Jenzabar Campus Portal Features Help Hub

Employment Position Management

The Employment Position Management feature is accessible from any web-enabled device and allows select user groups to enter and submit position requisitions, create the online application, communicate with other users involved in the processes, review the status of a position request, approve requisitioned positions, post openings, review submitted applications, and approve an applicant for an interview.

Use this feature to do any of these:·       

  • Enter and Submit Position Requisitions·       

  • Review the Status of a Position Request·       

  • Approve or Deny Requisitioned Positions·       

  • Send an Email to Position Requisition Collaborators·      

  •  View or Add Comments to Position Requisitions·       

  • View or Add Attachments to Position Requisitions·       

  • Set Up an Approved Position Listing·      

  •  Approve or Reject an Applicant for an Interview·      

  •  Send an Email to Hiring Process Collaborators·      

  •  View or Add Comments to an Applicant's Application·       

  • View or Add Attachments to an Applicant's Application·       

  • Establish the General Email Address for Receiving Applicant Email Messages (Administrators)·       

  • Establish or Update the "About us" Content (Administrators)

  1. Log into the Campus Portal as an HR Position Administrator or Position Administrator with Campus Portal rights to submit a position request.

  2. Access the Employment Position Management feature.

  3. Click New position listing. The Request a new position listing page appears.

  4. Use the Search for a position search criteria to find an existing position within your organization.

  5. Click the Search positions button. The position matching your search criteria appear.

  6. Click on the position title you are requesting. The New Listing page appears.To view detailed information about the position you are requesting, click View the position details.

  7. In the Target pay rate, enter the total desired pay rate per hour or year for the requested position.

  8. In the New hire start date, enter or select the estimated begin date for the position.To make the start date as soon as possible, leave this column blank.

  9. To include an internal attachment about the position request:  

    1. Click Add a file. The Upload a File window appears.

    2. Click the Browse button. The Choose File to Upload window appears.

    3. Locate and select the file to be added.

    4. Click the Open button. The Choose File to Upload window closes.

    5. Repeat Steps b - d to add as many attachments as needed.

    6. Click the Save button. The attachments appear.

  10. In the Justification for this request column, enter any reasons or explanations regarding why this position is needed.

  11. In the Special instructions for HR column, enter any information specific to the position request you need to relay to HR. For example, the position is to be posted internally for a month prior to posting it to outside candidates.

  12. Click the Request this listing button. The position is submitted for review.Depending upon your organization's process, once the position request has been submitted, it is formally reviewed by the HR Position Administrator, Position Administrator, or Position Approval Committee.

  1. Log into the Campus Portal as an HR Position Administrator or Position Administrator with Campus Portal rights to submit a position request.

  2. Access the Employment Position Management feature.

  3. Click New position listing. The Request a new position listing page appears.

  4. Click Request an all-new position. The Create a new position page appears.

  5. In the Title column, enter a heading that describes the position being requested.

  6. In the Short Description column, enter a brief overview of the position being requested.

  7. From the Location drop-down options, select the location where employees in this position work.

  8. From the Department drop-down options, select the department within your organization that is associated with the position.

  9. From the Classification drop-down options, select a classification under which this position falls. This classification can be used to sort reports or separate positions when generating timecards in Payroll.

  10. From the Category and Sub-Category drop-down options, select the category in which most employees filling this position will begin. These codes can be used to sort reports or separate positions when generating timecards in Payroll.

  11. From the Work Type drop-down options, select Full or Part time and the shift in which employees in this position work.

    Tip

    If you select Part Time, the How much work? column appears. Enter the total standard annual hours.

  12. From Pay Type options, select Hourly, Workstudy, or Salary and enter the total pay rate per hour or year.

  13. To add a required competency:

    1. Click Add a required competency. The Add a required competency window appears.

    2. From the Competencies drop-down options, select the type of required competency. The related competencies appear.

    3. Select the checkboxes of the competencies to be required of applicants.

    4. Repeat steps b and c to add as many competencies as needed.

    5. Click Add selected competencies. The Add a required competency window closes, and the selected competencies appear.

  14. To add a desired competency:

    1. Click Add a desired competency. The Add a desired competency window appears.

    2. From the Competencies drop-down options, select the type of required competency. The related competencies appear.

    3. Select the checkboxes of the competencies to be desired of applicants.

    4. Repeat steps b and c to add as many competencies as needed.

    5. Click Add selected competencies. The Add a desired competency window closes, and the selected competencies appear.

  15. To include an internal attachment about the position request:

    1. Click Add a file. The Upload a File window appears.

    2. Click the Browse button. The Choose File to Upload window appears.

    3. Locate and select the file to be added.

    4. Click the Open button. The Choose File to Upload window closes.

    5. Repeat Steps b - d to add as many attachments as needed.

    6. Click the Save button. The attachments appear.

  16. In the New hire start date column, enter or select the estimated begin date for the position.

    Tip

    To make the start date as soon as possible, leave this column blank.

  17. In the Justification for this request column, enter any reasons or explanations regarding why this position is needed.

  18. In the Special instructions for HR column, enter any information specific to the position request you need to relay to HR.

  19. Click the Request this listing button. The position is submitted for review.

  1. Log into the Campus Portal as an HR Position Administrator or Position Administrator.

  2. Access the Employment Position Management feature.

  3. Click View your recent position requests. The Your recent position requests window appears.

  4. To view detailed position request information, click on the position request title hyperlink.

When considering a position request, you can review the request details and collaborate with other administrators or committee members using email correspondence, comments, and file attachments. You can also view decisions of other administrators or committee members. Once you have made your determination regarding the position request, they can view your decision.

  1. Log into the Campus Portal as an HR Position Administrator, Position Administrator, or Position Approval Committee member.

  2. Access the Employment Position Management feature. Position requests requiring your review automatically appear on the main page.

  3.  Click on a position title. The Position Request Detail page appears.

  4. To add a comment to the position request:

    1. Click Add a comment. The Enter a Comment window appears.

    2. Enter your comment.

    3. Click the Save button. The Enter a Comment window closes.

  5. To add an attachment to the position request:

    1. Click Add a File. The Upload a File window appears.

    2. Click the Choose File button. The Open window appears.

    3. Browse to the location where the file is stored and select it.

    4. Click the Open button. The Open window closes, and the Upload a File window reappears.

    5. Click the Save button. The Upload a File window closes.

  6. To view other reviewers' decisions or contact undecided reviewers:

    1. Click the undecided link. The Opinions on this request window appears.

    2. To send an email message to all reviewers, click Email all. A blank email in your default email account such as Outlook automatically appears.

    3. To send an email message to a select reviewer, click on their hyperlinked name and Email link. A blank email in your default email account such as Outlook automatically appears.

    4. To close the Opinions on this request window, click Close or the X button.

  7. Click either Add my approval, Reject this request, or No decision yet.

You can send an email message to other administrators and/or committee members to organize meetings to discuss the applicants in greater detail, inquire about competencies, encourage delinquent decision makers, and discuss justifications. You can send an email message to the HR Hiring Administrator and/or the members of the hiring committee.In order for the HR Hiring Administrator and Hiring Committee members to receive the email message, they must have an email address associated with their user account.

  1. Log into the Campus Portal as an HR Hiring Administrator or Hiring Committee member.

  2. Access the Employment Position Management feature. Positions with submitted applications you can review appear on the main page.

  3. Click on a position title. The Position page appears.

  4. Click on the applicant whom you are reviewing with other administrators or committee members. The Applicant page appears.

  5. Click Email the committee. The Email the committee window appears.

  6. From the Send an email to drop-down, select a recipient:  whole committee, undecided members, in favor members, or against members

  7. Click the Compose an email button. A blank email in your default email account such as Outlook automatically appears.

  8. Enter your email content and make any necessary updates to the Subject, CC, or BCC fields.

  9. Click the Send button.

Use comments to collaborate and share with other administrators and approval committee members. Comments can only be seen by other administrators and committee members assigned to the hiring process for a select position.  You may want to note that you noticed the applicant is unavailable to start until November, but you need them to start in August when the fall term commences.

Note

Applicants cannot see the comments. Only administrators and committee members assigned to the position request can.

  1. Log into the Campus Portal as an HR Hiring Administrator or Hiring Committee member.

  2. Access the Employment Position Management feature. Positions with submitted applications you can review appear on the main page.

  3. Click on a position title. The Position page appears.

  4. Click on an applicant. The Applicant page appears.

  5. From the Discussion about this application section, choose an activity: Review comments, Add a comment, or Delete  a comment.

  6. Click the Save button.