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OASys Recruitment
Module(Select Suite 7)
General Overview of Recruitment Actions
Objective
Provide a basic overview of the
upgraded OASys Recruitment Module.
Introduce new system language.
Topics to be Covered
Permission Groups/User Types
Creating a posting
Hiring Workflows
Discuss the Direct Hire (formerly “EPAF Only”) Process
Introduce Hiring Proposals and how to initiate
Hiring Proposal Workflows
How to enter Notes in the Recruitment and Hiring Proposal
User Types
Default user type. Provides personal scope. Cannot make hiring actions in this type
Most common to use for hiring. Provides departmental scope.
User Types
5.8 Terms Select Suite 7 Equivalent
Point of Contact
PDPOC
Applicant Reviewer
Initiator
Hiring Official
Dean/Director/Department
Head
Applicant Reviewer
Dean/Director/Dept. Head
Guest UserApplicant Reviewer
Search Committee Member
These are terms familiar to the 5.8 Version and how they translate or have merged in the 7.0 Version.
Applicant Tracking
Applicant Tracking will be the area to use when you want to
create a posting, view applicants, change their status and to hire.
*5.8 Version*Select Suite 7
Creating a Posting
Be aware of your permission group. Change when needed.
1
2
OPS/Student Options
“From Scratch”
“From Previous”
Because the Archive system and the New system do not merge, you will not have previous postings in the system yet. After you create a posting from Position Type and fill the posting, then you will be able to use the option, Create from Posting.
Support, Faculty and A&P Options
3
2
1*Required for A&P and Support Positions
“From Scratch”
“From Previous”
Creating for Faculty Positions: Because the Archive system and the New system do not merge, you will not have previous postings in the system yet. After you create a posting from Position Type and fill the posting, then you will be able to use the option, Create from Posting.
Creating a Posting– Initial Page
You do not have to use
this section in order to
collect references. If you
are not using the system
for your references, skip
this area.
If you are using the
system to collect
references: Completing
this will be necessary for
the Reference Letter tab
later on.
• Do not fill out for OPS
and Student positions
After you select the “Create
from…” option, all postings
will begin with this page.
• Information will
prepopulate here (unless
creating from positon
type)
• Do not change for A&P
and Support positons.
In the 5.8 Version, the tabs were spaced across the top and indicated which section you were working in.
Support and A&P Postings
When you take an action or transition between screens, this pop up will appear to let you know what took place.
In the 7.0 version, the tabs, now menu items, are on the side of the posting and will show that it is complete with a green check mark
5.8 Terms Select Suite 7 Equivalent
Recruitment Details Posting Details
Labor Distribution Budget Summary
Recruitment Plan A&P and
Faculty
Search Committee Members
Search Committee
Demographics
Template Level Questions
Positing Specific QuestionsSupplemental Questions
Points
Hiring Steps
No equivalent
Guest User Guest User *with limitations
Notes/History History (includes Workflow,
Notes and Emails) *different
entry
Tabs/Menu Items are named differently in the new system. Notes/History will not be listed with the other menu items when creating the posting. The location will be different and is explained at the end of the presentation.
Support and A&P – Docs Needed to Apply
Never select Optional documents unless you are creating a SUPPORT positon to ONLY INCLUDE the DD-214 for Veterans’ Preference.
Support and A&P Postings – Search Committee Feature
Support and A&P Postings – Search Committee Feature
You will also be able to add the Proposed Search Schedule on this tab.
Support and A&P Postings – Reference Letter Feature
If you did not fill out the references section on the Settings page, you
will not need to complete this section. *Note: If you fill out this area
without completing it on the settings page, the automated emails will
not work. Contact HR if you decide to use this area after submitting it
for review.
Support and A&P Postings – Reference Letter Feature
OPS and Student Postings
The menu items are shorter for OPS and Student.
OPS and Student Postings-Docs Needed to Apply
Never select Optional documents unless you are creating a Federal Work Study Position to ONLY INCLUDE the Federal Work Study Award Letter.
Faculty Initiator/DDDEqual
Opportunity and Diversity
Vice PresidentHuman
Resources
Administrative (A&P)
Initiator/DDDEqual
Opportunity and Diversity
Vice PresidentHuman
Resources (Class & Comp)
Human Resources
(Employment)
Support Staff Initiator/DDD Vice PresidentHuman
Resources
OPS Initiator/DDDHuman
Resources
Student Initiator/DDDHuman
Resources Hiring WorkflowsThese are the workflows that the posting must go through in order to be posted on our University application system. These steps are exactly the same as they were in the old system.
OPS and Student Postings-Direct Hire Process (formerly EPAF Only)
*Note* When clicking on links that lead to a tab outside of your current work area, you may get an error that says if you leave this page, all unsaved changes will be lost…” • This does not affect
what you are working in. Select Yes and the tab will open.
• But we encourage you to save as you go.
When creating your Posting Details, you are required to include one of listed
Special Instructions. When you click the link, it will display the instructions,
one of them being Direct Hire. Copy and paste the content into the Special
Instructions then continue to complete the posting then submit to HR for
Approval.
The Quicklink is the direct link to the posting. When a Direct Hire is used,
save this link for use to send to the applicant to apply. You will be able to
access this link on the Summary page as well. This link is only active once
the position has been posted.
OPS and Student Postings-Direct Hire Process (formerly EPAF Only)
Copy and paste this link into an email and send directly to the Direct Hire you would like to apply for the job.
OPS and Student Postings-Direct Hire Process (formerly EPAF Only)
Check your Watch List to see if the Direct Hire applicant applied.
OPS and Student Postings-Direct Hire Process (formerly EPAF Only)
When the Direct Hire clicks on the link, they will be taken directly to the job and will also see the Special Instructions with their information.
OPS and Student Postings-Direct Hire Process (formerly EPAF Only)
Once you see the application. Switch to the Applicant Reviewer user type to change the status to “Finalist Recommend for Hire”
OPS and Student Postings-Direct Hire Process (formerly EPAF Only)
Creating a Hiring Proposal (1st Step to Filling a Position)
Creating a Hiring Proposal
Open your posting and view the applicant you have decided to hire.
If necessary, open the Take Action on Job Application menu and move the applicant to the appropriate state to start a hiring proposal.
Verify the applicant's name and the posting title, and select Start hiring
proposal.
Provide all information required on the hiring proposal editing page, such as the offer date and anticipated start date, starting salary, and other required information when prompted.
Select Save or Next to save your changes.
Notes entered here will
be attached to the
Hiring Proposal
You will not need to take an action on this page. Select Next.
For anyone requiring a background check, HR
will initiate to the applicant. Once the results are
returned, HR will move the status to “Hire
Approved”, then the positon will be back in your
Watch List to “Fill the Position”.
Submitting the Hiring Proposal to HR
FacultyApplicant
Reviewer selects Finalist
Initiator/DDD selects "Offer
Accepted"
Initiator/DDD completes proposal
EOD initates BG check
EOD selects Hire Approved
Administrative (A&P)
Applicant Reviewer selects
Finalist
Initiator/DDD sends salary and start date to HR (Comp Review)
HR reviews, and DDD is approved to extend offer
Initiator/DDD completes proposal
EOD initiates BG check; selects hire
approved
Support StaffApplicant
Reviewer selects Finalist
Initiator/DDD sends salary and start date to HR
Human Resources extends the offer; initiates BG check
Human Resources selects Hire Approved
OPSApplicant
Reviewer selects Finalist
Initiator/DDD completes proposal
Human Resources initiates BG check
Human Resources selects Hire Approved
StudentApplicant
Reviewer selects Finalist
Initiator/DDD completes proposal
Human Resources selects Hire Approved
Hiring Proposal
WorkflowsThese are the steps to
create a hiring proposal
and how they transition.
Entering Notes
The Notes/History tab does not exist in the upgraded
version. However, you can add notes directly after
certain actions takes place! *And in some areas of the
posting and hiring proposal details*
Entering Notes
Entering Notes
Once you select the action, this pop up will appear to Submit your action. We encourage using the notes in this area.
You will also be able to see notes that other users write and it can be located in the summary.
*From HR
Entering Notes
*From Initiator
You can access the posting from your Hiring Proposals tab. Once you select the position, you will be able to access the History tab which will include Workflow Notes and Emails.
Entering Notes
Let’s Practice
Any Questions?
Human Resources, 904-620-2903,
Support Positions:
Employment CoordinatorStefanie Levine, ext. 2904, [email protected]
OPS and Student Positions:
Employment Coordinator
Ricarla Jackson, ext. 1134, [email protected]
Student Positions:
HR Specialist
Ashley Smith, ext. 2993,
A&P and Faculty Positions:
EOD Coordinator
Katie Haft, ext. 1065,
