Welcome to JobAps 2.0

Welcome to JobAps 2.0 Online Requisition and Referral List System Presented by Hillsborough County Civil Service Board

Table of Contents Contents Logging In...3 Home Page > My Home & My Profile Sub-Tabs...4 Creating and Routing a Requisition...5 View Your Requisition... 12 Viewing an Eligible List... 15 Sharing a Referral List... 19 Managing Candidates on a Referral List... 21 Scheduling Candidates For Interview... 24 Setting Up The Online Interview Scheduler... 26 Notices... 33 Selecting a Candidate for Hire... 35 2 Logging In Hillsborough County

Logging In To access the website for administrative purposes, such as creating a requisition or reviewing a referral list, visit: Http://www.jobaps.com/hillsborough/admin/ To see the current listing of jobs on recruitment and to access the public facing portal page and view class descriptions, salary schedules, and older job announcements, then go to: Http://www.jobaps.com/hillsborough/ If while attempting to log into the admin suite you receive an error message that your IP address is not authorized, then copy the message including the IP address and paste into an email and forward it to Kurt Wilkening in the Civil Service Office at wilkeningk@hillsboroughcounty.org. 3 Logging In Hillsborough County

Home Page > My Home & My Profile Sub-Tabs From the Home tab you will see two sub tabs listed which are My Home and My Profile. The My Home sub-tab is used to push timely information out to agencies and also lists any requisitions awaiting your approval. Most agencies will not have any requisitions to approve. The My Profile sub-tab is used to update your name, email address, and telephone number, or to change your existing password. Click on the My Profile sub-tab to view your profile and update any of the information on the screen. When finished, click the Submit Updated Profile button to save the new information to your account. 4 Logging In Hillsborough County

Creating and Routing a Requisition 1. Go to the Reqs Tab and click on the Create Reqs button. 2. Then click on the icon. This will open up a new requisition screen (see next page). 5 Creating and Routing a Requisition Hillsborough County

1. From the Action Requested drop-down menu, you can choose to begin a new recruitment, or request a valid list be sent to you 2. There are four types of recruitments: Open, Internal Only, Temp/P-T, and Unclassified. If you want the recruitment to be open to all candidates (both external and internal), then select open; if you only want internal county employees to apply, then select internal only; 3. For Non-CAD agencies/department, your agency will auto populate in this field and cannot be changed. For CAD users, select the appropriate CAD department from the dropdown list. 4. Select the appropriate job title from the list. 6 Creating and Routing a Requisition Hillsborough County

5. Select whether the position is new or replacement. If replacement, then type in the name of the person who filled the position 6. Select from the dropdown the number of vacancies to be filled with this requisition. Leave Work Location, Emp Status and Shifts fields blank UNLESS YOU ABSOLUTELY have a compelling reason to do so. Selecting from any of these three fields will filter the pool of candidates on a referral list. For example, let s say you indicated East County from the Work Location field above. A candidate was qualified for the job but did not indicate on his application that he was interested in working in East county. When CSB creates the referral list, this candidate will not be on it because he did not indicate interest in working in east county. 7. Click the chooser box icon and then select the appropriate position number(s) 7 Creating and Routing a Requisition Hillsborough County

8. Type in your name 9. Type in your phone number 10. Select hiring supervisor s email address from the Get Email Address hotlink, or manually type it in (Doing so will send an email to the hiring manager when the referral list is ready to view). Only the email addresses of registered users of your agency will appear after clicking on the Get Email Addresses link. 11. Type in the hiring supervisor s name 12. Type in the hiring supervisor s phone IMPORTANT - When finished with this section, click the Save button at the TOP of the screen! 8 Creating and Routing a Requisition Hillsborough County

13. (The information in this section will only display AFTER you save the RQ for the first time). If you are requesting a subclass recruitment and/or want to publish the ideal candidate profile, then check one or both of the boxes to indicate as such. a. If you are declining CSB s short list services, then check the decline box. 14. If subclass is checked, then upload the subclass information directly from your computer or server to us using the Upload Attachment link. See caution below! When uploading sub-class document, CSB Recruitment Plan form, Ideal Candidate Profile form, JCS or Position Description, or any other document, it MUST be in an editable format. If not in an editable format, then the RQ will be rejected and sent back to you for correction. For example, if you upload a TIF file, BMP file, or other image format file, or you scanned a document and saved it to PDF format that s not editable (no character recognition) and submit the RQ to us, we will reject the RQ and send it back to you. We must have an editable file to work with in order to approve the RQ. 9 Creating and Routing a Requisition Hillsborough County

15 16. 15. Once you have completed the entire requisition worksheet, click on the routing dropdown box in the lower left hand portion of the window, and then select Civil Service. 16. Next, click on the Save & Route button to send the RQ to Civil Service for processing. If you forget to choose routing from the routing dropdown box and select save & close, don t worry. You can still route the RQ to us from the Reqs > Create Reqs > screen. From there you will see the requisitions waiting for your action. Choose the appropriate job and, once highlighted, click on the route icon. See screenshot on the next page. 10 Creating and Routing a Requisition Hillsborough County

Route Your Requisition to us from the Reqs > Create Reqs page.your newly created requisition will appear as shown below. 1. Highlight the row of your requisition and click on. 2. Choose Civil Service from the Route To dropdown and then hit route. You have now created and submitted a requisition to CSB! 11 Creating and Routing a Requisition Hillsborough County

View Your Requisition 1. Go to the Reqs Tab and select the Status button to view the status of your requisition throughout the entire hiring process. 2. Choose various filter fields to display your requisitions quickly. You can filter by Job Title, Requisition ID, Job-Class or even by the date created. Then click the button. 3. To view the actual requisition, double-click on the requisition line OR highlight the requisition you want and click the button. 4. To see past changes or other types of activities for that requisition, highlight the requisition row and click on the link to review the history at any time. 12 Hillsborough County

a. Once a requisition has been submitted to CSB for approval, you can see the RQ s Status along the way. When your requisition has been approved, it will be noted as approved in the Status field. b. If your requisition is not approved by CSB, you will receive an email similar to the one shown below: 13 View Your Requisition Hillsborough County

To edit the requisition after denial: 1. Proceed to the Reqs Tab and select the Create Reqs button. 2. In your table, highlight and double-click the requisition to edit. 3. Make the required changes and route the requisition to CSB again for approval. 14 View Your Requisition Hillsborough County

Viewing an Eligible List a. Viewing an Eligible List 1. Under the E-List Tab, you can filter for various attributes including referral number, class code, or recruitment number. 2. Now, click on the View Referral List(s) option from the menu 3. Referrals meeting your filter criteria will now display. 4. For each referral, the display will show how many applications (eligibles) are within the folder, the referral list number, class code, job title, and list expiration date. 15 Viewing an Eligible List Hillsborough County

+ 5. To view the contents of the folder, click on the + to the left of the folder. This allows you to view the individual applications that are on the referral list. 16 Viewing an Eligible List Hillsborough County

6. Click on an applicant s name to review the individual s application and any attachments (resume, for example) included with the application. FYI: Once a referral list has been generated by CSB for your requisition, you will receive an email notifying you that the referral list is ready to view. 17 Viewing an Eligible List Hillsborough County

To view details on the referral list, click on. This will open a new window and show all of the details of the recruitment including: the class title, class code, department, list type, certificate number, recruitment number, location, position type, etc. 18 Viewing an Eligible List Hillsborough County

Sharing a Referral List The Share Displayed List function allows users to share one or more referral lists with other registered users within their agency. This process will often be used by Agency HR users in order to share referral lists with hiring managers in their agency. 1. From the E-List Tab, use the search form to generate in the lower half of the screen the list(s) you would like to share and then click on the Share Displayed List(s) link. Make sure that only the certified list(s) that you want to share with the selected users are listed below the search box. If additional referral lists are shown, you will need to narrow your search results further. 19 Sharing a Referral List Hillsborough County

2. You will see a list of people in your agency you may share the list with. Check the box next to the individuals that will receive the list. 3. Add the text to be included in the email and add an email subject. 4. To complete the process, click on button. The individuals that were checked will each receive an email with your message. They can then access the referral list from the E- Lists Tab from their account (if previously registered). 20 Sharing a Referral List Hillsborough County

Managing Candidates on a Referral List Hillsborough County Requisition and Referral List System 1. To access the referral list and manage it, click on the View Referral Report icon from the filtered list. A referral list will now appear like the one shown below. SCROLL DOWN THE PAGE TO SEE INDIVIDUAL CANDIDATES. 21 Managing Candidates on a Referral List Hillsborough County

22 Managing Candidates on a Referral List Hillsborough County Hillsborough County Requisition and Referral List System

Once inside a candidate s record you can update his/her status upon the list. For example, you can update some individuals to Scheduled for Interview and the rest to Not Interviewed. Or, if a hiring decision was made, then you can update the selected candidate to Hired. 23 Managing Candidates on a Referral List Hillsborough County

Scheduling Candidates For Interview 1. Once you have updated the candidates statuses to Scheduled for Interview, you need to tell the system to schedule applicants with a referral list status of SI from the dropdown box shown below. 24 Scheduling Candidates For Interview Hillsborough County

2. Now, click on the Schedule Applicants Having icon to open up the online scheduler, and a new pop up window will appear like the one shown below: 25 Scheduling Candidates For Interview Hillsborough County

Setting Up The Online Interview Scheduler There are two ways to schedule candidates for interview: 1. You can call candidates individually and offer each a specific time slot. If they accept, then enter the date, time and location of the interview directly into each candidate s record. 2. Alternatively, you can set up an online self-scheduling feature and push an email out to candidates inviting them to pick a time slot that works best for them (or from the remaining available slots). Candidates will receive the email notice which has a link to the online scheduler embedded within the body of the email. Candidates click the scheduler link and then log into the system and select a time slot available. To set up the online scheduler, click on the Define Interview Self-Scheduling Details link. Clicking the link opens up a new window like the one shown on the next page. 26 Setting Up The Online Interview Scheduler Hillsborough County

3. Type the length of time for hours and minutes the interview should last, along with the minimum number of minutes you want between each interview. 4. Then enter the interview date on the first row of the table. 5. Enter the start, end, max slots, and location on the first row. For example, the interviewer may have 1:00p 5:00p available but only wants to interview two people (max slots) during that time period. 6. Check the box to activate the schedule. 7. Click the Save/Update icon to save the schedule. 8. Next, click the send notices for link (recruitment number) 27 Setting Up The Online Interview Scheduler Hillsborough County

9. This open up the notices module window, like the one shown below. Click the Choose Notice icon. 28 Setting Up The Online Interview Scheduler Hillsborough County

A notice window appears 10. Choose the interview notice by clicking on it. A preview will appear in the bottom half of the notice window to show you the contents of the interview notice. 29 Setting Up The Online Interview Scheduler Hillsborough County

11. Click on the Choose Notice Template icon to load the message. 30 Setting Up The Online Interview Scheduler Hillsborough County

From the resulting window that appears: a. Click Preview to view the message in email format, then if all looks good b. Click Ready to Send Notices icon 31 Setting Up The Online Interview Scheduler Hillsborough County

12. Enter an email subject line (Invitation to Interview) 13. Click the Send Email icon. The Invitations to Interview notices have now been sent. Hillsborough County Requisition and Referral List System To track the status of who has scheduled themselves for an interview, re-visit the interview scheduler module (screen shot provided below). If a candidate has selected an interview slot, then the chosen date and time slot will appear in their row, and the confirmed? box will be checked automatically. 32 Setting Up The Online Interview Scheduler Hillsborough County

Notices The Notices module allows you to correspond with applicants from a referral list using automated email notices. Notices are created by CSB staff using system variables that are similar to the Word mail merge function. For now there are a limited number of templates available to use, but more will be available in the weeks following implementation (August 19, 2014). Should you need a specific email template that is not already in the list of templates you can use, then contact the ERP help desk for assistance. Using An Existing Template 1. From the referral list, click on the link for the Notice page to appear. 2. Click on the link from the Notices Page. 3. A dialog box will appear. There are two different tables on this page. On the left are all the notice templates and on the right are templates that have been sent for the particular recruitment. Depending on your security rights you may only be able to view selected templates. 33 Notices Hillsborough County

4. To send a template letter, highlight the template you wish to use and click on the link to be taken back to the Notices Page to view your notice. 5. Enter a Subject for your email. This will be how your notice will appear in the applicant s email inbox. 6. Upload attachments, such as an additional questionnaire or map to your facility by clicking on the icon. 7. To send the notice, click on the icon. 8. A report will be generated indicating the applicants who were sent an email. 34 Notices Hillsborough County

Selecting a Candidate for Hire The final step in the recruitment process is to identify your hire choice on the referral list. 1. First, select the candidate row by clicking on the row (but not the candidate s name), and then click on the Edit/View Selected icon at the top of the table 2. Change the candidate s status to Hired and save/update the record. The screen will return to the above. 3. Click the Hire Detail link in the last column of the row. Doing so will open up a new window similar to the one shown on the next page. 35 Selecting a Candidate for Hire Hillsborough County

4. On the Hired line, select the Yes radio button 5. On the Hire Date (label to be changed to Today s Date ), enter TODAY s date 6. Select the position number the candidate will be hired into 7. In many instances the candidate selected is an internal candidate, or the candidate may have formerly worked for the County. In those instances, AND if your agency is on the County s Oracle system as part of the ERP project, then an additional Oracle Employee # field will be on this screen (but not shown above), which MUST be filled in before the record can be exported to Oracle. If the candidate selected has never worked for the County then the Oracle field can be left blank. 36 Selecting a Candidate for Hire Hillsborough County