1. OneUSG Connect Train-the-Trainer
Instructor Name

2. Learning Outcomes
Participants will be able to create job openings in the Careers Module
Participants will gain an understanding of applicant dispositions
Participants will be able to status applicants in HCM
Participants will be able to complete and submit the job offers

3. Careers: Manager Classroom Training
Careers Fundamentals

4. What’s Changing (Most Everything)

5. What is the Careers Module?
The Careers Module is an applicant tracking system (ATS) within OneUSG Connect
This is replacing your current ATS for position management and job postings

6. Careers Module Functions
Create and Manage Job Openings
Manage Applicant Information
Manage Job Postings
Screen Applicants
Manage Applicant Interviews Schedule
Manage Interview Evaluations
Manage Job Offers

7. Careers: Manager Classroom Training
Creating Job Openings

9. Job Opening Prerequisites
Position Management
Positions must have been created and funded prior to creating a job opening
Any modifications to existing Position Data (vacated positions) must be completed prior to creating a job opening

10. Job Openings
Job Openings are personnel searches to fill vacant or soon-to-be vacant positions.
Job Openings include the following components:
Job Details
Questionnaire
Job Posting
Hiring Team

11. Create a Job Opening
To create a job opening, managers must login to OneUSG Connect and enter Manager Self Service.
Click on the “Create Job Opening” tile
If managers are missing this tile, they will need to contact Human Resources.
Alternative Navigation
Navigator>Recruiting>Create Job Opening

12. Primary Job Opening Information
Job Opening Type
Standard Requisition is the default value and cannot be changed by managers
Standard Requisitions are job openings attached to a specific position number
Note: Certain fields are greyed out and managers will not be able to interact with them.

13. Primary Job Opening Information
Job Opening Type
Continuous Job Openings do not require position numbers
Do not require approvals
For example, these may be ongoing job pools
Only HR can create Continuous Job Openings
Note: Certain fields are greyed out and managers will not be able to interact with them.

14. Primary Job Opening Information
Business Unit
Users default business unit (institution) will appear
Position Number
Enter the position number that you are creating the job opening to fill.
Consult HR or Budget Office if you are unsure of the correct position number U
Note: Certain fields are greyed out and managers will not be able to interact with them.

15. Note
Users must restart the job opening creation process, if the wrong position number is chosen.

16. Primary Job Opening Information
Recruiting Location
Select the appropriate campus
Note: Certain fields are greyed out and managers will not be able to interact with them.

17. Primary Job Opening Information
Job Posting Title
If a valid position number was entered, the position title will populate in this field
Manager may change the title if necessary
Note: Certain fields are greyed out and managers will not be able to interact with them.

18. Primary Job Opening Information
Once you have complete the Primary Job Opening Information page, click on

19. Navigate Job Openings using these tabs
Navigation
Note: Position-specific details are shown in the banner at the top of the page
Navigate Job Openings using these tabs
Use the “Save as Draft” button to save work as you progress through the job posting

20. Job Details Openings to fill
If you will be filling a finite number of vacancies, then select Limited Number of Openings
If you do not have pre-determined number of vacancies, select Unlimited Number of Openings

21. Job Details Target Openings Available Openings
Use the Target Openings field to indicate how many people can be hired for this job opening
 Available Openings
The Available Openings field populates with data from the Target Openings field
As applicants are hired, the system adjusts the number of available openings to show how many spots are still open

22. Job Details Status Code This will always be draft
Once the job opening has been approved, the status code will be “Open”

23. Job Details Status Reason Select the reason for filling the vacancy
Here are the list of reasons:
Job Posting Reopened
New Position
Position Vacated
Temporary Assignment

24. Job Details Desired Start Date (Optional)
What is the anticipated start date for this employee(s)
Employees Being Replaced (Optional)
You may enter or search for the employee being replaced

25. Job Details
Once you have completed the Job Details tab, click on the Questionnaire Tab

26. Questionnaire Screening Questions
These are questions posed to applicants on job applications
Answers to these questions can be used to determine their eligibility for positions

27. Questionnaire Screening Questions
A standard set of questions will appear on all job openings
Managers may add additional, existing screening questions by clicking on the button

28. Questionnaire Screening Questions
Institutions may create a standard set of questions
Add a question set using the button
Only Human Resources can create question sets

29. Screening Online Screening
In effect as applicants apply to job openings.
Questions slated for online screening can disqualify applicants from your search and place them in “Reject” list.
Online screening applies this requirement instantly
No opportunity for a human to review screening results before applying them.
Manual Screening
occurs once the applicant pool has been established and the job posting is closed.
Recruiters will manually run a process to rank applicants based on their answers to selected questions.

30. Only Human Resources can create new screening questions.
Note
Only Human Resources can create new screening questions.

31. Questionnaire
Once you have completed the Questionnaire tab, click on the Job Posting Tab

32. Job Posting
Job Postings are the advertisements that candidates view before applying to positions

33. Job Postings Postings exposed to the world-wide web
External Postings
Internal Postings
Postings exposed to the world-wide web
Candidates can be from anywhere
USG Employees outside of the institution will apply as external candidates
Only current institution employees can apply

34. Job Posting
Start by clicking on the button

35. Job Posting Advertised Title Field Name
Visibility: Internal, External, or both
Add an additional field
Remove current field
Once you have verified that the correct posting title is displayed, selected a field name, and selected visibility, add field text to be displayed.

36. Job Posting Description Types
These are the fields displayed on a job posting

37. Job Posting Description Types (Job Posting Fields) Field Description
Example
Job Summary
This is a brief description of the position.
The CHRO position will provide vision, leadership, management, and strategic planning for inclusion initiatives, and guide work toward the assessment…
Required Qualifications
What qualifications are required for successful candidates? This may include educational & experiential job requirements. If a candidate does not meet these qualifications, then they may not be hired
This position requires a bachelors degree in a related field.
Preferred Qualifications
Preferred, on the surface, means, “it would also be nice if you had these.”
Ideal candidates will have a masters in Business Management or a related field.
Proposed Salary
What is the base pay for this position?
This position will receive a compensation of $50, annually.
Responsibilities
What is this position responsible for?
Responsibilities for this position include: using current and appropriate admissions policy and procedures to determine eligibility for acceptance to the University…

38. Job Posting Description Types (Job Posting Fields) Field Description
Example
Required Documents to Attach
What documents must an applicant attach for their application to be reviewed?
Successful candidates will attach a curriculum vitae and statement of interest.
Optional Documents to Attach
What documents are applicants encouraged to attach, but not required so to do?
Candidates may submit their course schedule for hiring manager review.
Apply Before Date
Priority application review date
Applications received by February 1, 2018…
About Us
This is a brief statement about the institution or campus to attract applicants.
Located in historic Milledgeville, GA, Georgia College combines the educational experience expected at esteemed private liberal
Equal Employment Opportunity Statement
This is the institutional EEO statement.
It is the policy of Valdosta State University to employ people of the highest quality available based on ability, experience…

39. Job Posting Visibility Each field must be marked
as one of the following:
External
Field viewable only to outside candidates
Internal
Field viewable to only internal candidates
Internal and External
Field viewable to both outside and internal candidates

40. Job Postings Posting Destinations
Select the appropriate job board(s) to house advertisements and length of time to be posted
Each institution will have unique posting destinations
Most postings will be both internal and external

41. Job Posting
Click the button to see how the posting will appear to applicants

42. Job Posting
Finished with the Posting?
Click on the [OK] button to move forward with the process

43. Job Posting
Once you have completed the Job Posting, click on “Hiring Team” to proceed further.

44. Hiring Teams consist of:
Recruiters
Hiring Managers
Search Committee Members

45. Hiring Team Recruiters
Who in Human Resources should be responsible for sheparding this job opening?

46. Hiring Manager- REQUIRED
Hiring Team
Hiring Manager- REQUIRED
Select the hiring manager(s) for the position
Selected hiring managers will have access to the job postings using the Open Jobs tile

47. Hiring Team Search Committee
Who will need access to review applications?
Not Required

48. Save and Submit
Once you have completed all sections of a job opening, click on the button to submit the job opening for approval

49. Approvals
Each institution has created determined approval paths for transactions submitted in HCM
Once the Job Opening has been approved, it will be posted

50. Careers: Manager Classroom Training
Managing Applicants

51. Once jobs have been posted, applicants may submit applications
Hiring Managers, Search Committee Members, and Recruiters (HR) will have access to review applications
Only Hiring Managers and HR may transition applicants
Subject to Open Records

52. Transition Applicants
Applied
Reviewed
Interview
Offer
Hired
Reject
Sarah Schoonover
Ben Watson
Jim Smith
Derick Moore
Sue Allen
Elizabeth Dandridge
Sandra Bailey

53. Transition Applicants
The banner above all applicants shows applicant dispositions and the number of candidates in each state

54. Applied
This is the initial status for applicants
If an applicant applies and fails online screening, then they will be moved to the “Reject”

55. Applicants should be moved to review before they are rejected.
Best Practice
Applicants should be moved to review before they are rejected.

56. Reviewed Predecessor: Successors:
When an candidate has been reviewed by the hiring manager or recruiter, they should be transitioned to “Reviewed”
Predecessor:
Applied
Successors:
Interview

57. Interview
When a candidate is asked to participate in either a phone or onsite interview, move them to the “Interview” state
Predecessors:
Reviewed
Successor:
Offer
Reject

58. Schedule Interview

59. Schedule Interview Interview Schedule
Provide date, start time, and end time of the interview

60. Schedule Interview Interview Type Campus/Onsite Phone Skype/Web-based
Interview conducted onsite
Phone
Interview conducted via telephone
Skype/Web-based
Interview conducted through the internet

61. Interview Notification
Notify Applicant
Checking this box will notify the applicant when the interview is scheduled
Notify Interview Team
This will notify all interviewers/search committee members listed below

62. Search Committee and Interviewers
List all participants in the interview
This will remain on the job opening

63. Venue Venues (not required)
Select the appropriate recruiting location from the list of venues
The institution address will populate in the location field
Data entered into the location field will be sent to applicants, if the notify applicants box is checked

64. Interview
Once the interview information has been entered, use the button to proceed.

65. Reject
Applicants not selected for the position should be marked as rejected. The system will reject all applicants if not statused at the time of selected candidates Hire row being added.

66. Print Applications
Managers can click on the print icon to generate .pdf documents
Managers cannot print applications in bulk

67. Group Actions
Group Actions allow managers to transition multiple candidates in a single action
Managers can perform the following group actions:
Reviewed
Reject

68. Careers: Manager Classroom Training
Job Offer

69. Job Offer
Managers and HR Practitioners should prepare job offers once they have selected a candidate for hire. Note: Candidates must be placed in an interview state before managers can extend a job offer

70. Job Offer

71. Job Offer Position Number Hiring Manager Recruiter Reason
Which position will the candidate be hired into?
Hiring Manager
Not Required
Recruiter
Reason
This will always be “N/A”

72. Job Offer
Base Pay
The is the salary offered to the potential employees
The offer amount should match the appropriate pay frequency

73. Job Offer Pay Group Employee Type Frequency A Monthly Staff Annual N
Non-Paid Affiliate
Hourly C
Temporary Staff P
Part-Time Faculty F
10-mo. Faculty S
Summer Faculty G
Graduate Asst. T
Student Assistant H
Biweekly Staff W
Work-Study J
10-mo. Biweekly Staff Y
12-mo. Faculty

74. Job Offer Relocation Expenses Optional
These are often one-time payments offered to new employees

75. Job Offer Offer Date Start Date
This is the day that the offer was initiated
Start Date
When would you like this employee to start?
This will flow into the offer letter

76. Job Offer Offer Expiration Date Notify Applicant
When will the job offer expire?
Notify Applicant
Do not check this box until the offer has been approved

77. Job Offer
Select the appropriate offer letter
The letter will not be sent until the offer has been approved

78. Note
If users do not select an offer letter before submitting, they can only upload letters

79. Job Offer Save as Draft Edit Offer
Clicking “Save as Draft” will save the offer letter so that you can return to complete at a later time
Edit Offer
Click the edit offer button to add attachments or alter any data

80. Job Offer Offer Attachments
Managers may attach any supplemental offer materials
Before adding attachments, they must first [save as draft]
May include:
I-9
Personnel Packet
Campus Map

81. Job Offer Submit for Approval
Once all information has been added for the offer, it can be submitted for approval

82. Job Offer
Each institution has created determined approval paths for transactions submitted in HCM
Once the Job Offer has been approved, managers may generate offer Letters

83. Careers: Manager Classroom Training
Summary

84. Participants will be able to create job openings in the Careers Module
Learning Outcomes
Participants will be able to create job openings in the Careers Module
Participants will gain an understanding of applicant dispositions
Participants will be able to complete and submit the job offers

85. Q&A
Any questions?

86. Thank you for attending!
Careers: Manager Classroom Training