Penn State University Libraries - Part-Time Application System

To request that a Wage Payroll/Work-Study job be posted by Libraries Human Resources:

1. Select the Jobs tab in the upper right
2. Select  “Post a job” at the left
3. Complete the request form
   1. Repost?  Check Yes or No.  (If the job is a repost of a previous job request, reasons for not hiring must be given for all applicants of the original job before the job can be reposted)
   2. Enter job title, location, job type, and level of job (if work-study only, see below)**
   3. Supervisors--If you will be the only supervisor reviewing the applicants, your access ID will appear.  If other supervisors will need to view the applicants, enter the access ID in the fields provided.  (In the database, the main supervisor will be the supervisor in control of the job.  Currently, secondary supervisors will only be able to view applicants but will not be able to select applicants online)
   4. Enter additional notes to be included in the posting (Ex.  # of vacancies, must be available to work over breaks)
   5. Enter # hrs./week and the hours/days that you are looking to be filled
4. Save Job at bottom
5.  LHR will be notified that a job posting has been requested and will review the request.
6. You will receive a confirmation email message when the job is released/posted by LHR.  (If the posting request is not acceptable, LHR will contact you to discuss.)

At this point, the job has been posted on the Libraries jobs page and applicants can begin applying. 

Note:  LHR will use the job description from your most recent posting for the request.  But, if you prefer, you can send the job description to Wendy Stodart in the event there are changes, etc.

To view the list of jobs:

You can see the jobs that you have requested to be posted.

1. Select the Jobs tab in the upper right
2. Select “View list of jobs” at the left
3. You will see the jobs that you requested to be posted with the following:
   1. Vacancy ID# that was assigned by LHR for each job and job title
   2. Indication if the job has been released by LHR and also a “Close” button appears  to give you the opportunity to close the job at any time during the process
   3. The number of applicants that have applied for the job
4. You can view the actual job request, “View/Edit Job Details”
5. You can view the applicants for each job, “View Applicants"

To view and select applicants for the job:
(see below for Work-Study only postings)

Applicants can be viewed as soon as the job is posted and applicants begin applying.  You can then begin the process of selecting the applicants you may want to consider interviewing for the job.  Do not begin contacting applicants until after the applicant deadline.

1. Select Jobs tab, “View list of jobs,” “View Applicants” for the job
2. Click the applicants name to view an application
3. Click the Select button for the possible applicants you would like to consider for the job.  The applicant will then be moved up to the Selected Applicants list.
4. Click the Remove button to remove an applicant from the Selected Applicants list
5. After the end date of the posting (date found in the Job Details), you can then click Send List to Human Resources (see NOTE below).  The names in the Selected Applicants list will be sent to LHR for review.  At this time, if you posted the job as both wage and work-study, we will verify the applicants that indicate they have a work-study award.
   
   (If more than one supervisor is part of the hiring process, only the main supervisor can select/remove applicants.  Other supervisors will only be able to view the applicants.  Discussions between supervisors will need to take place and the main supervisor will submit the list of selected applicants to LHR.)
   
   NOTE: The Selected Applicants sent to LHR are now the only applicants that can be considered for the job.  You will not be able to choose other applicants from the not selected list at a later date.  
   
   
6. Basically, select any applicants you feel you might want to consider for the job.When the list of selected applicants has been approved, you will receive confirmation from LHR

To interview/hire/don’t hire applicants for the job

When LHR has approved the list of selected applicants, the Interview, Hire, and Don’t Hire buttons will appear for each applicant in the Selected Applicants list.

1. Supervisors will interview applicants on the list.  Not all applicants must be interviewed
2. For each applicant interviewed, click the Interview button, enter date of interview, Save Interview Date and Return to Applicant List
   1. For hired applicants:
      1. Click the Hire button for the applicants that are hired
      2. On the next page, be sure to have  the information listed on the next page before clicking Yes to hiring the applicant
      3. If Yes, the Part-Time Employee Information Sheet is to be completed.  The required fields must be filled in but is preferred that all fields be completed.  Click Enter Information
      4. LHR will receive notification that an applicant has been hired.  LHR will then be able to view the Part-Time Employee Information Sheet for the hired applicant
         
         NOTE: You will not be able to go back into the Part-Time Employee Information Sheet later, after exiting the form
   2. For applicants not hired:
      1. For applicants that were interviewed, click the Don’t Hire button and select a reason for not hiring.  Supervisors should contact these  applicants to notify them that someone else was selected for the job
      2. Other applicants in the Selected Applicant list that were not interviewed or applicants in the bottom unselected applicant list—optional to give reasons for not hiring.  Only interviewed applicants must have reasons for not hiring
      3. If no applicants were hired for the job, reasons for not hiring must be given for all applicants if the job is requested to be reposted
         
         

To close the job:

After you have completed the interviewing/hiring for the job, you will need to close the job.

1. In the listing of jobs, click the Close button for the job.  The status will be Pending
2. LHR will be notified that the job has been closed by the supervisor.  LHR will close off the job in the database and job status will become closed

Applicant Notification:

1. Supervisors should notify those interviewed but not hired
2. Email messages will go to all other applicants not hired
   1. System generated messages will go to those in the bottom unselected applicant list
   2. LHR will send messages to those not hired in the Selected Applicant list

Reposting jobs:

In the event that you were unable to hire someone for a job that was posted, you can request to repost a job.   All applicants for the original job must be given a reason for not hiring.

1. Select the Jobs tab in the upper right
2. Select  “Post a job” at the left
3. Complete the request form
   1. Repost?  Check Yes   (reasons for not hiring must be given for all applicants of the original job before the job can be reposted)
   2. Complete the remainder of the form using the same information as the original job posting
4. Save Job at bottom

LHR will be notified that a job reposting has been requested and will review the request.  When the job is released/posted by LHR, you will then receive a confirmation email message.  (If the posting request is not acceptable, LHR will contact you to discuss.)

At this point, the job has been reposted on the Libraries jobs page and applicants can begin applying.  You can then continue the same process of viewing and selecting applicants.


**Work-Study only postings: **

In the past, we’ve been handling these postings differently.  In an attempt to hire more work-study students as quickly as possible, work-study only postings remain posted until filled.

In the situation when a job is posted as work-study only, the procedure will be slightly different than when posting/filling a wage job:

1. As applications are being submitted, you can Select applicants that you are interested in contacting
2. DO NOT click Send List to Human Resources (this will be done at the end of the process)
3. LHR will be checking to verify applicants’ work-study awards
4. You can contact/interview the applicants at your convenience
5. When you have determined a student to hire, please complete the Part-Time Employee Information Sheet and email to Wendy Stodart
   

The following steps are to update the database so that it is accurate (even though students have been hired and LHR has been officially notified):

1. After you have completed the hiring process for the job, you should click Send List to Human Resources for the applicants that you interviewed and/or hired
2. LHR will then approve the list and Interview, Hire, and Don’t Hire buttons will appear
3. For each applicant interviewed, click the Interview button, enter date of interview, Save Interview Date and Return to Applicant List
   1. For hired applicants:
      1. Click the Hire button for the applicants that are hired
      2. On the next page, be sure to have  the information listed on the next page before clicking Yes to hiring the applicant
      3. If Yes, the Part-Time Employee Information Sheet is to be completed (even though one may have already been completed and sent to LHR).  The required fields must be filled in but is preferred that all fields be completed.  Click Enter Information
      4. Filling out this form is to just update the database
         
         NOTE: You will not be able to go back into the Part-Time Employee Information Sheet later, after exiting the form
   2. For applicants not hired:
      1. For applicants that were interviewed, click the Don’t Hire button and select a reason for not hiring.  Supervisors should contact these  applicants to notify them that someone else was selected for the job
      2. Other applicants in the Selected Applicant list that were not interviewed or applicants in the bottom unselected applicant list—optional to give reasons for not hiring.  Only interviewed applicants must have reasons for not hiring
         
         If no applicants were hired for the job, reasons for not hiring must be given for all applicants if the job is requested to be reposted

To close the job:

After you have completed the steps above for the job, you will need to close the job.

1. In the listing of jobs, click the Close button for the job.  The status will be Pending
2. LHR will be notified that the job has been closed by the supervisor.  LHR will close off the job in the database and job status will become closed

Applicant Notification:

1. Supervisors should notify those interviewed but not hired
2. Email messages will go to all other applicants not hired
   1. System generated messages will go to those in the bottom unselected applicant list
   2. LHR will send messages to those not hired in the Selected Applicant list