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Office of the CIO/Projects & Strategic Initiatives
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BG@100 Applicant Tracking FAQ |
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 BG@100 Specific FAQ's
HCM Specific FAQ's
FMS Specific FAQ's
| Q: What should I do first when entering applicant data into a job requisition? |
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A: First, search the system by the applicant's name to ascertain if they already exist by having an ID# either as an internal
candidate or have a P00# as a current employee.
NOTE: In the academic areas, an applicant for a faculty position in one college applying for a position in another college
will not be identifiable by the same data entry person in the opposing college. The entry of the e-mail address will trigger
the fact that this person already exists; but, due to restricted access for departments, you will have to call Jan Wasserman
(2-8472) or Lori Smith (2-2227) or Jeff Shetzer (2-8426) for assistance in identifying the applicant's ID#.
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| Q: Can I enter EEO data on an applicant if I am reasonably sure I know it? |
| A: Yes. It is permissible to enter the gender and race/ethnicity of an applicant when such information may be easily discerned
from visual observation, first-hand knowledge, or by the person's first name, even if the applicant does not self-identify.
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| Q: How important is the information submitted on the EEO Data Sheets? |
| A: All EEO Data Sheets that are returned by applicants must be entered in the system in a timely manner in order to generate
the Applicant Flow report along with Request to Interview paperwork. Failure to enter the data may result in a delay in the
processing of your paperwork.
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| Q: Is the system case sensitive when entering applicant data?
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| A: Yes. Use upper case for the first letter of the first and last names because the system recognizes those capitalized
characters in the alphabetizing of the names for the Applicant Flow report. If entered in lower case, the names will sort
at the bottom of the alpha listing.
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| Q: How is a "By Invitation" hire handled in PeopleSoft? |
| A: All "By Invitation" appointments must be entered into the system even though there was no advertising, competition and
only one candidate considered.
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| Q: How do we address a change to the rank of a faculty hire from the original rank when the requisition was initiated? |
| A: Faculty positions are sometimes advertised with an open rank because the rank will not be determined until the actual
hire occurs. OED will have entered a position number in the system to initiate the requisition to fulfill the data entry
requirements; however, the screen will have to be updated by the department at the time of the hire to reflect the actual
rank of the hired applicant. This is a change to the position, so please notify Jan Wasserman (2-8472).
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| Q: Is it acceptable to continue using the hiring forms that were in use prior to PeopleSoft? |
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A: No. Please visit the Human Resources website and/or the Provost web site to obtain the updated forms for hiring administrative,
classified and/or faculty employees. All forms now reflect PeopleSoft terminology and required data fields. All old forms
need to be discarded.
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| Q: After Permission has been given by OED to use an already-existing pool of faculty applicants for filling another position,
what are the responsibilities of the data entry person with regard to the composition of that pool?
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| A: It is imperative that the already existing pool be updated deleting those who may have withdrawn or have been hired.
Human Resources handles this for classified and administrative staff, whereas the faculty positions are handled by the department
data entry person. Please advise OED of this update so they can initiate a corrected Applicant Flow for the additional position.
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| Q: What data entry process is necessary for an applicant who has withdrawn from a search already having been entered as an active
candidate? |
| A: The data entry person should indicate the applicant has "withdrawn". To do this, go to the Applicant Requisition tab
and change the Disposition to 120-Withdrawn. Do not use the "inactive" status as that will eliminate them as an applicant
for any other search for which they have applied.
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| Q: Should EEO data continue to be entered into PeopleSoft if it arrives after a search is completed?
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| A: Yes. Anytime an EEO Data Sheet is returned regardless of the status of the search, all information provided should be
entered into PeopleSoft. This data is valuable to reports that are generated throughout the year.
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Return to BG@100 Project Home Page |
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