People Admin for TTU Employees

 

Important Links

PeopleAdmin Website - LIVE

Training Site

PowerPointJobs @ TTU Presentation

pdf_icon_sm People Admin Users Guide

This site has been created to aid employees in the use of TTU's online employment system, PeopleAdmin. An internet based system designed for the higher education community, PeopleAdmin automates the advertising and hiring processes. Click on the tabs below for Quick Reference Information for typical user activities in the system.

 

 

 

Quick Reference - "Request to Advertise"

  1. Insert User Name and Password.  Click “Log in”.
  2. Under “Position Descriptions”, Click “Start Action”.
  3. Under “Modify Position (Request Posting if Applicable)” in the table, Click “Start Action”.
  4. Insert Position Number in the proper box and Click “Search”.
  5. Under the Job Title, Click “Start Action”.
  6. Click the third tab over “Position Details”.
  7. Review and edit the information. Note:  items denoted with an asterisk must be filled in to advance to the next page.
  8. Click “Continue to Next Page” at top and bottom of the screen OR simply click on the tab across the top to advance to the next page.
  9. Attach documents as needed.  Use “Memo” to insert information about Search Committee Members and use “Ad for Approval” to insert your abbreviated ad.
    1. Click “Attach”
    2. Upload your document by clicking “Browse”, locate the document you wish to upload
    3. Click “Attach”
    4. Click “Confirm”
    5. Click “View” to ensure correct document was uploaded.
  10. Click “Continue to Next Page” at bottom of the screen OR simply click on the tab across the top to advance to the next page.
  11. Insert information requested.  Note:  Screening Date is for Faculty and Administrative positions; Deadline Date is for C&S positions.
  12. Check boxes in “Required Applicant Documents” for additional materials applicants will be required to supply in order to be considered an applicant.
  13. “Special Instructions to Applicants” should provide information that applicants must know in order to apply, i.e. “Applicants will be required to electronically upload a cover letter, resume, copy of transcripts (official transcripts required upon hire), and a list of three professional references at time of application.”
  14. Check boxes to describe your advertising plan, listing specific newspapers, listserves, etc. in the text box at the end.
  15. Click “Continue to Next Page” at the top and bottom of the screen OR simply click on the tab across the top to advance to the next page.
  16. If no comments to leave, continue to Click “Continue to Next Page” or Click across the tabs.
  17. Click “Send Action to…” to send request to next person in the approval chain.
  18. Click “Confirm”.
  19. Under “Admin”, click “Logout”.
      

Quick Reference - "Approve a Request"

  1. Insert User Name and Password. Click "Log in".
  2. Under "Position Descriptions", Click "Search Actions".
  3. Boxes are defaulted specific to user.
  4. Click "Search".
  5. Click "View" under the position you wish to review.
  6. Scroll down to review all information.
  7. Click "Edit" if changes are needed and/or to leave a comment.
  8. If choose "Edit", go through the tabs to make changes as needed.
  9. Click "Send Action to..." to send request to next person in the approval chain or to send request back to the submitter.
  10. Click "Confirm".
  11. Under "Admin", click "Logout".

Quick Reference - "View Status of Request"

  1. Insert User Name and Password. Click "Log in".
  2. Under "Position Descriptions", Click "Search Actions".
  3. Boxes are defaulted specific to user.
  4. Click "Search".
  5. Look at "Status" tab for where the request currently is in the system.
  6. Under "Admin", click "Logout".

Quick Reference - "View Applicants (Department)"

  1. Insert User Name and Password.  Click “Log in”.
  2. Under “Job Postings”, Click “Search Postings”.
  3. Check boxes as needed.
  4. Click “Search”.
  5. Click “View” under Job Title.
  6. List of Active Applicants will be displayed.
  7. Click “Application”, “Transcripts”, ”CV”, ” Cvr Ltr”, etc to view applicant’s documents.
  8. Under “Admin”, click “Logout”.

Quick Reference - "View Applicants (Search Committee)"

  1. Insert job specific User Name and Password provided by HR. Click "Log in".
  2. Click "View" under Job Title.
  3. List of Active Applicants will be displayed.
  4. Click "Application", "Transcripts", "CV", " Cvr Ltr", etc to view applicant's documents.

Frequently Asked Questions

 1. What is PeopleAdmin?

2. What is PeopleAdmin used for?

3. What are the advantages to using the PeopleAdmin system?

4. How do I create a PeopleAdmin account?

5. What is my username and password?

6. How can I change my password?

7. How will the hiring process change from the current process?

8. How do I change my default view?

9. Why would I need to change my default view?

10. What is a user type?

11. How do I change my user type?

12. How do I know the status of my request?

13. Why did my request get sent back to me?

14. I have a Clerical & Support position posted. Why can I not see the applicants?

15. I have Search Committee members outside of the department. How can they view the applicants?

 

 

 

 

 


What is PeopleAdmin?

PeopleAdmin is an applicant tracking system that allows job seekers to apply via the web for positions at TTU. In addition, the system tracks applicant demographic data as required by Affirmative Action / Equal Employment Opportunity regulations.

What is PeopleAdmin used for?

The PeopleAdmin system is used by departments to initiate faculty and staff recruitments / hires, position description updates, and eventually for performance evaluations.

What are the advantages to using the PeopleAdmin system?

For applicants, it has made applying for jobs at TTU much easier. Applicants apply via the web by creating an online account and applying for as many positions as they wish with a click of a button. For the University, the system has automated the paper process for departments. The system is more efficient and economical, positions can be advertised and filled in a timelier manner, and it is better for the environment due to the significant reduction of paper use.

How do I create a PeopleAdmin account?

If you were a current employee at the time of implementation, you have initially been set up in the system. Your username is the first part of your TTU email address (those less than 6 characters will need to be changed). Call HR at 931-372-3034 to get your initial password.

If you are a new employee, you will need to go to https://jobs.tntech.edu/hr to create an account. Click the link "Create Account". Enter the required data and submit to HR for approval.

What is my username and password?

Your username is the first part of your TTU email address (those less than 6 characters will need to be changed). Call HR at 931-372-3034 to get your initial password.

Upon your first initial log in, you will be immediately prompted to change your password.

How can I change my password?

Under "Admin" on the left navigational bar, click "Change Password". Enter required information. The change will be updated automatically.

How will the hiring process change from the current process?

While the current approval chain will not change, the hiring process will change in a number of ways. The most important change is that the PeopleAdmin system will automate many of the paper-driven aspects of the employment-application process.

Creating and submitting the request via PeopleAdmin will result in faster processing of employment information, provide you with up-to-date access to information regarding all of your requests, and allow you to review application materials online.

Jobs will be posted on the website much faster, giving hiring managers the opportunity to fill vacancies quicker and the record-keeping aspect of the selection process is simple and ensures accuracy.

How do I change my default view?

A user's default view affects how they will see information when they first come to a screen. If information seems to be missing, one cause may be that the view limited what was shown on a screen. The advantages to using a more limited view (user vs. department) is that you see more complete information. Depending on the number of records in the system for the University, the information may be more than you require, and may take longer for web pages to load as a result of more data.

To access a different default view, under "Admin" on the left navigational bar, click "Change Default View". Choose the applicable view and click "Change For This Session" or "Change For Future Sessions", whichever you chose. The change will be updated automatically.

Why would I need to change my default view?

A User's view determines how a User will search job postings. By selecting "User", you will be able to search and view only job postings which have been assigned to you or have not been assigned. By selecting "Department", you will be able to search and view job postings which have been assigned to you or your department(s).

What is a user type?

PeopleAdmin users are grouped by role, i.e. Director/Department Chair, Dean/Administrative Officer, etc. Some department users may have dual roles so will therefore, have two different user types.

How do I change my user type?

To access a different user type, under "Admin" on the left navigational bar, click "Change User Type". Choose the applicable user type and click "Change Group". The change will be updated automatically.

How do I know the status of my request?

You can determine the status of your request in PeopleAdmin. The "Status" column allows you to follow the progress of each requisition as it moves through the process, and identifies requisitions which you need to take action on. In addition, automated emails are generated at critical status points in the system which will inform you when a request requires action.

Why did my request get sent back to me?

Requests may be returned if required data or attachments are missing or incomplete. When a requisition is returned to you, check the "Comments" tab for specific information about what action needs to be taken.

I have a Clerical & Support position posted. Why can I not see the applicants?

The basic work flow for review of applicants has not changed. HR completes an initial review of applicants. HR then changes the status of applicants meeting the minimum requirements to "Under Review by Department" and notifies the department applicants are now ready for their review. Departments will then be able to view applications and additional application materials.

I have Search Committee members outside of the department. How can they view the applicants?

At the time of posting, a Guest User account and password are set up for Search Committee's use. This Guest User login is job specific and will not allow access to any other postings. When HR notifies the department that the position has been posted and they can now submit additional advertising (if applicable), the Guest Username and Password is attached. The department must share this with all members of the Search Committee for their use.