Questions and Answers, Tips & Tricks

People Admin 7.0

(This is not a complete training manual. This is a supplement to the material provided by People Admin based on users’ experiences. For more detailed instructions refer to the training manual or Help functionality within the system.)

Your Web Browser

The PA7 System is designed to run in a web browser over the Internet. The system supports

browser versions of Internet Explorer (8 and above), Mozilla Firefox and Google Chrome.

The site also requires users to have Adobe Acrobat Reader installed. There is a free download

Security of Applicant Data

To ensure the security of the data provided by applicants, the system will automatically log you

out after 60 minutes of inactivity. Therefore, we strongly recommend saving any work in

progress and logging out of the system when it is not in use.

Users:

Q. How do supervisor, department authorities, Campus AA/HR user access the system?

Access the newPeopleAdmin 7.0site at the existing URL:

Q. How do I change a user’s default scope from “Employee” to another assigned group?

A. Change the “Preferred Group” on the user account toassign the new default scope when the user logs into the system( i.e. approving authority, budget authority, executive authority)

Go to the Admin and then Users, find the user
On the “Summary” tab edit the “Preferred Group on Login”and set the new group as the default access.
Update the user to save the changes

Q. How does the Campus AA/HR remove multiple user accounts for an employee?

Go to Admin, then type in the mane of the employee
Click on “Action” then “View User” next to the entry that needs to be deleted
Click on “Take Action on User” and select “disable user access” and then disable the “employee portal access” (if applicable)
Click on “Take Action on User” and select “Update Status” and then click on “remove”

Q. I am getting too many emails from the system as a Campus AA/HR user. What can I do?

You can manage email options by changing the settings in your user profile.

Applicants

Q. An applicant forgot their password or their password won’t work.

A. Go to the Applicant Tracking Module and follow the steps below.

Go to the Applicants tab at the top of the screen.
Enter the applicant’s last name OR last name, first name in the search box and click search.
You can see user name on the screen.
Click on the person’s name to open their account OR move the mouse over the Actions Link on the right side and click View Applicant.
The “Reset Applicant Password” link is located on this screen. This resets their password to their user name and they will be asked to change it when they log in.

Q. An applicant forgot their user nameor their user name won’t work.

A. Go the Applicant Tracking Module and follow the steps below.

Go to the Applicants tab at the top of the screen and select Applicant Search
Enter the applicant’s last name OR last name, first name in the search box and click search.
If they forgot the username you will see it on the screen.
If the username doesn’t work; reset the password. Click on the person’s name to open their account OR move the mouse over the Actions Button on the right side and click View Applicant.
The “Reset Applicant Password” link is located on this screen.This resets their password to their user name and they will be asked to change it when they log in.

Q. What if an applicant says the system won’t let them apply.

A. Go to the Applicant Tracking Module and follow the steps below.

Check to see if they have already applied for the job or have started to apply.
Go to the Applicants tab at the top of the screen.
Enter the applicant’s last name OR last name, first name in the search box and click search.
You can see user name on the screen.
Click on the person’s name to open their account OR mouse over the Actions Link on the right side and click View Applicant.
The Active Applications they have applied for will show.To see Inactive or Draft (started but not completed) applications move your mouse over the Open Saved Search link located to the left of the Search box and click on the search you want to check. Once you open the additional searches they will be listed as tabs above the applications being displayed as you pull up additional applications.

Q. What to do if an applicant is having trouble with adding their telephone number or zip code/postal code in the contact information fields on applications?

The Postal Code field accepts letters as well as numbers, and is not limited to 5 characters. Postal codes can be longer or shorter than 5 characters; and in some countries, they include letters as well as digits.

Phone number fields are not limited to 10 digits. The number of digits in a phone number can vary a lot from one country to another, as can the way the digits are separated into easy-to-remember groupings.

If any applicant has trouble with the telephone field; try to entering the number without any spaces, dashes or ( ). If the applicant continues to get an error message contact the Central Office Administrator.

Q. What if an applicant withdrew by mistake?

A.You can change their applicant status from withdrawn to active in the Applicant Tracking Module. Follow the steps below.

Go to theApplicants tab/Applicant Searchat the top of the screen.

Enterthe applicant’s last name OR last name, first name in the search box andclick search.
Click on the person’s nameto open their account OR move the mouse over the Actions Link on the right side and click View Applicant.
Find the job they withdrew from in theirInactive Applications.Click on Inactive in the Search Options.
Once you find the job they withdrew from by mistake click on the person’s name to open the account OR move the mouse over the Actions Link on the right side and click on View Applicants.
When their application opens move your mouse overTake Action on Job Applicationand move it to the correct status (most of the time this is Under Review by HR,). Then click Submit.
Best Practice: After changing the status of the application go to the History tab and make a note on the reason for the transaction.

Q. What if an applicant can’t attach transcript or other documents?

A. Troubleshoot with the applicant. Sometimes they will need to change internet browsers or reduce the size of the PDF they are attempting to attach (transcripts are larger because of the background design). If they still are unable to attach a document (s); go to the Documents Link on the left side of the screen and add the appropriate documents for the applicant.

Q. What if an applicant completed their application for a position but attached the wrong transcript, resume, etc. or applied and forgot to attach a transcript, resume, etc.

A. You have two options.

Option 1. The preferred option is to reactivate the application and allow the applicant to remove and add the correct document.

Go to the posting
Go the Applicants tab at the top of the screen (Check active or inactive)
Review the applicant list and click on the person’s name to open their application OR move the mouse over the Actions Link on the right side and click View Applicant.
Click Reactivate and then select Uploaded Documents allowed and click Save.
They will receive an email telling them their application needs attention. The application has been reactivated and can now be edited. At this point, you have the option of telling the applicant to edit their application, certify, and submit, or you as HR can make the changes.

Best Practice: It is strongly encouraged to have the applicant make the changes themselves. This is best from a liability perspective, as it puts the applicant in charge of their own information and leaves no room for misinterpretation.

Option 2.Ask the applicant to email or fax the document to HR so it can be replaced or attached.

Go to theApplicants tabat the top of the screen.
Enterthe applicant’s last name OR last name, first name in the search box andclick search.
Clickon the person’s name to open their account OR move the mouse over the Actions Link on the right side and click View Applicant.
TheActive Applicationsthey have applied for will show.
Find the job they need the item attached to andclick on the title of the positionand then clickEdit Applicationwhich is below the orange Take Action button.
Click on theDocuments needed to Apply Link in the left column.
Click the Add <document name> or click the X button to remove and then the Add.
On the Certification tab below the Certification statement, click the “Submit this Application” button without putting a check in the "I certify..." checkbox.

On the next page, certify the application on behalf of the applicant.

You will be taken to a page that asks you to verify you are submitting the application on behalf of the applicant.
Put a check in this box and click the “Submit this Application” button.
Move the applicant to the appropriate status.
When done submitting the application (regardless of whether the application was submitted by HR or by the applicant), the application will be put back at the initial status, such as "Under Review by HR". If the application had been reactivated later in the process, HR should go to the job application summary page and click on the "Take Action on Application" button to move the applicant to the appropriate status.

Best Practice: If HR is editing the application make a note in the History section of the application.

Q. What if an applicant applied for a position but made a mistake in their application?

Go to the Applicant Tracking Module.

If the job is still open for applications or the supervisor hasn’t begun application review and wants to wait for them to correct their application we can assist them.

Go to theApplicants tabat the top of the screen.
Enterthe applicant’s last name OR last name, first name in the search box andclick search.
Clickon the person’s name to open their account OR move the mouse over the Actions Link on the right side and click View Applicant.
TheActive Applicationsthey have applied for will show.
When you find the title move your mouse of theActions link in the right column.
ClickReactivateand thenselect the area or areas they will be allowed to modifyand clickSave. Options are General Application Data, Uploaded Documents, and Answers to Supplemental Questions.
They will receive an email telling them their application needs attention.

Applicant wants to know if you received their application.

Have them go to the web site (the employment site) andlog in.
If they clickYour Applicationsthey will see applications and attachments that are in theCompleted ApplicationsandApplications to Completeareas. If a job is still open for application and is in the Applications to Complete area they can click View Job and then complete the Job Application and attach documents (if applicable). They can click Archive to get rid of old items they no longer want to see on their screen.
To look up the information for them:
Go to theApplicants tab/ Applicant Searchat the top of the screen.
Enterthe applicant’s last name OR last name, first name in the search box andclick search.
Clickon the person’s name to open their account OR mouse over the Actions item on the right side and click View Applicant.
TheActive Applicationsthey have applied for will show.
To seeInactiveorDraft(started but not completed) applications move your mouse over the Open Saved Search link located to the left of the Search box and click on the search you want to check. NOTE: Once you open the additional searches they will be listed as tabs above the applications being displayed as you pull up additional applications until you log out of the system.

Q. How does the Campus AA/HR userreactivate an application that needs to edited, answer supplemental questions or attach required documents that need to be resubmitted into an active posting?

A. Follow these steps to reactivate and resubmit an application through the HR Suite.

Note: Applicants will only be able to resubmit their application if the Posting is in a workflow state that accepts applications.

Step 1: Go to Applicant Tracking Module then the Applicants tab/Main Applicant Search

Enter the applicant’s last name OR last name, first name in the search box, select inactive and click search. Locate the correct job application and open it to the Summary page. At the top right of the page is a list of actions that you can take on the application. To reactivate the application, click the link at the bottom of the list that says “Reactivate”.

Step 2: On the next screen, choose the area(s) of the application to be edited.

Only select those areas of the application you need to edit

General Application Data
Uploaded Documents
Answers to Supplemental Questions

Click the "Save" button

The application has been reactivated and can now be edited. At this point, you have the option of telling the applicant to edit their application, certify, and submit, or you as HR can make the changes.

Step 3: If the applicant is making the changes, skip to step 4.

If HR is making the changes,Step 3a: Edit the Application and then go to the Certification Link.

On the Certification tab below the Certification statement, click the “Submit this Application” button without putting a check in the "I certify..." checkbox.

Step 3b: On the next page, certify the application on behalf of the applicant.

You will be taken to a page that asks you to verify you are submitting the application on behalf of the applicant. Put a check in this box and click the “Submit this Application” button.

Step 4: Move the applicant to the appropriate status.

When done submitting the application (regardless of whether the application was submitted by HR or by the applicant), the application will be put back at the initial status, such as "Under Review". If the application had been reactivated later in the process, HR should go to the job application summary page and click on the "Take Action on Application" button to move the applicant to the appropriate status.

Best Practice: If HR is editing the application make a note in the History section of the application.

Supplemental Questions on Postings (Supervisor/Manager or Campus AA/HR)

Q. How to define and set up a combination supplemental question (Qualification Group): Education and Experience Example

A. Go to the supplemental questions section of the posting (Applicant Tracking) or position description (Position Management). Set up a qualification group to evaluate only the combination of education level and experience.

Possible answers to “Level of education” would likely be:

Less than a 4-year degree
Bachelor’s degree
Master’s degree
PhD

Possible answers to “Experience” might be:

Under 2 years
At least 2 but under 3 years
At least 3 but under 5 years
Over 5 years
This gives you 16 possible combinations.

You can set up the qualification group to accept certain combinations of answers, or you can set it up to assign points to each answer and add up the points. In some cases, one evaluation method is clearly a better choice than the other; but for this situation, either method will work.

If you created the qualification group as a combination answer group, define these as passing combinations:

Bachelor’s and over 5 years
Master’s and under 3 years
Master’s and under 5 years
Master’s and over 5 years
PhD and under 3 years
PhD and under 5 years
PhD and over 5 years

Q. What is the difference between creating a "Combined Documents" PDF versus downloading the application as a PDF?

A. When you select the option "Create Document PDF per Applicant", you are creating a PDF of the applicant's application and all of their documents, which then becomes available as a link to the created PDF document in the Applicants' tab search results. You can not specify which documents as it automatically includes all. The link, however, does remain available in the Search results, so there is no danger of losing the PDF and having to recreate it. This also creates one PDF document per applicant.