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SECTION IX: HIRING PROCESSES
PEOPLEADMIN
PeopleAdmin is an online employment application system intended to track, recruit and manage positions. PeopleAdmin will provide and maintain the systems established to provide this service, including many other functions of tracking positions. This process is being established to maintain not only an automated web based system for accepting and processing customer employment applications, but to expedite the employment process with efficiency, effectiveness and allow up-to-date access to information regarding all of your postings. Presently, this tool is the process by which the University is using to create, track and manage Staff positions. It is also the process by which applicant tracking is being managed for Faculty positions. At this time, PeopleAdmin is not set up to be used for students and/or graduate students. Student employment should continue utilizing Career Services. Similarly, Graduate student employment should continue utilizing the College of Graduate Studies.
ACCESS TO PEOPLEADMIN
In order to utilize the PeopleAdmin system, a user needs to obtain access first. Below are steps that are to be followed in order to obtain access.
- Log in either by typing jobs.utoledo.edu/hr or through the
MyUT website -> http://myut.utoledo.edu/
- Once logged in the MyUT site, click on the “Employee” tab.
- Scroll down and on the left side of the window under “Staff Employment Resources” you will find “ePAF – Staff Electronic Personnel Action System”.
- Click on the above link and a new window will open to the default page titled “User Login” as seen below (see picture #1 on next page).
- At the top right corner, click on the “User Access Request” link. Once this window opens, you will then need to fill out the “Create User” form that requests 1) username; 2) password; 3) first name; 4) last name; 5) UTAD ID; 6) Title; 7) Phone number/extension; 8) email and finally 9) Home department organization number. Once completed, click “Submit for Approval” and “Continue” at the bottom as seen below (see picture #2 on next page).
PICTURE #1
PICTURE
#2
FACULTY POSITIONS
PeopleAdmin is setup to only create and track either a new or unfilled Faculty employee position. Once the faculty information has been posted and candidates have applied to the position, PeopleAdmin allows for tracking during the hiring process. Also, PeopleAdmin allows a search committee to choose the appropriate candidates from a pool of applied candidates. Notes are added in PeopleAdmin throughout the hiring process to update and inform about the position. Once a person is hired then the use of PeopleAdmin is complete. To begin establishing a new faculty position, a user will need to login to PeopleAdmin and choose the “Create Application” option as seen in picture #3 on the next page. In order to setup a Faculty position in PeopleAdmin the initiator/user will need to have position details i.e. title; home department org. #; position summary; etc. as well as duties and responsibilities; labor distribution; class/comp; budgeted amount among other necessary information. Keep in mind that changes to faculty positions still need to be filled out and processed through APA’s.
STAFF POSITIONS
PeopleAdmin is to replace the current process by which PA’s are filled out and sent through interoffice mail to the affected departments. PeopleAdmin is setup to be used for administrating any and all changes to a Staff position whether modifying, creating and/or tracking a position once a candidate has applied. At this time, PeopleAdmin is not setup for either removals of a position or “Extra Comp”. To begin establishing a new Staff position, a user will need to log in to PeopleAdmin and click on the “Create Application” option as seen in picture #3 on the next page. As mentioned above with Faculty, in order to create a new Staff position in PeopleAdmin the initiator/user will need to have position details i.e. title; home department org. #; position summary; etc. as well as duties and responsibilities; labor distribution; class/comp; budgeted amount among other needed information. Once a staff position has been posted and candidates have applied, PeopleAdmin allows for tracking during the hiring process. Again, as with the Faculty side, PeopleAdmin allows a search committee to choose the appropriate candidates from a pool of applied candidates. Throughout the hiring process, notes are added in PeopleAdmin throughout the hiring process to update and inform about the status during this process. Once a person is hired then the use of PeopleAdmin is complete. The approximate timeline processes for hiring a Staff position are as follows:
- Request to fill position – 4 weeks
- Internal Search – 7 weeks
- External Search – 12 weeks
CONTACT INFORMATION
As mentioned previously, PeopleAdmin currently is setup for only two employee classes at this time: 1) Faculty and 2) Staff. Should you desire training, have any questions and/or problems with the Staff side of PeopleAdmin, then please contact your HR Employment Advisor or contact Human Resources general number at 530-4747. Similarly, should you need training, have any questions or problems with the Faculty side of PeopleAdmin, please feel free to contact either Stephanie M. Tinsley (Assistant Controller) at x8755 or email: stephanie.tinsley@utoledo.edu or Alyson Walker (Payroll Financial Analyst) at x8799 or email: Alyson.Walker@utoledo.edu.
PICTURE #3
