PeopleAdmin 7

User’s Guide

Applicant Tracking System

- Faculty Positions - -

Page | 2

Table of Contents

Introduction ..................................................................................................

Getting Started .............................................................................................

User Roles

Logging Into Your Account

Home Page

Posting a Position ..........................................................................................

Creating a Posting ................................................................................

Editing a Posting...................................................................................

Moving a Posting in the Workflow ...........................................................

Reviewing and Managing Applications ...............................................................

Reviewing Applications ..........................................................................

Moving Applications in the Workflow .......................................................

Workflow Status of Applicants Interviewed ..............................................

Final Disposition of Applications ..............................................................

Hiring Proposal Process ..................................................................................

Initiating a Hiring Proposal .....................................................................

Completing the Hiring Proposal Process ...................................................

Reporting .....................................................................................................

Page | 3

Introduction

Welcome to the UTA online recruitment and applicant tracking system. The Office of

Human Resources (HR) has implemented this system in order to improve the efficiency

of the employment application process.

The Applicant Tracking Module may be used to:

1. Create a job posting

2. Review and manage applications

3. Create a Hiring Proposal

A representative in the Equal Opportunity or Employment Services offices in HR will

assist you in making the process as smooth as possible.

[Back to Top]

Page | 4

Getting Started

User Roles

Employees within a department (staff or faculty) will be assigned to one or more user

roles to gain access to the system. In that role, you will be responsible for completing a

specific action or actions in the hiring process. It is important that you complete your

action(s) in a timely manner in order to move the process forward through the workflow.

The user roles are listed below.

Access by Scope: (what the user will “see” within the system)

Level 1 – Personal/Initiator Scope: these users must be tied to a posting by name, and can view/edit actions that they create or are assigned to.

Level 2 – Department/Manager Scope: these users can view/edit actions that they

create or are assigned to within their department or departments. Level 3 – Business Unit: these users can view/edit actions that they create or are

assigned to within multiple departments for which they have responsibility.

Level 4 – Organization: these users can view/edit actions that they create or are assigned to, and basically have overview of all postings/applicants across the entire University. Includes: The Office of the Provost and Office of the President.

Level 5-Administrator

Access by Function:

Applicant Reviewer: assists Hiring Manager in managing applicant pool. Duties may include changing an applicant status and creating a Hiring Proposal. Has access to

view/edit postings that they are assigned to as the Search Coordinator. May include: Administrative Assistant or Administrative Services Officer.

Other Users:

Guest User – This refers to someone who may be given read-only access to a

posting; they cannot edit any portion of it. Guest users will receive an email

notifying them of the Username and Password for the posted job opening.

Search Committee Members – Members on this committee may be internal or

external to UTA. Use Search Committee form to identify members. Search

Committees must have at least one member that from another College.

Page | 5

Logging Into Your PeopleAdmin Account

Go to WWW.uta.edu and click on Faculty & Staff.

Select PEOPLEADMIN

Page | 6

For University Employees:

Click the yellow link, and on the next screen, enter your Username (NetID) and

Password.

For Guest Users and Non-University Search Committee Members:

Enter your guest username and guest password (provided in the email you received).

Select Log In.

Page | 7

Home Page

The Home Page is the base from which the recruitment process is initiated and

monitored. Access to certain functions is determined by your user role.

After logging in, the Home Page will display the following items:

Inbox – In the Inbox, you will find items needing your attention. Once a posting is

advanced in the workflow and no longer your responsibility, it will no longer appear in

your Inbox.

Watch List – The Watch List displays the workflow of items you wish to monitor, and by

default, contains all items that you create. Items are automatically removed when they

are completed or cancelled.

You may add items to your Watch List by locating the item of interest, open its

Actions menu, and select Watch.

To remove items from your Watch List, locate it in a search of that type of item

(for example, to stop watching a posting, locate it by searching postings), open its

Actions menu, and select Stop Watching.

Page | 8

Applicant Tracking Module – The home page defaults to the Applicant Tracking

Module. This module is used to create new job postings, view postings, view

applications, and initiate Hiring Proposals.

User Role Selection – In the upper right hand corner next to your name, you will find

your current user role.

You may change your user role here, if applicable, by clicking the drop down,

choosing your new role, and then clicking the refresh button. After your role has

changed, a light blue bar will appear at the top of the page confirming your

change.

Page | 9

Shortcuts - This section may be used to create a new posting.

My Links – This section allows the user to access the Applicant’s Portal to the

PeopleAdmin system.

Other items on the Home Page dashboard that you may be using include Postings,

Applicants, Hiring Proposals, My Profile, and Help.

Note that by clicking on My Profile, you may update your user account details,

which includes updating your email notification preferences. By default, you

receive automatically generated emails when certain things happen in the

workflow process. If you do not wish to receive certain automatically generated

emails, you may opt out of those. You may opt in again at any time.

[Back to Top]

Page | 10

Posting a Position

The Faculty Recruitment Authorization form is used to obtain permission to advertise all

tenure or tenure-track faculty positions. Included in the faculty authorization packet should

be the approval form, a job description, a soft copy of the advertisement, a recruitment

plan, and timeline for benchmarking progress. Also include Search Committee Id form and

signed confidentiality agreement. Upload documents into People Admin.

The recruitment plan must be approved by the Dean of the college and the Provost

before submission.

[Back to Top]

Page | 11

Reviewing and Managing Applications

Verify you are logged into the Applicant Tracking module in the appropriate role.

Reviewing Applications

At the end of the posting period, review all applications and determine who should be

interviewed from the applicant pool. Applications may be accessed by either of the

following ways:

Click on a job title in your Inbox to open the position, then click on the

Applicants tab, or

Hover over the Postings tab at the top of the home page and select the

appropriate posting type; then click on the title you wish to open. (To narrow

your search, you may use the search/filter options at the top of the page.) After

opening the position, click on the Applicants tab.

From the list of applicants, you may review their application materials by either of the

following ways:

Individually by clicking on the desired applicant’s first name, or

Page | 12

In bulk by checking the box to the left of each applicant’s name, hover over the

Actions box and click Download Applications as PDF. You will then select

document type(s) and click Submit

The application materials will now open in a new browser window for you to review.

Moving Applications in the Workflow

Note: You must be assigned to a posting as an Applicant Reviewer to move applications

in the workflow.

As applications move through the selection process, their workflow status should be

updated so that all involved in the hire will know the applicant’s status. This will also

document the process for future reference.

To change the status of one application:

Click the first name of the applicant from the applicant list to open the application.

Hover over the Take Action on Job Application link and select the appropriate

workflow state from the drop-down list, then click Submit.

Page | 13

To change the status of more than one application at the same time:

From the Applicants list, check the box to the left of each applicant to be modified.

Hover over the Actions box and select Move in Workflow. Select the

appropriate workflow state and provide a reason, if applicable. Click Save

changes. . (Applicants moved in bulk must all be in the same workflow status.)

Workflow for 1st round Interviews

1. Once applicants have been selected for a phone interview, change their status to

“Phone Interview”.

2. Administrative Assistant or Department Chair will need to run Departmental EEO

Report.

3. Submit 1st Round Interview Form along with Department EEO Report to Provost

and EOS Office.

4. The Provost will email approval for selected candidates to receive a phone

interview.

5. Once Approval is given you may proceed with the interviewing process.

Page | 14

Workflow for On-Campus Interviews

6. Once applicants have been selected for an on-campus interview, change their

status to “Interview”.

7. Repeat step 2 above.

8. Submit On-campus Interview Request Form along with Department EEO Report to

Provost and EOS Office.

9. The Provost Office will approve selected candidates for an on-campus interview.

10. Once Approval is given you may proceed with the interviewing process.

11. Submit the CBC request per policy 5-509. Refer to Criminal Background Check

(Policy 5-509 and Form 3-9) for additional information.

Final Disposition of Applicants

Once an applicant has been hired, make sure that all applications have been moved to

their final workflow status in the hiring process, and if prompted, given a reason code if not hired.

For applicants who were interviewed but not selected you should either:

Change the workflow status to “Interviewed Not Selected” to send the

applicant an auto-generated email message informing him/her of this result, or

Change the workflow status to “Not Selected (No Email)” if you plan to inform

the applicant through a personal email message, phone call, etc.

[Back to Top]

Page | 15

Hiring Proposal Process

Initiating a Hiring Proposal

Once all applicants have been reviewed, qualified candidates have been interviewed, and

a finalist has been selected for hire, the next step is to initiate a Hiring Proposal.

1. Open the posting from your Inbox.

2. Click the Applicant Tab.

3. Click the applicant’s first name.

4. Hover over Take Action on Job Application, move status to Recommend for

Hire, and click Submit.

5. On the next screen, click on Start Hiring Proposal on the right side bar.

Page | 16

6. The Hiring Proposal created will default with partial information from the posting

and application. You will see an orange exclamation point alerting you to any

fields needing completion. Click Edit to complete the needed fields.

Page | 17

Completing the Hiring Proposal Process

1. After completing required fields, the final stop will be the Hiring Proposal

Summary. Upload related applicant documents (Proposed offer letter, Offer

Approval Request, Certification of Credentials, Transcripts, etc.)

Page | 18

2. After double-checking your information, route the Hiring Proposal through the

workflow for approvals.

Hover over the Take Action on Hiring Proposal and select the

appropriate workflow for your area.

When an action is ready for review/approval by someone in the workflow,

an email alert will be sent to them to complete the action.

3. After the Hiring Proposal has been routed for all approvals. You may monitor the

process by clicking on the Hiring Proposals tab in your Inbox. You may also

receive email updates as the process progresses.

4. Once all applications have been moved to their final workflow state, the applicants

who were not hired will receive an automatic email informing them that the

position has been filled. The only exception is if the workflow state is

“Interviewed, Not Selected (No email)”.

5. The department will create an Add New Assignment form in UTAFlow that will be

forwarded to the Office of Human Resources.

[Back to Top]

Page | 19

Reporting

Users have the ability to generate several different reports within the system which can

be found under the Reports tab within the posting. After clicking on the Reports tab, a

list of reports that can be derived will be listed.

Once you select one of these reports, it will be placed in a queue that will open in

another browser window with the status of “Queued”. When the report is complete, the

status will change to “Completed”. You will be able to open your report by hovering

over the Actions link and clicking View Report. You may also choose to download it to

an Excel spreadsheet. Reports will expire after one day.

[Back to Top]