Electronic Application SYstem
(referred to as EASY)
Explanation for each field on the requisition
Introduction to EASY
PeopleAdmin is the Electronic Application System used by Texas State University to post all staff positions to open recruiting, university wide only and any promotions/transfers. Anything that effects a position within the SAP system must have a requisition in order for it to happen.
POSTING DETAILS TABAudit Request
( complete this section only if requesting an audit of a new or existing position [reclassification])
1. Position Number The position number is located in SAP if it already exists. If requesting a new position, the New Position Data Form (NPDF) must be completed and assigned to requisition
2. Type - Existing New
Type means Existing (has position number already assigned) or New (position does not exist in SAP)
3. Incumbent Who held the position last if existing position
4. Current Title What the Current Title is presently being used
5. FTE FTE – 100%, 50% ( fulltime or part time)
6. Pay Grade # Pay grade assigned to title found in the University Pay Plan
7. Job Code Job code assigned to title found in the University Pay Plan
8. Proposed Title The Title you want the reclassification to change to
Audit section continued
9. Proposed Monthly Salary What you are proposing the salary to be (used to verify within range on University Pay Plan)
10. Cost Center 10.What Cost Center this position will be charged to
11. Fund What Fund this position will be charged to
12. Internal Order * required field – select from drop down box
13. * Department Internal order is only used by Grant position
14. Position Number The position number is located in SAP if it already exists. If requesting a new position, the New Position Data Form (NPDF) must be completed and assigned to requisition
Fill Authorized Vacancy(Review section 04 of UPPS 04.04.03)
Some of the requested information is repetitious if an Audit was being requested.
15. Recruitment Type (drop down box)Open RecruitingUniversity wide RecruitingPromotion/Transfer From Within
Open Recruiting – any one can apply
University Wide Recruiting – current Texas State employees in current position six (6) months, Temporary employees on Texas State payroll, student workers eligible to apply
Promotion/Transfer from within –departmental moves
16. Job Posting Number Computer fills this in when HR posts job
17. * Position Title – (University Pay Plan Title) – for all to see
* Per University Pay Plan with department name after it
18.* Posting Title – (Functional Title) – internal only
* Same as 17 or whatever you internally call the department
19. Job Code Comes from University Pay Plan
20. Pay Plan Base Monthly Salary Comes from University Pay Plan
Filled Authorized Vacancy continued
23. * Job Type (drop down box) Full -TimePart -Time
* Select job type from drop down box.
There are now four duplicate areas as position funding can be split between several cost centers and funds. The FTE will total 100% for full-time and 50% for part-time. You are only required to fill out the total FTE needed. Other fields would be left blank.
24. FTE 1 100%, 75% 50%
25. Cost Ctr #1 Where salary is to be charged
26. Fund Internal Order What Fund to charge salary to
27. FTE 2 27 through 36 are duplicate FTE, Cost Center, Fund Internal Orders to show breakdown of different cost centers to be charged . These are skipped if 24 through 26 are 100% funding.
28. Cost Ctr #2
30. Fund Internal Order
Filled Authorized Vacancy continued
27 through 36 are duplicate FTE, Cost Center, Fund Internal Orders to show breakdown of different cost centers to be charged . These are skipped if 24 through 26 are 100% funding from same cost center and fund.
FTE 3 Cost Center #3 Fund Internal Order FTE 4 Cost Center #4 Fund Internal Order
37. Yes No
Is this a new position? Drop down box
38. If No on 37 name incumbent Last employee to hold position
39. Select department - select from drop down box
Department - drop down box
42. Division – select from drop down box
Division – drop down box
41. Date vacant Last date incumbent worked
42. Date you want person to start Proposed Hire Date
43. Yes No (This guides me to make sure driving
statement is on job posting and qualifying question is on job posting).
Does this position require driving University vehicles? Drop down box
Filled Authorized Vacancy continued
44. * E-Verify – drop down box (Federal contract containing clause 73FR 67704 only)
44.* Yes No ( If Federal contract all employees must be verified for eligibility to work in US per Federal law.) Most of time this is “No”.
45.Does position require post offer pre-placement test for physical skills assessment per Risk Management?
Selected titles are required for (WorkSteps) testing
46.Additional checks to go along with standard criminal history charge.
Place check mark in box if additional checks are to be requested. Additional fees will be charged accordingly. Normally, nothing is checked here.
47.Cost Center & Fund to charge criminal background check
Insert cost center and fund to assist for proper invoicing
48.Does position require pre- employment drug/alcohol testing per university policy?
Yes or no drop down box if Drug and Alcohol testing required for this position
49.Cost Center & Fund to charge drug/alcohol testing fees
Insert cost center and fund to assist for proper invoicing
50. Normal Work Day Monday - Friday
51. Normal Work Hours 8 – 5 or shift work Some title approved to be posted only five (5) work days. All other are ten (10) work days unless Open Until Filled is selected.
Posting and Advertising Instructions
Procedures, Waivers, Promotion/Transfer From Within, Posted Salaries, Days to be posted policy. Some titles are approved for less number of days
Procedures, Waivers, Promotion/Transfer From Within, Posted Salaries, Days to be posted policy UPPS 04.04.03. Some titles are approved for posting 5 days onlyAdministrative Assistant I and IIGrant Clerk and SecretaryGrounds Maintenance Worker I and IIUtility Maintenance Worker I and IIGuard
Custodian
52. Deadline for accepting application (if other than normal posting requirements) or Open Until Filled
Deadline for accepting application (if other than normal posting requirements) or Open Until Filled
53. Salary shown in Single Rate, Salary Range or Rate + commensurate with experience. If no rate wanted it would say Commensurate with experience. Only Unclassified/Exempt can have commensurate with experience.
Salary shown in Single Rate, Salary Range or Rate + commensurate with experience. If no rate wanted it would say Commensurate with experience. Only Unclassified/Exempt can have commensurate with experience.
54. Pay BasisMonthlyHourly
Select from drop down box
Filled Authorized Vacancy continued
Complete the Following If You Desire To Advertise
54. Advertising - drop down box
No ResponseSend Posting to advertisingDo NOT send posting to advertising
55. Indicate Newspaper
Place a check mark in the box in front of the local paper wanting advertising.
56. Please indicate other advertising
sources
Other places not listed you want advertising place in (magazines or membership advertising the department does).
57.Special Advertising Instructions
i.e. Two Sunday’s in a row or the first Sunday two months in a row. Anything out of the ordinary.
58. Cost Center to charge for ads
Give cost center for invoicing purposes
59. Fund to charge for ads
Give Fund for invoicing purposes
60. Internal Order to charge for ads
Grants always have and Internal Order – No one else does
Filled Authorized Vacancy continued
61. Contact Person (In Account Manager’s office for this Requisition
to Fill a Position (RFP) Posting Information
Contact Person’s NameContact Person’s PhoneContact Person’s Email
62. Job Description Brief description of job
63. Additional Information for Applicant
Anything you want them to know up front. i.e. Driver’s license requirement, resume/cover letter attachment required, special hours to work possibility, EEO statement and University System statement (If this is left off job posting, HR will insert it.
64. Duties Duties broken down
65. Required Qualifications Required qualifications directly from the GOJA
66. Preferred Qualifications Preferred Qualification directly from the GOJA
67. Job Open Date HR inserts the date the job opens
68. Job Close Date Open Until Filled
HR inserts date job for system to close at 5:00 pm unless Open Until Filled
69. Application Review Date (Open Until Filled positions. Open Until Filled can only be used for Exempt/Unclassified positions)
HR inserts date review of applications to begin. It is the eleventh (11th) work day. Job cannot be closed before this day should large pool occur.
Filled Authorized Vacancy continued
70. Responsible Hiring Manager – select from drop down box
Hiring Manager (person creating the requisition) not necessarily doing the hiring
71. Job Category – drop down box No ResponseAdmin OfficerExemptNonexempt
72. EEO Code – drop down box A – Executive/Admin/MgmtC – ProfessionalD – Secretarial/ClericalE – Technical/paraprofessionalF – Skilled CraftG – Service/MaintenanceThis comes directly from the University Pay Plan. If it is not done, HR will complete this.
73. Document that are required at time of application Resume Cover Letter Other Document (i.e. License, certifications, Letter of Recommendation) Other Document 2 (i.e.. License, certifications, Letter of Recommendation) Other Document 3 (i.e.. License, certifications, Letter of Recommendation)
Place check mark in box in front of items you want to be able to review for decision factors
74. Document that are required at time of application Resume Cover Letter Other Document (i.e.. License, certifications, Letter of Recommendation) Other Document 2 (i.e.. License, certifications, Letter of Recommendation) Other Document 3 (i.e.. License, certifications, Letter of Recommendation)
These are defaults allowing applicants to attach items. If they are not required you cannot use them in the decision making of the applicants.
DOCUMENTS Tab
The Documents Tab is where all support documents are to be attached prior to going through the approval process.
1. Internal Applicant Log The Internal Applicant Log is required when there is to be a Promotion/Transfer from within the department.
2. GAP Job Description Brief GAP Job Description attached will get job posted, but you must get completed GOJA to HR within 30 days.
3. New Position Data For (NPDF)
NPDF is required for all new positions send in for Audit.
4. Hiring Matrix Hiring Matrix is used to make selection of Recommended For Hire applicant. It shows same standards are used for all applicants in decision making. Does not have to be submitted prior to posting.
5. GOJA If completed GOJA is ready for audit then it is attached here.
6. Organizational Chart Organization Chart showing where this new position fits into the department.
7. Audit Request Justification memo
Justification memo is required to justify addition of position and for the audit.
8. Additional Support Document Extra support documents can be attached here.
9. Additional Support Document Extra support documents can be attached here.
10. Additional Support Document Extra support documents can be attached here.
11. Additional Support Document Extra support documents can be attached here.
12. Criminal History Background Check
Signed Criminal History Background Check form can be attached her or emailed to HR.
Template Level Questionstab
This is a default question for applicant to answer to help HR know where applicants heard about job. It helps show if the advertising the department chooses to do is spending their money wisely.
Hiring Manager does nothing with this tab.
Posting Specific Questionstab
HR adds the question if they are a minimum requirement.
Are you a current Texas State University employee?
Yes or No
Do you have the ability to obtain a Texas drivers license within first 90 days of employment? Yes or No
HR adds questions here that are needed to prevent unqualified applicants from getting to the Hiring Manager based on the job requirements.i.e.. University Wide posting Only, Texas Driver’s License
Pointstab
If the Answer isNo Response or No
the applicant does not meet the minimum requirements for the position and they are automatically disqualified and their application does not make it to the department for review.
If the applicant answers the question YES then the system allows the application to go through to the department. This is then considered falsification of the application and the applicant can be disqualified by the Hiring Manager.
HR places the disqualifying factors in the posting based on the Hiring Manager’s needs.
Screening Committeetab
Anyone that is going to be involved in the decision making of the applicants must be placed on this tab
Click on:Add New Entry
* Screening Committee Member Name* Ethnicity* Sex Age* Required Fields - This shows
Equity & Access the diversity in the decision makers.
Guest Usertab
The Guest User is used for anyone involved in the decision making to view the application, cover letters and resume or any other documents attached to the application.
Click on Activate Guest User
When this is done, the system will create a uniqueUser name for this job and this job only. Each time one is created it is different.
User Name: GU#####.*Password - the Hiring Manager creates.
Anyone on the Selection Committee is given this User Name and Password created and the website: https://jobs.hr.txstate.edu/hr
They can go and review or print all the documents without making changes to the requisition.
Notes / History tab
This shows you exactly when something was created or passed through to the next approver for approval. This is reviewed by HR when the requisition get to HR to make sure all approvers approved the requisition. If one is skipped the requisition will be sent to the proper person to create the proper approval flow.
Divisional Approval Flow
11 - President 15 - VPSA Hiring Manager Hiring Manager Budget Director Human Resources Budget Vice President
Human Resources
12 - VPIT 16 - VPUA Hiring Manager Hiring Manager Director DirectorVice President Vice President Budget BudgetHuman Resources Human Resources
13 - VPAA 17 - Athletics Hiring Manager Vice President Chair/Dean Budget Faculty Records Human Resources Budget Human Resources
14 - VPFSS Hiring Manager Director (not all)Vice President Budget Human Resources
If Grant account it goes to Grants instead of Budget
VPSA- Review is used for Vice President Selected Applicant approval only
Electronic Application SYstem
(referred to as EASY)
Application Processing
After
Posting of Position
Applicants tab
A second set of tabs is located directly below the original.
Name: The applicants appear in alphabetical order by last name and the first name. Under the name you click on View Application and it opens for you to view/print . Documents. This is the tab the applicants attaches the cover letter, resume, other support documents as required or optional.Verified Veteran Preference: HR verifies if an applicant receives veteran preference or not. If “Yes” is in this column they get it, if “No” they do not get it. This is strictly a tie breaker should your top applicants be tied in score and a decision as to who is to be hired cannot be reached. If one is a Veteran and the other is not, the Veteran is selected.
After the job is posted and applicants begin to apply you will see the first tab in the system is now a new tab Applicants. There is also a tab called Emp History Verification. Per University policy this must be completed on the selected applicant.
Applicants tab continued
Current or Previous TSU Employee:A question on the application completes this column allowing the department to see if they presently or previously worked for the university.
You can double click on this tab and system will sort all yes or no answers together for quick reference as to who has worked at university.
Score: tab is not presently used by our university.
Not used by university
Link to : Shows the history of the applicant applying for the job. i.e. saved, attached documents, process complete
Click on History/Notes and it will show you the history of the applicant working the system.
Date applied: Date applicant applied for job
Status: This is used to move applicants from consideration and to show selected applicant.
All/None: Use to select one or all for changing status by placing a check mark in box.
Second set of tabscontinued
Second set of tabscontinued
All/None continued Once you place the check mark in the boxes, scroll down and click on “change multiple status” and it will let you change all at one time with same reason. i.e. Not hired – low matrix score
The Copy from Pool option is used only by HR for copying all the applicants to your second requisition without posting it.
Temporary Pool Access
GUEST USER INFO FOR TEMP POOLSecretarial/Clerical Pool
Username: GU51350Password: tempsecretarialpool
-- Custodian/Service/Maintenance poolUsername: GU51351Password: tempservicepool
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