Revised March 2013

Student Employment On-Campus Postings

Missouri State University

Applicant Tracking System

Office of Human Resources June 2011

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Postings

Sign On 3 Creating a New Posting 3 Posting Details 5 Applicant Documents 5 Supplemental Questions 6 Guest User Account 7 Summary 8

Screening Applicants

Sign On 10 Screening Applicants 10 Closing/Requesting Posting to be Filled 12 Student Employment Clearance Forms 12 Glossary 13

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Missouri State University Applicant Tracking System Student Employment On-Campus Postings

To Sign On to Training Site To Sign On to Production Site (Used for training purposes only) (Used for posting positions on the “live” site) https://missouristate-training.peopleadmin.com/hr https://jobs.missouristate.edu/hr

Please note: This manual is intended to be a reference guide for users creating a Student Posting. This manual does not provide a step-by-step explanation of the posting procedures. If you would like additional, detailed information regarding creating a Student Posting on the applicant tracking system, you can register for training using My Learning Connection and select Applicant Tracking System – Student Employment Training. Your username and password will be assigned to you by Human Resources after your employee training

session. If you have forgotten your username and password, please contact Human Resources.

On the upper right hand side of the screen, your name should appear and you should select

“department user.” If department user is not available, contact Human Resources. Refresh.

Creating a New Posting

Select Postings tab. Select “Student.”

Select orange button “Create new Posting.”

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Select “create from position type” in pop-up box.

When creating posting from an existing posting, the user who originally created the posting only can

create from that original posting.

Complete fields on page.

Keep check mark on “accept online applications.”

Please leave special offline application instructions box blank.

Select orange “create new posting” button.

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Posting Details

Complete job posting page. Information typed into the Description of Primary Duties box will appear on

the applicant portal page for applicants to view. This information should accurately describe the

required duties of the position to inform the applicant about the position.

Select your name in the department user box and/or anyone who will move applicants through the

hiring process.

*NOTE: All users will need to attend a training session before receiving a username and password.

Their name may appear in the Department User box, but they cannot access the system without a

username and password.

Open date: This should be a future date to allow Student Employment to review the posting and activate

the position on the applicant portal.

Close date: This is the date the position will no longer be viewable on the applicant portal.

These dates could be adjusted by Student Employment

Applicant Documents

Only select “include” on any documents that you want the applicant to provide. DO NOT select

“required.” If the applicant does not provide the “required” documents, their application cannot be

submitted.

*If a department decides to require documents for the application process, both the Included

and Required boxes need to be selected.

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Supplemental Questions

Select orange “add a question” button.

In category section, select “student employment” from the drop-down list.

Select boxes next to desired question or questions. Click submit at bottom of page.

Select “required” box on each supplemental question.

Additionally, click on the highlighted blue question to determine if there are predefined answers to the

questions. The system can assist the hiring department when screening applicants if the disqualifying

feature is selected.

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Individualized supplemental questions may be created but will be pending until approved by the Office

of Student Employment.

*NOTE: Supplemental questions should be regarding requirements for the position and not work

history or interview questions.

Guest User Account

Only full-time University employees have an account in the Applicant Tracking System. Guest user

accounts can be created for individuals who do not have an account with the system (i.e. Graduate

Assistants, student workers, etc.). Guest user accounts will allow individuals or full-time employees in

other Cost Centers to view applications only. They will have no authority to move applicants through the

hiring process. Guest user account is assigned per each posting.

To add a guest user, type email address into box and select “Update Guest User Recipient List”

Username and password are automatically

generated by the system.

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Summary

Review posting on Summary screen for accuracy.

If the details of the posting are correct, the summary page will contain all blue check marks.

If something is incorrect within the posting, there will be an exclamation point error notice on the

summary page.

Select the “edit” link to return to the posting and make the correction.

The specific error will appear in the title bar.

After corrections are made and saved, the summary page should contain all blue check marks.

Select orange “take action on posting” button. Move to Student Employment.

Student Employment will review and approve the posting details and supplemental questions prior to

activating the posting. The position will post on the open date, and will be viewable on the applicant

portal. Students will be able to select the position on the applicant portal and submit their application.

Please pay attention to the top of your screen when you move the job to Student Employment. You will

get a green bar when it has been submitted successfully. If it has been submitted, the owner will change

to “Student Employment” as well.

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Student Employment Screening Applicants

Office of Human Resources

Important Note:

Once a posting has been moved to “Posted” by Student Employment you should not make any changes to the posting unless you contact Student Employment. No changes will be truly updated until Student Employment activates them in the system.

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Student Employment On-Campus Screening Applicants

To Sign On to Training Site To Sign On to Production Site (Used for training purposes only) (Used for posting positions on the “live” site) https://missouristate-training.peopleadmin.com/hr https://jobs.missouristate.edu/hr

If you have created a position on the Training site, log on to the training site to work on that

position

Your username and password will be provided to you by Human Resources when you attend the

Applicant Tracking training session.

On the upper right hand side of the screen, your name should appear and you should select

“department user.” If department user is not available, contact Human Resources.

Select Postings tab. Select “Student.”

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Select desired position title under Student Postings.

To view all applicants associated with this job title, select the “applicants” tab.

Screening Applicants

Select applicant’s name to view the application. Workflow State (External) is information the applicant

will see on the applicant portal.

Select orange “take action on job application” button to move applicants through the workflow.

For each applicant, options include:

Select “selected for interview” to interview the candidate.

Select “not hired” and provide reason for not pursuing candidate.

Select “hired” and provide reason to hire the candidate.

(The text box can be enlarged by

dragging the corner to view all reasons.)

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Closing Posting

Posting will automatically close on the close date.

If the posting needs to be closed prior to

the close date, open the position posting and

select “posting closed” by selecting the orange

“take action on posting” button.

Once a hiring decision has been made,

under the “take action on posting” option, select

“request to be filled.” The posting will need to be

inactivated in order for the applicants to be

notified by the system.

If a department needs to move a position to filled without hiring an employee, please contact

the Office of Student Employment.

Student Employment Clearance Forms

Departments will need to continue completing employment forms and student clearance forms

as previously instructed.

If you have questions, contact Student Employment 417-836-5627 or see the Springfield

Campus Student Employment website: http://www.missouristate.edu/StudentEmp/.

For questions about the West Plains Campus Student Employment, contact Alyssa Collins at 417-255-

7265.

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Glossary

Applicant portal Applicants’ access point to the Applicant Tracking System; the web page applicants visit to apply for jobs at your institution. Applicant Tracking System (ATS) The system that automates the processes of creating, approving, and posting job vacancies, as well as reviewing, selecting, and notifying applicants. Approval process The sequence of steps a posting or requisition goes through to get approved for advertisement, along with the employees who interact with the requisition along the way. Cancelled When a position is cancelled, it is no longer viewable on the site and applications can no longer be submitted. Cancelled may be used when a mistake is made in the Draft Posting and the posting needs to be removed, or when no applicant is hired for the posting. Closed When a posting is in the closed state, it is no longer viewable on the site and applications can no longer be submitted. Departmental scope Access to all postings associated with a single department. Filled When a posting is moved to the filled state, the applicants can view that the position has been filled on the Applicant Portal. Those applicants who were not hired or whom the system determined not qualified will receive an email notification. Permission A user type’s ability to access (view and/or edit) an object in the system; ex. a user who creates a job posting has permission to view and edit that posting.

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Personal scope Access to only those postings a user has been assigned. Scope A user type's collection of permissions; ex. personal, departmental, university. University scope Access to all postings at the University. User portal (HR Portal) Your employees’ access point to your Applicant Tracking System, the web page they visit to create and approve job postings and review applications. User type A role that can be assigned to individual users in the Applicant Tracking System, ex.Hiring Manager. Every user has a user type. Web portal An access point to information on the Internet or online software. Workflow A predefined sequence of tasks, the completion of which results in a predictable, desirable outcome; ex. the sequence of events a job posting follows in order to get approved for posting.