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Employment Practices

Bureau of Mines, Room 317

Laramie, WY 82071

Phone: 307-766-3459

Fax: 307-766-2742

Email: diversity-epo@uwyo.edu

Administrative Searches Q & A

If you are having difficulty accessing the information on this page, please call 307-766-3459. 

Q.  What are some benefits of the Applicant Tracking System (ATS) within PeopleSoft?

Q.  What is new in the search process?

Q.  I am the search Chair. What are my responsibilities related to equal employment opportunity?

Q.  How is a new search launched?

Q.  How do I write an effective advertisement?

Q.  Are preferred qualifications required?

Q.  What happens after the Administrative Position Request is submitted?

Q.  When will the search committee be able to access the online applicant materials and when do they submit names of individuals to be interviewed?

Q.  Is a second interview required?

Q.  What if an applicant meets or even exceeds the minimum requirements but hasn’t attached any additional documentation that was stipulated in the job ad?

Q.  Ready to recommend candidates for hire?

Q.  How and when are other applicants notified that they have not been selected?

Q.  When can we make the offer and what happens next?








Q.  What are some benefits of the Applicant Tracking System (ATS) within PeopleSoft?

A.  Any new Administrative at-will searches begun on or after November 17, 2015 will use Peoplesoft HRMS.  There are many benefits to an ATS!

  • You can track the progress of your searches at any time! No more shuffling of paper forms around campus, waiting for signatures.
  • Applicants are able to apply conveniently online and are notified when their application is received.
  • Paper process redundancies are gone!
  • The search documentation is all located in one centralized location. 



Q.  What is new in the search process?

A.  The search process has been somewhat revised to integrate into the ATS.  Search committees now have increased accountability to conduct fair, equitable searches and some redundant steps have been removed to streamline the process.  For instructions and explanations regarding the details of the process, please see the Administrative Search Process page. 


Q.  I am the search Chair.  What are my responsibilities related to equal employment opportunity?

A.  The search Chair retains the responsibility to conduct searches in a fair and equitable manner consistent with UW Regulation 1-3, Equal Employment/Diversity Program.  This reflects the mission of the University.  The search committee members share in the responsibility for assessing talent in a manner consistent with the University mission.  

You also need to maintain your own records for each search demonstrating objective evaluation of applicants based on the published job advertisement for no less than three years. 


Q.  How is a new search launched?  

A.  A new search is launched by initiating an administrative position request within PeopleSoft HRMS (A detailed User Guide is available).  This request includes your job advertisement and your plans for recruiting a diverse talent pool.  For assistance with this piece, please consider an EPO consultation with your search committee!  We can provide resources and suggestions for diversifying your applicant pool and outreach efforts.  You can also download the Power of Diversity: Resources for Diverse Talent Acquisition.  


Q.  How do I write an effective advertisement?

A.  Your recruitment will be enhanced by taking time with the wording of your ad.  The ad is an invitation to consider a career opportunity with the University and should clearly outline the qualities you are seeking.  A well-written job ad increases the potential to attract a wide variety of qualified applicants and is comprised of some key elements:  

Minimum Qualifications:

An essential part of the job ad, minimum qualification communicate what is most essential to the position.  These should be few, basic and easily marked Yes or No when evaluating applications.  Use bullet points when possible!  When evaluating candidates, there are no point values attached to the minimum qualifications- applicants who do not meet all of the minimum requirements should be removed from further consideration and the search records you maintain must indicate for each applicant which requirement was not met.

Example of minimum  qualifications:

  • Masters degree in related field
  • 3 years of experience in program administration
  • 1 year of experience in supervising 3 or more employees

 

Preferred or Desired Qualifications:

Preferred or desired qualifications may also be included in the job ad.  This is done by identifying and including preferred qualifications in the job ad such as specific types of skills, demonstrated abilities, advanced education and length of experience that exceed the minimum qualifications.  Scores are required on the matrix but comments are optional.  If you submit comments, they should be objective and related directly to the criteria indicated in the job advertisement.  The committee may use these preferred qualifications to determine who will be selected for first interviews.

Examples of preferred qualifications:

  • 5 years of experience in program administration
  • 2 years of experience supervising 5 or more employees
  • 2-3 years grant-writing experience 

Q.  Are preferred qualifications required?

A.  Preferred or desired qualifications are not required.  However, if the job ad lists only minimum qualifications, the search committee will likely need to interview all candidates who meet those criteria.  It may be necessary to conduct several rounds of interviews in searches that are "open until filled."  Depending on the number of candidates, this could significantly extend the timeframe for a search.  All applicants must be accounted for in some way and all criteria must remain the same throughout the search process, from the time your position request is approved to the point that you are making recommendations for hire. 


Q.  What happens after the Administrative Position Request is submitted?

A.  After reviewing your Administrative Position Request, the approval chain will advise you if the funds are available to fill the position you have requested and if the search itself has been approved. EPO’s role is to provide consultation on approved searches related to implementing and following your search plan, but EPO is not authorized to approve funding or the launch of the search itself. If your approval chain has not approved the launch of the search, you will need to contact the designated parties within the chain for additional guidance. The approval chain can cancel the search at any time.

 
Once the position is approved, the Search Chair or designee will be notified and you can view the job opening. Now you are ready to enter the names of the Search Committee members who have completed the UW-A Diverse Workforce OFCCP training. This training is required for all committee members, internal, external as well as any interested parties before reviewing any vitae/resumes or other application materials submitted by job applicants. Within the PeopleSoft ATS, you will only be able to access the names of the individuals who have completed the training. It can be accessed on-line through Employee Self Service- See Human Resources' training page for more information.   If completing the training online, Firefox is the recommended browser. You can also request in person training from Employment Practices by calling 307-766-3459 or emailing diversity-epo@uwyo.edu.  



Q.  When will the search committee be able to access the online applicant materials and when do they submit names of individuals to be interviewed?

A.  You can view applications as soon as the applications are submitted as long as you are listed on the job opening as a hiring manager, search committee member or interested party! After the committee screens all applicants against the minimum and any preferred requirements, you will return to PeopleSoft HRMS to mark the individuals you have selected for an initial interview using the electronic approval chain. The Chair or a designee committee will also email to EPO (diversity-eup@uwyo.edu) a matrix (please see our Matrix FAQs page for sample matrices and more!). The matrix identifies who you plan to interview based on how each applicant met or failed to meet the qualification. Since all applicants must be accounted for in every search, the matrix will contain the names of each individual applicant. EPO will review the matrix and consult with the search chair if needed before approving the interview pool. EPO will upload the matrix to the job opening and you can start contacting candidates to schedule interviews. If you select additional candidates for an initial interview later, please enter their names in the same manner using the above steps. 



Q.  Is a second interview required?

 
A.  No, a second interview is not required! However, once you have notified EPO of any candidates you wish to interview, the Search Committee can conduct a second round of interviews with those same candidates following the initial interview. If you want to conduct a second set of interviews with any one of them (and many search committees do) you will not need to notify EPO. Committees must still obtain any internal approvals to interview according to any applicable internal processes, but you will not do this within the PeopleSoft ATS. For all interviews, however, search committees must maintain documentation reflecting how candidates were evaluated relative to the criteria published in the job ad. 



Q.  What if an applicant meets or even exceeds the minimum requirements but hasn’t attached any additional documentation that was stipulated in the job ad?

A. Applicants who do not submit all required documents; meaning a complete application, are to be removed from further consideration. On the matrix, you simply identify the document(s) that any applicant has not submitted. 



Q.  Ready to recommend candidates for hire?

 
A. When you have carefully assessed all applicants and have conducted all interviews, you are ready to recommend candidates for hire for in order of preference: You enter their names into the PeopleSoft ATS approval chain. Then, you will email a final, second matrix to EPO. Scores and comments are required for each candidate to clarify the reasons for the preference and why other candidates who were still in the pool at the final stages are not acceptable. After reviewing the matrix, EPO may contact the Search Chair if needed. Once the matrix is agreed upon, EPO will upload it to the job posting. Please note that since our role is to advise you on the whether the selection was made consistent with the established process, we are not authorized to approve your recommendations or any proposed offers. 


Q.  How and when are other applicants notified that they have not been selected?

A. Applicants who have not submitted a complete application or who are otherwise ineligible for employment based on their online application will receive an automated email from with the ATS advising them of their status. For other candidates who are still in talent pool, you may wish to wait until the top candidate has accepted before notifying them that them that they were not accepted.  This communication is done by the search committee, at their discretion. 

  



Q.  When can we make the offer and what happens next?

A. Once the final matrix is submitted to EPO via email and agreed upon, an offer can be entered into the system for approval.  To expedite, this offer amount should be agreed upon and pre-approved using your own internal processes.  Human Resources will be able to enter the final offer amount into PeopleSoft HRMS for electronic approval.  You should not make the official offer to the selected candidate until after this approval process.  HR will also initiate a background check and assist you in beginning the hiring process.


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Employment Practices

Bureau of Mines, Room 317

Laramie, WY 82071

Phone: 307-766-3459

Fax: 307-766-2742

Email: diversity-epo@uwyo.edu

1000 E. University Ave. Laramie, WY 82071
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