NORTH CAROLINA STATE UNIVERSITY ONLINE EMPLOYMENT SYSTEM HIRING MANAGER S AND USER S GUIDE FOR EPA & STAFF VACANCIES

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1 NORTH CAROLINA STATE UNIVERSITY ONLINE EMPLOYMENT SYSTEM HIRING MANAGER S AND USER S GUIDE FOR EPA & STAFF VACANCIES Human Resources 2711 Sullivan Drive Suite 201, Box 7210 Administrative Services Building II

2 TABLE OF CONTENTS INTRODUCTION...3 GETTING STARTED CREATING AN ACCOUNT...4 jobs.ncsu.edu/hr...4 Changing default view..6 ADMINISTRATIVE FUNCTIONS...7 Changing Your Password...7 Changing User Type...8 Logging Out CREATING A VACANCY NOTICE...10 Entering Vacancy Notice Information...10 Additional EPA Information Tab 12 Attachments Tab.14 Activating Guest Users...15 Submitting the Vacancy Notice for Approval...17 VIEWING APPLICANTS FOR YOUR VACANCY...19 Sorting & Filtering Applicants by Different Criteria...21 Viewing and Printing Applications...22 Viewing and Printing Documents (Cover Letters & Resumes/CV s)...23 Changing the Status of Applicants...25 Interim Report for EPA Recruitments..28 COMPLETING AND ROUTING HIRING PROPOSAL

3 INTRODUCTION Welcome to the North Carolina State University Online Employment Application System. Human Resources (HR) implemented this system to automate many of the paper-driven aspects of the employment process. You will use this system to: Create and submit Vacancy Notices to HR for Staff and EPA Positions Submit EPA Time-Limited Appointment and Waiver Requests View applicants for your Vacancy Notices Notify HR and OEO of your decisions regarding the status of each applicant The system is designed to benefit you by facilitating: Faster processing of employment information Real-time access to information regarding your Vacancy Notices More detailed screening of applicants qualifications before they reach the referral stage Your Web Browser The Employment Application System is designed to run in a web browser over the Internet. The system supports browser versions of Netscape 4.7 and above and Internet Explorer 4.0 and above. However some of the older browser versions are less powerful than newer versions, so the appearance of certain screens and printed documents may be slightly askew. The NC State University jobs web site is best viewed in the following browsers: IE 5.5 or above for Windows, Netscape 5.5 or above for Windows, Netscape 7.2 for Mac, IE 5 for Mac. Please notify Employment Services or ) of any significant issues that arise. The site also requires you to have Adobe Acrobat Reader installed. A free download is available at It is recommended that you do not use your browser's "Back", "Forward" or "Refresh" buttons to navigate the site or open a new browser window from your existing window. This may cause loss of data or being logged out of the system. Please use the navigational buttons within the site. Security of Applicant Data To ensure the security of the data provided by applicants, the system will automatically log you out after 60 minutes if it detects no activity. Anytime you leave your computer, we strongly recommend that you save any work in progress and logout of the system by clicking on the logout link located on the bottom left side of your screen. 3

4 GETTING STARTED Creating an account https://jobs.ncsu.edu/hr After entering the URL or accessing the system from the Employment Services website, the login screen for the system will appear and should be similar to the following screen: Before you may enter the site, you must create your own account by clicking on the Create User Account" link on the left side of the screen. After you click this link, the following screen will appear: 4

5 Enter a user name and password, along with the rest of the requested information. Please remember your user name and password. You will need them each time you log into the system. After completing this form, click Continue, and you will be asked to review your information. After you have reviewed it, click Submit. Your request will then be sent to Human Resources, who will approve or deny your account. If you request a user type other than Hiring Official, you must have an approval sent from a Dean/Director/Dept Head allowing access to the entire department. Usertypes Available: Hiring Official Dept. Rep. AA Officer Director Dept. Head Dean/Vice Chancellor Once HR notifies you that your request has been accepted, you will then be able to log into the system with your user name and password. https://jobs.ncsu.edu/hr NOTE: If you requested any user type other than Hiring Official you will need to change your default view to Department View rather than user view. See next page. 5

6 Select Department view and click on change for this session or change for future sessions. 6

7 ADMINISTRATIVE FUNCTIONS Changing Your Password To change your password, click the Change Password link on the left navigation bar, and enter the required information. The change will be updated automatically. 7

8 Changing User Type If you have multiple user types in the system (ex: Hiring Official and Department Head), you will be notified at the top of each page of your active user group. You may need to toggle between your user types in order to approve actions at the appropriate level. To do this, click on Change User Type from the menu on the left of the page. 8

9 Select the user type you would like to change to and click on Change Group. Logging Out To ensure the security of the data provided by applicants, the system will automatically log you out after 60 minutes if it detects no activity. However, anytime you leave your computer we strongly recommend that you save any work in progress and logout of the system by clicking on the logout link located on the bottom left side of your screen. 9

10 CREATING A VACANCY NOTICE *EPA & Staff Recruitments *EPA Time-Limited and Waiver requests Login to the system at: (we recommend bookmarking this site for future access). To create a Vacancy Notice, begin by clicking a link under the header Create Vacancy Notice. Your options are: From a Template (where several fields are predefined) From a Previous Posting Entering Vacancy Notice Information In the following example, the "Create from a Template option was selected. After searching for and clicking on the template you want to use, click on create under the position title, you should see a screen similar to the following: There are several tabs across the top of the screen. When you first enter this screen, you will be in the General Information tab. Some of the data fields will already be completed based on the template selected. Your data fields may be slightly different from those pictured due to customization. Complete all tabs on the vacancy notice that are related to the type of position you are entering. Note: you may need to use the Additional EPA Information and Additional Temp tabs. A few notes about this screen: 1. Fields with an Asterisk (*) are required, so if you do not include information in the field, an error message will appear and you will be required to complete it. 2. VERY IMPORTANT: A Vacancy Notice is Not Saved until after you have completed the final step of the process by clicking Confirm on the final summary page. If you log out or click a link on the left side before completing these steps, none of the information you have edited will be saved. TIP: Fields written in red text will appear on the applicant site exactly as you enter it on this screen, so please proofread carefully. 10

11 This page includes information for Staff and EPA positions such as listing the hiring official and contact information. This is also where EPA and Staff positions list all outside recruitment methods used. 11

12 This page is only for EPA positions. It includes such information as EPA application materials required and all required/optional fields concerning EPA Time-Limited Appointments and Waiver Requests (this information is on the bottom half of the screen). 12

13 This is the portion of the Additional EPA Information tab that must be filled out for EPA Time-Limited Appointments or Waiver Requests. 13

14 The "Attachments tab is set up to allow up to three attachments, ads, CV and Cover Letters for EPA Time- Limited and Waiver positions, Competency Assessment forms for banded Staff positions, and other documents that may be needed. 14

15 Activating Guest Users Guest User accounts are used by search committee or interview panel members. If your Vacancy Notice involves committee review, you may set up a special account that will be used by members of the review committee to log into the system and view the applicants for the Vacancy. Guest Users are only able to view the applicants for the Vacancy Notice(s) to which they are assigned, and are not permitted to take action on any of the applicants. Also, Guest Users are only able to view the Vacancy Notice(s) to which they are assigned. When the Vacancy Notice is filled, the guest user name and password are automatically deactivated. To set up a guest user account, click the "Activate Guest User" link. 15

16 After clicking the Activate Guest User link, you should see a screen similar to the following: The system automatically assigns a User Name for this Vacancy Notice (which will be GU####). You will need to enter a password, which must be between 6 and 20 characters. Please record this user name and password and notify the Hiring Manager of the user name and password so that he or she can give it to the committee members. After entering a password for the Guest User, click Continue to Next Section to continue to the final step. 16

17 Submitting the Vacancy Notice After clicking the Continue to Next Section button from the previous screen and viewing any notes associated with the Vacancy Notice, click on the Continue to Next Section or View Vacancy Notice Summary buttons. You should see a screen similar to the following. Scroll down through this screen to review the information you entered. The following approvals are needed for Staff recruitments: Hiring Official Unit AA Officer Human Resources EPA Time-Limited Hiring Proposal Routing Hiring Official One of the following: Dean, Director, Dept Head Unit AA Officer Human Resources The following Approvals are needed for Regular EPA recruitments: Hiring Official One of the following: Dean, Director, Dept.Head Unit AA Officer Human Resources EPA Waiver Routing Hiring Official One of the following: Dean, Director, Dept Head Unit AA Officer Human Resources University AA Officer *Note--Some units on campus require approval by "Departmental Human Resources". Check with your unit's personnel representative to determine if this is a requirement. (The posting status options beginning with EPA are not required steps for Staff vacancies.) 17

18 The last step is to select one of the choices and click the Continue button either at the top or the bottom of this page. After selecting your choice, click Continue to go to the confirmation page. Press Confirm to complete this step. The details of your Vacancy Notice are NOT SAVED until you complete this step. Once the vacancy has been approved through all of the approval levels and posted, the Hiring Official will be notified via . 18

19 VIEWING APPLICANTS FOR YOUR VACANCY NOTICES After logging into the system, if you have a Vacancy Notice that is currently accepting applications, you will see a screen that looks similar to the following: Underneath the Job Postings heading on the left navigation bar, you are presented with the option to View Active, Pending or Historical Vacancy Notices. View Active: Vacancy Notices that are Active are: currently posted on the applicant site, or closed for recruitment but not yet filled View Pending: Vacancy Notices that are Pending are: pending approval to post approved by HR but not Active on the applicant site View Historical: Vacancy Notices that are Historical are either: Filled Cancelled To view the details of a specific vacancy, including the description and the applicants to that vacancy, click on the word View below the relevant title. This will bring you to a screen similar to the following: 19

20 You will notice the posting data is divided into tabs, listed across the top, starting with Applicants. This first tab lists the applicants who have applied to this posting. Additional information is also provided on this screen, including date applied, status, etc. You may click through the other tabs at the top of the screen to view more details about the Vacancy Notice. From the screen shown above, you may perform a number of tasks, including: Sort and view applicants by different criteria Print applications and documents Change an applicant s status 20

21 Sorting & Filtering Applicants by Different Criteria To sort applicants by Name, Date Applied, etc., click the arrow at the top of the data column you wish to sort. The order in which applicants are displayed will change accordingly. You may also choose to show Active Applicants, Inactive Applicants, or both. This is performed by checking the boxes next to Active Applicants (active Applicants are those still under review) and Inactive Applicants (inactive applicants are no longer under review). Click the Refresh button to refresh the screen. 21

22 Viewing and Printing Applications To view and print a single application, click the link "View Application" under the applicant s name from the "Active Applicants" screen (the screen shown on the previous page). After clicking on this link, a new browser window will appear with the application. It may take a few moments for the information to load into the new window. Select File>Print from your browser s menu to print the applications. To close the window, click the "Close Window" link, or click the X in the upper right-hand corner of the window (this will NOT log you out of the system it will simply return you to the list of applicants on the View Applicants screen). To view and print multiple applications at the same time, perform the following steps: 1. Check the boxes next to the corresponding applicants whose applications you wish to print (or click the All/None link). These boxes are located on the right side of the page. (See below.) 2. Click the View Multiple Applications button. 3. A new window will appear (it may take a few moments to load). This window contains all the applications you selected to print. 4. Select File > Print from your browser s menu to print the application(s). 22

23 Viewing and Printing Documents (Cover letters and Resume/CV s) This process is very similar to printing applications, except the documents appear in the Adobe Acrobat Reader software. This is done to preserve the integrity of the documents formatting and to assist in preventing viruses from entering the system via documents attached by applicants. To view and print a single document (such as a resume or cover letter) that the applicant attached when applying for the posting, click the link of the document under the column labeled Documents from the "Active Applicants" screen. After clicking the link, a new window will appear (it may take a few moments to load) in Adobe Acrobat Reader. This window contains the document for the applicant you selected to print. Select File>Print from the Adobe Acrobat Reader menu to print the document. To close the window, click on the X in the upper right corner of the window (this will NOT log you out of the system it will simply return you to the list of applicants on the View Posting screen). To view and print multiple documents at the same time, perform the following steps: 1. Check the boxes next to the corresponding applicants you wish to print (or click the All/None link). These boxes are located on the right side of the page. 2. Click the View Multiple Documents button. 3. Select File>Print from the Adobe Acrobat menu. 23

24 Viewing an Applicant s History While in the Active Applicants screen, you may view an applicant s history. Every time an applicant changes status (i.e. submits their application, withdraws their application, is no longer under consideration, etc.), a record is made automatically in the Notes/History section, which is viewable on this screen. Common History entries you may see include: Incomplete Attached Application (indicating the applicant clicked the Apply to this Position button) Incomplete Attached Questions (indicating the applicant clicked the Submit Questions button) Incomplete Attached Documents (indicating the applicant clicked the Finished Attaching Documents button) Completed Application Process (indicating that the applicant completed all necessary steps in applying for that position) The Modified By column shows you who was responsible for moving the applicant through that step. An action taken by Template or System Generated indicates that the system automatically moved the applicant to that step in the process. Click Return to return to the previous screen. 24

25 Changing the Status of Applicants While in the Active Applicants display screen, you can change the status of applicants as you review their applications. To change the status of one applicant, click the Change Status link under the Status column in the row corresponding to the applicant (see following example). To change the status of multiple applicants at the same time, check the box below the All/None column for each applicant that you wish to change (or click the All/None link), and then click the button labeled Change Multiple Applicant Statuses. 25

26 After clicking the Change Multiple Applicant Statuses button, a screen similar to the following will appear: Under the Status column there is a drop down menu of the different statuses an applicant could be changed to. Select the new status for each applicant, and then click the Continue to Confirm Page button. To reset the statuses to their original values, click the Reset to Original Status button. To return to the previous screen, click Cancel. If all of the applicants selected should be changed to the same status, you can use the Change for All Applicants option listed at the top of the page to change the statuses at once. 26

27 After clicking the Continue to Confirm Page button, you will come to a confirmation page. Select the Save Status Changes button to complete the action. Select the Cancel button to return to the previous screen to edit your changes. 27

28 Interim Report for EPA Recruitments EPA positions require the submittal and approval of an Interim Recruitment Report before interviews may be conducted. An Interim Report may be submitted while a position is at an open or closed status, and more than one Interim Report can be submitted. This step is not needed for Staff recruitments. How to submit the Interim Report: Change the status of all applicants to one of the following statuses: Not Interviewed-Not Hired (choose a reason) EPA First Tier EPA Second Tier After changing applicant statuses, but before submitting the Interim report, your screen should look similar to the following: 28

29 Completing/Routing the Interim Report Approval levels required: Hiring Official One of the following: (Dean/Director/Dept. Head) Unit AA Officer University AA Officer The following is an example of what your routing options should look like before submitting the Interim Report. Note that you should select the option EPA: Submit Interim Report for the Dean, Director, or Department Head approval. After checking your desired routing option, you will click on the continue button, which will take you to a confirmation screen where you will click confirm to save and send your Interim Report. Note: Once the University Affirmative Action Officer approves the Interim, the Hiring Official, AA Officer and Departmental HR will be notified via to move forward with interviews. 29

30 Completing/Routing Hiring Proposal EPA and Staff vacancies must be closed for recruitment before a hiring proposal can be routed. To close recruitment, contact your Employment Specialist. All candidates must be given a final status and should be listed as an Inactive Applicant before submitting the Hiring Proposal. First Choice Interviewed-Not Hired You must then select a reason Not Interviewed-Not Hired You must then select a reason Complete Hiring Proposal Tab Note: Staff banded vacancies that are being filled at a band level higher than what was advertised require a Competency Assessment be completed on the First Choice candidate and attached with the Hiring Proposal (see the Attachments tab and then click on the attach button associated with the Competency Assessment document line.) Ex: If the position was advertised at the Journey level and you are bringing the candidate in at the Advanced level, the competency assessment must be attached. 30

31 Routing Hiring Proposal Once recruitment has been closed, interviews and references have been conducted, and all applicants are Inactive, submit the Hiring Proposal to the appropriate level. The following approvals are needed: Hiring Official Dean, Director, or Department Head level (only one is required) Unit Affirmative Action Officer Human Resources University Affirmative Action Officer** *Note--Some units on campus require approval by "Departmental Human Resources". Check with your unit's personnel representative to determine if this is a requirement. **Note All EPA regular recruitments must be approved by the University Affirmative Action Officer. Once you receive the Hiring Proposal approval , the offer can be extended. When your First Choice candidate has accepted the offer, change the vacancy to "Filled" to close out the search. At this time, applicants will be able to view their final status (the reason will not be visible to applicants). Once the offer has been accepted, you must send notification letters to all candidates that were interviewed but not hired (for both Staff and EPA vacancies). A sample letter can be found at for Staff vacancies and for EPA/Faculty vacancies. 31

32 Please contact Employment Services if you any questions throughout the recruitment process. Human Resources Employment Services 2711 Sullivan Drive Suite 201, Box 7210 Administrative Services Building II

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