1. Recruit Process
Human Resources 2005

2. Need to fill a position Determine funding
Regular
Allocation Available
Salary Budget
Restricted
Grant
Receive internal approvals to fill the position

3. New or Existing Position
Complete a P112
Refer to “Position Description Training 101”
Existing
Update P112
Be sure to receive internal approvals on all position descriptions

4. People Admin What documents do you need to get started? P112 -PD
Organizational Chart
Should have electronic version
Needs to be attached to the requisition in People Admin
Used to copy and paste for parts of the requisition

5. Hiring Manager User Guide
Using People Admin
Have participants open up their hiring managers guide and follow through with next few slides
Guide is also on our web site
Hiring Manager User Guide

6. Human Resources has implemented this system in order to automate many of the paper-driven aspects of the employment application process.
You will use People Admin (PA) to:
Create and submit postings
View applicants to your postings
Notify Human Resources or EO of your decisions regarding the status of each applicant
PA will benefit you by facilitating:
Faster processing of employment information
Up-to-date access to information regarding all of your postings
More detailed screening of applicants’ qualifications – before they reach the interview stage

7. Beginning Tips The site requires Adobe Acrobat Reader.
Please use the navigational buttons within the site. Your browser’s "Back", "Forward" or "Refresh" buttons do not work.
The site is best viewed in Internet Explorer 5.5 and above.
To ensure the security of the data provided by applicants, the system will automatically log you out after 60 minutes if it detects no activity.
Screen resolutions

8. 1280 by 1024 pixels

9. 800 by 600 pixels

10. Getting Started Enter URL: jobs.vt.edu/hr or https://jobs.vt.edu/hr
After entering the URL, the “login screen” for the system will appear and should be similar to the following screen:
Log in to the system with your Virginia Tech PID and password.
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Hint: For faculty, your PID and password are what you use to gain access to Hokie SPA, class roster, grades or the leave system. For classified, your PID and password are what you use to access the leave system or “my VT”.

11. No Current User Account
Click the “Create User Account” link on the left.
Fill in all the information, click continue and confirm.
You will receive an when your account has been established.
Contact your HR Analyst with any questions

12. User Types Department Admin Hiring Manager Department Head
Sr. Management HR
Administrator
Contact your HR Analyst to determine appropriate level
Things to start considering:
What type user do you fall into
Who else needs to be added
Define approvers
There are fewer users in each type as the access broadens

13. Creating a Posting Click the link under the header “Create Posting”.
Choose
From Template (where several fields are predefined)
Classified templates are available. These are from existing inventory. They may be customized for the job.
If no template is available choose the “Generic” template OR
From Previous
Entering Posting Information
In the example, the From Template option was selected. After searching and choosing a template, click “create”. You should see a screen similar to the following:
Go to training site:
training114.peopleadmin.com/hr
hiringmanager (one word)
vatech123 (one word)
Still need to review the next page – toggle back to cover “notes about posting screen”

14. Notes about Posting screen:
Fields with an Asterisk (*) are required
If you are unable to complete the entire porcess be sure to save at the bottom of each page
If you have entered partial information that you want to save but have not completed all REQUIRED fields, you will need to type something into the required fields (any character will do) so that the system will allow you to go to the next or end screen and save your work.
You can skip sections by clicking in the boxes below the posting title.
Field names in black indicate those fields that will be shown to the applicant.
Field names in maroon will not be visible to the applicant.
Go to training site:
training114.peopleadmin.com/hr
hiringmanager (one word)
vatech123 (one word)
Go through the posting page and all other headers
Return to this page once you have gone through all the sections to review and recap the information you just covered

15. Questions and Points
There are only a very few previously approved classified positions using questions
You must receive approval from HR to use the question & points section
One of our next projects will be to develop a bank of questions
Stay tuned……….
Explain what these are used for and emphasis that we are working on developing a bank of questions
However if you absolutely think you need to use now contact your HR Analyst prior to creating and saving a question.

16. Hiring Steps Used to track applicant flow.
The settings are pre-set and can not be changed by the hiring manager.
If changes are needed call Human Resources (classified) or EO (faculty).

17. Guest Users
Used by supervisors & search committee members who need to have access to view applications for a specific position.
Only able to view active applicants for that specific posting.
When the posting is filled, the guest user name and password are automatically deactivated.
Guest User Manual is available on our web site.

18. Guest User Account
To set up a guest user account, click the "Activate Guest User" link.
The system automatically assigns a User Name for this posting
You will need to enter a password, which must be between 6 and 20 characters.
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19. Attaching Documents
P112 and Org Chart must be attached in order for HR to proceed
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20. Attaching Documents Upload the document by clicking the Browse button.
Locate document, then click the Attach button.
Click the Confirm button.
Attach additional documents.
Once finished attaching click the Continue to Next Page button. This takes you to submitting the posting.
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21. Submitting the Posting
The last step is to select the appropriate approval step and click Continue.
Click the Confirm button to complete this step.
The details of your posting are NOT SAVED until you complete this step.
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22. Posting Approval Flow
1. Dept Admin User or Hiring Manager creates posting and routes to Dept Head.
2. Dept Head approves and routes to Sr Mgmt.
3. Sr. Mgmt approves and routes to Human Resources (EO for faculty or Research)
4. Human Resources (or EO for faculty) will approve the job and it will begin advertising.
Note: notification is sent to Dept Head users and Sr Mgmt users when they have something to approve.
Page Back to recruit process

23. Requisition received by Human Resources
Review P112
Classification
Classify if new
Review classification of existing position
Complete audit report
Banner review
Set-up if new
Review role and SOC for accuracy
Ensure Allocations
Identify positions with affirmative action goals
Assist department with diversity resources
Ad placement and contacts
Review ad content
Make adjustments and review changes with department as necessary

24. Advertising The department will enter a tentative advertising cycle.
Once the position has been approved by Human Resources, HR will open the position
All positions must advertise a minimum of 5 business days

25. Close/Review Date Position closes (or reaches the review date)
Once close/review date occurs HR will
review the position for AA goals
contact department to discuss those goals
then release for screening
If a close date has been scheduled PA will automatically remove the position from the web site

26. Screening Options HR assist with screening
Department screening with HR review
If departments want to do all or portions of screening, they must contact their HR Analyst for guidance/training
People Admin screening grid
HR Rep will continue to work with individual departments depending on the level they are at

27. Screening on PA Review individual applications/documents
Review multiples applications/documents
Looking at both applications and documents
Go back to People Admin, pull up a job and show how to view individual vs. multiple
Check Boxes
Viewing and Printing

28. Interviewing Group Selected
Interviewing group determined by dept
Dept contact HR prior to contacting applicants
Review top group
Approval
Interviewing group determined by HR
HR contact Dept

29. Dispositioning Applicants
Applicant Status & Reason
Refer To Definition Sheet and Flow Chart
These are classified descriptions
Crucial for accuracy in reporting
Voided – contact HR Analyst

30. Declined interview vs. applicant withdrew
App Status
Definition
Application received too late
Application was received after the final review date, application was not reviewed. (Used mostly with positions that use review dates)
Duplicate Application
Applicant has two active applications. (Usually happens if the applicant has created two accounts in People Admin). Use the application with the most recent submission date.
Under review by Hr
Applications in this status are not available for department to view. The position work flow would require HR and the department to have a discussion prior to the department seeing the application
Under review by Department
Applications in this status are active and can be viewed by the department. (This status can be used during the advertising and/or screening process. Applicants not in the "interviewing" or "short list" group can be left in this status during the interviewing process
Short List
Applications in this status are active and can be viewed by the department. (This status is typically used for applicants not being interviewed but are considered to be in the next skill level and could be interviewed if interviewing group does not work out).
Interviewing
Applicants in this status are considered the most qualified group from the applicant pool and are being offered an interview
Not Hired/Interviewed
Applicant was offered an interview but was not hired
Hired
Applicant was interviewed, offered the position and accepted the offer
Not Referred/Not Interviewed
Application was reviewed but not selected for interview
Application Withdrawn
Applicant withdrew his/her application independently through People Admin
Expired from Pool
Used predominately in pools to remove applicants from a pool once their application has passed the pre-approved active status.
Voided
Position will not be filled from this pool
Examples
Phone interview
Declined interview vs. applicant withdrew

31. Go back to web site and show how changes are done Single vs. multiple
Reason
Definition
Status - Not Hired / Interviewed
Doesn't meet minimum qualifications
Applicant was interviewed but found not to meet the minimum qualifications for the position
Job-related knowledge/skills/abilities insufficient or not as strong as selected candidate
Applicant was interviewed but their job related KSA were insufficient for the needs of the position or were not as strong as selected candidate.
Interpersonal or communications skills not as strong
Applicant was interviewed but their interpersonal or communication skills were insufficient for the needs of the position or were not as strong as the selected candidate.
Declined Interview
When contacted to schedule an interview the applicant declined or withdrew
Declined Offer
Applicant was offered the position but declined the offer and did not give the reason as lack of partner opportunity or salary offer not competitive.
Declined Offer, lack of partner opportunity
Applicant was offered the position but declined the offer based on the lack of opportunity for his/her partner
Declined Offer, not competitive
Applicant was offered the position but declined the offer because it was not competitive.
Did not show for interview
Applicant did not show for the scheduled interview
Unable to accept work conditions/schedule
Applicant was either interviewed or offered an interview but was unable to accept or meet the work conditions or schedule
Unable to contact
After two attempts (one of which was outside of normal business hours) the applicant was unable to be contacted
Other
**MUST HAVE HR REP APPROVAL PRIOR TO SELECTING THIS CODE** Open ended text box that requires a reason for not hiring the applicant if the above categories do not fit.
Status - Not Referred / Not Interviewed
Based on the application submitted by the applicant he/she did not meet the minimum qualifications as described in the requirements section of the advertisement
Based on the application submitted by the applicant he/she met the minimum qualification as described in the requirement section of the job advertisement but his/her job related KSAs were insufficient for the needs of the position or were not as strong as the candidates that were selected for interview.
Go back to web site and show how changes are done
Single vs. multiple

32. Interviewing Information
Checklist
P107 (Applicant Interview Record)
ADA Guidelines
Benefits Summary (salary positions only)
Sample Letters
Background Check Release Form

33. Interview Applicants
HR offers “Introductory Interviewing Skills for New Supervisors”
Contact your HR Analyst to schedule training

34. Interviews Completed STOP Conduct reference checks
Select top candidate
Determine appropriate salary offer
STOP
Discuss general info about reference checks

35. Hiring and Salary Approvals
Approval must be received from
Your department/senior management (depending on internal guidelines)
HR (we can also offer salary data for internal and external markets)
Salary & hiring approval
Your HR Analyst will likely have you draft the dept note for the salary justification if the salary is above entrance

36. Making the Offer Verbal vs. Written Salary negotiations
Contingent offer based on background check results

37. Final Paperwork Returned to HR Maintained by department (3 years)
P3A (with appropriate salary justification)
Signed application of selected applicant
P107 (Applicant interview record)
Copies of letters (offer & rejection)
Interview Questions
Maintained by department (3 years)
Interview notes
Reference check notes
Copies for departmental personnel file as necessary

38. Getting the person paid
Salary
HR will
P3A, offer letter, signed application, background check must be received
schedule orientation
establish the person in Banner
Wage
Department will
establish person in Banner

39. After the hire Return all required paperwork
Within 30 days – Performance Plan
Begin training and coaching
6 month – Performance Review
Continue training and coaching
12 month – Performance Review
This is a formal process for salaried positions
Informal process for wage positions

40. Questions ?
Have them log in and enter job ad based on the P112 from the earlier training.