PEOPLE ADMIN HR USERS FAQ

Page 2Q: How do I access PeopleAdmin?Q: How do I see my Postings and Applicants?

Page 3Q: Is there anything I need to include in my advertisement relating to PeopleAdmin?

Page 4Q: Have I set up my References correctly?

Page 5Q: How to upload a Reference Letter (that came through email)

Page 6Q: What if an applicant contacts us and wants to have something changed on an already submitted application?

Page 7Q: We have an applicant that claimed they applied to our Posting, but I do not see them on the list of Applicants on my Posting.

Page 8Q: How to upload a Reference Letter for a Reference that was not included on the ApplicationQ: What if a Reference Provider contacts us and wants to change the Reference Letter that they uploaded into the system.Q: How to upload an Application that came through the mailQ: I have made changes to my Posting, but the applicants are not seeing any changes?

Page 9Q: Do I still need to send in the Applicant Monitoring Form?Q: My Reference Providers are getting a “Link Expired” error message when they follow the link in the Reference Notification email?Q: Can I add a non-IU employee to the Search Committee ?

Page 10Q: What does the Reference Notification email look like?

Page 11Q: What is the best way to send a bulk email to the Candidates?

Page 12Q: What is the process to move applicants in the workflow and how should I complete a Posting?

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How to Log In to PeopleAdmin with your IU CAS Credentials:

To access PeopleAdmin via One.IU, navigate to https://one.iu.edu/ and enter "PeopleAdmin" in the Search field. Then click on the “PeopleAdmin Faculty Applicant Tracking System” task.

https://one.iu.edu/launch-task/iu/people-admin-faculty-applicant-tracking-system

You can also continue to use the direct link: http://indiana.peopleadmin.com/hr/shibboleth

How to view your Posting and Applicants in the PeopleAdmin system

First, from the PeopleAdmin Main Page, select "Postings" and then "Faculty" from the drop down list. You should see the Posting you are have access to. Select your Posting. 

From there you will see the Posting Details Page and you will want to select the "Applicants" tab. This will show you the list of applicants and selecting them will take you to the Applicant Details page.

PeopleAdmin Help

If you need help with anything involving PeopleAdmin, please send questions and support requests to rechelp@indiana.edu

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Q: Is there anything I need to include in my advertisement relating to PeopleAdmin?

A: We are requesting that departments insert the following statement in their advertisements pointing to the PeopleAdmin process: 

Interested candidates should review the application requirements and submit their application at: https://indiana.peopleadmin.com. Questions regarding the position or application process can be directed to: [insert department contact and full mailing address along with email address].   

You can also add a direct link to your specific Posting in place of the general https://indiana.peopleadmin.com address. This link can be found in the Summary tab of your Posting in the Position Details section. Look for the “Quick Link for Posting”.

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Q: Have I set up my References correctly?

Please take note of the difference in the 2 main methods of collecting References in the PeopleAdmin system.  

1. Confidential External Reference Lettersa. The Reference Request section is where the applicant will supply the

name and email address of External Reference Providers. You will determine at which workflow state (Reference Notification setting, see Page 6 of the Users Guide) you will send the Reference Notification to the Reference Providers for them to upload the confidential Reference Letter on behalf of the applicant.

2. Applicant Documents (Letter of Reference 1-6):a. Applicant Documents are supplied by the Applicant themselves at the

time they apply for the Job (similar to CV and Cover Letter)

Normally we do not require Reference Letters from BOTH sections.

If you have chosen the Confidential External Reference Letters above, please also verify the Reference Notification section on the “Settings” tab. This setting determines the workflow state at which the reference providers will be contacted by a system-generated email providing instructions and a link to upload the Reference Letter.

You have 2 options:

For manual notification, managed by your Department, the default choice Reference Notification = “Request Reference Letters” is selected. This is the preferred method based on our “Best Practices”. The email notification will be sent when you have manually moved the sub-group of applicants to the “Request Reference Letters” workflow state. You will control to which applicants and when the Reference Notification is sent out.

For automatic notification, choose Reference Notification = “Application Received”. Please note that if you choose this option, the Reference Notification email will be sent out to EVERY Reference Provider as soon as they have applied for the position.

Please contact Academic Recruitment Help at rechelp@indiana.edu if you would like further clarification and we will be happy to explain the Reference options in PeopleAdmin in further detail before completing your Posting.

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Q: How to upload a Reference Letter (that came through email)

A: HR users can upload a letter for the reference provider. They basically have to go through the link, just as the provider would and attach it on their behalf. To Navigate there: Click on your posting --> Click Applicants --> Click the Applicant you want to upload the Reference for and Scroll down to the Professional References section. I have attached a screenshot showing where this link is located when viewing the application. Once uploaded and finalized, it will appear just as the provider attached the letter.

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Q: What if an applicant contacts us and wants to have something changed on an already submitted application?

A: We have granted Department Administrators the “Manage Application” permission in the PeopleAdmin system.

With this, you have 2 new options: “Edit Application” and “Reactivate”

If an applicant contacts you and wishes to modify an already submitted application in the system you have the options to “Edit Application” or “Reactivate”

1. “Edit Application” – This will allow you to make any changes to the application. You can add/update documents, and change incorrect information on the application for the applicant.

2. “Reactivate” – this will allow the applicant to be able to go to back to the Applicant Portal, log back in to their application, make any changes themselves and then they will need to “Certify and submit” their application again.

Here is a standard response you can send the applicant:

“I have reactivated your application. You can now log back in to the applicant portal, view "Your Applications" and click the "Application" Link under the Application Materials section. From there you can make any necessary changes.  Please make sure that you "Certify and Submit" the application again when you have completed your changes.”

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Q: We have an applicant that claimed they applied to our Posting, but I do not see them on the list of Applicants on my Posting.

A: Sometimes an applicant does not successfully “Certify and Submit” the application successfully and the application stays in “Draft” mode.

How to View Applicants in “Draft” mode

Step 1: Click the “Applicants” tab inside your PostingStep 2: Click “More Search Options”Step 3: Add Column > Select email(Candidate)Step 4: Check the box next to “Draft”Step 5: Click the Search button

This will return applicants that have started an application and for some reason have not clicked “Certify and Submit” and completed the application.

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Q: How to upload a Reference Letter for a Reference that was not included on the Application

A: You can now Reactivate and Edit the Application adding this Reference Name with your (Department Admin) email address and then complete and re-submit the application. You will then be emailed the Reference Notification email with the link to complete the Reference and upload the Reference Letter

Q: What if a Reference Provider contacts us and wants to change the Reference Letter that they uploaded into the system.

A: Send a request to the PeopleAdmin Support email: rechelp@indiana.edu with the following information:

View the Applicant and go to the “Recommendations” tab. You have the option to “Delete and re-solicit” the Reference Letter and the Reference Provider will receive another email with instructions to re-upload the Reference Letter

Q: How to upload an Application that came through the mail?

A: The process to enter an application into the system is a bit labor intensive. First you will need to create an account on the Applicant portal for the applicant and complete the application as the applicant would.

Q: I have made changes to my Posting, but the applicants are not seeing any changes?

A: Every time you make a change to your Posting, you need to update the Posting on the applicant portal website. Similar to Page 22 of the Users Guide, click the Orange "Take Action on the Posting" button selecting “Publish the Changes for this Posting to the Applicant Portal”

This action transitions your changes out to the applicant portal. Any time you make a change to your Posting always remember to do this step.

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Q: Is some version of the Applicant Monitoring Form automatically sent to applicants or does the Office of Affirmative Action have access to this information within the application?  It appears that questions asked on the AMF are now asked within the application itself.

A: The Office of Affirmative Action has access to all the data captured from the applicant. This is one of the more popular features of the software, now you don’t have to provide paperwork to the OAA.

Q: My Reference Providers are getting a “Link Expired” error message when they follow the link in the Reference Notification email?

A: The “Link Expired” error message is due to the “Last Day Reference Provider can submit” value in the Reference section of the Posting Details on in the Summary tab

We recommend that the “Last Day Reference Provider can submit” value is left blank to prevent the “Link Expired” message.

Q: Can I add a non-IU employee to the Search Committee ?

A: Yes. You will need to create an IU Affiliate Account. Follow the below link for instructions:

https://ams.iu.edu/ams_user/RequestAffiliate.aspx

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Q: What does the Reference Notification email look like?

A: Here is a copy of what the Reference Notification email looks like:--Derek Pirkola has applied for the position of Test-Posting in the Department of Kelley School of Business and has given the search committee permission to request letters of reference. We would greatly appreciate your candid appraisal, since this will be invaluable to the search committee in completing a thorough evaluation of the candidate’s suitability for the position.

For a more detailed description of the position you may also view the position announcement online at:

http://indiana.peopleadmin.com/postings/341

Please click the link below to upload your recommendation letter. You may attach a PDF or Word file.

http://indiana.peopleadmin.com/ref/new/16984/4dc7b54276bfde118219d08a68b7dc5b

INSTRUCTIONS:

The reference request consists of a short form requesting basic information and giving you the opportunity to decline to submit a recommendation. Under the Section "Required Documents for this Recommendation", you will be able to Upload your File by clicking the "Choose File" button. Please by sure to click the "Submit" button. If the upload was successful, you will see a green "Recommendation submitted" message screen.

Note from department: If you have any questions about providing your reference, please contact our Department representative at [yourname@email.edu]

We are aware of the time and effort your response requires and appreciate your help. Your prompt reply would be greatly appreciated.

Yours sincerely,Indiana University

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Q: What is the best way to send a bulk email to the Candidates?

A: We recommend that you export the Candidates Names and email addresses to Excel and then send a customized email. Here are the Steps to perform this process:

Step 1: Click the “Applicants” tab inside your PostingStep 2: Click “More Search Options”Step 3: Add Column > Select email(Candidate)Step 4: Select the “Workflow State” if you want to filter the Search Results further. Step 5: Click the Search buttonStep 6: Review the search results and verify that you have returned the Group of Candidates that you want to send a bulk email to.Step 7: Click Actions > Export Results

This will export the Search Results into an Excel spreadsheet where you will be able to Copy/Paste the Candidate email addresses into your custom email.

We have also added 1 Rejection Letter template for “Applied/No Interview” candidates. If you would like to use this feature, please contact Academic Recruitment Help at rechelp@indiana.edu and we would be happy to discuss the bulk email options to see which option is right for your requirement.

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Q: What is the process to move applicants in the workflow and how should I complete a Posting?

Applicant Workflow Notes

When you complete the OAA eDocs (Vacancy Notice, Interview Request and Offer Request) units must take the corresponding PeopleAdmin action highlighted above.

When a verbal agreement has been made on an Offer, units must move an applicant to “Offer Accepted” and move the Posting to “Filled”. When the Hire eDoc is completed, units must move the applicant to “Hired”.

If the Position is not filled Units must move applicants to “Declined Offer” or “Interviewed, Not Selected”, and transition the Posting to “Posting will be re-evaluated”.

Please refer to the “How to Move Applicants in the Workflow” (Page 30) section of the Users Guide for instructions on moving applicants in the workflow Please refer to the “PeopleAdmin workflow state definitions” below for more information on Posting workflow states.

PeopleAdmin posting workflow state definitions:- “Publish the Changes for this Posting to the Applicant Portal”

Vacancy Notice eDoc

Create PA Posting

Interview Request eDoc

PA Move Applicant to “Interviewed

Offer Request eDoc

PA Move Applicant to “Offer Made” PA Move

Posting to “Filled“

PA Move ApplicantTo “Hired”

Complete the Vacancy Notice eDoc.

Use the OAA# to

create Posting in

PA

Complete PA Posting. Refer to

“Indiana University

PeopleAdmin Users Guide” on

My Links section of PA.

Transition your Posting to “Posted”

PA Move Applicant to

“Offer Accepted”

Hire eDoc

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o Use when there are any changes to the Applicant Documents or Reference Settings on your Posting. This will update the “Posting Details” on the applicant portal for applicants. Workflow state will remain “Posted”

- “Draft” o Status to show that the Department Administrator is still working on the Posting.

- ”Posted” o This status signals that the Posting is open and accepting applicants.

- “Reposted” o Use when extending the posting, or when there is a change to the Vacancy Notice details, i.e. duties, degree requirements, areas of

specialization, or change in application deadline.

- “Closed”o Posting should be closed on the deadline date listed in Vacancy, if any listed. This can be set to occur automatically through the

“Posting Details” section. If the Vacancy reads “position will remain open until filled” then you would move the posting directly from “Posted” to “Filled”.

o This action will remove the Posting from the applicant portal website and the Posting will be closed to future applicants.- “Filled”

o Use to show Posting has been filled. Applicant needs to have been moved to “Hired” or “Offer Accepted”.

- “Posting will be re-evaluated” o Replaces “Search Status” eDoc. Use to show that a search has concluded with Declined Offer, No Offer made, or search will be reviewed

for possible continuation in the next recruitment year.

- “Cancelled”o Used to show that a Posting was never posted and there were no applicants.

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