Applying at Fresno State€¦ · Enterprise HR 8.9 - Applicants Page 19 Step Action 37. Locate the document from your directories and click on that document. If you are not using

Training Guide

Enterprise HR 8.9 - Applicants

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Applying at Fresno State

New Applicants

Procedure Welcome to Fresno State JOBS on-line employment tutorial. This tutorial takes approximately 20 minutes and will provide you with key information about the functionality provided in Fresno State JOBS to assist you in your job search.

Step Action 1. This tutorial is presented in five sections:

* Tutorial Overview * Creating a Login ID (Registering) * Searching for Jobs * Applying for Jobs * Viewing Job Status If you want to stop the presentation at any time, click the Pause link located in the lower right hand corner of this text bubble. The ability to Pause the presentation is very helpful if a certain page contains a lot of information or you simply want more time to review a specific page. When you are ready to start the presentation again, click the Resume link. If at any time you need to exit the tutorial, click on the Actions hyperlink located in the upper right hand corner of this text bubble and then click Close Topic. The online tutorial will close.

2. After reviewing this tutorial, you will be able to use the system to: 1) Learn about employment opportunities at Fresno State 2) Complete an application for employment 3) Apply for specific job openings 4) Attach a resume and/or cover letter to your application 5) Attach additional documents to your profile 6) View the status of current or prior job openings, and 7) Create an automatic notification to your email when a job matching your interests is posted

3. Items to gather before beginning your application: * Your current and previous employment history, your educational information and a list of your professional references * An electronic (either Microsoft Word or PDF) copy of any document (such as a resume, cover letter, etc) you wish to attach to your application

Training Guide Enterprise HR 8.9 - Applicants

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4. You can look for open positions at Fresno State from the Careers page by clicking the link for New & Returning Job Seekers. (If you are a current employee of Fresno State or a current student, please exist this tutorial and view the Employee/Student Applicant Tutorial. You will access the system differently.)

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5. You are able to search or view job openings available at Fresno State at any time. However, if you wish to apply for a job opening, you will need to register. You will only register the first time you access the system. After that, you will simply Login. Please select a User Name and a Password. You will use these each time you login in to the system. You may want to write them down in a secure place. Click the Register Now link.


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6. Enter the desired information into the User Name field. You may want to use something easy to remember since you will use this User Name each time you login to the system. For this example. we will use "Sarah Smith".

7. Enter the password you have chosen into the Password field. You will also need this same password each time you login. For this example, we will use "sarah".

8. Re-enter the same characters you entered into the password field in the Confirm Password field. Remember, User Name and Password are case sensitive. "sarah".

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9. When you click the Register button, your login will be activated and you will be able to apply online for job openings at Fresno State. Click the Register button.

10. You will be returned to the initial job listings page. However, you will notice that the

box in the upper right hand corner now has a title of My Career Tools and displays information specific to you.


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11. Your User Name and Password are encrypted for your security. This means that if you forget your password or user name, no one in Human Resources will be able to tell you what it is. However, you can go to the Careers page and click the Login Help button. Here you will find automated assistance through your e-mail.

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12. If you remember your User Name, enter it in the User Name field under the Forgot your Password heading and click the Get New Password button. This will trigger an e-mail to you with a new, system generated, password. You will be able to change the system generated password in the profile section after you login. Enter "Sarah Smith".

13. After you created your login initially, you provided profile data to the system. One piece of this data was your e-mail address. If you forget your User Name, you can enter the e-mail address you entered in your profile in the box titled, Forgot your User Name? and click the Find User Name button. The system will send an e-mail to you providing your User Name and a new Password. Enter "[email protected]".


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14. Click the Cancel button.

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15. On the lower part of the Careers home page is a listing of current job openings with the last job posted showing first. To view the Job Announcement, click on the Job Title of the desired posting.


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16. From the Job Announcement page, you have several options. If the job is not a good fit for you, but you know someone who would be interested, you can click the E-mail to Friend button. After entering the e-mail address, an e-mail will be sent which will include the web address to the Fresno State careers page and the information to find this specific Job Opening. If you are unsure about applying for the Job, you can click on the Save Job button. The information will be stored in the folder, "My Saved Jobs". If you wish to apply for the position now, click the Apply Now button. However, we will look at some other features of Fresno State JOBs first. Click the Return to Previous Page link.

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17. The Basic Job Search is found in the upper left hand corner where you can enter Keywords and click Search to locate job openings containing the keywords. In the same location is an Advanced Search function.


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18. The Advance Job Search page gives you several options to choose from. When you click the Search button, everything you have entered will be included in the search. The more you enter, the more restrictive your search becomes. As with the basic search, you can enter keywords. We will not be using the Select Locations field. The next field is Select Job Families. Use the scroll bar to view all the options in the list. You may click on one option or, if there are two or more job families that interest you, hold the Ctrl key down while you click on each desired option. Click Administrative Support from the list.

19. Click the Full/Part Time list.

20. If you are only interested in Full-Time employment or you are only want Part-Time employment, make the proper selection. Otherwise, leave the field blank. Click on Full-Time.

21. Click the Regular/Temporary list.

22. You may also select a choice of Regular or Temporary. If you or interested in both

types of employment, leave the option blank. Click Regular in the list.

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Step Action 23. If you are seeking a certain pay rate, enter the amount in the box next to Desired Pay.

Click on the drop down box next to the amount to select hourly, monthly, etc. If you know a specific Job Opening ID, you may enter the ID. As with the Basic Search, you may also select a time frame to search. Click the Find Jobs Posted Within list.

24. Let's choose the Last Three Months option from the list.


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Step Action 25. We will not be using the last field, Display Results Sorted By. You can then click the

Search button and receive a listing of job openings matching your criteria. There are two additional features of the Advanced Search that may help you in your search. One advantage is to save your search. Once a search criteria is saved, it can be re-used the next time you log into the system or it can be used for our next added feature. Click the Save Search button.

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Step Action 26. Enter a name for your search in the Name your search field. You may want to use a

name that will help you remember what is in the search criteria. In addition to being able to save your search to use in the future, another feature is the ability to have the system notify you by email when a new job opening matches your search criteria. You can then login to your account to review the job and decide if you wish to apply for the opening. Click the Notify me when a new posting matches this search option.

27. Enter an email in the field Send email notifications. 28. Click the Save Search button.

Step Action

29. From your "My Saved Searches" page, you can delete the saved search, modify the criteria, or run the search to see what is available currently. Click the Run Search button to see how this works.


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30. The search resulted in several job listings. You may select any of the jobs listed by clicking the Select box located next to each job. Click the Select option.

31. Click the Select option.

32. There are multiple places during the search process for you to select one or more Job

Openings. However, regardless of where you select the job, you will begin the process of applying by clicking the Apply Now button.

33. Decision: Click on resume option you will be using or wish to learn about.

• Upload a new resume Go to step 34 on page 17

• Copy and Paste Resume Text Go to step 121 on page 52

• Use an Existing Resume Go to step 126 on page 56

• Apply without using a resume Go to step 130 on page 58

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34. Click the Upload a New Resume option.

35. Click the Continue button.


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36. Click the Browse button.

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37. Locate the document from your directories and click on that document. If you are not using your own PC, you will need to insert a disk or CD containing your resume into the computer you are using. We will use Resume.doc.

38. Click the Open button.

or

Press [Alt+O].


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39. Click the Upload button.

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40. You can click on the View Attachment link to view the attachment you just loaded. It will open in a separate window which should be closed when you have finished verifying the attachment. Click the Continue button.


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41. If this is the first time you have applied for a position, you will be required to enter some information we will need in the future to contact you. The Member Information box displays the User Name you created when you registered. Below your User Name, is a link for you to change your password. For now, you can ignore the Preferred Method of Contact field, we will not be using it. You must enter at least your first and last name in the Name fields. We will enter the First Name of "Sarah".

42. We will enter the Last Name of "Smith". 43. You are required to enter at least street, city, state and postal code for Address.

Enter your address into the Address 1 field. We will enter "123 Shaw".

44. Enter your City. 45. Click the State drop down arrow.

46. Select your state from the list.

47. Enter your zip code into the Postal field. Enter "91234". 48. In addition to your Email address, you will need to enter a Primary Email Type.

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Step Action 49. Select an entry from the list.

50. For contact purposes, you will be required to enter an E-mail Address. . 51. You will also need to indicate the Primary Phone Type, for the phone you list below.

52. Select an entry from the list that describes the type of phone number you are

submitting.

53. For contact purposes, you will also be required to enter a Phone Number. . 54. Click the Save button.


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Step Action 55. Once you have a completed profile, you are ready to apply for a job. The top of this

page provides a summary of the Job Openings you are applying for with this application, the resume you have attached and a summary of your profile data. If you selected a Job Opening in error, you can remove it from the application by clicking the Remove link next to the Job Opening title. If a Job Opening is not listed, you can click the Add Another Job to Application link and add the additional Job Opening. If you wish to use a different resume than currently shows or add a resume, if one is not attached, click the Use a Different Resume link. If the profile data needs to be updated or corrected, click the Edit Profile link.

Step Action

56. The next part of completing the application gives you the option of attaching documents, such as cover letters, letters of reference, etc., that you have stored in electronic format, to your application. To do this, click Add Attachment.

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57. Click the *Attachment Type list.

58. Select the entry from the list that most closely matched your document.

59. Enter the desired information into the *Attachment Purpose field. Enter "February 23 Application".


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60. Click the Add Attachment link.

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61. Locate the document from your directories and click on that document. If you are not using your own PC, you will need to insert a disk or CD containing the files you wish to attach into the computer you are using. We will use Cover Letter.doc.

62. Click the Open button.

or

Press [Alt+O].


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63. Click the Upload button.

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64. If you wish to attach more than one document, click the Save & Add More button. Otherwise, click the Save & Return button.


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65. The next part of completing the application requires information about your employment history. Click the Add Work Experience link.

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66. There are three required fields on the Add Employment History page: Start Date, Employer and Ending Job Title. If you have attached a resume containing the remaining information, you do not need to complete the remaining fields. If, however, you have not attached a resume and do not complete the remaining fields, your application will be incomplete and will not be considered. The date format used for Start Date and all dates on the requisition is mm/dd/yyyy.

67. If you are still employed with this employer, leave the End Date blank. The small Calendar Icon next to the date boxes can be clicked to bring up a calendar from which you can select a date. This is true of all pages in the application.

68. If you agree to allow Fresno State to contact this individual, click the Approval to Contact option.


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Step Action 69. Notice the scroll bar to the right of Job Responsibilities. You can enter more data

than what the box displays. Remember, this field is optional if you have attached a resume with this information included. After you have entered your Job Responsibilities, you can run a spell check to assist with finding typographic errors. There is a button located to the upper right of the Job Responsibilities box. Click the button to run a spell check.

Step Action

70. If misspellings are found, the word will be displayed plus alternatives to correct the spelling. You can click the Ignore button to leave the spelling as shown, click one of the replacement words and click the Replace button or re - type the word and click the Replace button. Click the OK button.

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71. To enter additional Employment History, click the Save & Add More button. Your current information will be saved and a new Employment History page will appear. If no additional Employment History is to added or if you have completed all Employment History, you can click the Save & Return button. We will click the Save & Return button.


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72. We are now back to the main application page. Next, we will enter Education History. Click the Highest Education Level drop down list.

73. Select an entry from the list.

74. If you have an Associates Degree or a trade certification, please enter this information

by clicking the Add Post-Secondary Education History link.

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75. United States will default in the Country field. If your education was received elsewhere, click on the drop down arrow and select the appropriate country. Click the State list.


77. Enter the name of the School you attended. We will use "Fresno State". 78. Enter your Major. We will use "Accounting". 79. Click the *Degree list.


81. If you have graduated, please check the Graduated box. If you have not graduated, do

not check the box. You may enter details in this area even if you have not yet completed your degree.

82. Enter Graduation Date into the Date Issued field as MM/DD/YYYY. 83. Click the Save & Return button.


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84. We are now back to the main application page. Click the Add Licenses and Certificates link.

85. To add a license or certificate, click the down arrow and scroll through the list until

you find your certificate. Enter the organization that issued the license or certificate in Issued By. Enter the number in License/Certification Number and finally, the Date Issued

86. Click the Save & Add More button if you have additional licenses or certificates to enter. For now, we will click Cancel..

87. We are now back to the main application page.

Click the Add Languages link.

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88. Click the drop down arrow next to the Language box. Make the appropriate selection. Enter proficiency for each of the three areas listed. The choices are High, Low and Moderate.


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89. For this tutorial, we will not be making any changes to this area. We will click the Cancel button. If you make changes and do not wish to save them, you may also click the Cancel button throughout the application.

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90. We are again back on the main application page. The next thing we will do is add references to the application. Click the Add Reference link.


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91. Enter the reference information. After you have entered the information in the Reference Details section, address is optional, click Save & Add More. Unless you have attached letters of reference or included them on your resume, three references must be entered here. However, for demonstrations purposes, we will enter Save & Return.

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92. Fresno State has three standard questions that are asked of all applicants. Additional questions may appear in this area, depending on the specific job opening. It is required that these questions be answered. For the first question, we will enter Yes.

93. Click No for the second question.

94. We will answer the remaining questions.

95. Fresno State gathers information on what marketing sources are being effective. Click

the drop down list button.


97. If you are a former employee of Fresno State, click the Yes option. Otherwise, click the No option. You must answer this question before you can submit your application.

98. Another question you must answer is the Conviction History question. For this

tutorial, we will click the Yes option.


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Step Action 99. If you respond Yes to the Conviction History question, you will be required to provide

additional information before you can submit your application. Click the Add Conviction History link.

Step Action

100. Enter the required information. If you need to enter information for more than one conviction, click the Save & Add More button. Otherwise, click the Save & Return button.

101. After completing the Conviction History section and before moving forward

with the application process, you can view and print a summary of the information you have already entered by clicking on View My Application at the top of the application.

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102. From this view, you can review the information that you have entered for your application. You can also print a copy of your application by using your internet browser's print capabilities. You cannot update your information while in this view. After you close this view by clicking on the X in the upper right hand corner, you will be able to update or add to your application.


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103. There are three main options at the bottom of the page: Save for Later, Close Application and Submit. If you wish to add more information to your application, but need more time or would like to obtain some more information, click the Save for Later button. Your application will be stored, but not submitted for review. You can return later and finish entering the information. Note: Make sure you Submit the application before the deadline. Close Application will return you to the Careers home page and will not save or update any information you added. There will be no record that you considered applying for the job. Submit saves your information and continues the application process. After completing the final section, your application will be sent for review. For this example, click the Submit button.

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104. Fresno State is required to submit employment-related summary statistics per federal and state Equal Employment Opportunity requirements. For these reports, please supply the listed information in the Self Identification Details box. This information in entirely voluntary. It will be kept confidential and will not be provided to those making the hiring decision. If you would prefer not to supply this information, click the I decline to provide my self identification details option.

105. The Terms and Agreements section of this application lists requirements for

your employment. Please read these Terms and Agreements. If you do not agree, click the box next to I do not agree to these terms. If you click the box I do not agree to these terms, you will not be able to submit your application and will need to cancel your application and exit the system.

106. If you do agree with the Terms and Agreements as listed, click the I agree

to these terms option.

107. The Submit button, which had been grey until you clicked I agree to these terms, now appears yellow, allowing you to select it. Click the Submit button.


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108. After submitting your application, the system will show a message that "You have successfully submitted your job application." You will also receive an e-mail confirming the submission, sent to the email you provided in your profile. There is another link that provides helpful information to you. Click the My Career Tools link.

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109. At the top, you will see your profile information. Next is a listing of all jobs for which you have applied, filtered by Display applications from. The default is Within the Last Week. If you wish to see more than what is displayed, simply click the drop down list arrow and select another option. If you started to completed an application, but did not submit it, it will also be listed here as Not Applied. The next section lists all the resumes you have used with your applications.

110. The final step with any online system is to Logout so not one else using the

computer can use your account at Fresno State. Click the Logout link.


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111. After you apply for a job opening, you may be notified/contacted for an interview, for a job offer or to be advised that another applicant has been selected and the job has been filled. However, this process can take some time. The last feature we will demonstrate is the online view for Status of Job Openings which will allow you to see the progress of the selection process (i.e. under review, interviewing, closed/filled). Click the Status of Job Openings link.

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112. This view shows all job openings that are still in the selection process as well as job openings that have closed in the last sixty days. This view is initially sorted by Job Opening ID. If you do not remember the Job Opening ID, you may click on the heading Posting Title and the view will sort the job openings alphabetically by posting title.


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113. You can click on the title of any column, which has a hyperlink, to sort by that column.

114. The last three columns provide specific information on where the Job Opening is in the process. For this example, Job Opening 5888, Light Automotive Equip Oper, is Open, currently accepting applications through 3/17/2007.

115. In another example, you can see that Interviewing is currently underway for Job Opening 5615, Police Dispatcher 12 Mo. Furthermore, you can see that applications were no longer accepted after 02/15/2006. The status for Job Opening 5624, Administrator II, (second job from the top) also reflects that although Interviewing has begun, applications are still being accepted since no date appears under the heading, Application Deadline.

116. We can also see that applications for Job Opening 5754, Police Officer, are currently Under Review. The deadline for applications has passed so applications are not being accepted.

117. Job Opening 5715, Network Analyst 12 Mo, is Closed meaning the recruiting process is complete.

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Step Action 118. The last three columns provide specific information on where the Job Opening

is in the process. The Status column indicates what stage the process is in currently. The Open status means receiving applications is the main activity for the specific job opening. Under Review is when applications are not longer being received but the interview process has not yet begun. Interviewing is self explanatory. Closed indicates the process is complete. No further activity will take place for that job opening. The next column, Application Deadline indicates that last day to apply for the job opening. If no date is listed, the job is open until filled. The last column states if applications are being received or not being received currently.

Step Action

119. When you have finished reviewing the status of Job Openings, click the Return button.


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Step Action 120. Thank you for viewing this tutorial. If you have further questions concerning

the application process at Fresno State JOBS, please contact the Fresno State Human Resources Office at 559/278-2032 during the hours of 8:00 - 5:00 p.m., Monday - Friday (7:00 - 3:30 p.m. mid-May - mid-August) - or- email us at [email protected] End of Procedure. Remaining steps apply to other paths.

Step Action

121. Click the Copy and Paste Resume Text option.


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123. Enter the desired information into the Title field. Enter "Sarah's Resume". After entering the title, you can type your resume directly into the Resume box, or if you have the resume stored, but not in Word format, open up the document on your desktop.


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124. Move your cursor to the top of the resume. Hold down the Ctrl button and hold down the left mouse button. "Drag" the mouse over the text you want to copy. You should see a darkened area surrounding all the text you want to copy. Press [Ctrl+C] down simultaneously to copy the text.

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125. Return to the Resume Text page. In the box next to resume, press down the [Ctrl + V] simultaneously to paste the text onto this page. Click the Continue button.

Go to step 41 on page 22


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126. This option can only be used if you have been in this system previously and uploaded the desired resume. Click the Use an Existing Resume option.

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127. Click the down arrow for Select Resume.

128. Select an entry from the drop down list.




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130. Click the Apply Without Using a Resume option.

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Documents

Applying at Fresno State€¦ · Enterprise HR 8.9 - Applicants Page 19 Step Action 37. Locate the document from your directories and click on that document. If you are not using