MSU Online Employment System

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1 Mississippi State University MSU Online Employment System Hiring Manager User Guide Department of Human Resources Management October 10, 2013

2 TABLE OF CONTENTS INTRODUCTION... 1 GETTING STARTED AND NAVIGATION... 2 Creating an Account... 2 Logging In... 4 Navigation... 5 CREATING A POSITION APPROVAL REQUEST FORM (PARF)... 6 Posting Details... 7 Notes on the PARF Waiver/Administrative Transfer Documents Activating a Guest User Notes/History Submitting a PARF Applicants Apply Offline VIEWING APPLICANTS Viewing Applicants Sorting Applicants Viewing and Printing Applications Viewing and Printing Documents Viewing Applicant s History CLOSING AND FILLING A PARF Changing Applicant Status New Hire Info Filling the Position ADMINISTRATION FUNCTIONS Changing Password Logging Out APPENDIX Workflow for Regular Posting Process Workflow for Waiver/Admin Transfer Process i

3 INTRODUCTION Welcome to the Mississippi State University Online Employment Application System. The Department of Human Resources Management has implemented this system in order to automate many of the paper-driven aspects of the employment application process. You will use this system to: Create and submit Position Approval Request Forms to HR (including Waivers and Administrative Transfers) View Applicants for your Position Approval Request Forms Notify HR of your decisions regarding the status of each applicant This manual was created by the Department of Human Resources Management to assist with your understanding of this system. In addition to this manual, User Training & Support also offers structured workshops for departments to receive instruction and practice in various areas of the MSU Online Employment System. If you have questions about using the MSU Online Employment System or are interested in registering for a workshop, contact the Department of Human Resources Management: Phone...(662) In Person McArthur Hall 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. Please notify the system administrator of any significant issues that arise. The site also requires you to have Adobe Acrobat Reader installed. This is a free download 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 unexpected results, including loss of data or being logged out of the system. Please use the navigational buttons within the site. The site is best viewed in Internet Explorer 5.5 and above. Security of Applicant Data To ensure the security of the data provided by applicants, the system will automatically log you out after 60 minutes if it detects no activity. However, anytime you leave your computer we strongly recommend that you save any work in progress and Logout of the system by clicking on the logout link located on the bottom left side of your screen. 1

4 GETTING STARTED AND NAVIGATION Creating an Account Before you can access the MSU Online Employment System, you must create your own account by clicking on the Create User Account link on the left side of the screen. In your Internet browser (e.g. Internet Explorer) type in the URL for the MSU Online Employment System: 2

5 GETTING STARTED AND NAVIGATION After you click this link, the following screen will appear. Enter your MSU ID Number (without dashes), a username and password, along with the rest of the requested information. Please include all of the departments that you need access to for purposes of creating or approving PARFs. Please write down your user name and password. You will need them each time you log in to 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 the Human Resources Department, who will set up your account. Once HRM notifies you that your request has been accepted, you will then be able to log in to the system with your username and password. 3

6 GETTING STARTED AND NAVIGATION Logging In To access the MSU Online Employment System, you must login to using your username and password. In your Internet browser (e.g. Internet Explorer) type in the URL for the MSU Online Employment System: Note: If you have forgotten your username and/or password, you must contact the Department of Human Resources Management for assistance. 4

7 GETTING STARTED AND NAVIGATION This page is designed to help you keep track of the actions required by your department. This shows the status of the PARF. You will perform actions by clicking on the links on the left side of the screen. Each link and its corresponding action will be covered in detail in this manual. Navigation You can also use the options on the navigation bar to view PARFs at different stages: Open Postings: Postings that are either, currently posted on the applicant site or are no longer posted, but contain applicants still under review (includes those PARFs in the closed status). Pending Postings: Postings that are not currently approved by HRM or are waiting to appear externally based on the Position Open Date. Historical Postings: Postings that are Filled or Withdrawn will be here. 5

8 CREATING A POSITION APPROVAL REQUEST FORM Creating a Position Approval Request Form To create a Position Approval Request Form (PARF), begin by clicking a link under the header Create Job Posting. Create Support Staff/Ext. Agent (predefined templates, which must be used for Support Staff positions and Extension Agents) Create from a Previous Posting (this will only apply to postings that were previously created by the User) Create Executive, Faculty, and Professional When creating the PARF, it has three sections that can be viewed as tabs across the top of the PARF. You will navigate through these in the order listed below by clicking on the link Continue to Next Page. The system will not allow you to skip tabs; however, you may go back to a previous tab. Posting Details Waiver/Admin Transfer Request Documents Guest User Notes/History A few notes about these tabs: 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. Please use the navigational buttons within the site (e.g., Continue to Next Page). You will not be able to 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 unexpected results, including loss of data or being logged out of the system. 3. VERY IMPORTANT: A PARF 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. 6

9 CREATING A POSITION APPROVAL REQUEST FORM Posting Details Create from Support Staff In the following example, the Create from Support Staff option was selected. Search by title or title code, select a title or title code, and then click Search. Select title and click on Create. 7

10 CREATING A POSITION APPROVAL REQUEST FORM Create from Previous 8

11 CREATING A POSITION APPROVAL REQUEST FORM This system will open the following screen. The first tab is the Posting Details. All appropriate information should be entered about the posting here. TIP: Certain fields (those in maroon text) you enter on this screen will appear on the applicant site exactly as you enter it on this screen, so please proofread carefully. 9

12 CREATING A POSITION APPROVAL REQUEST FORM Notes for PARF See below for explanation of fields and the type of information that is required. Field Name Position Title (required field) Appropriate Information Required The position title must be consistent with OP 56.06/ POLICY AND PROCEDURE STATEMENT ON RESEARCH, EXTENSION AND CLINICAL FACULTY POSITIONS policy for Research, Extension, and Clinical Faculty positions. Number of Positions (required field) Area of Specialization Quick Link Type of Action (required field) Internal/External Posting (required field) Title Code EEO Code Salary Grade Minimum Midpoint Maximum For all Extension or Research Associates in the Division of Agriculture, Forestry, and Veterinary Medicine, these should be posted as Extension or Research Associate with no rank. Minimum qualifications will be a Bachelor s degree in the related discipline with the following statement: The Level of appointment and/or rank and salary will be commensurate with the individual's qualifications, background and experience. Note: No other information should be included in this field. Indicate number of positions to be filled. The department/unit may specify the area of specialty in this field. This field may be viewed by the "hiring manager" after the position is posted on the web. The quick link is a link that may be copied and pasted into an advertisement and when used will take the user directly to the job posting without any searching. Please select from a drop down: Regular Online Posting, Rehired Retiree, For Advertising Purposes Only, Administrative Transfer, or Waiver Request. Internal/External Posting or Waiver/Admin Transfer. The title code will automatically display for Support Staff positions or PARFs created from a previous PARF. If the "hiring manager" doesn't know the title code, it will be completed by HRM. This field will be completed by HRM. This field will automatically be displayed for Support Staff positions. All faculty and professional positions will have UC as the pay grade, which stands for unclassified. Unclassified positions are positions that are not included in the Support Staff Hiring Rate Structure. If the position is a classified position, the minimum salary will come from the minimum salary in the salary structure. For positions that are not classified, this will be the minimum of the hiring range. If the position is a classified position, the midpoint salary will come from the midpoint salary in the salary structure. For positions that are not classified, this will be the midpoint of the hiring range. If the position is a classified position, the maximum salary will come from the maximum salary in the salary structure. For positions that are not classified, this will be the maximum of the hiring range. 10

13 CREATING A POSITION APPROVAL REQUEST FORM Field Name PARF Number Existing/New Position Incumbent's Name Resignation Date Position Number (required field) Department (required field) Department Profile Division (required field) Minimum Expected Rate of Pay (required field) Maximum Expected Rate of Pay (required field) Position Category (required field) Position Type (required field) Ending Date Anticipated Appointment Date (required field) Full-Time/Part-Time (required field) FTE 12-month/9-month Tenure-Track Status (required field) Position Posting Date (required field) Applicant Release Date Appropriate Information Required The system will automatically assign a requisition number after the PARF has been created. Must select existing or new. If this is an existing position, a position number must be entered. If this is an existing position, the incumbent's name must be entered in this field. If this is an existing position, the resignation date must be entered in this field. (MM/DD/YYYY) A position number must be entered if the position is an existing position. If the position is "New", the word "New" should be entered into the field. If there are more than one positions being filled from the PARF, all position numbers should be entered. The department should be selected from the drop-down list. Specific information about the department/program may be entered in this field. This field shows in the details of the job posting to applicants. The division should be selected from the drop-down list. Minimum expected rate of pay for the position (minimum of the range). Maximum expected rate of pay for the position (maximum of the range). Executive, Faculty, Professional, or Support Staff should be selected from the drop-down list. Regular, Intermittent, or Time-Limited should be selected from the drop-down list. Ending date should be entered for Time-Limited positions. This field is not required by the system; however, this field must be completed. Full-Time or Part-Time should be selected from the drop-down list. The percentage of FTE should be entered if less than 100% FTE. 12-month or 9-month must be selected from the drop-down list. Tenure-Track or Non Tenure-Track should be selected for Faculty positions. All other positions should select not applicable. The date that the department would like the position to post should be entered into this field. If the PARF doesn't get to HRM after this date, the PARF will post as soon as it is reviewed by HRM. If the date is a future date beyond when the PARF gets to HRM, the PARF will post on the web when the date is reached. This date will be entered by HRM. This is the date that the applicants will be available for review by the department/unit. 11

14 CREATING A POSITION APPROVAL REQUEST FORM Field Name Position Close Date or Open Until Filled Budgeted/Unbudgeted (required field) Is this a Joint Appointment? (required field) Amount Budgeted Fiscal Year Special Comments Will funds from an ARRA Grant be used to pay the salary for this position? (required field) Account Number, Account Name, Percentage Responsible Hiring Manager (required field) Departmental Contact Work Location (required field) Appropriate Information Required A date should be entered in the position close date if the department wants the position to close on a specific date (must fulfill the posting requirements). If Open Until Filled is selected, the hiring manager must manually close the position by selecting "Close" in the posting status of the position. Note: Both cannot be selected. Must select whether the position is budgeted/unbudgeted. Is this a joint position across divisions? How much is budgeted for the position? This amount should be entered into this field. Fiscal year should be entered here. This field is not seen by applicants and should be specific to any budget information etc. For example, if the expected rate of pay is greater than the amount budgeted, this field should include an explanation of where the funding will come from. Yes/No Funding sources should be entered here. The name of the person who will serve as the hiring manager should be entered into this field. There can be multiple hiring managers selected for a position. This field will be shown to the applicants. If there is a person who will be responsible for answering questions regarding the position, this information should be entered. Select Main Campus, Meridian Campus, or Off-Campus. 12

15 CREATING A POSITION APPROVAL REQUEST FORM Field Name Position Function (required field) Appropriate Information Required The position function is a brief narrative picture of the job that explains why the job exists. It gives the reader an immediate impression of the position s overall role at the University. The position function should provide enough information to differentiate the job from other jobs. This section should never exceed three or four lines. Since brevity, accuracy and objectivity are primary goals in writing the position function, it is wise to follow these three basic rules: Essential Duties/Responsibilities (required field) Start with an action word (verb) Briefly explain what is done. Explain why the action is performed; in other words, what the position's primary purpose is for existing at MSU. Include the overall end result the job exists to produce. For example, the job purpose for a Director of Alumni Programs may be: Develops and executes MSU alumni activities and services so that alumni maintain close ties with the University through continued involvement and support. It would break down as follows: Action Word(s) Develops and executes. What s Done Execution of MSU alumni activities and services. Why or End Result - So that alumni maintain close ties with the University through continued involvement and support. Essential duties/responsibilities describe the major end results for which an incumbent is answerable or responsible. Because they represent the component parts of why the position exists, they support the position function and are vital to its achievement. The sum of a position s essential duties/responsibilities makes the position function statement happen. These are the specific results expected from the position on an ongoing basis. Here you describe the activities the employee performs and the results of those activities. Essential duties/responsibilities are accomplishments that must be achieved to call the position complete. Because of the emphasis on essential, there should only be four to eight essential duties/responsibilities for any position. 13

16 CREATING A POSITION APPROVAL REQUEST FORM Field Name Minimum Qualifications (required field) Appropriate Information Required Minimum qualifications should describe position requirements, not human characteristics. They are typically described in terms of experience or education. They define the minimum level of skills needed by an employee to perform the job and meet the job s standards. Experience. How long must the incumbent have worked in this type of position at other organizations or in closely related positions to perform this position? What is the mix between experience with any employer and experience at MSU or another University? Will ABD s (all but dissertation) be considered? Preferred Qualifications Knowledge, Skills, and Abilities. Education. What does the job require in terms of formal schooling, training or knowledge of a specialized field? (Education includes any special licenses or certifications.) You should make the minimum qualifications conform with the essential duties/responsibilities. For example, if the position holder is not required to perform any duty requiring more than a college education, job specifications concerning a graduate degree can (and certainly should) be eliminated. Invalid job qualifications are of no use to anyone, and may actually end up harming the individual and MSU. Please select from drop down: yes, no, or not applicable. Preferred qualifications may be stated in this field. List the knowledge, skills, and abilities necessary to satisfactorily perform the job. List only non-discriminatory, job-related items. 14

17 CREATING A POSITION APPROVAL REQUEST FORM Field Name Working Conditions and Physical Effort Instructions for Applying Employer Pass Message. Employer Fail Message Restricted Clause App Types Accepted Additional VP, Dean, and Dept Head Approvals Documents which can be associated with this Posting Appropriate Information Required For each essential duty/responsibility, there are physical and mental abilities needed to successfully achieve the expected results. Physical abilities include things like: Lifting, pushing, pulling, and/or carrying a certain amount of weight. Standing, walking, climbing, stooping, crawling, and so on. Talking, hearing, and seeing (seeing may include color, depth and field of vision). Repetitive motions. Mental abilities look at: Reading, writing, and verbal communication. Problem solving regarding using math or logic. Example Working Conditions and Physical Effort statements are: Lifts 50 pounds frequently. Stands for periods of time up to two hours in length. Concentrates on documents for periods of time up to three hours in length. Types documents for periods of time up to three hours in length without a break. The importance of examining and describing physical and mental requirements has increased because of the Americans with Disabilities Act (ADA). This act requires most employers to modify those requirements, if such accommodations are reasonable, so that potential and current employees with disabilities can successfully perform a job. Documents that must be submitted should be included in this field as well as a statement for faculty and above outlining whether documents will be submitted online or to the Search Chair, along with the address where the documents must be submitted. Whether candidates submit their documents online or not for faculty and above positions, candidates SHOULD indicate their interest by applying for this position on online by completing a Personal Data Information Form. Maintained by HRM. Maintained by HRM Position is contingent upon the continued availability of funding should be selected from the drop-down if the position is funded from soft money. The appropriate application type should be selected according to the position being filled. For Faculty and above positions, Personal Data Information Form should be selected. These should be selected when more than one department head, dean, or VP are approving the PARF. For more information contact HRM at Select which documents can be associated with the posting. 15

18 CREATING A POSITION APPROVAL REQUEST FORM Field Name Documents which must be associated with this Posting Appropriate Information Required Select the documents which must be associated with the posting. This option will require the applicant to attach a specific document before allowing the applicant to complete the application process. 16

19 CREATING A POSITION APPROVAL REQUEST FORM Waiver/Admin Transfer Request This section should be completed only if you are requesting a Waiver of Advertising (see link to Exceptions to Recruitment and Selection procedures) or an Administrative Transfer (see link to Administrative Transfer procedures). For Waivers, you must select the reason for the waiver or type of exception you are requesting. Business or Instructional Necessity - Conducting a full recruitment effort would have a seriously negative impact on the operational effectiveness of a department/unit or would violate a formal contractual obligation of the University. The waiver request must specify the business necessity reasons and the qualifications of the recommended candidate. Internal Recruitment Only - Under certain circumstances, a department/unit may desire to limit a recruitment effort to qualified applicants within the University and/or hiring unit. Internal recruitment efforts will be open to all permanent MSU employees and layoff applicants exercising preferential re-hire rights. Positions restricted to internal recruitment shall follow the same recruitment, referral and selection process as an external recruitment effort. Qualified, Diverse Applicant Pool (from a previous posting) A department/unit has recently conducted a full search that yielded a diverse applicant pool. A second opening in the same job title within a 120-day period would allow the department to make a selection from the original applicant pool. The Office of Institutional Diversity and Inclusion will review the demographic profile of the interview pool from the prior search and the qualifications of the recommended candidate. Diversity Opportunities - A waiver to achieve diversity may be granted to a department /unit based upon its capacity to recruit qualified people of color and/or women candidates, where there is under-representation of people of color and/or women in the department/unit workforce profile. Whether you are requesting an administrative transfer or waiver, you must provide a justification for your request (for waivers this should justify the reason for the waiver). All other information, as appropriate, should be completed. Then, you should click on Continue to Next Page. 17

20 CREATING A POSITION APPROVAL REQUEST FORM 18

21 CREATING A POSITION APPROVAL REQUEST FORM Documents The Documents tab will allow you attach additional information or documents, such as an organizational chart, which is required for a Waiver of Advertising or an Administrative Transfer. Click on Attach and then you Browse for the file you want to attach or you can type in any text. 19

22 CREATING A POSITION APPROVAL REQUEST FORM Once you attach a file or type text, you can select Attach. Then, Continue to Next Page. 20

23 CREATING A POSITION APPROVAL REQUEST FORM Activating Guest Users Guest User accounts are used by committee members and others involved in the hiring process. If your PARF involves review by others, you may set up an account that will be used by others to log in to the system and view the applicants to a specific PARF. Guest Users are only able to view the applicants to the PARFs to which they are given a username and password and are not permitted to take action on any of the applicants. When the PARF is filled, the guest user name and password are automatically deactivated. To set up a guest user account, click the "Activate Guest User" link. After clicking the Activate Guest User link, you should see a screen similar to the following on the next page: 21

24 CREATING A POSITION APPROVAL REQUEST FORM The system automatically assigns a User Name for the PARF (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 others of the user name and password. After entering a password for the Guest User, click Continue to Next Page to continue. 22

25 CREATING A POSITION APPROVAL REQUEST FORM Notes/History This page shows the history of any actions that have been taken on the PARF up until this point. Notes may be added by clicking on Add Notes and Confirm. Please note that anyone who reviews the PARF will be able to view any notes added. Click on Continue to Next Page for the final step. 23

26 CREATING A POSITION APPROVAL REQUEST FORM Submitting the Position Approval Request Form After clicking the Continue to Next Section button from the previous screen and viewing any notes associated with the Position Approval Request Form, click on the Continue to Next Section or View Position Approval Request Form Summary buttons. You should see a screen similar to the following. Scroll down through this screen to review the information you entered. The last step is to select the status that the PARF should be routed to next approver 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. If you would like for the PARF to remain in the hiring manager status for further editing, Save w/o submit should be selected. If this status is selected, the PARF may be found under Job Postings and View Pending. Press Confirm to complete this step. The details of your Position Approval Request Form are NOT SAVED until you complete this step. All PARFs are routed through the appropriate approvals up to the final administrative authority, which may include the Chief Human Resources Officer and/or the Chief Diversity Officer. Jobs to be posted internally/externally will be routed to the Department of Human Resources Management for approval to post on the MSU Online Employment System. 24

27 CREATING A POSITION APPROVAL REQUEST FORM Applicants Apply Offline After the PARF has been created, instead of routing the PARF the hiring manager will select Applicants Apply Offline. Once the status has been changed to Applicants Apply Offline, the hiring manager will need to access the Quick Link from the PARF under the View Open link (see above). Click on View underneath the job title, and continue to next page to the Posting Details tab. The URL can be copied from the Quick Link field. 25

28 CREATING A POSITION APPROVAL REQUEST FORM The Quick Link should be sent via to the individual that that the waiver is being sent for to apply online and to attach resume if necessary. Once the individual applies online and notifies the department, the PARF may be routed as usual through the chain of command (see Appendix). Once the waiver and/or administrative transfer has been approved, an will be sent to the hiring manager notifying the department of the approval. The hiring manager will access the PARF under the View Pending link. From the Waiver/Admin Transfer Approved status, the hiring manger will change the status of the PARF to Closed. Once in the closed status, the PARF will be accessible through the View Open link. The Hiring Manager should proceed with dispensing of the applicants, completing the new hire info, and changing the PARF s status to Filled (please see Closing and Filling a Position section of this manual on page 32.) 26

29 VIEWING APPLICANTS Viewing Applicants After logging in to the system, if you have a Position Approval Request Form that is currently accepting applications, you will see a screen that looks similar to the following: To view the details of a specific Posting, including the description and the Applicants to that Posting, click on the word View below the relevant title. This will bring you to a screen similar to the following on the next page. If you want to see a summary screen of the posting details, approvals, and notes/history click on View Summary. Please note that the applicants will not be able to be viewed until the release date indicated in the Posting Details. 27

30 VIEWING APPLICANTS After clicking on View, the first tab lists the applicants who have applied to this posting. Additional information is also provided on this screen, including their date applied, status, etc. You may click through the other tabs at the top of the screen to view more details about the Position Approval Request Form. 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 Sorting Applicants 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. 28

31 VIEWING APPLICANTS 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 application will appear in a new window. Select File>Print from your browser s menu to print the application. 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 top of next page.) 2. Click the View Multiple Applications button. 3. A new window will appear (it may take several 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). 29

32 VIEWING APPLICANTS Viewing and Printing Documents 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 several moments to load) in Adobe Acrobat Reader. This window contains the document for the applicants 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. 30

33 Viewing an Applicant s History VIEWING APPLICANTS 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. 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. 31

34 CLOSING AND FILLING A JOB 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. 32

35 CLOSING AND FILLING A JOB 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. 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. After all applicant status are changed Continue to Next Page. 33

36 CLOSING AND FILLING A JOB New Hire Info To complete the New Hire Report click on Add New Entry. 34

37 CLOSING AND FILLING A JOB The following information should be completed and then click on Add Entry. Please note that the PARF has not been completely closed until you complete the last step, which is to change the status of the PARF to Filled. After that, click on Continue to the Next Page (see below). The next screen will be the Notes/History tab. Click on Continue to the Next Page to take you to the Posting Details. 35

38 CLOSING AND FILLING A JOB 36

39 CLOSING AND FILLING A JOB Filling the Position The position s status must be changed to Filled to complete the process of closing out the PARF. 37

40 Changing Your Password ADMINISTRATIVE FUNCTIONS 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. 38

41 ADMINISTRATIVE FUNCTIONS 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. 39

42 APPENDIX 40

43 APPENDIX 41

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