1. The University of Alabama
Training for
The University of Alabama
On-Line Position Description and
Staff Recruitment Tutorial
The Human Resources Department
2009

2. On-Line Position Description and Staff Recruitment System Presentation
This presentation will take about 25 minutes.
Left click your mouse to go to the next slide OR use the arrow keys located on your keyboard to go to the next or previous slide.

3. Human Resources has provided this presentation to assist with your understanding and use of the position description and staff recruitment system.
You will use the system to:
Create and maintain position descriptions
Create and submit job postings for recruitment
View applicants and their information
Notify HR of your decisions regarding the status of each applicant
Notify and obtain approval for hiring decisions/job offers

4. Benefits of using the Position Description and Staff Recruitment System:
The system is designed to benefit you by facilitating:
Faster processing of position descriptions and job postings
Real-time access to your assigned position descriptions and recruitments
Recruit the best qualified and a diverse pool of applicants
More detailed screening of applicants’ qualifications – before they reach the interview stage.

5. Helpful Hints:
It is recommended that you do not use your browser’s “Back”, “Forward” or “Refresh” buttons to navigate the site. Using these buttons may cause unexpected results, including loss of data or being logged out of the system. Please use the navigational buttons within the site.
To ensure the security of data, the system will automatically log you out after 60 minutes if it detects no activity. Anytime you leave your computer we recommend that you save any work in progress and logout of the system by clicking “Logout” on the left hand side menu.
The site requires to have Adobe Acrobat Reader installed. There is a free download available at For assistance in downloading Adobe Acrobat Reader, contact your IT representative.

6. Getting Started
You may access the “login screen” by navigating to After entering the URL, the “login screen” for the system will appear and should be similar to the screen shown below.

7. User Name and Password and click “Login”
Type in your
User Name and Password and click “Login”
Note: If you do not have a User Name and Password, click “Create User Account” located on the upper left hand side of the menu and follow the instructions.

8. This is the Home Page or Main Screen for all Hiring Managers
This is the Home Page or Main Screen for all Hiring Managers. This is the first screen you will see when you log in.
From this screen you can:
View Job Postings
Create Requisitions
Search Classifications
Create, Search and View Position Descriptions
Perform various administrative functions such as changing your password, logging out of the system and running reports.

9. Searching Classifications
ALL positions in the system will be based off of a classification. To review all classification titles in the system before starting your position description request, click “Search Classifications” located on the left hand side menu
Searching Classifications

10. You may use any field to search for a classification title
You may use any field to search for a classification title. It is recommended to ONLY search by one criterion in order to be successful in your search. To review ALL classification titles do not select a search criterion, simply click “Search”.

11. You may review the details of the classification title by clicking “View” or “View Summary”.

12. From this screen you can:
Create a New Position Description
Modify or Reclassify an Existing Position Description
Search for Position Descriptions by various Actions taken
Search Approved Position Descriptions

13. To create a New Position Description, click “Begin New Action” located under Position Descriptions located in the left hand menu.

14. Click “Start Action” under New Position Description

15. On the Proposed Classification tab you can search by:
Classification Title
Position Class Code
Pay Grade/Pay Range

16. The Classification Title will be the title of the position (i. e
The Classification Title will be the title of the position (i.e. Office Associate II, Program Assistant).
To search for the Classification Title you want to assign to the new position, click on the drop down box by Classification Title and make the appropriate selection.
If you are uncertain of the Classification Title select the classification “Undecided”. After making a selection click “Search”.

17. Click “Select Title and Continue”.

18. Once you enter the position description action, you can move from one section to another by clicking the link on the tab you wish to move to.
NOTE: Human Resources recommends that you use the “Continue to Next Page” button located at the bottom or top of the page in order to ensure that all position description information has been completed.

19. The information included on the Proposed Classification tab replicates the information that is specific to the Classification Title (i.e. position class code [pcls], EEO Code, Pay Grade). It also includes a general Job Summary and the general Required Minimum Qualifications.
NOTE: Information on this tab cannot be altered or changed except by Human Resources.

20. If you decide that the Classification Title selected does not meet the needs of your position, at this time you may change the classification by clicking on “Change Classification” and selecting another Classification Title.
If you decide that the Classification Title selected is appropriate, click on “Continue to Next Page>>”.

21. The Copy Position tab allows you to copy approved positions, within your assigned area, if you have multiple like positions (i.e. Custodian, RN, LPN, etc.). You can search for an approved position description using one of the various search criterion.

22. If you do not have an approved position description to copy, click “Do not choose position, continue to next page>>” to go to the next tab.

23. The information contained on the Position Details tab includes fields that are automatically populated based on the Classification Title and cannot be edited. For fields that are editable scroll down to enter the information. Click in the boxes to make changes to editable fields. You may also copy and paste text from another document.
Fields that are grayed out are not able to be edited.

24. These are examples of editable fields:

25. An asterisk “. ” denotes that a field is required
An asterisk “*” denotes that a field is required. If a required field hasn’t been completed with the necessary information you will receive an error message and will not be able to proceed with the creation of your position description.

26. If a position description will need to be accessed by individuals with a Supervisor or Hiring Manager user status, the name of those individuals must be selected from the left hand pane and placed in the right hand pane.

27. An individual’s name will not appear in the left hand pane unless they have created an account in the system.
To create an account go to on the upper left hand menu click “Create User Account”, complete the required information and submit the request.

28. To select a name, click on the name so it is highlighted.
After highlighting a name, click on “>” to move the name over to the right hand pane.

29. The name will appear in the right hand pane
The name will appear in the right hand pane. Continue this process until all names can be seen in the right hand pane.

30. After completing the Position Details tab, click “Save and Stay on this Page”, and then click “Continue to Next Page >>”.
NOTE: Users are strongly encouraged to save their information as they move through the position description. This can be done by clicking, “Save and Stay on this Page”.

31. The Proposed Job Duties tab includes the list of job duties for the position you are creating, the percentage of time and whether or not the duty is essential or marginal.
Definitions of essential functions and marginal functions are given on the proposed job duties page.

32. Below is a sample listing of job duties, percentage of time and essential/marginal function.

33. To add a job duty, click “Add New Entry”

34. Continue adding and editing duties until the percentage of time adds up to 100%.

35. After clicking “Add New Entry” complete the required information
After clicking “Add New Entry” complete the required information. As a reminder you can copy and paste information from another electronic document; however, review the formatting as some letters and/or characters do not convert correctly.
After adding your information, click, “Add Entry”.

36. If you need to edit an entry, click “Edit”, make the appropriate changes and click “Save Changes” (see next slide).

37. “Save Changes”

38. If you wish to view an entry, click “View”
If you wish to view an entry, click “View”. To exit the view screen click “Done” (see next slide).

39. “Done”

40. If you need to delete an entry, click “Delete”, and click “Delete Entry”(see next slide).

41. “Delete Entry”

42. Users are encouraged to save their information as they proceed in completing a position description. To save your information without exiting the system, click “Save and Stay on this Page”.
After saving your information, click “Continue to Next Page>>”.

43. The Testing, Licenses, & Background Verification tab includes all skills tests, any licenses (RN, LPN, Driver’s License), and any background checks (MVR, background investigation) that are required to meet the essential functions of the position.
NOTE: Skills tests are for non-exempt (bi-weekly) positions only. You may view information regarding skills tests (description and passing score) by going to click on Employment, and scroll down to Employment Skills Testing.

44. Department Required Skills Tests
To select an item listed, place a “” in the box next to the description.
Department Required Skills Tests

45. Department Required Licenses
You may view information regarding the Pre-Employment Background Investigation Policy (201.00) and Pre-Employment Drug Screening Policy (206.00) by going to
Department Required Licenses
Department Required Background Checks

46. You may view information regarding the Motor Vehicle Record Policy by going to www.hr.ua.edu.

47. Users are encouraged to save their information as they proceed in completing a position description. To save your information without exiting the system, click “Save and Stay on this Page”.
After saving your information, click “Continue to Next Page>>”.

48. Select the level of responsibility.
The Fiscal Responsibilities tab is used to indicate if the position has any fiscal responsibilities.
If this position has fiscal responsibilities select the appropriate range from the drop down menu which indicates the size of the budget. If this position does not have fiscal responsibilities select “None”.
The appropriate level of responsibility should be selected.
Drop down menu
Select the level of responsibility.

49. Users are encouraged to save their information as they proceed in completing a position description. To save your information without exiting the system, click “Save and Stay on this Page”.
After saving your information, click “Continue to Next Page>>”.

50. “No Authority…” is the default for each staff type.
The Supervisory Scope tab is used to indicate what type, degree and number of positions supervised.
“No Authority…” is the default for each staff type.

51. If the position has supervisory responsibility, click “Edit” under the appropriate Staff Type.
If the position does not have supervisory responsibility, click “Continue to Next Page>>” at the bottom.

52. Click the drop down box for Degree of Authority and select the most appropriate level of supervision.
Functional Guidance
Advisory Guidance
Direct Supervision

53. After selecting the Degree of Authority, enter the number of individuals to be supervised (i.e. 1, 2, 3….3-5, 5-10, etc.).
Click “Save Changes”

54. After you click “Save Changes” it will bring you back to this screen and will show your entry.

55. If you need to edit your entry, click “Edit”, make the appropriate changes, then click “Save Changes”.
You also have the option to view your entry by clicking “View”.

56. Users are encouraged to save their information as they proceed in completing a position description. To save your information without exiting the system, click “Save and Stay on this Page”.
After saving your information, click “Continue to Next Page>>”.

57. The Physical Demands tab is used to indicate the environment in which a job is performed. It includes physical demands, lifting demands, environmental and hazardous conditions.
Only items that are regularly encountered or performed should be marked as an essential function of the position.

58. Physical Demands

59. Use the drop down box to select the appropriate lifting demand.

60. Environmental Conditions
Hazardous Conditions

61. Additional Physical Demands or Work Conditions
If there are additional physical demands or working conditions that are not listed, a text box has been provided in order to include additional information.
As previously mentioned, only items that are regularly encountered or performed should be included as an essential aspect of the position.
Additional Physical Demands or Work Conditions

62. Users are encouraged to save their information as they proceed in completing a position description. To save your information without exiting the system, click “Save and Stay on this Page”.
After saving your information, click “Continue to Next Page>>”.

63. A user may provide additional information by attaching documentation to support a position description request. Documentation may include a current and/or proposed organizational chart, justification memo, request to recruit position memo, etc.
Note: HR encourages departments to attach organizational charts in order to assist with the evaluation of a position.

64. To attach additional documentation, click “Attach”.

65. You can either attach a document by browsing out to your computer or you may cut and paste information from another document.
To attach a document click “Browse” to locate the file that you want to attach. After inserting the file name, click “Attach”.

66. You can also cut and paste information into the text box provided
You can also cut and paste information into the text box provided. If you cut and paste from another document be sure to double check your formatting as some characters convert over different. After pasting in your information, click “Attach”.

67. If you do not have an organizational chart you may click “Organizational Table” and complete the form.

68. Once you open the Organizational Table complete items 1-5 and save the document.
After the document has been saved you will need to browse out to your computer, locate your file and attach the document as described in a previous slide.

69. Users are encouraged to save their information as they proceed in completing a position description. To save your information without exiting the system, click “Save and Stay on this Page”.
After saving your information, click “Continue to Next Page>>”.

70. The Comments tab can be used to provide any additional information and as a means to communicate with the next individual reviewing the position description.
Example: (1) If a position description needs to be returned to a department so an error can be corrected a comment can be included instructing the department on what needs to be corrected. (2) If an approver needs to communicate special instructions or information to the next level approver this tab can be used for that as well.

71. Users are encouraged to save their information as they proceed in completing a position description. To save your information without exiting the system, click “Save and Stay on this Page”.
After saving your information, click “Continue to Next Page>>”.

72. After clicking “Continue to Next Page>>”, you should see a screen similar to the one shown below.
The View New Position Description Summary page allows you to scroll through the position description and review the information that has been entered.

73. Scroll through the form to view the information entered on each tab.

74. To go back to tab view and make additional changes or corrections, click “Edit”.

75. Available actions for selection.
In addition to allowing a user to review a position description, this screen also allows a user to save the position description without submitting (i.e. Save Action Without Submitting) OR to submit a position description for additional review and approval (i.e. Submit Action to Director/Dept).
Available actions for selection.

76. Select the appropriate Action Status, click “Continue”, and then “Confirm”.
NOTE: Before submitting your position description for additional review and approval please review your information by scrolling down through the summary. If a change needs to be made you may click “Edit” located above the Action Status bar.

77. Your action will not be completed unless you click “Confirm”.
Note: You will always be asked to confirm the status change you selected.

78. This is an example of a completed position description.

79. Once the position description has been submitted for approval, to locate the status click “Search Actions”.

80. You can search by Classification Title at a specific Status; or search for all Classification Titles at a specific Status; or search for all Classification Titles at any Status by leaving the default as “Any” for Classification and checking “Check All” for the Action Status.
After making your selection, click “Search”.

81. After selecting your search criterion and clicking “Search” a screen similar to the one shown here should appear.

82. You can view “Pending Actions” by clicking the link at the left
You can view “Pending Actions” by clicking the link at the left. These are any actions pending your approval or attention.

83. From this screen you can search for any “approved” position description within your assigned area by using one or more search criteria.
Note: Human Resources recommends only using one of the available search criterion in order to be more successful in locating your position description.

84. You can sort data by clicking on the arrow at the top of each column.

85. If at any point you need to exit the system, save your work by clicking “Preview Action” at the bottom or top of any page. You can return to your work at a later time.

86. Select “Save Action without Submitting”, and click “Continue”.

87. Then click “Confirm”.
Note: You will be able to go back in and search for your position description under “Search Action” or “Pending Action”.

88. CAUTION!
If you close your internet browser, click on an internet link from an or leave your computer for more than 60 minutes, your work will be lost if you do not “Confirm”.

89. On-Line Position Description and Staff Recruitment System Presentation
CONGRATULATIONS!
You have completed the Position Description Training Tutorial!