PeopleAdmin Big Picture: Step 2 (Hiring Requisition)
Position Approval Process
Adding a position description to the library
Check your settings
 Initiator (User Role)
 Position Management (Module)
 Position Approvals (Tab): “Faculty & Staff”
1. Click
2. Choose New Position Description
Clone Position

If the new position is similar to an existing position, you may choose to clone an existing position description
(you will have the opportunity to edit the details). Select the appropriate Position Approval from the list (check
radial button), and click
OR
Need to format a list
Create Position from Scratch
or text? Use Textile

Enter new position title and select department (if necessary), click
Markup Language!
For help visit
http://redcloth.org
3. Complete or edit details in the Editing Position Request tabs.


If you have cloned an existing position, most job details will pre-populate, but you must
make necessary additions and edits.
If you are creating a position from scratch, fields will not pre-populate and you must
enter all information about the position.
4. After completing the Editing Position Request tabs, the Position Request Summary
displays all position information.

A green check mark next the heading indicates the section is complete.

An orange exclamation mark next to the heading indicates a required field is missing.
o Click on Edit to enter missing information and Save new information.
5. Once the position request is finalized, on the Summary page, go the dropdown
box and select Submit. In the Take Action box, you may add a comment for the
next approver. If there is more than one Department Head, you must select the
appropriate person in the drop-down box. Click Submit. This will move the posting
into the Approval process:
Department Head
Senior Administrator
Human Resources
Position Approval
PeopleAdmin Big Picture: Step 2 (Hiring Requisition)
Modifying a Position Approval
Edit position description or budget allocation, unseat an employee , change supervisor
Check your settings
 Initiator (User Role)
 Position Management (Module)
 Position Approvals (Tab): “Faculty and Staff”
1. Find position and click on the Position Title
2. On the next screen, click on Modify Position Description
3. Click Start
4. Complete or edit details in the Editing Position Request tabs.

Position Justification is a required field and should indicate…

Department Head
Senior Administrator
Human Resources
Position Approval
PeopleAdmin Big Picture: Step 2 (Hiring Requisition)
Review & Approval
Check your settings:
 Approver Title (User Role)
 Home (Tab)
Pending requests will appear in your Inbox (Postings and Hiring Proposals).
1. Click on the Position Title
2. Review details. There are three tabs with information about the request:
o Summary – A complete overview of the request
o History – A timeline account of the workflow submissions, including comments added by previous users
o Settings – Displays the Division/College and Department names
3. Take Action on Item. Hover over the orange “Take Action…” button for a list of
options. When you choose an action, a dialogue box will display with the option of
adding Comments for permitted users to read.
o
o
Approve. Choose “Approve” and move request to next role
Return to a previous user. If a request requires changes before an approval
will be granted, you may return it to the applicable user with instructions.
Approval Workflow
Department
Head
Senior
Administrator
Initial HR
Review
Budget
Executive
Director of HR
VP Finance &
Admin
Provost
(As Applicable)
PeopleAdmin Big Picture: Step 2 (Hiring Requisition)
Posting a Job
Check your settings
 Initiator (User Role)
 Applicant Tracking (Module)
 Home (Tab)
1.
2.
3.
4.
Click on Create New Faculty & Staff Posting in the “Shortcuts” box
Choose Create from Position Approval in the dialogue box
Locate Position Description, hover over the “Actions” drop-down and choose Create From
On the New Posting screen, select the appropriate “Accepted Applications Forms”
a. Application = Staff Position
b. Faculty Profile = Faculty Position
5. Click
6. Complete details in the Editing Posting screens.
 Hiring Justification: Detail the need for the position
 Position Details: Pre-populated with position information, if details are inaccurate
or missing, changes must be made in Position Management module. Complete
required fields.
 Position Budget Information: Complete all relevant fields
 Reference Letter Feature: Determine if posting will solicit letters
 Supplemental Questions: Select or create questions for applicants to answer
 Documents Needed to Apply: Select application materials
 Posting Documents: Optional upload
 Search Committee: Select users who may view applications for the position
 Ranking Criteria: Tool for Applicant Reviewer/Search Committee to rank
applicants in different stages of hiring process
 Guest User: Request for an unlisted user to gain access to the posting
7. After completing the Editing Posting tabs, the Posting Summary page displays all posting information.
a. A green check mark next the heading indicates the section is complete.
b. An orange exclamation mark next to the heading indicates a required field is missing.
Click on Edit to enter missing information and Save new information.
8. Once posting details are finalized, on the Summary page, go to the dropdown box and select Approved under
Workflow Actions. In the Take Action box, you may add a comment for the next approver. If there is more than one
Department Head, you must select the appropriate person in the drop-down box. Click Submit. This will move the
posting into the Approval workflow:
Department
Head
Senior
Administrator
Human
Resources
Budget
Executive
Director of HR
VP Finance &
Administration
Provost
(As Applicable)
PeopleAdmin Big Picture: Step 2 (Hiring Requisition)
Review & Approval
Check your settings:
 Approver Title (User Role)
 Home (Tab)
Pending requests will appear in your Inbox (Postings and Hiring Proposals).
4. Click on the Position Title
Postings = positions to be approved to be posted.
Hiring Proposals = if an applicant has been identified and the
compensation is over the approved amount.
5. Review details. There are tabs with information about the request. There are three of particular interest:
Summary – A complete overview of the request
History – A timeline account of the workflow submissions, including comments added by previous users
Settings – Displays the Division/College and Department names
6. Take Action on Item. Hover over the orange “Take Action…” button for a list of
options. When you choose an action, a dialogue box will display with the option of
adding Comments for permitted users to read.
o
o
Approve. Choose “Approve” and move request to next role
Return to a previous user. If a request requires changes before an approval
will be granted, you may return it to the applicable user with instructions.
Approval Workflow
Department
Head
Senior
Administrator
Initial HR
Review
Budget
Executive
Director of HR
VP Finance &
Admin
Provost
(As Applicable)
PeopleAdmin Big Picture: Step 2 (Hiring Requisition)
Reviewing Applicants- Applicant Reviewer
Check your settings:  Applicant Reviewer (Current Group)  Applicant Tracking (Module)  Postings (Tab)
1. Select the Posting (open position) by clicking on the Position Title and then clicking on the Applicants tab. Here
you will see a list of those who have applied to the position.
2. To review applications, there are options depending on preference.
Review applicants one-by-one
Review multiple applications in single PDF
Click on applicant’s Last Name to review application, and
then click on the links for their supporting materials
(Resume, Cover Letter) OR click on Generate (then, View)
under the Combined Document column to see all
materials at once (application, cover letter, and resume).
Select applicants by checking the box next to their names,
hover over the Actions drop-down, and select Download
Applications as PDF. You will then have the option to
choose the document types you’d like to include in the
download.
List doesn’t include a column
you need? Select More Search
Options or Advanced and add
it from the Add Column list.
Changing Workflow State for Applicants
To transition an applicant from one workflow status to another
simply click on their
Name to view their application. Click on the Take Action on Job
Application and make the appropriate selection.
All applications start-off in the
Workflow State: Under
Review by Committee. Only
the Applicant Reviewer may
change the Workflow State.
Evaluating Applicants
To evaluate applicants on ranking criteria, click on the applicant and then “Evaluate Applicant”. Evaluative Criteria will
be listed (if any) according to Workflow State (some questions are applicable at resume review stage, while some are
applicable after a candidate has been interviewed). Be sure to click “Save” after making selections and entering
comments.
PeopleAdmin Big Picture: Step 2 (Hiring Requisition)
Reviewing Applicants- Search Committee
Check your settings:  Search Committee Member (User Role)  Applicant Tracking (Module)  Postings (Tab)
3. Select the Posting (open position) by clicking on the Position Title and then clicking on the Applicants tab. Here
you will see a list of those who have applied to the position.
4. To review applications, there are options depending on preference.
Review applicants one-by-one
Review multiple applications in single PDF
Click on applicant’s Last Name to review application, and
then click on the links for their supporting materials
(Resume, Cover Letter) OR click on Generate (then, View)
under the Combined Document column to see all
materials at once (application, cover letter, and resume).
Select applicants by checking the box next to their names,
hover over the Actions drop-down, and select Download
Applications as PDF. You will then have the option to
choose the document types you’d like to include in the
download.
List doesn’t include a column
you need? Select More Search
Options or Advanced and add
it from the Add Column list.
Evaluating Applicants
To evaluate applicants on ranking criteria, click on the applicant and then “Evaluate
Applicant”. Evaluative Criteria will be listed (if any) according to Workflow State
(some questions are applicable at resume review stage, while some are applicable
after a candidate has been interviewed). Be sure to click “Save” after making selections
and entering comments.
All applications start-off in the
Workflow State: Under
Review by Committee. Only
the Applicant Reviewer may
change the Workflow State.
PeopleAdmin Big Picture: Step 2 (Hiring Requisition)
Creating a Hiring Proposal
Check your settings
 Initiator (User Role)
 Applicant Tracking (Module)
 Home (Tab)
9. Click on the desired job
posting from Postings or
your Inbox
10. Choose the Applicants
tab
11. Locate the appropriate Applicant from the list. Click on
Applicant name and make appropriate selection from the
Take Action on Job Application button.
12. To Hire an Applicant:
a. Move to Recommend for Hire option.
b. Select Start Hiring Proposal.
13. On the left of the screen the Selected Position Approval that is linked to the specific posting will be there along with
other postings in the system that could be chosen in an unusual situation.
14. Scroll to the bottom of the page to the blue button: Select Position Approval
PeopleAdmin Big Picture: Step 2 (Hiring Requisition)
Note: Please hit OK for the message referring to the currently seated
employee.
15. Input applicable information in Hiring Proposal.
16. Take Action on Hiring Proposal by sending the proposal to Human Resources.
17. If the Hiring Proposal is over the approved pay for the position, the proposal will need to go through the entire
approval process. The position cannot be offered to the applicant until the approval procoess is complete.
Department
Head
Senior
Administrator
Human
Resources
Budget
Executive
Director of HR
VP Finance &
Administration
Provost
(As Applicable)
PeopleAdmin Big Picture: Step 2 (Hiring Requisition)
PeopleAdmin Big Picture: Step 2 (Hiring Requisition)