Applicant Tracking for Search Committees Thank you for agreeing to serve on a search committee at Youngstown State University. The following information will enable you to utilize our online applicant tracking system to view your pool of applicants. Sign in To access your applicant pool: Open an internet browser and direct your browser to https://jobs.ysu.edu/hr. (Fire Fox, Chrome and Safari are preferred Internet browsers.) Enter your Username and Password to view your applicant pool. The Office of Human Resources may assign your YSU username to a search committee. If not, you will receive a Guest User account. USERNAME: PASSWORD: 3. Click the Logon button. Select Search Committee View Figure Login option If you logged in as a Guest User (Username - GU####), you will only see your posting. Skip this step. After logging into People Admin using your Username and Password, you must change your view from Employee to Search Committee Member to see your applicant pool. Click the dropdown box to display Search Committee Member (Figure 2). Click Search Committee Member so it is displayed in the status box. 3. Click the reload button (noted by the red box) to change your view to Search Committee Member. Figure People Admin header Page 1 of 7
Select Postings If you are signing on with a Guest User account. You will sign into the actual posting page. Please skip to instructions for the Postings Summary Tab. If you are using your YSU username or password, after selecting Search Committee Member view you must select the posting based on the type of position. Click the Postings tab. Click the position type (Faculty, Classified or Professional/Administrative). The page will now include a view of any postings for which you are a member of a search committee. 3. Click the position title for the posting to view the Postings Summary. Postings Summary Tab Figure 3. Postings tab for search committee members Inside the selected posting will be the posting Summary and Applicants listing. History and Reports do not provide information essential to your search. Figure 4. Posting main page NOTE: Please read the Posting Summary to become familiar with the job posting and supplemental questions. The Posting Summary includes the Position Classification, Position Information, Job Duties, Posting Details, Supplemental Questions, Documents list, Guest User Info, and Reference Letter requirements. Page 2 of 7
Applicants Tab The Applicants tab lists the names of the individuals who have responded to your job posting. If no applicants appear in your list, you must select the appropriate work flow state (status of the applicant) to view the list of applicants. In order to view the applicants for your posting, choose applicants who are Under Review by Dept/Committee. Click More search options to expand your search criteria. Click Active and Workflow State: Under Review by Dept/Committee to see the candidates in your pool. 3. Click Search to view the results. 3. 5. 5. 4. Figure 5. Applicant search option hidden and expanded Add Columns You may choose to view additional information about your pool of applicants. 4. Click the Add Column dropdown box to select items to appear in the listing. The example below has Documents added as an additional column. 5. Click Hide search options to minimize the search fields. Figure 6. Posting search results Page 3 of 7
Arrange/ Sort / Remove Columns The column headings above the applicant list can be arranged to appear in the order of your choice. Use < or > to move the heading to the left or right. The up arrow or down arrow sorts the applicant list in ascending or descending order. To remove any unwanted columns, point your mouse to the right of the column heading. An X will be revealed. Click the X to remove the column. NOTE: In the example shown below, the Posting Number, Application Date and Workflow state from Figure 4 have been removed. The Phone Number, Email Address and Documents have been added to the listing. Figure 7. Search results with columns added or removed View Individual Applicant There multiple ways to view an individual applicant s data. One way is to add the Documents column to the summary page (discussed in the Add Columns section). An alternate method is to click the name of the applicant to view their details. Page 4 of 7 Figure 8. Link to individual file Click the First Name of the applicant to reveal the Applicant s Summary tab. The Summary tab lists Personal Information, References if applicable, Supplemental Question responses, Certification acknowledgement and links to Required or Optional Documents. If confidential recommendations are requested, links to view them will display under Recommendation Documents. Click a link in the Name column to view a document.
3. Scroll to the bottom of the application page to view the Combined Documents (application and uploaded documents). Figure 9. Links found near the bottom of the applicant file. 3. Figure 10. Individual applicant's document selection View Multiple Applicants Viewing multiple applicants at a time saves you time in your review process. All actions taken will be taken for every applicant selected. Click the check box to the left of the heading to select all applicants. To view a select number of applicants, click the check box next to each name. Click the Actions button to view tasks available for the selected applicants. Figure 10. Actions available for selected applicants 3. 3. Click a menu option to perform the action. (Figure 6) Review Screening Question Answers reveals answer statistics for supplemental questions. Download Screening Question Answers creates an Excel spreadsheet of the applicant s responses. Export Results produces an Excel spreadsheet of the data listed on the Search Results tab. Download Applications as PDF gives the options to print or save the Application and All Documents or to selected specific document types. Download applications as PDF is the primary response for a search committee. Create Document PDF per Applicant is not essential to your search process. Page 5 of 7
Download Applications (Print or Save) Click your choice of documents. Click Submit to proceed. Click Cancel to quit. 3. After the file is generated print or save the documents using your Internet browser s print or save command options. Export Results The Export results action creates an Excel file of the data displayed on the Search results tab. Figure 1 Selection for Download Applications as PDF Figure 1 Export results in Excel Download or Review Screening Question Answers To review a chart of the applicant responses, please click Review Screening Question Answers. Download Screening Question Answers produces an Excel spreadsheet of the responses by first name. In the event of responses, a bar chart will be displayed. (Figure 13) Figure 13. Review Screening Question Answers Page 6 of 7
Log out At the conclusion of your document review, Click Logout. Close your internet browser window. Figure 14. Log out command Page 7 of 7