Start the slide show by clicking on the "Slide Show" option in the below menu or – hit the F5 Key.

Online Recruiting System Online Recruiting System

This presentation will take about 20 minutes.

Click on your mouse to go to the next slide OR click on the green box at the bottom of each page.

To go back a slide, click on the gray box.

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Helpful Hints about the Online User’s Helpful Hints about the Online User’s website:website:

1) Do not use your browser's "Back", "Forward" or "Refresh" buttons to navigate the site. This may cause unexpected results, including loss of data or being logged out of the system. Please use the navigational buttons within the site.

2) To protect the security of your data, the system will log you out if it detects no activity for 60 minutes. This will cause ALL the data you entered during that session to be lost. Please do not leave your computer for more than 60 minutes while completing the posting process (unless required data is entered and you have saved).

3) Bookmark the User’s Website: https://jobs.rose-hulman.edu/hr

Now, You’re Ready To Begin The Now, You’re Ready To Begin The Tutorial!Tutorial! 3

Please Note: Human Resources will post all open positions. Please contact the Director of Human Resources to discuss posting details. The department must provide a current job description to be used for the posting process.

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Type Kerberos Login here

Click on the RHIT Workflow link to see the posting approval process.

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This page is designed to help you keep track of the actions required by you or your department. You will perform actions by clicking on the links in the left navigation bar. Notice, under Welcome (with your name), it shows the current group you are working in – this is for anyone having multiple user authority, such as someone who is a Hiring Supervisor and a Department Head, Area Vice President, Budget, Sponsored Programs or Human Resources approver.

Navigation Bar

Current Group

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Current Group

In this instance, my current group is Human Resources.

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Change User Type

User types in our system are: Departmental Support, Hiring Supervisors, Department Heads, Area Vice Presidents, Finance VP & CAO, President, Budget, Human Resources, and Sponsored Programs. •If your Department is filling a position, you may log in as Departmental Support or as a Hiring Supervisor. You will have access to check the status of posting(s) in the approval process. As departmental support you may print off applicant documents or as Hiring Supervisor you may review applicants to your posting. You will want to check on the Welcome page to ensure your Current Group is Departmental Support or Hiring Supervisor.

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• If you are approving positions for your Department or areas of control, then you will want to ensure your current user type is Department Head, Area Vice President, Budget, Sponsored Programs, Finance VP and CAO, President, or Human Resources.

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Verify Your Current Group. In this instance it is Hiring Supervisor; if you need to be an approver and not a Hiring Supervisor then click on Change User Type.

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Click on radio button next to user type. Click Change Group.

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Check again to see that you are in the correct group.

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When you click on Pending Postings you will see posting(s) in the approval process.

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When you click on Historical postings you will be able to view past positions that are now filled or canceled (as long as you created them initially).

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When you have an Active Posting, it will show on the Welcome screen. Click on View under the title.

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After moving from the Posting Details screen, you may preview how your position will appear to applicants by clicking on Job Posting Preview. The Affirmative Action Information screen is used for recruitment sources to reach diverse applicant pools.

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While much of the advertising is determined by HR to meet Affirmative Action Guidelines, additional ads may be placed by the department. If the department places an ad, HR must be notified with the ad information for the Affirmative Action Plan.

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This screen is used for adding Search Committee members. Click on Add New Entry.

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Type your question in the text box and then

The system allows us to add questions as part of the application process. If you would like to have all applicants answer questions related to the position they are applying for, you can submit these to HR to add to the application process.

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If you have a Search Committee, please notify HR that you need a Guest User Account setup. HR will activate the account and provide the committee with login information.

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As a Hiring Supervisor, you may enter comments on this screen for the next approver in line. Comments can be edited, but to do so, the posting would have to be returned to the Hiring Supervisor. Note, comments are not to be made with regard to applicants.

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Do not use this page for notes. Notes are not editable and cannot be removed. You will see how the position has moved through the approval process. From this page click on Preview Posting or Continue to Next Page.

Click on Printer Friendly Version – scroll down to review all posting information. You can still make edits (click Edit at top of page). If satisfied, you may save or submit to: Sponsored Programs (grants), Next Level, or Area Vice President to get the posting in the approval process. Click the radio button you want , then click Continue.

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You must click Confirm to save or submit your posting. Nearly every process in the Applicant Tracking System requires clicking the Confirm tab.

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Viewing Applications and Other Applicant Documents

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When there are multiple applicants, data can be sorted (ascending or descending order) by clicking on the arrow in a column.

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To view applicant documents, click on View Faculty App or click on any of the links listed under Documents. The documents will load in pdf format.

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The application and other attached documents can be printed by right clicking and selecting print.

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Since applicant documents will be in pdf format, if you do not have Adobe Acrobat Reader installed, you must click and install this FREE version.

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The resume/vitae, cover letter and/or other submitted

documentation will appear in a separate window.

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Hiring Manager Review Under

Review

Every applicant has an active status that shows where they are in the hiring process. During the process you should notify HR, who will change their status using the applicant status flow on the following screen.

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Hiring Manager Review

Affirmative Action Pool Review

Applicant Pool Approved for Affirmative Action

Interview Pending

Interviewed

Human ResourcesHiring

Manager

HiredRemaining applicants changed to Not Hired

Information Sent (turndown)

Recommended for Hire

This is the current applicant status flow.

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Multiple applicant statuses can be changed by checking their box under All/None and then clicking on Change Multiple Applicant Statuses. Same with viewing multiple applications or documents.

Click on box

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The Status menu contains the Statuses you may move an applicant to.

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Once candidates have been identified for the interviewing process, provide HR with a list of applicants to be interviewed. HR will change their status in the system first to Affirmative Action Pool Review. Following a review of the candidate pool, HR will update their status to Applicant Pool Approved for Affirmative Action. At the time Faculty applicants have been approved you may contact them to schedule interviews. At the time staff applicants have been approved HR will contact them to schedule interviews.

After interviewing contact HR who will change status to Interviewed. 35

All status changes are recorded in the applicant History/Notes under Date Applied and the date. Click on History/Notes.

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All actions taken by the applicant or others, including status changes are recorded here.

You may also add notes to the applicant’s History/Notes. For instance, if the applicant contacted you and indicated they wanted to withdraw from consideration you could type a note here, and then click Add Notes.

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When a candidate has been selected, contact the Director of Human Resources to discuss the details of the hiring proposal. The Director of Human Resources will update the status to recommend for hire and complete the hiring proposal process.

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Once an offer has been extended to the selected candidate, HR will update their application status to hired. HR will then update the statusof the other applicant’s based on their application.

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You have completed the session for People Admin’s Applicant Tracking System. Should you encounter any difficulties with the processes or the system, please contact Dawn Blankenbeker at 8245or Kim Miller at 8176 for assistance.

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