1 USER S GUIDE San Diego Community College District Online Applicant Tracking System PeopleAdmin, Inc. 816 Congress Avenue Suite 1800 Austin, TX 78701
2 TABLE OF CONTENTS INTRODUCTION... 1 GETTING STARTED... 2 Logging In... 2 Creating an Account... 3 ADMINISTRATIVE FUNCTIONS... 4 Changing Your Profile... 4 Logging Out... 4 Forgot Your Password... 4 CREATING A POSTING... 5 Entering Posting Information... 7 Submitting the Posting Quick Guide for Creating a Posting SEARCH CHAIR Sorting & Filtering Applicants by Different Criteria Viewing Applications Viewing Documents Uploading Documents Changing the Applicant Statuses SEARCH COMMITTEE MEMBER Guest User Logging In Logging Out... 20
3 INTRODUCTION Welcome to SDCCD Online Applicant Tracking System ( This online system will automate many of the paper-driven aspects of the employment application process. You will use this system to: Create and submit Postings to HR View Applicants to your Postings Notify HR of your decisions regarding the status of each applicant The system is designed to benefit you by facilitating: Faster processing of employment information Up-to-date access to information regarding all of your Postings More detailed screening of Applicants qualifications before they reach the interview stage The HR-Employment Office has provided these training materials to assist with your understanding and use of this system. Note: All automated s from the system, will come from Please make sure your account is set up to accept s from so it doesn t end up in Junk . Your Web Browser The Employment Application System is designed to run in a web browser over the Internet. The system has been tested with the following browsers: Microsoft Internet Explorer versions 7 and 8 (Earlier versions are no longer supported.) Mozilla Firefox versions 3.5 and later Apple Safari versions 4.0 and later Google Chrome version 8. Other browsers may work, but have not been tested and are not supported by PeopleAdmin. 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 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. All information on the page you were working on will be lost. Please save often and remain active. 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 top right side of the screen. Training Sites Training sites are available to help you become more familiar with the system or for you to create mock recruitments and/or applications. Internal site for creating a posting and reviewing applications o External site for creating a mock application o 1
4 GETTING STARTED Logging In After entering the live URL ( the login screen for the system will appear and should be similar to the following screen (please note that all screen shots in this document were taken on a training site): Note: The system will lock you out for too many failed login attempts. 2
5 Creating an Account If you are a first time user and will be creating a posting or chairing a recruitment, you must create your own account by clicking on the Request an account link. After you click this link, the screen on the following page will appear. Only those creating the posting, hiring managers and Search Chairs should create their own account. This will allow them access to create postings and to view Contract applications. Other Committee Members: All other Committee members, including the EEO Rep, will be given a Guest User log-in in order to view Contract applications. Deans & Department Chairs Deans & Dept. Chairs will be given Guest User log-in to review Adjunct applications which are pooled for one year. Hiring Managers & Supervisors: Managers & Supervisors will be given Guest User log-in to review NANC applications which are pooled for six months. Enter a username and password that is easy for you to remember, along with the rest of the requested information. You will need them each time you log in to the system. After completing this form and reviewing the information, click Save. Your request will then be sent to the Human Resources-Employment Office staff, which will approve or deny your account within two business days. Once you are notified via that your request has been accepted, you will be able to log in to the system with the username and password you created. 3
6 ADMINISTRATIVE FUNCTIONS Changing Your Profile To change your information, request a new user group, or edit your password, click the My Profile tab on the top navigation bar. This will take you to a page similar to the one below. To make changes, click on the orange Take Action On button and select the appropriate action. Some changes will be updated automatically and others may require HR approval. 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 top right side of your screen. Forgot Your Password Click on Request a password reset on the login screen. Note: You will need to know your username. Your password will reset to your username, and you will be prompted to choose a new password when you initially log in. 4
7 CREATING A POSTING If you have only been assigned as a Search Chair on an existing posting, please skip this section and proceed to the Search Chair section. To create a Posting, you need to be logged in as one of the following user types: Hiring Manager/Supervisor Campus Administrative/ Business Office Campus President/ District Vice Chancellor Chancellor If needed, click on the drop-down located in the upper right corner of your screen to select the correct user type and click the refresh button. Note: You may need to hit the refresh button if this is your first time logging into the system. The screening process for a Contract vacancy is different than the process for Adjunct and NANC positions. Contract Screening committee, posting, advertising, timeline, and selected candidate are unique per individual contract recruitment process. Adjunct Applicants apply per discipline posting (College or Cont. Ed.). Applications are pooled and remain active for one year. Upon written request to department chairs will be given Guest User access information by HR Employment to review Adjunct applications. Non-Academic, Non-Classified (NANC) Applicants apply per title posting. Applications are pooled and remain active for six months. Upon written request to supervisors will be given Guest User access information by HR Employment to review NANC applications. To initiate the posting, click Create New XXXX Posting in the Shortcuts box, according to the type of posting that needs to be created. 5
8 All postings must be created From Template. Several fields may be populated depending on which template you select. Once you search for and find the template you d like to use, click Actions to the right of the title and select Create From. 6
9 Entering Posting Information Enter all Required Information on the page, then click the Create New Posting button. 7
10 Your screen should look similar to this: There are links on the left of the screen to help you jump to the section you wish to edit. When you first enter the posting, you will be in the Posting Details section. This section replaced the Request to Fill and Flyer. Edit and complete all necessary and required information on this page. Be sure to read carefully, and enter all data so this posting can be evaluated and posted for applicants without delay. Certain fields will be seen by applicants, therefore, proofread carefully. The Posting Specific Quest section replaced the Supplemental Questionnaire. The five questions that appear are standard questions that are used for all postings. 8
11 If you would like to add questions Click the Add a question button Enter a keyword, select the question(s) you wish to add, then click Submit, OR 9
12 If you wish to add a question that is not in the question bank, click the Add a new one link at the bottom of the pop-up o For Name, enter the classification title or discipline of the position o For Category, select the category that best fits the question from the drop-down o Please carefully proofread your question before submitting 10
13 o For Possible Answers, select as appropriate For Predefined Answers, enter all possible answers 11
14 The Required & Optional Ap section allows you to select what documents you would like applicants to submit as part of their online application (such as Cover Letter, Résumé, Letter(s) of Reference, etc.) If a document is required, you must select both Included? and Required?. You can reorder the way the document names appear, by editing the number in the box to the left. If selecting Other, make sure you clearly state what you are requiring the applicant to submit in the Special Instructions to Applicants section of the Posting Details. A few notes about these sections: 1. All information needs to be completed before it is received in the Human Resources-Employment Office. 2. You will need to Save each section before moving on to another section. 3. 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. The section that has errors will have this indicator next to it, be outlined with a red text, and/or have red text indicating the error.. 4. The Desired Qualifications field in the Posting Details section was designed to allow the Hiring Manager to emphasize what specific qualifications are required of the successful candidate (i.e. experience in a community college setting, proficient in Microsoft Office 2010, etc.) 5. The Special Instructions to Applicants field in the Posting Details section was designed to allow the Hiring Manager to indicate specific information and materials the applicant needs to meet as part of the application process (i.e. length of cover letter, number of references, timeframe of accepted reference letters, etc.) 6. If you log out or click a link on the left side before saving, the information you have edited will NOT be saved. 12
15 Submitting the Posting VERY IMPORTANT: A Posting is Not Submitted until after you have moved it into another state. To do this, click on Summary to review the information, then Take Action on Posting and then select the correct workflow state. A posting cannot be transitioned to another state until all required fields are filled out. You may enter comments in the pop up dialog box. Quick Guide for Creating a Posting 1) Click Create New XXXXX Posting from the Home page. 2) Select Create From in the Actions drop-down when you locate the title of your vacancy. 3) Fill in the all the information in all the sections of your posting, then click Summary. Review the Posting, and edit if necessary. a. Remember to Save each section. 4) Click Take Action on Posting and select the next Workflow State from the drop-down. a. Make any Comments, if appropriate, in the pop-up dialog box. 13
16 SEARCH CHAIR If you have been assigned as a Search Chair for a posting, this section is for you. After logging in to the system, if you have a Posting that is currently accepting applications, you will see a screen that looks like the one below. Make sure you are logged in as Search Chair. If not, click the drop-down to the left of logout and select Search Chair, then click the Refresh icon Underneath the Postings heading on the top navigation bar, you are presented with the option of the type of posting (Academic, Classified, etc). Select the posting type you are chairing. A screen like the following will appear. Click on the title of the position to view it. You will notice the posting data is divided into tabs, listed across the top. This Applicants tab lists the Applicants who have applied to this Posting. Additional 14
17 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 Posting, including the History. Sample Sample Sample Sample Test Test Test Test 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 You will always have access to postings you have chaired. To view past recruitments, select More search options and select your criteria. To view the details of a specific Posting, including the description and the Applicants to that Posting, click on the title. 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. 15
18 Viewing Applications You may choose to show Active Applicants or Inactive Applicants. However, you will only be reviewing Active Applications. You can view applications individually or in a group. To view individual applications, click on the last name. Their application data will appear without the uploaded documents. To view multiple applications at the same time, perform the following steps: 1. Check the boxes next to the corresponding applicants whose applications you wish to review. These boxes are located on the right side of the page. (See top of next page.) 2. Click the Actions button, then Download Applications as PDFs. 3. Select what items you would like to be included. 16
19 Viewing Documents This process is very similar to viewing 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 a single document (such as a résumé or cover letter) that the applicant attached when applying for the Posting, click the link of the document. To view the application along with the documents, click the Application and attached documents link. 17
20 Uploading Documents As the Search Chair, only you have access to the Documents section of the Posting. To upload documents, click Edit then Documents. Click Actions and select what you would like to do. Follow the screen prompts. Make sure you Save. 18
21 Changing the Applicant Statuses While in the Active Applicants display screen, you can change the status of Applicants as you review their applications. To change the status of multiple applicants at the same time, check the box for each applicant, and then click Actions, then Move in Workflow. A screen similar to the following will appear: Follow the screen prompts to complete the changes. Make sure you click Save or your changes will not be saved. 19
22 SEARCH COMMITTEE MEMBER Guest User Logging In The HR-Employment Office will provide the Search Chair with a User Name and Password for all committee members, including the EEO Representative. After you receive your login information from the Search Chair, you may go to and login. Once logged in, you should see a screen similar to the one below. If you are in more than one committee, you will need a Guest User Name and Password for each position. Go to the Search Chair section of this manual for information on how to view access applications and uploaded documents. 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. 20
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