Electronic Application SYstem (referred to as EASY) Explanation for each field on the requisition.

Electronic Application SYstem

(referred to as EASY)

Explanation for each field on the requisition

Introduction to EASY

PeopleAdmin is the Electronic Application System used by Texas State University to post all staff positions to open recruiting, university wide only and any promotions/transfers. Anything that effects a position within the SAP system must have a requisition in order for it to happen.

POSTING DETAILS TABAudit Request

( complete this section only if requesting an audit of a new or existing position [reclassification])

1. Position Number The position number is located in SAP if it already exists. If requesting a new position, the New Position Data Form (NPDF) must be completed and assigned to requisition

2. Type - Existing New

Type means Existing (has position number already assigned) or New (position does not exist in SAP)

3. Incumbent Who held the position last if existing position

4. Current Title What the Current Title is presently being used

5. FTE FTE – 100%, 50% ( fulltime or part time)

6. Pay Grade # Pay grade assigned to title found in the University Pay Plan

7. Job Code Job code assigned to title found in the University Pay Plan

8. Proposed Title The Title you want the reclassification to change to

Audit section continued

9. Proposed Monthly Salary What you are proposing the salary to be (used to verify within range on University Pay Plan)

10. Cost Center 10.What Cost Center this position will be charged to

11. Fund What Fund this position will be charged to

12. Internal Order * required field – select from drop down box

13. * Department Internal order is only used by Grant position

14. Position Number The position number is located in SAP if it already exists. If requesting a new position, the New Position Data Form (NPDF) must be completed and assigned to requisition

Fill Authorized Vacancy(Review section 04 of UPPS 04.04.03)

Some of the requested information is repetitious if an Audit was being requested.

15. Recruitment Type (drop down box)Open RecruitingUniversity wide RecruitingPromotion/Transfer From Within

Open Recruiting – any one can apply

University Wide Recruiting – current Texas State employees in current position six (6) months, Temporary employees on Texas State payroll, student workers eligible to apply

Promotion/Transfer from within –departmental moves

16. Job Posting Number Computer fills this in when HR posts job

17. * Position Title – (University Pay Plan Title) – for all to see

* Per University Pay Plan with department name after it

18.* Posting Title – (Functional Title) – internal only

* Same as 17 or whatever you internally call the department

19. Job Code Comes from University Pay Plan

20. Pay Plan Base Monthly Salary Comes from University Pay Plan

Filled Authorized Vacancy continued

23. * Job Type (drop down box) Full -TimePart -Time

* Select job type from drop down box.

There are now four duplicate areas as position funding can be split between several cost centers and funds. The FTE will total 100% for full-time and 50% for part-time. You are only required to fill out the total FTE needed. Other fields would be left blank.

24. FTE 1 100%, 75% 50%

25. Cost Ctr #1 Where salary is to be charged

26. Fund Internal Order What Fund to charge salary to

27. FTE 2 27 through 36 are duplicate FTE, Cost Center, Fund Internal Orders to show breakdown of different cost centers to be charged . These are skipped if 24 through 26 are 100% funding.

28. Cost Ctr #2

30. Fund Internal Order


27 through 36 are duplicate FTE, Cost Center, Fund Internal Orders to show breakdown of different cost centers to be charged . These are skipped if 24 through 26 are 100% funding from same cost center and fund.

FTE 3 Cost Center #3 Fund Internal Order FTE 4 Cost Center #4 Fund Internal Order

37. Yes No

Is this a new position? Drop down box

38. If No on 37 name incumbent Last employee to hold position

39. Select department - select from drop down box

Department - drop down box

42. Division – select from drop down box

Division – drop down box

41. Date vacant Last date incumbent worked

42. Date you want person to start Proposed Hire Date

43. Yes No (This guides me to make sure driving

statement is on job posting and qualifying question is on job posting).

Does this position require driving University vehicles? Drop down box


44. * E-Verify – drop down box (Federal contract containing clause 73FR 67704 only)

44.* Yes No ( If Federal contract all employees must be verified for eligibility to work in US per Federal law.) Most of time this is “No”.

45.Does position require post offer pre-placement test for physical skills assessment per Risk Management?

Selected titles are required for (WorkSteps) testing

46.Additional checks to go along with standard criminal history charge.

Place check mark in box if additional checks are to be requested. Additional fees will be charged accordingly. Normally, nothing is checked here.

47.Cost Center & Fund to charge criminal background check

Insert cost center and fund to assist for proper invoicing

48.Does position require pre- employment drug/alcohol testing per university policy?

Yes or no drop down box if Drug and Alcohol testing required for this position

49.Cost Center & Fund to charge drug/alcohol testing fees

Insert cost center and fund to assist for proper invoicing

50. Normal Work Day Monday - Friday

51. Normal Work Hours 8 – 5 or shift work Some title approved to be posted only five (5) work days. All other are ten (10) work days unless Open Until Filled is selected.

Posting and Advertising Instructions

Procedures, Waivers, Promotion/Transfer From Within, Posted Salaries, Days to be posted policy. Some titles are approved for less number of days

Procedures, Waivers, Promotion/Transfer From Within, Posted Salaries, Days to be posted policy UPPS 04.04.03. Some titles are approved for posting 5 days onlyAdministrative Assistant I and IIGrant Clerk and SecretaryGrounds Maintenance Worker I and IIUtility Maintenance Worker I and IIGuard

Custodian

52. Deadline for accepting application (if other than normal posting requirements) or Open Until Filled

Deadline for accepting application (if other than normal posting requirements) or Open Until Filled

53. Salary shown in Single Rate, Salary Range or Rate + commensurate with experience. If no rate wanted it would say Commensurate with experience. Only Unclassified/Exempt can have commensurate with experience.

Salary shown in Single Rate, Salary Range or Rate + commensurate with experience. If no rate wanted it would say Commensurate with experience. Only Unclassified/Exempt can have commensurate with experience.

54. Pay BasisMonthlyHourly

Select from drop down box


Complete the Following If You Desire To Advertise

54. Advertising - drop down box

No ResponseSend Posting to advertisingDo NOT send posting to advertising

55. Indicate Newspaper

Place a check mark in the box in front of the local paper wanting advertising.

56. Please indicate other advertising

sources

Other places not listed you want advertising place in (magazines or membership advertising the department does).

57.Special Advertising Instructions

i.e. Two Sunday’s in a row or the first Sunday two months in a row. Anything out of the ordinary.

58. Cost Center to charge for ads

Give cost center for invoicing purposes

59. Fund to charge for ads

Give Fund for invoicing purposes

60. Internal Order to charge for ads

Grants always have and Internal Order – No one else does


61. Contact Person (In Account Manager’s office for this Requisition

to Fill a Position (RFP) Posting Information

Contact Person’s NameContact Person’s PhoneContact Person’s Email

62. Job Description Brief description of job

63. Additional Information for Applicant

Anything you want them to know up front. i.e. Driver’s license requirement, resume/cover letter attachment required, special hours to work possibility, EEO statement and University System statement (If this is left off job posting, HR will insert it.

64. Duties Duties broken down

65. Required Qualifications Required qualifications directly from the GOJA

66. Preferred Qualifications Preferred Qualification directly from the GOJA

67. Job Open Date HR inserts the date the job opens

68. Job Close Date Open Until Filled

HR inserts date job for system to close at 5:00 pm unless Open Until Filled

69. Application Review Date (Open Until Filled positions. Open Until Filled can only be used for Exempt/Unclassified positions)

HR inserts date review of applications to begin. It is the eleventh (11th) work day. Job cannot be closed before this day should large pool occur.


70. Responsible Hiring Manager – select from drop down box

Hiring Manager (person creating the requisition) not necessarily doing the hiring

71. Job Category – drop down box No ResponseAdmin OfficerExemptNonexempt

72. EEO Code – drop down box A – Executive/Admin/MgmtC – ProfessionalD – Secretarial/ClericalE – Technical/paraprofessionalF – Skilled CraftG – Service/MaintenanceThis comes directly from the University Pay Plan. If it is not done, HR will complete this.

73. Document that are required at time of application Resume Cover Letter Other Document (i.e. License, certifications, Letter of Recommendation) Other Document 2 (i.e.. License, certifications, Letter of Recommendation) Other Document 3 (i.e.. License, certifications, Letter of Recommendation)

Place check mark in box in front of items you want to be able to review for decision factors

74. Document that are required at time of application Resume Cover Letter Other Document (i.e.. License, certifications, Letter of Recommendation) Other Document 2 (i.e.. License, certifications, Letter of Recommendation) Other Document 3 (i.e.. License, certifications, Letter of Recommendation)

These are defaults allowing applicants to attach items. If they are not required you cannot use them in the decision making of the applicants.

DOCUMENTS Tab

The Documents Tab is where all support documents are to be attached prior to going through the approval process.

1. Internal Applicant Log The Internal Applicant Log is required when there is to be a Promotion/Transfer from within the department.

2. GAP Job Description Brief GAP Job Description attached will get job posted, but you must get completed GOJA to HR within 30 days.

3. New Position Data For (NPDF)

NPDF is required for all new positions send in for Audit.

4. Hiring Matrix Hiring Matrix is used to make selection of Recommended For Hire applicant. It shows same standards are used for all applicants in decision making. Does not have to be submitted prior to posting.

5. GOJA If completed GOJA is ready for audit then it is attached here.

6. Organizational Chart Organization Chart showing where this new position fits into the department.

7. Audit Request Justification memo

Justification memo is required to justify addition of position and for the audit.

8. Additional Support Document Extra support documents can be attached here.




12. Criminal History Background Check

Signed Criminal History Background Check form can be attached her or emailed to HR.

Template Level Questionstab

This is a default question for applicant to answer to help HR know where applicants heard about job. It helps show if the advertising the department chooses to do is spending their money wisely.

Hiring Manager does nothing with this tab.

Posting Specific Questionstab

HR adds the question if they are a minimum requirement.

Are you a current Texas State University employee?

Yes or No

Do you have the ability to obtain a Texas drivers license within first 90 days of employment? Yes or No

HR adds questions here that are needed to prevent unqualified applicants from getting to the Hiring Manager based on the job requirements.i.e.. University Wide posting Only, Texas Driver’s License

Pointstab

If the Answer isNo Response or No

the applicant does not meet the minimum requirements for the position and they are automatically disqualified and their application does not make it to the department for review.

If the applicant answers the question YES then the system allows the application to go through to the department. This is then considered falsification of the application and the applicant can be disqualified by the Hiring Manager.

HR places the disqualifying factors in the posting based on the Hiring Manager’s needs.

Screening Committeetab

Anyone that is going to be involved in the decision making of the applicants must be placed on this tab

Click on:Add New Entry

* Screening Committee Member Name* Ethnicity* Sex Age* Required Fields - This shows

Equity & Access the diversity in the decision makers.

Guest Usertab

The Guest User is used for anyone involved in the decision making to view the application, cover letters and resume or any other documents attached to the application.

Click on Activate Guest User

When this is done, the system will create a uniqueUser name for this job and this job only. Each time one is created it is different.

User Name: GU#####.*Password - the Hiring Manager creates.

Anyone on the Selection Committee is given this User Name and Password created and the website: https://jobs.hr.txstate.edu/hr

They can go and review or print all the documents without making changes to the requisition.

https://jobs.hr.txstate.edu/hr

Notes / History tab

This shows you exactly when something was created or passed through to the next approver for approval. This is reviewed by HR when the requisition get to HR to make sure all approvers approved the requisition. If one is skipped the requisition will be sent to the proper person to create the proper approval flow.

Divisional Approval Flow

11 - President 15 - VPSA Hiring Manager Hiring Manager Budget Director Human Resources Budget Vice President

Human Resources

12 - VPIT 16 - VPUA Hiring Manager Hiring Manager Director DirectorVice President Vice President Budget BudgetHuman Resources Human Resources

13 - VPAA 17 - Athletics Hiring Manager Vice President Chair/Dean Budget Faculty Records Human Resources Budget Human Resources

14 - VPFSS Hiring Manager Director (not all)Vice President Budget Human Resources

If Grant account it goes to Grants instead of Budget

VPSA- Review is used for Vice President Selected Applicant approval only

Electronic Application SYstem

(referred to as EASY)

Application Processing

After

Posting of Position

Applicants tab

A second set of tabs is located directly below the original.

Name: The applicants appear in alphabetical order by last name and the first name. Under the name you click on View Application and it opens for you to view/print . Documents. This is the tab the applicants attaches the cover letter, resume, other support documents as required or optional.Verified Veteran Preference: HR verifies if an applicant receives veteran preference or not. If “Yes” is in this column they get it, if “No” they do not get it. This is strictly a tie breaker should your top applicants be tied in score and a decision as to who is to be hired cannot be reached. If one is a Veteran and the other is not, the Veteran is selected.

After the job is posted and applicants begin to apply you will see the first tab in the system is now a new tab Applicants. There is also a tab called Emp History Verification. Per University policy this must be completed on the selected applicant.

Applicants tab continued

Current or Previous TSU Employee:A question on the application completes this column allowing the department to see if they presently or previously worked for the university.

You can double click on this tab and system will sort all yes or no answers together for quick reference as to who has worked at university.

Score: tab is not presently used by our university.

Not used by university

Link to : Shows the history of the applicant applying for the job. i.e. saved, attached documents, process complete

Click on History/Notes and it will show you the history of the applicant working the system.

Date applied: Date applicant applied for job

Status: This is used to move applicants from consideration and to show selected applicant.

All/None: Use to select one or all for changing status by placing a check mark in box.

Second set of tabscontinued

Second set of tabscontinued

All/None continued Once you place the check mark in the boxes, scroll down and click on “change multiple status” and it will let you change all at one time with same reason. i.e. Not hired – low matrix score

The Copy from Pool option is used only by HR for copying all the applicants to your second requisition without posting it.

Temporary Pool Access

GUEST USER INFO FOR TEMP POOLSecretarial/Clerical Pool

Username: GU51350Password: tempsecretarialpool

-- Custodian/Service/Maintenance poolUsername: GU51351Password: tempservicepool

Electronic Application SYstem (referred to as EASY) Explanation for each field on the requisition.

Documents

Transcript of Electronic Application SYstem (referred to as EASY) Explanation for each field on the requisition.