My ASU > Service > > Tools and Resources > Self Support > Access Requests > PeopleSoft Submit a New Request for Access

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1 Process Flow MORE INFO: cfo.asu.edu/hr-recruitment STEP 1 Access Request to Kenexa BrassRing My ASU > Service > > Tools and Resources > Self Support > Access Requests > PeopleSoft Submit a New Request for Access a. Enter UserID and Continue. b. Enter Purpose for Access Request and Supervisor UserID and Continue. c. Click Add Role. d. Check the box on 2xB Hiring Manager and click Save & Return. NOTE: Different PeopleSoft roles are needed for parts of the process. i. HCM Dept Position Manager can create/edit Positions. ii. HCM Dept Financial Mgr can create/edit Position, create/edit Position Management Accounting and start the workflow for the Position. iii. PTR Approver roles are needed to approve the workflow. e. Click Save and Submit. f. Online training and testing must be completed prior to access approval. An will give you direction to the training and testing site. Quick Link (MyASU>Balckboard>Kenexa: Hiring People at ASU>Content (review program)>final Exam (take exam must pass with 80% or better) g. Supervisor will receive to approve. h. HR Data Trustee & Final Security to approve. i. After all approvals are complete, 2xB access will be available the next day. j. You must disable your browser s popup blocker for 2xB (trm.brassring.com). ( STEP 2 Confirm Job Code is in Base List of Base Jobcodes STEP 3 Position Management a. Creating or Modifying a position number ASU Customization>ASU Position Management>Create/Modify Positions i. Click Modify Existing Position and enter position number if modifying or Click Create New Position. ii. Complete fields and check Ready for Recruitment checkbox. iii. Open Recruitment Data tab and fill out appropriate information. iv. Click Save and go to PM Accounting. b. Enter accounting if new position or review current accounting on an existing position. c. Click Save and Start workflow. d. Use Position Cross Reference or Work List to view workflow. ASU Office of Human Resources Recruitment and Selection Revised

2 STEP 4 Position Integration times a. Times of day when position will integrate to Kenexa 7:00AM, 12:05PM and 5:00PM. i. Position must be fully approved to integrate to Kenexa. ii. Other factors, including the payroll cycle and effective date used on the position, should be considered when determining if a position will be integrated to Kenexa. b. Best Practice i. Use Current Effective dates for positions. STEP 5 Screen Set-up Kenexa Kenexa Home page > My Open Reqs panel > Click on number in the Total column of Req to view all of your applicants. a. Edit columns by using Display drop-down > Edit Columns > Click and hold on field in Available column and bring over to Selected Column and Save. b. Please refer to the Browser Setup document to verify your setup, c. Helpful guides located on the OHR Recruitment page, cfo.asu.edu/hr-recruitment. STEP 6 Creating a Requisition My ASU > BrassRing icon > Reqs > Add new req > Staff or Student/Grad a. Select Job Code and Continue. b. Select Department ID then Position Number. NOTE: If your department code or position number is not listed contact c. Student Recruitment Type only on student REQ d. Job Title Can edit to be working title e. Recruiter Dan Klug - Staff, Erika Fehr - Student, Kent Blaylock - Grad f. Hiring Manager One who will create and/or work in this job the most g. Requisition Team Other department hiring managers who will work on this job h. Salary Range Best practice is $minimum salary - $approved maximum per year/hour; DOE There should be no deviation from what is posted when a salary offer is extended. Any offer that differs from the described rate or falls outside the posted range will not be approved by the Recruitment & Selection Dept. To restart the recruitment, create a new job posting to put on the ASU website with an updated salary range. i. Job Description Introduction to Essential Duties j. Working Environment Core of critical duties that define this job (lifting, use equipment, etc.) ADA uses to determine if applicant can perform duties k. Essential Duties Duties & responsibilities of this job l. Desired Qualifications Knowledge, skills and abilities you want applicants to possess. These are qualifications that applicants will be asked in the application questions. i. Recruiter will form and score questions from your DQs. ii. Default scores, MQ = 200 points and DQs = 10 points each ASU Office of Human Resources Recruitment and Selection Revised

3 iii. You can choose appropriate questions at cfo.asu.edu/hr-recruitment and view Find Screening Questions. Send your question choices to your recruiter. m. Department Statement Information about your department (your website) n. Close date i. Fixed Close Dates will be the default close date approach. Minimum time posted for staff REQ s five business days and for Student REQ s two business days. NOTE: Following the criteria below, Hiring Managers may request either a Repost or an Extension. ii. Repost: 1. Req will unpost on close date. 2. Hiring Managers may request a requisition be re-posted within 14 calendar days of the date the requisition un-posted. If requested after 14 calendar days, a new requisition must be created. The requisition may be re-posted as often as requested up to 6 calendar months from the date the requisition was initially posted. 3. Student requests are directed to SEO@asu.edu 4. Staff requests are directed to DL.ORG.HR.Staffing@asu.edu 5. Hiring Manager must disposition all applicants who applied by each unposting date beyond Application Submitted before the requisition will be reposted. 6. A repost will not be allowed if any candidate in the pool has been interviewed. 7. Recruiter will re-post the requisition with the new date and include REPOSTED in the close date field. iii. Extend: 1. Prior to the close date, a Hiring Manager may request that the existing close date be extended. 2. Applicants may be reviewed and dispositioned prior to the unposting dates but cannot be contacted for interview until after the unposting date. 3. An extension will not be allowed if any candidate in the pool has been interviewed. 4. Recruiter will repost with the new date and include EXTENDED in the close date field. iv. Rolling Close Dates: 1. Will follow existing rules for review and disposition of applicant pools (details starting with step 10d in the ). 2. Allowed in limited cases, subject to the approval of Recruiters. 3. Only available for multiple hires on a single recruitment or continuous recruitments (such as Event Attendants). 4. Requisition will be set to unpost after 6 months. 5. Pools will be reviewed in 2-week intervals in all cases. ASU Office of Human Resources Recruitment and Selection Revised

4 NOTE: Rolling close date postings will continue to drop lower in the search page list and will become more difficult for applicants to find. o. Instructions to Apply You may edit this field. p. Background Check & Fingerprinting Selected in Position Management section q. Underutilized Job? Contact OHR Recruitment & Selection if Yes r. Save and Continue s. Requisition in Approved status for Recruiter to review, Open and post to ASU website t. Hiring Manager will receive an once completed. STEP 7a & 7b Request Advertising & Applicant Questions Staff REQ only a. To request, an Advertising Request form must be completed. Reqs menu > View my reqs > Approved 1. Click on Requisition ID. 2. In Req template, click Forms. 3. Drop-down field Advertising Request, click Add Form. 4. Complete fields and Save. 5. goes to the Recruiter. b. To select MQ & DQ questions to be asked the applicants a Desired Qualifications Screening form must be completed. Reqs menu > View my reqs > Approved 1. Click on Requisition ID. 2. In Req template, click Forms. 3. Drop-down field Desired Qualifications Screening, click Add Form. 4. Complete the fields with red asterisks Select MQ s question only or MQ s and DQ s questions 5. Enter DQ questions that are related to your REQ s posted DQ s Enter key word in Question field and click List key Select question and click OK. To view whole question, click Selection details Enter point value (1-100) based on level of importance 6. If DQ question is not available, enter new question in Question Box. 7. When form is complete click Save 8. Recruiter will review and add questions before posting. STEP 8 Posting REQ to Talent Gateway Recruiter Process STEP 9 Applicants Apply on Talent Gateways IMPORTANT NOTE: Steps must be completed in order if they apply to your candidate type. ASU Office of Human Resources Recruitment and Selection Revised

5 STEP 10 Evaluating Applicants a. Sending Resume to others i. Printing to PDF One or Multi Applicants Check box(s) to the left of applicant(s) Actions drop down > Print Resume/CV Click View in PDF and print. ii. elink One or Multi Applicants Check box(s) to the left of applicant(s) Actions drop-down > Send elink Enter To and Your Message and Send. b. Reviewing Resume i. One Applicant Click name of applicant > Review Resume/CV. View resume in talent record of applicant ii. Multiple Applicants Multi Applicants Check box(s) to the left of applicant(s) Actions drop-down > Browse Multiple Candidates Click through resumes and talent records of multiple applicants iii. Speed Browse One or Multi Applicants Check box(s) to the left of applicant(s) Actions drop-down > Speed Browse View resumes of multiple candidates in column format c. Reviewing TG scoring (Staff REQ s only) i. Click on TG score column header to put in rank order. d. Rolling Deadlines & Reviewing Applicants (Follow the example s guidelines carefully and pay close attention to each applicant s application date.) i. Example: August 1, 2014 is the initial close date. Applications will continue to be accepted and reviewed every two weeks thereafter until the search is closed. ii. First review review all applicants who applied through initial close date August 1 st and do NOT review those whose resumes are submitted after. If hire is made, reject applicants that who applied after the initial close date as Hire Made in Prior Pool. Procedure below: Check box(es) of applicant(s) Action drop down > Add Form > Disposition Form > Hire made in Prior Pool Check box(es) of applicant(s) Action drop down > Update Status > Declined-Resume Review (this status indicates the stage of the process where the applicant was declined, not that you reviewed the resume). If hire is not made in this pool of applicants move each one into either a declined status or Min/Desired Quals Met, then move to second review pool. ASU Office of Human Resources Recruitment and Selection Revised

6 iii. Second review review all applicants who applied during the next two weeks, August 2 nd -15 th. You may still consider all applicants not declined in first review. If hire is made, reject applicants in who applied after the initial close date as Hire made in Prior Pool. See above to reject. If hire is not made in this pool of applicants, move each one either to a declined status or Min/Desired Quals Met, and move to third review pool. iv. Third review continue as above with all applicants from August 16 th -29 th. You may still consider all applicants in the first and second review. e. Rejecting Candidate(s) i. For Declined- Min Quals Not Met, Click on HR status Change to desired reason and save. ii. For Declined- Desired Quals Not Met or Declined-Resume Review Hiring Manager must complete the Disposition Form first. Check box(es) of applicant(s) Action drop down > Add Form > Disposition Form iii. Rejecting Multiple Applicants Check boxes of applicants and change HR status. Action drop down > Update HR Status > Choose new HR Status All applicants must be in the same HR status. A form may need to be completed before changing the HR status. Multiple forms may be completed at the same time if the reasons are the same. iv. Rejecting Multiple Applicants in Speed Browse Area Click desired applicants > Actions drop-down > Speed Browse Click boxes of applicants desire to reject Action drop down > Update HR Status > Choose new HR Status All applicants must be in the same HR status. (A form may need to be completed before changing the HR status. Multiple forms may be completed at the same time if the reasons are the same.) f. s to Rejected Applicants i. Once an applicant is in one of the initial Declined statuses, they will automatically receive an stating they are no longer eligible for consideration for the position. g. Changing HR Status/Disposition Applicants i. Click current HR status in HR Status column, choose appropriate disposition and save. ii. If you want to move forward with the applicant you should change them to Min/Desired Quals Met. iii. To move more than one applicant to Min/Desired Quals Met, check boxes of applicants, change HR status to Min/Desired Quals Met and save. ASU Office of Human Resources Recruitment and Selection Revised

7 STEP 11 Interviewing Applicants a. Scheduling Interview i. Change HR status of applicant to Primary 1 st Interview and save. b. Evaluating Interview i. Check the box for the applicant. ii. Action drop down > Add Form > Interview 1 Evaluation Form iii. Complete the evaluation (put in notes to support decision) and save. Only one (1) evaluation form can be completed for the applicant. Optional Attach interview notes and other scanned documents to the applicant. iv. Change HR Status to 1 st Interview Successful or complete the Disposition Form and change HR status to available Declined status. v. If appropriate, repeat sections b and c for Interviews two (2) and three (3). c. s i. Once an applicant is Declined, a manual stating that the candidate is no longer eligible for consideration for the position must be sent by the Hiring Manager. STEP 12 Reference Checks a. Record Results i. Change HR status of candidate to Reference Check. ii. Check the box for the applicant. iii. Action drop down > Add Form > Reference Check Results. iv. Complete the form and save. v. Change HR Status to Reference Check Successful or complete the Disposition Form and change HR status to available Declined status. b. ASU Personnel File Checks for current ASU employees i. Action drop down > Add Form > Request to View Personnel File. ii. Complete the form and Save. Note will be sent to Human Resources who will contact Hiring Manager. c. s i. Once an applicant is Declined, a manual stating that the candidate is no longer eligible for consideration for the position must be sent by the Hiring Manager. STEP 13 Additional Hire a. If this applicant will be an Additional Hire, proceed to the Waiver & Additional Hire Digest ASU Office of Human Resources Recruitment and Selection Revised

8 STEP 14 PeopleSoft Validations a. Hiring Manager changes HR Status to PeopleSoft Validations Check and saves. b. HR Status will automatically update to either PeopleSoft Validations Required OR PeopleSoft Validations Not Required. c. If Not Required: Proceed to Conditional Offer-Staff/Student request. (External and past ASU employees) d. If Required (Only required for Internal ASU Staff, Students and Grads) i. Hiring Manager will check the box for the applicant. ii. Action drop down > Add Form > Personal Data Form NOTE: This Personal Data Form does not replace the form completed with the New Hire Packet required of all new employees. iii. Complete the form and save. iv. Hiring Manager changes HR Status to PeopleSoft Validations and saves. NOTE: A popup window will appear for exporting the applicant. If the popup doesn t appear, contact for assistance. v. The HR Status will automatically change to PeopleSoft Validations Passed or Failed once the applicant s information has returned from PeopleSoft. An also will be sent to the Hiring Manager. vi. If Passed: Review PeopleSoft Validations Form for current job information. vii. If Failed: Review PeopleSoft Validations form for failure message. Take appropriate action and change the HR status to PeopleSoft Validations again or complete the Disposition Form and change HR status to available Declined status. e. s i. Once an applicant is Declined, a manual stating that the candidate is no longer eligible for consideration for the position must be sent by the Hiring Manager. STEP 15 Conditional Offer request (Verbal Offer) a. Check the box for the applicant. b. Action drop down > Add Form > Offer Form- Staff/Students c. Complete form and then Save and continue. d. Smart Approval Window opens click Start Workflow. e. Hiring Manager changes HR Status to Conditional Offer for Staff/Students and saves. i. Status must be changed before Recruiter approves the offer. f. Recruiter will receive notification to review offer request. g. Once offer is approved by Recruiter, HR status will update to Conditional Offer for Staff/Students Approved. An will notify the Hiring Manager that a verbal offer can be made to candidate. ASU Office of Human Resources Recruitment and Selection Revised

9 If this is a current ASU employee, please reply to this confirming the following: o o You have informed the Dean or the Vice President (or designee) of the unit currently employing an internal ASU candidate with your intention to offer the open position to this candidate (including disclosure of the salary that will be offered to the internal ASU candidate)? You have made a demonstrated effort to obtain job-related reference information for current ASU employees who are finalists for a position. Such efforts should include a review of the official Office of Human Resources personnel file and a detailed discussion of the finalist s performance with his or her current supervisor (or department representative who has direct knowledge of the employee). This discussion should include a review of recent performance appraisals and, if applicable, recent disciplinary notices. h. If the candidate declines the verbal offer, work with your Recruiter to edit the Offer Form- Staff/Students and obtain approval again OR complete the Disposition Form and change HR status to available Declined status. i. Once an applicant is Declined, a manual stating that the candidate is no longer eligible for consideration for the position must be sent by the Hiring Manager. i. If the candidate accepts the verbal offer, Hiring Manager will change HR status to Conditional Offer- Staff/Students Accepted. i. If External or Past Employee: Proceed to Personal Data Request. ii. If Internal, the HR Status will automatically be changed to BGC (Background Check) Required, BGC Not Required or Fingerprints Required. iii. If BGC Required or Fingerprints Required. Proceed to Background Checks. iv. If BGC Not Required. Proceed to Final Offer. IMPORTANT At the point of candidate acceptance it is best practice to let the candidate know that they may be receiving a series of s regarding personal data, background checks, and an offer letter that will require them to supply information and their electronic signature. STEP 16 Personal Data Request (External or past ASU employees only) a. If External or Past Employee i. HR Status automatically changes to Personal Data Requested. ii. Personal Data form will automatically be sent by to the candidate. iii. Candidate will verify existing data and provide required data on the form and save. (SSN, marital status, gender and birth date) iv. The hiring manager will automatically receive an notification of its completion. v. HR Status will automatically be changed to BGC (Background Check) Required, BGC Not Required or Fingerprints Required. vi. If BGC Required or Fingerprint Required : Proceed to Step 17. vii. If BGC Not Required : Proceed to Final Offer. ASU Office of Human Resources Recruitment and Selection Revised

10 STEP 17 - Background Checks & Fingerprinting If Fingerprints Required: Staff Recruiter will change HR Status from Fingerprints Required to Fingerprints Initiated. Proceed to Final Offer. If BGC Required: Staff Recruiter will receive to change HR Status from BCG Required to BGC Initiated. If BGC and Fingerprints Required: Staff Recruiter will change HR status to Fingerprints Initiated, and then change HR Status to BGC Initiated. a. Hiring Manager notifies candidate to expect from HireRight to complete consent and disclosure form. Remind candidate to check spam/junk mail folders. b. HireRight sends to candidate to initiate BGC c. HireRight will process the BGC. d. HireRight will send results to Staff Recruiter. e. Staff Recruiter will complete Background Check Result Form. f. If pass, Staff Recruiter will change HR status to BGC Meets Policy. g. If fail, Staff Recruiter will complete adverse action procedure. i. If issue resolved: Staff Recruiter will change HR status to BGC Meets Policy. ii. If issue not resolved: Staff Recruiter will complete Background Check Result Form and change HR status to Declined-BGC Does Not Meet Policy and send a manual to the candidate. STEP 18 Final Offer Create Offer Letter IMPORTANT: Review the online offer letter workshop at cfo.asu.edu/hr-recruitment before starting the offer letter. a. Create the Offer Letter document / Packet / i. Check the box for the applicant. ii. Action drop down > Create Document. For Staff, select NEW Staff Offer Letter For PRN Staff, select: NEW Staff Offer Letter PRN For Students, select Student Worker Offer Letter I to IV For Students, select Student Worker Offer Letter V (Stipend) For Grads, Grad Offer Letter Interns or GSA For Grads, Grad Offer Letter TA or RA at FTE For Grads, Grad Offer Letter TA or RA at.5 FTE" iii. Enter a name for the document (Offer Letter, Name, REQ#). iv. Expand the Blurbs and Edit (Insert cursor before the blurb text & use delete key to remove text). ASU Office of Human Resources Recruitment and Selection Revised

11 v. Preview and verify for accuracy. vi. Click Save as PDF. vii. Want to post this Document and/or Item(s) to the Candidate Portal? click GO viii. Post a document packet click Display all link ix. Check either NEW Staff Offer Letter Packet OR Student/Grad Offer Letter Packet x. Click Create a document packet xi. Set the Removal date. xii. Select the correct offer letter from list and Add. xiii. Click Post to Candidate portal. xiv. Select a communications template > Offer Letter > Go xv. Expand the Blurbs/Edit (optional). (Insert cursor before blurb; use delete key to remove text). xvi. Verify address. xvii. Preview and then Send. b. Hiring Manager changes candidate s HR Status to Final Offer. i. Status must be changed before candidate accepts. c. When Candidate accepts offer letter, HR Status will automatically change to Final Offer Accepted. STEP 19 I9 Required a. This status is informational only: the authorized I-9 document and the new hire paperwork must be completed and submitted to the Office of Human Resources for every employee new to ASU. b. HR Status will automatically change to I9 Required or I9 Not Required i. For Staff, it is set by the Candidate Type ii. For Student/Grad, it is set by the Additional/Replacement field on the Personal Data Form STEP 20 Ready for Hire IMPORTANT: Please ensure your popup blocker is off. a. Check the box for the applicant. b. Action drop down > Add Form > New Hire Form Hiring Manager complete fields on form and save. c. Hiring Manager changes HR Status to Ready to Hire. NOTE: A popup window will appear for exporting the applicant. If the popup doesn t appear, contact for assistance. d. Courtesy affiliate process is triggered by the change to Ready to Hire. e. Verify the export of the candidate on the Hiring Manager s PTR Worklist. i. If successful, transaction will appear on the worklist, will be processed automatically and Hiring Manager proceeds to Hired and Closing the Req. f. If transaction does not appear on PTR work list, Hiring Manager reviews new hire form for errors. ASU Office of Human Resources Recruitment and Selection Revised

12 i. If a low confidence match or multiple matches are made, the New Hire form will be updated with a message. Hiring Manager will need to identify the affiliate ID to use. Add the affiliate ID to the New Hire form and save. Undo the HR status to previous HR status. Change the status to Ready to Hire to retrigger the process. Error messages can be researched via Candidate Management FAQ & Error Handling If any assistance is needed contact. STEP 21 Hired and Closing the REQ Kenexa Home page > My Open Reqs panel > Click on number in the Total column of Req a. Once processed, the candidate s HR status will automatically be changed to Hired. The Hiring Manager will receive an when the status has changed. b. After the candidate status updates to Hired, Hiring Manager will complete the Disposition Form and change HR status to available Declined status for remaining candidates. c. A manual stating that the candidate(s) is no longer eligible for consideration for the position must be sent by the Hiring Manager. Kenexa Home page > My Open Reqs panel a. Check the box next to the Requisition ID. b. Action drop down > Close (or Cancel if closed without hire). c. Click Yes and then OK. ASU Office of Human Resources Recruitment and Selection Revised