TAM - Create Job Opening(s)

GENERAL DESCRIPTION:

The purpose of this document is to provide end users with the information needed to Create a Job Opening for a Recruitment when using a Position number, or when only using a Job Code.

PROCESS CONSIDERATIONS:
  • All institutions MUST include an additional Recruiting Location indicating the city in which the vacancy is located, as well as including the UW Business Unit (institution) as the Primary Recruiting Location.  If both of these are not entered, it has undesired downstream effects for applicants.
  • Recruiting processes vary at each campus, so please check with your campus' Human Resources department for more information. When recruiting with a Position, be sure to contact the appropriate office at your campus to get the Position Number prior to creating the Job Opening.
  • If you are creating a Job Opening without using a Position, you must have the following additional information to complete the entry:
    • Empl Class
    • Pay Basis
    • Total FTE
    • Continuity


PROCEDURE STEPS:

1. Navigate Recruiting> Create Job Opening. The Enter Primary Job Opening Information page displays. 
Alternative navigation for Recruiters: Recruiting Home > Quick Links, Create Job Opening
Create a job posting primary entry
2. The Originator (Hiring Manager, Recruiter or designate) sets up the Opening Information by updating the following fields:
• Job Opening Type (required)
• Standard Requisition: This type of job opening is for specific jobs or positions to fill and requires specific information for the posting.

• Continuous Job Opening:
This type of job opening will be used for ongoing recruitment's, such as pool hires or areas with constant vacancy, and could remain open for an indefinite period of time.
      NOTE: The Job Opening Type drop down menu defaults to Standard Requisition.
• Business Unit (required) - Select your campus Business Unit (i.e. UWGBY).
        warningIt defaults to SHARE BU.  It is important to select the appropriate Business Unit or the Job Posting may not be visible to applicants when they search for jobs in your Business Unit.

• Job Family (required) - Select the appropriate Job Family for this new Job Opening. The Job Family classifications are based on the type of work the person in this position will do. For example, an accountant would be in the Accounting, Finance, Purchasing job family.
• Department (required) - Select your Department. Use the magnifying glass look-up function to find your department or type in your campus letter code and six digit UDDS number. (i.e. D128000) Or, search using your campus letter code. (i.e. D)
• Position - Enter the appropriate Position (if hiring using a position number).  If not using a position, then leave blank.
• Official Title (required) - if no position is being used then a job code must be entered in the Official Title field box. If a position has been entered an Official Title field will default in.
• Recruiting Location (required) - The Recruiting Location will default from Position.  If only using a Job Code, you will need to enter a Recruiting Location.  Select the UW Institution (i.e. UW Green Bay).  The Recruiting Location entered here will be designated as the Primary Recruiting Location for the Job Opening.
• Posting Title  - Defaults when either position number or job code is selected. This field is visible to the applicant and can be updated or changed to better describe the vacancy.  If you would like the posting title to be more descriptive of the position, you can make the change here. It is the same as the Working Title in the HR Module of HRS. This field will feed into the Job Data pages in HRS once this position’s hire is complete using the Manage Hires process.
3. Click the Continue button.


Job Opening Tab

At the top of the Job Opening page, a list of buttons is displayed. A description of each is listed below:
create a job posting top screen
• Save and Submit - Press to begin the job opening approval process.
• Save as Draft - Press if you’re waiting on more information.
• Notification - Click to access the Send Notification Page. Notifications that you send this way are simple text messages, without a link to the job opening.  This functionality provides a way to email another user without leaving the job opening. This button is visible only in unsaved and Draft job openings.
• Start Over -Click to return to the Primary Job Opening Information page to start the job opening creation process over. This button appears only if you have not yet saved the job opening.
• Job Opening Attachments - By clicking the Job Opening Attachments tab, documents that are relevant to the job posting’s approval process (i.e. Affirmative Action documents, recruitment plan, etc.) can be added.  Once the job opening is in open status, you can no longer add documents in this section (documents already added are still viewable).   Instead any job opening related documents can be added to the Activity & Attachments section.
• Job Opening Attachments Hist - The Job Opening Attachments History tab provides a historical record of attachments added in the Job Opening Attachments tab.
1. Enter and verify the following fields:
9.2 create a job posting 1
• Created by - The value defaults to the Employee ID of the user that initiated the creation of the job opening.
• Created (required) - The date defaults to the current date.
• Openings to Fill (required) - The default value is Limited. Unlimited could be used for sourcing a candidate pool hire. The system will close the job requisition when all openings are filled.
• Target Openings (required) - This field displays the number of available openings only if Limited was selected in the Openings to Fill field. Enter the number of vacancies that are to be filled under the recruitment. The default value is 1. However, you should update this field to the exact number of people needed.
• Available Openings (required) - This field displays the number of available openings only if Limited was selected in the Openings to Fill field. The default number of openings is the value entered in the Target Openings field. When you hire an applicant in this job opening, the system decreases this number by one. When all available openings are filled, the status of the job opening is set to Closed.
• Establishment ID - Redundant to campus Business Unit and not required.
• Business Unit (required) - The value defaults from Position data in HRS or if not using a Position, it defaults with the Business Unit you selected on the first Job Opening creation page.
• Company (required) - The value defaults from Position data in HRS, if a position is not used enter the company UWS. This is a required field for reporting.
• Department (required) - The value defaults from Position data in HRS or if not using a Position, it defaults with the Department you selected on the first Job Opening creation page.
• Underutilized (AA Goals) - For Affirmative Action (AA) purposes, this checkbox is used to identify if there are AA goals associated with the vacancy.  Check this box if there are underutilized goals designated by your Affirmative Action (AA) office.
• Job Group - Term is similar to Job Family. This field will be specific to your institution as designated by your Affirmative Action (AA) office.
• UWEX-CE Program Area - For UWEXT, used in HR module and will flow into HRS after the Position is filled.
• Employee Classification (required) - This will default based upon position. If only a Job Code is used when creating the Job Opening, then the correct value will need to be selected. (i.e. University Staff Ongoing Employment = CP, Academic Staff = AS, Faculty = FA)
warning sign  It will ONLY default from the Job Code if there is only one Empl Class associated with the Job Code selected.  It is important in the instance of using a Job Code tied to multiple employee classes to select the appropriate Employee Classification (i.e. CP, CJ), Save as Draft, and then proceed.  Selecting the appropriate Employee Classification on this page has a direct effect on the Job Posting section of the Job Opening.  This determines which Job Posting Description Types are available when building the Posting.
• Status Code - Displays the current job opening status of Draft (005). This field is grayed out and not editable until after the job opening is in Open status.  Once in Open status, a recruiter can change this field.
• Status Reason - Cannot enter information here during creation of job opening.
• Status Date - Initially defaults in from date entered above.  This field will update to a new date whenever the Status Code field is changed.
• Desired Start Date - Enter the date that the job begins or this field can be left blank. This date will default into the Prepare Job Offer and Prepare for Hire pages when ready to hire the desired candidate and can be changed later if needed.
• Encumbrance Date - Select one of the options from the drop down (or leave this field blank):
• Authorization Date - Start budgeting for this position from the date that it is authorized, as indicated in the Date Authorized field.
• Projected Fill Date
- Start budgeting for the position from the date that the position is expected to be filled, as indicated in the Projected Fill Date field.
• Projected Fill Date - If the Project Fill Date in the Encumbrance Date Indicator field was selected, enter the date that you expect to fill the job opening.
• Date Authorized - Displays the date the job opening was approved. This date will default with the date that the job opening reaches final approval.
• Recruitment Contact - Pre-filled, generic contact information for UWSC.  This field can be left blank.  It is not visible to applicants.
2. Continue down the page and enter and verify information in the following fields:
9.2 create job opening locations
Location (required) - Select the Location Code for the location of this job opening on campus. This populates from Position data.
      Recruiting Location (required)
• Select the Recruiting Location that you want displayed when an applicant searches for a job opening. UWEXT and UWCOL will have to add regions to their Recruiting Locations. Click the link to view the WI Counties - WICountiesMap_20130325.docx. As part of the Vietnam Era Veteran's Readjustment Assistance Act, the Office of Federal Contract Compliance Programs (OFCCP) requires all UW job vacancies to be available to job seekers on the appropriate State or local job service.  For Wisconsin, this is the Wisconsin Department of Workforce Administration's (WI DWD) Job Center of Wisconsin website.  To avoid each institution manually adding each job posting to the site, UW System participates in a free indexing service to provide all postings listed on Candidate Gateway to the WI DWD's Job Center site.
• Institutions can work with UWSA OHRWD to post job openings to the WiscJobs website.  Currently the cost is $125 per posting.  At least one person from the institution’s HR office needs to have a WiscJobs account.  Please contact Lori fuller at  ohrwd@uwsa.edu if you would like to set up an account.  They will approve the jobs electronically before they are posted on WiscJobs.
• All institutions must add the city/state Recruiting Location to every new Job Opening to allow for the indexing service to properly identify the city in which the vacancy is located.  This will ensure that the location appears accurately on postings for the WI DWD Job Center of Wisconsin website.
          warning  All institutions MUST include an additional (2nd) Recruiting Location indicating the city in which the vacancy is located. The UW Business Unit (institution) still must also be included as a Recruiting Location.  Otherwise it has undesired down stream affects for applicants.

        If the UW Business Unit is excluded, then applicants will receive an error message stopping them from completing their online application for the job opening. Error message reads "Please enter an Ethnic Group Since you have not Declined to provide the Self Identification Details, please enter an Ethnic Group to proceed." However, the whole Self Identification Details section is missing from the online application.  Thus, the applicant is no able to proceed.

        To add an additional Recruiting location:
          • Click the Add Recruiting Location button
          • Enter or look up the new Recruiting Area
          • Leave the UW Business Unit (institution) marked as the Primary Recruiting Area
          • Add additional locations if desired
• Positions - The Position Number defaults from the Primary Job Opening page. The Primary Position checkbox is used to indicate the base position. 
• Add Position - Click on this link if you would like to create a job opening for a multiple Position number. If you add multiple positions, all positions need to have the SAME job code.
• Employees Being Replaced - Field is used to indicate the employee being replaced. Enter the appropriate name through the look up. If creating a new position, leave blank.
• Add Employees Being Replaced - if applicable.

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Waiver Hire

A Waiver Hire is when the vacancy does not need a public recruitment. Each institution has their own policy on this action, however, it is normally when there is an unexpected or emergency type of vacancy where there is not enough time to go through the full recruitment process.

NOTE: If this is not a waiver hire please go to step 5

3. For a Waiver Hire, be sure to check the Waiver Hire box if the Position does not need public recruitment. 

4. Next select a Waiver Reason from the drop-down menu.
9.2 create job opneing waiver hire
5. Verify or enter the following information. If a position was used the values will default in and need to be verified. If no position was used the data will need to be entered.

9.2 create a job opening funding

• Pay Basis (required) -  Choose the correct pay basis for this Job Code, for example Hourly. See KB PY - Pay Basis Descriptions

• Continuity (required) - Choose the continuity status value; choices will vary based on the Employee Class that was selected. 
• Union Code - Defaults to the correct value based on Job Code.
• Bargaining Unit - Defaults to the correct value based on Job Code.
• Total FTE (required) -  Enter the FTE (full time equivalent) for the job opening. For a University Staff Temporary Employee or an employee without a regular schedule or hours, 0.01 is the lowest Standard Hours that HRS allows; it will calculate to .00025 FTE.
• Seasonal - Seasonal is when an employee’s work schedule is recurring, e.g., works every first semester during registration, nurses in student health centers, coaches etc. Payments reflect the period of time (number of months) and FTE worked.
• Seasonal status will apply to any University Staff Temporary Employee, Academic Staff, Limited position with a recurring operational unpaid leave of absence. While on the leave of absence, the employee is still considered an Active employee, just not in pay status. This does NOT include C-Basis academic staff or faculty. In order to capture the recurring seasonal leave of absence as well as the overall annual FTE reduction, the appointment will have a selection chosen from the Seasonal Indicator drop-down menu.

6.  The Funding and FTE fields in the creation of a Job Opening are required. These are NOT connected to funding within HRS. It is truly a placeholder within TAM for budget approval, but a required section.

NOTE: the funding strings are also not validated other than the Fund & DeptID fields must be numerical values. Complete and review the following fields:

 9.2 create a job opening funding

• FTE % (required) - Fill in the % for the Funding of this Position. Add rows (+) to add funding equal to 100%.
• Funding Dates - Enter Funding Dates, if applicable.
• Fund (required) - Enter the three-digit Funding number.
• Prog (required) - Enter the one-digit Funding program number or letter.
• DeptID (required) - Enter the six-digit Funding Department ID.
        NOTE: There is currently not a field for 7 alpha/digit code for the Project funding. This alpha/digit code can be entered under the Essential Justification field for record keep purposes.
• Proposed Min Salary / Proposed Max Salary - Fields for min/max annual or hourly salary amounts of which the starting pay will be within; to be approved for the recruitment.


Additional Job Codes

NOTE: If you are adding additional Job Code(s), continue to step 7. If you are NOT adding additional Job code(s), please go to step 10 (Save as Draft).

7. To add additional Job Codes (i.e a Professor recruitment, where you may be willing to hire as Assistant Professor or Associate Professor depending upon the qualifications of the applicant pool) click the Add Job Code button on the bottom of the Additional Job Specifications section.

9.2 create a job posting additional job spec

8. This will create a new row, notice how the row count adds a row. Enter or Look Up the Job Code you'd like to add.

9.2 create a job posting add job code

9. Verify that following fields are correct:

• Schedule Type (required) - Choose the correct schedule type for this Job Code.

• Full Time working 40 hours per week.
• Part Time working anything less than 40 hours or under 100% FTE.
• On Demand is not used.
• Pay Frequency (required) - Choose the correct pay frequency for this Job Code. For example you would choose either 9 month, Annual, or Hourly.
10. At this point SAVE your Job Opening as a Draft. Click the Save as Draft button. A Job Opening ID is created and now the Draft Job Opening is searchable.
9.2 save and submit
11. Continue to move forward with completion of the Assignment, Job Postings and Screening tabs. Or Save as a Draft to open later.

Assignments Tab

The Assignments section controls access to the job opening for viewing and modifying. Once this section is completed and the job opening is saved and submitted, an email will be generated to the Primary Hiring Manager notifying that the job opening is awaiting approval.
warning signThe Assignments tab requires a minimum of one Recruiter and one Hiring Manager selected in order to complete a Job Opening.
NOTE: If an interviewer is not part of UW System but is on the interview panel, the interviewer should be added as a Non-UW Interviewer (POI 23) Person of Interest (POI) in HRS first.
• This will assign them a Person ID, which will then allow them to be associated with the Job Opening on the Assignments page (See HR - Add or Maintain a Person of Interest (POI) for further information on adding a POI). 
• If you are the Hiring Manager and need to add a Non-UW Interviewer to the list, please contact your human resources offices to set this up. Those added in the Interested Party section also have access to the job opening.  See below for more details about which roles are added to different sections on the Assignments page.
• If a Non-UW Interviewer needs more access to the job opening than an interviewer, they can be provisioned as other roles (i.e. TA Coordinator/Hiring Manager) following TAM - Manual Process for Security Provisioning Hiring Manager and TA Coordinators and then be added to the Assignments page as directed below.
9.2 assignment tab
Enter information into the following fields:
• Recruiter (required) - two assignment types can be added to the Recruiters section:
        1. Recruiters, the Primary Recruiter will default as the last level of approval (others can be added before or after on the Approvals page). Recruiters can see sensitive data such as gender and ethnic information for applicants.

        2. Non-UW Interviewers (POI 23's) should also be added in the Recruiters assignment section. The search feature within the Recruiter section allows look-up to find non-employee Person ID's after they have been added as POIs in HRS. Even though the Non-UW Interviewer's name is added to this section, it will not give that individual Recruiter access.

• Hiring Manager (required) - should be added in this section if they need access to view or modify the job opening or view applicant materials for the job opening. The Hiring Manager whose box is checked to Primary is always the first level of approval. 
• Interviewers (Search & Screen Committee members) -  will see application and job opening materials.  After Interviewers are added to the Assignments page a provisioning process must run before the Interviewer will have access to the Job Opening. This process runs automatically 5 times daily; 12:30 a.m., 10:00 a.m., 12:30 p.m., 3:00 p.m., and evenings at approximately 8:10 p.m.
• Interested Party -
• If a TA Coordinator sets up the job opening, their name does not need to be added to the assignments page, however if they did not set up the job opening or if an additional TA Coordinator needs access to view/modify the job opening or applicant materials, their name should be added under the Interested Party section.

• TA Affirmative Action
roles should also be added in this section if they need access to view or modify the job opening or applicant materials.

• Reviewers
set up in a job opening or job offer approval chain must also be added under the Interested Party section. After Reviewers are added to the Assignments page a provisioning process must run before the Reviewer will have access to the Job Opening. This process runs automatically 5 times daily; 12:30 a.m., 10:00 a.m., 12:30 p.m., 3:00 p.m., and evenings at approximately 8:10 p.m.
• Add Teams - Teams can be set up. This is especially useful for departments that might use the same interview team for a number of positions. To set up a team for your institution, navigate to: Recruiting>Administration>Teams.  Only Recruiters have access to set up teams.

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Adding a Name

1. When clicking on the "Add" specific assignment button, a blank text field will open up where the name of person you are adding can be entered, or use the magnifying glass to search by Person or Empl ID.
      9.2 assignment tab enter name

2. Once the name has been entered, tab out of the field and the system will populate the corresponding Person or Empl ID for that name. 

      9.2 assignment tab name entered

3. Once you have completed this section, continue to move forward with completion of the Job Postings and Screening, if applicable. Or Save as a Draft to open later. 

Job Postings Tab

Job postings are job descriptions that you publish to attract applicants for a job opening. The descriptions are made up of multiple sections. To create a job description, choose predefined text blocks, compose your own text, or mix the two methods.  Additionally, each section can be formatted to add visual interest. i.e. Bold, Italic, Color, Highlighting, URLs, pictures, etc.
1. Click on the Add Job Postings button. This link will open up the page for selecting and adding Job Posting(s) information and types.
      9.2 add a job posting
2. The default Posting Title comes from information that was entered on the Primary Job Opening Information page when the job opening was first created. It can be updated or changed to reflect the Title that you would prefer to use in the Job Posting(s). The Posting Title is visible to applicants.
NOTE: If you change the Posting Title on the Job Opening, it will change your Posting Title throughout the Job Details
3. Select a Description Type  - This drop-down list filters the posting description library and helps facilitate the job postings information. The Description Types appear as headers within the job posting. You can choose which type you want to appear in your individual posting.
• Descriptions are sequenced for the final job postings in this order:
• Faculty/Academic Staff/Limited - Attention; Job Details; Qualifications; Responsibilities; Department Information; Campus Information; Organization Information; Special Notes; To Ensure Consideration; Additional Information; To Apply

University Staff/Temporary Employee - How to Apply; HR Contact; Introduction; Job Duties; Qualifications; Special Notes
4. Select a Description using the magnifying glass - Available options are populated based on the selection made in the Description Type field.  If language has been supplied by the institution, then that will be pulled into this section.
5. Verify the Visibility field is correct - This field controls whether a particular section of the job description appears in internal postings (to UW employees), external postings (to the public) or both. 
6. Update or create the description by copying and pasting information from a Word document or entering directly in the text box. Use the robust formatting toolbar to make your posting more visually appealing!
• Adding a hyperlink

• Highlight the word(s) to become a hyperlink

• Select the link icon from the toolbar

• On the Link Info tab, select the Link Type, Protocol and enter the URL
      https://kb.wisc.edu/images/group61/19321/9.2inserthyperlinktoolbar.jpg
• On the Target Tab, select a target from the drop down list
• Click OK
    https://kb.wisc.edu/images/group61/19321/9.2inserthyperlinktarget.jpg
7. To add additional description types to the same job posting, click the Add Posting Description button and repeat steps 3-6.
job posting posting info 2
8. Update the following fields in the Posting Destinations area. To troubleshoot why a posting may not appear see KB TAM - Job Posting Not Showing
• Posting Destination - Where the posting should appear
      NOTE:  Posting Destination External - All Jobs posts jobs to the WI Department of Workforce Development Job Center of WI; jobcenterofwisconsin.com. The WI DWD Job Center interfaces with the following organizations:
America's Job Exchange
US jobs by the National Labor Exchange (aka DirectEmployers)
• DirectEmployers interfaces with many organizations. Please see their Trusted Partners list for additional details.
Since the UW does not interface directly with these organizations, we do not have control over where or when they appear on each organizations website.
      job posting destinations
• Post Date - Post Date is the date when the Job Opening gets posted. It is populated based on Relative Open Date.

• Remove Date
- Date the job posting will be removed. It is automatically populated if you enter a number in the Posting Duration field or a specific date can be added instead of using the Posting Duration.  If a date or time frame of the job posting is entered, TAM expires the job posting based upon the entered date or duration. Users must remember to change/update as necessary. You can only choose Remove Date or Posting Duration (Days).
NOTE: The remove date is driven by the posting duration (days).  The posting will be removed from Candidate Gateway and Self Service Careers at 12:15 a.m. on the date indicated in the Remove Date field. To allow an applicant to apply through a specific date, the Remove Date should equal that specific date plus one day.
• Posting Duration (Days) - Number of days the job posting will be active and then removed. TAM expires the job posting based upon the date. The field can be left blank if the the duration is unknown, however, users must remember to change/update as necessary. You can only choose Remove Date or Posting Duration (Days).
9. Click the Preview button to "Preview" the Job Posting that has been created.  By default, you see sections that are applicable to external postings first, you can click the "Switch to Internal View" link to see the sections that are applicable to internal postings.
10. Click OK to complete the job posting.

9.2 add a job posting destinations


11. If you would like to create an additional job posting, such as to record language for print ad or a separate posting for specific language in the HigherEdJobs.com posting, you can add another job posting by clicking the Add Job Postings link on the Job Postings page. Then follow the steps above only selecting the specific Posting Destination that applies to the additional posting.

9.2 job posting final



Screening Tab

Screening is the process that can be used to evaluate a list of potential candidates and narrow the list to a few qualified candidates to be interviewed or hired. A job opening can have multiple screening levels, and each screening level can evaluate different criteria and use different processing rules.

The goal of a screening process is to take the requirements of the job opening and:

• Compare them with the qualifications of applicants.

• Create a group list of qualified applicants.

Four screening levels exist in TAM: PreScreening, Online Screening, Minimum Qualifications and Preferred Qualifications. Screening criteria can be set up for each level when creating a job opening providing a great amount of flexibility based on the type of recruitment.  Any of the four screening levels can be used independently or together in any combination.

PreScreening - This screening level occurs at the very beginning of the application process. PreScreening is used to ensure that applicants meet basic requirements. If PreSreening criteria is set up in a job opening, then the guided application process includes a Prequalify step that appears first in the application. The Prequalify step displays the question(s) set up when creating the job opening and the applicant MUST answer before continuing.

When the applicant continues to the next step, the system evaluates the answers immediately. The system then presents the applicant with a message that depends on whether the applicants passed the PreScreening level. Applicants who pass are permitted to continue with the job application. Applicants who fail are informed that they do not meet the qualifications and that they may not continue with the application.

Regardless of whether the applicant passes PreScreening, the system creates an application record. If the applicant failed PreScreening, the system assigns a "Failed PreScreening"disposition. If the applicant passed PreScreening, the application remains in draft status until the full application is completed and submitted.

Online Screening
- Online screening occurs after an applicant submits an application for a job opening. If an applicant fails PreScreening, the application is not considered submitted and online screening doe not occur. When the applicant submits the application, the system immediately processes the screening level and presents the applicant with a message related to the results of the online screening process. An applicant who passes the screening level will see a message indicating that the application has been accepted, while an applicant who fails the screening level will see a message indicating that the application has been rejected because the applicant does not have the necessary job qualifications. If the applicant passes Online Screening, the system moves their disposition to "Applied".  If the applicant fails Online Screening, the system assigns a "Unqualifd" (Does not meet Min Quals) disposition.

Minimum Qualifications and Preferred Qualifications screening levels enables you to screen applicants based on different criteria and can be used in conjunction with PreScreening and/or Online Screening. For example, you might initially screen candidates for basic eligibility based on whether the applicant has completed the minimum education requirement, or whether the applicant is willing to work full-time. A separate screening level then enables you to screen based on qualifications such as years of experience or amount of training.

Setting Up Screening Criteria

This step is generally completed prior to approval for the initial job opening.

1. Review/Enter information in the following fields
• Job Code - All job codes will be listed for the Job Opening. To view additional Job Codes, use the arrows to advance to another row.
• Degree - this field is not used. If you'd like to add a degree to your screening criteria, add it within the Screening Questions section.
      9.2 screening tab top
2. Enter Screening Questions - These questions are added to the posted job opening and applicants must answer the questions before being able to submit their application. 
• Select a Screening Question from the magnifying glass/look up from the Screening Library.  Screening questions in the library consist of Multiple Choice, Yes/No, or Open Ended questions (free form applicant answers).

• Click "Add Screening Questions" to add more questions from the Screening Library.

• To narrow your screening question search, you can use the search criteria fields (i.e. in the description field, type in Masters, which will narrow the search for Masters degree questions).

• The screening questions are categorized into 8 question types.  Questions can also be searched by changing the look up option for Question code to 'contains' and entering their two letter code:
• EX = Experience
• CR = Certificates
• LS =  Leadership
• TR = Training
• TW = Teamwork
• BR = Broadcast
• OT = Other
• RS = Research
• To assist with identifying screening questions, use the TAM Screening Question Query.  See KB TAM - Screening Question Query.

• Use "Load from Question Set" to load a grouping of questions that have already been set up in the system.  Choose which of the questions in the set to add to the job opening; it is not necessary to use the full set.

• For additional information on setting up an open ended question, see KB TAM - Creating and Evaluating Open Ended Questions
3. Use "Question Order" to indicate the order in which questions appear to applicants. Regardless of the order you specify, open-ended questions always appear after all multiple-choice/Yes-No questions.
4. Click "View Answers" to see the question verbiage and associated answers.
      9.2 add screening questions

5. In the applicant screening section, review the Max Total Points, which is typically 100.
6. Verify the box "Must Pass Previous Levels" is checked. This tells TAM that an applicant must pass the previous screening level before being evaluated by the next screening level.
      9.2 applicant screening

7. Select “Pre Screening” to set up Pre Screening level criteria.  The Screening Criteria page will open.
https://kb.wisc.edu/images/group61/19321/9.2prescreendesc.jpg
• Leave the first column of Screening Option Description at their default value:
        Pass Status: 005 Draft
        Pass Reason: blank
        Fail Status: 112 Failed Prescreening
        Fail Reason: blank
• Select an Explain Text ID from the magnifying glass search.  Click on View Explanatory Message link to see the selected message.  This will be what the applicant sees in the online application if Pre Screening is used.
• Leave Pass Text ID and Fail Text ID as defaulted to “HRAM_CEONLPASS_01” and “HRAM_CEONLFAIL_02" These are the messages the applicant will see based on whether they pass or fail the Pre Screening question(s).  Click on View Pass Message or View Fail Message links to see selected messages.
• Under the Scoring Definition - Assign Points section, enter the Percent Needed to Pass field.  It defaults to 100, however, in the Pre Screening level, whether an applicant passes or fails a question is solely dependent upon selecting the correct answer for the question.  Points are not used to determine whether applicants pass or fail Pre Screening.
• The Maximum Points to Assign, Points Assigned for Pass and Points Assigned for Fail generally are NOT used.  Do not use these fields if entering a Percent Needed to Pass.
• Under the Screening Requirements section, the screening requirements grid is displayed.
• The Screening Requirements grid is used to identify whether the screening criteria should be used for a given screening level and if the criteria is required. If the criteria is marked as required, the applicant will not pass the screening level if they don't meet the specified criteria.
• For any criteria marked as Required on a screening level, applicants who do not possess those criteria will fail the screening level and the screening process.

• You will see a general listing of various General Requirement Screening Types, in addition to any Screening Questions that you have added previously.  General Requirements do not produce actual screening questions. Instead this area is located in the Preferences section of the online application and require very specific answers.  Additionally, applicants are not required to complete the Preferences section so usage of the General Requirements sections should be done with caution.  It is recommended to use actual screening questions instead of the General Requirements section.
https://kb.wisc.edu/images/group61/19321/9.2prescreenrequire.jpg
• Check the Use in Screening checkbox and/or the Required checkbox for any of the questions that you'd like to add to the Online Screening.
NOTE: Only questions that have only one correct answer indicated can be used in Online Screening.  An error message will be received if the selected question has more than one potential correct answer.
Use in Screening makes the Screening Question visible to the applicant and requires the applicant to answer the question before they can submit their application.
• Check, Required to require the applicant to answer the screening question correctly in order to pass the screening level.  If the system determines that the applicant does not have this criteria (incorrectly answers the question), the applicant fails the screening level even if the overall point total meets the passing threshold.
• Points can be added for each of the questions that you are using in screening. Points are allocated under the Edit Details section. Click OK, once you have added the points.  In the Pre Screening level, whether an applicant passes or fails a question is solely dependent upon selecting the correct answer for the question.  Points are not used to determine whether applicants pass or fail Pre Screening.
https://kb.wisc.edu/images/group61/19321/9.2screeningdetails.jpg
• Once you have completed the Screening Requirements section for the Pre Screening level, click the OK button at the bottom of the page.
8. Click “Online Screening” to set up Online Screening Criteria.  The Screening Criteria page will open.
https://kb.wisc.edu/images/group61/19321/9.2onlinescreening.jpg
Leave the first column of Screening Option Description at their default value:
        Pass Status: 010 Applied
        Pass Reason: blank
        Fail Status: 03C Does Not Meet Minimum Qual
        Fail Reason: Default - Min Quals Not Met
Select an Explain Text ID from the magnifying glass search.  Click on View Explanatory Message link to see the selected message.  This will be what the applicant sees in the online application if Online Screening is used.

Leave Pass Text ID and Fail Text ID as defaulted to “HRAM_CEONLPASS_02” and “HRAM_CEONLFAIL_01". These are the messages the applicant will see based on whether they pass or fail the Online Screening question(s).  Click on View Pass Message or View Fail Message links to see the selected messages.

Enter the Percent Needed to Pass field.  It defaults to 100, however, in the Online Screening level, whether an applicant passes or fails a question is solely dependent upon selecting the correct answer for the question.  Points are not used to determine whether applicants pass or fail Online Screening.

The Maximum Points to Assign, Points Assigned for Pass and Points Assigned for Fail generally are NOT used.  Do not use these fields if entering a Percent Needed to Pass.

Under the Screening Requirements section, the screening requirements grid is displayed.
• The Screening Requirements grid is used to identify whether the screening criteria should be used for a given screening level and if the criteria is required. If the criteria is marked as required, the applicant will not pass the screening level if they don't meet the specified criteria.

• For any criteria marked as Required on a screening level, applicants who do not possess those criteria will fail the screening level and the screening process.

• You will see a general listing of various General Requirement Screening Types, in addition to any Screening Questions that you have added previously.  General Requirements do not produce actual screening questions. Instead this area is located in the Preferences section of the online application and require very specific answers.  Additionally, applicants are not required to complete the Preferences section so usage of the General Requirements sections should be done with caution.  It is recommended to use actual screening questions instead of the General Requirements section.
https://kb.wisc.edu/images/group61/19321/9.2onlinescreenrequire.jpg
• Check the Use in Screening checkbox and/or the Required checkbox for any of the questions that you'd like to add to the Online Screening. 
NOTE: Only questions that have only one correct answer indicated can be used in Online Screening.  An error message will be received if the selected question has more than one potential correct answer.
Use in Screening makes the Screening Question visible to the applicant and requires the applicant to answer the question before they can submit their application.
• Check, Required to require the applicant to answer the screening question correctly in order to pass the screening level.  If the system determines that the applicant does not have this criteria (incorrectly answers the question), the applicant fails the screening level even if the overall point total meets the passing threshold.
• Points can be added for each of the questions that you are using in screening. Points are allocated under the Edit Details section. Click OK, once you have added the points.  In the Online Screening level, whether an applicant passes or fails a question is solely dependent upon selecting the correct answer for the question.  Points are not used to determine whether applicants pass or fail Online Screening.
https://kb.wisc.edu/images/group61/19321/9.2screeningdetails.jpg
• Once you have completed the Screening Requirements section for the Online Screening level, click the OK button at the bottom of the page.
9. Select “Minimum Qualifications” to set up the Minimum Qualifications screening level Criteria.  The Screening Criteria page will open.
9.2 minimum qualifications top
• Leave the Screening Option Description at their default value. These fields are used by the system, but should NOT be changed:
        Pass Status: 030 Screen
        Pass Reason: Default - Met Min Quals
        Fail Status: 03C Does Not Meet Minimum Qual
        Fail Reason: Default - Min Quals Not Met
Letters can be manually sent after the screening processes are complete using the Send Correspondence functionality. Letters in the Screening Criteria section generally are NOT used since they are templates which are not editable. See KB TAM - Letter Templates for TAM
• Enter the Percent Needed to Pass field.  Enter the minimum percentage amount of the total possible points that an applicant must have to pass the screening level.  If field is left blank, the pass threshold is 0%, and all applicants will pass. It defaults to 100 to reflect that the requirements from the screening questions are the “must have” qualifications but can be any number up to 100.
• The Percent Needed to Pass defines the percentage of point(s) needed to pass this level. TAM calculates this by using the points achieved by the applicant and dividing it by the total possible points.

• The percent is determined according to how the screening points and scores are set up on the Job Opening Screening Tab. When setting up screening, each question is assigned a point value. The system figures the applicants' percentage based on the number of points that were assigned for that screening level. 
• The Maximum Points to Assign, Points Assigned for Pass and Points Assigned for Fail generally are NOT used.  Do not use these fields if entering a Percent Needed to Pass.
• Under the Screening Requirements section, the screening requirements grid is displayed.
• The Screening Requirements grid is used to identify whether the screening criteria should be used for a given screening level and if the criteria is required. If the criteria is marked as required, the applicant will not pass the screening level if they don't meet the specified criteria.

• For any criteria marked as Required on a screening level, applicants who do not possess those criteria will fail the screening level and the screening process.

• You will see a general listing of various General Requirement Screening Types, in addition to any Screening Questions that you have added previously.  General Requirements do not produce actual screening questions. Instead this area is located in the Preferences section of the online application and require very specific answers.  Additionally, applicants are not required to complete the Preferences section so usage of the General Requirements sections should be done with caution.  It is recommended to use actual screening questions instead of the General Requirements section.
9.2 minimum qualifications bottomr
• Check the Use in Screening checkbox and/or the Required checkbox for any of the questions that you'd like to add to the Minimum Qualifications.
Use in Screening makes the Screening Question visible to the applicant and requires the applicant to answer the question before they can submit their application.
• Check, Required to require the applicant to answer the screening question correctly in order to pass the screening level.  If the system determines that the applicant does not have this criteria (incorrectly answers the question), the applicant fails the screening level even if the overall point total meets the passing threshold.
• Points should be added for each of the questions that you are using in minimum and preferred qualifications. Points are allocated under the Edit Details section. Click Apply, once you have added the points.
• In the example below assign points to the Yes answers and leave the No answer at zero points.  This, along with the 100% needed to pass entry above will only pass the applicant if they answer Yes to the screening question.
9.2 define screening points
• Once you have completed the Screening Requirements section for the Minimum Qualifications level, click the OK button at the bottom of the page.
10. Select “Preferred Qualifications” to set up the Preferred Qualifications screening level Criteria.  The Screening Criteria page will open.
https://kb.wisc.edu/images/group61/19321/9.2preferredqual.jpg
Leave the Screening Option Description at their default value. These fields are used by the system, but should NOT be changed:
        Pass Status: 03B Under Review
        Pass Reason: Default - Met Pref Qual
        Fail Status: 03B Under Review
        Fail Reason: Default - Pref Quals Not Met
Letters can be manually sent after the screening processes are complete using the Send Correspondence functionality. Letters in the Screening Criteria section generally are NOT used since they are templates which are not editable. See KB TAM - Letter Templates for TAM
• Enter the Percent Needed to Pass field.  Enter the minimum percentage amount of the total possible points that an applicant must have to pass the screening level.  If field is left blank, the pass threshold is 0%, and all applicants will pass. It defaults to 100 to reflect that the requirements from the screening questions are the“must have” qualifications but can be any number up to 100.
• The Percent Needed to Pass defines the percentage of point(s) needed to pass this level. TAM calculates this by using the points achieved by the applicant and dividing it by the total possible points.

• The percent is determined according to how the screening points and scores are set up on the Job Opening Screening Tab. When setting up screening, each question is assigned a point value. The system figures the applicants' percentage based on the number of points that were assigned for that screening level.
• Maximum Points to Assign, Points Assigned for Pass and Points Assigned for Fail generally are NOT used.  Do not use these fields if entering a Percent Needed to Pass.
• Under the Screening Requirements section, the screening requirements grid is displayed.
• The Screening Requirements grid is used to identify whether the screening criteria should be used for a given screening level and if the criteria is required. If the criteria is marked as required, the applicant will not pass the screening level if they don't meet the specified criteria.

• For any criteria marked as Required on a screening level, applicants who do not possess those criteria will fail the screening level and the screening process.

• You will see a general listing of various General Requirement Screening Types, in addition to any Screening Questions that you have added previously.  General Requirements do not produce actual screening questions. Instead this area is located in the Preferences section of the online application and require very specific answers.  Additionally, applicants are not required to complete the Preferences section so usage of the General Requirements sections should be done with caution.  It is recommended to use actual screening questions instead of the General Requirements section.
9.2 minimum qualifications bottomr
• Check the Use in Screening checkbox and/or the Required checkbox for any of the questions that you'd like to add to the Preferred Qualifications.
Use in Screening makes the Screening Question visible to the applicant and requires the applicant to answer the question before they can submit their application.
• Check, Required to require the applicant to answer the screening question correctly in order to pass the screening level.  If the system determines that the applicant does not have this criteria (incorrectly answers the question), the applicant fails the screening level even if the overall point total meets the passing threshold.
• Points should be added for each of the questions that you are using in screening. Points are allocated under the Edit Details section. Click OK, once you have added the points.
• In the example below assign points to the Yes answers and leave the No answer at zero points.  This, along with the 100% needed to pass entry above will only pass the applicant if they answer Yes to the screening question.
9.2 define screening points
• Once you have completed the Screening Requirements section for the Preferred Qualifications level, click the OK button at the bottom of the page.
11. After completing your screening question set up, either click Save as Draft button or Save and Submit to submit your job opening for approval, or to update the online application.

ADDITIONAL RESOURCES:


Related KBs:
Related Links:



Keywords:job, position, recruit, recruiting, approvals, interview, candidate, applicant, posting, Faculty, Academic Staff, Limited, University Staff, University Staff Temporary Employee, recruitment, training, TAM hire rehire, waiver, waiver hire, multiple positions, continuous requisition   Doc ID:19321
Owner:Sheila W.Group:Human Resource System (HRS)
Created:2011-08-01 18:00 CSTUpdated:2017-08-08 10:18 CST
Sites:Human Resource System (HRS)
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