Start the slide show by clicking on the "Slide Show" option in the below menu or

1
Online Training for Hiring Supervisors RHIT
Office of Human Resources July 2013
Start the slide show by clicking on the "Slide
Show" option in the below menu or hit the F5
Key.
2
Online Recruiting System
Hiring Supervisor Presentation
This presentation will take about 20 minutes.
Click on your mouse to go to the next slide OR
click on the green box at the bottom of each
page. To go back a slide, click on the gray
box.
3

• Helpful Hints about the Online Users website
• Do not use your browser's "Back", "Forward" or
  "Refresh" buttons to navigate the site. This may
  cause unexpected results, including loss of data
  or being logged out of the system. Please use the
  navigational buttons within the site.
• To protect the security of your data, the system
  will log you out if it detects no activity for 60
  minutes. This will cause ALL the data you entered
  during that session to be lost. Please do not
  leave your computer for more than 60 minutes
  while completing the posting process (unless
  required data is entered and you have saved).
• Bookmark the Users Website
• https//jobs.rose-hulman.edu/hr
• Now, Youre Ready To Begin The Tutorial!

4
Please Note Human Resources will post all open
positions. Please contact the Director of Human
Resources to discuss posting details. The
department must provide a current job description
to be used for the posting process.
5
Type Kerberos Login here
Click on the RHIT Workflow link to see the
posting approval process.
6
Current Group
Navigation Bar
This page is designed to help you keep track of
the actions required by you or your department.
You will perform actions by clicking on the links
in the left navigation bar. Notice, under
Welcome (with your name), it shows the current
group you are working in this is for anyone
having multiple user authority, such as someone
who is a Hiring Supervisor and a Department Head,
Area Vice President, Budget, Sponsored Programs
or Human Resources approver.
7
Current Group
In this instance, my current group is Human
Resources.
8
Change User Type

• User types in our system are Departmental
  Support, Hiring Supervisors, Department Heads,
  Area Vice Presidents, Finance VP CAO,
  President, Budget, Human Resources, and Sponsored
  Programs.
• If your Department is filling a position, you may
  log in as Departmental Support or as a Hiring
  Supervisor. You will have access to check the
  status of posting(s) in the approval process. As
  departmental support you may print off applicant
  documents or as Hiring Supervisor you may review
  applicants to your posting. You will want to
  check on the Welcome page to ensure your Current
  Group is Departmental Support or Hiring
  Supervisor.

9

• If you are approving positions for your
• Department or areas of control, then you
• will want to ensure your current user type
• is Department Head, Area Vice
• President, Budget, Sponsored Programs,
• Finance VP and CAO, President, or
• Human Resources.

10
Verify Your Current Group. In this instance it
is Hiring Supervisor if you need to be an
approver and not a Hiring Supervisor then click
on Change User Type.
11
Click on radio button next to user type. Click
Change Group.
12
Check again to see that you are in the correct
group.
13
When you click on Pending Postings you will see
posting(s) in the approval process.
14
When you click on Historical postings you will be
able to view past positions that are now filled
or canceled (as long as you created them
initially).
15
When you have an Active Posting, it will show on
the Welcome screen. Click on View under the
title.
16
After moving from the Posting Details screen, you
may preview how your position will appear to
applicants by clicking on Job Posting Preview.
The Affirmative Action Information screen is used
for recruitment sources to reach diverse
applicant pools.
17
While much of the advertising is determined by HR
to meet Affirmative Action Guidelines, additional
ads may be placed by the department. If the
department places an ad, HR must be notified with
the ad information for the Affirmative Action
Plan.
18
This screen is used for adding Search Committee
members. Click on Add New Entry.
19
The system allows us to add questions as part of
the application process. If you would like to
have all applicants answer questions related to
the position they are applying for, you can
submit these to HR to add to the application
process.
Type your question in the text box and then
20
If you have a Search Committee, please notify HR
that you need a Guest User Account setup. HR
will activate the account and provide the
committee with login information.
21
As a Hiring Supervisor, you may enter comments on
this screen for the next approver in line.
Comments can be edited, but to do so, the posting
would have to be returned to the Hiring
Supervisor. Note, comments are not to be made
with regard to applicants.
22
Do not use this page for notes. Notes are not
editable and cannot be removed. You will see how
the position has moved through the approval
process. From this page click on Preview Posting
or Continue to Next Page.
23
Click on Printer Friendly Version scroll down
to review all posting information. You can still
make edits (click Edit at top of page). If
satisfied, you may save or submit to Sponsored
Programs (grants), Next Level, or Area Vice
President to get the posting in the approval
process. Click the radio button you want , then
click Continue.
24
You must click Confirm to save or submit your
posting. Nearly every process in the Applicant
Tracking System requires clicking the Confirm
tab.
25
Viewing Applications and Other Applicant
Documents
26
When there are multiple applicants, data can be
sorted (ascending or descending order) by
clicking on the arrow in a column.
27
To view applicant documents, click on View
Faculty App or click on any of the links listed
under Documents. The documents will load in pdf
format.
28
The application and other attached documents can
be printed by right clicking and selecting print.
29
Since applicant documents will be in pdf format,
if you do not have Adobe Acrobat Reader
installed, you must click and install this FREE
version.
30
The resume/vitae, cover letter and/or other
submitted documentation will appear in a separate
window.
31
Every applicant has an active status that shows
where they are in the hiring process. During the
process you should notify HR, who will change
their status using the applicant status flow on
the following screen.
Hiring Manager Review
Under Review
32


Applicant Pool Approved for Affirmative Action
Hiring Manager Review
Affirmative Action Pool Review
Interviewed
Interview Pending
Remaining applicants changed to Not Hired
Recommended for Hire
Hired
Information Sent (turndown)
Human Resources
Hiring Manager
This is the current applicant status flow.
33
Click on box

Multiple applicant statuses can be changed by
checking their box under All/None and then
clicking on Change Multiple Applicant Statuses.
Same with viewing multiple applications or
documents.
34
The Status menu contains the Statuses you may
move an applicant to.
35
Once candidates have been identified for the
interviewing process, provide HR with a list of
applicants to be interviewed. HR will change
their status in the system first to Affirmative
Action Pool Review. Following a review of the
candidate pool, HR will update their status to
Applicant Pool Approved for Affirmative Action.
At the time Faculty applicants have been approved
you may contact them to schedule interviews. At
the time staff applicants have been approved HR
will contact them to schedule interviews. After
interviewing contact HR who will change status to
Interviewed.
36
All status changes are recorded in the applicant
History/Notes under Date Applied and the date.
Click on History/Notes.
37
All actions taken by the applicant or others,
including status changes are recorded here. You
may also add notes to the applicants
History/Notes. For instance, if the applicant
contacted you and indicated they wanted to
withdraw from consideration you could type a note
here, and then click Add Notes.
38
When a candidate has been selected, contact the
Director of Human Resources to discuss the
details of the hiring proposal. The Director of
Human Resources will update the status to
recommend for hire and complete the hiring
proposal process.
39
Once an offer has been extended to the selected
candidate, HR will update their application
status to hired. HR will then update the
status of the other applicants based on their
application.
40
You have completed the session for People Admins
Applicant Tracking System. Should you encounter
any difficulties with the processes or the
system, please contact Dawn Blankenbeker at
8245 or Kim Miller at 8176 for assistance.