1. Novus HR Application Review Process Human Resources Qualifying Applications HR Sending Applications to Department/Search CommitteeHR Sending Applications to Department/Search Committee Department Reviewing Applications Adding Comments Department Approval Division Dean Approval Vice-President Senior Team Approval Correcting a Disapproved Application Human Resources Submits and Finalizes Hiring RequestHuman Resources Submits and Finalizes Hiring Request 1 Updated 06/16/2010

2. Human Resources Qualifying Applications 2 Return to Table of Contents

3. Login to Forticlient. Open a web browser and type novushr.pgcc.edu Type in the username and password. Username and password will be the same as your Owl Link user ID. (Password for the first time is: novushr) Click the login button. After logging in the first time, change your password to match your password for Owl Link. 3 Return to Table of Contents novushr.pgcc.edu

4. Click on the Applications link to continue. 4 Return to Table of Contents

5. In the Requisition Title Box: Type the name of the Position, e.g., Model, Art 11/09. Click Search to search for applications. To view an applicant’s application, click on the Applicant Link the view the Applicant’s application. 5

6. To review the application, click on Full App. To exit the application, click Exit. 6

7. To print an application, click print. After reviewing the application, click Close to close the application. 7

8. While reviewing applications, click on the Personal Management Tab to assign a status. In the my status assignment drop down list, select an option from the drop down list, e.g., Qualified. 8

9. Click Save to save My Status Assignment e.g. Qualified. Click Exit to continue. 9 Return to Table of Contents

10. Human Resources Sending Applications to Department/Search Committee 10 Return to Table of Contents

11. Login to Forticlient. Open a web browser and type novushr.pgcc.edu Type in the username and password. Username and password will be the same as your Owl Link user ID. (Password for the first time is: novushr) Click the login button. After logging in the first time, change your password to match your password for Owl Link. 11 Return to Table of Contents novushr.pgcc.edu

12. In the My Status Assignment box: Select Qualified. Enter a requisition title (if empty). Click Search. Check in the box to the left of the names selected. It will put a check mark in the box. 12 Return to Table of Contents

13. Check the box next to all of the Qualified applicants that are listed. Select Approve from the drop down box. Click Approve Checked Application to continue. This will send the qualified applicants to the department (or search committee members). 13

14. An alert box will appear. Click Okay to update the applications. 14 Return to Table of Contents

15. Department Reviewing Applications 15 Return to Table of Contents

16. You will receive an email regarding applications to review. Click on the underlined link in the email next to 2. go to URL novushr.pgcc.edu. 16

17. Login to Forticlient. Open a browser and type novushr.pgcc.edu. Login with to Novus HR using your Owl Link login user ID. Password: novushr (First time login in, then change password) Type in your Owl Link username and password. Then click the login button. 17 Return to Table of Contents novushr.pgcc.edu

18. After logging in to Novus HR, click on the applications link to review and approve applications. 18

19. Select a Status in the My Status Assignment Drop Down box. When you are reviewing the application for the first time, the “status assignment” will always be none. Type the position title in the Requisition Title Box (optional). Click Search. Click the Applicant link to view the applicant’s application. 19

20. Click on Full App. To view the full application including contact information, education history, employment history, references, and responses to prescreen questions, criteria, etc. Scroll down through the full application to see Applicant References. Click close to return to the Application Details. 20

21. Click on the Files tab to review the applicant’s uploaded files, e.g., cover letter, resume transcripts, etc. 21

22. 22 Displays Responses to Prescreen Questions will be displayed. Click print to print or the red x in the corner to return to the previous screen.

23. Click on the Personal Management Tab to assign a status to assist in managing the applications. In the my status assignment drop down list, select an option from the drop down list, e.g., In Person Interview, Rejected. Click Save. Click Exit when you are done with this application. 23 Return to Table of Contents

24. Adding Comments 24 Return to Table of Contents

25. Click on the comments tab. In the Comment box, type the comments about the applicant in the application level. Never use the applicant level. Comments in the Applicant level will follow the applicant for every position that they apply for at PGCC. 25 Return to Table of Contents

26. Type your comment in the comment box. Note: Comments listed here become the “hire memo.” Examples of comments: Recommend for hire and give reasons, e.g., Did not show for scheduled interview, and did not meet criteria 2,5 and 8. Repeat this for each application. From the viewable to drop down box, choose who should view the comment i.e. everyone. HR can see all comments regardless of who it is viewable to. Click Add Comment to add to the application record. 26

27. Use the green pencil to edit comments and the red x to delete comments that you have added. 27 Return to Table of Contents

28. Department Approval/Disapproval of Applications for Hire 28 Return to Table of Contents

29. Login to Forticlient. Open a web browser and type novushr.pgcc.edu Type in the username and password. Username and password will be the same as your Owl Link user ID. (Password for the first time is: novushr) Click the login button. After logging in the first time, change your password to match your password for Owl Link. 29 Return to Table of Contents novushr.pgcc.edu

30. Click on the Applications link. Select your department. Select a Status in the My Status Assignment Drop Down box, e.g., in person interview. Type the title of the position in the Requisition Title Box (optional). Click Search. Click the Applicant link to view the applicant’s application. 30 Return to Table of Contents

31. Click on the comments tab to view comments. Use the green pencil to edit comments and the red x to delete comments. 31

32. 32 Before submitting approved applications to the work flow, upload the completed Reference Check Form(s) to each applicant's file for which references were completed.

33. To submit the recommended candidate for hire, click on the workflow tab. Click on the Workflow tab. In the Inside My Department Box, Type a Comment, e.g., Recommend for Hire, etc. Select Approve or Disapprove and then click Submit to continue. 33

34. For Alternates candidates: Click on the Workflow tab. In the Inside My Department box, type a comment,e.g., recommend as second candidate for hire. Click approve. Click submit to continue. 34

35. To approve the candidate submitted for hire, click on the Workflow tab. In the Inside My Department Box, Type a Comment, e.g.,Recommen d for Hire, etc. Select Approve or Disapprove and then click Submit to continue. 35

36. The following 2 slides indicate another way to approve applications to move forward in the application approval workflow. The preferred way is to approve each applicant on the workflow tab. 36

37. Click on Applications. Click on Search to Search for Applications. Check the check boxes to the left of the applicants to approve. Click the Approve Checked Application box to approve the checked applications. 37

38. In the Alert Box, click OK to update these applications. 38 Return to Table of Contents

39. Division Dean Approval 39 Return to Table of Contents

40. Login to Forticlient. Open a web browser and type novushr.pgcc.edu Type in the username and password. Username and password will be the same as your Owl Link user ID. (Password for the first time is: novushr) Click the login button. After logging in the first time, change your password to match your password for Owl Link. 40 Return to Table of Contents novushr.pgcc.edu

41. Click on the applications link. 41 Return to Table of Contents

42. Type title of the position in the “Requisition Title” box (optional). Click Search. 42

43. Click the Applicant link to view the applicant’s application. 43

44. Click on the comments tab to view comments. To add a comment, click on the add new comment and type your comment in the box. In the viewable to drop down box, select an audience, i.e. everyone. Click Add Comment to add the comment. Use the green pencil to edit comments and the red x to delete comments that you created. 44

45. To approve the candidate submitted for hire, click on the Workflow tab. In the Inside My Department Box, Type a Comment, e.g., Recommend for Hire, etc. Select Approve or Disapprove and then click Submit to continue. 45

46. The following 2 slides indicate another way to approve applications to move forward in the application approval workflow. The preferred way is to approve each applicant on the workflow tab. 46

47. Click on Applications. Click on Search to Search for Applications. Check the check boxes to the left of the applicants to approve. Click the Approve Checked Application box to approve the checked applications. 47

48. In the Alert Box, click OK to update these applications. 48 Return to Table of Contents

49. Vice-President Senior Team Approval 49 Return to Table of Contents

50. Login to Forticlient. Open a web browser and type novushr.pgcc.edu Type in the username and password. Username and password will be the same as your Owl Link user ID. (Password for the first time is: novushr) Click the login button. After logging in the first time, change your password to match your password for Owl Link. 50 Return to Table of Contents novushr.pgcc.edu

51. Click on the applications link. 51 Return to Table of Contents

52. Type title of the position in the “Requisition Title” box (optional). Click Search. Click the Applicant link to view the applicant’s application. 52

53. Click on the comments tab to view comments. To add a comment, click on the add new comment and type your comment in the box. In the viewable to drop down box, select an audience, e.g., everyone. Click Add Comment to add the comment. Use the green pencil to edit comments and the red x to delete comments that you created. 53

54. To approve the candidate submitted for hire, click on the Workflow tab. In the Inside My Department Box, Type a Comment, e.g., Recommend for Hire, etc. Select Approve or Disapprove and then click Submit to continue. 54

55. The following 2 slides indicate another way to approve applications to move forward in the application approval workflow. The preferred way is to approve each applicant on the workflow tab. 55

56. Click on Applications. Click on Search to Search for Applications. Check the check boxes to the left of the applicants to approve. Click the Approve Checked Application box to approve the checked applications 56

57. In the Alert Box, click OK to update these applications. 57 Return to Table of Contents

58. Correcting a Disapproved Application 58 Return to Table of Contents

59. Login to Forticlient. Open a web browser and type novushr.pgcc.edu Type in the username and password. Username and password will be the same as your Owl Link user ID. (Password for the first time is: novushr) Click the login button. After logging in the first time, change your password to match your password for Owl Link. 59 Return to Table of Contents novushr.pgcc.edu

60. To correct an incorrectly disapproved application, click on the applications on the left side bar. Enter information to define search results, e.g., requisition title, applicants, names, etc. Click on search to search for applications. 60 Return to Table of Contents

61. 61 Click on the check box to the left of the applicant with a status of rejected. Select inactivate from the dropdown box. Click on Update Checked Application to continue. Alert Box will appear that reads “Are you sure that you want to update these applications”. Click OK.

62. Conduct a search of the inactive applications. Click the box to the left of inactive. Then Click search. 62

63. Click on the check box to the left of the applicant with a status of stopped to activate. Select Activate from the dropdown box. Click on Update Checked Application to continue. Once an application has been activated, the status will be changed to new. Click on the person’s name to open the application file. 63

64. Click on the history tab to see a history of actions including dates, user names, and actions. 64

65. Click on the Workflow Tab In the Inside My Department text box, enter a comment, e.g., submitted to workflow, rejected in error. Click approve. Then click submit to continue. Click exit. 65 The application will need to go through the application approval workflow again. This can be done by Human Resources. Please notify Human Resources for action. Return to Table of Contents

66. Human Resources Approval Finalizing Hiring Request 66 Return to Table of Contents

67. Login to Forticlient. Open a browser and type novushr.pgcc.edu. Login with to Novus HR using your Owl Link login user ID. Password: novushr (First time login in, then change password) Type in your Owl Link username and password. Then click the login button. 67 Return to Table of Contents novushr.pgcc.edu

68. Click on applications link in the left side bar. Change My Status Assignment to Qualified or All Type the title of the position in the Requisition Title Box (optional). Click Search. Click on the approved application. 68 Return to Table of Contents

69. Click on “Submit to Hire”. 69

70. In the Alert box, Click OK to submit the application to hire. Click exit. 70

71. Click on the Hiring Requests Link to view hiring requests. 71

72. Click on Hiring Requests. Click Search. 72

73. Choose Applicant. 73

74. Complete Hiring Form Details Tab. 74

75. Click on the on the Workflow tab. In the Inside My Department Box, Type a Comment, e.g., Hire Date etc. Select Approve or Disapprove and then click Submit to continue. 75

76. Hiring Request goes before HR Officer for approval. HR Officer Approves/Disapproves. The Approved Hiring Request goes back to HR. HR makes the job offer and updates the hiring request. HR approves the hiring request. Hiring request then goes to the department for approval. After the department approves, HR needs to finalize the hiring. 76

77. Click on the Hiring Requests. Click on the Search Button. Then Click on the Applicant Link (The status will appear as hired). 77

78. Click on the Finalize Hiring Tab. Click on the check box to make the position inactive. 78

79. Click on the check box to Close the Position for All Applicants. An alert box will appear and read Are you sure you want to close the Job Posting? Click on the OK button. 79

80. Check the box to the left of the Send Position Closing Notification to Other Applicants to notify applicants by email that the position has closed. Click save and exit to continue. 80 Return to Table of Contents