HUMAN RESOURCES USER`S GUIDE for the Rensselaer
Contents
1. nternet The next step is to click on the Submit Question button at the bottom of the screen This attaches the question to the Requisition and every applicant who applies to this Requisition will be asked this question After you click Submit Question you should see a screen similar to the following This screen summarizes the question s you have entered As you enter additional questions they will be added to this summary screen From this screen you may continue to add more questions by clicking the Add a Question button You may also delete a question you have entered by clicking the box next to the relevant question and clicking the Delete Question s button You also have the ability to Require an applicant to provide an answer to the question you added The applicant will not be allowed to proceed without answering a question with the Required status If you spot a typo in your question click on the Edit link at the end of the question to correct it Job Site Microsoft Internet Explorer p laj x Rensselaer RENSSELAER POLYTECHNIC INSTITUTE RPinfo Search RPI Contact RPI RPI News Research Academics Libraries Tour amp Map wae To add questions that will be asked of every applicant who applies to this position click Add a Question Click Continue to Next Section gt gt to skip this section or when finished To delete check the box of the question s you wish to delete then c2. Microsoft Internet Explorer E 3 l x Edit Me Favorites Tools Help RENSSELAER E INSTITUTE DIVISION OF HUMAN RESOURCES SEARCH Welcome Sample Human Resources You are logged in with University View Tuesday May 25 2004 FROM TEMPLATE 8 2 FROM PREVIOUS Confirm Reset Applicant Password FROM SCRATCH By clicking Confirm gt gt below this applicant s password will be reset to be the same as their User SEARCH Name FROM TEMPLATE FROM SCRATCH 1 Record aaafdsfadf SEARCH APPLICANTS STATUS SEARCH ADD TO SPECIAL HANDLING SEARCH SPECIAL HANDLING LIST CONFIRM gt gt CANCEL CREATE USER ACCOUNT APPROVE SEARCH USERS HOME CHANGE DEFAULT VIEW REPORTS CHANGE PASSWORD LOGIN AS HIRING MANAGER LOGOUT Done E intenet After you click Confirm the applicant s password and username will be the same You should instruct the applicant to change his her password the next time he she logs in 34 Assigning an Applicant to a Posting The system allows HR users to assign Applicants to Postings from the applicant search results To begin click on Assign to Posting This will take you to the following screen Site Microsoft Internet Explorer E 5 x File Edit View Favorites Tools Help Ea 2 RPinfo Search RPI Contact RPI RPI News nsse acr Research Academics Libraries Tour amp Map f Online Forms HRPublications Pol ser RENSSE
3. The Modified By column shows you who was responsible for moving the applicant through that step An action taken by Template or System Generated indicates that the system automatically moved the applicant to that step in the process Click Return to return to the previous screen 28 Changing the Status of Applicants While in the Active Applicant display screen you can change the status of applicants as you review their applicants interview them and make a final decision To change the status of one applicant click the Change Status link under the Status column heading To change the status of multiple applicants at the same time check the box under the All None column for each applicant that you wish to change then click the button labeled Change Multiple Applicant Statuses You may also click the All link to select all applicants at the same time To deselect all applicants click the None link Microsoft Internet Explorer E d x Eile Edit View Favorites Tools Help OF HUMAN RESOURCES SEARCH Welcome Sample Human Resources You are logged in with University View Tuesday May 25 2004 EE View Edit Posting Media Relations Specialist Report Test FROM SCRATCH SEARCH 8 Applicants FROM TEMPLATE FROM SCRATCH Active Applicants SEARCH APPLICANTS STATUS SEARCH 3 Records ADD TO SPECIAL HANDLING SEARCH SPECIAL HANDLING LIST Bad R S Unde
4. Academics Libraries _ RENSSELAER POLYTECHNIC INSTITUTE DIVISION OF HUMAN RESOURCES Create Question Help SEARCH FROM TEMPLATE fewest FROM PREVIOUS Please enter question text FROM SCRATCH a SEARCH FROM TEMPLATE FROM SCRATCH Please select answer type SEARCH APPLICANTS ClosedEnded e g Do you have experience working in an office environment STATUS SEARCH OpenEnded e g Describe any work experience relevant to this Posting ADD TO SPECIAL HANDLING SEARCH SPECIAL P Kee Display No Response As CREATE USER ACCOUNT Me Response APPROVE None Short Text Text lt 50 characters SEARCH USERS Possible Responses up to 7 HOME C Long Text Text gt 50 characters CHANGE DEFAULT VIEW EE REPORTS CHANGE PASSWORD 2 Phone LOGIN AS HIRING Se MANAGER LOGOUT 4 Date 7 SUBMIT QUESTION CANCEL E Done ag intenet Step 1 Please enter question text Enter the text of the question you wish to ask all candidates who will apply to this Posting Step 2 Please select answer type select either Closed Ended or Open Ended described in the following sections Step 3 Enter answer choices or select answer format based upon your selection in step 2 11 Adding Closed Ended Questions Closed Ended questions require a multiple choice answer For example Do you have experience working in an office environment Possible Respons
5. ADD TO SPECIAL HANDLING SEARCH SPECIAL HANDLING LIST the last section Once a summary page appears select the Submit button and click Continue Your requisition will not be saved subrnitted until you see the confirmation page and click the Confirm CREATE USER ACCOUNT button APPROVE SEARCH USERS Required information is denoted with an asterisk HOME CHANGE DEFAULT VIEW Search Number REPORTS CHANGE PASSWORD D 4 TS LOGIN AS HIRING EE MANAGER LOGOUT Position Title Advertised Title Public Safety Sergeant New Replacement Position D IF replacement list incumbent name Not Selected S and title EE See x Done TT e nternet There are several tabs across the top of the screen When you first enter this screen you will be in the Position Approval Form tab The data fields should approximate the information captured in your current system Your data fields may be slightly different from those pictured due to customization A few notes about this screen 1 Fields with an Asterisk are required so if you do not include information in the field an error message will appear and you will be required to complete it 2 VERY IMPORTANT A Requisition is Not Saved until after you have completed the final step of the process clicking Confirm on the final summary page If you log out or click a link on the left side before completing these steps none of the information you have edited will be saved TIP Cer
6. Application Updated to Most Recent Application on File SEARCH USERS 05 03 2004 9 52 AM Sample Human Resources HOME NOTE CHANGE DEFAULT VIEW Application Updated to Most Recent Application on File REPORTS LOGIN AS HIRING MANAGER LOGOUT Li Notes ADD NOTES RETURN E Done TT E teret Once you have completed entering a note for that applicant click the Add Notes button A confirmation page will appear after clicking Confirm on that page you will see the note you created added to the applicant record To return to the applicant list click the Return button While in the Active Applicants screen you may view an applicant s history Every time an applicant changes status i e submits their application withdraws their application is no longer under consideration etc a record is made automatically in the Notes History section which is viewable on this screen Common History entries you may see for each applicant include Incomplete Attached Application indicating the applicant clicked the Apply to this Position button Incomplete Attached Questions indicating the applicant clicked the Submit Questions button Incomplete Attached Documents indicating the applicant clicked the Finished Attaching Documents button Completed Application Process indicating that the applicant completed all necessary steps in applying for that position Others may appear depending on your institution s hiring process
7. Job Si osoft Internet Explorer 8 x Eile Edit Me Favorites Tools Help Ea Contact RPI RPI News Tour amp Map RENSSELAER POLYTECHNIC INSTITUTE DIVISION OF HUMAN RESOURCES CREATE USER ACCOUNT User Login Please login to the system using your User Name and Password If you do not have a User Name and Password assigned click Create User Account User Name Password You are about to log in to a secure system When you are finished please click Logout to ensure that others with access to your computer cannot view the information in the system Internet The Welcome Screen appears after you log in and should appear similar to the following screen Job Site Microsoft Internet Explorer Policy Procedures z a es C RENSSELAER POLYTECHNIC INSTITUTE DIVISION OF HUMAN RESOURCES SEARCH Welcome Sample Human Resources You are logged in with University View Tuesday May 25 2004 FROM TEMPLATE Ge FROM PREVIOUS Welcome to the Internal Hiring System FROM SCRATCH FROM TEMPLATE Job Postings assigned to You 1 FROM SCRATCH SEARCH Job Postings in the entire University ADD TO SPECIAL HANDLING Users to be approved u SEARCH SPECIAL HANDLING LIST SEARCH APPLICANTS STATUS SEARCH CREATE USER ACCOUNT APPROVE To perform actions please choose from the links at left SEARCH USERS HOME CHANGE DEFAULT YIEW REPOR
8. Results screen Job Site Microsoft Internet Explorer F laj x Ele Edt view Favorites Tools Help Ea RENSSELAER POLYTECHNIC INSTITUTE DIVISION OF HUMAN RESOURCES SEARCH FROM TEMPLATE FROM PREVIOUS FROM SCRATCH CANCEL SEARCH Search Results FROM TEMPLATE FROM SCRATCH 12 Records STATUS SEARCH How many years of industry experience do you have View Add ADD TO SPECIAL How often do you go surfing View Add HANDLING SEARCH SPECIAL Please select the response that best represents your educational training i View Add HANDLING LIST Please select the response that best represents your full years of paid ful View Add CREATE USER ACCOUNT Do you have a bachelors degree View Add See H t in the sky Yiewsadd SEARCH USERS low many stars are in the sky iew How many years of Excel do you have View Add HOME i d CHANGE EFAN TATEA How many years of Microsoft Office experience do you have View Add REPORTS What did you do last summer View Add CHANGE PASSWORD x z LOGIN AS HIRING How many years of microsoft experience do you have View Add MANAGER What did you do last summer View Add LOGOUT Do you Ski View Add Create a Question ap Internet After clicking the Create a Question button the following screen will appear Z Job Site Microsoft Internet Explorer Ele Edit View Favorites Tools Help RPinfo Search RPI Car RPI RPI News Research
9. Tuesday May 25 2004 GE Change Applicant Status FROM SCRATCH Bad Johnny Other S FROM TEMPLATE View Application Res Under Review by Manager Geen creech Jackie 3 view Application Res Under Review by Manager SEARCH APPLICANTS me STATUS SEARCH REES Under Review by Manager View Application ADD TO SPECIAL SAVESTATUS CHANGES HANDLING LE 30 Searching Applicants by Name and SSN You may search for a specific applicant by first name last name and SSN To begin click the Search Applicants link under Applicants on the left side of the screen and a screen similar to the following will appear Job Site Microsoft Internet Explorer E 2 i 18 x Eile Edit Me Favorites Tools Help i RPInfo Search RPI Contact RPI RPI News j Research Academics Libraries Tour amp Map __________ _ _ DIVISION OF HUMAN RESOURCES SEARCH Welcome Sample Human Resources You are logged in with University View Tuesday May 25 2004 FROM TEMPLATE FROM PREVIOUS Search Applicants FROM SCRATCH PROM e First Name Last Name FROM SCRATCH SSN or RIN SEARCH APPLICANTS STATUS SEARCH CLEAR RESULTS ADD TO SPECIAL HANDLING SEARCH SPECIAL HANDLING LIST CREATE USER ACCOUNT APPROVE SEARCH USERS HOME CHANGE DEFAULT VIEW REPORTS CHANGE PASSWORD LOGIN AS HIRING MANAGER LOGOUT E Done ag temet This screen will most commonly be used wh
10. View Favorites Tools Help Ea S EE Ch RPinfo Search RPI Contact RPI RPI News NSS e del Research Academics Libraries Tour amp Map RENSSELAER POLYTECHNIC INSTITUTE DIVISION OF HUMAN RESOURCES SEARCH Welcome Sample Human Resources You are logged in with University View Tuesday May 25 2004 FROM TEMPLATE E Aan FROM PREVIOUS Create Requisition Public Safety Sergeant FROM SCRATCH SEARCH FROM TEMPLATE FROM SCRATCH On this page you may assign points to answers that can be used to rank applicants and designate an answer as a disqualifying answer Applicants who select a disqualifying answer will be automatically SEARCH APPLICANTS moved to a status of not hired with a reason of aiid not meet minimum qualifications STATUS SEARCH When finished adding points selecting disqualifying answers or to skip this section click Continue ADD TO SPECIAL to Next Section gt gt HANDLING SEARCH SPECIAL HANDLING LIST Open ended questions will not be visible on this tab but will be visible on the summary page Maximum Points Possible 0 Do you have experience working in an office environment CREATE USER ACCOUNT APPROVE SEARCH USERS HOME Stale oti ANSWER DISQUALIFYING SCORE REPORTS CHANGE PASSWORD No Response r T LOGIN AS HIRING MANAGER Yes D o LOGOUT is D o 0 RECALCULATE RESET Done ap nternet On this screen you will see all
11. set up a special account that will be used by members of the review committee to log in to the system and view the Applicants to this Requisition Guest Users are only able to view the applicants to the Requisition s to which they are assigned and are not permitted to take action on any of the applicants Also Guest Users are only able to view the Requisition s to which they are assigned When the Requisition is filled the guest user name and password are automatically deactivated To set up a guest user account click the Activate Guest User link Academics Libraries ET TT ee EE aaae RENSSELAER POLYTECHNIC INSTITUTE DIVISION OF HUMAN RESOURCES SEARCH Welcome Sample Human Resources You are logged in with University View Tuesday May 25 2004 EN Create Requisition Public Safety Sergeant FROM SCRATCH Guest User FROM TEMPLATE FROM SCRATCH On this screen you may create an account that will be used by members of the review committee SEARCH SEARCH APPLICANTS Committee members who log in using this account may view applications and resumes to this STATUS SEARCH requisition only and are not able to take action on the applicants ADD TO SPECIAL When finished or to skip this section click Continue to Next Section HANDLING SEARCH SPECIAL HANDLING LIST Activate Guest User CREATE USER ACCOUNT APPROVE SEARCH USERS CONTINUE TO NEXT PAGE gt gt HOME CHAN
12. the closed ended questions you created on the Posting Specific Questions screen In this case the only closed ended question entered was Do you have experience working in an office environment NOTE You may also see questions that were added to this Requisition as part of the template These questions are displayed on this screen for informational purposes and you may not designate them as disqualifying or assign them points 15 Job Site Microsoft Internet Explorer laj xj Ele Edit view Favorites Tools Help EI RENSSELAER POLYTECHNIC INSTITUTE DIVISION OF HUMAN RESOURCES SEARCH Welcome Sample Human Resources You are logged in with University View Tuesday May 25 2004 FROM TEMPLATE eee eee FROM PREVIOUS Create Requisition Public Safety Sergeant FROM SCRATCH SEARCH FROM TEMPLATE FROM SCRATCH On this page you may assign points to answers that can be used to rank applicants and designate an answer as a disqualifying answer Applicants who select a disqualifying answer will be automatically SEARCH APPLICANTS moved to a status of not hired with a reason of dig not meet minimum qualifications STATUS SEARCH When finished adding points selecting disqualifying answers or to skip this section click Continue ADD TO SPECIAL to Next Section gt gt HANDLING SEARCH SPECIAL HANDLING LIST Open ended questions will not be visible on this tab but will be visible on the summar
13. the document To close the window click on the X in the upper right hand corner of the window this will NOT log you out of the system it will simply return you to the list of Applicants on the View Posting screen To view and print multiple documents at the same time perform the following steps 1 Check the boxes next to the corresponding applicants you wish to print or click All These boxes are located on the right side of the page 2 Click the View Multiple Documents button 3 Select File gt Print from the Adobe Acrobat menu 27 Adding Notes to an Applicant s Record While in the Active Applicants screen you may add notes to an applicant s record These notes are saved by the system and can be viewed by all users within the system To view the notes for an individual click the History Notes link under the Link To column After clicking the link a screen similar to the following will appear SEARCH 01 28 2004 10 28 AM Applicant FROM TEMPLATE Incomplete Attached Documents FROM PREVIOUS FROM SCRATCH 01 28 2004 10 28 AM Applicant SEARCH Completed Application Process FROM TEMPLATE 01 28 2004 10 28 AM Applicant FROM SCRATCH Under Review by Manager SEARCH APPLICANTS STATUS SEARCH 03 09 2004 12 15 PM Sample Human Resources NOTE Lae Ko Document Associated Other Doc_03 09 04_12 15 07CT SEARCH SPECIAL HANDLING LIST 03 11 2004 11 25 AM Sample Human Resources NOTE pene ACCOUNT
14. 00 Your Web Browser The Employment Application System is designed to run in a web browser over the Internet The system supports browser versions of Netscape 4 7 and above and Internet Explorer 4 0 and above However some of the older browser versions are less powerful than newer versions so the appearance of certain screens and printed documents may be slightly askew Please notify the system administrator of any significant issues that arise The site also requires you to have Adobe Acrobat Reader installed This is a free download available at www Adobe com It is recommended that you do not use your browser s Back Forward or Refresh buttons to navigate the site or open a new browser window from your existing window This may cause unexpected results including loss of data or being logged out of the system Please use the navigational buttons within the site The site is best viewed in Internet Explorer 5 5 and above Security of Applicant Data To ensure the security of the data provided by applicants the system will automatically log you out after 60 minutes if it detects no activity However anytime you leave your computer we strongly recommend that you save any work in progress and log out of the system by clicking on the logout link located on the bottom left side of your screen GETTING STARTED After entering the URL the login screen for the system will appear and should be similar to the following screen
15. 5 GES GE GN xl E Done internet At the top of the screen are tabs that organize your search results by the status of the Posting this example our search returned results of Postings in several statuses and the Opened tab is currently selected You may sort Postings within each tab by clicking on the arrows next to the column headings Changing the Status of a Posting The actions which you perform on a Posting are customized based on your hiring process but may include Post the Requisition enable candidates to view it on your Online Employment Site Close the Posting remove it from your Online Employment Site Fill the Posting designate that the Posting has been filled Place a Posting on Hold stop accepting applications in order to review current applicant pool but it may be opened up again in the future 5 Additional statuses depending on your hiring process DONS To perform any of these actions click the appropriate link under Posting Status and then click the Confirm button on the ensuing confirmation page The Posting will then appear under the tab representing its new status On Hold Filled etc 23 APPLICANTS There are several methods to view applicants in the system You may view an applicant by clicking Search under the Job Postings heading on the left then selecting the Posting whose applicants you wish to view Viewing Applicants to a Posting In the following example clickin
16. GE DEFAULT VIEW REPORTS CANCEL PREVIEW REQUISITION CHANGE PASSWORD LOGIN AS HIRING MANAGER LOGOUT inteme 17 After clicking the Activate Guest User link you should see a screen similar to the following Job Site Microsoft Internet Explorer View Favorites Tools Help RENSSELAER POLYTECHNIC INSTITUTE DIVISION OF HUMAN RESOURCES SEARCH Welcome Sample Human Resources You are logged in with University View Tuesday May 25 2004 FROM TEMPLATE FROM PREVIOUS Create Requisition Public Safety Sergeant FROM SCRATCH SEARCH Guest User FROM TEMPLATE 8 g FROM SCRATCH On this screen you may create an account that will be used by members of the review committee SEARCH APPLICANTS Committee members who log in using this account may view applications and resumes to this STATUS SEARCH requisition only and are not able to take action on the applicants ADD TO SPECIAL When finished or to skip this section click Continue to Next Section HANDLING SEARCH SPECIAL HANDLING LIST Deactivate Guest User CREATE USER ACCOUNT APPROVE a i SEARCH USERS Required information is denoted with an asterisk EIME User Name GU51398 CHANGE DEFAULT VIEW Password OO REPORTS Between 6 and 20 Characters CHANGE PASSWORD LOGIN AS HIRING MANAGER Kerg CONTINUE TO NEXT PAGE gt gt CANCEL PREVIEW REQUISITION E E Done ag intenet The system automatically assigns a User Name
17. HUMAN RESOURCES USER S GUI DE for the Rensselaer Polytechnic I nstitute Hiring System People Admin PeopleAdmin Inc 816 Congress Avenue Suite 1800 Austin TX 78701 2482 512 997 2500 Copyright 2003 PeopleAdmin Inc All Rights Reserved TABLE OF CONTENTS INTRODUCTION ME 1 GETTING STARTED ege ENEE dee E 2 CREATING A REQUISITION ENEE NENNEN NENNEN NENNEN NEE NENNEN NEE 4 Entering Requisition Information wise iain hierar Go asthe ie iit 4 Adding Qualifying EQuivalencies AAA 5 Adding Closed Ended Ouesttons AAA 12 Adding Open Ended Questions AA 13 Assigning NEEN 15 Activating Guest Users ritenne a a a dee teeing a a aa aait 17 Saving Approving the Heoujetlon 19 One Page Guide for Creating a REQUISITION eeeeeceeeeeeeeeceeeeeeeeeeaeeteaeeseaeeseaeeseaeeseaeeeeaeeeeeeseneeeeaes 21 SEARCHING POSTINGS jess ccecsccsicevecseccessevincevedsencedeevencecesuvecuvedsnncesdevencuves sanceedv sdncuveyseateaveventeeees 22 Viewing Postings by Status cisio ereere eneee ie Eee eae NAE E Eae aeaa S EE eaei E EEE EA Eien 23 Changing the Status ofa oe g leegegeeh Ee EES tana E aTa eaii eE Eae aa EEE Ee Arak IREE 23 APPLICANTS r aE dE EEN ENEE 24 Viewing Applicants to a Posting ce eeeeeeeeseeeeeenneeeeeeneeeteaeeeeeeaeeesesaaeeesesaeeeeseaeeesenaeeeeneaeeeenenaeeeeenaaes 24 Sorting and Viewing Applicants by Different Criteria 00 0 0 eee eeeeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeneeeetaeeteatens 25 Viewing Elle Hl BA er
18. L HANDLING LIST SUBMIT PASSWORD CHANGE CANCEL CREATE USER ACCOUNT APPROVE SEARCH USERS HOME CHANGE DEFAULT VIEW REPORTS CHANGE PASSWORD LOGIN AS HIRING MANAGER LOGOUT ag inteme Logging Out To ensure the security of the data provided by applicant the system will automatically log you out after 60 minutes if it detects no activity Anytime you leave your computer we strongly recommend that you save any work in progress and Logout of the system by clicking on the Logout link located on the bottom left side of your screen 38
19. LAER POLYTECHNIC INSTITUTE DIVISION OF HUMAN RESOURCES SEARCH Welcome Sample Human Resources You are logged in with University View Tuesday May 25 2004 eo eee Apply Applicant to Posting FROM SCRATCH Applicant Name Brady Daren SEARCH FROM TEMPLATE KEEN Choose Job to Apply To SEARCH APPLICANTS 9 Records ADD TO SPECIAL A ee 20040005 HANDLING e Specialist Apply to this Posted SEARCH SPECIAL Ge Posting HANDLING LIST Ethan Test Media Relations Specialist Fined SEH CREATE USER ACCOUNT view To Se APPROVE sir Content Frame SEARCH USERS 0006 Lion Tamer S K Apply to this Extended Open HOME Posting CHANGE DEFAULT VIEW 3 r ae 20040003 REPORTS Meda Relations Specialist GE Posted CHANGE PASSWORD Posting LOGIN AS HIRING MANAGER Media Relations Specialist Ethan 2 LOGOUT View Apply to this Posted Ee Posting Media Relations Specialist Report Test 0003 View Apply to this Posted Geesen Posting A 0008 oa Assistant estas Posted EE Posting E Done ag Internet You may apply the applicant to any Posting on the screen by selecting the Apply to this Posting link You will then have the ability to answer or skip any posting specific questions If you skip them the applicant will be left at a status of Incomplete from which they will be able to log in and complete the application process from the Manage Jobs screen If you choose to answer questions you will be a
20. NSTITUTE DIVISION OF HUMAN RESOURCES SEARCH FROM TEMPLATE FROM PREVIOUS FROM SCRATCH SEARCH FROM TEMPLATE FROM SCRATCH SEARCH APPLICANTS STATUS SEARCH ADD TO SPECIAL HANDLING SEARCH SPECIAL Welcome Sample Human Resources You are logged in with University View Tuesday May 25 2004 Add a Qualifying Group To add a qualifying group search existing qualifying groups and or search for a template to create a new qualifying group Search Existing Qualifying Groups Ey Essen IV Include Created QGs JM Qual Group Templates Only SEARCH CANCEL Clicking the Search button will return results similar to the following Research Academics Libraries _Careers at RPI_ Emp Online Forms i RENSSELAER POLYTECHNIC INSTITUTE DIVISION OF HUMAN RESOURCES SEARCH FROM TEMPLATE FROM PREVIOUS FROM SCRATCH SEARCH FROM TEMPLATE FROM SCRATCH SEARCH APPLICANTS STATUS SEARCH ADD TO SPECIAL HANDLING SEARCH SPECIAL HANDLING LIST CREATE USER ACCOUNT APPROVE SEARCH USERS HOME CHANGE DEFAULT VIEW REPORTS CHANGE PASSWORD LOGIN AS HIRING MANAGER LOGOUT Welcome Sample Human Resources You are logged in with University View Tuesday May 25 2004 Add a Qualifying Group To add a qualifying group search existing qualifying groups and or search for a template to create a new qualifying group Search Existing Qualifying Groups Search Q
21. SEARCH SPECIAL HANDLING LIST Save wio submit Approve CANCEL CONTINUE CREATE USER ACCOUNT APPROVE SEARCH USERS HOME CHANGE DEFAULT VIEW REPORTS Search Number CHANGE PASSWORD LOGIN AS HIRING sti KSE Position Number 234342 LOGOUT Position Title sample Advertised Title Public Safety Sergeant New Replacement Position If replacement list incumbent name and New title E Done E temet The last step is to select one of the choices and click the Continue button either at the top or the bottom of this page After making your selection click Continue to go to the confirmation page 19 ob Site oso ernet Explore aixi Eile Edit View Favorites Tools Help e RENSSELAER POLYTECHNIC INSTITUTE DIVISION OF HUMAN RESOURCES SEARCH Welcome Sample Human Resources You are logged in with University View Tuesday May 25 2004 FROM TEMPLATE 2 z FROM PREVIOUS Confirm Change Posting Status FROM SCRATCH The following request is about to be submitted SEARCH FROM TEMPLATE FROM SCRATCH Save w o submit co sace Ss SEARCH APPLICANTS STATUS SEARCH ADD TO SPECIAL HANDLING SEARCH SPECIAL HANDLING LIST CREATE USER ACCOUNT APPROYE SEARCH USERS HOME CHANGE DEFAULT VIEW REPORTS CHANGE PASSWORD LOGIN AS HIRING MANAGER LOGOUT E Done Internet Press Confirm to complete this step The details of your Requisition are NOT SAVED until you comple
22. SER ACCOUNT Application APPROVE Doe Jane Under Review by History Attach Most SEARCH USERS 20 Ve 3 Bes 100 Notes 01 20 2004 panaga Recent Application V Application ee Change Status HOME CHANGE DEFAULT VIEW REPORTS CHANGE MULTIPLE APPLICANT STATUSES COPY FROM POOL CHANGE PASSWORD MANAGER LOGOUT E E N VIEW MULTIPLE APPLICATIONS I active Applicants VIEW MULTIPLE DOCUMENTS Include I Inactive Applicants Ze o S k Applications documents will open in a new window To print select File gt Print after documents appear in that window REFRESH Documents may take several minutes to load E X E nternet 26 Viewing and Printing Documents This process is very similar to printing applications except the documents are loaded using the Adobe Acrobat Reader software This is done to preserve the integrity of the documents formatting and to assist in preventing viruses from entering the system via documents attached by Applicants To view and print a single document such as a resume or cover letter that the applicant attached when applying for the Posting click the link of the document under the column labeled Documents from the Active Applicants screen After clicking the link a new window will appear it may take several moments to load in Adobe Acrobat Reader This window contains the document for the Applicants you selected to print Select File gt Print from the Adobe Reader menu to print
23. TS CHANGE PASSWORD LOGIN AS HIRING MANAGER LOGOUT Si fg internet 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 on the left side of the screen Each link and its corresponding action will be covered in detail in this manual CREATING A REQUISITION To create a Requisition begin by clicking a link under the header Create Requisition Your options are e From a Template where several fields are predefined e From a Previous Posting e From Scratch Entering Requisition I nformation In the following example the From Template option was selected After clicking on the template you want to use you should see a screen similar to the following SEARCH Welcome Sample Human Resources You are logged in with University View Tuesday May 25 2004 FROM TEMPLATE STANS 3 FROM PREVIOUS Create Requisition Public Safety Sergeant FROM SCRATCH SEARCH Position Template Qualifying Approval Form feelin Rentals Group FROM TEMPLATE FROM SCRATCH CONTINUE TO NEXT PAGE gt gt To create a requisition first complete the infor mation on this screen then click Continue to Next Section gt gt Proceed through all sections completing all necessary information To submit the requisition to human resources you must click on the Continue to Next Section gt gt button from SEARCH APPLICANTS STATUS SEARCH
24. VIEW MULTIPLEDOCUMENTS i li VIEW MULTIPLE DOCUMENTS APPROYE Pdi Active Applicants SEARCH USERS Inactive Applicants SE z e Applications documents will open in a new window To print select File gt Print after documents appear in that window HOME CHANGE DEFAULT VIEW REFRESH Documents may take several minutes to load REPORTS CHANGE PASSWORD LOGIN AS HIRING MANAGER CONTINUE TO NEXT PAGE gt gt LOGOUT CANCEL VIEW POSTING SUMMARY gt gt Internet The section at the bottom of the screen labeled Refresh enables you to view only the applicants who meet the criteria you filter view them by You may also choose to show Active Applicants Inactive Applicants or both This is performed by checking the boxes next to Active Applicants active Applicants are still under review and Inactive Applicants inactive Applicants are no longer under review Click the Refresh button to refresh the screen 25 Viewing and Printing Applicants To view and print a single Application click the View Application link under the applicant s name from the Active Applicants screen shown on the previous page After clicking on this link a screen similar to the following will appear in a new browser window It may take a few moments for the information to load into the new window Select File gt Print from your browser s menu to print the application There is a signature line at the bottom
25. ant s status or view details of the individual s application for the Posting for which the applicant has applied Explorer E j E l l a x Edit wiew Favorites Tools Help ET POLYTECHNIC TEINE DIVISION OF HUMAN RESOURCES SEARCH Welcome Sample Human Resources You are logged in with University View Tuesday May 25 2004 FROM TEMPLATE S FROM PREVIOUS Applicant Job History FROM SCRATCH SEARCH 2 Records FROM TEMPLATE ie Documents D I mun zf Woe Sa star actions FROM SCRATCH Coleman Rae ee ary Manage History Bottle Washer Sample 21 SEARCH APPLICANTS view Documents Notes view Office Laus Shanse STATUS SEARCH Application Coleman Cash Not Hired ADD TO SPECIAL Gary Manage History Operations Sample eat be GES view Ees Documents Notes Supervisor oiee eaae Shange icat s HANDLING LIST Dirr Ke CREATE USER ACCOUNT APPROVE SEARCH USERS RETURN TO PREVIOUS HOME CHANGE DEFAULT VIEW REPORTS CHANGE PASSWORD LOGIN AS HIRING MANAGER LOGOUT ag tnternet 33 Resetting an Applicant s Password The applicant site is set up with a self retrieval mechanism for Applicants who forget their password However it is possible that you may need to reset an individual s password for them From the Search Applicants results screen click Reset Password and the following screen will appear Press Confirm to confirm the change or cancel to return to the previous screen
26. ard supplemental screening questions such as Do you have a valid driver s license Job Site Microsoft Internet Explorer d aj x Ble gdt Ven Favorites Tools Help el Rensselaer RPinfo Search RPI Contact RPI RPI News Research Academics Libraries Tour amp Map ENSSELAER POLYTECHNIC INSTITUTE DIVISION OF HUMAN RESOURCES SEARCH Welcome Sample Human Resources You are logged in with University View Tuesday May 25 2004 FROM TEMPLATE err D FROM PREVIOUS Create Requisition Public Safety Sergeant FROM SCRATCH Qualifying Group SEARCH FROM TEMPLATE FROM SCRATCH No Qualifying Group exist EME nS ADD A QUALIFYING GROUP STATUS SEARCH ADD TO SPECIAL HANDLING CONTINUE TO NEXT PAGE gt gt SEARCH SPECIAL HANDLING LIST CREATE USER ACCOUNT APPROVE CANCEL PREVIEW REQUISITION SEARCH USERS HOME CHANGE DEFAULT VIEW REPORTS CHANGE PASSWORD LOGIN AS HIRING MANAGER LOGOUT Done E Internet If you are not adding any Qualifying Equivalencies click the Continue to Next Section button To add a Qualifying Equivalency to this Requisition click on the Add a Qualifying Group button which returns the following page plore AHE File Edt view Favorites Tools Help Rensselaer RPinfo Search RPI Contact RPI RPIN Research Academics Libraries ur amp Map RENSSELAER POLYTECHNIC I
27. are not adding any Screening Questions click the Continue to Next Section button To add a Screening Question to this Requisition click on the Add a Question button which returns the following page Job Site Microsoft Internet Explorer laj xj File Edit view Favorites Tools Help Ea Eer EE A RPinfo Search RPI Contact RPI RPI News GI NSS del Resea Academics Libraries ur amp Map __ Careers a Employee Benefits Onl 2 Pu sj RENSSELAER POLYTECHNIC INSTITUTE DIVISION OF HUMAN RESOURCES SEARCH Welcome Sample Human Resources You are logged in with University View Tuesday May 25 2004 FROM TEMPLATE FROM PREVIOUS Adda Question FROM SCRATCH SEARCH Search Existing Questions FROM SCRATCH SEARCH APPLICANTS STATUS SEARCH cance ADD TO SPECIAL HANDLING SEARCH SPECIAL Create a Question HANDLING LIST CREATE USER ACCOUNT The first step is to search existing questions You can enter a keyword to search the question text or leave the field blank After you click Search the system will return a list of all questions that have been entered previously by Human Resources or Hiring Managers for other Requisitions Select one of the questions from the list if it is appropriate for this Requisition If you do not find an applicable sample question from the list you may create a question from scratch by clicking on the Create a Question link at the bottom of the Search
28. ble to attach documents or skip attaching documents for the applicant If you skip attaching documents the applicant will be left at a status of Incomplete from which they will be able to log in and complete the application process from the Manage Jobs screen If you click the Finish Attaching Documents button the applicant will be qualified and moved to the appropriate status You can always change this status when you are finished 35 TEMPLATES To eliminate the need for users to retype repeating information every time a similar Requisition is created the system enables HR users to create Templates Whenever a Requisition is created from a template all the information from that template will be copied over to the Requisition Creating a Template To begin click From Template or From Scratch under the Create Templates header on the left navigation bar You should see a screen similar to the following Job Site Microsoft Internet Explorer k laj x Eile Edit View Favorites Tools Help o Ea RPIn Search RPI Contact RPI a es i Research d d RENSSELAER POLYTECHNIC INSTITUTE DIVISION OF HUMAN RESOURCES SEARCH Welcome Sample Human Resources You are logged in with University View Tuesday May 25 2004 FROM TEMPLATE TES FROM PREVIOUS Create from Existing Template FROM SCRATCH srach create trom Basting Tempie O O FROM TEMPLATE Any H FROM SCRATCH Job Catego
29. candidate s response to less than 50 characters select Short Text Otherwise select Long Text Text gt 50 characters If a phone or a date is the required response select the Phone or the Date options In the following example Long Text was selected as the answer type for the open ended question Job Site Microsoft Internet Explorer p p aj x File Edt Yiew Favorites Tools Help S n Ch RPInfo Search RPI Contact RPI RPI News CG i NSS E e acr Research Academics Libraries Tour amp Map RENSSELAER POLYTECHNIC INSTITUTE DIVISION OF HUMAN RESOURCES Create Question Help SEARCH FROM TEMPLATE fewest FROM PREVIOUS Please enter question text FROM SCRATCH z S Describe any work experience relevant to this a position SEARCH FROM TEMPLATE FROM SCRATCH Please select answer type SEARCH APPLICANTS ClosedEnded e g Do you have experience working in an office environment STATUS SEARCH OpenEnded e g Describe any work experience relevant to this Posting ADD TO SPECIAL HANDLING SEARCH SPECIAL i GE Display No Response As CREATE USER ACCOUNT Me Response APPROVE None Short Text Text lt 50 characters SEARCH USERS Possible Responses up to 7 HOME Long Text Text gt 50 characters CHANGE DEFAULT VIEW wE REPORTS CHANGE PASSWORD 2 Phone LOGIN AS HIRING 3 MANAGER LOGOUT 4 Date Se SUBMIT QUESTION CANCEL
30. crosoft Internet Explorer E laj x Ele Edit View Favorites Tools Help Ea Rensselaer Se EENEG RENSSELAER EE INSTITUTE DIVISION OF HUMAN RESOURCES REATER ee FROM TEMPLATE FROM PREVIOUS Advertised Any zj Search a FROM SCRATCH Title Number Position Sa SEARCH Recruiter Any x Een FROM TEMPLATE Actual E Department any z FROM SCRATCH Start Date Check All Clear All SEARCH APPLICANTS STATUS SEARCH F Saved I Financial Manager Review ADD TO SPECIAL HANDLING I Sent to Provost SEARCH SPECIAL T Sent to Budget HANDLING LIST M Submitted to HR For Approval CREATE USER ACCOUNT T gend APPROVE Req Returned to Hiring Mgr for Review SEARCH USERS EN Status Approved HOME I Denied Req CHANGE DEFAULT VIEW Posted REPORTS CHANGE PASSWORD M Extended Open LOGIN AS HIRING T Reopened MANAGER r LOGOUT Closed I Filed I Canceled CLEAR RESULTS El Done TTT o intenet You may select the criteria to search for Postings from this screen You may search by some or none of the parameters 22 Viewing Postings by Status After clicking the Search button you will be taken to a screen similar to the following Job Site Microsoft Internet Explorer l l x T File Edit View Favorites Tools Help Rensselaer Ee RENSSELAER POLYTECHNIC INSTITUTE SEARCH FROM TEMPLATE FROM PREVIOUS FROM SCRATCH SEARCH FROM TEMPLATE FROM SCRATCH eer pareren waar ar
31. e 26 Viewing and Printing DOCUMENTS ccceseceeeesereeteeseeeeseeseeeeeneneeeseseeeesesgeneneesensesesaesesesseneeeneeneesenscees 27 Changing the Status of Applicants eeceeeceeeeeeeeeeeeceeeeeeeseaeeeeaeeseaeeseaeeseaeescaeessaeeeeaeeseeeseeeeseeeeeeees 29 Searching Applicants by Name and GEN 31 Viewing Postings for which an Applicant Has Apple 33 Resetting an Applicant s Password 34 Assigning an Applicant to a Posting 0 cc eeseeeeeesneeeeeeneeeeeeneeeeeneneeesesaaeeeseaaeeeeseaaeeeeesaeeeeseaeeeenenaeeeseaees 35 TEMPLATES baiisececcecccccccwretseacevenctcurecteacuvsvcucuvesieaden EEN ENEE ENEE EEN EENS 36 Creating a Rull E 36 ADMINISTRATION erte elon oa ee RR aaa 37 Logging In as a Hiring Manager A 37 Changing Pas VOA Sa a ae e aa aii Sa a nc aaa a nE E e aE 38 Logging Kee EE 38 INTRODUCTION Welcome to the Rensselaer Online Employment Application System The Human Resources department has implemented this system in order to automate many of the tasks of the employment application process You will use this system to complete four main tasks 1 Review Requisitions 2 Search and Review Applicants 3 Create and Review Templates 4 Communicate electronically with HR Administrators Hiring Managers Applicants and others involved in your hiring process PeopleAdmin Inc has provided these training materials to assist your understanding of this system If you have any questions please call 512 997 25
32. ees Research Search RPI Contact RPI ademics RPI News Libraries DIVISION OF HUMAN RESOURCES Welcome Sample Human Resources You are logged in with University View Tuesday May 25 2004 To view the details of the position click on the View link below the Job Title View Postings You may change the sort order of the list by clicking on the arrow next to the column title SEARCH APPLICANTS Opened STATUS SEARCH 9 Records ADD TO SPECIAL HANDLING SEARCH SPECIAL e HANDLING LIST Lion Tamer 0006 01 20 2004 Harrier Recourse Extended Open View Get Reports List Close path USER ACCOUNT Media Relations Specialist 0003 Posted APPROVE Report Test 3 01 08 2004 Advancement Services Ext SEARCH USERS View Get Reports List or Close z Posted HOME Swim Instructor d d Get Reports List 09 Ext CHANGE DEFAULT VIEW VA Get Reports List a 06 09 2003 Sample Office Ext Close See Open REPORTS CHANGE PASSWORD a A Posted Operations Assistant 0008 S LOGIN AS HIRING A i 1 05 20 2004 Not Assigned Ext view Get Reports List per Close MANAGER View Get Reports List GH Close EEN Media Relations Specialist 20040006 Posted Ethan Get Reports List D 05 20 2004 Human Resources Ext Close View Se Reports bist Open Envi iali 3 Posted nyironmental Specialist 20040005 o 05 13 2004 Academic amp Research Ext view Get Reports List irgi Computing i Close Open g o aan Posted Media Relations Specialist 20040003
33. en allows you to login to the system as a Hiring Manager SEARCH Although you will be logged into the system and see the same screens as a Hiring Manager any Ppa aiid modifications you make will be recorded as being performed by you FROM SCRATCH SEARCH APPLICANTS STATUS SEARCH Select the Hiring Manager s name you would like to login as ADD TO SPECIAL None Selected x HANDLING SEARCH SPECIAL LOGIN AS HIRING MANAGER HANDLING LIST CREATE USER ACCOUNT APPROVE SEARCH USERS HOME CHANGE DEFAULT VIEW REPORTS CHANGE PASSWORD LOGIN AS HIRING MANAGER LOGOUT ag Internet 37 Changing Passwords To change your password click the Change Password link on the left navigation bar and enter the required information The change will be updated automatically Job Site Microsoft Internet Explorer 8 R a x File Edt Yiew Favorites Tools Help RPInfo Search RPI Contact RPI RPI News Research Academics Libraries Tour amp Map SEARCH Welcome Sample Human Resources You are logged in with University View Tuesday May 25 2004 FROM TEMPLATE FROM PREVIOUS Change Password FROM SCRATCH See To change your password please enter your current password followed by a new one ee Password Information FROM SCRATCH Current Password Less SEARCH APPLICANTS STATUS SEARCH New Password ADD TO SPECIAL HANDLING Confirm Password SEARCH SPECIA
34. en an applicant calls your office and asks for the status of his her application After obtaining the applicant s name click the Search button The following screen will appear after clicking the Search button on the Search Applicants page For the below example no name was entered so a list of all applicants was returned 31 Job Site Microsoft Internet Explorer p laj xj Ele Edit view Favorites Tools Help Ea RENSSELAER POLYTECHNIC INSTITUTE DIVISION OF HUMAN RESOURCES SEARCH Welcome Sample Human Resources You are logged in with University View Tuesday May 25 2004 FROM TEMPLATE FROM PREVIOUS Search Applicants FROM SCRATCH SEARCH View Applicants FROM TEMPLATE 41 Records FROM SCRATCH SEARCH APPLICANTS Drame Sao etme STATUS SEARCH d SC Edt Application Hew zob History ADD TO SPECIAL view Application Change SSN RES Reset Il Assign to HANDLING Password Posting SEARCH SPECIAL HANDLING LIST 2 2 Edit Application E eb View Application KE Change SSN 2222222 e View Application ig CREATE USER ACCOUNT Edits Ve Application ea Il agen to APPROVE aoe SEARCH USERS z io II view Job Eat Application 7 ae 879897879 GE Edit Application History HOME View Application Change SSN Reset Il Assign to CHANGE DEFAULT VIEW Password Posting REPORTS i G ication Yiew Job colt Application TERDA CHANGE PASSWORD aa 787898789 ar Edt Application story epp HIRING view A
35. es Yes or No DIVISION OF HUMAN RESOURCES Create Question Help SEARCH FROM TEMPLATE FROM PREVIOUS Please enter question text FROM SCRATCH Do you have experience working in an office a environment SEARCH FROM TEMPLATE FROM SCRATCH Please select answer type SEARCH APPLICANTS ClosedEnded e g Do you have experience working in an office environment STATUS SEARCH OpenEnded e g Describe any work experience relevant to this Posting ADD TO SPECIAL HANDLING SEARCH SPECIAL i ENEIT Display No Response As CREATE USER ACCOUNT Me Response None APPROVE SEARCH USERS Short Text Text lt 50 characters Possible Responses up to 7 HOME C Long Text Text gt 50 characters CHANGE DEFAULT IEW 1 Yes REPORTS CHANGE PASSWORD 2 No Phone LOGIN AS HIRING 3 MANAGER LOGOUT 4 C Date z SUBMIT QUESTION CANCEL E Done 1 intenet After selecting the Closed Ended radio button enter the answer choices that candidates can choose from in the boxes labeled Possible Responses In this case you would enter 1 Yes 2 No Adding Open Ended Questions Open Ended questions do NOT require a multiple choice answer For example Describe any work experience relevant to this position After selecting the Open Ended radio button select one of the answer type choices from the right side of the screen To limit the length of a
36. for this Requisition which will be GU You will need to enter a password which must be between 6 and 20 characters Please record this user name and password and notify the Hiring Manager of the user name and password so that he or she can give it to the committee members After entering a password for the Guest User click Continue to Next Section to continue to the final step Saving Approving the Requisition After clicking the Continue to Next Section button from the previous screen and viewing any notes associated with the requisition click on the Continue to Next Section or View Requisition Summary buttons You should see a screen similar to the following Scroll down through this screen to review the information you entered Microsoft Internet Explorer 3 E i lel xi Edit View Favorites Tools Help RENSSELAER ees INSTITUTE DIVISION OF HUMAN RESOURCES SEARCH Welcome Sample Human Resources You are logged in with University View Tuesday May 25 2004 FROM TEMPLATE e FROM PREVIOUS View Requisition Summary Public Safety Sergeant FROM SCRATCH SEARCH Please review the details of the posting carefully before continuing FROM TEMPLATE To take the action you have specified click Continue To edit the posting click Edit To exit the FROM SCRATCH posting without making any changes click Cancel SEARCH APPLICANTS Edit ZG Printer Friendly Version STATUS SEARCH ADD TO SPECIAL HANDLING
37. g the word View below a position title brings up the following screen Job Site Microsoft Internet Explorer b lj xj Il File Edt Yiew Favorites Tools Help Ea RPinfo Search RPI Contact RPI i RPI News or EE Research RENSSELAER POLYTECHNIC INSTITUTE DIVISION OF HUMAN RESOURCES SEARCH Welcome Sample Human Resources You are logged in with University View Tuesday May 25 2004 GE View Edit Posting Media Relations Specialist Report Test FROM SCRATCH SEARCH S Applicants FROM TEMPLATE FROM SCRATCH Active Applicants SEARCH APPLICANTS STATUS SEARCH 3 Records ADD TO SPECIAL HANDLING SEARCH SPECIAL HANDLING LIST Bad Under Review by Johnny oyp I Res 100 Hitoy 01 28 2004 Manager Attach Most CREATE USER ACCOUNT view Notes Change Status Recent Application m ZE o APPROVE Application SEARCH USERS Dee Hist Under Review by Res e Her 01 28 2004 Manager HOME View Notes Change Status m 3 CHANGE DEFAULT VIEW Application REPORTS e CHANGE PASSWORD net ZE GE 100 History 01 20 2004 Deen By Attach Most LOGIN AS HIRING DE Notes chance State Recent Application LOGOUT CHANGE MULTIPLE APPLICANT STATUSES COPY FROM POOL Minimum Score VIEW MULTIPLE APPLICATIONS M Active Aoolicants VIEW MULTIPLE DOCUMENTS gt E Done 1 E nternet The first tab labeled Applicants is a screen listing the Applicants for this Posting Additional summar
38. lick the Delete Question s button below FROM TEMPLATE FROM PREVIOUS FROM SCRATCH SEARCH FROM TEMPLATE ees T Do you have experience working in an office environment Edit ANSWER SEARCH APPLICANTS STATUS SEARCH No Response Yes ADD TO SPECIAL HANDLING No SEARCH SPECIAL HANDLING LIST Is this question required Required C Not Required r R ition Edi KE Describe any work experience relevant to this position Edit APPROVE SEARCH USERS LONG TEXT Is this question required Required Not Required HOME CHANGE DEFAULT VIEW DELETE QUESTION S ADD A QUESTION REPORTS CHANGE PASSWORD LOGIN AS HIRING MANAGER CONTINUE TO NEXT PAGE gt gt LOGOUT CANCEL PREVIEW REQUISITION Done E Internet When you have finished adding screening questions for this Requisition click the Continue to Next Section button 14 Assigning Points In order to assist you in ranking the candidates to your Posting by objective criteria the system enables you to assign points to the closed ended questions you created on the Posting Specific Questions screen Since open ended questions are not allowed to have points assigned to them they will not appear on this screen If you did not enter any Screening Questions or if you want to ask the questions without assigning any points to the responses enter nothing and click the Continue to Next Section button ob Site oso e plore E l lSl Bile Edit
39. lifying Group check the box next to the title and click the Delete Qualifying Group button Once the Qualifying Groups are set to your satisfaction click the Continue to Next Section button to continue creating this requisition Adding Screening Questions Posting Specific screening Questions are individual questions that can be used to qualify disqualify candidates or rank applicants based upon a score You may create those questions in this section Job Site Microsoft Internet Explorer F aj x 6 File Edit wiew Favorites Tools Help el POLYTECHNIC INSTITUTE econ OF HUMAN RESOURCES SEARCH Welcome Sample Human Resources You are logged in with University View Tuesday May 25 2004 FROM TEMPLATE e x FROM PREVIOUS Create Requisition Public Safety Sergeant FROM SCRATCH Posting Specific Questions SEARCH FROM TEMPLATE FROM SCRATCH SEARCH APPLICANTS To add questions that will be asked of every applicant who applies to this position click Add a Se seers Question Click Continue to Next Section gt gt to skip this section or when finished ADD TO SPECIAL HANDLING No Posting Specific Questions exist SEARCH SPECIAL HANDLING LIST ADD A QUESTION CREATE USER ACCOUNT bo CONTINUE TO NEXT PAGE gt gt SEARCH USERS HOME CHANGE DEFAULT VIEW REPORTS CANCEL PREVIEW REQUISITION CHANGE PASSWORD LOGIN AS HIRING MANAGER LOGOUT E Done E intenet If you
40. n Res SEARCH SPECIAL HANDLING LIST creech Jackie View Application choose Option Below z Res Under Review by Manager x ra CREATE USER ACCOUNT APPROVE Choose Option Below z SEARCH USERS Doe Jane Res Under Review by Manager z P View Application Se HOME CHANGE DEFAULT VIEW CONTINUE TO CONFIRM PAGE gt gt RESET TO ORIGINAL STATUS REPORTS CANCEL Under the Status column appears a drop down menu of the statuses an applicant could be changed to Select the status to which you wish to change each applicant and then click the Continue to Confirm Page button To reset the statuses to their original values click the Reset to Original Status button To return to the previous screen click Cancel You may also change all selected applicants statuses at the same time to the same status by using the Change For All Applicants feature at the top of the screen After setting all applicants statuses using the Change For All Applicants feature you can change individual applicant statuses below After clicking on the Continue to Confirm Page button you will come to a confirmation page Select the Save Status Changes button to complete the action Select the Cancel button to return to the previous screen to edit your changes Als RENSSELAER POLYTECHNIC INSTITUTE DIVISION OF HUMAN RESOURCES SEARCH Welcome Sample Human Resources You are logged in with University view
41. of the page for obtaining the applicant s signature if necessary To close the window click the Close Window link or click the X in the upper right corner of the window this will NOT log you out of the system it will simply return you to the list of applicants on the View Posting screen To view and print multiple applications at the same time perform the following steps 1 Check the boxes next to the corresponding Applicants you wish to print or click All These boxes are located on the right side of the page 2 Click the View Multiple Applications button 3 Anew window will appear it may take several moments to load This window contains all the applicant information you selected to print 4 Select File gt Print from your browser s menu to print the application s Job Site Microsoft Internet Explorer aj x Ele Edit View Favorites Tools Help e RENSSELAER POLYTECHNIC INSTITUTE DIVISION OF HUMAN RESOURCES D gi e SEARCH FROM TEMPLATE Applicants FROM PREVIOUS FROM SCRATCH Active Applicants SEARCH 3 Records SEARCH APPLICANTS Se Wes FROM TEMPLATE FROM SCRATCH STATUS SEARCH Bad Under Review by too Hal 01 28 2004 Manager Attach Most ADD TO SPECIAL ES Notes change Status Recent cent Application v RRL Application SEARCH SPECIAL creech e Under Review by HANDLING LIST ae Res 67 Histor 01 28 2004 Manager D Applicati Change Status CREATE U
42. pplication Change SSN Reset Il Assign to EEN Password Posting i ication view Job Edit Application 7 ae 879987978 es Edit Application History View Application Change SSN Reset Assign to Password Posting io view Job Eat Application 7 eng SE ll pees ejackson2312 Reeg o View Application Change SSN j Reset Il Assign to Edits See is i Deem d Dactina E Done a tnternet You may also search the first and last name fields by partial names by entering just the portion of the name for which you wish to search For example if you enter LIZ in the first name field you would receive all applicants who have LIZ in their first name This would include Liz Lizzy as well as Elizabeth The search is not case sensitive To reverse the order of the sort click on the arrow next to the title of the column e g Name Options under the Action column e View Job History this will display a list of the job openings for which the applicant has applied e Reset Password this will allow you to reset an applicant s password For security purposes you are not able to view their password just reset their password to their user name e Assign to Posting this will allow you to assign an applicant to a job opening 32 Viewing Postings for which an Applicant Has Applied Click View Job History which will take you to a screen similar to the following From this screen you can change the applic
43. r Review by Johnny oe Ilpes um Hen 01 28 2004 Manager Attach Most CREATE USER ACCOUNT View Notes Recent Application V a Change Status APPROVE Application SEARCH USERS creech S 5 a Under Review by Zi Res 67 History 91 98 2004 Manager HOME View Notes Change Status e Eug CHANGE DEFAULT VIEW Application REPORTS gt CHANGE PASSWORD Ze History Under Review By attach most LOGIN AS HIRING Wey Res 100 Notes gieten E Recent Application E MANAGER Application Change Status LOGOUT CHANGE MULTIPLE APPLICANT STATUSES COPY FROM POOL Minimum Score VIEW MULTIPLE APPLICATIONS M Active Applicants VIEW MULTIPLE DOCUMENTS gt a Internet 29 After clicking the Change Multiple Applicant Statuses button a screen similar to the following will appear ob Site oso ernet Explore lejxj Edit View Favorites Tools Help Ea RENSSELAER POLYTECHNIC INSTITUTE DIVISION OF HUMAN RESOURCES SEARCH Welcome Sample Human Resources You are logged in with University View Tuesday May 25 2004 FROM TEMPLATE FROM PREVIOUS Change Applicant Status FROM SCRATCH SEARCH Status Not Hired Reason Change For All Applicants FROM TEMPLATE Not Forwarded to Department z Choose Option Below gt FROM SCRATCH SEARCH APPLICANTS STATUS SEARCH Name Documents Status Notre Reason Choose Option Below z ADD TO SPECIAL Bad Johnny Oth Under Review by Manager HANDLING View Applicatio
44. ry Any a Advertised Title SEARCH APPLICANTS STATUS SEARCH CLEAR RESULTS ADD TO SPECIAL HANDLING SEARCH SPECIAL HANDLING LIST CREATE USER ACCOUNT APPROVE SEARCH USERS HOME CHANGE DEFAULT VIEW REPORTS CHANGE PASSWORD LOGIN AS HIRING MANAGER LOGOUT Internet 36 ADMI NI STRATI ON Logging In as a Hiring Manager Selecting this option enables you to see the site as a Hiring Manager sees it with the same permissions This also allows you to see all Postings assigned to that Hiring Manager This can serve as a valuable training tool as you introduce this system throughout your Institution For questions about functionality when logged in as a Hiring Manager please see the Hiring Manager User Manual To Log Out of Hiring Manager and return to your normal Human Resources views click the link on the lower left side titled Logout of Hiring Manager this link appears when you are logged in as a Hiring Manager E Site Microsoft Internet Explorer E E B x Eile Edit View Favorites Tools Help Rensselae EE RPinfo Search RPI Contact RPI RPI News Research Academics Libraries Tour amp Map RENSSELAER POLYTECHNIC INSTITUTE DIVISION OF HUMAN RESOURCES SEARCH Welcome Sample Human Resources You are logged in with University View Tuesday May 25 2004 FROM TEMPLATE 8 ie FROM PREVIOUS Login as Hiring Manager FROM SCRATCH This scre
45. sework 100 REPORTS SS CHANGE PASSWORD Associate s Degree 100 LOGIN AS HIRING MANAGER Three years college coursework 100 LOGOUT Four years college coursework 100 Bachelor s Degree 100 Master s Degree 100 Ph D 100 Other Terminal Degree 100 Dloaca indie sta the mimhor nf vaare nf naid wark avnorionra umi hava that ic z E Done Internet To add this Qualifying Group to the requisition click the Add Qualifying Group button If not click the Return to Search link Job Site Microsoft Internet Explorer 5 x View Favorites Tools Help Ea RENSSELAER POLYTECHNIC INSTITUTE DIVISION OF HUMAN RESOURCES SEARCH Welcome Sample Human Resources You are logged in with University View Tuesday May 25 2004 FROM TEMPLATE P D FROM PREVIOUS Create Requisition Public Safety Sergeant FROM SCRATCH SEACH Qualifying Group FROM TEMPLATE FROM SCRATCH e HS 6 mos HS 6 View SEARCH APPLICANTS STATUS SEARCH DELETE QUALIFYING GROUP S ADD A QUALIFYING GROUP ADD TO SPECIAL HANDLING SEARCH SPECIAL CONTINUE TO NEXT PAGE gt gt HANDLING LIST CREATE USER ACCOUNT APPROVE CANCEL PREVIEW REQUISITION SEARCH USERS HOME CHANGE DEFAULT VIEW REPORTS CHANGE PASSWORD LOGIN AS HIRING MANAGER LOGOUT E Done Internet After you have added this Qualifying Group to the requisition click the Add a Qualifying Group button to add an additional qualifying group To delete the Qua
46. tain fields you enter on this screen will appear on the applicant site exactly as you enter it on this screen so please proofread carefully Adding Qualifying Equivalencies Qualifying Equivalencies also referred to as Qualifying Groups are used to accommodate the need for equivalencies in minimum qualifications for given positions As an example you may have a position which requires either a bachelor s degree OR at least 3 years of experience A more complex example is one in which a position requires a Bachelor s degree plus 2 years of experience OR a Master s degree plus 1 year of experience Another use can be for minimum qualifications that substitute work experience for years of education or degrees The Qualifying Equivalency functionality allows you to screen applicants based on their answers to two or more qualification criteria questions This is accommodated by distributing qualifying points among two or more questions and assigning a qualifying threshold of 100 points Points are assigned to individual answers and based on applicant responses to these questions points are totaled and compared to the threshold to see if they qualify If the applicant receives enough points they will see the Employer Pass Message and will move to an active applicant status If not they will see the Employer Fail Message and will move to an inactive status such as Not Hired Qualifying Equivalencies can be used in combination with stand
47. te this step 20 One Page Guide for Creating a Requisition 1 From the HR site click Create Requisition 2 Fill in the Posting details a When finished click Continue to Next Section 3 Add screening question s optional to skip click Continue to Next Section From Screening Questions section click Add A Question Click Search Select one of the previously entered questions or click Create A Question Enter the text of the question Designate the question as closed ended e g Yes No or open ended e g free text Designate answer choices for a closed ended question or answer type for an open ended question Click Submit Question to attach the question to the Requisition Enter additional screening questions or click Continue to Next Section apop EH mG 4 Assign points to each answer for closed ended screening questions to skip click Continue to Next Section Click the Disqualifying box next to answers that would disqualify a candidate from consideration When finished click Continue to Next Section 5 Assign a Guest User if appropriate then click Continue to Next Section 6 Review the Requisition and edit if necessary When finished select the appropriate step and then click Confirm on the following screen 21 SEARCHING POSTINGS Clicking the Search link under the Job Postings heading on the left side will take you to a screen that looks similar to the following SC Job Site Mi
48. ualifying Groups Ea I Include Created QGs Qual Group Templates Only SEARCH CANCEL These are existing Qualifying Groups 2 Records HS 6 mos HS 6 View Add QualifyingGroup Ph D Ph D View Add QualifyingGroup These are template Qualifying Groups 23 Records Assoc 1 Create New Qualifying Group From Template Assoc 2 Create New Qualifying Group From Template Assoc 3 Create New Qualifying Group From Template Assoc 5 Create New Qualifying Group From Template gt Done Internet For this example click the View Add Qualifying Group link for HS 6 mos HS 6 existing Qualifying Group ob Site oso ernet Explore ais Eile Edit View Favorites Tools Help Ea RENSSELAER POLYTECHNIC INSTITUTE DIVISION OF HUMAN RESOURCES SEARCH Welcome Sample Human Resources You are logged in with University View Tuesday May 25 2004 FROM TEMPLATE FROM PREVIOUS View Add Qualifying Group FROM SCRATCH SEARCH Return to Search FROM TEMPLATE ADD QUALIFYING GROUP SEARCH APPLICANTS x STATUS SEARCH Minimum Points Required 100 1 Please indicate the highest level of education you have completed ADD TO SPECIAL HANDLING QUALIFYING SEARCH SPECIAL PASER POINTS HANDLING LIST No Response 0 CREATE USER ACCOUNT Less than high school diploma 65 APPROVE SEARCH USERS HS GED 95 One year college coursework 100 HOME CHANGE DEFAULT VIEW Two years college cour
49. y information is also provided in this table including links to uploaded documents such as resumes and cover letters date applied etc Each column may be sorted by the arrows next to the column heading From this screen you may perform a number of tasks including e Sort and view Applicants by different criteria View and print applications View and print uploaded documents Add notes to a applicant s record Change an applicant s status 24 Sorting and Viewing Applicants by Different Criteria To sort applicants by Name Date Applied etc click the arrow next to the corresponding column heading Clicking the arrow again reverses the sort order Job Site Microsoft Internet Explorer laj x File Edit View Favorites Tools Help Ea SEARCH Under Review by Johnny Il History Soe Attach Most FROM TEMPLATE View Other Se Me Notes Ge ee Recent Application 7 tbe o FROM PREVIOUS Application FROM SCRATCH cr Hee 8 Under Review by SEARCH parkie Res 67 tistoryt 01 28 2004 Manager O ee a Change Status Application FROM TEMPLATE a Doe Jane z Under Review by LROMSERATCGI view Res 1o Hl 01 20 2004 Manager Attach Most KE Notes Recent Application Application Change Status SEARCH APPLICANTS STATUS SEARCH CHANGE MULTIPLE APPLICANT STATUSES COPY FROM POOL ADD TO SPECIAL SEARCH SPECIAL HANDLING LIST VIEW MULTIPLE APPLICATIONS Minimum Score VIEW MULTIPLE APPLICATIONS CREATE USER ACCOUNT
50. y page Maximum Points Possible 0 Do you have experience working in an office environment CREATE USER ACCOUNT APPROVE SEARCH USERS HOME CHANGE DEFAULT VIEW ANSWER DISQUALIFYING SCORE REPORTS CHANGE PASSWORD No Response a Po LOGIN AS HIRING MANAGER Yes Oo Go LOGOUT 8 Vv o 0 RECALCULATE RESET bei a nternet To disqualify a candidate based on a particular answer click the corresponding box under the word DISQUALIFYING In the above example when a candidate answers No to this question the system would disqualify them for further consideration for this Requisition The candidate would receive the Fail Message for this position and be classified as Inactive To specify how many points the applicant should receive for each response enter a number in the SCORE column For example an applicant answering Yes to this question would receive 20 points To have the system calculate the total points an applicant could receive for all the questions useful if you have several questions to which you are assigning points click the Recalculate button Clicking the Reset button returns all the Screening Question point values to 0 When all the points and disqualifiers are set to your satisfaction click the Continue to Next Section button 16 Activating Guest Users Guest User accounts are used by committee members If your Requisition involves committee review you may
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