User Group Definitions
User group or role refers to the level of access that you are granted within the system. Depending on your EIS status, some users will have multiple roles. Additional roles can be granted as needed.
| User Groups/Roles | Scope | Purpose |
|---|---|---|
| Applicant Reviewer | Personal | The Applicant Reviewer is assigned to the posting. This role dispositions applicants and moves them through the hiring process from application completed to recommended for hire status. All other user roles must switch to Applicant Reviewer to perform above actions. |
| Dean | Department | A Dean is the head of a college or school. This role approves actions, can modify position descriptions, and can create posting requests. It has the same characteristics of Initiator role. |
| Department Head | Department | A Department Head is the Dept. ID holder for their area. This role approves actions, can modify/approve position descriptions, and can create posting requests. It has the same characteristics of Initiator role. |
| Initiator | Department | Creates postings and submits them through workflow for approval. Can modify/approve position descriptions. This role can start the hiring proposal and submit for approval. |
| Search Committee Member | Personal | Has the ability to view candidates within any position to which they are assigned. The Search Committee Chair can move applicants through the workflow, but still need to be assigned the Applicant Reviewer role. |
| Supervisor | Personal | The Supervisor has the ability to create posts and modify/approve position descriptions. The Supervisor is also the approver of the posting if completed by Initiator. Also has the ability to start hiring proposals. Same characteristics of Initiator role. |
*Scope of Department allows access across the entire Department and Personal indicates only the scope for which you are authorized
Navigation
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PeopleAdmin utilizes Single Sign On Authentication. Access the PeopleAdmin system via my.untsystem.edu, click the link to the PeopleAdmin system and log in using your EUID and password. |
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To switch from one module to another you will click the three dots at the top left hand corner of the screen and then select the appropriate module. Each module is color coded: Blue – Applicant Tracking Orange – Position Management |
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Your user group (user role) determines what actions you can perform. Many individuals will fit into several different user groups and will have to click the drop down arrow at the top right side of the screen to switch from one to the other. |
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The home page presents you with your inbox, this shows a list of all your postings, position request (pending approval) as well as hiring proposals. This allows you to quickly get to any of your active listings. |
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Using the More Search Options button allows you narrow your search parameters. |
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You have the option of saving frequently used searches. This allows faster access to future searches. |
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The Take Action On Posting link allows you to take action on the item, whether you are in Position Management or Applicant Tracking, the way to submit an item for approval is to hover over this button and make a selection. The available options will be based on the process being carried out. |
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After selecting a Take Action item, a comments window will pop up allowing you to add notes for the next approver, example an alert to the approver that you are reclassifying a position. Be mindful that this information is public and can be viewed by others, not just the approver. |
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All comments will be displayed under the History tab of any position or position request. Notes can also be added by selecting the history tab, entering the information in the text box and clicking the add note button. |
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The system gives you the option of viewing postings the way an applicant would see them and allows you to view printer friendly versions that can be added to files. The Add to Watch List link allows you to quickly find any posting that is on your watch list. |
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The Watch List can be found on the home screen below the Inbox and will display all items that you are currently watching. |
Useful Definitions
- Classification Description – General expectations of the job that represents the basis for which a position description is derived. This includes the minimum qualifications, representative tasks, expected knowledge skills and attitudes along with a summary of the classification.
- Position Description – Outlines the work to be performed in a specific position, includes the position overview, supervisory responsibilities and the specific job duties.
- Hiring Proposal – A form that has all the relevant information necessary to hire an employee. This includes salary, job info, etc. This data will be exported into EIS.
- Dispositioning Candidates – Refers to the process of changing the status of an applicant. As a candidate is moved through the workflow, their status must be changed to indicate what stage they are in (example, under review, interview, not hired or recommended for hire).
- Disposition Codes – This refers to the different reasons why an applicant is no longer under consideration (example, not hired due to less applicable experience).