PREPARER’S
USER GUIDE
REV 12-01-2007
TABLE OF CONTENTS
INTRODUCTION………………………………………………………………………………………3
USERS DEFINED ……………………………………………………………………………………4
GETTING STARTED…………………………………………… ……………………………..........5
POSITION DESCRIPTION ACTIONS ...…………………………………………………………..6
Selecting a Proposed Classification Title……………………………………………………… ..... 7
Copy Position Tab .………………………………………………………………………………....8
Position Description Details Tab ……………………………………………………..…………… . 9
Budget Tab …………………………………………………………………………………………..10
Supplemental Documentation Tab ……………………………………………………………….12
Essential Duties and Responsibilities Tab ……………………………………………………... 14
Qualifications and Responsibilities Tab ………………………………………………………… 17
Working Conditions and Physical DemandsTab ..……………………………………………… 17
Listing Details Tab…………………..……………………………………………………………… 19
Adding Screening Questions ….…………………………………………………..……20
Adding Closed Ended Questions .. ……………………………………………………………… 22
Adding Open Ended Questions …………………………………………………………………..23
Assigning Points ..…………………………………………………………………………………. 25
Comments Tab...…………………………..………………………………………………………..26
Submitting the Position Description ……………………………………………………………. .. 26
OTHER POSITION DESCRIPTION ACTIONS…………………………………………….…….28
Reclassify Current Position & Create Listing …………………………………………………….29
Update an Existing Position & Create Listing ……………………………………………………29
Create Listing from an Existing Position…………………………………………………………..30
Searching Position Description Actions…………….……………………………………………..31
Searching Approved Position Descriptions………..………………………………….…………..32
CREATING A REQUISITION ONLY……………………………………………………………..34
Entering Requisition Information…..……………………………………………………………… 34
Adding Screening Questions …………………………………………………………………….. 35
Adding Closed Ended Questions .. ……………………………………………………………… 37
Adding Open Ended Questions …………………………………………………………………..38
Assigning Points ..…………………………………………………………………………………. 40
Activating Guest Users .…………………………………………………………………………... 41
Submitting the Requisition …………………………………………………………………………42
ADMINSTRATIVE FUNCTIONS ………………………………………………………………….43
Changing Your Password….……………………………………………………………………….43
Logging Out...........…………………………………………………………………………………. 43
CONTACT INFORMATION…………………………………………………………………………43
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INTRODUCTION
Welcome to the University of Oklahoma Online Employment Service.
You will use this system to:
 Create, change, update and submit Position Descriptions
 Create and submit Requisitions
 View Applicants to your Requisitions
 Notify Human Resources of your decisions regarding the status of each applicant
The system is designed to benefit you by facilitating:
 Faster processing of employment information
 Up-to-date access to information regarding all of your Requisitions
 More detailed screening of Applicants’ qualifications – before they reach the interview stage
Your Web Browser
This online system is designed to run in a web browser over the Internet. The system supports browser versions of
Netscape 4.7 and above and Internet Explorer 4.0 and above. However some of the older browser versions are less
powerful than newer versions, so the appearance of certain screens and printed documents may be slightly askew.
Please notify the system administrator of any significant issues that arise.
The site also requires you to have Adobe Acrobat Reader installed. This is a free download available at www.Adobe.com.
It is recommended that you do not use your browser's "Back", "Forward" or "Refresh" buttons to navigate the site, or open
a new browser window from your existing window. This may cause unexpected results, including loss of data or being
logged out of the system. Please use the navigational buttons within the site.
The site is best viewed in Internet Explorer 5.5 and above.
Security of Applicant Data
To ensure the security of the data provided by applicants, the system will automatically log you out after 60 minutes if
it detects no activity. However, anytime you leave your computer we strongly recommend that you save any work in
progress and Logout of the system by clicking on the logout link located on the bottom left side of your screen.
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USERS DEFINED
User Type
Preparer
Personal
Scope
Hiring
Manager
Personal
Scope
Admin Unit
Head
Departmental
Scope
Dean/Director
Departmental
Scope
VP/Provost
Departmental
Scope
Navigation Bar
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Job Listings
Create Listings
Position Actions
Admin
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Job Listings
Create Listings
Position Actions
Admin
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Job Listings
Create Listings
Position Actions
Admin
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Job Listings
Create Listings
Position Actions
Admin
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Job Listings
Create Listings
Position Actions
Admin
Actions Available
 Create Position to be Classified
 Create Position to be Classified
and Create Listing
 Reclassify Current Position
 Reclassify Current Position and
Create Listing
 Update an Existing Position
 Update an Existing Position
and Create Listing
 Create a Listing from an
Existing Position
 Create Position to be Classified
 Create Position to be Classified
and Create Listing
 Reclassify Current Position
 Reclassify Current Position and
Create Listing
 Update an Existing Position
 Update an Existing Position
and Create Listing
 Create a Listing from an
Existing Position
 Create Position to be Classified
 Create Position to be Classified
and Create Listing
 Reclassify Current Position
 Reclassify Current Position and
Create Listing
 Update an Existing Position
 Update an Existing Position
and Create Listing
 Create a Listing from an
Existing Position
 Create Position to be Classified
 Create Position to be Classified
and Create Listing
 Reclassify Current Position
 Reclassify Current Position and
Create Listing
 Update an Existing Position
 Update an Existing Position
and Create Listing
 Create a Listing from an
Existing Position
 Create Position to be Classified
 Create Position to be Classified
and Create Listing
 Reclassify Current Position
 Reclassify Current Position and
Create Listing
 Update an Existing Position
 Update an Existing Position
and Create Listing
 Create a Listing from an
Existing Position
Workflow Options
Applicant Review
 Save
 Send for Hiring Manager
Approval
 View Listings
 View Applicant Pool
 Save
 Send for Admin Unit Head
Approval
 Send for Dean/Director
Approval
 Save
 Return to Hiring Manager
 Send for Dean/Director
Approval
 Send for HR Approval
 Save
 Send for Dean/Director
Approval
 Send for HR Approval
 Return to Hiring Manager
 Save
 Send for HR Approval
 Return to Hiring Manager
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 View Listings
 View Applicant Pool
 Change Applicant
Statuses
Applicant
Reports
None
 EEO
Summary
 Applicant
List
 Personnel
Selection
 Listing
Preview
 View Listings
 View Applicant Pool
None
 View Listings
 View Applicant Pool
None
 View Listings
 View Applicant Pool
None
GETTING STARTED
Go to https://jobs.ou.edu/hr to enter the internal hiring site. After entering the URL, the “login screen” for the
system will appear:
Before you may enter the site, you must create your own account by clicking on the “Create User Account" link on the
left side of the screen.
After you click the “Create User Account" link, the following screen will appear:
Enter a user name (your 4+4 for Norman users) and password, along with the rest of the requested information.
After completing this form, click Continue, and you will be asked to review your information. After you have reviewed it,
click Submit. Your request will then be sent to Employment and Compensation Services, who will approve or deny your
account. If your request has been approved, you will then be able to log in to the system with your user name and
password.
Please write down your user name and password. You will need them each time you log in to the system.
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POSITION DESCRIPTION ACTIONS
Position Description options are broken down into different Actions in the online system. These options are:
 Create a New Position to be Classified
 Create a New Position to be Classified & Create Listing
 Reclassify a Current Position
 Reclassify a Current Position & Create Listing
 Update an Existing Position
 Update an Existing Position & Create Listing
 Create a Listing from an Existing Position
NOTE: When reclassifying or updating, the information is already filled in from the official online position you are
reclassifying or updating. It is not necessary to start from scratch each time you want to reclassify or update an existing
position.
Creating a New Position
To begin a position description action, click the “Begin New Action” link in the Position Description section of the
navigation bar. Your Action choices will then appear. In the following example, a New Position was selected by clicking
the “Start Action” link.
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Selecting a Proposed Classification Title
There are several tabs across the top of the screen. When you first enter this screen, you will be in the “Proposed
Classification Title” tab. This screen allows you to associate a specific classification title with the Position Description
being created. In the example below, a title was selected from the dropdown list. After searching for the title, click on the
“Select Title and Continue” link to associate this specific title with the proposed Position Description. If you are unsure
which title to use, scroll down and click “To Be Determined By HR”. Then click on “Continue to Next Page”.
You will then see the following screen. For reclassification actions, click on the “Change Classification” to select a
proposed classification title. For new positions, this will be the first tab you see. Click “Continue to Next Page” to
proceed to the next tab.
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Proposed Classification Tab
This tab will show you the basic information about the position you have chosen.
Copy Position Tab
The system provides the option of copying an approved position description if one exists. This is useful if you have
several positions that are exactly alike. To search for an online position to copy, enter the optional filtering information
and click on “Search”. After searching for the position to copy, click on the “Select Title and Continue” link to associate
the specific position with the proposed Position Description.
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If you are not interested in copying an existing position, click on “Do Not Choose Position, Continue to Next Page”.
Position Description Details Tab
Once the title is selected, you will be looking at the Position Details screen.
A few notes about this screen:
1. Fields with an Asterisk (*) are required, so if you do not include information in the field, an error message will
appear and you will be required to complete it.
2. VERY IMPORTANT: A Position Description is Not Saved until after you have completed the final step of the
process by clicking Confirm on the final summary page. If you log out or click a link on the left side before
completing these steps, none of the information you have edited will be saved.
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Budget Tab
At the next page, you may add budget information to your Position Description by clicking on the “Add New Entry” button.
After clicking the “Add New Entry” button, you should see a form similar to the following:
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You will be able to add as many entries as needed for this particular position. Once you are finished entering your duties,
you’ll see a screen similar to the following:
Click “Continue to Next Page” to proceed to the next tab.
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Supplemental Documentation Tab
This screen allows you to attach additional documentation to support your Position Description request. You may attach a
particular document by clicking the “Attach” link next to the specific type of document you want to attach to your position.
It is recommended that an organization chart be submitted for all actions.
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Once you have selected the document type you wish to upload you will have two options:
 You may browse for the file if you have it stored on your computer in one of the following formats:
o Adobe Acrobat
o Microsoft Word
o Microsoft Excel
 You may copy and paste and/or type text into the large text area at the bottom of the screen if you do not have
your document in one of the above formats or if you do not have your document saved on your computer.
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Essential Duties and Responsibilities Tab
The essential duties and responsibilities of a Position Description are those an individual in this position must be able to perform
unaided or with the assistance of "reasonable accommodations".
To add duties to your Position Description, click on the “Add New Entry” button at the bottom of the tab.
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After clicking the “Add New Entry” button, you should see a form similar to the following:
You will be able to add as many duties as needed for this particular position. For each duty you add, you should add a
description of the duty, indicate whether the duty is essential for the performance of this position, and the estimated
percent of time spent performing the duty. Typically the duty percentages will total 100%.
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Once you are finished entering your duties, you’ll see a screen similar to the following:
You may click the “Continue to Next Page” button to go to any additional tabs.
It is also important to note that you may click the “Preview Action” button at any time in order to save your position
description for completion at a later date or to send for approval.
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Qualifications and Responsibilities Tab
This tab contains data pertaining to the minimum qualifications, supervisory responsibilities, and skills and proficiencies
required by the position. Departmental preferences can also be specified in this section.
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Working Conditions and Physical Demands Tab
This section describes the work conditions of the position and physical abilities required to perform the essential duties.
Information indicating how often each physical activity occurs is required.
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Listing Details Tab
This tab appears for position actions that also involve recruiting. This section describes the requisition aspects of your
position. This will become your posted job requisition.
A few notes about this screen:
 Fields with an Asterisk (*) are required, so if you do not include information in the field, an error message will
appear and you will be required to complete it.
Guest User
 If your Requisition involves committee or team review, you may set up a Guest User Account that will provide
members access to materials of all qualified applicants online.
Guest Users may log in to the system but may view only the applicants to the Requisition(s) to which they are
assigned, and are not permitted to take action on any of the applicants. When the Requisition is filled, the guest user
name and password are automatically deactivated.
To set up a guest user account, select “yes” when asked if you want to activate a Guest User Account.

VERY IMPORTANT: A Requisition is Not Saved until after you have completed the final step of the process by
clicking Confirm on the final summary page. If you log out or click a link on the left side before completing these
steps, none of the information you have edited will be saved.
Certain fields you enter on this screen will appear on the applicant site exactly as you enter it on this screen, so
please proofread carefully.
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Adding Screening Questions
Listing Specific (screening) Questions are individual questions that can be used to qualify/disqualify candidates, or rank
applicants based upon a score. You may create those questions in this section.
You may also see questions that were added to this Requisition as part of the template. These questions are displayed
on this screen for informational purposes, and you may not alter them or assign them points.
If you are not adding any Screening Questions, click the Continue to Next Page button.
To add a Screening Question to this Requisition, click on the Add a Question button, which returns the following page:
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The first step is to search existing questions for a question that relates to your topic. You can enter a keyword to search
the question text (or leave the field blank to see all questions). After you click Search, the system will return a list of all
questions that have been entered previously by Human Resources or Hiring Managers for other Requisitions. Select one
of the questions from the list if it is appropriate for this Requisition.
If you do not find an applicable sample question from the list, you may compose your own job-related question from
scratch by clicking on the Create a Question link at the bottom of the Search Results screen.
After clicking the Create a Question button, the following screen will appear:
Step 1: Please enter question text: Enter the text of the question you wish to ask all candidates who will apply to this
Listing.
Step 2: Please select answer type: select either Closed Ended or Open Ended – described in the following sections.
Step 3: Enter answer choices or select answer format based on your selection in step 2.
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Adding Closed Ended Questions
Closed Ended questions require a multiple-choice answer.
For example:
Do you have experience working in an office environment?
Possible Responses: Yes or No
After selecting the “Closed Ended” radio button, enter the answer choices that candidates can choose from in the boxes
labeled “Possible Responses”. In this case, you would enter:
1. Yes
2. No
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Adding Open Ended Questions
Open Ended questions do NOT require a multiple-choice answer. For example:
Describe any work experience relevant to this position.
After selecting the “Open Ended” radio button, select one of the answer-type choices from the right side of the screen. To
limit the length of a candidate’s response to less than 50 characters, select Short Text. Otherwise, select Long Text
(Text > 50 characters). If a phone or a date is the required response, select the Phone or the Date options.
In the following example, Long Text was selected as the answer-type for the open-ended question.
The next step is to click on the Submit Question button at the bottom of the screen. This attaches the question to the
Requisition, and every applicant who applies to this Requisition will be asked this question.
After you click Submit Question, you should see a screen similar to the following. This screen summarizes the
question(s) you have entered. As you enter additional questions, they will be added to this summary screen.
From this screen you may continue to add more questions by clicking the Add a Question button. You may also delete a
question you have entered by clicking the box next to the relevant question and clicking the Delete Question(s) button.
You also have the ability to require an applicant to provide an answer to the question you added. The applicant will not
be allowed to proceed without answering a question with the “Required” status.
If you spot a typo in your question, click on the Edit link at the end of the question to correct it.
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When you have finished adding screening questions for this Requisition, click the Continue to Next Page button.
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Assigning Points
In order to assist you in ranking the candidates to your Requisition by objective criteria, the system enables you to assign
points to the closed-ended questions you created on the Listing Specific Questions screen. Since open-ended questions
are not allowed to have points assigned to them, they will not appear on this screen.
If you did not enter any Screening Questions or if you want to ask the questions without assigning any points to the
responses, enter nothing and click the Continue to Next Page button.
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Comments Tab
This optional section should be used for any additional information or facts users feel will be useful and informative.
When you have finished adding a comment or if there are no comments to add, click the Continue to Next Page button.
Submitting the Position Description
To submit the position description, click on the “Continue to Next Page” or “Preview Action buttons. You should see a
screen similar to the following. Scroll down through this screen to review the information you entered.
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The last step is to select one of the choices and click the Continue button either at the top or the bottom of this page.
After selecting your choice, click “Continue” to go to the confirmation page.
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Press Confirm to complete this step.
The details of your position description are NOT SAVED until you complete this step.

VERY IMPORTANT: A Position Description is Not Saved until after you have completed the final step of the
process by clicking Confirm on the final summary page. If you log out or click a link on the left side before
completing these steps, none of the information you have edited will be saved.
Certain fields you enter on this screen will appear on the applicant site exactly as you enter it on this screen, so
please proofread carefully.
OTHER POSITION DESCRIPTION ACTIONS
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Reclassifying a Current Position
You will want to use this option when you have a current online position you want to reclassify. The Reclassify Current
Position and Create Listing Action allows you reclassify an existing online position and initiate a requisition. The tabs allow
you to select your current classification title, review the current job description, propose a new title and work through the
tabs to complete the process.
The current classification title tab displays the current classification title associated with this approved position description.
The current job description tab allows the hiring manager to view the current approved online job description for this
position. New positions do not have a current classification title tab or current job description tab. The Proposed
classification title tab allows you to select the title the best fits the reclassified position.
NOTE: If you are not sure of what the reclassified title should be you would select the title “To be determined by HR”.
Updating an Existing Position
The Update an Existing Position action allows you to make any changes to a position that does not change the
classification of the position.
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The current classification title tab displays the current classification title associated with this approved position description.
Changes in classification title are not available through this action. If a title change is needed, submit the action as a
reclassification.
The Update an Existing Position and Create Listing action allows you update an existing online position and initiate a
requisition when needed.
Create a Listing from an Existing Position
The Create Listing from an Existing position allows you to submit a requisition from an approved position description when
you do not need to make any changes to the position description but do need to recruit for the position.
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Searching Position Description Actions
Use the Search Actions function to view approved position descriptions with the attachments used during the approval
process. Click on “Search” to retrieve position descriptions you have access to in the system. This will bring up the
following screen:
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Click “View” for the relevant title, then click “Edit” to access the Supplemental Documentation tab. You will see the
following screen:
Click on the “View” link in the View Status column to see attachments associated with the approved position description.
Searching Approved Position Descriptions
Use the Search Positions function to see the most recent, finalized version of a position description. You may filter your
selection by specific search criteria, or you may leave the search criteria blank to retrieve all of the approved position
descriptions you have access to in the system.
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After clicking “Search”, you see the following screen. To see a summary of the position description, click on “View
Summary”. To get a printable version of the position description, click on the “Get Reports List”.
After clicking on the “Get Reports List”, you will see the following screen. Click on the Generate Report button to open a
new window with the printable form.
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CREATING A REQUISITION ONLY
This option is used primarily for students, work study students, temporary positions and academic teaching positions. It
can also be used when listing multiple positions from one requisition.
To create a Requisition, begin by clicking a link under the header “Create Listing”. Your options are:



From Template (where standard fields are predefined)
Existing Listing
New Listing
Entering Requisition Information
In the following example, the "Create from a Template” option was selected. After searching for and clicking on the
template you want to use, you should see a screen similar to the following:
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There are several tabs across the top of the screen. When you first enter this screen, you will be in the “Position Approval
Form” tab.
A few notes about this screen:
3. Fields with an Asterisk (*) are required, so if you do not include information in the field, an error message will
appear and you will be required to complete it.
4. VERY IMPORTANT: A Requisition is Not Saved until after you have completed the final step of the process by
clicking Confirm on the final summary page. If you log out or click a link on the left side before completing these
steps, none of the information you have edited will be saved.
Certain fields you enter on this screen will appear on the applicant site exactly as you enter it on this screen, so
please proofread carefully.
If you have previously created a listing, you may also select the “Existing Listing” option. Approved listings would be
shown here for you to use again.
A third option is the “New Listing”, which allows you to create a listing from scratch.
Adding Screening Questions
Listing Specific (screening) Questions are individual questions that can be used to qualify/disqualify candidates, or rank
applicants based upon a score. You may create those questions in this section.
You may also see questions that were added to this Requisition as part of the template. These questions are
displayed on this screen for informational purposes, and you may not alter them or assign them points.
If you are not adding any Screening Questions, click the Continue to Next Page button.
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To add a Screening Question to this Requisition, click on the Add a Question button, which returns the following page:
The first step is to search existing questions for a question that relates to your topic. You can enter a keyword to search
the question text (or leave the field blank to see all questions). After you click Search, the system will return a list of all
questions that have been entered previously by Human Resources or Hiring Managers for other Requisitions. Select one
of the questions from the list if it is appropriate for this Requisition.
If you do not find an applicable sample question from the list, you may compose your own job-related question from
scratch by clicking on the Create a Question link at the bottom of the Search Results screen.
After clicking the Create a Question button, the following screen will appear:
Step 1: Please enter question text: Enter the text of the question you wish to ask all candidates who will apply to this
Listing.
Step 2: Please select answer type: select either Closed Ended or Open Ended – described in the following sections.
Step 3: Enter answer choices or select answer format based on your selection in step 2.
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Adding Closed Ended Questions
Closed Ended questions require a multiple-choice answer.
For example:
Can you do the job?
Possible Responses: Yes or No
After selecting the “Closed Ended” radio button, enter the answer choices that candidates can choose from in the boxes
labeled “Possible Responses”. In this case, you would enter:
3. Yes
4. No
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Adding Open Ended Questions
Open Ended questions do NOT require a multiple-choice answer. For example:
Describe any work experience relevant to this position.
After selecting the “Open Ended” radio button, select one of the answer-type choices from the right side of the screen. To
limit the length of a candidate’s response to less than 50 characters, select Short Text. Otherwise, select Long Text
(Text > 50 characters). If a phone or a date is the required response, select the Phone or the Date options.
In the following example, Long Text was selected as the answer-type for the open-ended question.
The next step is to click on the Submit Question button at the bottom of the screen. This attaches the question to the
Requisition, and every applicant who applies to this Requisition will be asked this question.
After you click Submit Question, you should see a screen similar to the following. This screen summarizes the
question(s) you have entered. As you enter additional questions, they will be added to this summary screen.
From this screen you may continue to add more questions by clicking the Add a Question button. You may also delete a
question you have entered by clicking the box next to the relevant question and clicking the Delete Question(s) button.
You also have the ability to require an applicant to provide an answer to the question you added. The applicant will not
be allowed to proceed without answering a question with the “Required” status.
If you spot a typo in your question, click on the Edit link at the end of the question to correct it.
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When you have finished adding screening questions for this Requisition, click the Continue to Next Page button.
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Assigning Points
In order to assist you in ranking the candidates to your Requisition by objective criteria, the system enables you to assign
points to the closed-ended questions you created on the Listing Specific Questions screen. Since open-ended questions
are not allowed to have points assigned to them, they will not appear on this screen.
If you did not enter any Screening Questions or if you want to ask the questions without assigning any points to the
responses, enter nothing and click the Continue to Next Page button.
On this screen you will see all the closed-ended questions you created on the Listing Specific Questions screen. In this
case, the only closed-ended question entered was: “Can you do the job?”
To specify how many points the applicant should receive for each response, enter a number in the “SCORE” column. For
example, an applicant answering “Yes” to this question would receive 50 points.
To have the system calculate the total points an applicant could receive for all the questions (useful if you have several
questions to which you are assigning points), click the Recalculate button.
Clicking the Reset button returns all the Screening Question point values to 0.
Click the Continue to Next Page button when you are finished.
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Activating Guest Users
If your Requisition involves committee or team review, you may set up a Guest User account that will provide members
access to materials of all qualified applicants online.
Guest Users may log in to the system but may view only the applicants to the Requisition(s) to which they are assigned,
and are not permitted to take action on any of the applicants. When the Requisition is filled, the guest user name and
password are automatically deactivated.
To set up a guest user account, click the "Activate Guest User" link.
The system automatically assigns a User Name for this Requisition (which will be GU####). You will need to enter a
password, which must be between 6 and 20 characters.
Please record this user name and password. All of your committee or team members will log in at
http://jobs.ou.edu/hr with this same user name and password.
After entering a password for the Guest User, click Continue to Next Page to continue to the final step.
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Submitting the Requisition
After clicking the Continue to Next Page button from the previous screen and viewing any notes associated with the
requisition, click on the Continue to Next Page or View Requisition Summary buttons. You should see a screen similar
to the following. Scroll down through this screen to review the information you entered.
The last step is to select one of the choices and click the Continue button either at the top or the bottom of this page.
After selecting your choice, click Continue to go to the confirmation page.
Press Confirm to complete this step.
The details of your requisition are NOT SAVED until you complete this step.
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ADMINISTRATIVE FUNCTIONS
Changing Your Password
You may change your password at any time. Click the “Change Password” link on the left navigation bar and enter the
required information. The change will be updated automatically.
Logging Out
To ensure the security of the data provided by applicants, the system will automatically log you out after 60 minutes if
it detects no activity.
Anytime you leave your computer, save any work in progress and Logout of the system by clicking on the logout
link located on the bottom left side of your screen.
CONTACT INFORMATION
If you have any questions contact our office at ohr@ou.edu or you may phone the campus employment office responsible
for the action you are requesting:

Norman Campus 405-325-1826

HSC OKC 405-271-2180

OU Tulsa 918-660-3190.
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