login Page If your Login was successful the Home page of the OARS application will display If your Login was unsuccessful try again or contact the system administrator at oars missouri edu Page 6 OARS Training Lesson 1 Introduction to OARS aft Step by Step Navigate to the OARS TRAINING Application 2 Go to OARS web location 3 Bookmark OARS login web page in LL E Click Add in the Favorites task pane on the left side of the screen Click OK 4 Log in to OARS In the login text box type train and the number of the computer in front of you in the training room Example train01 train02 train03 There isn t a password for the training database NOTE At your work site you will be entering your MU Pawprint and Password when going into the production OARS database Click Login to OARS NOTE The training url in the above Step by Step is not the url to log
65. nks can only be added during the Posi tion Entry state of a position The following forms ate available for download at http www missouri edu mafdwww pages programs facjobs htm OARS Criteria for Assessing Candidates OARS Proposed Methods for Recruitment OARS Recruitment Method Change Request Form OARS Position Advertisement Form OARS Position Vacancy Announcement From the Office of the Vice Provost Faculty Hiring page http www missouri edu mafdwww pages programs facjobs htm click the pdf of the form to be opened Save the file to your local machine Complete the form save it again to your local machine and link it to the OARS position ej Home About IPFD Committees Events News Contact A Z Index University of Missouri Columbia Office of the Vice Provost International Programs and Faculty Development Faculty Hiring FH IPFD Division Offices Asian Affairs Center Faculty Hiring Resources 211 Jesse Hall Faculty Positions Cambio Center Columbia MO 65211 Cancel Positions OARS Support oars missouri edu Post Positions Contact OARS 884 9591 882 9190 European Union Center Vice Provost 573 882 9061 Disability Services International Center Form Titles Program for Excellence me in Teaching OARS LOGIN TO OARS OARS Training Manual OARS Training Manual RELEASE 2 CHANGES OARS The Recruitment and Selection Guidelines and Procedures for Faculty and Resources academic Administrative Posit
66. nt Start Date The date the appointment for the Position is anticipated to begin Priority A single digit value indicating the priority for filling the Position The range is 1 5 with 1 being the highest priority Appointment End Date The date the appointment for the Position will end 8 Positions Status A drop down menu with available options of Open Hired Close and Leave Open FTE A drop down menu with the available range of Hours Percentage A check box to indicate if the selected candidate may be tenure eligible Reappointment A check box to indicate if the Position appointment term may be extended Mission Enhancement A check box to indicate if the Position is funded with Mission Enhancement funds Grant Funded A check box to indicate if the Position is grant funded Page 15 Lesson 2 Creating a Position OARS Training Create a position Steps Practice Data 1 Determine Hire Type Click the down arrow next to Hire Type and select Standard 2 Optional Enter Position If you know the PeopleSoft position number type it in the Number Position Number text box 3 Enter Job Description ID Enter a 7 digit number in the Job Description text box For train ing purposes enter 17 2 digit computer machine number 567 Example 1701567 4 Select appropriate Job Click the down arrow next to Job Code and select 1700 Assistant Code title from the drop Professor down menu 5 Describe the job Type Prov
67. o OARS training data Go to http oarstraining missouri edu and log in with base your training number e g train01 Click on Position Click Search 3 Seatch for position Scroll down and find the position being entered in training and click Select 4 Go to the Position Entry web Scroll down to Position Status and click on the drop down form Position Status field box 5 Change position status to Hired Select Hired from the drop down box 6 Save the change Click the Save button Note Be sure to change the Position Status as soon as a candidate is Hired If the Position Status is not changed the position will remain in Open Position Status in the OARS System Hired Print Notice of Completion Report Once the Position Status is saved to Hired status the Print Notice of Completion Report option becomes available This button is located under the Position Status drop down menu 1 Click Print Notice of Completion Report 2 Click View PDF 3 Save the pdf to your machine and print Note The Print Notice of Completion Report option is only available when a position is put in Hired status and saved Estimated Salary 40000 00 Screenings Begin Date 6 14 2004 Service Basis Appointment Start Date 8 1 2004 Priority 1 Appointment End Date 6 14 2006 Position Status Hired B Tenure Reappointment di ii Report Mission Enhancement Grant Funded Hours FTE Print Notice of Completion
68. ogin to OARS link each person listed in the distri Loi MOM og in as pfeferj bution list in order to move to A Candidate Entry Click Position Click Search This will give you practice with the Scroll down to find the position pertaining to the training OARS Position Search feature course Click Select Click on the Approval tab on the OARS menu bar Click the down arrow in the Response box Select Approve ot Review depending on the role of the individual Click on the Vote button 10 Repeat Step 9 until all persons Log in as meyerm and vote have voted an approve or review Once completed go to the Position Entry web form Next to Change State you will find the posi tion is now at the Candidate Entry point of the process Page 36 LESSON 4 CANDIDATE ENTRY AND EVALUATION In this lesson you will learn how to enter candidate details enter candidate references enter candidate criteria enter candidate tenure evaluate candidates approve disapprove candidates recognize e mails triggered by candidate approval disapproval Lesson 4 Candidate Entry and Evaluation OARS Training Candidate Entry The next step in the hiring process is to enter applicants for the position The Position State must say Candidate Entry in order to access the candidate entry forms All applicants are entered for the position and if they meet the minimum qualifications as set by the References and Criteria attributes they will become candida
69. opens in a table with Report Names and Descriptions University of Missouri Columbia PS Contact Us Position Logout Online Academic Recruitment and Selection System User Train Train 10 Acting As Train Train 10 Announcements The OARS Training Manual Version 2 6 is now available online in PDF format Copyright 2004 2009 The Curators of the University of Missouri OARS Version 2 6 0 1 3 9 2009 2 26 20 PM Reports Menu Report name Candidate Reference Report Recruiting Hiring Plan Alicante Summary Position tia cae Position Title of Applicants w Age Gender amp Ethnic OARS Home Page Help Description Details Lists candidate name reference name status type user checked by and checked date Open File Report Lists open files by department Closed Applicants Summary w Working Title Role T Candidates by Role Type te Lists All Applicants Their Info amp title offered to them for positions in Hired or Closed state Applicants Grouped by File Number w Age Gender amp Ethnic Group Hire Detail Report List Offer Details by Position Hire Report by File Number List of Newly Hired Employees by Position Applicants Candidates Non Selection Count by reasons of non selection of Applicants by Count Position Count of Applicants by Ethnic Group Summary of Applicants by Ethnic Group and Gender by Gender Role by Position Page 86 Approval State Report Date amp Vo
70. red but serves as a visual aid In addition to the attributes in the application there are four other items that must be completed and hyperlinked to OARS prior to submitting the position for approval They are Recruitment Method Form Criteria Form Position Announcement Advertisement Downloadable copies of these forms are available from the IFPD website at http ipfd mis souri edu forms oarsforms htm Each of these forms must be completed and submitted to oats missouti edu Page 32 OARS Training Lesson 3 Position Approval Submit a Position for Approval Once the position is ready for Approval navigate to the Position Entry web Form Click the Position Approval button located in the Change State field This will trigger an e mail to all members of the Distribution List but only if the member has elected to receive this e mail Position Entry Working Title Asst or Associate Professor of Accounting 01 Position References Criteria Funding Links Approval Distribution Committee Refresh Clone Exit Job Title ASSISTANT PROFESSOR Organization Accountancy Incumbent Primary Position Group REGULAR FACULTY Date Entered 1 17 2006 File Number Hire Procedure Full Hire Type Female Goals 1 Position Number Minority Goals 1 Job Description ID 11701567 Position State Position Entry Change State Position Approval Position Entry Form for Change State The Position State has changed to Posi
71. rganization button The Organization Search web form will display Select the organization type from the Type drop down menu Additional search features include entering the Name of the Organization Unit or the PeopleSoft ID Once the search criterion is entered click Search Organization Search Search Exit PeopleSoft ID Active Campus BU Division vCVP Organization Search Form Page 74 OARS Training Lesson 7 Administrative Functions The results of the search will display Click the Select button for the organization unit from the results If no results are displayed check the criterion and search again If the correct name or the correct PeopleSoft ID is entered the application will go directly to the Organization Entry web form There are two buttons to select from on the Organization Entry web form The Detail button items are only changed by the system administrator The Distribution List button when selected allows the end user to enter edit or update the departments s Distribution List Group Organization Entry Name Accountancy Detail Dist List Refresh Exit Name Accountancy Parent Business Type Department PeopleSoft ID CACCTANC Goal Minority Goal Female Active Organization Entry Form Note Currently Minority and Female Goals can only be added by Administrators Page 75 Lesson 7 Administrative Functions OARS Training Organization Detail
72. s to fund a position Additional departments are also be entered here to indicate joint appointments regardless of the split of funding The Position Funding form contains information from the Position Entry form as well as options to include split funding The form also allows the user to update edit or delete funding information The following information is pre filled from the information contained in the position entry form Organization the Hiring Unit that added the Position as well as any other Department that contributes to or benefits from the Position Funding the percentage of funds to be provided by each Organizational Unit Hours the number of hours based on the Funding field and the FTE of the Position If a Department is only split funding a position the number of hours in the column will still show a number of hours for the Department regardless of the faculty s home Minimum Salary auto calculated at 10 under the estimated salary for the Position Maximum Salary auto calculated at 10 over the estimated salary for the Position e Auto Calc a check box for auto calculation of Hours based on the value in the Funding field If you edit the salary range you need to uncheck the Auto Calc check box The above information can be edited deleted and or saved back to the Position Entry form The assigned MoCode for the Hiring Unit will be entered in the Position Funding form The code must
73. s the basis for their vote If the Hire is Approved an e mail will be sent to the members of the Position Distribution List informing them of the decision Each member will receive this e mail only if they have selected to receive this e mail The Position State is changed to Offer Acceptance A 51130 HL by Step Vote for hire approval Steps Practice Data 1 Log in to OARS training data Go to Favorites and log in to OARS as pfeferj base Click on Position then select Search 3 Search for position Scroll down and find the position being entered in training and click Select 4 Go to the Approval web form Click the Approval tab on the main menu 5 Vote for the approved hire Next to the Response field click the Vote button Note The Response field verbiage is different if you are a reviewer vs an approver Do not select pending or not approve in training 6 Log in to OARS Go to favorites and log in as deatonb 8 Search for position by file num Click on the down arrow next to Search Type and select File ber Number 9 Enter position file number In the Search Value text box enter the Position File Num ber that the database created for the position entered during training 10 Search positions Click the Search button Page 68 OARS Training Lesson 6 Candidate Hire Approval Practice Data 11 Select the appropriate position Click the Select button next to the appropriate button 12 Go to the Approval we
74. ssages 24 Select appropriate e mail Select the following e mail triggers by clicking the corresponding check box 1 10 11 12 13 22 23 24 25 Save changes Click Save 26 Exit Message Default Click Exit web form Page 91 Questions or Problems Please contact Sheryl Cullina or Human Resource Services if you have questions about OARS Sheryl Cullina HR Specialist Ill Human Resource Services 573 882 3840 Human Resource Services 573 882 7976 Last updated March 2009
75. sub menu 3 Select the appropriate candidate Click the Select button next to Edward Soho Note If Edward Soho does not show up as a candidate Search for him and Select him 4 Go to the Candidate Reference Click on the Reference button on the Candidate Attributes web form menu 5 Select the first reference name Click the Edit button located after the first reference listed listed 6 Record the reference as checked Click on the check box under the Checked column or field 7 Update the reference Click the Update button to mark the reference as checked 8 Select the second reference Click the Edit button located after the second reference listed listed 9 Record the reference as checked 12 Enter checked references for Click on the Reference button on the Candidate Attributes menu Check all references as completed Note Steps 5 through 11 above or use the Select All button Click Save 13 Enter checked references for Click on the Candidate tab in the main menu Click on the the remaining candidates View button on the sub menu Click the Select button next to Susan Toughens Click on the Reference button on the Candidate Attributes menu Check all references as completed Nove Steps 5 through 11 above or use the Select All button Click Save Page 44 OARS Training Lesson 4 Candidate Entry and Evaluation Candidate Criteria The minimum and preferred criteria entered during the position entry phase is now vi
76. te of Distribution List Members at Current State Reports Menu Form OARS Training Lesson 8 Reports To run a report click the Details link for the report to view the instructions for the report param eters These instructions will open in a new web browser so that you may refer to the instructions as you ate entering selecting parameters for the report Follow the instructions for each report Applicants Summary w Position Title User ID Rebecca Reissing File Number ob Description ID sd Leave this field blank ob Code Not Selected Not Selected Convetto PDF ViewHTML Convertto Excel Report Parameters Example A Step tl by Step Run a report Practice Data 1 Go to Favorites Click on the Favorites button in the browser if necessary 2 Log in to OARS Select Login to OARS zf necessary 3 Enter ID and log in Enter train01 train02 etc for the 8 am and 1 pm sessions Click Login if necessary 4 Access Reports information Click the Reports button 5 Access Report Click on the Applicants Summary w Position Title hyperlink 6 Enter appropriate param Enter your File Number the number you recorded earlier dur eters ing training 7 View Report Click on Convert to PDF 8 Save and or print The pdf can be saved to your machine and or printed Note There is also an option to Convert to Excel Page 87 Lesson 8 Reports OARS Training Page 88 LESSON 9 PUTTING IT ALL TOGETHER
77. tes A candidate need only be added one time Position Entry Working Title Asst or Associate Professor of Accounting 01 Position References Criteria Funding Links Distribution Candidates Committee Refresh Clone Exit Job Title ASSISTANT PROFESSOR Organization Accountancy Accountancy Incumbent Select Primary Position Group REGULAR FACULTY Date Entered 1 17 2006 File Number 060002 Hire Procedure Full Hire Type Standard Female Goals 1 Position Number Minority Goals 1 Job Description ID 4751567 Position State Candidate Entry Change State Search Approval Position State Candidate Entry Navigate to the position you want to add applicants for if necessary The Position Entry web form now has an additional tab titled Candidates Click the Candidates tab to access the web form and click Add Candidate in the sub menu to begin data entry Candidate List Working Title Asst or Associate Professor of Accounting 01 Position References Criteria Funding Links Distribution Candidates Committee Add Candidate Applicant v Active Candidate List Page 38 OARS Training Lesson 4 Candidate Entry and Evaluation Search for a Candidate The Candidate Search web form will display You have two options Search for a person that has already been entered into the system or add a New candidate Searching for the candidate first is considered best practice to prevent adding a candid
78. the down arrow next to Address Type and select Per manent Address Note If an incorrect value is entered click the Delete button to remove it and re enter the correct value 5 Enter the international work Click the down arrow next to Address Type and select Work address Address Click the check box next to International Note the form refreshes with the appropriate international address attributes 7 Enter communication type for Click the down arrow next to the Communication Type and candidate s cell phone select Cell Phone Enter 573 489 7777 in the Value placeholder Note Must use parenthesis for area code 8 Save cell phone number Click the Save button on the submenu bar 9 Enter candidate s e mail address Click the down arrow next to the Communication Type and select E mail Address VENTA 14 Enter eligibility to work in US Click on the check box next to Eligible to Work in the USA in this position 15 Save candidate information Click the Save button on the sub menu 16 Exit candidate details Click Exit Page 41 Lesson 4 Candidate Entry and Evaluation OARS Training Repeat the steps above and enter the following candidate information Candidate 2 John Terry Catlin Permanent Address 6543 Edwards Dr St Charles Missouri 62222 E mail Address catlin earthlink org Cell Phone 314 429 5555 Home Phone 314 332 0987 Gender Male Ethnicity White DOB 4 16 1966 Eligible to wor
79. tion Approval and the Change State field is now blank All persons on the Distribution List must perform the review or approve disapprove action before any other actions can be performed on the position Approve a position Steps PracticeData 1 Go to the Position Entry form Click the Position tab on the main menu 2 Approve the position Click the Position Approval button next to Change State under Job Description ID 3 Save approval Click the Save button Page 33 Lesson 3 Position Approval OARS Training Approve Review the Position after E mail Notification When a Position has been submitted for approval all members of the Distribution List will receive an e mail informing them that a review or approval is needed The body of the e mail will give spe cific information about the position to be approved All members of the Distribution List will get the e mail at the same time so individuals higher up in the hierarchy of approvals will need to be sure that they don t act before individuals whose prior review approval is required From UMC MAFD oars umcmafdoars missouri edu Sent Wed 1 25 2006 8 10 4M To EE Subject 4 position has been submitted for recruiting approval University of Missouri Columbia AVN gt aw Home Contact Us Position Y c Online Academic Recruitment and Selection System The recruiting hiring plan for the following position has been submitted for review and approval
80. tion for the Position will be the responsibility of the Hiring Unit Committee Members review and approve or disapprove each Candidate entered for a specific position The policy for performing this function can be found in the IPFD Policy and Guidelines at the beginning of this manual Distribution List is an informational mailing list put together for each position and specifies who is responsible for performing certain approval and review functions within the application The Hiring Units organizational structure will determine the specific persons to perform each function The main functions of the Distribution List are o Approves Disapproves the Position including the funding criteria and other associated requirements as determined by the Hiring Unit o Approves Disapproves the Applicant pool search methods This is done once all the Candidates have been reviewed by the Committee and at least one Candidate is recommended for the Position Please refer to the IPFD Policy and Guidelines in the OARS user manual for specific requirements for Applicant Searches o Approves Disapproves the Offer of Employment Page 9 Lesson 1 Introduction to OARS OARS Training Page 10 LESSON 2 CREATING A POSITION In this lesson you will learn how to create a position enter position information add references to a position add criteria to a position add funding to a position Lesson 2 Creating a Position OARS Trainin
81. us drop down menu and select Tenured Click Save 5 View Candidate Tenure form Click Tenure See page 54 for the remaining steps Page 53 Lesson 4 Candidate Entry and Evaluation OARS Training Steps continued Practice Data 6 Check progress Click the box next to Dept P amp T Committee vote Click the box next to Division P amp T Committee vote date Click the box next to Statement of how hire fits into strategic plan Click the box next to External review letters 7 Save content Click Save The next step in the hiring process is Search Approval which submits the applicant pool for ap proval This is discussed in the next lesson Page 54 LESSON 5 CANDIDATE SEARCH APPROVAL In this lesson you will learn how to submit applicant pool for approval e approve review candidate and vote recognize e mails triggered by candidate approval disapproval Lesson 5 Candidate Search Approval OARS Training Search Approval The next step in the hiring process is to submit the applicant pool for approval The approvals must be completed by the persons who were appointed to the approval role on the Distribution List This is done after all applicants have been entered into the application by the data entry person and evalu ated by the Position Search Committee and at least one candidate has been recommended with a rank of 1 An e mail will notify the Position Distribution List that the Position Search Committee has compl
82. ve changes Click the Save button on the submenu Approve a Hire The Hire Approval is the process of approving the recommended hire for the position Navigate to the position and click on the Approval tab The Position Approval web form will display The Response drop down menu will display your voting options Select the correct response and click the Vote button Approval Working Title Asst or Associate Professor of Accounting 01 Position References Criteria Funding Links Approval Distribution Candidates Committee nel 2226 Joleen Pfefer Approval Form Hire Page 67 Lesson 6 Candidate Hire Approval OARS Training The Position Approval web form will display The Response drop down menu will display your vot ing options Select the correct response and click the Vote button Note If you select Pending or Not Approve the position will not proceed The Not Approve vote will trigger an e mail to the Position Distribution List notifying them that the position will not be approved in its current form If the position has been left in a Pending or Not Approved state the system administrator must re set the Position State back to Recommended Hire to permit changes Once the changes are complete repeat the Hire Approval process again Note By resetting the position back to Recommended Hite state all members of the Position Distri bution List will have to vote again using the new attributes of the position a
83. vidual Select the Edit button next to Mary Meyer 5 Change role of individual Click the down arrow in the Role Type field and select Review 6 Update field Click the Update button 7 Save changes Click the Save button on the submenu Position Distribution List Working Title Asst or Associate Professor of Accounting 01 Position References Criteria Funding Distribution Committee Save Department Add Group Add Person Refresh Name Role Type Mary Meyer Brady Deaton amp pproval Non amp pproval Distribution List Form Adding a Person to the Distribution List The OARS application allows the user to add a person for a specific position only to the distribution list if they don t appear automatically Using the Add Person button allows this to happen A seatch is conducted to find the person to be added An OARS Users Only button is displayed in the Distribution List Search form It is check marked by default If the search does not return a result or the name of the person you are trying to add is not in the search results uncheck the OARS Users Only check box and search again Page 26 OARS Training Lesson 2 Creating a Position A Step dl by Step Add a person to the distribution list Practice Data 1 Go to the Distribution List Select or click the Distribution List tab on the main menu if form necessary 2 Select the Add Person feature Click the Add Person button on the submenu 3 Add person

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