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Introduction

This system is designed to improve efficiency in recruitment and position management, and to reduce the use of paper. ARMICS compliance remains critical. HR Administrators are responsible for obtaining all internal approvals before initiating actions in eJobs. HR Administrator responsibilities include the following:

  • Certification of appropriate signatures and authorizations, and employee, supervisor, and reviewer signatures on Employee Work Profiles (EWPs) when necessary.
  • Management approval of Personnel Action Form (PAF) (home department head or chair, dean, and/or vice president), as necessary. All supplemental documents must be attached in the Supplemental Documentation section of eJobs. Revised organizational charts, memos, and any related compensation action materials, should also be attached.
  • Maintenance of documentation in departmental personnel files verifying authorizations. This documentation is subject to audit review.
  • Notification from your Human Resources Consultant or HR Professional of final approval before moving forward (initiating comp actions, making offers, etc.).

Signing in

Hiring Managers, HR Administrators and HR Consultant/Professionals: use your VCU eID and password to log into eJobs; this is the same login that is used to access myVCU. There are two ways in which you can access eJobs:

Go to http://www.hr.vcu.edu/hr-partners/quicklinks-for-pas/ and click on the eJobs link in the toolbox 
Go to https://www.vcujobs.com/hr/sso 
Guest user access: users accessing eJobs with a guest username and password must log into eJobs by going to https://www.vcujobs.com/hr 
After twenty minutes of inactivity, eJobs will log you out. Click on the SSO Authentication link to login again.

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Definitions

Inbox

The inbox is a notification area where the system will display any items that users need to take action on.

Watchlist

Modules


Searching in eJobs

Search for position information and/or posting(s) in either Position Management or the Application Tracking module.

Using the search feature, select Position Descriptions or Posting and then choose Staff to search for a specific position descriptions(s) and /or posting(s).

Enter terms in the search box to refine the results of the list you are viewing. For instance, if you search for “Nursing” while viewing the list of position descriptions (PDs), results will include all records in which “Nursing” appears anywhere in the position description.

If you frequently search for similar PDs and/or postings, you may save your search criteria to use again. To do so, give your search a name and click Save this Search.

If you would like to see the results of this search each time you log in to the system, check the Make it the default search checkbox.

Click More search options to access advanced search options.

To display additional columns in the list you are viewing, you can add the column that has the information you are looking for by selecting it from the Add Column drop-down menu, located under More Search Options.

To sort by any of the columns displayed for your list, remove a column, or change the location of any column, hover over the column heading. This will display the appropriate buttons. These buttons can be used to reorder, sort, or delete.


About User Groups

User groups are roles by which the system identifies the actions a user is allowed to perform. Various user groups have been established to accomplish the work flow process required. Users may be assigned to more than one user group if they have multiple responsibilities within the recruitment process. Users will forward actions to the next management step of each process for electronic approval within the system. Certain actions may require that you switch between user groups. Depending on the user group you are logged into, you will see the menu options that correspond to your user permissions. The user group that you are currently logged into will show in the upper right corner. To change your user group, click on the current group and select from the drop-down menu. Once you have selected a new user group the system will refresh and change your access to that user group.

USER GROUP

POSITION TYPE

ACTIONS

Department

Faculty
  • Initiates “Request to Recruit,” forwards for approval
  • Initiates “Posting,” forwards for approval
  • Initiates “Request to Offer,” forwards for approval
  • Can cancel an action before the action reaches final approval

Search Chair

Faculty
  • Changes applicant statuses before “Request to Offer” is initiated

MCVP (MCV Physicians), MCVP Reviewer
Dean/Vice Provost
VP (Vice President)
VPHS (Vice President for Health Sciences) Provost, Provost Reviewer
President

Faculty
  • Can review and approve or return an action in workflow
  • Can cancel an action before the action reaches final approval

EEO (Equal Employment Opportunity/Affirmative Action/Office for Institutional Equity)


  • Views postings and applicants; cannot approve or edit

OFRR (Office of Faculty Recruitment & Retention), OFRR Reviewer

Faculty
  • Can review and approve or return an action in workflow
  • Can cancel an action before the action reaches final approval; can change the status of any action at any status before it reaches final approved status
HR AdministratorStaff
  • Initiate position establishment and submit for approval.
  • Initiate a posting and submit for approval.
  • Initiate hiring proposal and submit for approval.
  • Change applicant status after hiring proposal begins.
  • Initiate position description revisions, pay actions and temp pay and submit for approval.
Hiring ManagerStaff
  • Initiate position establishment and submit to HR Administrator.
  • Initiate a posting and submit to HR Administrator.
  • Change applicant status until hiring proposal begins.
  • Initiate hiring proposal and submit to HR Administrator.
  • Initiate position description revisions, pay actions and temp pay and submit to HR Administrator.
HR Consultant/ProfessionalStaff, Non-benefited
  • Can review and approve or return an action in workflow.
  • Can cancel an action before the action reaches final approval
  • Can change the status of any action at any status before it reaches final approved status.
Non-Benefited PANon-benefited
Non-Benefited HMNon-benefited

Modules

Message Bar The message bar displays whether an action was successful or not. Whenever there is a problem submitting information, eJobs displays a red error message at the top of the page. The error message displays specifically what the user must do in order to proceed:


Watch List

The Watch List allows you to flag any particular action(s) you wish to monitor. If you no longer want to see an item in your watch list: • Click on the Watch List link located at the top of the screen within the module banner. • Select “Stop watching Posting” or “Unwatch Action” from the “Actions” drop-down menu to the right of the item you would like to remove.

Attaching Documents in eJobs

Documents attached in eJobs must be 9MB or less in size.

Document types that are supported by eJobs as attachments are doc, docx, pdf, rtf, rtx, txt, tiff, tif, jpeg, jpe, jpg, png, xls and xlsx


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