Transcript Recruit Process - Human Resources | Virginia Tech

Recruit Process
Human Resources 2005
Need to fill a position
 Determine
funding
– Regular
 Allocation Available
 Salary Budget
– Restricted
 Grant
 Salary Budget
 Receive
position
internal approvals to fill the
New or Existing Position

NEW
– Complete a P112

Existing
– Update P112
– Refer to “Position
Description Training
101”
Be sure to receive internal approvals on all
position descriptions
People Admin
What documents do you need to get
started?
– P112 -PD
– Organizational Chart
Using People Admin
Hiring Manager User Guide
Human Resources has implemented this system in order to
automate many of the paper-driven aspects of the
employment application process.
You will use People Admin (PA)
to:

Create and submit postings

View applicants to your
postings

Notify Human Resources or
EO of your decisions
regarding the status of each
applicant
PA will benefit you by
facilitating:

Faster processing of
employment information

Up-to-date access to
information regarding all of
your postings

More detailed screening of
applicants’ qualifications –
before they reach the
interview stage
Beginning Tips

The site requires Adobe Acrobat Reader.

Please use the navigational buttons within the site. Your browser’s
"Back", "Forward" or "Refresh" buttons do not work.

The site is best viewed in Internet Explorer 5.5 and above.

To ensure the security of the data provided by applicants, the
system will automatically log you out after 60 minutes if it
detects no activity.

Screen resolutions

1280 by 1024 pixels

800 by 600 pixels
Getting Started

Enter URL: jobs.vt.edu/hr or
https://jobs.vt.edu/hr

After entering the URL, the
“login screen” for the system
will appear and should be
similar to the following screen:

Log in to the system with your
Virginia Tech PID and
password.
No Current User Account

Click the “Create User Account” link on the left.

Fill in all the information, click continue and confirm.

You will receive an email when your account has been
established.
User Types
 Department
Admin
 Hiring Manager
 Department Head
 Sr. Management
 HR
 Administrator
Creating a Posting
Click the link under the header “Create Posting”.
Choose

From Template (where several
fields are predefined)
– Classified templates are
available. These are from
existing inventory. They may
be customized for the job.
– If no template is available
choose the “Generic”
template
OR

From Previous
– Entering Posting Information
Notes about Posting screen:

Fields with an Asterisk (*) are required

If you are unable to complete the entire porcess be sure to save at the
bottom of each page

If you have entered partial information that you want to save but have not
completed all REQUIRED fields, you will need to type 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 save your work.

You can skip sections by clicking in the boxes below the posting title.

Field names in black indicate those fields that will be shown to the
applicant.

Field names in maroon will not be visible to the applicant.
Questions and Points

There are only a very few previously approved
classified positions using questions

You must receive approval from HR to use the
question & points section

One of our next projects will be to develop a
bank of questions

Stay tuned……….
Hiring Steps

Used to track applicant
flow.

The settings are pre-set
and can not be changed
by the hiring manager.

If changes are needed
call Human Resources
(classified) or EO
(faculty).
Guest Users

Used by supervisors & search
committee members who need
to have access to view
applications for a specific
position.

Only able to view active
applicants for that specific
posting.

When the posting is filled, the
guest user name and
password are automatically
deactivated.

Guest User Manual is available
on our web site.
Guest User Account

To set up a guest user
account, click the "Activate
Guest User" link.

The system automatically
assigns a User Name for this
posting

You will need to enter a
password, which must be
between 6 and 20 characters.
Attaching Documents
Attaching Documents

Upload the document by
clicking the Browse button.

Locate document, then click
the Attach button.

Click the Confirm button.

Attach additional documents.

Once finished attaching click
the Continue to Next Page
button. This takes you to
submitting the posting.
Submitting the Posting

The last step is to select the appropriate approval step
and click Continue.

Click the Confirm button to complete this step.

The details of your posting are NOT SAVED until
you complete this step.
Posting Approval Flow
1. Dept Admin User or Hiring Manager creates posting
and routes to Dept Head.
2. Dept Head approves and routes to Sr Mgmt.
3. Sr. Mgmt approves and routes to Human Resources (EO
for faculty or Research)
4. Human Resources (or EO for faculty) will approve the
job and it will begin advertising.
Note: Email notification is sent to Dept Head users and Sr
Mgmt users when they have something to approve.
Requisition received by
Human Resources


Review P112
Classification
– Classify if new
– Review classification of existing position
– Complete audit report

Banner review
– Set-up if new
– Review role and SOC for accuracy


Ensure Allocations
Identify positions with affirmative action goals
– Assist department with diversity resources
– Ad placement and contacts

Review ad content
– Make adjustments and review changes with department as necessary
Advertising

The department will enter a tentative advertising cycle.
– Once the position has been approved by Human
Resources, HR will open the position

All positions must advertise a minimum of 5 business
days
Close/Review Date
Position closes (or reaches the review date)
Once close/review date occurs HR will
– review the position for AA goals
– contact department to discuss those goals
– then release for screening
If a close date has been scheduled PA will automatically remove the
position from the web site
Screening Options
 HR
assist with screening
 Department
screening with HR review
– If departments want to do all or portions of
screening, they must contact their HR Analyst
for guidance/training
 People
Admin screening grid
Screening on PA
 Review
individual applications/documents
 Review
multiples applications/documents
Interviewing Group Selected
 Interviewing
group determined by dept
– Dept contact HR prior to contacting
applicants
 Review top group
 Approval
 Interviewing
group determined by HR
– HR contact Dept
 Review top group
Dispositioning Applicants
Applicant Status & Reason
App Status
Definition
Application received too late
Application was received after the final review date, application was not reviewed. (Used mostly with
positions that use review dates)
Duplicate Application
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.
Under review by Hr
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 the application
Under review by Department
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 "interviewing" or "short list"
group can be left in this status during the interviewing process
Short List
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 level and could be
interviewed if interviewing group does not work out).
Interviewing
Applicants in this status are considered the most qualified group from the applicant pool and are being
offered an interview
Not Hired/Interviewed
Applicant was offered an interview but was not hired
Hired
Applicant was interviewed, offered the position and accepted the offer
Not Referred/Not Interviewed
Application was reviewed but not selected for interview
Application Withdrawn
Applicant withdrew his/her application independently through People Admin
Expired from Pool
Used predominately in pools to remove applicants from a pool once their application has passed the
pre-approved active status.
Voided
Position will not be filled from this pool
Reason
Definition
Status - Not Hired / Interviewed
Doesn't meet minimum qualifications
Applicant was interviewed but found not to meet the minimum qualifications for the
position
Job-related knowledge/skills/abilities
insufficient or not as strong as selected
candidate
Applicant was interviewed but their job related KSA were insufficient for the needs of the
position or were not as strong as selected candidate.
Interpersonal or communications skills not
as strong
Applicant was interviewed but their interpersonal or communication skills were
insufficient for the needs of the position or were not as strong as the selected candidate.
Declined Interview
When contacted to schedule an interview the applicant declined or withdrew
Declined Offer
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.
Declined Offer, lack of partner opportunity
Applicant was offered the position but declined the offer based on the lack of opportunity
for his/her partner
Declined Offer, not competitive
Applicant was offered the position but declined the offer because it was not competitive.
Did not show for interview
Applicant did not show for the scheduled interview
Unable to accept work conditions/schedule
Applicant was either interviewed or offered an interview but was unable to accept or
meet the work conditions or schedule
Unable to contact
After two attempts (one of which was outside of normal business hours) the applicant
was unable to be contacted
Other
**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 categories do not fit.
Status - Not Referred / Not Interviewed
Doesn't meet minimum qualifications
Based on the application submitted by the applicant he/she did not meet the minimum
qualifications as described in the requirements section of the advertisement
Job-related knowledge/skills/abilities
insufficient or not as strong as selected
candidate
Based on the application submitted by the applicant he/she met the minimum
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 were not as strong as
the candidates that were selected for interview.
Interviewing Information
www.hr.vt.edu/classified/employmentprocess
– Checklist
– P107 (Applicant Interview Record)
– ADA Guidelines
– Benefits Summary (salary positions only)
– Sample Letters
– Background Check Release Form
Interview Applicants
 HR
offers “Introductory Interviewing
Skills for New Supervisors”
 Contact
training
your HR Analyst to schedule
Interviews Completed
 Conduct
reference checks
 Select top candidate
 Determine appropriate salary offer
STOP
Hiring and Salary Approvals
Approval must be received from
– Your department/senior management
(depending on internal guidelines)
– HR (we can also offer salary data for internal
and external markets)
Making the Offer
 Verbal
vs. Written
 Salary
negotiations
 Contingent
offer based on background
check results
Final Paperwork

Returned to HR
–
–
–
–
–

P3A (with appropriate salary justification)
Signed application of selected applicant
P107 (Applicant interview record)
Copies of letters (offer & rejection)
Interview Questions
Maintained by department (3 years)
– Interview notes
– Reference check notes
– Copies for departmental personnel file as necessary
Getting the person paid
 Salary
– HR will
 P3A, offer letter, signed application, background
check must be received
 schedule orientation
 establish the person in Banner
 Wage
– Department will
 establish person in Banner
After the hire
 Return
all required paperwork
 Within 30 days – Performance Plan
– Begin training and coaching
6
month – Performance Review
– Continue training and coaching
 12
month – Performance Review
Questions ?