Page 1 PeopleAdmin Search Committee & Search Chair Guide Update 5/8/17
Contents Login Information ................................................................................................................................................. 2
Your Web Browser ........................................................................................................................................... 2
Security of Applicant Data ................................................................................................................................ 2
Introduction & Home Page ................................................................................................................................... 3
Applicant Review .................................................................................................................................................. 5
Section 1. Viewing Requisition & Applicants .................................................................................................... 5
Section 2. Screening Criteria (Supplemental Questions) ................................................................................. 8
Section 3. Evaluating Applicants .................................................................................................................... 10
Section 4. Create Document PDF per Applicant ............................................................................................ 11
Search Committee Chair ..................................................................................................................................... 12
How to View Applicant(s) Evaluative Criteria Score .............................................................................. 12
Moving Applicants in the Workflow ...................................................................................................... 13
Changing the Status of Multiple Applicants .......................................................................................... 14
Adding Supporting Documents ............................................................................................................. 15
Notifying Hiring Manger of Finalists ...................................................................................................... 16
Recruitment Workflow (Search Process) ............................................................................................................ 16
Page 2 PeopleAdmin Search Committee & Search Chair Guide Update 5/8/17
Login Information
To access PeopleAdmin, you will need your University SacLink username and password. You should
see the secure login screen below.
Your Web Browser PeopleAdmin SelectSuite® supports the following browsers:
Chrome (self-updating)
Firefox versions currently supported by the vendor
Internet Explorer version 9 and later
Safari versions currently supported by the vendor
When an issue arises with a supported browser version, contact Employment Services at 916-278-6326 and ask for the PeopleAdmin Administrative Support. The site requires you to have Adobe Acrobat Reader installed. If Adobe Acrobat Reader is unavailable, navigate to https://csus.service-now.com/service/help and submit an IRT Service Ticket.
Security of Applicant Data To ensure the security of the data provided by applicants, the system will automatically log you out after 40 minutes if it detects no activity. However, anytime you leave your computer we strongly recommend that you save any work in progress and log out of the system by clicking on the logout link located on the bottom left side of your screen.
Login Information
Login to PeopleAdmin at: https://csus.peopleadmin.com/hr/
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Introduction & Home Page The Human Resources department has implemented this system in order to automate many of the tasks associated with the employment application process. As a Search Committee Member, you can:
1. View postings 2. View application materials 3. Print application materials 4. Screen and Evaluate applicants/candidates, if evaluative criterion is available
The following table indicates the roles and scopes. The scope indicates the level of authority within each university role.
User Group Scope Role Employee Personal Apply and/or view postings
Initiator Department/Program Center Create and view recruitment requests, view postings
Dept. Head/Chair Department/Program Center Approve request (recruitment, Personnel Transaction Form)
Dean/Administrator Department/Program Center/College
Approve request (recruitment, Personnel Transaction Form)
Vice President Division Approve request (recruitment, Personnel Transaction Form)
Hiring Manager Department/Program Center/College
Create hiring proposal (Personnel Transaction Form)
Search Committee Chair
Personal View application materials, print application materials, evaluate candidates, change status of applicants in work flow
Search Committee Member
Personal View application materials, print application materials, evaluate candidates.
Budget University Budget authority
Human Resources University Administrator rights to recruitment process
Note: It is important to select the correct “User Role” in order to:
(Search Committee Member): gain access to review and evaluate applicants.
(Search Committee Chair): gain access to “both” evaluate and move applicants
through the workflow.
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Once you are logged into PeopleAdmin the “Home” page will display an “Inbox,” “Watch List,” and other tabs where you can easily navigate to requisitions that need your attention. Below is a detailed list of the home page functions available:
Displays all items requiring your attention (approval/review).
Displays any request you have added to your watch list (Postings, Hiring
Proposals, Requests) for easy access.
Used to update your user account details and online help for using the system.
Used to toggle between the Applicant Tracking, Admin and Position
Management modules. You will only have access to Applicant tracking
module. The campus is not using the Position Management module.
Displays the user group assigned to you. Use the drop down arrow to change your user group.
The system notification at the top of the screen will indicate your current user group view. The
“Home” tab is the default screen. You may also access your “Inbox and Watchlist” by selecting the
buttons located to the left of the “Module” indicator.
Module
User
Group
Profile & Help Inbox
Watch List
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Applicant Review Following completion of the search committee orientation with the Recruitment Analysts, committee
members receive access to the list of applicants.
Each committee member reviews applicants using:
Section 1: Viewing Requisition and Applicants
Section 2: Screening Criteria (Supplemental Questions)
Section 3: Evaluative Criteria
Section 4: Submitted application and uploaded documents
Section 1. Viewing Requisition & Applicants 1. Verify that you are in the “Applicant Tracking” module and the “Search Committee” user group.
2. The posting(s) designating you as a Search Committee member is viewable in the “Requisition” tab when selecting “Staff/Management” from the drop down menu.
User
Group
Module
Select
“Staff/Management”
For CSUEU represented positions, only internal applicants meeting bargaining unit criteria, will
be released for initial review.
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3. A listing of all positions that the Search Committee Member has access to will be visible. In the
button next to the posting there are two options,
Option 1. “View Requisition”
Option 2. “View Applicants.”
Option 1. View Requisition
a. Select “View Requisition” b. The “Summary” tab of the requisition will appear. Information pertaining to the recruitment (e.g.
Minimum Qualifications); job posting details will be viewable. c. From there, click the “Applicants” tab to view the applicants and continue by following directions
listed in Option 2 below.
Option 2. View Applicants
a. Select “View Applicants”
b. This directs you to the “Applicants” tab of the requisition.
You can either click on the link of the name of the applicant you want to view or click the
button to view the application OR
Select applicants in bulk by checking the box at the top of the applicant list (see red arrow
below). Select the button (see blue arrow below) to perform bulk functions.
Once you select the Action button.
A dropdown menu will appear for
you to make a selection.
1. View Requisition: Allows you to view the posting information and navigate to view applicants.
2. View Applicants: Takes you directly to the
applicants.
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Option 1 or Option 2 will take you to the screen below
“Action” Menu Option Features Definitions
Evaluate Applicants Evaluate applicant(s) qualifications based on the criteria of the position.
Download Applicants Evaluations
Creates an excel spreadsheet containing the evaluative criteria and how you evaluated.
Review Screening Questions Answers
Displays each supplemental question applicants answered and includes a link per question to view which applicants answered a certain way.
Download Screening Question Answers
Creates an excel spreadsheet containing the supplemental questions and how the pool of applicants answered them.
Export Results
Creates an excel spreadsheet with all of the data from the selected applicants on the current screen. Committee members and chairs will rarely need to use this feature.
Download Applications as PDF
Creates a PDF of All Documents applicants have uploaded into one single PDF. You may download all document or select only specific documents you want to see.
Create Document PDF per Applicant
Creates a single PDF document for each applicant selected that contains their application and documents. *This feature is dependent on adding the “Combined Document” column to the table (See Section 1.1 Create Document PDF per Applicant).
“Summary” tab allows you to view requisition information about the
posting.
Clicking on the name link of the applicant you wish to view or the “Action” tab will direct you to
the applicant’s application.
For you to review Applicant(s) information, the status must be in
the workflow state “Under Review by Search Committee”
“Applicants” tab will allow you to view the applicants.
Note: All applications will come to Human Resources. Applicant pools will be released to the
committee for review on an agreed upon date during the Work Plan meeting with the Hiring
Manager and Search Committee Chair.
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4. Once the position for applicant evaluation has been selected another drop down list will become available:
a. Review all submitted application materials for an applicant.
b. View, export, or download application materials. You may select the applicants you would like to review. You may also choose to review all applicants by placing a check in the box above applicants found in the left column of the table title bar. Check the box next to the “Applicant Last Name” for all applicants, or check the box next to the selected individuals to
review only those applicant materials. Hover over the button and select the action you would like to take.
c. Review the Screening Question Answers (Supplemental Questions) submitted by Applicants.
Section 2. Screening Questions (Supplemental Questions)
In the initial planning, the hiring manager and search committee chair identified from the screening criteria a
set of questions for applicants to answer. This section of the application allows the search committee
members to get an overview of all candidate’s qualifications based on selected criteria.
You can view the supplemental questions by using option 1 or option 2:
Option 1: From the Applicants tab, select “Review Screening Question Answers” from the
button, this will take you to the screen below.
Check this box if you want to do bulk functions.
To view or take action on an applicant or selected
applicants check the box next to applicant last name.
When you select “Actions”, a drop down menu will appear
allowing you to select the action desired.
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Option 2: From the Application Summary tab, scroll down to the “Supplemental Questions” section.
An applicant’s answers to all Supplemental Questions can be viewed.
Note: You will need to use this option in order to review any open-ended Supplemental Questions.
Recommendation: First, select all applicants and then select “Review Screening Question
Answers” from the “Action” drop down menu.
View the (2) applicants individually by clicking the
blue hyperlink
After selecting the blue hyperlink, scroll to the
bottom of the page to view the applicants meeting
selected criteria
View applicant completed application, which includes answers to all supplemental questions,
by selecting the check box next to the applicant’s name. Then, select the “Actions” button
and “View Application” from the drop down list.
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Section 3. Evaluating Applicants Search Committee members will be required to evaluate applicants in PeopleAdmin. To evaluate applicants, check the box next to the “Applicant Last Name” for all applicants, or check the box next to the individuals you want to select for review.
1. Check the box next to individual applicant: a. For example, you may have previously reviewed applicants but not finalized
review of all applicants.
2. Hover over the button and select “Evaluate Applicants”.
3. Once the evaluation of the applicants has begun, Search Committee Members have the
opportunity to rate applicants.
4. A Comment field is available for search committee reviewers to identify strengths and weaknesses of the candidate applicable to the posted position criteria. Comments will only be viewable by the committee member who entered the information, the Search Committee Chair, and Human Resources.
Check the box next to the applicants that you want to take action on.
Once you click the “Actions” button, a drop down menu will appear. Select
“Evaluate Applicants”.
Evaluative Criteria will be available for Search Committee Member to rate the applicant based
on the qualifications of the position.
Name of Applicant being
evaluated.
Comments are optional. When evaluating candidates with a low
score it is helpful to have some explanation for scoring decision.
A notification will appear when the Evaluative Criteria evaluations for the applicant have been completed.
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Section 4. Create Document PDF per Applicant
a. Check the box(es) for specific applicants on the left side of the screen or at the top of the list to select all applicants.
b. Add the “Combined Document” column to the table by selecting the button at the top of the table.
c. Click the button and select the “Create Document PDF per Applicant” option
d. The combined document column will appear with each applicant’s combined materials. You can click the “View” link to see the PDF material.
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Search Committee Chair
How to View Applicant(s) Evaluative Criteria Score
Once all evaluations have been completed, the Search Committee Chair will be able to download and/or view all ratings and comments. If a score was added to the Evaluative Criteria for rating, the Search Committee Chair will also know the applicant score based on the evaluations.
1. Check the box next to the “Applicant Last Name” (red arrow) for all applicants, or check the box next to the selected individuals (blue arrow) to review or download the applicant’s evaluations. Hover
over the button and select “Download Applicants Evaluations”.
2. A pop-up window will appear to notify you that the file is generating. Once it is completed, a pop-up
window to open the Microsoft Excel file will appear. The Excel sheet will show you the evaluative scoring for each search committee member.
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Moving Applicants in the Workflow The Search Chair is responsible for moving the applicants to a new workflow status. This will help the department, hiring manager(s) and applicants know the status of applicant review.
1. Select the applicant you wish to take action on. You will be directed to the “Job Application” page of the applicant selected.
2. Hover over the button and select the appropriate workflow actions. a. If you select the option of “Select (move to Not Interviewed, Not Hired), another window
will pop up for you to select a reason why the applicant was not moved forward.
You will need to take action on the applicant to move them through the
recruitment process workflow state.
Note: Moving an applicant in the workflow will require you to select the reason for selected
action. Recommendation: Only move applicants to Not Interviewed, Not Hired when you are
certain the committee will not further consider the applicant for this position.
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Image 2
Changing the Status of Multiple Applicants To move a group of applicants to a new workflow status, follow the steps below.
1. From the list of all applicants on the requisition, check the boxes associated with the applicant of interest. (See Image 1)
2. Hover over the button and select “Move in Workflow.” The Editing Workflow States page will open.
3. In Editing Workflow States page, do one of the following (See Image 2):
Use the “Change for all applicants” box to select the workflow state for all the applicants
you selected, OR
For each applicant listed on this page, select the new workflow state.
4. If required, select the reason that best explains why you are moving the applicants in the workflow. You can select a reason for each applicant even if you moved all of them in the workflow together.
5. When you have moved all applicants to the appropriate workflow states, select Save Changes.
Image I
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Adding Supporting Documents As Search Chair, you may add additional supporting documents to the applicant’s application. This could be
an updated resume, applicant interview ratings or other supporting documents. This will be part of the
recruitment and viewable by appropriate administrator(s) such as Dept. Chair, Dean/Administrator, Hiring
Manager, Vice-President and retained by Human Resources as part of the Recruitment file.
1. In the requisition page, select the applicant for which you are adding supporting documents. You
will be directed to the “Job Application” page of the applicant selected.
2. Select the “Supporting Documents” tab, click the button. (See Image 1)
3. An “Add a Document” page will appear where you can browse and upload any additional supporting
documents. (See Image 2)
4. Once added your desired document(s), click button to add the document(s).
Image I
Image 2
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Notifying Hiring Manger of Finalists Once you have identified applicant(s) selected for “Move to Finalist Interview” you will need to notify the
Hiring Manager of the applicant(s) identified along with any recruitment materials and/or supporting
documents (if applicable). PeopleAdmin does not generate an automatic notification to the Hiring Manager
for this step.
Recruitment Workflow (Search Process)
Below is the typical workflow for Staff/Management search process for Search Committee.
Reivew Applications
Further Interview
with Search Committee
Initial Interivew
with Search Committee
Finalist Interivew
with Hiring Manager
Hiring Manager
makes decision
Human Resources
Review