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Introduction to Applicant Tracking
Logging into the System
User Groups
Welcome Page
Creating an Undergraduate Student Posting
Creating a Graduate Student Posting
Reviewing Applications
Changing Applicant Status
Creating an Undergraduate Hiring Proposal
Creating a Graduate Hiring Proposal
Assistance
The Applicant Tracking module will serve to:
Post positions
Accept applications
Facilitate the pre-employment process
Hire applicants into positions
Initiate the Onboarding process (New Hire processing)
User groups are determined by each division's Human Resources Liaison (HRL) and Auburn University Human Resources (AUHR).
Access to functions in the system is determined by the user group's scope:
Department Scope - access to individual department(s)
Division Scope - access to all departments in a division
Organization Scope - access to all divisions and departments
User Groups and their scope for Student Module:
Initiator - Department scope
HRL-Student - Division scope
Graduate Admin – Organization scope
Graduate School – Organization scope
Student Employment – Organization scope
Records – Organization scope
1. After logging in, users will be directed to their Home Page.
Home Page Features:
Inbox: Pending postings and hiring proposals for review
Watchlist: Postings and hiring proposals reviewed by users can be added to the user's Watchlist.
Shortcuts: Shortcuts to custom searches for postings and hiring proposals can be created.
2. Click on the Create New Posting button, located on the right side of the page. There are a few options for creating postings:
Create from Position Type: This option will provide a completely blank form to create a posting. – use this option when creating a position for the first time.
Create from Job Description: This option is not available for Student positions.
Create from Posting: This option will allow users to duplicate an existing posting. Keep in mind there will be no existing entries if no position has been posted previously.
4. Complete Position Title then select the appropriate Division and Department and select Create New Posting.
NOTE: Do not uncheck the ‘Accept online applications?’ box. When this box is unchecked no one will be able to complete an application, including direct hires.
5. Complete all required fields on the Posting Details, Advertising & Budget Details and Posting Contacts pages. To progress to each page, use the Next button, or navigate using the sidebar menu.
There will be a number of required fields to complete. These fields will be notated by an asterisk and red outline. The form may not be submitted until these fields are completed.
Direct Hire – This process is used when a department has already identified the candidate they are wanting to hire. Direct Hire postings will be privately posted so only the selected candidate can apply.
Direct Hire postings can remain open to hire multiple individuals.
Recruitment – used when a department needs applications to review. Recruitment postings will either be advertised on the website for applicants to apply or AUHR will add applications from a pooled posting.
Recruitment postings will be closed to ensure departments are receiving an up to date applicant pool.
You can navigate through the pages of the posting form using the sidebar menu or the Next button. You can save your changes by selecting the Save or the Next button on each page of the form.
Recruitment Postings Only: On the page labeled Documents Needed to Apply, users will identify the documents they will require applicants to attach to their applications.
Not Used – no document will be able to be uploaded
Optional – document type is optional but not required to submit application
Required – document type to submit application
Recruitment Postings Only: Guest Users are only for non-users whom will need to be able to review applications (i.e. Supervisors who are not an initiator or HRL).
To create a Guest User, simply click on Create Guest User Account. A username and password will be automatically generated for you. Add email address(es) of recipients needing to review applications to posting and click Update Guest User Recipient List.
Summary Page and Submitting for Review:
6. When users are ready to submit the posting for review, hover over the orange button that says Take Action on Posting.
Initiator View
HRL-Student View
Users who have created postings as an Initiator must send the posting to an HRL-Student user role in order to send the posting to other user roles for review.
7. To transition the posting form to the next reviewer, the HRL-Student user will select the appropriate workflow action from the dropdown list by hovering over the Take Action on Posting button. When the confirmation box appears, select Submit.
If the posting was successfully transitioned, the following banner will appear at the top of the screen.
Direct Hire Postings: Once Student Employment transitions the Posting to ‘Open, Not Posted’, the department will receive an email with a direct link to the posting. The department will provide a link to the direct hire so they are able to complete an application.
Recruitment Postings: Once Student Employment transitions the Posting to ‘Posted’, the position will be posted on the website for students to apply. Once a student completes an application, the application will automatically be ‘Forwarded to Department’.
All Graduate Assistant, Graduate Research Assistant, and Graduate Teaching Assistant postings are required to utilize the templates created by the Graduate School.
4. Edit the Position Title for your department and then select the appropriate Division and Department and select Create New Posting.
Posting Types – Select Recruitment Type:
NOTE: Review the posting carefully and ensure all fields are edited that contain ‘Please Complete’.
Recruitment Postings Only: Guest Users are only for non-users whom will need to be able to review applications (i.e. Supervisors who are not an initiator or HRL). To create a Guest User, simply click on Create Guest User Account. A username and password will be automatically generated for you. Add email address(es) of recipients needing to review applications to posting and click Update Guest User Recipient.
HRL - Student View
It is important to know that the system is only able to give one user group the ability to change application statuses. This user group is Initiator. If an HR Liaison user needs to change application statuses, they must change their user group to Initiator.
To change user roles, navigate the top of the screen and use the dropdown menu to change the user group to Initiator.
Users whose primary user group is Initiator will not need to take any action in order to have the ability to change application statuses.
On the selected application, hover over the Take Action On Job Application button and choose the appropriate application status.
To change multiple application statuses at once, select the check boxes next to each applicant's name and hover over the Actions button and select Move in Workflow.
A hiring proposal form serves as the mechanism that hires a candidate into a position. It's a form that will be updated as pre-employment steps are completed. A hiring proposal may be created by an Initiator or HRL-Student user and will follow a predetermined workflow.
The Initiator creates the Hiring Proposal and transitions to ‘HRL-Student’ for review.
The HRL-Student user reviews and submits back to Initiator.
The Initiator sends the offer letter in PeopleAdmin
The Candidate signs the offer letter in PeopleAdmin.
Initiator sends hiring the proposal to Records for final review. (The Onboarding Center creates the Onboarding Event and assigns the Student New Hire Checklist.)
Records finalizes the hiring proposal.
3. Select the Applicants tab.
To create a hiring proposal, the applicant status must be at the workflow state of Recommend for Hire from the posting.
7. Most information will copy over from the application and posting, scroll to the bottom to view and complete required fields under Hiring Proposal Information.
To progress to each page, use the Save & Continue button, or navigate using the sidebar menu.
Budget Details will copy over from the posting; you do not need to visit this tab unless you need to edit the FOAP provided on the posting.
There are no required Documents on the Documents tab for Undergraduate Hiring Proposal; visiting this tab is not necessary.
Summary Page and Submitting for Review
8. When users are ready to submit the posting for review, hover over the orange button that says Take Action on Hiring Proposal.
9. To transition the posting form to the next reviewer, the Initiator or HRL-Student user will select the appropriate workflow action from the dropdown list. When the confirmation box appears, select Submit.
Onboarding Events are initiated by the Onboarding Center once the hiring proposal is in the workflow state of ‘Records’. All new hire processing will be handled in the Onboarding module of PeopleAdmin and by the Onboarding Center. Departments do not need to have new hires complete paperwork – this process is now electronic. To learn more about the Onboarding module, visit aub.ie/pa7.
Graduate Hiring Proposal Workflow
1. The Initiator creates the hiring proposal and submits to Background Check.
The Background Check workflow state sends an email trigger to the candidate with instructions to complete a background check.
2. Once the Initiator has verified a completed background, the Initiator sends the hiring proposal to the HRL/Dean for review.
The Department uploads the signed Position Description required for all GA positions.
The Department uploads the Teaching Assistant Certification of Eligibility for Employment (required for all International GTA positions).
3. The HRL-Student user will review and submit to Graduate School Admin for review.
4. Graduate School Admin reviews the hiring proposal for accuracy and then submits it to the Graduate School for approval.
5. The Graduate School approves and sends it to Records for final review.
The Onboarding Center creates an Onboarding Event and assigns the Graduate Checklist.
6. Records reviews and finalizes the hiring proposal.
3. Select the Applicants.
7. Most information will copy over from the application and posting. Scroll to the bottom to view and complete required fields under Hiring Proposal Information.
Required Documents
GA and GTA Graduate positions require certain documents to be uploaded.
GA positions require a signed Position Description.
International GTA positions require a Teaching Assistant Certification of Eligibility for Employment.
On the Documents tab, hover over Actions by the appropriate document name and click on Upload New.
Name your documents, complete a description (optional), choose your file and click on Submit.
Once you successfully upload a document, the document name will appear under the name column for that appropriate document type.
The last page of the posting form is the Summary page. This will provide users with a one page view of all pages of the posting form. Ensure each section has a green check mark; this means the section is complete. An orange exclamation marks signifies that the page has required fields that must be completed.
Onboarding Events are initiated by the Onboarding Center once the hiring proposal is in the workflow state of ‘Records’. All new hire processing will be handled in the Onboarding module of PeopleAdmin and by the Onboarding Center. Departments do not need to have new hires complete paperwork; this process is now electronic. To learn more about the Onboarding module, visit aub.ie/pa7.
For questions or help using the system, please contact Student Employment or the Graduate School using the contact information below.
Please visit our Project PeopleAdmin website at aub.ie/pa7 for additional resources and to access the PeopleAdmin Helpdesk to report system issues to our team.
Graduate SchoolJulie Reecereeceju@auburn.edu(334) 844-2125
