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New On-line Employment Service Open for Business

In May of 2006, the Human Resources Departments at the Regental system will begin using an on-line employment process. The new service is designed to address the needs of university and special school recruitment and to provide new technology to simplify the employment process. It will replace paper applications and make applying for a job easier for job seekers and faster for hiring managers.

In March of 2003, the Regents began working with a committee of cross-institutional users in an effort to identify key service needs for the employment process. After a careful analysis of all vendors, PeopleAdmin, Inc., in coordination with Sungard SCT, was awarded the contract. The Human Resource Offices will bring applicants online April 15th.

Departments will be trained and brought onto the system individually beginning in the late spring and summer. The new Online Employment System has many advantages for applicants, employees, and for hiring managers/search committees.

Benefits of the System

Frequently Asked Questions

1. Why the decision to move to an on-line employment system?
2. What if applicants don't want to use the on-line employment system?
3. What about applicants who are uncomfortable using a computerOnlineEmployment?
4. What about applicants who don't have easy access to a computer?
5. How applicant information is kept confidential in the system?
6. How can the system accommodate faculty and other appointed recruitments? Isn't it difficult to send resumes/vitaes electronically?
7. What about resistance from faculty applicants who will not want to complete a long on-line application?
8. What if someone submits a fake application or resume on behalf of another individual?
9. We heard the "go live" date is April 15, 2006. Does this mean our department needs to be trained and using the system by that time?
10. If we are not using the system, how are we going to get the applications and resumes submitted for our job posting?
11. Will everyone be required to attend a training class before we use the system?
12. How will this impact our CSA employees the ability to request a classification review?
13. What is the process for CSA timelines and how does this system tie to BOR Policy 4.9?

There has been discussion for some time about the need for a more efficient and effective recruitment and employment system. Human Resources and departments receive and process multiple applications and resumes each year. This particular system was selected because the vendor specializes in designing software systems that are fully customized for Higher Education and Government Agencies.

Applicants often express their surprise that the Regental System does not accept application materials electronically and we anticipate that the majority of job seekers will respond favorably to the On-line Employment System.  Many other higher education institutions of comparable size and make-up are using the on-line application system including the University of Texas, the University of Pennsylvania, and the University of Kentucky . (For a complete listing of institutions using the system, log onto the Human Resources website and click on the "About PeopleAdmin” link.).

Careful consideration was given to addressing the accessibility and usability of the on-line system. Feedback from other universities using the system has indicated that the system is easy to use and that applicants have responded favorably when phone and hands-on assistance is available. Human Resources can accommodate applicants with very unique needs or challenges by processing an application on behalf of an applicant, but we anticipate that the majority of applicants will be able to navigate the system independently.

Computer workstations will be available at the Human Resources offices Monday through Friday, 8:00 a.m. to 5:00 p.m. CST and HR staff will be available to provide hands-on assistance to applicants from 9:00 a.m. to 4:30 p.m. CST.  Applicants may also call for help by phone. Public computers may be accessed at many local public libraries and SD Career Centers.

Applicants will be able to create their own username and password in order to access their application in the system. Individuals will not be able to access another person's application materials unless the applicant provides them with this access information. Departmental representatives and hiring authorities will only be able to view and access applications submitted for their specific job postings.

The on-line employment system was designed specifically with higher education needs in mind. Resumes and other supporting documents can easily be attached in MS Word, Wordperfect or PDF formats. Resumes can also be copied and pasted directly into the system.

The on-line "faculty application" format is a short profile that only requires the applicant to provide general demographic information before attaching a resume/vitae. Perspective faculty will have immediate access to job postings and will be able to apply instantaneously for posted vacancies. They can more easily submit applications for multiple positions and will receive immediate confirmation that materials have been received. Hiring authorities will have quick access to application materials submitted from anywhere in the world and information received will be more consistent and accurate.

Each user must create a unique username and password in order to access the system. If an individual submitted a false application or resume on behalf of another individual, they would have to use a different user name and password. The department would note the two separate applications with different user names. It would take minimal follow up by the department or Human Resources to identify which of the applications submitted was genuine. While there is nothing to preclude someone from submitting a fake application or resume using the name of another individual, there is also nothing that would prevent this from happening with a paper application process. However, this system would afford us a greater opportunity to identify a person who engaged in this type of activity.

9. We heard the "go live" date is April 15, 2006. Does this mean our department needs to be trained and using the system by that time?

No. Only the applicant side of the system will go live on April 15, 2006. We are intentionally phasing in the department user-side of the system so that departments will have adequate time to learn the job requisition and job posting functionality of the system.

After the close date or review date of the job posting, HR may forward applications and resumes to the department contact via email or provide ‘guest' accounts for the review of the applications.

No. Several tutorial and training resources will be offered to departments. In addition to hands-on training sessions, an on-line tutorial and powerpoint demonstration will be available. Some business and administrative staff are already comfortable using on-line systems and may be ready to use the on-line employment system after they view the on-line training materials. Others will prefer more hands-on instruction. Finally, some departments may prefer to schedule an in-house training session with HR for their high-end users. Human Resources are prepared to accommodate the different training needs of hiring departments. We also recommend that at least one person in the department or unit become very familiar with the system in order to serve as an internal "go-to" resource for new users.

12.  How will this impact our CSA employees the ability to request a classification review?

CSA employees can still request a review of their classification, however, this request must be through the on-line employment system.  To do this, you will need to go to http://yourfuture.sdbor.edu/hr.   CSA employees can select 'begin new action' under the Job Description header on the left side of the document.  Once prompted, select the approprate action, 'employee review/update'.  You will need to select the position through the search.

13.  What is the process for CSA timelines and how does this system tie to BOR Policy 4.9?

The on-line employment system is designed to adhere to BOR Policy 4.9 with respect to the Supervisor 30 day review process and the 14 day appeal process.