1 Part-Time Staff Employment Postings Missouri State University Applicant Tracking System Office of Human Resources December 2011 Revised November 2011 Postings
2 Sign On 3 Creating a New Posting 3 Posting Details 5 Applicant Documents 5 Supplemental Questions 6 Guest User Account 7 Summary 8 Screening Applicants Sign On 10 Screening Applicants 11 Filling the Posting with Human Resources 13 Glossary 14 2
3 Missouri State University Applicant Tracking System Part-Time Staff Employment Postings To Sign On to Training Site (Used for training purposes only) https://missouristate-training.peopleadmin.com/hr To Sign On to Production Site (Used for posting positions on the live site) https://jobs.missouristate.edu/hr Your username and password will be assigned to you by Human Resources after your employee training session. On the upper right hand side of the screen, your name should appear and you should select department user. If department user is not available, contact Human Resources. Refresh. Creating a New Posting Select Postings tab. Select Part Time Staff. Select orange button Create new Posting. 3
4 Select create from position type in pop-up box. When creating posting from an existing posting, the user who originally created the posting only can create from that original posting. Complete fields on page. Select orange create new posting button. 4
5 Posting Details Complete job posting page. Information typed into the Description of Primary Duties box will appear on the applicant portal page for applicants to view. This information should accurately describe the required duties of the position to inform the applicant about the position. Select your name in the department user box. Next, in the same way, select the Applicant Reviewer (person who will move the applicants in the system). You will also select your Dean/Division and Executive Approver. *NOTE: All users will need to attend a training session before receiving a username and password. Their name may appear in the User box, but they cannot access the system without a username and password. Open date: This should be a future date to allow for review of the posting and activation of the position on the applicant portal. Close date: This is the date the position will no longer be viewable on the applicant portal. These dates could be adjusted by HR Applicant Documents Only select include on any documents that you want the applicant to provide. DO NOT select required. If the applicant does not provide the required documents, their application cannot be submitted. *If a department decides to require documents for the application process, both the Included and Required boxes need to be selected. 5
6 Supplemental Questions Select orange add a question button. In category section, select from the drop-down list. Select boxes next to desired question or questions. Click submit at bottom of page. Select required box on each supplemental question. Additionally, click on the highlighted blue question to determine if there are predefined answers to the questions. The system can assist the hiring department when screening applicants if the disqualifying feature is selected. 6
7 Individualized supplemental questions may be created but will be pending until approved by the Office of Human Resources. *NOTE: Supplemental questions should be regarding requirements for the position and not work history or interview questions. Recruitment Resources Select all recruitment resources needed for your specific job posting. You will select the category first and then select the specific recruitment resource within that category. Guest User Account Only full-time University employees have an account in the Applicant Tracking System. Guest user accounts can be created for individuals who do not have an account with the system (i.e. Graduate Assistants, student workers, etc.). Guest user accounts will allow individuals or full-time employees in other Cost Centers to view applications only. They will have no authority to move applicants through the hiring process. Guest user account is assigned per each posting. Username and password are automatically generated by the system. To add a guest user, type address into box and select Update Guest User Recipient List 7
8 Summary Review posting on Summary screen for accuracy. If the details of the posting are correct, the summary page will contain all blue check marks. If something is incorrect within the posting, there will be an exclamation point error notice on the summary page. Select the edit link to return to the posting and make the correction. The specific error will appear in the title bar. After corrections are made and saved, the summary page should contain all blue check marks. Select orange take action on posting button. Move to Department Approver. The Department Approver will review and approve the posting details. Next, the Dean/Division Approver and/or the Executive Approver will review and approve the posting. HR will review the posting last. The position will post on the open date, and will be viewable on the applicant portal. Applicants will be able to select the position on the applicant portal and submit their application. 8
9 Part-time Staff Screening Applicants Office of Human Resources Part-time Staff Employment 9
10 Screening Applicants To Sign On to Training Site (Used for training purposes only) https://missouristate-training.peopleadmin.com/hr To Sign On to Production Site (Used for posting positions on the live site) https://jobs.missouristate.edu/hr After the position closes, Human Resources will transition the applicants to the Applicant Reviewer. Until this occurs, the Applicant Reviewer will not be able to see any applicants. Your username and password will be provided to you by Human Resources when you attend the Applicant Tracking training session. On the upper right hand side of the screen, your name should appear and you should select Applicant Reviewer. If Applicant Reviewer is not available, contact Human Resources. Select Postings tab. Select Part Time Staff. Remember to select the Refresh button if you need to change your group to Applicant Reviewer. Select desired position title under Part Time Staff Postings. 10
11 To view all applicants associated with this job title, select the applicants tab. Screening Applicants Select applicant s name to view the application. Select orange take action on job application button to move applicants through the workflow. For each applicant, options include: Select not hired and select a reason for not pursuing candidate. Select Selected for On Campus Interview and provide a reason to interview the candidate. Provide a reason for selecting the applicant for an interview in the text box and select Submit. You will now interview the applicants you selected for on campus interviews. Next, you will select the applicant(s) you want to do references on in preparation to hire. 11
12 Select not hired and select a reason for not pursuing an applicant you have interviewed. Select Top Candidate-Check References and provide a reason for selecting the applicant as a Top Candidate and select submit. Select Recommend for Hire HR Final Review for the applicant you wish to hire. Select submit, and contact HR to let them know you have transitioned the applicant for review. Filling the Posting HR will determine if the applicant needs to complete a background check. Once the background check is completed and HR has the necessary reference check forms, the posting can be move to Filled. It is 12
13 important all the applicants are at a Not Hired or Hired state. The system will send out a non-select to all applicants in the Not Hired state when HR moves the posting to Filled. Make sure to complete and submit the Personnel Action Form to have the new hire entered into Banner. Glossary Applicant portal 13
14 Applicants access point to the Applicant Tracking System; the web page applicants visit to apply for jobs at your institution. Applicant Tracking System (ATS) The system that automates the processes of creating, approving, and posting job vacancies, as well as reviewing, selecting, and notifying applicants. Approval process The sequence of steps a posting or requisition goes through to get approved for advertisement, along with the employees who interact with the requisition along the way. Cancelled When a position is cancelled, it is no longer viewable on the site and applications can no longer be submitted. Cancelled may be used when a mistake is made in the Draft Posting and the posting needs to be removed, or when no applicant is hired for the posting. Closed When a posting is in the closed state, it is no longer viewable on the site and applications can no longer be submitted. Departmental scope Access to all postings associated with a single department. Filled When a posting is moved to the filled state, the applicants can view that the position has been filled on the Applicant Portal. Those applicants who were not hired or whom the system determined not qualified will receive an notification. Permission A user type s ability to access (view and/or edit) an object in the system; ex. a user who creates a job posting has permission to view and edit that posting. Personal scope Access to only those postings a user has been assigned. Scope A user type's collection of permissions; ex. personal, departmental, university. 14
15 University scope Access to all postings at the University. User portal Your employees access point to your Applicant Tracking System, the web page they visit to create and approve job postings and review applications. User type A role that can be assigned to individual users in the Applicant Tracking System, ex. Hiring Manager. Every user has a user type. Web portal An access point to information on the Internet or online software. Workflow A predefined sequence of tasks, the completion of which results in a predictable, desirable outcome; ex. the sequence of events a job posting follows in order to get approved for posting. 15
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