Full Time Faculty and Staff Postings. Missouri State University Applicant Tracking System

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1 Full Time Faculty and Staff Postings (Postings include approval of the Position Authorization and Recruitment Plan) Missouri State University Applicant Tracking System Revised January 2012 Office of Human Resources August 2011

2 Postings Getting Started 3 Sign On 4 Creating a New Posting 4 Posting Details 6 Recruitment Resources 7 Posting Documents 8 Posting Specific Questions 8 Applicant Documents 10 Search Committee Members 10 Guest User 11 Summary 11 Screening Applicants Sign On 13 Screening Applicants 14 Closed 14 Hiring Proposal Hiring Proposal 19 Filled 21 Glossary 22 2

3 GETTING STARTED with Missouri State University Applicant Tracking System Full Time Faculty and Staff Postings BEFORE YOU BEGIN Job Description Job description must be finalized and current with Human Resources prior to starting a posting. The system will populate information on the posting directly from the current job description. Electronic Position Authorization Utilize this system to submit a Position Authorization electronically. Electronic Recruitment Plan Utilize this system to submit an electronic Recruitment Plan for approval by the appropriate administrators. Advertising Advertising plan must be in place prior to creating a posting. The advertising sources listed on the recruitment plan will be reviewed and approved by the Office of Institutional Equity and Compliance. Search Committee Search committee must be in place prior to creating a posting. 3

4 Missouri State University Applicant Tracking System Full Time Faculty and Staff 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 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 Full Time Staff or Full Time Faculty. Select orange button Create new Posting. Remember: Job description must be finalized and current with Human Resources prior to starting a posting. This system will populate information on the posting directly from the current job description. 4

5 This option will be used for student and part-time postings ONLY When posting an existing full time faculty or staff position, select create from title in pop-up box. When reposting a position that has been created previously by you, select create from posting in pop-up box. When creating from Title, select the title for desired posting or utilize the search function, select the Actions button, and select Create From. When creating posting from an existing posting, the user who originally created the posting only can create from that original posting. Select orange create new posting button. 5

6 Posting Details Complete fields on page. When creating from title or previous posting, many fields will auto-fill from current job description. Select the name of the applicant reviewer in your department who will be moving the applicants through the system and making hiring decisions. Select your name in the department user box and/or anyone who will need to view the posting. Select Dean/Division Approver and/or Executive Approver. If no options drop down, leave blank. 6

7 IMPORTANT: Approximately 2 to 3 lines 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. Open date: This should be a future date to allow position authorization and recruitment plan for the vacancy to be approved by all administrators and Human Resources to review the posting and activate 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 Human Resources Recruitment Resources Select all recruitment resources needed for your specific job posting. NOTE: The advertising sources listed on the recruitment plan will be reviewed and approved by the Office of Institutional Equity and Compliance. 7

8 Posting Documents Posting documents will primarily be used for: Budget documentation for grant-funded positions Ads for faculty positions to be approved by Institutional Equity and Compliance Posting Specific Questions Select orange add a question button. Select Category or type in a Keyword to use an existing question. 8

9 To create a new question, scroll to the bottom of the questions and select Add a new one. Any new supplemental questions will require approval by Human Resources before the position will be posted. If the question is required, the applicant must answer it before submitting the application. The question may also be selected as disqualifying. By utilizing the disqualifying function, if the applicant selects the disqualifying answer, the system will determine that the applicant is not qualified. The applicant will not be considered for the position and can view that notification on the applicant portal. 9

10 Applicant Documents Resume and cover letter are required for full-time faculty and staff positions. Select Included and Required. Required documents must be submitted with the application for the applicant to be included in the applicant pool. Additional documents may be included and/or required as well. To give the applicant an opportunity to provide a document (unofficial transcripts, teaching philosophy, portfolio, etc.) but not require it, select only included. Search Committee Members Search Committee must be determined and finalized prior to posting a position. Names of search committee members may be added to the system to provide members access to view applications. 10

11 Guest User Account Guest user accounts can be created for individuals who do not have an account with the system ( i.e. Graduate Assistants, student workers, individuals outside the University serving on a search committee, etc.). Guest user accounts will allow individuals to view applications only. They will have no authority to move applicants through the hiring process. To add a guest user, type address into box and select Update Guest User Recipient List Summary Review posting on Summary screen for accuracy. Make any needed edits and save. Select orange take action on posting button. Select move to Department Approver. The posting will continue through the approval process. Use the History tab to view where your posting is in the approval process. Department Users will be notified by when the posting is viewable to applicants on the Applicant Portal. 11

12 Full Time Faculty and Staff Screening Applicants Missouri State University Applicant Tracking System Office of Human Resources 12

13 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 Closed Posting will automatically close on the close date. When the posting is closed, it is no longer viewable to applicants. Make sure you are signed in as Applicant Reviewer. A posting you created should appear in your Watch List or Select Postings tab. Select Full Time Staff or Full Time Faculty. 13

14 Select desired position title. To view all applicants associated with this posting, select the applicants tab. Screening Applicants Select applicant s name to view the application. Workflow State (External) Information that is provided to the application on their portal page. Workflow State (Internal) Information provided to applicant reviewer(s) of the current status of applicants. This will update as the applicant s status changes. The Applicant Tracking System can store all information related to the search. Applicant materials can be converted to a PDF file and printed for your convenience. 14

15 For Faculty positions, applications will be viewable to the Applicant Reviewer as they are submitted. For Staff Exempt positions, HR will forward all applicants to the Applicant Reviewer, and for Non-Exempt Staff positions, HR will view and screen the applicants and then forward qualified applicants to the Applicant Reviewer. After the posting has closed, the Applicant Reviewer will view the applications and make decisions to move applicants to Not Hired or Recommend for Phone Screening (more common with exempt or faculty positions) or Recommend for On Campus Interview (more common with non-exempt positions). Select orange take action on job application button to move applicants through the workflow. Move individual applicants to Not Hired or Recommend for Phone Screening or Recommend for On Campus Interview Select reasons for Not Hired If phone screenings WILL be conducted for the applicants in your posting, follow these instructions: Move the individual applicants who are NOT to be considered to Not Hired. Provide the reason in the drop down window as to why the applicant was not hired. Move the individual applicants who ARE to be considered to Recommend for Phone Screening. 15

16 Next, return to the Posting page. The orange take action button should say, Take Action on Posting. Move the posting (Applicant Pool) to Send to Department Approver (for Pool Approval). The Applicant Pool will be sent through the approval process to Equity and Compliance, Dean/Division, and/or Executive Approver for appropriate approvals. The Executive Approver will move the posting to the last approval state, Applicant Pool Reviewed. When the posting reaches Applicant Pool Reviewed, the system will send a posting transition to the Applicant Reviewer(s) letting them know the posting is at this state. Applicants can now be called and phone screened. After the phone screening is complete, applicants who are not selected to move forward in the process will be moved to Not Hired and given a reason as to why we are not pursuing them. All other applicants will be moved to the state Recommend for On Campus Interviews. After each applicant is moved to either Not Hired or Recommend for On Campus Interview once again the Applicant Pool will be moved to Send to Department Approver (For Pool Approval). 16

17 The posting will again, move through Department Approver, Equity and Compliance, Dean/Division, and/or Executive Approver for appropriate approvals. The Executive Approver will again move the posting to the last approval state, Applicant Pool Reviewed. When the posting reaches Applicant Pool Reviewed, the system will send a posting transition to the Applicant Reviewer(s) letting them know the posting is at this state. When the Applicant Reviewer(s) receives the they will move the individual applicants from the state of Recommend for On Campus Interviews to the state Approved for On Campus Interviews. The Hiring Department may proceed with On Campus Interviews. After the hiring decision is made the Applicant Reviewer(s) will proceed with moving the individual applicant(s) they wish to hire to the state of Recommend for Hire- Initiate hiring Proposal. All others will be moved to Not Hired and given a reason as to why we will not be pursuing them. If phone screenings WILL NOT be conducted and the search will start with on campus interviews, proceed with the following instructions: Move the individual applicants who are NOT to be considered to Not Hired. Provide the reason in the drop down window as to why the applicant was not hired. Move the individual applicants who ARE to be considered to Recommend for On Campus Interview. After each applicant is moved to either Not Hired or Recommend for On Campus Interview the Applicant Pool will be moved to Send to Department Approver (For Pool Approval). 17

18 The posting will move through Department Approver, Equity and Compliance, Dean/Division, and/or Executive Approver for appropriate approvals. The Executive Approver will again move the posting to the last approval state, Applicant Pool Reviewed. When the posting reaches Applicant Pool Reviewed, the system to will send a posting transition to the Applicant Reviewer(s) letting them know the posting is at this state. When the Applicant Reviewer(s) receives the they will move the individual applicants from the state of Recommend for On Campus Interviews to the state Approved for On Campus Interviews. The Hiring Department may proceed with On Campus Interviews. After the hiring decision is made the Applicant Reviewer(s) will proceed with moving the individual applicant(s) they wish to hire to the state of Recommend for Hire- Initiate hiring Proposal. All others will be moved to Not Hired and given a reason as to why we will not be pursuing them. 18

19 Full Time Faculty and Staff Hiring Proposal Missouri State University Applicant Tracking System Office of Human Resources 19

20 Hiring Proposal When an applicant has been moved to Recommend for Hire-Initiate Hiring Proposal, open the posting, select the applicants tab, and select the applicant name. Select Start Full Time Staff Hiring Proposal Select Start Full Time Staff Hiring Proposal button Select orange Take Action On Hiring Proposal button and select appropriate choice The Hiring Proposal will move through Department Approver, Equity and Compliance, Human Resources, Dean/Division, and Executive Approver for appropriate approvals. 20

21 Filled Once a hiring decision has been made and the Hiring Proposal is completed, Human Resources will designate the position as filled. This action will generate s to the applicants with a notification that the position has been filled. 21

22 Glossary Applicant Pool Applicants within a particular job posting. Applicant portal 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. 22

23 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. 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. 23

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