Recruit ProcessRecruit ProcessHuman Resources 2005Human Resources 2005

Need to fill a positionNeed to fill a position

Determine fundingDetermine funding– RegularRegular

Allocation AvailableAllocation Available Salary BudgetSalary Budget

– RestrictedRestricted GrantGrant Salary BudgetSalary Budget

Receive internal approvals to fill the Receive internal approvals to fill the positionposition

New or Existing PositionNew or Existing Position

NEWNEW– Complete a P112Complete a P112

– Refer to “Position Refer to “Position Description Description Training 101”Training 101”

ExistingExisting– Update P112Update P112

Be sure to receive internal approvals on all position descriptions

People AdminPeople Admin

What documents do you need to What documents do you need to get started?get started?

– P112 -PDP112 -PD– Organizational ChartOrganizational Chart

Using People Admin Using People Admin

Hiring Manager User GuideHiring Manager User Guide

Human Resources has implemented this system in Human Resources has implemented this system in order to automate many of the paper-driven aspects of order to automate many of the paper-driven aspects of the employment application process.the employment application process.

You will use People Admin You will use People Admin (PA) to:(PA) to:

Create and submit Create and submit postings postings

View applicants to your View applicants to your postingspostings

Notify Human Resources Notify Human Resources or EO of your decisions or EO of your decisions regarding the status of regarding the status of each applicanteach applicant

PA will benefit you by PA will benefit you by facilitating:facilitating:

Faster processing of Faster processing of employment informationemployment information

Up-to-date access to Up-to-date access to information regarding all information regarding all of your postingsof your postings

More detailed screening More detailed screening of applicants’ of applicants’ qualifications – before qualifications – before they reach the interview they reach the interview stagestage

Beginning TipsBeginning Tips The site requires Adobe Acrobat Reader.The site requires Adobe Acrobat Reader.

Please use the navigational buttons within the site. Your Please use the navigational buttons within the site. Your browser’s "Back", "Forward" or "Refresh" buttons browser’s "Back", "Forward" or "Refresh" buttons do notdo not work. work.

The site is best viewed in Internet Explorer 5.5 and above. The site is best viewed in Internet Explorer 5.5 and above.

To ensure the security of the data provided by applicants, To ensure the security of the data provided by applicants, the system will automatically log you out after 60 the system will automatically log you out after 60 minutes if it detects no activity.minutes if it detects no activity.

Screen resolutionsScreen resolutions

1280 by 1024 pixels1280 by 1024 pixels

800 by 600 pixels800 by 600 pixels

Getting StartedGetting Started Enter URL: jobs.vt.edu/hr Enter URL: jobs.vt.edu/hr

or or https://https://jobs.vt.edujobs.vt.edu/hr/hr

After entering the URL, the After entering the URL, the “login screen” for the “login screen” for the system will appear and system will appear and should be similar to the should be similar to the following screen:following screen:

Log in to the system with Log in to the system with your Virginia Tech PID and your Virginia Tech PID and

password.password.

No Current User AccountNo Current User Account

Click the “Create User Account” link on the left. Click the “Create User Account” link on the left.

Fill in all the information, click continue and Fill in all the information, click continue and confirm. confirm.

You will receive an email when your account has You will receive an email when your account has been established.been established.

User TypesUser Types

Department Admin Department Admin Hiring ManagerHiring Manager Department HeadDepartment Head Sr. ManagementSr. Management HR HR AdministratorAdministrator

Creating a PostingCreating a Posting Click the link under the header “Create Posting”. Click the link under the header “Create Posting”.

Choose Choose

From TemplateFrom Template (where several (where several fields are predefined)fields are predefined)

– Classified templates are Classified templates are available. These are from available. These are from existing inventory. They existing inventory. They may be customized for the may be customized for the job.job.

– If no template is available If no template is available choose the “Generic” choose the “Generic” templatetemplate

OROR

From Previous From Previous – Entering Posting InformationEntering Posting Information

Notes about Posting Notes about Posting screen:screen:

Fields with an Asterisk (*) are requiredFields with an Asterisk (*) are required

If you are unable to complete the entire porcess be sure to save If you are unable to complete the entire porcess be sure to save at the bottom of each pageat the bottom of each page

If you have entered partial information that you want to save but If you have entered partial information that you want to save but have not completed all REQUIRED fields, you will need to type have not completed all REQUIRED fields, you will need to type something into the required fields (any character will do) so that something into the required fields (any character will do) so that the system will allow you to go to the next or end screen and the system will allow you to go to the next or end screen and save your work. save your work.

You can skip sections by clicking in the boxes below the posting You can skip sections by clicking in the boxes below the posting title. title.

Field names in black indicate those fields that will be shown to Field names in black indicate those fields that will be shown to the applicant.the applicant.

Field names in maroon will not be visible to the applicant. Field names in maroon will not be visible to the applicant.

Questions and PointsQuestions and Points

There are only a very few previously There are only a very few previously approved classified positions using approved classified positions using questionsquestions

You must receive approval from HR to use You must receive approval from HR to use the question & points section the question & points section

One of our next projects will be to develop One of our next projects will be to develop a bank of questionsa bank of questions

Stay tuned……….Stay tuned……….

Hiring StepsHiring Steps

Used to track Used to track applicant flow.applicant flow.

The settings are pre-The settings are pre-set and can not be set and can not be changed by the hiring changed by the hiring manager. manager.

If changes are needed If changes are needed call Human Resources call Human Resources (classified) or EO (classified) or EO (faculty).(faculty).

Guest UsersGuest Users Used by supervisors & Used by supervisors &

search committee search committee members who need to members who need to have access to view have access to view applications for a specific applications for a specific position. position.

Only able to view active Only able to view active applicants for that specific applicants for that specific posting. posting.

When the posting is filled, When the posting is filled, the guest user name and the guest user name and password are automatically password are automatically deactivated. deactivated.

Guest User Manual is Guest User Manual is available on our web site.available on our web site.

Guest User AccountGuest User Account To set up a guest user To set up a guest user

account, click the account, click the ""Activate Guest UserActivate Guest User" " link. link.

The system automatically The system automatically assigns a User Name for assigns a User Name for this posting this posting

You will need to enter a You will need to enter a password, which must be password, which must be between 6 and 20 between 6 and 20

characters.characters.

Attaching DocumentsAttaching Documents

Attaching DocumentsAttaching Documents Upload the document by Upload the document by

clicking the clicking the BrowseBrowse button. button.

Locate document, then Locate document, then click the click the AttachAttach button. button.

Click the Click the ConfirmConfirm button. button.

Attach additional Attach additional documents. documents.

Once finished attaching Once finished attaching click the click the Continue to Continue to Next PageNext Page button. This button. This takes you to submitting takes you to submitting the posting.the posting.

Submitting the PostingSubmitting the Posting

The last step is to select the appropriate The last step is to select the appropriate approval step and click approval step and click Continue.Continue.

Click the Click the ConfirmConfirm button to complete this step. button to complete this step.

The details of your posting are NOT SAVED The details of your posting are NOT SAVED until you complete this step.until you complete this step.

Posting Approval FlowPosting Approval Flow

1. Dept Admin User or Hiring Manager creates 1. Dept Admin User or Hiring Manager creates posting and routes to Dept Head. posting and routes to Dept Head.

2. Dept Head approves and routes to Sr Mgmt.2. Dept Head approves and routes to Sr Mgmt.

3. Sr. Mgmt approves and routes to Human 3. Sr. Mgmt approves and routes to Human Resources (EO for faculty or Research)Resources (EO for faculty or Research)

4. Human Resources (or EO for faculty) will approve 4. Human Resources (or EO for faculty) will approve the job and it will begin advertising.the job and it will begin advertising.

Note: Email notification is sent to Dept Head users Note: Email notification is sent to Dept Head users and Sr Mgmt users when they have something to and Sr Mgmt users when they have something to approve. approve.

Requisition received by Requisition received by Human ResourcesHuman Resources

Review P112Review P112 ClassificationClassification

– Classify if newClassify if new– Review classification of existing positionReview classification of existing position– Complete audit reportComplete audit report

Banner reviewBanner review– Set-up if newSet-up if new– Review role and SOC for accuracyReview role and SOC for accuracy

Ensure AllocationsEnsure Allocations Identify positions with affirmative action goalsIdentify positions with affirmative action goals

– Assist department with diversity resourcesAssist department with diversity resources– Ad placement and contactsAd placement and contacts

Review ad contentReview ad content– Make adjustments and review changes with department as Make adjustments and review changes with department as

necessarynecessary

AdvertisingAdvertising

The department will enter a tentative The department will enter a tentative advertising cycle.advertising cycle.– Once the position has been approved by Once the position has been approved by

Human Resources, HR will open the positionHuman Resources, HR will open the position

All positions must advertise a minimum of 5 All positions must advertise a minimum of 5 business daysbusiness days

Close/Review DateClose/Review DatePosition closes (or reaches the review date)Position closes (or reaches the review date)

Once close/review date occurs HR will Once close/review date occurs HR will – review the position for AA goalsreview the position for AA goals– contact department to discuss those goals contact department to discuss those goals – then release for screeningthen release for screening

If a close date has been scheduled PA will automatically remove the position from the web site

Screening OptionsScreening Options

HR assist with screeningHR assist with screening

Department screening with HR reviewDepartment screening with HR review

– If departments want to do all or portions If departments want to do all or portions of screening, they must contact their HR of screening, they must contact their HR Analyst for guidance/trainingAnalyst for guidance/training

People Admin screening gridPeople Admin screening grid

Screening on PAScreening on PA

Review individual Review individual applications/documentsapplications/documents

Review multiples Review multiples applications/documentsapplications/documents

Interviewing Group Interviewing Group SelectedSelected

Interviewing group determined by deptInterviewing group determined by dept– Dept contact HR prior to contacting Dept contact HR prior to contacting

applicantsapplicants Review top groupReview top group Approval Approval

Interviewing group determined by HRInterviewing group determined by HR– HR contact DeptHR contact Dept

Review top groupReview top group

Dispositioning Applicants Dispositioning Applicants

Applicant Status & ReasonApplicant Status & Reason

App StatusApp Status DefinitionDefinition

Application received too Application received too latelate

Application was received after the final review date, application was not reviewed. (Used Application was received after the final review date, application was not reviewed. (Used mostly with positions that use review dates)mostly with positions that use review dates)

Duplicate ApplicationDuplicate ApplicationApplicant has two active applications. (Usually happens if the applicant has created two Applicant has two active applications. (Usually happens if the applicant has created two accounts in People Admin). Use the application with the most recent submission date. accounts in People Admin). Use the application with the most recent submission date.

Under review by HrUnder review by Hr

Applications in this status are not available for department to view. The position work flow Applications in this status are not available for department to view. The position work flow would require HR and the department to have a discussion prior to the department seeing would require HR and the department to have a discussion prior to the department seeing the applicationthe application

Under review by Under review by DepartmentDepartment

Applications in this status are active and can be viewed by the department. (This status Applications in this status are active and can be viewed by the department. (This status can be used during the advertising and/or screening process. Applicants not in the can be used during the advertising and/or screening process. Applicants not in the "interviewing" or "short list" group can be left in this status during the interviewing process"interviewing" or "short list" group can be left in this status during the interviewing process

Short ListShort List

Applications in this status are active and can be viewed by the department. (This status is Applications in this status are active and can be viewed by the department. (This status is typically used for applicants not being interviewed but are considered to be in the next skill typically used for applicants not being interviewed but are considered to be in the next skill level and could be interviewed if interviewing group does not work out).level and could be interviewed if interviewing group does not work out).

InterviewingInterviewingApplicants in this status are considered the most qualified group from the applicant pool Applicants in this status are considered the most qualified group from the applicant pool and are being and are being offeredoffered an interview an interview

Not Hired/InterviewedNot Hired/Interviewed Applicant was offered an interview but was not hiredApplicant was offered an interview but was not hired

HiredHired Applicant was interviewed, offered the position and accepted the offerApplicant was interviewed, offered the position and accepted the offer

Not Referred/Not Not Referred/Not InterviewedInterviewed Application was reviewed but not selected for interviewApplication was reviewed but not selected for interview

Application WithdrawnApplication Withdrawn Applicant withdrew his/her application independently through People AdminApplicant withdrew his/her application independently through People Admin

Expired from PoolExpired from PoolUsed predominately in pools to remove applicants from a pool once their application has Used predominately in pools to remove applicants from a pool once their application has passed the pre-approved active status. passed the pre-approved active status.

VoidedVoided Position will not be filled from this poolPosition will not be filled from this pool

ReasonReason DefinitionDefinition

Status - Not Hired / InterviewedStatus - Not Hired / Interviewed   

Doesn't meet minimum qualificationsDoesn't meet minimum qualificationsApplicant was interviewed but found not to meet the minimum qualifications Applicant was interviewed but found not to meet the minimum qualifications for the positionfor the position

Job-related knowledge/skills/abilities Job-related knowledge/skills/abilities insufficient or not as strong as insufficient or not as strong as selected candidateselected candidate

Applicant was interviewed but their job related KSA were insufficient for the Applicant was interviewed but their job related KSA were insufficient for the needs of the position or were not as strong as selected candidate. needs of the position or were not as strong as selected candidate.

Interpersonal or communications skills Interpersonal or communications skills not as strongnot as strong

Applicant was interviewed but their interpersonal or communication skills Applicant was interviewed but their interpersonal or communication skills were insufficient for the needs of the position or were not as strong as the were insufficient for the needs of the position or were not as strong as the selected candidate.selected candidate.

Declined InterviewDeclined Interview When contacted to schedule an interview the applicant declined or withdrew When contacted to schedule an interview the applicant declined or withdrew

Declined OfferDeclined OfferApplicant was offered the position but declined the offer and did not give the Applicant was offered the position but declined the offer and did not give the reason as lack of partner opportunity or salary offer not competitive.reason as lack of partner opportunity or salary offer not competitive.

Declined Offer, lack of partner Declined Offer, lack of partner opportunity opportunity

Applicant was offered the position but declined the offer based on the lack of Applicant was offered the position but declined the offer based on the lack of opportunity for his/her partneropportunity for his/her partner

Declined Offer, not competitiveDeclined Offer, not competitiveApplicant was offered the position but declined the offer because it was not Applicant was offered the position but declined the offer because it was not competitive.competitive.

Did not show for interviewDid not show for interview Applicant did not show for the scheduled interviewApplicant did not show for the scheduled interview

Unable to accept work Unable to accept work conditions/scheduleconditions/schedule

Applicant was either interviewed or offered an interview but was unable to Applicant was either interviewed or offered an interview but was unable to accept or meet the work conditions or scheduleaccept or meet the work conditions or schedule

Unable to contactUnable to contactAfter two attempts (one of which was outside of normal business hours) the After two attempts (one of which was outside of normal business hours) the applicant was unable to be contactedapplicant was unable to be contacted

OtherOther

**MUST HAVE HR REP APPROVAL PRIOR TO SELECTING THIS CODE** Open **MUST HAVE HR REP APPROVAL PRIOR TO SELECTING THIS CODE** Open ended text box that requires a reason for not hiring the applicant if the above ended text box that requires a reason for not hiring the applicant if the above categories do not fit. categories do not fit.

Status - Not Referred / Not InterviewedStatus - Not Referred / Not Interviewed   

Doesn't meet minimum qualificationsDoesn't meet minimum qualifications

Based on the application submitted by the applicant he/she did not meet the Based on the application submitted by the applicant he/she did not meet the minimum qualifications as described in the requirements section of the minimum qualifications as described in the requirements section of the advertisementadvertisement

Job-related knowledge/skills/abilities Job-related knowledge/skills/abilities insufficient or not as strong as insufficient or not as strong as selected candidateselected candidate

Based on the application submitted by the applicant he/she met the minimum Based on the application submitted by the applicant he/she met the minimum qualification as described in the requirement section of the job advertisement qualification as described in the requirement section of the job advertisement but his/her job related KSAs were insufficient for the needs of the position or but his/her job related KSAs were insufficient for the needs of the position or were not as strong as the candidates that were selected for interview.were not as strong as the candidates that were selected for interview.

Interviewing InformationInterviewing Information

www.hr.vt.edu/classified/www.hr.vt.edu/classified/employmentprocessemploymentprocess

– ChecklistChecklist– P107 (Applicant Interview Record)P107 (Applicant Interview Record)– ADA GuidelinesADA Guidelines– Benefits Summary (salary positions only)Benefits Summary (salary positions only)– Sample LettersSample Letters– Background Check Release FormBackground Check Release Form

Interview ApplicantsInterview Applicants

HR offers “Introductory Interviewing HR offers “Introductory Interviewing Skills for New Supervisors”Skills for New Supervisors”

Contact your HR Analyst to schedule Contact your HR Analyst to schedule trainingtraining

Interviews CompletedInterviews Completed

Conduct reference checksConduct reference checks Select top candidateSelect top candidate Determine appropriate salary offerDetermine appropriate salary offer

STOPSTOP

Hiring and Salary ApprovalsHiring and Salary Approvals

Approval must be received fromApproval must be received from

– Your department/senior management Your department/senior management (depending on internal guidelines)(depending on internal guidelines)

– HR (we can also offer salary data for HR (we can also offer salary data for internal and external markets) internal and external markets)

Making the OfferMaking the Offer

Verbal vs. WrittenVerbal vs. Written

Salary negotiationsSalary negotiations

Contingent offer based on Contingent offer based on background check resultsbackground check results

Final PaperworkFinal Paperwork

Returned to HRReturned to HR– P3A (with appropriate salary justification)P3A (with appropriate salary justification)– Signed application of selected applicantSigned application of selected applicant– P107 (Applicant interview record)P107 (Applicant interview record)– Copies of letters (offer & rejection)Copies of letters (offer & rejection)– Interview QuestionsInterview Questions

Maintained by department (3 years)Maintained by department (3 years)– Interview notesInterview notes– Reference check notesReference check notes– Copies for departmental personnel file as Copies for departmental personnel file as

necessarynecessary

Getting the person paidGetting the person paid

SalarySalary– HR will HR will

P3A, offer letter, signed application, P3A, offer letter, signed application, background check must be received background check must be received

schedule orientation schedule orientation establish the person in Bannerestablish the person in Banner

WageWage– Department willDepartment will

establish person in Bannerestablish person in Banner

After the hireAfter the hire

Return all required paperworkReturn all required paperwork Within 30 days – Performance PlanWithin 30 days – Performance Plan

– Begin training and coachingBegin training and coaching 6 month – Performance Review6 month – Performance Review

– Continue training and coachingContinue training and coaching 12 month – Performance Review12 month – Performance Review

Questions ?Questions ?