Online Recruitment and Position Description System - Quick ...



Oregon State University

User Guide

ONLINE POSITION DESCRIPTION & RECRUITING SYSTEM

Page #

|All Users: | 2 |

|Introduction | |

|System Definitions and User Roles | 3 |

|System-Generated Email Notifications Chart | 28 |

|How to Review Applications | 32 |

| | |

|Unit Contact/Manager (or HR Liaison if Initiator of Action): | |

|Explanation of Appointment Types | 4 |

|Explanation of Action Types | 5 |

|Action by Appointment Type Chart | 6 |

|Required Documents Chart (Explains Which Documents are Required for Each Action) | 7 |

|How to Create a New Action | 8 |

|Managing Applicant Statuses/ Requesting Permission to Interview Applicants/Filling Positions | 16 |

|Competitive Searches | |

|Non-Competitive Searches | |

|Communication Emails to Applicants | 21 |

|Sample Email Notification to Search Committee Members (Guest Users) | 22 |

|How to Hire an Instructor From an Instructor Pool Recruitment | 23 |

|How to Copy a Position Description | 24 |

|How to Print an Approved Position Description | 25 |

|How to Manage Positions That Were Vacant on October 1, 2006 | 26 |

|How to Manage Actions That Are Returned to Submitter by the HR Officer | 27 |

| | |

|HR Liaison | |

|How to Update User Access or Employee Information on Position (HR Liaison Only) | 29 |

| | |

|HR Liaison, Dean/VP, and Reviewer: | |

|How to Review/Approve Actions | 30 |

| | |

|Search Committee Members: | |

|How to Review Applications as a Guest User | 33 |

|Sample Screening Summary Document | 34 |

|List of Reasons for Non-Selection | 35 |

IMPORTANT Information for ALL Users

• Access the system at

• Make certain you know what user type you have been assigned before using the system. If unsure, contact the person in your department responsible for coordinating searches or drafting position descriptions.

• If you need technical assistance while using the system, click on the Need Help link on the left menu of any page in the system.

• As you work through an action, help text can be accessed for most data fields by clicking on the blue hyperlink in the data field itself.

• If your session is inactive for more than 60 minutes, it will time out. Information that has not been saved will be lost. Make sure you save you work!

• Click here to enroll in a training workshop

Introduction

This user guide will assist OSU campus employees and search committee members in using the Online Position Description and Recruiting System. It does not address the University’s policy on recruitment and appointment of classified and unclassified employees.

Before beginning a search, hiring managers, search committee chairs, search committee members, and search administrators (support) should understand and be prepared to carry out the University’s policies, procedures, and practices that govern recruitment and appointment of new employees. This information is available in the Search Excellence: Recruitment and Selection Resources document located on the Employment Services section of the Office of Human Resources website at .

System Definitions and User Roles

Action

When you begin a new action in the system, you are initiating the creation or modification of a position description. If you intend to fill the position through a competitive or non-competitive search, you select one of the “fill” actions. When you save an action for the very first time, the system automatically assigns the action an action number.

Dean/VP (DVP)

Reviews actions forwarded by the HR Liaison. Can make comments in the system on the Comments tab, but does not have the ability to edit the contents of an action or a posting. The Dean/VP forwards actions to the HR Officer in the Office of Human Resources. The Dean/VP has “department” scope in the system, meaning s/he can view all of the activities assigned to their college/unit.

Hiring Proposal

When Employment Services is notified that you have an accepted offer, we complete a Hiring Proposal to “seat” the selected applicant to a position. Employee Records & Information is notified; thus, they will be expecting to see a job form to make a formal appointment to a position.

HR Liaison (HRL)

Approves actions forwarded by the Unit Contact/Manager. Tracks all actions within a college/unit. The HRL can also initiate actions in the system, and manage applicants up to and including an acceptance of an offer of employment. The HR Liaison has “department” scope in the system, meaning s/he can view all of the activities assigned to their college/unit.

HR Officer (HRO)

The HR Officer in the Office of Human Resources reviews and approves actions in the system, and forwards all “fill” actions to Employment Services for creation of postings.

Pool Posting

A continuous posting that serves as a central location for applications. Referred to as the Master or Mother posting. The most common pool postings are for Instructors, Food Service Workers, and Office Specialists.

Posting

When you submit a “fill” action through the system, once the position description is approved by the HR Officer, Employment Services creates a “posting” from the position description. Even if the posting is non-competitive (waiver of search for unclassified, a temporary appointment, or an academic wage appointment), a posting is created. Once Employment Services creates a posting and saves it for the first time, the system automatically assigns the posting a number. Always reference the posting number when discussing fill actions – right up to and including the time we place someone in a position.

Reviewer

Approves actions in the system at the request of the Unit Contact/Manager (or HR Liaison) before they are submitted to the Dean/VP. Can make comments in the system on the Comments tab, but does not have the ability to edit the contents of an action or a posting. The Reviewer has “department” scope in the system, meaning s/he can view all of the activities assigned to their college/unit.

Unit Contact/Manager (UCM)

Typically the hiring supervisor/manager, the Unit Contact/Manager initiates actions in the system, and manages applicants up to and including an acceptance of an offer of employment. A Unit Contact/Manager has “personal” department scope in the system, meaning s/he can view only the activities in their assigned orgs.

Explanation of Appointment Types

Student (including graduate student) appointments are managed outside of the online system. The following appointment types are managed through the online system.

Academic Wage

An unclassified appointment intended for short term, non-recurring, non-teaching work assignment, typically 90 calendar days or less in duration. Academic Wage positions are at-will positions, and may be terminated at any time at the discretion of the supervisor.

Classified Staff

A position represented by the Service Employees International Union (SEIU), Local 503, Oregon Public Employees Union (OPEU) and the Graphic Communication International Union (GCIU).

Developmental Opportunity

A developmental opportunity is a temporary job assignment provided to a classified or unclassified employee. It provides the employee an opportunity to gain new skills and experience relevant to his/her career goals.

Temporary Staff

Used for the purpose of meeting emergency, nonrecurring, or short-term workload needs. Temporary positions are at-will positions, and may be terminated at any time at the discretion of the supervisor.

Explanation of Action Types

IMPORTANT: All employees with an active (filled) position in Banner on October 01, 2006 should have a position description in the online system. At the supervisor’s discretion, each of these position descriptions needs to be “built out” by completing an Update Position action.

All employees hired on or after October 30, 2006 using the old paper system will not have a position description in the online system. To build out a PD for these employees, complete the Establish Position action.

Click the “Begin New Action” link to start an online position description action. “Fill” actions create position descriptions AND begin recruitments.

1. Establish a New Position

Use this action when the college/unit wants to create a position description for a completely new position, even if the college/unit is not yet ready to fill that position.

2. Establish a New Position and Fill

Use this action when the college/unit wants to create a new position, then recruit and fill that position.

3. Reclassify Position – Classified Staff Only

Use this action ONLY for classified staff positions that have changed significantly and need to be considered for reclassification. Reclassification is defined as a change in the duties, authority and/or responsibilities of a position where:

• They are enlarged, diminished or altered; AND

• The knowledge, skills and abilities required are essentially similar to those previously required.

4. Reclassify and Fill Position – Classified Staff Only

Use this action ONLY for classified staff positions that have changed significantly and need to be considered for reclassification prior to recruitment of the position.

5. Update Position

Use this action to update a position description that already exists in the system (including a “shell” that was uploaded on 10-30-06) due to the reasons below. Some of these reasons may also require completion of OSCAR tasks in order to update Banner.

• Duties change

• Administrative/professional faculty job title

• Appointment basis change

• Appointment percent change

• Classified employee class (ECLS)

• Classified employment category

• Classified IT competency level

• Classified work schedule

• Other (explained when submitting the action)

6. Update and Fill Position

Use this action to update a position description that already exists in the system (including a “shell” that was uploaded on 10-30-06) when the position is vacant and you plan to fill the position as a result of the update provided. This action is not available for academic wage appointments (use the Establish a New Position and Fill action).

7. Update User Access or Employee Information on Position (HR Liaison User Type Only)

An HR Liaison may use this action to update permissions to access a position description for a Unit Contact/Manager assigned to a specific org number. This action is also used by an HR Liaison or the Office of Human Resources to link an employee’s name or University ID number to a position.

Action by Appointment Type Chart

This chart will assist the Unit Contact/Manager or Human Resources Liaison in determining which action type should be selected, based on appointment type.

| |Academic |Classif|Temporary |Unclassifi|Developmen|

| |Wage |ied |Staff |ed |tal |

| | | | | |Opportunit|

|Appointment Type | | | | |y |

|Establish a New Position |N |Y |N |Y |Y |

|Reclassify Position |N |Y |N |N |N |

|Update Position |N |Y |N |Y |N |

|Establish a New Position and Fill |Y |Y |Y |Y |N |

|Reclassify and Fill Position |N |Y |N |N |N |

|Update and Fill Position |N |Y |N |Y |N |

|Update User Access or Employee Information on | | | | | |

|Position (HR Liaison only) |Y |Y |Y |Y |Y |

Y = May Use N = Never Use

Required Documents Chart

Each action requires certain documentation to be attached to the Supplemental Documentation page of the action. The chart below will help you identify which documents you should prepare ahead of time.

If your session is inactive for more than 60 minutes, it will time out. Information that has not been saved will be lost. Be sure to prepare all required documents prior to logging in to the system.

| |

| |

| |

|Required Documents |

|Classified |

| |

|Complete an Establish and Fill Position action for a new position. |

|Complete an Update and Fill Position action for an existing position. |

|Complete a Reclassify and Fill Position action if you intend to reclassify an existing position before filling it. |

|All classified appointments are filled through a competitive search process. |

|If you intend to fill a position through a competitive process, your advertisements for newspapers and journals must be approved by Employment |

|Services before you place them. |

| |

| |

|Temporary Staff |

| |

|Always complete an Establish and Fill Position action for Temporary Staff appointments. |

|Confirm that the workload is emergency, short-term, and non-recurring. |

|A temporary employee is limited to working 1039 hours in a 12-month period of time. If a temporary worker has more than one temporary position, the |

|total hours worked in a 12-month period of time cannot total more than 1039 hours. If you intend to hire someone that has worked at OSU as a |

|temporary employee during the last 12 months, they may not be eligible to work in your temporary position. Research this before you begin a fill |

|action. |

|Unclassified |

| |

|If you intend to fill a position through a non-competitive process (waiver of search), OR, if you intend to conduct a competitive search for only 14 |

|days or less (accelerated search), you must obtain permission from the Office of Affirmative Action & Equal Opportunity. Detailed instructions are |

|available at . If the recommended appointee is a Non-US Citizen, the appointment |

|must be approved by the Office of Services for International Faculty and Students (OISFS) before requesting the waiver of search, or forwarding the |

|action to the HR Officer in the Office Human Resources. Contact OISFS (Valerie Rosenberg or Charlotte Ross) with a request to log into the system and|

|review the action and the appointee’s resume. Make sure you attach a copy of the appointee’s resume to the Supplemental Documentation page before |

|contacting OISFS. |

|INTERIM appointments are those positions filled on a temporary basis while a search is being conducted or reorganization is taking place. They |

|require approval from the Office of Equal Opportunity & Affirmative Action if you want to place someone into the position through a non-competitive |

|process. Follow the detailed instructions for completing a non-competitive search at |

|. You must submit a non-competitive “fill” action through the online recruitment |

|system. Obtain permission from OAAEO before you submit your action to the HR Liaison. If the appointment is expected to last 90 days or less, the |

|Office of Equal Opportunity & Affirmative Action may give you permission to place the interim employee on a short-term academic wage appointment. The|

|appointment type is at the discretion of the OAAEO. |

|If you intend to fill an existing position at a different rank than the former employee in that position held at the time of termination, contact the |

|Employment Coordinator assigned to your org with a request to change the rank on the current position description. Once the rank change is made, you |

|will be able to complete an Update and Fill action in the system. |

|To submit an action to fill a ranked faculty position by advertising dual ranks (Assistant/Associate Professor, for example), list both ranks in the |

|Job Title, and in the Position Summary. Also, make it clear on the Comments page what you are intending to do. |

| |

|If you intend to fill a position through a competitive process, your advertisements for newspapers and journals must be approved by Employment |

|Services before you place them. |

| |

|When advertising for unclassified vacancies, particularly faculty positions, use the Advertising and Recruiting Resources lists provided by the Office|

|of Affirmative Action. By contacting Printing and Mailing Services, you can distribute your position announcements to one or more of the following |

|three resource lists: |

| |

|List D – State Resources for Women, People of Color, People with Disabilities, and Veterans |

|List F – Regional Resources for Women, People of Color, People with Disabilities, and Veterans |

|List G – National Resources for Women, People of Color, People with Disabilities, and Veterans |

| |

Filling a Position by Providing a Developmental Opportunity to a Current Employee

A developmental opportunity is a temporary job assignment provided to a classified or unclassified employee. It provides the employee an opportunity to gain new skills and experience relevant to his/her career goals.

Always use the Establish a New Position action. Before you begin an Establish a New Position action in the system, you must retrieve a Developmental Opportunity Agreement from OSCAR. You will find it on the Employment Services Website (Office of Human Resources).

Have the hiring supervisor complete the agreement, obtain all the required signatures, and forward the agreement to the Employment Services Manager in OHR. The hiring supervisor will receive instructions on how to proceed.

Once an Establish a New Position action is submitted and approved through the system, the Employment Services Manager will place the current employee into the developmental opportunity position.

Getting Started

• Access the system at

• Log in using your ONID user name and password.

• Select Begin New Action under Position Descriptions.

• Select the appropriate action and click on the Start Action link.

If the action you selected is an Update Position, Update and Fill Position, Reclassify Position, or Reclassify and Fill Position action, you (the Unit Contact/Manager or HR Liaison) will be prompted to search for the position to begin an action on. Once you enter the search criteria, click on Search to proceed. Follow the prompts on the screen.

Complete all of the data fields that pertain to the type of position you are creating an action for. Required data fields are identified with red asterisks; however EACH data field that applies to the action should be complete. Most of the data fields in the system have help text that can be accessed by clicking on the data field title (represented by a blue hyperlink).

Complete the Proposed Position Title Page

Selecting the Correct Position Title IS The Name of the Game!

When you begin a new action, you will find some help text at the top of the Proposed Position Title page. It’s in blue text, and it says “Selecting the Correct Position Titles”. Read this help text EACH TIME you create an action in the system to ensure you are selecting the appropriate position title for your action.

Selecting the appropriate position title is THE MOST IMPORTANT SELECTION YOU WILL MAKE WHILE CREATING YOUR ACTION, AND ONCE IT’S SUBMITTED, IF IT’S INCORRECT, YOU WILL MOST LIKELY NEED TO START OVER WITH A NEW ACTION.

• Make certain you select the correct position title for your action. For example, if you intend to fill a temporary position, use the correct Temporary position title. There are several different temporary position titles – select the correct one for the position. If you intend to fill a Professional Faculty position, select the Professional Faculty position title. If you need assistance, click on the blue hyperlink (Selecting the Correct Position Titles) at the top of the page to access the help text. There is also a “Sample Position Description” help text link to assist in writing a new position description.

• Before moving on to the Position Details page, you have the option to use the Copy Position function to replicate an existing position description in the system.

Complete the Position Details Page

Instructions for Each Appointment Type

|Academic Wage |

| |

|Complete each data field in the Department Information section. |

|When selecting departmental users with permission to access position information, just select yourself and maybe one other person in your department |

|that can back you up as a Unit Contact/Manager. It is not necessary to select EVERYONE that will view the action. It is only necessary to select the|

|creator of the action. |

|Complete each data field in the Position Information section. |

|The appointment basis for academic wage positions will always be 12. |

|Complete each data field in the Academic Wage Position section. |

|Each department has a pre-assigned academic wage pooled position number. Make sure you list your department’s academic wage position number |

|correctly. |

|Classified |

| |

|Complete each data field in the Department Information section. |

|When selecting departmental users with permission to access position information, just select yourself and maybe one other person in your department |

|that can back you up as a Unit Contact/Manager. It is not necessary to select EVERYONE that will view the action. It is only necessary to select the|

|creator of the action. |

|Complete each data field in the Position Information section. |

|Complete each data field in the Classified Staff Positions section. |

|If the action is an Update Position or Update and Fill Position action, you will need to complete the Reasons for Update Action section. |

|Temporary Staff |

| |

|Complete each data field in the Department Information section. |

|When selecting departmental users with permission to access position information, just select yourself unless you have another Unit Contact/Manager |

|assigned to work with the position. Everyone listed in this box receives auto-generated emails intended for the Unit Contact/Manager. ONLY list the |

|users that need to receive this email. |

|Complete each data field in the Position Information section. |

|Unclassified |

| |

|Complete each data field in the Department Information section. |

|When selecting departmental users with permission to access position information, just select yourself and maybe one other person in your department |

|that can back you up as a Unit Contact/Manager. It is not necessary to select EVERYONE that will view the action. It is only necessary to select the |

|creator of the action. |

|Complete each data field in the Position Information section. |

|Complete each data field in the Unclassified Positions section. |

|If the action is an Update Position or Update and Fill Position action, you will need to complete the Reasons for Update Action section. |

Complete the Comments Page

• Always make comments in the Unit Contact/Manager Comments section (or the HR Liaison section if the HR Liaison is the initiator of the action) to let everyone in the work flow know why you are creating the action. Even a one-line statement can save everyone from having to contact you with questions if they are unclear about your intentions. Everyone in the work-flow can read your comments, so use this page to your advantage.

• FOR ALL FILL ACTIONS – State how many days you intend to advertise your vacancy. Delays in processing your action and creating your posting will cause changes in your posting open and close dates, so if Employment knows and understands your intentions regarding the length of your posting, your Employment Coordinator will adjust the open and close date in your advertisement and online posting. Classified positions must be posted a minimum of 7 business days, and Unclassified positions should typically be posted for 30 days. If you have identified a fixed closing date, TELL US what it is.

• If you are filling an existing position, state the former employee’s name and the position number.

• If a background check, commercial driver’s license, or other licenses/certifications are required for the position, list them in the Comments page. This will give the HR Officer a heads up regarding these additional required qualifications for the position.

• If this is a non-competitive search (waiver) for an unclassified position, add a statement declaring that you intend to seek permission from the Office of Affirmative Action & Equal Opportunity to waive the regular competitive search process.

• If this is an accelerated search (one lasting 14 days or less) for an unclassified position, add a statement declaring that you intend to seek permission from the Office of Affirmative Action & Equal Opportunity to conduct an accelerated search.

• If you are appointing a Non-US Citizen to an Academic Wage position, or requesting a waiver of search to place a Non-US Citizen in a regular unclassified position, add a statement declaring that you intend to seek authorization from the Office of International Services for Faculty and Students (OISFS) to appoint a Non-US Citizen (or Resident Alien).

• If you are filling an unclassified position on a temporary basis while a search is being conducted, or reorganization is taking place in the department, you are making an Interim appointment. If you know who you want to appoint, add a statement declaring that you intend to seek permission from the Office of Affirmative Action & Equal Opportunity to approve the Interim appointment. Non-competitive appointments always require OAAEO approval.

• If you intend to fill an unclassified position on a temporary basis for 6 months or longer, to replace a regular unclassified employee on leave, add a statement declaring that you intend to seek permission from the OAAEO to approve an Acting appointment. Acting appointments expected to last 6 months or longer always require OAAEO approval. Make sure the action you are completing is an Establish and Fill action for an Academic Wage appointment.

• If you intend to fill an unclassified position on a temporary basis for less than 6 months, to replace a regular unclassified employee on leave, add a statement declaring that you are making an acting appointment that expected to last less than 6 months. The Office of Human Resources is responsible for approving Acting appointments expected to last less than 6 months. Make sure the action you are completing is an Establish and Fill action for an Academic Wage appointment.

• If you are completing an action to appoint an Instructor in the Music Department or Distance & Continuing Education, and you intend to pay the employee on a per-student or per-credit hour basis, add a statement describing the circumstances of the appointment (method/basis of pay).

Attach Required Documents to the Supplemental Documentation Page

• Refer to the Required Documents Chart to determine which action documents are required for the appointment.

• Attach the required documents to the Supplemental Documentation page. Attached documents (txt, doc, pdf, ppt, rtf, vsd, jpg, jpeg, or xls formats) must be no larger than 5 mb, or converted to a pdf file before uploading. Click Attach for the appropriate document, and either use the Browse button to find your document, or Paste the document into the text box. Once you have attached all necessary documents, click Continue to Next Page.

• If you need to log out before completing the action, you must go to the Action/History page, click on Continue to Next Page, SAVE, and CONFIRM your work using the radio buttons. (If you skip these last two steps, the documents you attached to the Supplemental Documentation page will be dropped from the system).

Complete the Requisition Form – Fill Actions Only

Instructions for Each Appointment Type

|Academic Wage |

| |

|Complete each data field in the All Appointment Types section (except for the For Full Consideration date). |

|If you do not want the position posted on the same date it’s approved by the Employment Manager, make sure you state that clearly in the Comments |

|section of the action. |

|The closing date should be at least 10 days from today’s date. |

|Make sure you list the Anticipated Appointment Begin and End Dates. The employee should not begin working in the position until the appointment is |

|approved. |

|Application type accepted will be the Employment Profile. |

|Complete the Non-Competitive Searches section (the first 4 questions AND the Academic Wage section). Be very specific when describing the |

|circumstances necessitating this work assignment. |

|Classified |

| |

|Complete each data field in the All Appointment Types section (except for the Anticipated Appointment Begin and End Date fields). |

|If you do not want the position posted on the same date it’s approved by the Employment Manager, make sure you state that clearly in the Comments |

|section of the action. |

|Application type accepted will be the Employment Profile with Education/Employment History. |

|Temporary Staff |

| |

|Complete each data field in the All Appointment Types section (except for the For Full Consideration date). |

|If you do not want the position posted on the same date it’s approved by the Employment Manager, make sure you state that clearly in the Comments |

|section of the action. |

|The closing date should be at least 10 days from today’s date. |

|Make sure you list the Anticipated Appointment Begin and End Dates. The employee should not begin working in the position until the appointment is |

|approved. |

|Application type accepted will be the Employment Profile with Education/Employment History. |

|Complete the Non-Competitive Searches section (the first 4 questions AND the Temporary Staff section). Be very specific when describing the |

|circumstances necessitating this work assignment. Make sure you answer every question in this section. |

|Unclassified – Competitive Search Process |

| |

|Complete each data field in the All Appointment Types section (except for the Anticipated Appointment End Date field). |

|If you do not want the position posted on the same date it’s approved by the Employment Manager, make sure you state that clearly in the Comments |

|section of the action. |

|Application type accepted will be the Employment Profile. |

|Complete each data field in the Faculty section. |

|Unclassified – Non-Competitive Search Process |

| |

|Complete each data field in the All Appointment Types section (list the Appointment End Date only if the Office of Equal Opportunity & Affirmative |

|Action approved the appointment through a firm end date, without the possibility of renewals). |

|If you do not want the position posted on the same date it’s approved by the Employment Manager, make sure you state that clearly in the Comments |

|section of the action. |

|Application type accepted will be the Employment Profile. |

|Complete each data field in the Faculty section. |

|Complete the Non-Competitive Searches section (the first 4 questions AND the Unclassified section). |

Complete the Safety/Working Conditions Page

Complete each data field on this page. The information is sent to Environmental Health & Safety to assist in their responsibilities of providing adequate training to the person in the position.

Save Your Work

• ALWAYS use the Continue to Next Page link at the bottom of each page after completing a page of work.

• When closing out of an action for the first time, the system will automatically assign it an action number. Always refer to the action number when sending emails to department and OHR users.

• Each time you return to an action to make updates, in order for your work to be saved, you must:

- Go to the last page of the action (History).

- Click on Continue to Next Page

- Save and confirm your work using the radio buttons.

If you fail to do this EACH time you prepare to leave an action, all of your work, including the attaching of documents to the Supplemental Documentation page will be dropped from the system.

Department Review and Approval

• Ask the Reviewer to log in to the system and review/approve the action before you forward it to the HR Liaison (if required by your department).

• Submit the action to the HR Liaison for approval. The HR Liaison will forward the action to the Dean/VP for approval. The Dean/VP will forward the action to the HR Officer for review of the action (which results in an approved position description).

Office of Human Resources Review and Approval

• The HR Officer will review the action and approve the resulting position description. The position description will then be available to the department at any time.

• If the action is a “fill” action, once the HR Officer approves the position description, Employment Services will receive an auto-generated email request to “create a posting” for the position.

• If this is a waiver of the competitive search process, the HR Officer in the Office of Human Resources will collaborate with the Office of Affirmative Action (OAAEO) to ensure that the waiver has been approved before sending the action to Employment Services.

Employment Services will notify you by email when the position is posted. Follow the instructions in the email carefully. It will contain instructions on how to proceed to the next step.

Once a Position is Posted

• Place your approved advertisements in newspapers and journals.

• Forward a copy of your advertisement to Printing & Mailing Services for distribution to Affirmative Action contact lists, as appropriate. See page 9 for the complete list of OAAEO Advertising and Recruiting Resource lists available.

• Log in to the posting and click on the Guest User Tab across the top of the page. The Guest User name and Password will be listed on this page.

• Notify each member of the search committee with instructions on how to access applicant information. Send them each an email that includes the guest user name and password (sample).

How to Hire More Than One Applicant From One Posting

It is possible to hire more than one applicant from a posting. If you decide to hire a second person (or multiple people) from a posting, you will need to complete an Establish and Fill or Update and Fill action for each additional appointment. On the Comments page of the action, state clearly that you intend to fill the position using a current posting, and STATE THE POSTING NUMBER. Once your fill action is approved, Employment Services will review the new action and note on the posting that you intend to fill the additional position (along with the specific position number). Please note in the comments of the POSTING which appointee you want assigned to which position.

If you plan to submit several actions with an intent to fill the positions using an existing (or closed posting), state in Comments that there will be a total of ____ positions filled with one posting, using the following actions (and list the action numbers). Tell OHR everything we need to know about what you are intending to do!

Managing Applicant Statuses/Requesting Permission to Interview

& Filling Positions

Managing & Filling Positions Through Competitive Searches

CONSIDERATION OF VETERANS IN THE HIRING PROCESS:

Our hiring process extends the benefit of our established affirmative action practices (for women and people of color) to individuals who self-identify as qualifying veterans. A “qualifying veteran” is a disabled veteran or veteran that has been honorably discharged from U.S. military service. All postings offer applicants the opportunity to self-identify veteran status. Additional consideration should be given to qualifying veterans during initial screening with the goal of advancement to interview when there is a reasonable chance of success.

One of the most important features of our practices is the pre-interview approval process and the associated review of screening reasons. If an applicant self-identifies as a veteran, the Office of Human Resources (OHR) or the appropriate Business Center will review application of the additional veteran’s consideration during the pre-interview approval review.

OHR Employment Services will ensure that all veterans who self-identify and meet the above criteria advance to interview, unless:

• They do not meet all minimum required qualifications; or

• Through consultation between the OHR representative and the hiring unit, it is determined that given the relative qualifications of other applicants in the pool, a particular veteran has no reasonable chance of being hired; or

• The search is cancelled prior to interview.

For any veteran not interviewed, a clear rationale for non-advancement must be documented as part of a veteran applicant’s record in the online system.

Review of Applications

As applicants apply to the posting, their applicant status is defaulted to Under Review by Committee. The applications are available for search committee members to review (see List of Reasons for Non-Selection).

To view applications, you must be on the active postings page. Click on View under the position title to begin. The first page that opens is the Applicants page.

View Multiple Applications or Documents at Once

• In the last column, put the cursor on “All” and click. Check marks will appear in all of the boxes on the far right.

• Click on “View Multiple Applications” or “View Multiple documents”. The employment profiles (applications) for each applicant, or their documents (depending on what you selected), will appear in the order they appear on the active applicants list.

• To reorder a column, click on the button next to the column name. For example, to put applicants in alphabetical order, click on the button next to the name while on the Applicant tab.

When Ready to Interview Applicants – You Must Request Permission from OHR

When you are ready to request permission to interview (pre-interview approval), you must first provide screening reasons for those applicants you are not inviting to interview.

Step 1: Change those applicants you are not inviting to interview to one of the following statuses:

• “Does not meet minimum/required qualifications” and provide which minimum/required qualification the applicant does not meet; or

• “Not Selected (Meets MQ)” and provide a valid screening reason specific to the applicant’s qualifications. This status is used for those who are minimally qualified but who are not advancing to the interview stage.

• If you have an applicant that you need to screen out because he/she failed to provide all of the required documentation, change the applicant status for the applicant to “Not Selected (Meets MQ) – Other”. Then, you must type in “incomplete application” and list which item(s) were missing from the application packet.

As you screen applications and change the applicants to the statuses referenced above, they will move to “Inactive” status. To see the inactive applications, check the Inactive Applicants box at the bottom of the page, and click on Refresh. All of the inactive applicants will appear.

Step 2: Change those applicants who you are requesting to interview or keep on hold to one of the following statuses:

• “Interview Requested” for the applicants you want to interview.

• “Hold – May Interview Later” if the applicant is still under consideration for possible interview at a later time.

Employment Services will review your pre-interview request and contact you with questions, as appropriate. Employment Services will change the status for the applicants you requested to interview to Interview Approved. You will receive an email notifying you of these status changes.

***An Important Word About Screening Reasons (Reasons for Non-Selection)***

Screening reasons provided in the system must be accurate for EACH applicant, both at the pre-interview requested stage, and at the hiring stage. In many cases, we are finding that users are providing the same screening reasons for ALL the applicants not invited to interview or selected for appointment. THIS IS DANGEROUS GROUND!!! The Office of Federal Contractor Compliance Programs audits our recruitments and appointments, and they conduct an in-depth review of the screening reasons provided for each applicant screened out of the recruitment process at EACH STEP OF THE PROCESS. Your search committee chairs (or hiring supervisors in some cases) will be required to provide detailed documentation for each applicant screened out of any step of the process; therefore it is critical that you maintain detailed, accurate screening reasons for all of your applicants. Please take the time to provide accurate screening reasons inside the system each time you screen an applicant out of the opportunity to interview or be hired to a position. Hand-written notes made by your search committee members are auditable, and should be maintained by the department for a period of three years from the date an appointment is made.

How to View Inactive Applicants

As you screen applicants out of the applicant pool, their applications move to the Inactive list. Only the active applicants will appear on the Applicants page. If you want to review ALL applications at a later time, you will need to check the Inactive Applicant box and then click on Refresh to bring up the inactive applications.

When Ready to Check Applicant References

After interviews are completed, and you’re ready to check references on your finalist(s)ed, change the status for the applicant to Certification Review. This signifies that the search committee is in the process of conducting references and verifying degrees.

When Ready to Make a Verbal Offer to an Applicant

Unclassified Positions:

Hiring supervisors DO have permission to make a verbal offer of employment to a proposed appointee before the appointment and the draft offer letter have been reviewed and approved by OHR Employment Services. However, promising specific terms and conditions of employment (like the appointment salary) with an applicant before an appointment is approved is DANGEROUS because the terms and conditions of employment offered may not be approved by OHR. The safe practice is for a hiring supervisor to make a verbal offer contingent upon review and approval of the offer by the Office of Human Resources.

Classified Positions

Hiring supervisors do not have permission to make a verbal offer of employment to a proposed appointee before the appointment and the draft offer letter have been reviewed and approved by OHR Employment Services.

When Ready for Final Approval of the Appointment and the Draft Letter of Offer

Disposition ALL of the Applicants That Were Interviewed and Not Selected

All of the applicants, other than the one(s) you are intending to hire, MUST be dispositioned before moving forward. Even those that you may have at the status of “Hold – May Interview Later”.

When filling a position from an Instructor or other unclassified pool of applicants, select the “Faculty Instructor Pool – Interviewed” applicant status. Then, provide the screening reasons for those not selected.

When filling non-pool positions, change the status for these applicants to Not Selected (Meets MQ) and provide the valid job-related reason.

Then you may proceed, as follows:

• Go to the Documents page of the posting and upload a draft letter of offer. Always go to and click on “Recruitment and Appointment Resources”, and then go to either Classified or Unclassified Sample Offer Letters.

• If you are filling a Limited-Duration Classified position, attach the completed Limited Duration Agreement (downloadable form in OSCAR) on the Documents page instead of a letter of offer.

• Attach the diversity initiative summary to the Documents page. If your search is for a classified employee, and the diversity initiative was addressed by asking a related question during the interview process, attach a statement to that effect.

• Save your status changes.

• Go to the History page in the posting and click on Continue to Next Page.

If the final candidate IS a US Citizen or Resident Alien, change the status for the final candidate to Offer Letter Review. This status change triggers an email to Employment Services to approve the appointment and review the letter.

If the final candidate IS NOT a US Citizen or Resident Alien, the Office of International Services for Faculty and Students (OISFS) must review their employment profile to determine the visa status of the applicant. Change the status for the finalist to NRA (Non-Resident Alien) Review Requested if this is the case. This status change triggers an email to OISFS to review the employment profile for the finalist. You will receive an email from OISFS when their review is completed. Once the OISFS reviews the appointment, change the status for the final candidate to Offer Letter Review. This status change triggers an email to Employment Services to approve the appointment and review the letter.

Save your work! Go to the last page of the posting (History page), click on Continue to Next Page, SAVE, and CONFIRM your work using the radio buttons. (If you skip these last two steps, the documents you attached will be dropped from the system).

Employment Services - Approval of the Appointment and Offer Letter

Once you change the status for an applicant to Offer Letter Review, Employment Services receives an email requesting review of the letter. The appointment and the draft letter of offer will be reviewed and modified, according to university standards, requirements, and conditions of employment.

If the position requires a criminal background check, DMV check, a Commercial Driver’s License, or other special licenses or certifications, the offer of employment will be contingent upon completion of the checks and verifications of the licenses/certifications. Once the checks and verifications of licenses/certifications are completed with satisfactory results, the finalist can begin working in the position.

When approved, you will receive an email from the Employment Services Manager with instructions on how to proceed.

When Ready to Send a Written Offer of Employment

After sending the written letter of offer to the final candidate, change the status for the final candidate to Offer Extended.

When you have a SIGNED LETTER OF OFFER, change the status for the final candidate to Offer Accepted. This status change triggers an email to Employment Services to begin a Hiring Proposal for the applicant. Employment Services will not actually seat the person into the position until the required background checks and verifications of licenses/certifications are completed with satisfactory results.

To HIRE a new employee, complete and submit a hiring packet to the Office of Human Resources. For assistance, go to

Communicating With Applicants

Applicants should receive timely communication from the Search Committee Chair to inform them of their status in a search. You can send written letters to applicants, phone them of their status, or you may use any of the following auto-generated emails created in the system.

The system auto-generated emails may only be selected AFTER pre-interview approval for a search has been approved by Employment Services.

The following emails are the last four options in the “Applicant Status” drop-down menu. Once you select and save any of these four (4) email statuses for an applicant, an email is automatically sent to the applicant.

1) No Interview Firm – Send Email - Do NOT select this email until pre-interview approval has been granted and you are absolutely sure the applicant will no longer be considered for the position.

2) May Interview Later – Send Email

3) Interviewed – Not Selected – Send Email - Do NOT select this email until pre-interview approval has been granted, and you are absolutely sure the applicant will no longer be considered for the position (wait until you have an accepted offer just in case you need to reconsider the applicant).

4) Recruitment Cancelled – Send Email – May be sent any time after you change the status of each applicant to “Not Selected”, and select the “Recruitment Cancelled” reason for non-selection.

To see the content of each email, go to Communication Emails to Applicants

Applicants NEVER receive auto-generated emails from OHR. The UCM is responsible for ALL communication with applicants.

Applicant’s View of the Status of Their Application

When applicants view the status of their applications online, they only see three statuses:

• In Progress

• Position Filled

• Cancelled

Therefore, it’s critical that the hiring supervisor complete communication with applicants IMMEDIATELY after an offer of employment is accepted. If you choose another communication tool (personal letters or phone calls), the communication to applicants must still be timely. Otherwise, an applicant will see that the position has been filled before they have been notified.

Managing & Filling Positions Through Non-Competitive Searches

Non-Competitive appointments are:

• Academic Wage appointments;

• Developmental Opportunity appointments;

• Temporary Staff appointments; or

• Unclassified appointments approved through a non-competitive process (waiver of search).

Actions are created by the Unit Contact/Manager or the HR Liaison for non-competitive postings in the very same way competitive actions are created. When completing the Requisition page in the action you create, simply select the appropriate answers to clearly identify your search as non-competitive. Submit your action through the workflow, just as you would any other action.

When you receive an email from Employment Services notifying you that the non-competitive posting is approved, you will have access to the posting online after 6:00 pm on the posting date. Log into the posting and read the COMMENTS made by Employment Services carefully. Instructions on how to proceed are included on the Comments page.

For instructions on how to fill a position by providing a Developmental Opportunity to a current employee, click on this link.

Communication Emails to Applicants

|Applicant Status |Subject of Email |Email Text |

|No Interview Firm – Send Email |Status of Your Employment Application with|Thank you for your interest in the following position |

| |Oregon State University |at Oregon State University. We received applications |

| | |from many qualified applicants for this position. The |

| | |purpose of this message is to inform you that your |

| | |application received full consideration, but you are |

| | |not among those selected for further consideration. |

| | | |

| | |(The following fields auto-populate from the posting): |

| | |Appointment Type: |

| | |Position Title: |

| | |Department: |

| | | |

| | |Thank you. |

|May Interview Later – Send Email |Status of Your Employment Application with|Thank you for your interest in the following position |

| |Oregon State University |at Oregon State University. The purpose of this message|

| | |is to inform you that your application is still under |

| | |consideration at this time. |

| | | |

| | |(The following fields auto-populate from the posting): |

| | |Appointment Type: |

| | |Position Title: |

| | |Department: |

| | | |

| | |Thank you. |

|Interviewed – Not Selected – Send Email |Status of Your Employment Application with|Thank you for your interest in the following position |

| |Oregon State University |at Oregon State University. On behalf of our committee,|

| | |I wish to thank you for taking the time to interview |

| | |for this position. After careful consideration of each |

| | |candidate’s qualifications for the position, we have |

| | |selected another candidate for the position. |

| | | |

| | |(The following fields auto-populate from the posting): |

| | |Appointment Type: |

| | |Position Title: |

| | |Department: |

| | | |

| | |Thank you. |

|Recruitment Cancelled – Send Email |Notification of Recruitment Cancellation |The recruitment for the following position has been |

| | |cancelled. We apologize for any inconvenience this may|

| | |cause you. We hope you will continue to seek |

| | |employment with Oregon State University. |

| | | |

| | |(The following fields auto-populate from the posting): |

| | |Appointment Type: |

| | |Position Title: |

| | |Department: |

| | | |

| | |Thank you. |

Sample Email Notification to Search Committee Members

Sample email to search committee members, with instructions on how to review applications online (remember to insert the correct user name and password):

Thank you for your participation on the search committee for the ** position in **. The posting number is **. Please log in to the online position description and recruiting system to view applications. Go to . Enter the following guest user name and password:

Guest User Name:

Guest Password:

To access instructions for reviewing applications, go to: Instructions for Search Committee Members (Guest Users) – Screening Applications

.

You can refer potential applicants to the following quick link to the posting.

https:// (insert quick link from the last section of the Position Details page)

If you have questions, contact *** at ***.

How to Hire an Instructor from Instructor Pool Recruitment

Each time you are ready to appoint an Instructor from an Instructor Pool posting (the “Mother” posting), email the following information to the Employment Services Coordinator assigned to your organization:

• Master Pool posting number

• Appointee’s name

• Supervisor’s name

• Supervisor’s phone

• FTE for the position

• Start date for the appointment

• Proposed salary

• Classes the applicant will teach (title, not number)

Employment Services will create the new position, assign it a position number, and create a “child” posting. All of the applicants from the master (mother) posting will be copied over to the child posting. The applicant will be hired to the child posting.

Employment Services will contact you with instructions on how to proceed.

Helpful Link: How to create an Academic Year Master Instructor Pool

How to Copy a Position Description

The Unit Contact/Managers and HR Liaisons have the ability to copy an existing position description in order to avoid having to create a new position that is very similar to another one in their department.

This functionality SHOULD NOT BE USED FOR INSTRUCTORS HIRED FROM POOLED POSTINGS!

How it Works

You will have the option to “Copy Position” when completing either of the two actions:

• Establish Position

• Establish and Fill Position

After you select a Proposed Position Title and continue to the next page of your action, you will come to the “Copy Position” page. You can then search for the position you want to copy in order to create a new similar position (recommend you search by position number). Once you find your position, you simply select it and follow the prompts on the screen. The Position Details will appear on the screen, populated with the data from the position you copy.

The Position Details page should not remain identical to the one you copy, so you’ll need to edit it carefully to define the attributes of the new position. TAKE YOUR TIME – EDIT THIS PAGE CAREFULLY!

How to Print an Approved Position Description

Once your position description has been approved by the HR Officer in the Office of Human Resources, you will be able to access the position online and print a copy for your files.

Instructions:

• Login and select Search Positions under Position Descriptions on the menu.

• Key in the position number, and then click Search.

• Click on View Reports List under the Position Title.

• Select the appropriate report choice based on the appointment type, and then click Generate Report.

• Print the position description.

• Obtain signatures from both the employee and supervisor.

• Retain a signed copy in the department file; give a signed copy to the employee. It is not necessary to send a signed copy to the Office of Human Resources.

How to Manage Positions That Were Vacant on October 1, 2006

When we went live with the system, “shell” position descriptions were automatically created for all “filled” positions at OSU. If a position was vacant on that date, a position description does not exist in the system.

If you were in the process of establishing a new position, or filling a position under the old system, the position description may not exist in the online system. Therefore, you will need to establish a new position in the online system.

In the Comments tab, always state the vacant position number. That way the HR Officer will not assign a new position to the position description.

Once the new position is approved by the HR Officer, the HR Liaison will need to log in to the system and select Begin New Action under Position Descriptions. Complete an “Update User Access or Employee Information on Position” action to place the name of the employee on the position description.

How to Manage Actions That Are Returned to Submitter by the HR Officer

Occasionally, the HR Officer will return an action to the submitter, because the action is incomplete, lacks the appropriate supplementation documentation, etc. The Unit Contact/Manager (UCM) has the following two options when forwarding a returned action back to the HR Officer:

1) If the UCM does not want to send the action back through the HR Liaison and the Dean/VP, s/he must make the required changes and then SAVE their work. Then, the UCM must call the HR Liaison with a request to log in to the system and review and approve the changes made to the action. The HR Liaison can look at the action and go into comments to note their approval, and then submit the action directly to the HR Officer (bypassing the Dean/VP).

2) If the UCM wants to send the action back through the HR Liaison, it must also go through the Dean/VP for approval. To accomplish this, the UCM must save and submit the action to the HR Liaison. The HR Liaison will review and approve the action, save and submit it to the Dean/VP. The Dean/VP will review and approve the action, save and submit to the HR Officer.

Once an action is SUBMITTED to the HR Liaison, it must go through the entire workflow before reaching the HR Officer with the required changes.

System-Generated Email Notifications Chart

The system automatically generates emails to users when an action is submitted from one user to another. Emails are also generated when certain applicant statuses are selected, a hiring proposal is approved, or a user account has been approved. The following chart outlines who receives email notification, and when.

| | | | | |

| |UCM |HRL |DVP |REV |

|Email Subject | | | | |

|Action Pending Approval |X | | | |

|Action Returned to Submitter |X |X | | |

|Action Submitted to Dean/VP | | |X | |

|Action Submitted to HR Liaison | |X | | |

|All Approvals Obtained (Posting Approved) |X |X | | |

|All Approvals Obtained (Approved for Non-Recruitment) |X |X | | |

|Approved (Position Description Reclassified) |X | | | |

|Approved (Position Description Updated) |X | | | |

|Approved (New Position Description) |X | | | |

|Hiring Proposal Approved |X |X | | |

|Interview Approved |X | | | |

|Non-Resident Alien (NRA) Review Complete |X | | | |

|Permission to Offer Employment |X | | | |

|User Account Approved |X |X |X |X |

UCM = Unit Contact/Manager

HRL = Human Resources Liaison

DVP = Dean/VP

REV = Reviewer

How to Update User Access or Employee Information on Position

HR Liaison Users Only

The HR Liaison must grant Unit Contact/Managers access to position descriptions in the system.

• Select Begin New Action under Position Descriptions.

• Select Update User Access or Employee Information on Position from the menu.

• Click on Start Action.

• Search positions to begin action.

• Select the appropriate position.

• Click on Start Action.

• The position description you selected will display.

• At the top of the page, click on the Position Details tab.

• You can identify a Unit Contact/Manager that has requested access to the position description by finding his/her name in the Not Selected box and moving it to the Selected box.

• You can also update the employee information on this page.

• Click Continue to Next page.

• Under Action Status, select approve Update Employee/User Information.

• Click Continue and Confirm.

The changes you made are effective immediately. Contact the Unit Contact/manager with a confirmation that the changes have been made.

How to Review/Approve Actions

General Instructions

• Access the system at

• Log in using your ONID user name and password.

Instructions by User Type

|HR Liaison |

| |

|The HR Liaison has the ability to complete the same actions in the system as the Unit Contact/Manager. Some departments have the HR Liaison complete |

|all actions in the system, eliminating the need for a Unit Contact/Manager. |

| |

|When you log in to the system, the Welcome to Online Position Descriptions & Recruiting page will appear. This is the default page. It will always |

|contain a list of active postings assigned to the organization(s) you have access to. |

| |

|From the menu, select Search Actions under Position Descriptions. |

|Click on the box for Action Submitted to HR Liaison, and click on Search. |

|Find the action you want to review, and click View under the Position Title. |

|Scroll down the page and review the summary for the action. If you see that the action needs to be edited, click on Edit This Action at the top of |

|the page. If the action does not need editing, submit the action to the Dean/VP. Click on Confirm. |

|If you elect to edit the action, the action will change to a “tab” view. Each tab across the top of the page represents separate pages inside the |

|action. |

|Review the Comments page to review the comments made by the Unit Contact/Manager. Add your own comments to this page, stating clearly what you intend|

|to change in the action. This is the communication document within the action. You can place comments here for all users in the system – both |

|department and OHR users. If you add comments, be sure to click on Continue to Next Page at the bottom of the page. |

|Review the Position Details page, and make necessary edits. |

|Review the documents on the Supplemental Documentation page. If you remove documents from this page and reattach new documents, you will need to save|

|your work, or the documents you attach will be lost. Go to the Action History page in the posting and click on Continue to Next Page. Save and |

|confirm your work using the radio buttons. |

|Review the Requisition Form page, and make necessary edits. Click Continue to Next Page. |

|Review the Safety/Working Conditions page, and make necessary edits. |

|When you arrive at the Action History page, click on Continue to Next page. You will be presented with three options. You can save your work and |

|return to it later, save and submit the action to the Dean/VP, or save and return the action to the Submitter. After you make your selection, confirm|

|your selection. |

|Dean/VP |

| |

|The Dean/VP has the ability to view an action in the system, and to make comments on the Comments page. |

|The Dean/VP does not have the ability to edit documents or pages inside an action. When you log in to the system, the Welcome to Online Position |

|Descriptions & Recruiting page will appear. This is the default page. It will always contain a list of active postings assigned to the |

|organization(s) you have access to. |

| |

| |

|From the menu, select Search Actions under Position Descriptions. |

|Click on the box for Action Submitted to Dean/VP, and click on Search. |

|Find the action you want to review, and click View under the Position Title. |

|Scroll down the page and review the summary for the action. |

|If you elect to make comments on the Comments page, click on “Edit This Action” at the top of the page. Each tab across the top of the page represents|

|separate pages inside the action. |

|Review the comments made by the Unit Contact/Manager and the HR Liaison. Add your own comments to this page. You can place comments here for all |

|users in the system – both department and OHR users. If you make comments, make sure you click Continue to Next Page at the bottom of the page. |

|Review the Position Details page. |

|Review the documents on the Supplemental Documentation page. |

|Review the Requisition Form page. |

|Review the Safety/Working Conditions page. |

|When you arrive at the Action History page, click on Continue to Next page. You will be presented with three options. You can save your work and |

|return to it later, save and submit the action to the HR Officer, or save and return the action to the Submitter. After you make your selection, |

|confirm your selection. |

|Reviewer |

| |

|The Reviewer has the ability to view an action in the system, and to make comments on the Comments page. The Reviewer does not have the ability to |

|edit documents or pages inside an action. |

| |

|The Unit Contact/Manager or HR Liaison will ask you to log in to the system to review and approve an action before it is submitted to the Dean/VP. |

| |

|When you log in to the system, the Welcome to Online Position Descriptions & Recruiting page will appear. This is the default page. It will always |

|contain a list of active postings assigned to the organization(s) you have access to. |

| |

|From the menu, select Search Actions under Position Descriptions. |

|Click on the “Action Saved Not Submitted” and the Action Submitted to HR Liaison boxes. Then click on Search. |

|Find the action you want to review, and click View under the Position Title. |

|Scroll down the page and review the summary for the action. |

|If you elect to make comments on the Comments page, click on “Edit This Action” at the top of the page. Each tab across the top of the page represents|

|separate pages inside the action. |

|Review the comments made by the Unit Contact/Manager and the HR Liaison. Add your own comments to this page. You can place comments here for all |

|users in the system – both department and OHR users. If you make comments, make sure you click Continue to Next Page at the bottom of the page. |

|Review the Position Details page. |

|Review the documents on the Supplemental Documentation page. |

|Review the Requisition Form page. |

|Review the Safety/Working Conditions page. |

|When you arrive at the Action History page, click on Continue to Next page. Save your work and confirm your save. |

How to Review Applications

Instructions for Unit Contact/Manager, HR Liaison, Dean/VP, and Reviewer

• Access the system at

• Log in using your ONID user name and password.

• The default page listing the active postings for the organizations you have access to will appear.

• Find the posting to review applications.

• Click on View under the Position Title.

• The Applicants page will appear.

View Applications One at a Time

If the posting is for a classified position, click on the blue link under the applicant’s name to view the Employment Profile with Education and Work History. If other documents are attached for the applicant, you will see them in the Documents column. To view a document, click on the document name.

If the posting is for an unclassified position, click on the Employment Profile to view their personal information, and click on the document name in the Documents column to review application materials (resume, cover letter, etc).

To reorder columns while on the Applicants tab, click on the button next to the column name. For example, to put applicants into alphabetic order, click on the button next to the name.

View Multiple Applications/Documents at Once

In the last column, put the cursor on “All” and click. Check marks will appear in all of the boxes on the far right.

Click on “View Multiple Applications” or “View Multiple documents”. The employment profiles (applications) for each applicant, or their documents (depending on what you selected), will appear in the order they appear on the active applicants list.

How to View Inactive Applicants

As applicants are screened out of the applicant pool, their applications move to the Inactive list. Only the active applicants will appear on the Applicants page. If you want to review ALL applications at a later time, you will need to check the Inactive Applicant box and then click on Refresh to bring up the inactive applications.

Instructions for Search Committee Members (Guest Users) – Screening Applications

• Access the system at .

• Log in using the guest user and password provided to you.

• The posting you have been granted access to will appear.

• Click on View under the Position Title.

• The Applicants page will appear.

To assist with reviewing applications, you may use this sample Screening Summary document.

View Applications One at a Time

If the posting is for a classified position, click on the blue link under the applicant’s name to view the Employment Profile with Education and Work History. If other documents are attached for the applicant, you will see them in the Documents column. To view a document, click on the document name.

If the posting is for an unclassified position, click on the Employment Profile to view their personal information, and click on the document name in the Documents column to review application materials (resume, cover letter, etc).

To reorder columns while on the Applicants tab, click on the button next to the column name. For example, to put applicants into alphabetic order, click on the button next to the name.

View Multiple Applications/Documents at Once

In the last column, put the cursor on “All” and click. Check marks will appear in all of the boxes on the far right.

Click on “View Multiple Applications” or “View Multiple Documents”. The employment profiles (applications) for each applicant, or their documents (depending on what you selected), will appear in the order they appear on the active applicants list.

How to View Inactive Applicants

As applicants are screened out of the applicant pool, their applications move to the Inactive list. Only the active applicants will appear on the Applicants page. If you want to review ALL applications at a later time, you will need to check the Inactive Applicant box and then click on Refresh to bring up the inactive applications.

Contact Employment@oregonstate.edu if you have questions or need assistance, unless you are serviced by a business center. In that case, contact your BC HR staff for assistance.

Screening Summary

Position: ______________________________________________________________

Evaluator: _____________________________________________________________

Applicant:______________________________________________________________ Date:_________________________________________________________________

|Required Qualifications: |Does the applicant have |Comments |

| |qualifications ? | |

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|Preferred Qualifications: | | |

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Important: OAR 580-20-005 prohibits one from simultaneously holding the status of faculty member (all unclassified positions; those with and without rank) and graduate student.  Thus, students are considered to be in active student status from the time of matriculation until degree certification and, thus, are ineligible for faculty positions unless the Dean of the Graduate School has granted an exception to the OAR.  Criteria by which exceptions may be considered are found at .   Please note that this OAR applies for each term, including summer term.  Please contact the Graduate School if you have any questions about this OAR.

List of Reasons for Non-Selection

• Does not have preferred qualifications (list specifically which ones in the box)

• Accepted another position

• Application materials were inadequate

• Background check unsatisfactory

• Declined offer

• Degree not in relevant field

• Demonstrated lack of interest throughout application process

• Does not demonstrate teaching excellence

• Experience is outside primary area of responsibility

• Evaluation of applicant's teaching presentation was not acceptable

• Failed to respond to invitation to interview

• Failed to respond to requests for additional information

• Falsified application materials

• Ineligible - currently an OSU graduate student

• Ineligible - cannot work in the US

• Insufficient related experience in the appropriate academic discipline

• Insufficient related experience in the appropriate field

• Insufficient research experience

• Insufficient teaching experience

• Insufficient technical competence

• Less experience than others in the applicant pool

• Less effective interview than other(s) interviewed

Less relevant education and experience than other applicants

• Less relevant education than other applicants

• Less relevant experience than other applicants

• No job opportunity for spouse/partner

• Not available for interview

• Recruitment Cancelled

• References unsatisfactory

• Requires a higher salary than authorized

• Unable to contact applicant

• Withdrew application

• Would not relocate

• Other – state reason(s) in box

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