To navigate through the system successfully, remember:

Transcription

1 To navigate through the system successfully, remember: Please do not use your browser s Back button. Use the navigational buttons within the site. Look for these buttons to SAVE or ROUTE. (We know it doesn t make sense but it isn t our choice.) Creating a Notice of Vacancy: You have 3 options to create a Notice of Vacancy: 1) From Template: Use when creating a new Faculty or XH (Temporary) vacancy. Templates include generic information for the classifications such as Title, Minimum Required Qualifications, Application Instructions. 2) From Previous: Vacancy will fill in information contained on a previously filled vacancy. 3) From PD: Use for all permanent Merit and continuous/term P&S vacancies. Vacancy information will fill in from a P&S or Merit Position Description. Fields such as Job Description and Required Qualifications will contain information that is more specific to the position than Notice of Vacancies created from templates.

2 If you selected Create a Notice of Vacancy: From Template 1. Select Job Category (Faculty, P&S, Merit) using the dropdown arrow and click SEARCH to view all jobs within a category OR 2. If you know the title of the position, use the drop-down arrow to select it. You can leave the Job Category field at Any. 3. Click SEARCH to open the screen displayed below. 4. Entering Academic Advisor II into the Job Title field opens this screen. Click Create under the title to begin the Notice of Vacancy.

3 If you selected Create a Notice of Vacancy: From PD: 1. You must have an approved Position Description (PDQ or PIQ) in the system to use this option. Search for the Position Description by any of these options. 2. Searching for Medical Technologist returns two approved Position Descriptions. Click Create under the title of the position that you are seeking to fill.

4 Completing the Notice of Vacancy Information: When you click the Create link, the NOV is displayed and you can begin working on your Notice of Vacancy. Note: Required fields have an * to the left of the field. Fields with blue labels are displayed to applicants. REMEMBER: Click PREVIEW NOTICE OF VACANCY to save or route information. Click on the Vacancy Information tab to enter the NOV data. You can click on tabs to move from one screen to another without losing data.

5 Vacancy Information: Fields with a blue label are displayed to applicants. Are you advertising as a series (multiple classifications)? If yes, choose lowest classification in the list below. A series is one vacancy that includes more than one classification, such as Assistant, Associate or Full Professor. Title Code Advertisement Position Number Additional Position Numbers For multiple vacancies. Vacancy ID # Quick Link A position number will appear here only if this NOV was created from a Position Description. If you are advertising for multiple positions, enter the additional position numbers here. This number will be automatically assigned as soon as you save or route this NOV. This link is automatically generated and displayed here. A quicklink can be shared with potential applicants as a quick means to open the posted vacancy announcement. Advertised Employing Department Enter text for how you want the department displayed to applicants. Example: University Relations News Service (includes work unit). Number of Vacancies Advertised Title This can be the classification title, a working title, or both. Examples: Program Assistant II Wellness Coordinator (combines the classification title with a working title). This title is displayed to applicants. Pay Grade Salary Defaults to the minimum for the classification. Can be modified to show a range. Appointment Type Base of Employment (Pay Base) Number of Months Fraction Proposed Start Date Proposed End Date for Term or Temporary Positions

6 Hours/Days of Work (Merit only) Number of hours/week (Merit Only) Shift (Merit only) Job Description Required Qualifications Preferred Qualifications Vacancies created from a PD will have this information filled in. Information may be edited. A job description should have enough detail to give the applicant a clear understanding of the duties and responsibilities of this position. Required qualifications fill in from a template in generic language (i.e. Bachelors degree/2 years). If the NOV was created from a PD, required qualifications will be more specific. This information can be edited and should reflect the MINIMUM qualifications required to perform this job. Preferred qualifications will fill in on P&S positions if the NOV was created from a PD. This information is editable. Special Qualifications (Merit only) Special Conditions Application Instructions These are additional requirements beyond the Merit classification minimum requirements. The Collective Bargaining Agreement specifies "that 'special qualifications' or 'selective certification requirements' shall consist only of those legal requirements and job related knowledge, skills, abilities, or competencies that are: 1. Appropriate to the job classification of the position; 2. Necessary for successful performance of the essential duties of the position, and 3. Of a nature and extent that an individual lacking such "special qualifications" could not acquire them and become proficient in them through reasonable orientation or other training of a limited duration. All "special qualifications" and "selective certification requirements" shall be announced in the job posting. Special Conditions are used to describe conditions of term appointments (i.e. three year term appointment with possibility of renewal based on continued funding ), extensions of application deadlines, or unusual conditions of employment (i.e. position is based in Wapello County. This text fills in automatically based on job category. It should be reviewed and edited as needed. The text below fills in for P&S and Faculty positions: All interested, qualified persons must apply for this position by clicking "Apply for this Vacancy" and completing the Employment Application. Please be prepared to attach or enter a letter of application, resume, and contact information for three references. If you have questions regarding this vacancy, please [name, ] or call [ ]. If you have questions regarding this application process, please employment@iastate.edu or call

7 The Pass Message below will be displayed to applicants at the end of their application when they apply online. It may be edited. Pass Message (Acknowledgement to applicants) Fail Message To guarantee consideration, application must be received by: Web End Date FLSA Exempt Confidential Position Exempt from P&S Policies Thank you for your interest in this vacancy. Our screening and selection process is currently underway and will continue until a successful candidate is chosen. Should our review of your qualifications result in a decision to pursue your candidacy, we will contact you. You may check the status of your application at any time by logging in at and selecting the menu item 'Application Status'. A Fail Message should be included here if you are using disqualifying questions under the Screening Questions tab. The Fail Message will be displayed to applicants who chose a disqualifying response to a question. This date will be displayed to applicants and must be equal to or greater than the required minimum advertising period. This is the date that the vacancy will come off the website. For online application processes, no applicants will be able to apply after this date. You can make this date the same as the guarantee consideration date, or make it later to provide more time for applicants to view and submit materials for your position. Yes is displayed here for positions that are not covered by overtime provisions of the Fair Labor Standards act. Yes is displayed here for certain Merit positions. For more information: Confidential Position For more information: Positions Exempt Other Primary Employing Department Code Other Employing Dept Code(s) Fund Account 1 # xxxxxxx Fund Account 1 % 1 to 100 Employee Access: Select (1) yourself (2) any hiring supervisor who needs access and (3) other persons outside listed primary employing department. Three fields are displayed here to provide names of other departments that will share this position. Four fields are displayed here to provide the fund account # s and percent of support for each account. Users named here will have access to view, edit, route information for this vacancy, including applicant ratings and selections. You do not need to select persons who have access to view all of your department vacancies they have permission to view, edit, route regardless of whether they are selected here. If you are sharing this vacancy with another department or college, you should select the names of persons in that

8 Supervisor Name Supervisor Phone (format:xxx-xxx-xxxx) Supervisor Previous Incumbent/New department/college who are responsible for reviewing the vacancy information. Enter the name of the supervisor who supervises the position and is responsible for the performance appraisals. This is important to fill in so that the supervisor receives s regarding performance appraisals. This will fill in if you created this NOV from a PD and there was an incumbent. Location (if other than Ames) Recruitment Type of Advertisement Waiver of Advertisement & Temporary Hires Most vacancies are External. Internal is selected only when there is HRS or Provost permission to limit the search to current ISU employees. Waive Advertisement is selected for positions that will not be advertised, including Emergency and XH requests. Rationale for Waiving Advertisement Instructions For waiver, name of intended hire(s) Type of Application Documents which can be associated with this posting Employment Application is a one page form requesting demographic information and is used for vacancies requesting a resume. Employment Application with Education & Work History is an application form that requires applicants to enter education and work history into an online form. Selecting a document will create a link where the applicant can attach that document. Make sure your application instructions include information on attaching these documents. Other Documents refers to electronic items that you may wish to request, such as a writing sample. The Other Document link allows only one document to be attached and cannot be more than 1MB in size. If you are requesting materials that are not likely to be in an electronic format (such a transcripts) or materials that will take more memory, you should include mailing information in your application instructions. When you have completed the fields on the Vacancy Information tab, click CONTINUE TO NEXT PAGE or click on the Recruitment Planning tab. If you are unable to move off the Vacancy Information page, it is most likely because you did not fill in a required field. To correct this, scroll down the page and look for a field highlighted in yellow.

9 Recruitment Planning: Click here for options to save or route the vacancy information Use this link to review underutilization by the classification (Merit or P&S) or by the department (Faculty).

10 Screening Questions: You can add questions that that applicants will see as part of the application. Creating screening questions can be especially useful for gathering information that is not always included or evident on a resume. Example: If you are requiring specific coursework, you could ask Please list all accounting related courses that you have completed. Example: If you are requiring knowledge, skills, or abilities, you could ask Please describe previous experiences and responsibilities that demonstrate your organizational skills. Click here for options to save or route the vacancy information Vacancies created from PD s will display these 2 questions. Do not delete these. Click here to add your own questions.

11 Points for Screening Questions: At this tab, you can assign points to multiple-choice questions or designate certain responses as disqualifying. If you assign points, the value will be displayed by the applicant name when you view the applicant pool. The value is converted to a percent of the total possible points.

12 Screening Committee Users: You can create one username and password, then share it with each screening committee member who needs to review the applicant materials. When you click Activate Guest User, a username is automatically assigned. You must enter a password. Persons who are given this username & password should be instructed to login to They will be able to view the vacancy information & applicant materials, but they cannot enter or edit data.

13 Next Reviewer: Use this link to learn more about your department s routing process. Use the dropdown box to select the name of the person who should receive notification to review this Notice of Vacancy. If this person is not listed, contact Recruitment & Employment,

14 Save or Route the Vacancy: Click Edit to return to the tab view & edit All of these options save the information you have entered. Select the action you want to take, then CONTINUE/CONFIRM.

15 To View or Edit a Saved Vacancy: To view or edit this vacancy once it is saved or routed, click VACANCIES: VIEW PENDING. Questions? Recruitment & Employment or call