untitled test 122311_demo
Slide 1 - Slide 1
Slide notes
Welcome to OJS Upgrade Training: Posting a Position
Page 1 of 29
Friday, January 13, 2012
untitled test 122311_demo
Friday, January 13, 2012
Slide 2 - Slide 2
Slide notes
Once you log into the system, you will be routed to the online recruitment system homepage. There you
will notice a variety of functions. First is the inbox, where you are able to view postings, requests for
offers, and actions.
Under the watch list section, you are able to access Tagged postings, tagged RFOs, and tagged
actions. Please note, that you will have the chance when posting the position to determine if the
posting is on the watch list. It will automatically be checked. If you do not wish to have the posting on
the watch list, you will need to uncheck it.
Coming soon under the ‘My Links’ section: training; glossary; Compliance checklist; CHRI; links to the
Immigration site, HR site, and HR Forms; and Offer letters.
Page 2 of 29
untitled test 122311_demo
Friday, January 13, 2012
Slide 3 - Slide 3
Slide notes
Posting a Position. Click on the ‘Create New Staff Posting’ link under shortcuts to create a new position.
Page 3 of 29
untitled test 122311_demo
Friday, January 13, 2012
Slide 4 - Slide 4
Slide notes
The following field will populate. Click on the ‘Create from Template’ link to begin a new posting.
Page 4 of 29
untitled test 122311_demo
Friday, January 13, 2012
Slide 5 - Slide 5
Slide notes
Once on the Create from Template page, you can search for a position by either typing in the position #
in the search field or by scrolling down the screen to find the position number.
Only Requestors have this capability.
In the template, use position number from PeopleSoft. The position needs to be created in PeopleSoft
first with a current effective date. Please note that positions with future effective dates will not be
created in OJS until the effective date. It takes 24-48 hours for OJS to pull from PeopleSoft.
Page 5 of 29
untitled test 122311_demo
Slide 6 - Slide 6
Slide notes
Click the ‘Create Posting from this Template’ link to continue.
Page 6 of 29
Friday, January 13, 2012
untitled test 122311_demo
Friday, January 13, 2012
Slide 7 - Slide 7
Slide notes
You are now routed to the New Posting page. Job title and division will automatically generate.
Department will also automatically populate; however, you have the ability to update/change the
department from the drop-down menu if it is incorrect. Please note that you will only have access to
your departments.
Page 7 of 29
untitled test 122311_demo
Friday, January 13, 2012
Slide 8 - Slide 8
Slide notes
Under Accepted Application Forms, the box next to Internal Application will automatically be checked. If
you also want to receive External Applications, check the box next to the name.
Click the Create New Posting button to continue. Click Cancel to stop operation.
Page 8 of 29
untitled test 122311_demo
Friday, January 13, 2012
Slide 9 - Slide 9
Slide notes
You are now routed to the Posting Details section.
The posting menu is located on the left navigational menu, and will allow you to transition between
different pages. If you navigate the menu using this method, you will need to click the Save button on
the current page before clicking on the name of the next page you wish to go to. Additionally, you can
click the next button to go to the next page.
Page 9 of 29
untitled test 122311_demo
Friday, January 13, 2012
Slide 10 - Slide 10
Slide notes
Position Information is the first section under the Posting Details page. Fill out all fields. If there is an *,
that means that the field is mandatory.
Department Contact is a drop-down menu you can select from. Type in the Direct Hiring Manager and
when entering the Direct Hiring Manager's phone number, you must enter the 10 digit number. Type in
the Direct Hiring Manager Email Address. Select the Employment Representative from the drop downmenu.
Page 10 of 29
untitled test 122311_demo
Friday, January 13, 2012
Slide 11 - Slide 11
Slide notes
Under the Position Summary Information section, review the Duties/Responsibilities and Minimum
Qualifications fields.
For the additional posting information, select the responses from the drop-down menu for Security
Sensitive Position, Security Sensitive Reason (if applicable) and Retirement Program.
Page 11 of 29
untitled test 122311_demo
Friday, January 13, 2012
Slide 12 - Slide 12
Slide notes
The Posting Detail Information is the last section. Enter the applicable information in the text fields and
check whether you want the position to remain open until filled.
Click the 'Save' button to save entries made. Click the 'Next' button or scroll to the top and select the
next section from the left navigational menu to continue.
Page 12 of 29
untitled test 122311_demo
Friday, January 13, 2012
Slide 13 - Slide 13
Slide notes
The Posting Approval Request is the next page when editing a posting and is the same format as the
older system. Answer the questions by using the drop-down menus and entering in the appropriate
information in the text fields/boxes.
Page 13 of 29
untitled test 122311_demo
Friday, January 13, 2012
Slide 14 - Slide 14
Slide notes
Once you have finished entering in the information for the Posting Approval Request page, Click the
'Save' button to save entries made. You have the option to go back to the prior page by clicking the
button labeled 'Prev'. To continue to the next page, click the 'Next' button or scroll to the top left
navigational menu and select the next section.
Page 14 of 29
untitled test 122311_demo
Friday, January 13, 2012
Slide 15 - Slide 15
Slide notes
Supplemental Questions is the next page. To create a supplemental question, click the 'Add a Question'
button.
Page 15 of 29
untitled test 122311_demo
Friday, January 13, 2012
Slide 16 - Slide 16
Slide notes
You will be routed to the Available Supplemental Questions page. First, search to see if your question
already exists. You can search by category or by all. If you find a question, you can check the box next
to it to select it. Click the Submit button to add your supplemental question.
Click cancel to stop operation and go back to prior screen.
Page 16 of 29
untitled test 122311_demo
Friday, January 13, 2012
Slide 17 - Slide 17
Slide notes
Once you have selected the supplemental question, it will populate on the main page as you can see
below. You have the ability to change order, indicate whether you want it required or not, as well as
having the option to remove/delete the question. Additionally, you can still add more questions by
clicking the 'Add a Question' button.
Click the 'Save' button to save entries made.
Page 17 of 29
untitled test 122311_demo
Friday, January 13, 2012
Slide 18 - Slide 18
Slide notes
If you do not see your question, you can add a New Supplemental Question by clicking on the 'Add a
new one' link.
Page 18 of 29
untitled test 122311_demo
Friday, January 13, 2012
Slide 19 - Slide 19
Slide notes
The Add a Question page will populate and you are able to enter a title/name for the question as an
easy reference for the next time you wish to utilize this question. Additionally, you are able to select a
category to search for it by. Type your question in the designated text box.
Under the Possible Answers section, you have the option to select if it is open ended. That is, where the
applicant has to write a response.
Page 19 of 29
untitled test 122311_demo
Friday, January 13, 2012
Slide 20 - Slide 20
Slide notes
If the question is close ended, then you can select the predefined answers option. A new section will
generate in which you can add the answer(s).
Click the submit button to add your new question. Click cancel to stop operation and return to the prior
screen.
Page 20 of 29
untitled test 122311_demo
Friday, January 13, 2012
Slide 21 - Slide 21
Slide notes
The next page is the Applicants Documents. When an applicant applies, you have access to allow them
and require them to submit documents. If you wish to grant them access to submit a document, you will
need to click the included box next to the document. If you wish to require the document, you will need
to click the included as well as required box- this will give them a place to upload the document as well
as not let them submit their application without the document. If you select “other Document,” please
make sure you reference what the other document is in the posting details. You can also change the
order of the documents by changing the numbers under the order column.
Page 21 of 29
untitled test 122311_demo
Friday, January 13, 2012
Slide 22 - Slide 22
Slide notes
Guest User is the next page. If you are posting a position where a committee or a hiring manager would
like to view the posting without access to OJS, you can create guest user accounts. To create the
account, click “Create Guest User Account."
Page 22 of 29
untitled test 122311_demo
Friday, January 13, 2012
Slide 23 - Slide 23
Slide notes
The user name and password will be automatically generated. You have the ability to change the
password by typing in a new password and clicking “update password.”
To notify the users utilizing the guest user accounts, enter the email addresses and click on update
guest user recipient list- this will generate an email with the user name and password for the posting.
Page 23 of 29
untitled test 122311_demo
Friday, January 13, 2012
Slide 24 - Slide 24
Slide notes
For Search Committees, you can add members by searching for them or creating an account.
Page 24 of 29
untitled test 122311_demo
Friday, January 13, 2012
Slide 25 - Slide 25
Slide notes
Ranking Criteria is the next page. The department can define the ranking criteria by selecting Add a
Criterion.
Page 25 of 29
untitled test 122311_demo
Friday, January 13, 2012
Slide 26 - Slide 26
Slide notes
You can search for criteria using the category or keyword function or create new criteria by clicking on
the 'Add a new one' link.
Page 26 of 29
untitled test 122311_demo
Friday, January 13, 2012
Slide 27 - Slide 27
Slide notes
Review the posting under the summary tab. If there is something that is incomplete, an orange ! will be
displayed by the tab that is missing the information.The section will need to be edited and information
will need to be updated to complete the section.
Page 27 of 29
untitled test 122311_demo
Slide 28 - Slide 28
Slide notes
If the section is complete, there will be a blue check mark.
Page 28 of 29
Friday, January 13, 2012
untitled test 122311_demo
Friday, January 13, 2012
Slide 29 - Slide 29
Slide notes
When the posting is complete, click on the Take Action on Posting tab and submit it to the next level.
The approval levels will still be the same: Requester, Department, College/Division, Executive, and
Employment.
Page 29 of 29