Glossary of HR Job Tools Terminology Term Definition

Ge

ne

ral

Alerts This box will appear on the Home page in all modules when a

system administrator has posted an announcement.

Dept Head/Dean Typically the Director or Dean of an area or his/her designee

Inbox This will appear on the Home page in all modules and will

show any items that require your attention.

Initiator

Typically the Assistant/Associate Director of an area or his/her

designee, Front-line Managers, Hiring Supervisors, and/or

Administrative Assistants/Secretaries

My Links Useful links that are available for all users - not customizable.

Return Sends back to the previous level of approval in the workflow.

Shortcuts Links within the system - unique to each user type.

VP Typically the Vice President of an area or his/her designee

Watch List

This appears on the Home page in all modules. When you

complete an action (creation of a new position, movement in

the workflow, etc.) the system automatically places that item

in your watch list for quick access. You have the option to

remove or add items to your watch list as you deem

necessary.

Workflow The approval process for a Position Description, Posting,

Applicant, and Hiring Proposal.

Po

siti

on

De

scri

pti

on

Cancelled This status means the Position Description was closed prior to

completion.

Draft The status prior to the first approval in a workflow

FTE

Abbreviation for Full-Time Equivalency; all requests are

reviewed by HR before final approval so in the case of

uncertainty regarding this field, please enter "1" in order to

move forward in the workflow and add a note to remind

following approvers to review this specific field.

History

This tab tracks all actions taken on the Position Description, as

well as the name of the person who completed that action,

their user level, and the date and time.

Modify Position

Description

Allows you to edit a Position Description and send it through

the workflow for approval. This locks the Position Description

from other users to prevent overlap.

Position Description

This includes all of the information stored in the system for a

particular position (only Staff and Faculty). May be modified

as needed.

Position Management Module where Classifications and Position Descriptions for

Staff and Faculty are located. P

ost

ing

Active Postings Postings that have gone through the approval process and

have been opened and posted on the Applicant Portal.

Applicant Reviewer

Typically a member of the Search Committee for a certain

position; responsible for interview and recommendation of

applicant.

Applicant Tracking Module where Postings, Applicants, and Hiring Proposals are

located.

Approved - Pending This status means a posting has been approved but is being

held to be posted at a later date.

Cancelled This status means the Posting was closed prior to completion.

Closed

Means posting has been removed from active advertising, but

is still "open" in the sense that it has not yet been fully filled

by a new hire yet.

Draft The status prior to the first approval in a workflow

Extended Posting This status means a request to keep the posting open for an

extended period of time has been approved by HR.

FTE

Abbreviation for Full-Time Equivalency; all requests are

reviewed by HR before final approval so in the case of

uncertainty regarding this field, please enter "1" in order to

move forward in the workflow and add a note to remind other

approvers to review this specific field.

History

This tab tracks all actions taken on the Posting, as well as the

name of the person who completed that action, their user

level, and the date and time.

Internal Posting Access

This status means a Posting is currently not viewable by

external applicants and only candidates who are emailed the

Posting's quicklink will be able to view and apply to the

position. NOTE: If you would like a posting to be posted

internally please indicate that in the field called "Special Notes

to HR."

Posted

This status means a position is currently posted live on the

Applicant Portal. Any candidate can view and apply to the

position.

Posting

The advertisement of an open position. NOTE: This is different

from a Position Description and a position will not be posted

until a Posting has been approved.

Posting Template Used only for Adjunct and Student Postings.

Provider Special

Instructions/Confirmation

Message to Provider

If you have requested references on your posting, you have

the option here to supplement the automated emails that will

be sent to reference providers (NOT required).

Quicklink

A unique link for each position that may be emailed to

candidates to direct them to a particular position. Also, the

only way a candidate can view an Internal Posting. To find, go

into a posting in the Posting Details section; the Quicklink will

be the last piece of information in this section.

Republished This status means a Posting has been reposted to the

Applicant Portal.

Ap

plic

ant

Active Applicant An applicant who has applied to a posting and been released

to the department for review.

Applicant Portal

The site where all Applicants are able to search for, view, and

apply to Postings. NOTE: Internal Postings will be hidden and

require the Quicklink for access.

Applicant Reviewer

Typically a member of the Search Committee for a certain

position; responsible for interview and recommendation of

applicant.

Applicant Tracking Module where Postings, Applicants, and Hiring Proposals are

located.

History

This tab tracks all actions taken on the Applicant, as well as

the name of the person who completed that action, their user

level, and the date and time.

Special Handling Lists Managed by HR.

System Determined Does

Not Meet Minimum

Qualifications

This status means an Applicant was not approved because

they did not meet the minimum qualifications previously

determined on the Posting.

Recommend for

Hire/Finalist

The status of an applicant who has been selected; the next

step is to begin a Hiring Proposal.

Under Review by

Department/Committee

The status owned by the Applicant Reviewer at the time of

interview and recommendation of applicant(s).

Hir

ing

Pro

po

sal Applicant Tracking

Module where Postings, Applicants, and Hiring Proposals are

located.

Background Check Pending

This candidate status means that all background checks have

been run and results are pending receipt from the court

system. Average turnaround time for background checks is 2-4

days.

Background Check Request

To request a background check on a candidate, the

candidate's status must be changed to "Background Check

Requested." This will notify HR to begin the background

screening process.

Cancelled This status means the Hiring Proposal was closed prior to

completion.

Draft The status prior to the first approval in a workflow

FTE

Abbreviation for Full-Time Equivalency; all requests are

reviewed by HR before final approval so in the case of

uncertainty regarding this field, please enter "1" in order to

move forward in the workflow and add a note to remind other

approvers to review this specific field.

Hiring Proposal

Has the same functionality as a Hiring P-1 or SP-1 Form. Used

to hire an applicant into an open position once a background

check has been completed and confirmed by HR.

Hiring Proposal Approved -

Dept Head/Dean Make

Offer

The status of a Hiring Proposal that has been approved. NOTE:

This is not a return in the workflow.

History

This tab tracks all actions taken on the Hiring Proposal, as well

as the name of the person who completed that action, their

user level, and the date and time.