User Guide - Sacramento State Guide For Search Committee ... Recruitment Workflow (Search Process)...

User Guide

For Search Committee Chair & Search Committee

(Staff/Management Recruitments)

PeopleAdmin Search Committee & Search Chair Guide Update 5/8/17

Contents Login Information ................................................................................................................................................. 2

Your Web Browser ........................................................................................................................................... 2

Security of Applicant Data ................................................................................................................................ 2

Introduction & Home Page ................................................................................................................................... 3

Applicant Review .................................................................................................................................................. 5

Section 1. Viewing Requisition & Applicants .................................................................................................... 5

Section 2. Screening Criteria (Supplemental Questions) ................................................................................. 8

Section 3. Evaluating Applicants .................................................................................................................... 10

Section 4. Create Document PDF per Applicant ............................................................................................ 11

Search Committee Chair ..................................................................................................................................... 12

How to View Applicant(s) Evaluative Criteria Score .............................................................................. 12

Moving Applicants in the Workflow ...................................................................................................... 13

Changing the Status of Multiple Applicants .......................................................................................... 14

Adding Supporting Documents ............................................................................................................. 15

Notifying Hiring Manger of Finalists ...................................................................................................... 16

Recruitment Workflow (Search Process) ............................................................................................................ 16


Login Information

To access PeopleAdmin, you will need your University SacLink username and password. You should

see the secure login screen below.

Your Web Browser PeopleAdmin SelectSuite® supports the following browsers:

Chrome (self-updating)

Firefox versions currently supported by the vendor

Internet Explorer version 9 and later

Safari versions currently supported by the vendor

When an issue arises with a supported browser version, contact Employment Services at 916-278-6326 and ask for the PeopleAdmin Administrative Support. The site requires you to have Adobe Acrobat Reader installed. If Adobe Acrobat Reader is unavailable, navigate to https://csus.service-now.com/service/help and submit an IRT Service Ticket.

Security of Applicant Data To ensure the security of the data provided by applicants, the system will automatically log you out after 40 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.

Login Information

Login to PeopleAdmin at: https://csus.peopleadmin.com/hr/

https://csus.service-now.com/service/help


Introduction & Home Page The Human Resources department has implemented this system in order to automate many of the tasks associated with the employment application process. As a Search Committee Member, you can:

1. View postings 2. View application materials 3. Print application materials 4. Screen and Evaluate applicants/candidates, if evaluative criterion is available

The following table indicates the roles and scopes. The scope indicates the level of authority within each university role.

User Group Scope Role Employee Personal Apply and/or view postings

Initiator Department/Program Center Create and view recruitment requests, view postings

Dept. Head/Chair Department/Program Center Approve request (recruitment, Personnel Transaction Form)

Dean/Administrator Department/Program Center/College

Approve request (recruitment, Personnel Transaction Form)

Vice President Division Approve request (recruitment, Personnel Transaction Form)

Hiring Manager Department/Program Center/College

Create hiring proposal (Personnel Transaction Form)

Search Committee Chair

Personal View application materials, print application materials, evaluate candidates, change status of applicants in work flow

Search Committee Member

Personal View application materials, print application materials, evaluate candidates.

Budget University Budget authority

Human Resources University Administrator rights to recruitment process

Note: It is important to select the correct “User Role” in order to:

(Search Committee Member): gain access to review and evaluate applicants.

(Search Committee Chair): gain access to “both” evaluate and move applicants

through the workflow.


Once you are logged into PeopleAdmin the “Home” page will display an “Inbox,” “Watch List,” and other tabs where you can easily navigate to requisitions that need your attention. Below is a detailed list of the home page functions available:

Displays all items requiring your attention (approval/review).

Displays any request you have added to your watch list (Postings, Hiring

Proposals, Requests) for easy access.

Used to update your user account details and online help for using the system.

Used to toggle between the Applicant Tracking, Admin and Position

Management modules. You will only have access to Applicant tracking

module. The campus is not using the Position Management module.

Displays the user group assigned to you. Use the drop down arrow to change your user group.

The system notification at the top of the screen will indicate your current user group view. The

“Home” tab is the default screen. You may also access your “Inbox and Watchlist” by selecting the

buttons located to the left of the “Module” indicator.

Module

User

Group

Profile & Help Inbox

Watch List


Applicant Review Following completion of the search committee orientation with the Recruitment Analysts, committee

members receive access to the list of applicants.

Each committee member reviews applicants using:

Section 1: Viewing Requisition and Applicants

Section 2: Screening Criteria (Supplemental Questions)

Section 3: Evaluative Criteria

Section 4: Submitted application and uploaded documents

Section 1. Viewing Requisition & Applicants 1. Verify that you are in the “Applicant Tracking” module and the “Search Committee” user group.

2. The posting(s) designating you as a Search Committee member is viewable in the “Requisition” tab when selecting “Staff/Management” from the drop down menu.

User

Group

Module

Select

“Staff/Management”

For CSUEU represented positions, only internal applicants meeting bargaining unit criteria, will

be released for initial review.


3. A listing of all positions that the Search Committee Member has access to will be visible. In the

button next to the posting there are two options,

Option 1. “View Requisition”

Option 2. “View Applicants.”

Option 1. View Requisition

a. Select “View Requisition” b. The “Summary” tab of the requisition will appear. Information pertaining to the recruitment (e.g.

Minimum Qualifications); job posting details will be viewable. c. From there, click the “Applicants” tab to view the applicants and continue by following directions

listed in Option 2 below.

Option 2. View Applicants

a. Select “View Applicants”

b. This directs you to the “Applicants” tab of the requisition.

You can either click on the link of the name of the applicant you want to view or click the

button to view the application OR

Select applicants in bulk by checking the box at the top of the applicant list (see red arrow

below). Select the button (see blue arrow below) to perform bulk functions.

Once you select the Action button.

A dropdown menu will appear for

you to make a selection.

1. View Requisition: Allows you to view the posting information and navigate to view applicants.

2. View Applicants: Takes you directly to the

applicants.


Option 1 or Option 2 will take you to the screen below

“Action” Menu Option Features Definitions

Evaluate Applicants Evaluate applicant(s) qualifications based on the criteria of the position.

Download Applicants Evaluations

Creates an excel spreadsheet containing the evaluative criteria and how you evaluated.

Review Screening Questions Answers

Displays each supplemental question applicants answered and includes a link per question to view which applicants answered a certain way.

Download Screening Question Answers

Creates an excel spreadsheet containing the supplemental questions and how the pool of applicants answered them.

Export Results

Creates an excel spreadsheet with all of the data from the selected applicants on the current screen. Committee members and chairs will rarely need to use this feature.

Download Applications as PDF

Creates a PDF of All Documents applicants have uploaded into one single PDF. You may download all document or select only specific documents you want to see.

Create Document PDF per Applicant

Creates a single PDF document for each applicant selected that contains their application and documents. *This feature is dependent on adding the “Combined Document” column to the table (See Section 1.1 Create Document PDF per Applicant).

“Summary” tab allows you to view requisition information about the

posting.

Clicking on the name link of the applicant you wish to view or the “Action” tab will direct you to

the applicant’s application.

For you to review Applicant(s) information, the status must be in

the workflow state “Under Review by Search Committee”

“Applicants” tab will allow you to view the applicants.

Note: All applications will come to Human Resources. Applicant pools will be released to the

committee for review on an agreed upon date during the Work Plan meeting with the Hiring

Manager and Search Committee Chair.


4. Once the position for applicant evaluation has been selected another drop down list will become available:

a. Review all submitted application materials for an applicant.

b. View, export, or download application materials. You may select the applicants you would like to review. You may also choose to review all applicants by placing a check in the box above applicants found in the left column of the table title bar. Check the box next to the “Applicant Last Name” for all applicants, or check the box next to the selected individuals to

review only those applicant materials. Hover over the button and select the action you would like to take.

c. Review the Screening Question Answers (Supplemental Questions) submitted by Applicants.

Section 2. Screening Questions (Supplemental Questions)

In the initial planning, the hiring manager and search committee chair identified from the screening criteria a

set of questions for applicants to answer. This section of the application allows the search committee

members to get an overview of all candidate’s qualifications based on selected criteria.

You can view the supplemental questions by using option 1 or option 2:

Option 1: From the Applicants tab, select “Review Screening Question Answers” from the

button, this will take you to the screen below.

Check this box if you want to do bulk functions.

To view or take action on an applicant or selected

applicants check the box next to applicant last name.

When you select “Actions”, a drop down menu will appear

allowing you to select the action desired.


Option 2: From the Application Summary tab, scroll down to the “Supplemental Questions” section.

An applicant’s answers to all Supplemental Questions can be viewed.

Note: You will need to use this option in order to review any open-ended Supplemental Questions.

Recommendation: First, select all applicants and then select “Review Screening Question

Answers” from the “Action” drop down menu.

View the (2) applicants individually by clicking the

blue hyperlink

After selecting the blue hyperlink, scroll to the

bottom of the page to view the applicants meeting

selected criteria

View applicant completed application, which includes answers to all supplemental questions,

by selecting the check box next to the applicant’s name. Then, select the “Actions” button

and “View Application” from the drop down list.


Section 3. Evaluating Applicants Search Committee members will be required to evaluate applicants in PeopleAdmin. To evaluate applicants, check the box next to the “Applicant Last Name” for all applicants, or check the box next to the individuals you want to select for review.

1. Check the box next to individual applicant: a. For example, you may have previously reviewed applicants but not finalized

review of all applicants.

2. Hover over the button and select “Evaluate Applicants”.

3. Once the evaluation of the applicants has begun, Search Committee Members have the

opportunity to rate applicants.

4. A Comment field is available for search committee reviewers to identify strengths and weaknesses of the candidate applicable to the posted position criteria. Comments will only be viewable by the committee member who entered the information, the Search Committee Chair, and Human Resources.

Check the box next to the applicants that you want to take action on.

Once you click the “Actions” button, a drop down menu will appear. Select

“Evaluate Applicants”.

Evaluative Criteria will be available for Search Committee Member to rate the applicant based

on the qualifications of the position.

Name of Applicant being

evaluated.

Comments are optional. When evaluating candidates with a low

score it is helpful to have some explanation for scoring decision.

A notification will appear when the Evaluative Criteria evaluations for the applicant have been completed.


Section 4. Create Document PDF per Applicant

a. Check the box(es) for specific applicants on the left side of the screen or at the top of the list to select all applicants.

b. Add the “Combined Document” column to the table by selecting the button at the top of the table.

c. Click the button and select the “Create Document PDF per Applicant” option

d. The combined document column will appear with each applicant’s combined materials. You can click the “View” link to see the PDF material.


Search Committee Chair

How to View Applicant(s) Evaluative Criteria Score

Once all evaluations have been completed, the Search Committee Chair will be able to download and/or view all ratings and comments. If a score was added to the Evaluative Criteria for rating, the Search Committee Chair will also know the applicant score based on the evaluations.

1. Check the box next to the “Applicant Last Name” (red arrow) for all applicants, or check the box next to the selected individuals (blue arrow) to review or download the applicant’s evaluations. Hover

over the button and select “Download Applicants Evaluations”.

2. A pop-up window will appear to notify you that the file is generating. Once it is completed, a pop-up

window to open the Microsoft Excel file will appear. The Excel sheet will show you the evaluative scoring for each search committee member.


Moving Applicants in the Workflow The Search Chair is responsible for moving the applicants to a new workflow status. This will help the department, hiring manager(s) and applicants know the status of applicant review.

1. Select the applicant you wish to take action on. You will be directed to the “Job Application” page of the applicant selected.

2. Hover over the button and select the appropriate workflow actions. a. If you select the option of “Select (move to Not Interviewed, Not Hired), another window

will pop up for you to select a reason why the applicant was not moved forward.

You will need to take action on the applicant to move them through the

recruitment process workflow state.

Note: Moving an applicant in the workflow will require you to select the reason for selected

action. Recommendation: Only move applicants to Not Interviewed, Not Hired when you are

certain the committee will not further consider the applicant for this position.


Image 2

Changing the Status of Multiple Applicants To move a group of applicants to a new workflow status, follow the steps below.

1. From the list of all applicants on the requisition, check the boxes associated with the applicant of interest. (See Image 1)

2. Hover over the button and select “Move in Workflow.” The Editing Workflow States page will open.

3. In Editing Workflow States page, do one of the following (See Image 2):

Use the “Change for all applicants” box to select the workflow state for all the applicants

you selected, OR

For each applicant listed on this page, select the new workflow state.

4. If required, select the reason that best explains why you are moving the applicants in the workflow. You can select a reason for each applicant even if you moved all of them in the workflow together.

5. When you have moved all applicants to the appropriate workflow states, select Save Changes.

Image I


Adding Supporting Documents As Search Chair, you may add additional supporting documents to the applicant’s application. This could be

an updated resume, applicant interview ratings or other supporting documents. This will be part of the

recruitment and viewable by appropriate administrator(s) such as Dept. Chair, Dean/Administrator, Hiring

Manager, Vice-President and retained by Human Resources as part of the Recruitment file.

1. In the requisition page, select the applicant for which you are adding supporting documents. You

will be directed to the “Job Application” page of the applicant selected.

2. Select the “Supporting Documents” tab, click the button. (See Image 1)

3. An “Add a Document” page will appear where you can browse and upload any additional supporting

documents. (See Image 2)

4. Once added your desired document(s), click button to add the document(s).

Image I

Image 2


Notifying Hiring Manger of Finalists Once you have identified applicant(s) selected for “Move to Finalist Interview” you will need to notify the

Hiring Manager of the applicant(s) identified along with any recruitment materials and/or supporting

documents (if applicable). PeopleAdmin does not generate an automatic notification to the Hiring Manager

for this step.

Recruitment Workflow (Search Process)

Below is the typical workflow for Staff/Management search process for Search Committee.

Reivew Applications

Further Interview

with Search Committee

Initial Interivew

with Search Committee

Finalist Interivew

with Hiring Manager

Hiring Manager

makes decision

Human Resources

Review

User Guide - Sacramento State Guide For Search Committee ... Recruitment Workflow (Search Process)...

Documents

Transcript of User Guide - Sacramento State Guide For Search Committee ... Recruitment Workflow (Search Process)...