Department of Human Resources 50 Student Manager s Guide to the Talent Management System 1
Table of Contents Topic Page SYSTEM INTRODUCTION... 3 GETTING STARTED... 4 NAVIGATION WITHIN THE TALENT MANAGEMENT SYSTEM... 5 CREATING A REQUISITION... 7 VIEWING APPLICANTS... 16 Viewing and Printing Applications... 18 Viewing and Printing Documents... 20 CHANGING APPLICANTS STATUSES... 21 2
SYSTEM INTRODUCTION Welcome to the University of St. Thomas Talent Management System. The Talent Management System is an online requisition and applicant tracking system that encompasses the faculty, staff and student search processes. You will use this system to: Create and submit job postings View Applications for your searches 3
GETTING STARTED Login to the Talent Management System by following the link available in the Manager s Toolkit on the Human Resources website or enter http://jobs.stthomas.edu/hr into the address bar of your internet explorer window. After entering the URL, the login screen for the system will appear and should be similar to the following screen. You will use your UST username and password to login to the system. 4
NAVIGATION WITHIN THE TALENT MANAGEMENT SYSTEM After logging in to the system, you will be brought to the Home page which will display: Inbox: gives a brief overview of any requests that require action by the user Watch List: shows the requests that the user has indicated to monitor Navigation Bar Account views: At first log-in you will notice the top border. This is an indication of which account view you are in. The default view shows a blue border that gets progressively lighter. o The color will change relative to the way you view your account. o Blue = Applicant Tracking view o Orange = Position Management view Applicant Tracking view (default view) o This view can be confirmed by looking to the upper right hand corner of the screen and verifying what is listed in the dark blue dropdown o Applicant Tracking view is where you will view your requisitions and applicants and make approvals to post positions Position Management view o You will find templates for new requisitions 5
User type: You will be able to see what type of user account(s) with which you are associated by: o Looking to the upper right-hand corner of the page, and noting the white dropdown Depending on the action you need to take, you may need to change your user type: o Click the drop in the upper right side of the screen o Click the round arrow to submit. To view your Student Requisitions you must be in the Student Manager view Verify that you are in Applicant Tracking view. o Remember, you can verify this by the border color of the page header and/or by verifying the view type in the dark colored drop-down box in the upper righthand side of the page. o You will need to be in Applicant Tracking view order to manage or take action on your requisitions or applicants. 6
CREATING A REQUISITION To Create a new Requisition: 1. Make sure you are logged in as the Student Manager user type. 2. Click on the Create New Student Requisition shortcut. 3. Select the option you would like to use to create the requisition. 7
**If you choose to Create from Position Type, the requisition will be mostly blank. o This includes only the information that applies across the entire Position Type. A new Requisition from a Position Type is almost completely blank. **If you choose to Create from Requisition, you will need to choose a previous requisition to use. Click on the Working Title of the requisition. o This uses an existing requisition as a template and automatically copies in most information. 8
You will then be able to review the requisition to make sure it is the one you would like to create your requisition from. Once you are sure you want to use the requisition, click on Create Requisition from this Requisition. **If you choose to Create from Template, you will need to select a template to use. Click on the position title. o This will copy general information from a template. You will need to provide specific information inside the requisition. 9
You will then be able to review the template to make sure it is the one you would like to create your requisition from. Once you are sure you want to use the template, click on Create Requisition from this Template. 4. Be sure the required information (indicated by the orange *) is filled out. Once you are finished, click Create New Requisition. 10
5. This is the requisition page. Be sure the required information (indicated by the orange *) is filled out. Once you are finished, click Next. 6. Next you will be able to add supplemental questions. To add a question, click Add a question. 11
7. You are able to select the questions you want to add. If you do not see a question you want right away, you can search for it by category or by keyword. If you still cannot find a question, you are able to add a question. Once you are finished, click Submit. 12
8. Once you are finished adding supplemental questions, click Next. 9. Now you will be able to decide which documents you would like to have required/optional. For optional documents, click the Included box next to the document name. For required documents, click both the Included and Required boxes next to the document name. Once you are finished, click Next. 13
10. To activate a guest user, click Create Guest User Account. You will be asked to provide an email address for each guest user. Once you have typed an email address, click Update Guest User Recipient List. Then, click Next. 11. Now you are able to review the requisition. Once you are finished reviewing the requisition and are ready to send it on for approval, hover over the Take Action on Requisition button. Click Human Resources (move to Human Resources) for posting. 14
12. Add any notes you would like HR to see and click Submit. 15
VIEWING APPLICANTS To view applicants for a specific posting, you will need to go to that posting. Note: this may be in your watch list. 1. Move your mouse over Requisitions at the top of the page. Click on Student. 16
2. Click on the position title. 3. You will be brought to the requisition Summary tab. To view applicants, click on the Applicants tab. 17
4. To view an applicant s application, click on his/her first name. 5. To print the applicant s application, scroll down to the bottom of the page. Click on Application under Document Type. 18
6. Click on the printer icon. 7. Click the back arrow button (twice) at the top of the page to go back to viewing all of the applicants. 19
8. To view an applicant s documents, click on the document you would like to view next to the applicant s status. 9. To print the applicant s document, click on the printer icon. 20
CHANGING APPLICANTS STATUSES 1. To change an applicant s status, select the applicant s name. 2. You will then be brought to the application. Hover over the orange Take Action on Job Application button and click on the appropriate status. 3. To change multiple applicants statuses at once, select the box next to each applicant s name. Hover over the actions button and click Move in Workflow. 21
4. Click on the arrow to populate the drop down menu. Select the status you would like the applicants changed to. Once you are finished, click Save changes. 22