PeopleAdmin: Eastern’s Online Candidate Application System

Step-By-Step Guide to:A: Updating Candidates’ Statuses within the SystemB: Completing a Search & Starting a Hiring Proposal

Section A: Updating the Status for the Candidates

Once the search committee has reviewed all of the candidates who have applied, the search committee chair will login into PeopleAdmin and update the status of each individual candidate. Additionally, for candidates not selected for interview, the search committee chair must also select the most appropriate reason for why the individual candidate was not selected for interview.

Step-by-step instructions for logging in and update the candidates’ status are given on the next page. First, the table below provides a list of candidate statuses that search committees may select from, and the available reasons for why candidates were not selected for interview.

List of Possible Statuses to Select From List of Possible Reasons to Select From:For each candidate who has a status of either “Not Selected for Interview,” OR “Interviewed – Not Hired,” you must also select a reason for that status from the list below.

Selected for Phone Interview MQ – education/degreeSelected for On Campus Interview MQ – experienceRecommend for Hire MQ – supervisory experienceCandidate Withdrew MQ – certification or licenseNot Selected for Interview MQ – availability for work shiftInterviewed – Not Hired MQ – other requirements

Lacks 1 or more of the preferred qualificationsQualified, but less experience vs. interview candidatesQualified, but interview candidates offer additional strengthsInadequate references

These Statuses are for HR Use ONLY: Application not completeRemoved from Eligible List Can’t meet candidate salary requirementsHired Can’t meet relocation expense requirementsDoes Not Meet Min Quals Unable to contact candidateRecruitment Cancelled Candidate failed to respond

Prior to conducting interviews, committees must get permission to interview their desired candidates. Permission is obtained by first updating the candidates’ statuses within PeopleAdmin as explained on the next page. If your committee will be conducting both telephone interviews and on-campus interviews, the search committee chair must update the candidates’ statuses at each stage (prior to interviews). Once the candidates’ statuses have been updated, notify your HR Associate via email, who will then seek the necessary approvals on your behalf. When the interview candidates have been approved, your HR Associate will notify you that you may proceed and conduct the interviews.

Special Note for Faculty Searches: This process of updating the candidates’ status within PeopleAdmin replaces the processes associated with the Excel spreadsheet called “Candidate Screening Record.”

A: Updating Candidates’ Statuses in PeopleAdmin: Step-by-Step Instructions:

1. Log in to People Admin at: https://jobs.hr.ewu.edu/hr. The list of postings, both active and closed postings, should be displayed on the screen; for example:

2. If more than one posting is displayed, look for the posting for the position you are ready to fill. Then, click on the link for “View” that appears under title for the position.

3. At this point, all of the candidates will appear. To sort in alphabetical order, click on the arrow in the blue tab for name.

4. Change the status for an (a) individual candidate or (b) for groups of candidates:

(a) Change the status for an individual candidate: In the Status column, you will see the initial status of “Under Review by Manager” – that is the status

the candidates have while under search committee review. To change an individual candidate’s status, click on the “Change Status” link in this column, and the

screen on the following page will appear.

Jones, Susie

Smith, John

Note: names are redacted for privacy in this example

Under Review byManager

Change Status

Under Review byManager

Change Status

Click the drop down arrow for Status in the middle of the page and the list of status options will appear as shown on the first page of this guide. Select the most appropriate status.

Then, if the selected status is “Not Selected for Interview,” or “Interviewed Not Hired,” you must also indicate the reason by clicking the drop down arrow for the next field, and selecting the most appropriate reason.

Click the big “Continue to Confirm Page” button at the bottom of the page:

On the Confirm page, click the big “Save Status Changes” button at the bottom of the page:

At this point, you will be returned to the list of candidates, and you’ll be able to see that you have successfully change the status for the individual candidate.

4. (b) Change the statuses for groups of candidates:

This step will be easier, if you prepare a list of the candidates in advance showing the candidates grouped together by their status; for example, a list showing all the proposed interview candidates grouped together, followed by other groups of candidates’ who have the same status as determined by the search committee.

Start by checking the checkboxes for the first “group” of candidates that have a shared status. Then, click the big CHANGE MULTIPLE APPLICANT STATUSES BUTTON

at the bottom of the list of candidates.

Button

Jones, Susie

Click here to select a reason for not interviewing or not hiring a candidate.

Under Review byManager

Change Status

Under Review byManager

Change Status

Jones, Susie

Smith, John

Click here to select the reason, but only if the reason is the same for the group of candidates.

Otherwise, click and select individual reasons for the candidates, if they share the same status, but for different reasons.

The following screen will appear:

Click the drop down arrow for Status at the top of the page and the list of statuses will appear. Select the status that applies to that group of candidates.

Then, if the selected status is “Not Selected for Interview,” or “Interviewed Not Hired,” you must also indicate the reason by clicking the drop down arrow for the reason field, and selecting the most appropriate reason; note the following details:

o If the reason is the same, you can select the reason at the top of the page, and the system will apply that reason to all of the candidates in the group.

o If the reason is not the same (even though the status is the same), then as you can see in the screen shot above, you have the ability to select individual reasons for each individual candidate.

Once you have selected the applicable status for the candidates within the group, and the application reason or reasons, then click the big “Continue to Confirm Page” button at the bottom of the page:

On the Confirm page, click the big “Save Status Changes” button at the bottom of the page:

At this point, you will be returned to the list of candidates, and you’ll be able to see that their statuses have been changed.

Continue these steps for each group of candidates that share the same status.

Section B: Generating the Hiring Proposal

The hiring proposal is typically generated by the head of the department for non-faculty searches; faculty hiring proposals are generated by the Dean or the Dean’s delegate. Search committee chairs typically do not generate the hiring proposal unless specifically delegated to do so by the department head or by the Dean’s office (for faculty searches).

Prior to initiating a hiring proposal, the interviewed candidates’ statuses must be updated one more time following the steps in Section A. The candidate to be hired will have his/her status changed to “Recommend for Hire.” Once this change is saved and confirmed, the system will show this candidate’s status as “Recommend for Hire,” and will also provide a new link for “Begin Hiring Proposal” – see the screen shot on the next page.

Jones, Susie

Smith, John

The other interviewed candidates must also have their statuses changed to “Interviewed – Not Hired” and the appropriate reason must be selected for each candidate.

Then, once the interviewed candidates’ statuses have all been updated as described above, the system will return you to the list of candidates as shown below.

1. Click the link for “Begin Hiring Proposal”

and the following screen will appear - note that two options appear for starting a Hiring Proposal:

2. In most cases, you will click the “Start Action” link for the second option listed (“Hiring Proposal for Position Description Listed Below”) – assuming that only one position is listed.

If more than one position is listed, call Human Resources to discuss before proceeding! In no positions are listed, call Human Resources before proceeding!

Smith, John

Jones, Susie Recommend for HireBegin Hiring Cancel Proposal Action

3. Complete the fields for the hiring proposal as shown below:

Lecturer – ABC DEF GHI

The fields for first and last name will automatically populate.

If you have an ID number for the candidate, enter the ID into that field. Otherwise, HR will create and enter an ID as necessary.

The job title, position number, and department name will auto-populate.

Level 1 User names will auto-populate.

Select the relevant “Responsible HR User”

The Budgeted salary may auto-populate; if it doesn’t, HR will fill in this field.

Enter in the salary you wish to offer into the “Offered Salary” field.

Fill in all of the date fields for faculty positions, for grant funded staff positions, and for staff positions that have a defined end date. For all other staff positions, only fill in the requested start date.

For classified staff positions, select the Step.

If the offered salary exceeds the budgeted salary, provide a justification and indicate the source of funding for the excess salary.

Leave the orientation date field blank.

Add in the amount for moving allowance, if applicable. For faculty, add in the start up funds, if applicable.

IMPORTANT: for all positions, list 5 or so reasons why we’re hiring the candidate…list as bullets within the Qualifications field.

Next three fields apply only to faculty – complete if relevant, otherwise, enter “N/A”

Add in number of years of prior experience.

Faculty hires: spell out the workload, including specific courses to be taught if those details are available (details are required for special faculty hires).

Last field: spell out any other terms and conditions of employment that have been reviewed with and approved by the appropriate supervisor and/or manager.

4. Save the hiring proposal. Scroll to the bottom of the page, after you’ve completed all the fields, and look for the big buttons as shown below:

Ignore the “Save and Stay on this Page” button. Instead, click the button for “View Action Summary.” The system will then show the following:

Note in the screen shot to the left, that the bubble for “Save” is automatically checked as a system default.

If you only want to save the proposal and come back to it later, click the “Continue” button, and then the “Confirm” button that will appear.

5. Route the Hiring Proposal When It’s Complete: Once all of the fields are completed, click the bubble for the next level for routing as follows:

If you are the first level decision maker (such as a Director or Department Chair), click the bubble for “Send Hiring Proposal to Level 2”

If you are the Dean, or AVP, or other higher level authority , click the bubble for “Send Hiring Proposal to VP/Provost”

If you have any questions about the proposal or about routing the proposal, contact your HR Associate before you route the proposal.

6. Click the “Continue” button, as shown in the screen shot above, and then click the “Confirm” button that will appear next.

That’s it! You’ve completed the hiring proposal and have routed it electronically for approval!

Remember – call your HR Associate if you need help or if you have any questions!