1. Entering New Employees (Without Vacancy Permit)
Entering new employees focuses on how to enter staff into HRMS. Applications which were sent to the LEAs through the HRMS Application System can be searched in HRMS. Applications are transferred to LEAs twice a day. The New Hire Without Vacancy Permit option allows you to add staff to HRMS, bypassing the Vacancy Permit process. Staff can be added whether or not they have completed an online application.

2. Learning Objectives School Jobs Application System Search Applications
HRMS Help
Search Applications
Search Applicants by Name/SSN
Search Applicants by Vacancy
Search Applicants (Advanced)
New Hire Without Vacancy Permit
Hire New Employee Form
Basic Information
Name, Address and Phone
Emergency Contacts
Demographics
Contracts
Other
Substitute Profile Form

3. Search Applications HRMS Home Page
User Roles: Principal/Hiring Agent, Applicant Viewer, Applicant Screener, Applicant Entry, Position Editor, System Administrator
Let’s look at the Search Applications option.

4. Search Applications
Click Search Applications under Applicants on the HRMS Home Page.

5. Search Applications
The Search Applications feature provides three ways to find applications submitted from the School Jobs Application System:
•Search Applicants by Name/SSN*
•Search Applicants by Vacancy*
•Search Applicants (Advanced Search)
The Search Applications feature provides three ways to find applications submitted from the School Jobs Application System:
•Search Applicants by Name/SSN*
•Search Applicants by Vacancy*
•Search Applicants (Advanced Search)
We will not go into detail regarding Searching Applications. Searching Applications is covered in another training webinar.

6. Search Applicants by Name/SSN
Search Applications
Search Applicants by Name/SSN
Search Applicants by Name/SSN
Actions available:
View App
License Data
Eligibility
Local Forms

7. Search Applicants by Vacancy
Search Applications
Search Applicants by Vacancy
Search Applicants by Vacancy

8. Search Applicants by Vacancy
Search Applications
Search Applicants by Vacancy
Search Applicants by Vacancy
Actions available:
View App
License Data
Eligibility
Local Forms

9. Search Applicants (Advanced Search)
Search Applications
Search Applicants (Advanced Search)
Search Applicants (Advanced Search)
Top portion of the advanced search form.
Enter desired search criteria
For this example we’re using modified on or after 1/15/2008
Application type “Licensed”

10. Search Applicants (Advanced Search)
Search Applications
Search Applicants (Advanced Search)
Search Applicants (Advanced Search)
Bottom portion of the advanced search form.
Enter desired search criteria
Click Search

11. Search Applicants (Advanced Search)
Search Applications
Search Applicants (Advanced Search)
Once you click search you will receive search results and will have the same actions available:
View App
License Data
Eligibility
Local Forms

12. New Hire Without Vacancy Permit
HRMS Home Page
Accessed via Employees Page under Staffing
User Roles: Employee Hire, Staff Action, HR Staff Action Officer, System Administrator
New Hire without Vacancy Permit is accessed from the Employees Menu on the HRMS Home Page under Employees Page. Once on the Employees Page menu, select New Hire Without Vacancy Permit under Staffing.

14. New Hire Without Vacancy Permit

15. New Hire Without Vacancy Permit
Once you select New Hire Without Vacancy Permit, the Hire New Employee Form will appear.
Enter SSN:
Select Type of Employment:
Licensed, Classified, Substitute or Bus Driver
Type of employment tells the system which application to pull from if applicant has more than one application.
Click Submit

16. New Hire Without Vacancy Permit
Once you click submit, the main part of the Hire New Employee Form appears.
First part of the form includes Basic Information and Name, Address, and Phone Information.
Enter appropriate information. Red * asterisks indicate required fields.

17. New Hire Without Vacancy Permit
Once you click submit, the main part of the Hire New Employee Form appears.
First part of the form includes Basic Information and Name, Address, and Phone Information.
Enter appropriate information. Red * asterisks indicate required fields.

18. New Hire Without Vacancy Permit
Next section of the form includes Emergency Contacts, Demographics and Contract information.
Enter appropriate information. Red * asterisks indicate required fields.

19. New Hire Without Vacancy Permit
The last section of the form includes Other information.
Enter appropriate information. Red * asterisks indicate required fields.
Review the information entered on the form and if satisfied, Click Submit

20. Substitute Profile
There are 2 ways to reach the Substitute Profile form.
One way is to first go to the Employees Menu and select Employee Page, find the employee using the search selection criteria, and then click on the "Edit Substitute Profile" link on the Employee Demographics form.
There are 2 ways to reach the Substitute Profile form.
The most common way is to first go to the Employees Menu and select Employee Page, find the employee using the search selection criteria, and then click on the "Edit Substitute Profile" link on the Employee Demographics form.

21. Substitute Profile
The other way is to first go to the Employee Page under Employees Menu, then select Update Substitutes under the Staffing menu, and then find the employee using the search selection criteria.
The other way is to first go to the Employee Page under Employees Menu, then select Update Substitutes under the Staffing menu, and then find the employee using the search selection criteria.

22. Substitute Profile Adding Substitute Profile
Enter appropriate information. Red * asterisks indicate required fields.
Once completed, Click Add

23. Substitute Profile Editing Substitute Profile
To edit a Substitute Profile you must scroll to the section Existing Substitute Profiles for....and click on the Subject of the Profile.
The Substitute Profile page populates with the information for the selected profile.
Update information as needed and click Update.

24. Substitute Profile Removing Substitute Profile
To remove a Substitute Profile you must first check the Remove Subject box, then click on the Remove button.
If you are removing the last Substitute Profile for an employee, you will be prompted to change the Employee's status as appropriate.

25. Substitute Profile Helpful Substitute Web Reports:
Web Report Substitutes By Subject
The purpose of this report is to provide a list of LEA substitutes by subject. In order to generate a list by subject, enter a subject first letter, word, or part of the word in the substitutes subject field; otherwise leave the field blank to generate a list of all substitutes. Then click on Submit. The results will be sorted by substitute subject and then by site (if a site is entered for the individual).
Web Reports
Accessed via the HRMS Home Page under Reporting
Web Report Substitutes By Subject

26. Substitute Profile Web Report 000125 - Substitute Error Report
The purpose of this report is to provide a list of LEA substitutes that may potentially have incomplete or inaccurate substitute data. Below is a list of possible errors.
Substitute Emp Status and No Sub Profile - The Employment Status indicates a substitute, but there is not a substitute profile for the person.
Sub Code = Y or B and No Sub Profile - The Substitute indicator is Y'es or B'oth, but there is not a substitute profile for the person.
Sub Code = N and Sub Profile Exists - The Substitute indicator is N'o, but a substitute profile exists.
No Sites selected on Sub Profile - No sites have been selected for the substitute profile.
Non-Standard Grade on Sub Profile - Grades entered on the substitute profile are in error.
No Valid Phone Number - There is not a valid phone number in the employee demographics for the substitute.
Web Reports
Accessed via the HRMS Home Page under Reporting
Web Report Substitute Error Report

27. Summary School Jobs Application System HRMS Help Search Applications
Search Applicants by Name/SSN
Search Applicants by Vacancy
Search Applicants (Advanced Search)
New Hire Without Vacancy Permit
Hire New Employee Form
Basic Information
Name, Address and Phone
Emergency Contacts
Demographics
Contracts
Other
Substitute Profile Form

28. QUESTIONS
This concludes the Entering New Employees webinar. Please let me know if you have any questions.

29. HRMS Support Contact Information
HRMS Help Desk: (919) 807-HELP Kit Arndt, HRMS Support, (919) , HRMS Communication Site:
HRMS Support Contact Information