| Presented by Hillsborough County Civil Service Board
Hillsborough County Requisition and Referral List System
2 Logging In | Hillsborough County
Table of Contents
Contents
Logging In ...3Home Page > My Home & My Profile Sub-Tabs ...4
Creating and Routing a Requisition ...5
View Your Requisition ... 12
Viewing an Eligible List ... 15
Sharing a Referral List ... 19
Managing Candidates on a Referral List ... 21
Scheduling Candidates For Interview ... 24
Setting Up The Online Interview Scheduler ... 26
Notices ... 33
Hillsborough County Requisition and Referral List System
3 Logging In | Hillsborough County
Logging In
To access the website for administrative purposes, such as creating a requisition or reviewing a referral list, visit:
Http://www.jobaps.com/hillsborough/admin/
To see the current listing of jobs on recruitment and to access the public facing portal page and view class
descriptions, salary schedules, and older job announcements, then go to:
Http://www.jobaps.com/hillsborough/
Hillsborough County Requisition and Referral List System
4 Logging In | Hillsborough County
Home Page > My Home & My Profile Sub-Tabs
From the Home tab you will see two “sub tabs” listed which are My Home and My Profile.
The My Home sub-tab is used to push timely information out to agencies and also lists any requisitions
awaiting your approval. Most agencies will not have any requisitions to approve.
Hillsborough County Requisition and Referral List System
5 Creating and Routing a Requisition | Hillsborough County
Creating and Routing a Requisition
1. Go to the Reqs Tab and click on the Create Reqs button. 2. Then click on the icon.
Hillsborough County Requisition and Referral List System
6 Creating and Routing a Requisition | Hillsborough County
1.
From the Action Requested drop-down menu, you can choose to begin a new recruitment, or request a valid list be sent to you
2.
There are four types of recruitments: Open, Internal Only, Temp/P-T, and Unclassified. If you want the recruitment to be open to all
candidates (both external and internal), then select ‘open;’ if you only want internal county employees to apply, then select ‘internal
only;’
3.
For Non-CAD agencies/department, your agency will auto populate in this field and cannot be changed. For CAD users, select the
appropriate CAD department from the dropdown list.
Hillsborough County Requisition and Referral List System
7 Creating and Routing a Requisition | Hillsborough County
5.
Select whether the position is ‘new’ or ‘replacement’. If replacement, then type in the name of the person who filled the position
6.
Select from the dropdown the number of vacancies to be filled with this requisition.
Leave Work Location, Emp Status and
Shifts fields blank UNLESS YOU ABSOLUTELY have a compelling reason to do so. Selecting from any of these three fields will filter the
pool of candidates on a referral list. For example, let’s say you indicated ‘East County’ from the Work Location field above. A
candidate was qualified for the job but did not indicate on his application that he was interested in working in East county. When
CSB creates the referral list, this candidate will not be on it because he did not indicate interest in working in east county.
Hillsborough County Requisition and Referral List System
8 Creating and Routing a Requisition | Hillsborough County
8.
Type in your name
9.
Type in your phone number
10.
Select hiring supervisor’s email address from the ‘Get Email Address’ hotlink, or manually type it in (Doing so will send an email to the
hiring manager when the referral list is ready to view). Only the email addresses of registered users of your agency will appear after
clicking on the Get Email Addresses link.
11.
Type in the hiring supervisor’s name
12.
Type in the hiring supervisor’s phone
Hillsborough County Requisition and Referral List System
9 Creating and Routing a Requisition | Hillsborough County
13.
(The information in this section will only display AFTER you save the RQ for the first time). If you are requesting a subclass
recruitment and/or want to publish the ideal candidate profile, then check one or both of the boxes to indicate as such.
a. If you are declining CSB’s short list services, then check the decline box.
14.
If subclass is checked, then upload the subclass information directly from your computer or server to us using the ‘Upload
Attachment’ link. See caution below!
When uploading sub-class document, CSB Recruitment Plan form, Ideal Candidate Profile form, JCS or Position
Hillsborough County Requisition and Referral List System
10 Creating and Routing a Requisition | Hillsborough County
16 15
.
15. Once you have completed the entire requisition worksheet, click on the routing dropdown box in the lower left hand
portion of the window, and then select Civil Service.
16. Next, click on the “Save & Route” button to send the RQ to Civil Service for processing.
Hillsborough County Requisition and Referral List System
11 Creating and Routing a Requisition | Hillsborough County
Route Your Requisition to us from the Reqs > Create Reqs page.Your newly created requisition will appear as shown below.
1.
Highlight the row of your requisition and click on
.
2. Choose Civil Service from the Route To dropdown and then hit route.
Hillsborough County Requisition and Referral List System
12 | Hillsborough County
View Your Requisition
1. Go to the Reqs Tab and select the Status button to view the status of your requisition throughout the entire hiring process.
2. Choose various filter fields to display your requisitions quickly. You can filter by Job Title, Requisition ID, Job-Class or even by the date created. Then click the button.
3. To view the actual requisition, double-click on the requisition line OR highlight the requisition you want and click the button .
Hillsborough County Requisition and Referral List System
13 View Your Requisition | Hillsborough County
a. Once a requisition has been submitted to CSB for approval, you can see the RQ’s Status along the way. When your requisition has been approved, it will be noted as approved in the Status field.
Hillsborough County Requisition and Referral List System
14 View Your Requisition | Hillsborough County To edit the requisition after denial:
1. Proceed to the Reqs Tab and select the Create Reqs button.
2. In your table, highlight and double-click the requisition to edit.
Hillsborough County Requisition and Referral List System
15 Viewing an Eligible List | Hillsborough County
Viewing an Eligible List
a. Viewing an Eligible List
1. Under the E-List Tab, you can filter for various attributes including referral number, class code, or recruitment number. 2. Now, click on the View Referral List(s) option from the menu
3. Referrals meeting your filter criteria will now display.
Hillsborough County Requisition and Referral List System
16 Viewing an Eligible List | Hillsborough County +
Hillsborough County Requisition and Referral List System
17 Viewing an Eligible List | Hillsborough County
6. Click on an applicant’s name to review the individual’s application and any attachments (resume, for example) included with the application.
Hillsborough County Requisition and Referral List System
18 Viewing an Eligible List | Hillsborough County
Hillsborough County Requisition and Referral List System
19 Sharing a Referral List | Hillsborough County
Sharing a Referral List
The “Share Displayed List” function allows users to share one or more referral lists with other registered users within their agency. This process will often be used by Agency HR users in order to share referral lists with hiring managers in their agency.
1. From the E-List Tab, use the search form to generate in the lower half of the screen the list(s) you would like to share and then click on the ‘Share Displayed List(s)’ link.
Hillsborough County Requisition and Referral List System
20 Sharing a Referral List | Hillsborough County
2. You will see a list of people in your agency you may share the list with. Check the box next to the individuals that will receive the list. 3. Add the text to be included in the email and add an email subject.
4. To complete the process, click on button.
Hillsborough County Requisition and Referral List System
21 Managing Candidates on a Referral List | Hillsborough County
Managing Candidates on a Referral List
Hillsborough County Requisition and Referral List System
Hillsborough County Requisition and Referral List System
23 Managing Candidates on a Referral List | Hillsborough County
Hillsborough County Requisition and Referral List System
24 Scheduling Candidates For Interview | Hillsborough County
Scheduling Candidates For Interview
Hillsborough County Requisition and Referral List System
25 Scheduling Candidates For Interview | Hillsborough County
Hillsborough County Requisition and Referral List System
26 Setting Up The Online Interview Scheduler | Hillsborough County
Setting Up The Online Interview Scheduler
There are two ways to schedule candidates for interview:
1. You can call candidates individually and offer each a specific time slot. If they accept, then enter the date, time and location of the interview directly into each candidate’s record.
2. Alternatively, you can set up an online self-scheduling feature and push an email out to candidates inviting them to pick a time slot that works best for them (or from the remaining available slots). Candidates will receive the email notice which has a link to the online scheduler embedded within the body of the email. Candidates click the scheduler link and then log into the system and select a time slot available. To set up the online
Hillsborough County Requisition and Referral List System
27 Setting Up The Online Interview Scheduler | Hillsborough County
3. Type the length of time for hours and minutes the interview should last, along with the minimum number of minutes you want between each interview.
4. Then enter the interview date on the first row of the table.
5. Enter the start, end, max slots, and location on the first row. For example, the interviewer may have 1:00p – 5:00p available but only wants to interview two people (max slots) during that time period.
6. Check the box to activate the schedule.
7. Click the Save/Update icon to save the schedule.
Hillsborough County Requisition and Referral List System
28 Setting Up The Online Interview Scheduler | Hillsborough County
Hillsborough County Requisition and Referral List System
29 Setting Up The Online Interview Scheduler | Hillsborough County A notice window appears
Hillsborough County Requisition and Referral List System
Hillsborough County Requisition and Referral List System
31 Setting Up The Online Interview Scheduler | Hillsborough County From the resulting window that appears:
Hillsborough County Requisition and Referral List System
32 Setting Up The Online Interview Scheduler | Hillsborough County 12. Enter an email subject line (Invitation to Interview)
13. Click the Send Email icon.
The Invitations to Interview notices have now been sent.
Hillsborough County Requisition and Referral List System
33 Notices | Hillsborough County
Notices
The Notices module allows you to correspond with applicants from a referral list using automated email notices. Notices are created by CSB staff using system variables that are similar to the Word mail merge function. For now there are a limited number of templates available to use, but more will be available in the weeks following implementation (August 19, 2014). Should you need a specific email template that is not already in the list of
templates you can use, then contact the ERP help desk for assistance.
Using An Existing Template
1. From the referral list, click on the link for the Notice page to appear. 2. Click on the link from the Notices Page.
3. A dialog box will appear. There are two different tables on this page. On the left are all the notice templates and on the right are templates that have been sent for the particular recruitment. Depending on your security rights you may only be
Hillsborough County Requisition and Referral List System
34 Notices | Hillsborough County
4. To send a template letter, highlight the template you wish to use and click on the link to be taken back to the Notices Page to view your notice.
5. Enter a Subject for your email. This will be how your notice will appear in the applicant’s email inbox. 6. Upload attachments, such as an additional questionnaire or map to your facility
by clicking on the icon.
7. To send the notice, click on the icon.
Hillsborough County Requisition and Referral List System
35 Selecting a Candidate for Hire | Hillsborough County
Selecting a Candidate for Hire
The final step in the recruitment process is to identify your hire choice on the referral list.
1. First, select the candidate row by clicking on the row (but not the candidate’s name), and then click on the Edit/View Selected icon at the top of the table
2. Change the candidate’s status to “Hired” and save/update the record. The screen will return to the above.
Hillsborough County Requisition and Referral List System
36 Selecting a Candidate for Hire | Hillsborough County 4. On the Hired line, select the “Yes” radio button
5. On the Hire Date (label to be changed to ‘Today’s Date’), enter TODAY’s date 6. Select the position number the candidate will be hired into
