The instructions below will walk the user through creating a Posting for recruitment in PeopleAdmin.
Unit Identification:
Division and Department fields prepopulate from the prior page. Select the applicable Job Location, Department Org Number, and Check Distribution from the drop down menu. Contact your units HR Liaison if you do not know which codes apply to your posting.
Position Information:
Job Title prepopulates from the prior page. Complete the required fields.
Departmental Users with Access: Oiph1b, Monique Meadows, Jeremy Jarrell, Mikenna Babbs, and Danny Emmett must always be listed; other unit personnel are optional if they need to be able to review candidates. NOTE: These are not search committee members.
Account Distribution: Use this field to indicate the amount budgeted and the corresponding FOAP for this position. At least one entry is required. The Background Check FOAP is required and may be different than the budgeted FOAP.
Position Summary Information:
The qualifications for the position should not be so broad that few specifics are provided on which to base selection or elimination of candidates nor so restrictive that few will apply or qualify.
Job Description Summary: Please describe what will be expected of the faculty member in terms of instruction, research, outreach, service, or any other responsibilities. These could include specific courses to be taught, course load, research expectations, specific outreach activities, advising, departmental service, supervision, administrative responsibilities, etc. Include the type of appointment (9- or 12-month, tenure track or non-tenure track, any term limits that may apply, full- or part-time, etc).
Minimum Qualifications: When determining the minimum qualifications, all candidates who meet the minimum qualifications must be considered for the position, and any candidate who does not meet all of the minimum qualifications must be eliminated from consideration for the position.
Desired Qualifications: Desired qualifications cannot be used to eliminate candidates from further consideration during the initial review process. Desired qualification can be used to differentiate between otherwise equally qualified candidates in selecting candidates for interview and in choosing the candidate recommended for the position.
Special Instructions to Applicants: Please use this field to tell your candidates how to apply, what materials to upload with their application, on what date applications will be reviewed, who to contact with any questions about the position, etc.
Posting Detail Information:
Open Date and Close Date: Only use these fields if you want the posting opened and closed on a specified date. Otherwise, check Open Until Filled.
Open Until Filled: (Recommended) If checked, the posting will remain open to candidates until manually Closed/Removed from Web.
The Pass Message, Fail Message, and EEO Statement are automatically populated.
Quick Link: Insert this link in any ads to be placed online and in printed media or to be posted at conferences, and samples of all letters to be sent to individuals, educational institutions, and professional organizations.
Recruitment Plan:
All activities to be pursued during the recruitment process are to be indicated in this section. Periodically, Auburn University will contract with Job Listing Websites to automatically post vacancies. Those venues should be added to the Recruitment Plan section along with other discipline-specific advertising venues.
Copies of all ads to be placed online and in printed media or to be posted at conferences, and samples of all letters to be sent to individuals, educational institutions, and professional organizations must be attached in the internal documents section of the posting in PeopleAdmin. The posting in PeopleAdmin, along with the associated Recruitment Plan, will be reviewed and approved through the normal electronic approval process. Should AA/EEO require clarification on any portion of the position announcement or how and where the position will be advertised, contact will be made through the Provost's Office to the HR Liaison. When AA/EEO has approved the recruitment plan and position announcement(s), the approved position announcement will be scanned and uploaded into the internal documents section of the posting.
When you have completed all required fields, click save / save & continue buttons.
Supplemental Questions are individual screening questions that can be used to qualify/disqualify candidates, or rank candidates based upon a score. The shown questions are required by default any others you may add are optional.
You may choose additional supplemental questions in this section. If you are not adding any Screening Questions you may proceed by clicking the save / save & continue buttons.
To add a Supplemental Question to the Posting, click on the Add a Question button. A list of approved questions will appear. Select the question you want to add by selecting the add box next to the question and then by clicking on the Submit button at the bottom of the page.
After you click on the Submit button the screen will appear and will include all questions you would like the candidates to answer. Answers can be required by placing a check mark in the box under the word required. If a candidate does not answer a required question, that individual will not be able to complete the application process.
f you do not find an applicable sample question from the list, you may create a question from scratch by clicking on the Add a new one link at the bottom of the screen and follow the prompts.
Note: Do not create a question until you have completed the first step as noted above to avoid duplicate questions.
Utilize this section to indicate the documents that you need the candidate to attach in order to evaluate their qualifications for the position.
Documents can be made optional for attachment by the candidate by selecting Optional next to the document type. Documents can be made mandatory to complete the application process by selecting Required.
Please ensure that the required documents are listed in the Special Instructions to the Applicants section of the posting. Please include at least one ‘Other Documentation’ as an Optional document so that the candidate can attach additional information if they choose.
After selecting the appropriate documents, click save / save & continue buttons.
Utilize this section to upload any of the following:
NOTE: These documents are not visible to the candidates. Candidate materials (CV, transcripts, cover letter, etc) and hiring documents (draft offer letter, initial appointment report, etc) should be uploaded on the Hiring Proposal, not on the Posting.
Note: The system converts files to pdf format. It is advisable to view your documents after attaching to make sure they are still legible.
To upload a document, select the Action link to the right of the Document Type and select how you’d like to upload the document:
You have three options for attaching your document(s).
Once your document is uploaded, you may view or remove your attached document by clicking on the Actions link next to the document. Select the Show link to view your document. To remove an attached document, click on the Unassign link then select OK. You may only unassign if you were the one who attached them.
When you have finished adding documents for this posting, click save / save & continue buttons.
Guest User accounts are used by individuals who need to have read-only access to the posting. This is not for search committee members.
Guest Users are only able to view the posting(s) and the associated candidates to which they are assigned. They are not permitted to take action on any of the candidates. When the posting is filled, the guest user name and password are automatically deactivated.
To set up a guest user account select the Guest User tab and click the Create a Guest User Account link.
The system automatically assigns a User Name for this Posting (which will be gu####). You may use the password provided or you may enter a new password, which must be between 6 and 20 characters. If you enter your own password, click on the Update Password button.
Enter the email addresses of the guest users in the box as shown above. This will allow the system to automatically notify these guest users of the username and password they should use to access the system. Once all of the email addresses have been added, click on the Update Guest User Recipient List to notify the guest users.
After completing this page, click save / save & continue buttons.
Utilize this section to set specifications on any references you want candidates to submit as part of their application. Candidates that reach a specified workflow state - Request Reference - (set upon posting creation in the Settings tab of the posting) will have their submitted references emailed, requesting these references provide a recommendation on the candidate.
Require Applicants to submit contact information for references for this position? Default is YES. This option can only be changed with approval from the Provost’s Office.
Minimum Number of References: Three (3) are recommended; the number of references the candidate will be required to supply should be included in the Special Instructions to Applicants section of the posting.
Maximum Number of References: Three (3) are recommended; if this number varies from the Minimum Number of References, the candidate’s workflow status will not automatically update to References Received.
Last Day a Reference provider can submit a recommendation: Recommended to Leave Blank
Provider Special Instructions: (Optional) Please use this box to elaborate on any in specific skills or experiences the referee may be able to address.
After completing this page, click save / save & continue buttons.
The system allows an employee who serves on search committees to log in with their user name and password and view all searches that they are assigned instead of using a specific guest user for each search.
To add individuals to the search committee, select Add Existing User. Make sure the box beside “Display search committee user group members only” is unchecked. If this box is checked, you won’t search all user accounts.
Search for the employee by name. Select Add Member to add them to the search committee.
If a student (undergrad or grad) or person external to Auburn is on a search committee that they will not pull in from existing users – you must create a new account for those individuals. (see Appendix)
Please remind Search Committee members - when reviewing candidates for the position, VIEW ONLY and do not click on any links to request references.
After completing this page, click save / save & continue buttons.
Please contact the Provost’s Office if you would like to use Ranking Criteria.
After completing this page, click save / save & continue buttons.
After completing the posting or by clicking on Summary the system will take you to a summary page where you can move the posting through the approval process. Utilize this section to review all the information submitted for this posting. If changes need to be made select the Pencil Icon (representing Edit Posting Details) and you will be taken back to that section in the posting.
When the posting is ready to be sent to the next approval level, place your cursor over the Take Action On Posting button at the top right side of the page. Based on your security level, options will appear.
The recommended workflow is as follows: Hiring Manager > Dept Head or HR Liaison > HR Liaison or Dept Head > Dean or HR Liaison > Provost > Affirmative Action > Approved to Post/Open
To transition the posting to the next reviewer, select the appropriate user role from the drop down list. When the confirmation box appears, add any necessary Comments (Optional) and click Submit.
If you have not answered a required question in the posting the following error message will appear at the top of your screen.
Select the Pencil Icon (representing Edit Posting Details) and you will be taken back to the posting.
When this process is complete, go to the summary page to submit the posting to the next level for approval as described above.
When the workflow status of your posting is Approved to Post/Open, department, dean, AA/EEO and the Provost’s Offices have reviewed and approved the posting. This workflow status authorizes the search committee to proceed with the previously identified recruitment strategy and placement of the position announcement in venues indicated in the recruitment plan. The appropriate individual may then place the approved announcements in the selected venues.
Creating a new user – students, graduate students or individuals external to Auburn University
From the Search Committee section of the Posting, select Create New User Account.
Complete the prompts in the New Search Committee Member window and click Add Member to Search Committee button.
New Search Committee Members will first log into the system using their Auburn user name and the password as password. They can update this information once they are logged into the system.
Click “add member to search committee” and the employee will be added to Search Committee Members. Users will receive an email once their account has been approved by the Provost’s Office. Select Action to the right of the employee name to indicate the search committee chair or to remove the employee from the search committee.
