New Process for Submitting Non-Classified Staff To Human Resources for Pre-Employment Processing (Note: Non-Classified Staff are defined as: Faculty employees, Academic A&P employees, Student employees, Visiting faculty, Observers, and Volunteers)

Effective May 1, 2008 departments will be required to submit Non-Classified Staff to Human Resources for Pre-Employment processing using the PeopleAdmin applicant tracking system. There will be a two week transition period beginning May 1st. Faxed or ed Pre-Employment Checklists will not be accepted after May 15th.

Benefits of this new process include: Expedited new hire processing of non-classified staff; Enhanced transmittal & management of dept/position/candidate information; Greater security of candidate information; Automated follow-up communication to the hiring department notifying them when the candidate has completed the pre-employment process.

1. Set up a new “User Account” to access the system 2. Submit a Non-Classified Hire to HR for Pre-Employment Processing 3. Navigate from working with your Classified positions, to working with your Non-Classified (faculty, AA&P, Student, etc.) positions The Following Tutorial Outlines How To:

How to Set Up a New User Account All hiring personnel are required to set up a user account to create or access Classified postings for their department, as well as to submit Non-Classified staff to Human Resources for Pre- Employment processing via the applicant tracking system Note: If you are a returning user with an existing PeopleAdmin account, you may log into the system with your current Username & Password.

How to Set Up a New User Account (cont’d) 1.Click on “Create User Account” 2.Fill in your user information (e.g. name, dept., contact info, etc.) 3.Click “Submit for Approval,” “Continue,” then “Confirm.” * You will receive a follow-up communication when your account has been activated.

How To Submit a Non-Classified Staff Member To Pre-Employment STEP 1: Log In Navigate to the PeopleAdmin Hiring Mgr login page: Applicant Tracking/Hiring System 2.Log in by entering your username and password.

How To Submit a Non-Classified Staff Member To Pre-Employment (cont’d) STEP 2: Change User Type To submit a Non-Classified staff member to Human Resources for Pre-Employment, - Select “Change User Type” on the left nav bar. Note: To determine which group you are in at the moment, view the welcome text at the top of the screen that informs you which group you are currently logged into. The system default logs existing users into the Hiring Managers Group.

How To Submit a Non-Classified Staff Member To Pre-Employment (cont’d) STEP 2: Change User Type (cont’d) Then, select “Submitter“ group and click “Change Group.”

How To Submit a Non-Classified Staff Member To Pre-employment (cont’d) STEP 3: Enter Information Once you are logged into the system and have changed your user group to “Submitter,” 1.Select Create Requisition “From Scratch” 2.Fill in the Position, Dept., and Candidate information

How To Submit a Non-Classified Staff Member To Pre-employment (cont’d) When you have finished inputting the information, click on “Preview Requisition” or “Continue to Next Page.”

How To Submit a Non-Classified Staff Member To Pre-employment (cont’d) STEP 4: Submit to HR When you have reviewed the information and are ready to submit to Human Resources, Click on “Submit non-classified To Pre-Employment,” and “Continue.” Note: If you wish to save your information and submit it at a later date, click “Save w/o submit.” When you are ready to submit your information to HR, you can find your saved information in the “View Pending” section of the system.

How To Check Status of Your Non-Classified staff Requisitions (for whom you have submitted Pre-Employment information) To view status of other non-classified staff candidates’ you have submitted to Pre-Employment, click on either “View Active” or “View Pending.”

Always remember to review the checklist or posting before submitting to Human Resources. If you are not ready to submit your information to Human Resources, save your information and refer back to it at a later date by clicking the “Save w/o Submit” link. When you are ready to send your information to Human Resources, you can locate it in the “View Pending” section of the site. Once you have submitted your information, Human Resources will begin coordinating the Pre- Employment processing. When processing has been completed, you will receive a system- generated notifying you that the candidate has completed Pre-employment. Note: This notification will be sent from Keep in Mind… The Health/TB skin test takes a minimum of 2-3 days to complete because the candidate must go to Health Services to have a TB skin test administered and must return hours later to have it read. The criminal background check also typically takes 3 days to complete, however on occasion, it can take longer. Because of this, you should plan for the Pre-Employment process to take a minimum of 3 days to complete. Things to remember…

To create a new user account click here: Applicant Tracking/Hiring System Applicant Tracking/Hiring System If you have questions concerning this tutorial or concerning the submission of a Non-Classified Hire, please contact Martha Roco (713) for additional assistance. Martha Roco Questions?