Applicant Reviewer Quick Guide Creating a Hiring Proposal January 22, 2016
Contents Applicant Reviewer... 3 Logging In... 3 Changing User Groups... 3 Viewing Postings... 4 Viewing Applicants... 4 Hiring Proposal Workflow... 5 Creating a Hiring Proposal... 6 Hiring Proposal Page... 7 Hiring Proposal Documents... 7 Summary... 8 Approval to Make Offer... 8 Questions?... 9 2
Applicant Reviewer PeopleAdmin User Guide for Staff/Temp Positions The Applicant Reviewer manages the applicant workflow and is the only role assigned to a posting that can move applicants through the workflow stages (Interviewing, Not Selected, Finalist) including creating the Hiring Proposal for that posting. This role is assigned by the posting department. Logging In Log into the system by going to https://iujobs.peopleadmin.com/hr and clicking Click Here to Log In with SSO. Users will then be prompted to enter their CAS username and Passphrase. Changing User Groups If not already set as the default, users will need to change their role to Applicant Reviewer by selecting Applicant Reviewer from the dropdown menu and clicking the refresh button. A message banner appears at the top of the screen indicating the group has been changed. 3
Viewing Postings Postings may be accessed using one of the following methods: Through the Watch List OR Hovering over the Postings tab and clicking Staff/Temp Search Options Users who have been assigned to many postings may use the search feature to search by Position Title, Posting Number, or Department. Additional filters are also available under More Search Options including ability to add columns or apply additional filters to a search. To open a Posting, click on the Position Title highlighted in blue Viewing Applicants There are two ways to access applicants for a posting: 1. Hover over the Actions link in the search results and click View Applicants 2. Open the posting and click on the Applicants Tab 4
Hiring Proposal Workflow PeopleAdmin User Guide for Staff/Temp Positions Hiring Proposals can only be initiated for applicants who have been moved in the Applicant Workflow to the status of Finalist and must be submitted and approved prior to making an offer. Note: This is a REQUIRED step prior to offering position to candidate. 5
Creating a Hiring Proposal PeopleAdmin User Guide for Staff/Temp Positions From the Applicant list, select the applicant marked as Finalist and click on the Blue applicant name or hover over the Actions link and select View Application. From the Job Application page for the applicant marked as a Finalist click the Start Hiring Proposal link under the orange Take Action on Job Application button. Once Start Hiring Proposal has been selected the page will redirect to a new page to begin the process of creating the Hiring Proposal. Note: The Hiring Proposal will automatically default to the position number the posting was created with. If only filling 1 position from the applicant pool, scroll down to the bottom of the page and click the Select Position button If filling multiple positions from the same posting/using the same applicant pool, use the search field to search for the additional position numbers, click the radio button next to the position to select it, and click the Select Position button. Note: Each position will require separate Hiring Proposals. 6
Hiring Proposal Page Once Select Position has been clicked the page will redirect to the Hiring Proposal page. Fields marked with an asterisk (*) are required. Applicant information Information provided by the applicant on their application Position Information General information about the position generated by the position number Budget Summary Optional Information from the posting entered by the Initiator, Authorizer 1, or Authorizer 2 Hiring Proposal Information a) Hiring Proposal Number: Auto-filled once proposal is submitted b) Anticipated Start Date: Optional field to identify when the applicant is anticipated to start c) * Proposed Salary: Required field identifying the proposed salary for the applicant d) Salary Justification comments: Required field if the proposed salary is outside the established guidelines for the position type. e) Additional Notes: Additional notes/comments added by Campus HR, Campus Budget Office, Campus Affirmative Action, and/or University Compensation regarding the Hiring Proposal. f) Is Background Check Required: This information will be filled in by Campus HR g) Has the background check been initiated: Optional field identifying whether or not a background check has been initiated. Note: Background Checks should only be run post offer. h) * Is it a program involving children: Required field identifying whether the position falls under the Programs involving Children policy i) * Type of Hire: Required field identifying the type of hire, either Current IU Employee, Former IU Employee, or New Hire. j) Orientation Date: Optional field identifying the Orientation date, if applicable. Once all fields have been completed click the orange Next button. To save a draft version of the posting click the Save button. Hiring Proposal Documents Only utilized if additional documents are required in the hire approval process by a campus. Once complete click the orange Next button. 7
Summary The Summary screens provides an overview of all attributes of the Hiring Proposal for review and edit as needed. Once complete, to send the Hiring Proposal in the workflow to Authorizer 2, click the orange Take Action On Hiring Proposal button and select Submit (move to Authorizer 2). Note: Prior to submitting review all details of the Hiring Proposal for completeness. A pop-up window will appear with the option to: Add comments for review by the Authorizer 2 Add the hiring proposal to the Watch list Once complete, click the Submit button. A banner will appear at the top of the screen indicating the hiring proposal was successfully transitioned. Approval to Make Offer 8
Once the hiring Proposal has been reviewed and returned as Approved (move to Approved to Make Offer) the position may be offered to the Finalist. If the offer is accepted by the applicant, the Applicant reviewer will move them in the workflow to Offer Accepted by clicking the Orange Take Action on Hiring Proposal and selecting Offer Accepted (move to Offer Accepted by Applicant). This will trigger Campus HR to move the posting to the status of Filled. If the offer is declined by the applicant, the Applicant Reviewer will move them in the workflow to Offer Declined by clicking the Orange Take Action on Hiring Proposal and selecting Offer Declined (move to Offer Declined by Applicant) in the workflow. Questions? For any questions regarding PeopleAdmin not covered in this Quick Guide go to the Contact Us page located under My Links. 9