User Guide

l7lJ
HOFSTRA
U I ER IT

<D
PEOPLEADMIN
A PowerSchool Company

9/29/2022
 ltlJ ~
HOFSTRA PEOPLEADMIN
UNIVERSITY A PowerSchool
Company

Table of Contents
Page
Introduction 2

PeopleAdmin User Roles 3

How to Access People Admin 4

How to Search for a Posting 6

How to Review Applicants and Print Applications 8

How to Change the Status of an Applicant 10

How to Capture a ULR (“Quick Link”) for a Posting 12

Page 1 Hofstra University – September, 2022

 ltlJ ~
HOFSTRA PEOPLEADMIN
UNIVERSITY A PowerSchool
Company

Introduction
•••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••
Hofstra University has implemented this system in order to automate many of the tasks of the
employment application process.

You will use this system to complete four main tasks:

1) Review Requisitions
2) Search and Review Applicants
3) Communicate electronically with HR Administrators, Hiring Managers, Applicants, and
others involved in your hiring process

PeopleAdmin, Inc. has provided these training materials to assist your understanding of this
system. If you have any questions, please email [email protected]

Your Web Browser

PeopleAdmin Hire 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, PeopleAdmin will consider fixing it in
an upcoming release. Issues related to browser versions that are no longer supported will not be
addressed.

The site also requires you to have Adobe Acrobat Reader installed. This is a free download
available at www.Adobe.com.

Security of Applicant Data

To ensure the security of the data provided by applicants, the system will automatically log you
out after 60 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 top right-hand side of your screen.

Page 2 Hofstra University – September, 2022

 ltlJ ~
HOFSTRA PEOPLEADMIN
UNIVERSITY A PowerSchool
Company

PeopleAdmin User Roles

••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••
Hiring Manager –
• Non-faculty postings: Responsible for moving applicants through the process (i.e., not
interviewed, not hired; recommend for interview; interviewed, not hired; interviewed,
selected, etc.)
• Faculty postings: Able to view postings and applications for the postings they are
assigned.

Search Committee Chair –

• Non-faculty postings: Able to view postings and applications for the postings they
are assigned.
• Faculty postings: Responsible for moving applicants through the process (i.e., not
interviewed, not hired; recommend for interview; interviewed, not hired; interviewed,
selected, etc.)

Search Committee Member –

• Non-faculty postings: Able to view postings and applications for the postings they
are assigned.
• Faculty postings: Able to view postings and applications for the postings they are
assigned.

Human Resources – Human Resources is responsible for all job postings. This group approves
all non-faculty positions prior to posting, and is able to close a posting once the position is filled
or upon request.

Provost-Post – This group is responsible for all faculty job postings. This group approves all
faculty positions prior to posting, and is able to close a posting once the position is filled or upon
request.

Page 3 Hofstra University – September, 2022

 ltlJ ~
HOFSTRA PEOPLEADMIN
UNIVERSITY A PowerSchool
Company

How to Access People Admin

••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••
1. Log into the Hofstra Portal.
2. Click on the MyApps icon in the top right corner of your Portal screen, and select the
PeopleAdmin icon.
seart11

•
c.r,o,,iogi;i

(9)
.-~•£0,..ct
.. o.,,oe1 ~$""-
I!)

0
.-·1\lEVll- .. t
..

,,
21 ,j-
£~.,.,au..._ o.,~,,ot.-.cl'4U

B
"'""'1o'V'IN'
..,.,_
0
'"'"""°""' °' .,.....c.,-.,

•r,,..g~-
~
iii
SAFlol FHtr.a. ............ S-..A.,.,._v. ....
Tk20
- ....-oAllti ......_

User Groups

A new tab will open to display the home screen below. The system will default to an
“Employee” User Group (displayed in the top right-hand corner of your screen). Switch your
mode to “Hiring Manager” by clicking in the drop down of the User Group menu.

Mbl:6¥9

Alerts 11-1 tn:im me.im1n1$trator) ..,.,...,.

MyRledPusting:s My­

'°'"'"
A Non: ttus is a TESTer!Ylronmffi(.Powngscreatedherear, not betngusedfor <KWcll
h1nnipurpow-s 0 0
Sp«WHMdlingllsts
Average days your
lnbox Po5tln,s Hlringf'T'oposMs Posl!lonRllqOHtS
inbox tasks wait

SURCH

Page 4 Hofstra University – September, 2022

 ltlJ ~
HOFSTRA PEOPLEADMIN
UNIVERSITY A PowerSchool
Company

The following screen will now display:

Home R@qwtlX>n/Postings• Applicants • Hlrtng Proposab • -....,r:ut:s •

0 Filled Requisition/Postings
lnbox
Last 30 days

~ar. no results to Mdispl~. 0

Hover over to the 3 dots … at the top left side of the screen and first select “Applicant Tracking
System” module (if not already selected)

Page 5 Hofstra University – September, 2022

 ltlJ ~
HOFSTRA PEOPLEADMIN
UNIVERSITY A PowerSchool
Company

How to Search for a Posting

•••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••
To search for your postings in the system, go to the Requisition/Postings tab on the top menu and
select the appropriate position type. The system will return your default posting search results.

Non-Faculty
IFa1culty

All postings for the selected position type will display.

Home RequlsltionlPostfngs• Applicants· Hiring Proposals·

Requ1s1tion/Posnngs/ Non-~culty *
Non-FacultyRequisition/Postings 11111
To add a new column coChesearch results. seleccthe column from the drop down Use

MWtH-IM m-i+&WHl·:h
Standard Posting search X

D
:itandafd POsung
starch· 0
Posltlonlltle
select~ rtcords G
Department ActlveApptlQdons Woncflow State Posting Clow Position Number
am
D Associate DlrKtor of Rnandal Aid Office of financial Aid Posted 896673 Aalonsv

Customizing your Search Results

You can customize your search results based on how you wish to view the posting data.

There is a key word search where you can type in a word and search for the posting. The
system’s most common fields are indexed to return in a keyword search.

Saved Searches v
IBM Q More Search Options v

If you click on More Search Options you can use the Add Column feature which allows you to
add additional fields to your search results.

Page 6 Hofstra University – September, 2022

 ltlJ ~
HOFSTRA PEOPLEADMIN
UNIVERSITY A PowerSchool
Company

'*'
Saved Searches v ~ Hide Search Options v

Add Column: IAdd Column ·I

Department: [ Department
I
Workflow State: [ Workflow State
I
Search tips

▪ Text search is not case sensitive.

▪ Searches normally return items that contain all your search terms. For example, if you
enter facilities manager, the search returns items that contain both these words.

▪ To exclude search results, use the - character. For example, to search for postings that
contain the word "director" but not "athletic", enter director !athletic or director -
athletic, placing a space before the ! or - character.

▪ To search for a phrase that contains a dash or a space, enclose the entire phrase in
quotation marks: "director - athletic".

▪ You can't do a search that only specifies what not to return, such as !coordinator.

▪ You can't do a search for a word or phrase that was selected from a drop-down list, such
as the name of a state, but you can use filtering to find the information. The procedure
below for viewing applicants who reside in a specific state gives an example of how to do
this.

Page 7 Hofstra University – September, 2022

 ltlJ ~
HOFSTRA PEOPLEADMIN
UNIVERSITY A PowerSchool
Company

How to Review Applicants and Print Applications

•••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••

1. To search for Applicants for your postings in the system, go to the Requisition/Postings
tab on the top menu and select the appropriate position type. The system will return your
posting search results.

~ Non-Faculty
Faculty

Locate the posting that you wish to review applicants for and click on the respective posting’s
“Actions” drop down menu. Select “View Applicants”.

AddCo6urTVI AddCCbl'fl
Of,p;l~t Dopa1mlnt

Wot\rlow sac:, Wor1(tlow Stal•

Po!>.Unr,wlf'o!.tedClo~D.111' ,C

0 AatveApplltldons WorldlowStMe

0 AdmiwonsCOUl"Mb",Eltnt Pos1ed

This will open the Applicants tab for that posting where you will see all the Applicants who have
applied for that job.

_______
_
,.__
.,..
e--~-
c:i-•-lM
IICll!:l

A; M 1::mk·il·I· 45

c:m

Page 8 Hofstra University – September, 2022

 ltlJ ~
HOFSTRA PEOPLEADMIN
UNIVERSITY A PowerSchool
Company

To view an application:

Click on the Applicant’s Last Name or hover the Action button and click View Application.

To view one applicant's application materials together:

1. If the list of applicants does not include the Documents column, select More Search
Options and add it from the Add Column list. The list of applicants refreshes.

2. For the applicant of interest, click the document hyperlink to view the PDF of the
applicant's most recent application materials in a new tab of your browser.

The supplemental questions section indicates whether the applicant passed the qualification
group questions, if there were any on the posting.

To view a collection of applicant documents

You can review more than one applicant document at a time. You may choose to view all the
documents for an applicant, specific applicant documents for each of a group of applicants, or all
applicant documents for a group of applicants.

1. On the posting's Applicants tab, check the boxes to select the applicant or applicants of
interest.

2. Do one of these things:

▪ See the selected applicants' materials together: From the Actions menu, select
Download Applications as PDF. In the dialog box, select the types of documents
you want to view, then select Submit.

▪ See the selected applicants' materials separately: From the Actions menu, select
Create Document PDF per Applicant.

The system creates a PDF containing all the documents that you request.

Page 9 Hofstra University – September, 2022

 ltlJ ~
HOFSTRA PEOPLEADMIN
UNIVERSITY A PowerSchool
Company

How to Change the Status of an Applicant

•••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••
While reviewing an application, you can change the status of applicants as you review their
credentials, interview them, and make a final decision.
Note: Only certain user profiles (e.g., Hiring Managers and Search Committee Chairs) will have
the ability to change the status of an applicant and/or have the ability to change an applicant to a
particular status. You will only see the options that you are permitted to select, based on your
profile.
1. Pull up the list of applicants linked to your posting. (Please see “How to Review
Applicants and Print Applications” Snapshot.) Select an applicant by clicking on their
Last name (hyperlink).

To add a new colufTVlto chi! search re-suits.~Kt me cotumn from the drop down Im

1mi+&&i····1H

Apf>&ic:,intFlrst RtquislUon/PostlngS
Nome Oo<um,,n, Number Wond\ow SUite(lnterNI)

Elizabeth Rtsun'lt,CIMl'flffl:tr S029P

2. To change the status of one applicant, click the “Take Action on Job Application” button
linked to that applicant’s record and select the appropriate status from the drop-down
menu of available options. (Note: You will only have access to certain status types based
on your profile permissions and where the applicant is in the process.)

Jobapplication:ElizabethLorentzen(Non-Faculty)
Current Status: Appl1~nt Review Sy Hiring Manager
Appllaitlon form: Staff Appllc.aoonForm (Applicant View} • 2022
····3?
(iji···
app
on thisJob
WCW'klng
26
ro

Submit (ITIOW:to Not

Full na~· EllzabechLorentzen Cre,uedby Elwbeth Lo~naen
l~NotHired)
AddrMS owner Hiring Manager
Submit (ITIOW:to RKorTvnfflded
123~nStreet
for Interview)
Mytown,NY11549

Page 10 Hofstra University – September, 2022

 ltlJ ~
HOFSTRA PEOPLEADMIN
UNIVERSITY A PowerSchool
Company

Changing the Status of Multiple Applicants

To move a group of applicants to a new workflow state

1. From the list of all applicants on the posting, check the boxes associated with the
applicants of interest.

2. From the Actions menu, select Move in Workflow. The Editing Workflow States page
opens.

3. Do one of these things:

▪ 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 to update them.

i-: Edltlng: Workflow Stales for 1 Applicant

ch.,.e tor ..a•ppliunb I setect • womiow suue...

HumanRMoiKCH I Mow lo St.wt ~mg proposal

i 2¥h,·JIii

Once a candidate has been hired, you will want to go to the Posting and move it to filled. This
will complete the close out process of your posting in PeopleAdmin.

Page 11 Hofstra University – September, 2022

 ltlJ ~
HOFSTRA PEOPLEADMIN
UNIVERSITY A PowerSchool
Company

How to Capture a URL (“Quick Link”) for a Posting

•••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••
Each posting has its own unique URL (i.e., “quick link”) that you are able to capture and share
with others via email, post to additional job boards, etc.

1. To search for your postings go to the Requisition/Postings tab on the top menu and select
the appropriate position type. The system will return your default posting search results.

Non-Faculty
IFa1culty

2. All postings for the selected position type will display. Click on the link for the desired
posting.

Requis,tlon/Posbngs / Non-faculty *
Non-Faculty Requisition/Postings mm
To add ai nffi column coChesec1rchresults. seleccthe column from the drop down Use

YW·HAM
Standard Posting search X

D
-StandatdPOsung
sea,ch· O
Posltionlltle
sele<c~ rKo<ds G
Department ActlveAppllcadons Wor1dlowState Posting Clow Position Number
am -•I
D Associate DirMtor of Anandal Aid Office of financial Aid Posted 896673

Page 12 Hofstra University – September, 2022

 ltlJ ~
HOFSTRA PEOPLEADMIN
UNIVERSITY A PowerSchool
Company

3. This will open that posting’s details. Select the Summary tab and scroll to the bottom of
the Position Details section.

PIHse reviewthe detil ls of th Postingt..low P.igetitles pref•ced with •n X •nd h ghhghted1nREDh.ve errors or missingdau P•ge utles pref.ced w•th ii checkm.irt.;•nd h,ghl VJtedm GREEN~w vilhdilted successful
m•y uke action on the Postmg us,n, me ict1ons hsted 1nthe Wor1dlow actionsfor this postJn& pane

Posmonlnfarmatx>n

PositionNumber 896673

·- Office,offinanoalAld

Eltzatwchlorem::zen

The “Quick Link” for that posting is at the bottom of the Position Details section. Copy and paste
this link as needed.

Work Schedule

Posting Open 09/01/2022.

Posting Close

https://hofstra-sb.peopleadmin .comlpostings/140

~ Internal Posting Documents

Page 13 Hofstra University – September, 2022