Department Questions About Career Track
- Why the decision to move to an on-line employment system?
- What if applicants don't want to use the on-line application system?
- What about applicants who are uncomfortable using a computer?
- What about applicants who don't have easy access to a computer?
- How is applicant information kept confidential in the system?
- How can the system accommodate faculty and other appointed recruitments? Isn't it difficult to send resumes/vitaes electronically?
- What about resistance from faculty applicants who will not want to complete a long on-line application?
- What if someone submits a fake application or resume on behalf of another individual?
- We heard the "go live" date is February 2, 2004. Does this mean our department needs to be trained and using the system by that time?
- If we are not using the system, how are we going to get the applications and resumes submitted for our job posting?
- Will everyone be required to attend a training class before we use the system?
1. Why the decision to move to an on-line employment system?
There has been discussion for some time about the need for a more efficient and effective recruitment and employment system. Human Resources receives and processes over 30,000 applications and resumes each year and an undetermined number of additional resumes are received and reviewed directly by departments. This particular system was selected because the vendor specializes in designing software systems that are fully customized for Higher Education and Government Agencies.
2. What if applicants don't want to use the on-line application system?
Applicants often express their surprise that the University of Arizona does not accept application materials electronically and we anticipate that the majority of job seekers will respond favorably to the UA Career Track system.
There is no reason to assume that there will be significant or widespread resistance to the use of an on-line application 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.).
3. What about applicants who are uncomfortable using a computer?
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. The use of a scanning system was discussed and ruled out because Universities who implemented such systems indicated that they were rarely used and applicants preferred using the on-line format. 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.
4. What about applicants who don't have easy access to a computer?
Computer workstations will be available at the University of Arizona Human Resources offices Monday through Friday, 8:00 a.m. to 5:00 p.m. and HR staff and student employees will be available to provide hands-on assistance to applicants from 8:00 a.m. to 4:30 p.m. Applicants may also call HR Information and Assistance for help by phone. Public computers may be accessed at many local libraries, DES offices, and at Regional Re-employment One-Stop centers and community agencies.
5. How is applicant information kept confidential in the system?
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.
6. How can the system accommodate faculty and other appointed recruitments? Isn't it difficult to send resumes/vitaes electronically?
As stated, the Career Track 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 - and yes, the system does accommodate Macintosh users.
7. What about resistance from faculty applicants who will not want to complete a long on-line application?
The on-line "faculty application" format is just 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 UA 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. Applicants and departments will find that the benefits of the system far outweigh any initial discomfort in using an on-line system.
8. What if someone submits a fake application or resume on behalf of another individual?
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 February 2, 2004. 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 February 2, 2004. 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. A pilot group of departments have volunteered to use the system first and help us test the functionality of the system. Other departments can begin using the system as soon as they are familiar and comfortable with the system.
10. If we are not using the system, how are we going to get the applications and resumes submitted for our job posting?
After the close date or review date of the job posting, HR will forward applications and resumes to the department contact via email. The system was designed to send the materials as a single file, so it should be relatively simple to download and copy the materials. An electronic Candidate Referral List was also created to accompany the application materials.
11. Will everyone be required to attend a training class before we use the system?
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 Career Track 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 is 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.