Overview of basic recruitment information, final pools after a position has closed and Guest User accounts

1. Posted Positions & Applicant Pools Overview of basic recruitment information, final pools after a position has closed and Guest User accounts

2. Posted Position Information: • Recruitments are posted for a minimum of two weeks • The option of open until filled is no longer available; each position must have an end date in place • If the department would like to reopen the posting after the close date, they may do so for a minimum of one week

3. Posted position information: • In order to be eligible for a position, the applicant must apply at the online job website, https://jobs.fau.edu • Paper and emailed resumes/ applications are no longer accepted • Applicants can not be viewed until the pool is closed and the applicants are released to the Hiring department

4. Posted position information: • On the close date, the position will be automatically removed from the website at 11:59pm • Since the posting is no longer listed on the applicant site, it is not possible for an application to be submitted (or received) after the close date • If an applicant withdraws his/her application from consideration, he/she is not able to reapply to the position unless it is cancelled and reposted at a later date

5. Applicant Pools: • After the recruitment closes the applicants are pre-qualified by the Employment department (based upon the minimum qualifications) and the Office of Equal Opportunities Programs views/approves the final pool • A minimum of five diverse candidates are needed in order to have a strong, viable pool. If there are not enough applicants, the pool may be reposted for one week at a time

6. Applicant pools: • After EOP reviews and approves the final pool, the Employment office will release the pool of applicants to the hiring department • An Employment Representative will email the hiring department a final pool notification, informing the department that the applicants are now able to be reviewed

7. Final Pool Attachments: • The final pool notification may contain attached documents • Please read the attachments as they contain forms that are important to the hiring process • If the forms are attached, they will need completed, signed and submitted back to HR with the hiring paperwork

8. Final pool attachments: • One form that may be attached to the final pool is the Veteran’s Preference notification • For SP positions, if there is a qualified Veteran in the pool he/she must be interviewed • The attached Veteran’s Preference form must be completed and returned with the new hire paperwork (one for each qualified Veteran claiming preference)

9. Guest User Accounts: • A Guest User account will be included in the final pool notification • The Guest User is primarily for the use of search committees and other people within the department without People Admin access • The Guest User is position specific, view only access, and will not allow any changes/edits of information to be made

10. Guest User accounts: • The hiring authority will be responsible for sharing the Guest User ID and password with the search committee members • It is recommended that an email be sent from the hiring authority inviting the search committee members to view applications/resumes online for the recruitment

11. Guest User Accounts: Sample email from a hiring authority to search committee members: Dear Search Committee Members: Please review the applications for [enter name of positions] between [enter date] and [enter date] using People Admin, FAU’s online applicant tracking system. You can access the applicant pool online at https://jobs.fau.edu/hr with the following user name and password. User Name: [enter guest user name here] Password: [enter password here] Thank you, [enter hiring Authority’s name]