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Applicant Tracking System User Guide
The Applicant Tracking System streamlines the process by which you request classifications and/or postings of new, vacant or encumbered positions. It allows you to submit the required forms and obtain all the necessary approvals, even from the budget office, electronically. You are able to monitor the progress of you requests online.
Accessing The System
Access our easy-to-use system through the Applicant Tracking Online System link. You may choose to bookmark this link or access it through out Online Tools page.
Sign-In
Sign in using your individual NetID and password. Users are required to use their own NetID to use this system. The system will confirm your successful login. Upon successful login you will be brought to the screen that enables you to create new requests for A/P/S and COLT positions. This screen also provides you with a summary of your requests and allows you to view general information; such as status, assigned human resources representative and other pertinent data.
Requesting Postings And Classifications
There are three types of requests:
- Filling a vacancy - This is not a new position, has the same title, pay range/grade, and job functions.
- Create a new position - This is creating a new position.
- Reclassifying an existing position - This is not a new position, and at least one of the following is not the same: title, pay range/grade, job function.
If you need to make changes or have questions, please call the HR Representative that is assigned to your case.
System Overview
To Begin
Select the "Create/New" button from the screen. The system will automatically assign a case number to your request. Click here to view screenshot
Step 1
Select type of request form three of the following options: Vacancy, New Classification or Reclassification. Click here to view screenshot
Step 2
Enter required data fields. These will be identified by asterisks (*) on the screen. You will need to provide the following required attachments: a completed Classification and Recruitment Form (CARF), organization chart, and any other relevant documents.
Please note: COLT job vacancies do not require any attachments. Click here to view screenshot
Step 3
Enter budget information for the line that this position will be placed on. Click here to view screenshot
To Finish
You will need to identify the authorities who are responsible for approving/reviewing this request. These individuals are usually Deans, Department Heads, Chairs, Directors, etc. The selected authorities will automatically be notified via email. Click here to view screenshot
Once you have reviewed the details of your request, send it to University Human Resources by clicking on the "Send to HR" button.
Please note: Once you have sent it to UHR, no changes can be made to your request on-line. Click here to view screenshot
| Glossary Of Terms |
Authorities:
Budget information: Account number, position number, and funding percent of position line. Classification and Recruitment Form: Captures the key responsibilities and other relevant information about the position under review to determine its appropriate classification and grade/range. Classification: To determine the appropriate grade/range and title for all positions through a review of the duties and responsibilities. Comments Box: This feature allows you to make notes regarding the case. Incumbent: Employee presently holding a position. Internal Placement: Placement of an employee into a new or vacant position. Job Class Code: A unique number that identifies a specific job classification. Organization: Unit submitting the request. Posting: Announcement of a new or vacant position available for recruitment. |
