UW–La Crosse
UNCLASSIFIED
RECRUITMENT
with
PEOPLEADMIN
Users Guide
2009
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Table of Contents
LEGEND………………………………………………………………………………………………3
FLOW CHARTS……………………………………………………………………………………...4
INTRODUCTION……………………………………………………………………………………..5
GETTING STARTED………………………………………………………………………………...6
CREATING A JOB POSTING – LEVEL 1………………………………………………………...7
Posting Details………………………………………………………………………………8
Supporting Documents……………………………………………………………………..9
Posting Specific Questions………………………………………………………………...9
Assigning a Guest User Password……………………………………………………….10
Comments…………………………………………………………………………………..10
REVIEW AND APPROVAL OF POSTING – LEVEL 2…………………………………………..11
REVIEW AND APPROVAL OF POSTING – BUDGET & FINANCE…………………………...12
REVIEW AND APPROVAL OF POSTING – AFFIRMATIVE ACTION…………………………13
REVIEW AND APPROVAL OF POSTING – LEVEL 3…………………………………………..13
REVIEW AND POST – HUMAN RESOURCES………………………………………………….14
VIEWING APPLICANTS TO YOUR JOB POSTING(S)…………………………………………14
VIEWING APPLICATIONS – GUEST USERS……………………………………………………15
Sorting & Filtering Applicants by Different Criteria………………………………………15
Viewing Applications…………………………………..……………………………………16
Viewing Documents………………………..……………………………………………….16
REQUEST TO INTERVIEW – LEVEL 1……………………………………………………………17
APPROVAL TO INTERVIEW – LEVEL 2.…………………………………………………………18
APPROVAL TO INTERVIEW – AFFIRMATIVE ACTION…………………………………….….18
REQUEST TO HIRE – LEVEL 1.……………………………………………………………………19
APPROVAL TO HIRE – LEVEL 2…………………………………………………………………...20
APPROVAL TO HIRE – AFFIRMATIVE ACTION………………………………………………….20
APPROVAL TO HIRE – LEVEL 3……………………………………………………………………20
HIRING PROPOSAL – LEVEL 2…………………………………………………………………….20
LOGGING OUT………………………………………………………………………………………..21
GLOSSARY OF TERMS……………………………………………………………………………..21
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LEGEND
PeopleAdmin User Definitions PeopleAdmin Accountability
Level 1 = S&S Chair Create department/unit Postings
View department/unit Postings (active, pending
and historical)
Receive & view applicant applications &
supporting documents requested
Draft and relay “Comments”
Request permission to interview and hire
Cancel/close Posting
Guest User = S&S Committee Members View applications & supporting documents
Level 2 = Dean / Director View college/division Postings (active, pending
and historical)
View applications & supporting documents
Draft and relay “Comments”
Approve Posting, requests to interview and hire
Complete Hiring Proposal
Cancel/close Posting
Budget and Finance Verify funding portion of Posting Details
Determine the need for Level 3 approval
View all Postings (active, pending and historical)
Draft and relay “Comments”
Return Posting to Level 2 (w/comments) for
review
Notification of Hiring Proposal (approved,
offered and accepted)
AAO = Affirmative Action Officer View all Postings (active, pending and historical)
View applications & supporting documents
Draft and relay “Comments”
Approve Posting, request to interview and hire
Notification of Hiring Proposal (approved,
offered and accepted)
Generate EEO reports
Level 3 = Vice Chancellor / View all Postings (active, pending and historical)
Asst. Vice Chancellor / View applications & supporting documents
Chancellor Draft and relay “Comments”
Approve posting, request to hire
Cancel/close Posting
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POSTING APPROVAL
Level 1 creates posting and Level 2 reviews posting and HR reviews posting and either
submits to Level 2 either approves it and sends it approves it and sends on to
on to HR for initial review or Budget and Finance or sends
back to Level 1 for changes back to Level 2 for changes
Level 3 reviews and approves AAO reviews and approves by
by sending to HR or sends back sending it to Level 3 (if Budget and Finance reviews
to Level 2 if changes need to necessary) or HR for final posting to verify funding and
be made approval. Send back to Level approves by sending on to AAO
2 if changes need to be made. or sends it back to Level 2 for
modifications
HR approves by “posting” or
sends back to Level 2 if
changes need to be made.
REVIEW OF APPLICANTS
Level 1 assigns access to Level 1 and Guest Users Level 1 sends
Guest Users to allow S&S meet to determine who to acknowledgement letters
Committee to view recommend for interviews to applicants
applicants
INTERVIEW APPROVALS
Level 1 sends request to Level 2 reviews applicants and AAO reviews applicant pool
Level 2 for approval to either approves to interview by and either approves to interview
interview sending to AAO or sending or sends back to Level 2 if not
back to Level 1 if not approved approved.
REQUEST TO HIRE
AAO approves the
Level 1 sends request to Level 2 approves the recommendation from Level 2 by
Level 2 asking for approval recommendation from Level 1 sending to Level 3 (if necessary)
to hire by sending to AAO or back to Level 2 for verbal offer
HR conducts CBC, drafts and
sends contract to new Level 2 offers the position and
employee and notifies the dean upon verbal acceptance, Level 3 approves the hire by
and department when the CBC completes the Hiring Proposal sending to Level 2 for verbal
has been cleared and contract form on PeopleAdmin offer.
has been returned
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INTRODUCTION
Welcome to PeopleAdmin - Online Employment Application System. The Human Resources
department has implemented this system in order to automate many of the paper-driven aspects
of the employment application process.
You will use this system to:
Create and submit job postings
View applications to your postings
Track the status of the posting and each applicant
The system is designed to benefit you by facilitating:
Faster processing of employment information
Up-to-date access to information regarding all of your open positions
The HR department has provided these training materials to assist with your understanding and
use of this system.
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 Logout of the system by clicking
on the logout link located on the bottom left side of your screen.
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Getting Started – All Users (with the exception of Guest Users)
After entering the URL
https://employment.uwlax.edu/userfiles/jsp/shared/frameset/Frameset.jsp?time=1227559559594
the “login screen” for the system will appear and should be similar to the following screen:
Before you may enter the site you must create your own account by clicking on the “Create User
Account: link on the left side of the screen. After you click this link, the following screen will
appear:
Enter a user name and password, along with the rest of the requested information. NOTE:
YOUR EMAIL ADDRESS MUST BE THE SAME EMAIL ADDRESS AS YOUR 8.4 UW-L EMAIL
ACCOUNT.
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Please write down your password. You will need it each time you log in to the system.
After completing this form, click Continue, and you will be asked to review your information.
After you have reviewed it for accuracy, click Submit. Your request will then be sent to the
Human Resources Department, who will approve or deny your account.
Once HR notifies you that your request has been accepted, you will then be able to log in to the
system with your user name and password.
Creating a Job Posting – Level 1
To begin a job posting request, click the “From Template” link in the menu bar on the left of the
screen. When you first enter this screen, you will need to select a title from the dropdown list.
After searching for the title, click on the “Search” link to associate this specific title with the
proposed posting.
Click “create” on the appropriate selection for the posting you are creating.
Note: Faculty and Academic Instructional Staff titles are reflected as 9 month (academic year)
positions in the templates and Academic Non-Instructional Staff titles are reflected as 12 month
(annual year) positions in the templates. If the position you are recruiting for does not fall
within these defined templates, please contact Human Resources at 785-8640.
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Posting Details Tab
Once the title is selected, you will be looking at the Create Posting screen for the position
template you previously selected. The information on the Posting Details tab will be the core
information used in creating your job posting.
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. Note: The funding
information on this page is verified by Budget and Finance during their
review/approval of the posting. They will also indicate whether or not posting
needs to be sent to Level 3 for approval.
2. VERY IMPORTANT: A posting is Not Saved until after you have selected one of the
following: (1) Click Save and Stay on this Page (Note: This will save the posting in your
Pending Actions) or (2) at the end of your form, the final step of the process is completed
by 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.
Once you have filled out your Position Details Tab, you may click the “Continue to Next Page”
button to go to any additional tabs.
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Documents Tab
Level 1 will be required to attach additional documentation to support approval of the job posting
via this page. The mandatory attachments include advertising text, search and screen
procedures, position description, selection criteria, reference and interview questions (to be
viewed by AAO). “Other” pertinent attachments may be included as well.
Once you have selected the document type you wish to upload you will have 2 options:
You may browse for the file if you have it stored on your computer in one of the following
formats:
o Adobe Acrobat
o Microsoft Word
o Microsoft Excel
You may copy and paste and/or type text into the large text area at the bottom of the
screen if you do not have your document in one of the above formats or if you do not
have your document saved on your computer.
Posting Specific Questions & Disqualifying/Points Tabs
Level 1 Users may create or use existing questions, add possible responses to the question(s) as
well as establish disqualifiers and points for applicant responses. New posting specific questions
need to be reviewed and approved by Human Resources prior to posting to ensure that the
question is appropriate as well as verify it is not a question already in the available “bank” of
questions built into the Posting Specific Questions tab. We encourage limiting posting specific
questions to no more than three (3).
Disqualifiers are meant to help weed out the applicants that do not meet the minimum
qualifications for the job and should only be used on questions that speak to the minimum
requirements of the position.
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Guest User Tab
This screen is where Level 1 assigns a password to the S&S committee members to enable them
to view the applicant pool for the position as seen below:
Level 1 will need to notify S&S committee members of the shared user name and
password that was created for them. Level 1 may cancel user access at anytime through the
process.
Comments Tab
The comments on this page are only intended to assist with the posting approval process and
should not be used in regards to applicants. This is where users would document any issues
they may have with the posting in the event it needs to be sent backwards during the posting
approval process.
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The last step to creating a posting for approval is to select one of the choices “save without
submitting” or “send to Level 2” and click the Continue button either at the top or the bottom of
this page. After selecting your choice, click Continue to go to the confirmation page.
Press Confirm to complete this step.
The details of your job posting are NOT SAVED until you complete this step.
Review and Approve Posting – Level 2
Once Level 1 has created the job posting, it will be sent to Level 2 for review and approval. The
posting will appear in the PENDING POSTINGS menu item on the left side of the screen and will
appear as follows:
Level 2 will review the posting as well as the attached documents. If modifications need to be
made, Level 2 will click on Edit, make changes or add Comments as necessary and submit back
to Level 1. If there are no modifications to be made, submit posting to Human Resources for
initial review and approval.
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As noted in the menu on the left side of the screen, Level 2 will also be able to view active and
historical postings.
Review and Approve Posting – Budget and Finance
When a posting has been approved by Level 2 and Human Resources, Budget and Finance will
see the following screen in PENDING POSTINGS as noted in the menu on the left side of the
screen.
Budget and Finance will review and verify funding information in the “view” status as seen in
the partial screen of the job posting below as well as indicate whether or not posting needs to
be sent to Level 3 for approval:
If the funding information is incorrect, Budget and Finance will click on Edit and make necessary
changes to that information and submit back to Level 2. If there are no changes to the funding
information, Budget and Finance will approve the posting by clicking on the radio button for Send
to Affirmative Action.
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Review and Approve Posting – Affirmative Action
When a posting has been approved by Budget and Finance, Affirmative Action will see the
following screen by clicking on PENDING POSTINGS in the menu on the left side of the screen.
Affirmative Action will need to click on View to view the posting. Once in the posting view screen,
Affirmative Action will need to click on Edit and then the Documents tab to review attached
documents to the posting, which will include the position advertisement, selection criteria, etc.
If no modifications are recommended AAO may click on the radio button to send to Level 3 (if
necessary, and as indicated in the Posting Details tab) or to Human Resources for final
approval, or back to Level 2 if modifications need to be made.
Review and Approve Posting - Level 3
Level 3 will only be involved in the posting approval process if the position is either a
Faculty or new position and pays more than $50K annually. In those situations, Level 3 will
be notified by a system generated email that there is a position waiting in People Admin for
review and approval. Once logged in to People Admin, click on PENDING POSTINGS on the left
side of the screen. You will then click on “view”.
Once you have viewed the posting, you may send to Human Resources for final approval if no
changes are recommended. In the event changes need to be made to the posting, you may send
it back to Level 2 with comments pertaining to your change recommendations.
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Review and Post – Human Resources
When the posting has made it through all necessary levels, it will come to Human Resources for
final approval and posting. HR will “post” the posting or send back to Level 2 if modifications
need to be made.
The final approved posting will appear in ACTIVE POSTINGS by clicking on the left side of the
screen for all Levels to view. The position is then officially posted and applicants may start
applying.
NOTE TO ALL LEVELS: When changes are made to a Posting, it goes back for review
or approval to address the recommended changes. HR will determine the appropriate
routing for necessary approvals, based upon changes that may have been made. In some
cases, Budget and Finance and/or AAO will not review a Posting again, if the changes do
not affect their respective areas of review/approval. This will save time and eliminate extra
steps.
………………………………………………………………………
Viewing Applicants to Your Job Postings – All Levels
(with the exception of Guest Users)
After logging in to the system, if you have a posting that is currently accepting applications, you
will see a screen that looks similar to the following:
Underneath the Job Postings heading on the left navigation bar, you are presented with the
option to View Active, Pending and Historical Recruitments.
Active Recruitments: Postings that are Active are either:
currently posted on the applicant site, or
no longer posted but contain applicants still under review
Pending Recruitments: Postings that are Pending are:
still in the approval process and are not considered active
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Historical Recruitments: Postings that are Historical are either:
filled and no longer listed on the applicant website, or
cancelled and therefore not listed on the applicant website
To view the details of a specific Posting, including the description and the Applicants to that
Posting, click on the word “View” below the relevant title. This will bring you to a screen similar to
the following:
You will notice the posting data is divided into tabs, listed across the top, starting with
“Applicants”. This first tab lists the Applicants who have applied to this Posting. Additional
information is also provided on this screen, including their date applied, status, etc. You may
click through the other tabs at the top of the screen to view more details about the posting.
From the screen shown above you may perform a number of tasks, including:
Sort and view applicants by different criteria
Print applications and documents
Change an applicant’s status
Viewing Applications – Guest Users
Guest Users are the Search and Screen Committee members and only have access to “view”
applications and any attached documentation as well as the posting details. The screen will look
similar to the above. Guest User access may be cancelled at anytime in the process by Level 1
or Human Resources. Once a position is filled, Guest User access is automatically cancelled by
the system.
Sorting & Filtering Applicants by Different Criteria
To sort applicants by Name, Date Applied, etc., click the arrow at the top of the data column you
wish to sort. The order in which applicants are displayed will change accordingly.
To filter applicants by score, enter a numeric value in the Minimum Score box, and click Refresh.
Only applicants meeting the score entered (and higher) will be included in your results.
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Viewing Applications
To view a single application, click the link "View Application" under the applicant’s name from the
"Active Applicants" screen (the 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.
To close the window, click the "Close Window" link, or click 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 Applicants” screen).
To view multiple applications at the same time, perform the following steps:
1. Check the boxes next to the corresponding Applicants whose applications you wish to
view (or click the “All/None” link). These boxes are located on the right side of the page.
(See top of next page.)
2. Click the View Multiple Applications button.
3. A new window will appear (it may take several moments to load). This window contains
all the applications you selected to print.
Viewing Documents
This process is very similar to viewing applications, except the documents appear in 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 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 view. To
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close the window, click on 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 multiple documents at the same time, perform the following steps:
1. Check the boxes next to the corresponding applicants you wish to view (or click the
“All/None” link). These boxes are located on the right side of the page.
2. Click the View Multiple Documents button.
3. A new window will appear (it may take several moments to load). This window contains
all the documents you selected to view.
………………………………………………………………………
Request to Interview Applicant(s) – Level 1
Once Level 1 has met with the Search and Screen Committee and applicants have been
categorized as Tier 1, 2, or 3, Level 1 will go into each applicant’s “view” screen and select
“change status” which will take you to the screen below. This screen is where you select the
status of the applicant (Tier 1, 2 or 3) as well as the selection reason from the drop down boxes.
Once you have selected a status for each applicant, you will send the Tier 1 applicant pool to
Level 2 for review and approval as indicated in the screen below.
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Approval to Interview Applicants – Level 2
In the Active Postings screen, Level 2 will be able to view the applicants sent on by Level 1 as
Tier 1. They will be labeled as “Applicant Pool Sent to Level 2” in the last column of the screen.
Click on “view” in the first column, which will take you to the Active Applicants screen where you
can view the applications and supporting documents.
You may then click through the remaining tabs on the Active Applicants screen. When you make
it to the last tab, Notes/History, scroll to the bottom and click on “Continue to Next Page”, where
you will see this screen:
This is where you will select to send the Tier 1 applicant pool to Affirmative Action for review
and approval or send back to Level 1 for modifications.
Approval to Interview Applicants – Affirmative Action
You may follow the instructions as indicated above for Level 2 for approving the Tier 1 applicant
pool. The screens for Affirmative Action will look slightly different (eg. you will have the option to
“send applicant pool back to Level 2” or “applicant pool approved”).
NOTE TO ALL LEVELS: You may choose to view Active Applicants and/or Inactive
Applicants. This is performed by checking the boxes next to “Active Applicants” (active
Applicants are those still under review – Tier 1) and “Inactive Applicants” (inactive
Applicants are no longer under review – Tier 2 and Tier 3). Click the Refresh button to
refresh the screen.
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………………………………………………………………………
Request to Hire – Level 1
Once the interviews are complete, Level 1 makes its recommendation for hire by changing the
applicant’s status to “Recommended for Hire” as indicated in the screen below. For those tier 1
applicants who were interviewed but not being recommended for hire, the status needs to be
changed to “Interviewed – not selected w/reason”.
Once that has been done, go back to the Active Applicants screen and click all the way through
the remaining tabs until you get to the Notes/History tab. At the bottom of that page, you will click
on “Continue to Next Page” to submit request to hire to Level 2.
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Approval to Hire – Level 2
In the Active Applicants screen, Level 2 will be able to view all the active applicants. If Level 2 is
in agreement with the Level 1 recommendation to hire, Level 2 will tab through all remaining
screens until you get to the Notes/History tab. At the bottom of that page, you will click on
“Continue to Next Page’ to submit request to hire to Affirmative Action.
Approval to Hire – Affirmative Action
Same instructions for approving the Request to Hire as Level 2 with the exception that you will
submit the request to hire to Level 3 (if necessary) or back to Level 2 for verbal offer.
Approval to Hire – Level 3
Level 3 will only be involved in the approval to hire process if the position is either a
Faculty or new position and pays more than $50K annually. Same instructions for approving
the Request to Hire as Level 2 with the exception that if the recommendation is approved you will
select submit the request to hire to Level 2 for verbal offer.
Hiring Proposal Tab – Level 2
Once Level 2 has received the approval to hire from Affirmative Action or Level 3 (when
necessary) and the verbal offer has been accepted Level 2 completes the Hiring Proposal and
forwards on to Human Resources.
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ONCE THE COMPLETED HIRING PROPOSAL HAS BEEN
FORWARDED TO HUMAN RESOURCES, HUMAN
RESOURCES WILL DESIGNATE THE POSITION AS
FILLED.
Logging Out
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 Logout of the system by clicking
on the logout link located on the bottom left side of your screen.
GLOSSARY
AAO- Affirmative Action Officer
ACTIVE APPLICANTS – Tier 1 applicants.
ACTIVE POSTINGS (Menu item on left side of PeopleAdmin screen) – Postings that are either
currently posted on the applicant site or no longer posted but contain applicants still under review.
DOCUMENTS – S&S Procedures, Advertising, Job Description, Selection Criteria, Interview
Questions and Reference Questions
FIRST REVIEW DATE - Once applicants have been “tiered” and tier 1 applicants have been sent
on to Level 2 for approval, the posting is no longer viewable by applicants and therefore no more
applications can be accepted for the posting.
HISTORICAL POSTINGS (Menu item on left side of PeopleAdmin screen) – Postings that are
either filled and no longer listed on the applicant website, or cancelled and therefore not listed on
the applicant website.
INACTIVE APPLICANTS – Tier 2 and Tier 3 applicants.
OPEN UNTIL FILLED – Once applicants have been “tiered” and tier 1 applicants have been sent
on to Level 2 for approval, the posting is no longer viewable by applicants and therefore no more
applications can be accepted for the posting.
PENDING POSTINGS (Menu item on left side of PeopleAdmin screen) – Postings that are still in
the approval process and are not considered active.
POSTING – What has previously been called “recruitment”.
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