Online Training for TEXAS TECH UNIVERSITY

and TEXAS TECH HSC

Hiring Managers

Employment Office

April 2003

Online Recruiting SystemOnline Recruiting System Hiring Manager PresentationHiring Manager Presentation

This presentation will take about 15 minutes.

Click on your mouse to go to the next slide

OR click on the green box at the bottom of each page.

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

This presentation will take about 15 minutes.

Click on your mouse to go to the next slide

OR click on the green box at the bottom of each page.

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

Getting StartedGetting Started

jobs.TexasTech.edu/HRjobs.TexasTech.edu/HR

Getting StartedGetting Started

jobs.TexasTech.edu/HRjobs.TexasTech.edu/HR

Then click hereThen click here Then click hereThen click here

Type yourType your

User Name & PasswordUser Name & Password

in boxes herein boxes here

From here you can:From here you can:• Create a new RequisitionCreate a new Requisition

You will click hereYou will click hereYou will click hereYou will click here

This is the This is the Home page Home page - or -- or -

Main Screen for all Hiring ManagersMain Screen for all Hiring Managers

• View your open positions

You will click hereYou will click here

From here you can:

You will click hereYou will click here

• View a Requisition submitted to HR for approval

From here you can:

You will click hereYou will click here

• View past positions that are now filled or cancelled

From here you can:

You will click hereYou will click here

You can change your password at any time.

You will click hereYou will click here

You should always Logout when you leave the site You should always Logout when you leave the site or walk away from your desk for more than a few or walk away from your desk for more than a few

minutesminutes..

You will click hereYou will click here

Creating a RequisitionCreating a Requisition

You will create a You will create a Requisition from a Requisition from a Template or from a Template or from a Previous Posting.Previous Posting.

You can move from one You can move from one section to another by section to another by clicking on the links in the clicking on the links in the boxes at the top of your boxes at the top of your screen.screen.

Any required information is denoted with an asterisk (*) on the left.

Complete the Complete the information requested information requested by clicking in the field by clicking in the field and typing. and typing.

This form is similar to This form is similar to the Requisition form you the Requisition form you previously submitted.previously submitted.

When finished When finished entering information entering information on this screen, click on this screen, click the Continue to the the Continue to the Next Section buttonNext Section button..

If you choose to ask job-If you choose to ask job-related questions, click the related questions, click the third box, “third box, “Posting SpecificPosting Specific Questions”Questions” when creating when creating a new Requisition.a new Requisition.

Then click Then click Add a Add a Question.Question.

A question may already A question may already exist that relates to your exist that relates to your topic, in which case enter topic, in which case enter a keyword in the “Search a keyword in the “Search by Keyword” box. by Keyword” box. Otherwise, leave this Otherwise, leave this space blank. Proceed by space blank. Proceed by clicking “clicking “Search”.Search”.

To view a question (and possible answers) click the To view a question (and possible answers) click the View/Add link to the right of each question. If one View/Add link to the right of each question. If one of the questions relates to your position, you may of the questions relates to your position, you may submit it by clicking ‘Add’.submit it by clicking ‘Add’.

To view a question (and possible answers) click the To view a question (and possible answers) click the View/Add link to the right of each question. If one View/Add link to the right of each question. If one of the questions relates to your position, you may of the questions relates to your position, you may submit it by clicking ‘Add’.submit it by clicking ‘Add’.

If you’d prefer to compose If you’d prefer to compose your own job-related your own job-related question, click thequestion, click the“Create a Question” at the “Create a Question” at the bottom of the screen.bottom of the screen.

If you’d prefer to compose If you’d prefer to compose your own job-related your own job-related question, click thequestion, click the“Create a Question” at the “Create a Question” at the bottom of the screen.bottom of the screen.

You can create a You can create a Closed-Ended Closed-Ended question by:question by:

(2) Choosing “Closed (2) Choosing “Closed EndedEnded”(3) Typing possible (3) Typing possible answersanswers

(1) Typing the question1) Typing the question

For Open-Ended For Open-Ended questions:questions:

(2) Choose ‘Open Ended’(3) Choose type of answer (Long Text in this example)

(1) Type the question

You gain more You gain more information about information about a person’s skills a person’s skills and experience and experience by asking open by asking open

ended questions.ended questions.

You gain more You gain more information about information about a person’s skills a person’s skills and experience and experience by asking open by asking open

ended questions.ended questions.

If you ask closed-ended If you ask closed-ended questions, you have an questions, you have an

opportunity to disqualify opportunity to disqualify candidates based on their candidates based on their

answers. Click on the answers. Click on the “Points” label.“Points” label.

If you ask closed-ended If you ask closed-ended questions, you have an questions, you have an

opportunity to disqualify opportunity to disqualify candidates based on their candidates based on their

answers. Click on the answers. Click on the “Points” label.“Points” label.

Select any answer that Select any answer that should disqualify should disqualify

someone by checking someone by checking the box in this columnthe box in this column

Select any answer that Select any answer that should disqualify should disqualify

someone by checking someone by checking the box in this columnthe box in this column

Add any ranking points Add any ranking points in the “Score” columnin the “Score” column

Add any ranking points Add any ranking points in the “Score” columnin the “Score” column

The Hiring Steps tab is The Hiring Steps tab is used to indicate the used to indicate the

applicant flow for this applicant flow for this Requisition. Requisition.

The hiring steps will be The hiring steps will be loaded by default and loaded by default and

should only be modified should only be modified under special under special

circumstances (please circumstances (please contact HR for more contact HR for more

information). information).

To allow Search Committee To allow Search Committee Members to review Members to review

applicants, click on the applicants, click on the box, labeled “Guest User” box, labeled “Guest User”

then click on the then click on the “Activate Guest User”“Activate Guest User”

link.link.

The system will The system will automatically assign a “User automatically assign a “User

NameName”.You will need to type in a You will need to type in a password of your choosing. password of your choosing. Write down the user name / Write down the user name / password combination so password combination so that you can give it to the that you can give it to the members of your search members of your search

committee. committee.

The Last StepThe Last StepThe Last StepThe Last Step

On the View Summary On the View Summary Screen, scroll down to Screen, scroll down to

view the complete view the complete Requisition.Requisition.

If satisfied, select Dept If satisfied, select Dept Appr or Save w/o submit, Appr or Save w/o submit,

and click Continue.and click Continue.

IMPORTANT NOTEIMPORTANT NOTE:: If you leave If you leave your computer for more than 30 your computer for more than 30 minutes during any point in this minutes during any point in this process, you may LOSE all your process, you may LOSE all your information. information.

So, complete this process all at So, complete this process all at once OR complete required once OR complete required information (fields with *), get to information (fields with *), get to this step, and save it by clicking this step, and save it by clicking on “Save w/o submit”.on “Save w/o submit”.

You must hit the You must hit the CONFIRM button to CONFIRM button to complete saving or complete saving or

submitting your submitting your requisition.requisition.

Viewing an ApplicationViewing an ApplicationHow to view online Applications How to view online Applications

and and

resumes / cover letters.resumes / cover letters.

Viewing an ApplicationViewing an ApplicationHow to view online Applications How to view online Applications

and and

resumes / cover letters.resumes / cover letters.

Click on “View Open” to Click on “View Open” to view your open view your open

positionspositions.

In this example, the Hiring Manager has several open

positions.

To look at the applicants to the Accountant 1 position,

click “View” below the title.

You can sort the data, ascending or descending, by clicking on the arrow at the

top of each column:

To look at the first Application, click “View Application” under an

applicant’s name

999-99-9999999-99-9999

Sample ApplicationSample Application

The Application will come up The Application will come up in a separate window.in a separate window.To print a paper copy To print a paper copy

(Select File (Select File Print from the Print from the browser window).browser window).

IMPORTANT NOTEIMPORTANT NOTE:: At the point of hire, print this form out and ask the newly hired employee to sign it. The signed Application should be placed in the employee’s personnel file.

To see an applicant’s resume and/ or cover letter, click on the link (if any) in the “Documents” column.

To see an applicant’s resume and/ or cover letter, click on the link (if any) in the “Documents” column.

Resumes and cover letters will Resumes and cover letters will be submitted to you by the be submitted to you by the

applicant in PDF format. If you applicant in PDF format. If you do not have Adobe Acrobat do not have Adobe Acrobat

Reader 5.0 installed, you must Reader 5.0 installed, you must click and install thisclick and install this FREE FREE

version.version.

Sample ResumeA resume, cover letter and/or other submitted documentation will appear in a separate window.

Changing an Applicant’s Changing an Applicant’s StatusStatus

Every applicant has an active status that shows where they are

in the hiring process.

During the review process you will change their status to reflect their

progress by clicking “Change Status”.

Every applicant has an active status that shows where they are

in the hiring process.

During the review process you will change their status to reflect their

progress by clicking “Change Status”.

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

The applicant whom you eventually hire will have a Status of “Hired”.

Those not hired will have a Status of “Not Hired”

You will be asked to confirm actions by clicking

on “Confirm”.

Click the Save Status Changes button to

confirm your action.

Click the Save Status Changes button to

confirm your action.

All status changes are recorded in an All status changes are recorded in an applicant’s“History/Notes”. applicant’s“History/Notes”.

HR may post other information in this section. HR may post other information in this section.

Sample Notes / History:

This screen indicates that this applicant applied on 03/05/2003

To change the status of more than To change the status of more than one applicant at a time, click the one applicant at a time, click the box next to each corresponding box next to each corresponding applicant, then click the Change applicant, then click the Change

Multiple Applicant Statuses button.Multiple Applicant Statuses button.

To change the status of more than To change the status of more than one applicant at a time, click the one applicant at a time, click the box next to each corresponding box next to each corresponding applicant, then click the Change applicant, then click the Change

Multiple Applicant Statuses button.Multiple Applicant Statuses button.

Select the status for each Select the status for each applicant, then click the applicant, then click the

Continue to Confirm Page Continue to Confirm Page button.button.

Click the Click the Save Status ChangesSave Status Changes button to confirm your action.button to confirm your action.

Final Section:

Registering your AccountRegistering your Account

You must register so that Human Resources can activate your account!

To register, go to the website at: jobs.Texastech.edu/HR

and complete the following steps:

The Human Resources The Human Resources Office will contact you Office will contact you when your account is when your account is active.active.

Remember, we are Remember, we are available to answer available to answer questions throughout questions throughout the hiring process.the hiring process.

(1) Click the ‘Create User Account’ link at left

(2) Complete the information on the page

CongratulationsCongratulations!!

You have completed the Online Recruiting System TrainingOnline Recruiting System Training

and are ready to register!

To register your account, go to:To register your account, go to:

Jobs.Texastech.edu/HRJobs.Texastech.edu/HR