Checklist for Advertising Support/Professional Positions
Indiana University Northwest- Human Resources
STEPS PRIOR TO JOB POSTING
Complete/update the Position Description (with approvals) for the job.
Complete (with approvals) the Position Requisition
Forms are available on the Human Resources page:
http://www.iun.edu/hr/supervisors/forms.htm
PREPARATION FOR JOB POSTING
Send an electronic copy of the advertisement you would like placed in OLA, along with
the list of any external advertisement sources to clobrien@iun.edu
Complete the OLA checklist (attached)
Select your committee for the search. Please include their names and contact
information on the OLA checklist.
NAVIGATING OLA
To view resumes/cover letters, you will visit https://jobs.iu.edu/staff/ (in order for you to
have access, your information must be on the submitted OLA checklist.)
Sign in the system using your university login.
Click on the red tab at the top of the page labeled “Manage Jobs”
Enter the Job number (sent to you by email once the job is live) and click “search”
The job will appear and the number will be in red, click on the red job number and the
applicant pool information will come up.
Scroll down to the gray box titled “Applicant Pool”. The box titles in this area correspond
with the untitled boxes in each applicant’s information area.
KEEPING OLA UP TO DATE
As resumes arrive, HR will be “referring” them to you to review daily. Check and update
the OLA system periodically (while the job is still open) so that the review process will
not be overwhelming at the end.
As you decide if applicants qualify or not, you will enter your comments for each one in
the “department note” box (last box on the 3rd line). HR will then change the information
in the “referred” box if they do not qualify; otherwise it will remain as “referred”.
REMEMBER to “SAVE CHANGES” when you update comments.
Some candidates may not upload a resume and may only answer the questions in their
“profile”. You will then need to open their “profile” by clicking on it.
You may be as detailed as you would like in the “department note” box, but for
applicants you are not going to interview you must type one of the *Referral Codes
listed below so that HR can update the status for the applicant to see. REMEMBER to
“SAVE CHANGES” before you logout.
Applicants can only see the code options listed below. We like to keep this information
up-to-date to keep inquires of the job status to a minimum.
*OLA Referral Codes
1. Referred
2.
3.
4.
5.
6.
7.
8.
9.
10.
Lacks min quals – educ
Lacks min quals – exp
Lacks min quals – other
Not referred
Not desired qualifications
Not rehire eligible
Limited to IU staff
Testing not complete
Application incomplete
INTERVIEWING AND FILLING THE POSITION
After the deadline date has been reached, you will decide which applicants you would
like to call in for interviews. Once the first interview has been scheduled, the “lead”
should insert that date into the “interview date” box in that applicant’s information area.
This will automatically change the job status to “interviewing” so anyone looking at the
job will know that interviews are being conducted. As interview dates are scheduled,
continue to enter the dates within the corresponding applicant information area. **Only
the LEAD has access to enter the “interview date”. SAVE CHANGES
Once the committee has made a final decision on a candidate the lead will submit the
Salary Approval form (with approvals). http://www.iun.edu/hr/supervisors/forms.htm
Please send an email to Carolyn Hartley, Director of Human Resources,
(cjhartle@iun.edu) with the committee’s decision as well.
When the Director of Human Resources has received the completed form she will send
an offer letter to the candidate. Once the letter is sent, the job status will change to “offer
made”.
Individuals who were interviewed but not selected should be informed that they were not
selected before the job status is changed to “offer made”.
Update the information for the individuals interviewed but not offered the job using the
drop-down box located just below the “interview date” and “offer date” boxes. SAVE
CHANGES.
When Human Resources receives the signed acceptance letter from the candidate, the
job will be updated to show “filled”.
AFTER THE JOB IS CLOSED – NOTIFYING APPLICANTS NOT HIRED
Applicants that are interviewed but not offered the position as well as in-house applicants
should receive either a phone call or a letter from the committee chair.
Applicants not interviewed should be notified via email. To obtain a copy of the
applicants email addresses, login to the OLA system (same as above), at the bottom of
the page there will be a grayed-in section titled “Not Accepted”, copy and paste these
email addresses (omit the ones interviewed) into a new email to be sent out, placing the
addresses in the “bcc” field (so addresses will not be seen by everyone).
OLA Position Checklist
Position Name:
Lead (with email address):
Committee Members with
email addresses (three
suggested)
Position Requisition Received ☐
Ad Received ☐
Instructions sent ☐
Date job is to be posted: Click here to enter a date.
End Date of posting: Click here to
enter a date.
(ADDITIONAL ) AD PLACEMENT
ACCOUNT NUMBER: __________
CareerBuilder has offered IUN a rate of $250 per posting. HR can post other external
advertisements, such as area specific professional publications, but the department will be
financially responsible for all costs. Please give full details of external advertisements in the areas
listed below.
Name:
Website
Price:
Comments:
Name:
Website
Price:
Comments:
Website
Name:
Price:
Comments: