Applicants - Viewing Applicant Information

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Distribution

Chief Human Resource Officer

Related Procedures

Ownership

The Chief Human Resource Officer is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

IS HRMS
N ® View People
Decision

Date Tracking

1. If the current effective date is the date you wish to use, click on the [No] button. If not, click on the [Yes] button, enter the date you wish to use in the Effective Date field, and click on [OK].

Finding an Existing Applicant

2. Enter all or part of the applicant's last name in the Full Name field, using the wildcard character (%) as desired, to restrict your search.

3. Click on the [Find] button.

4. If the person is found in the database compare the first name, last name, social security number, or other known information with that in the database to ensure that it is the correct applicant.

5. View the following fields.

Last: The applicant's last name. (Required)
First: The applicant's first name. (Required)
Prefix: Not using.
Suffix: The name suffix if appropriate (e.g., "Jr.").
Middle: The applicant's middle name or initial.
Type: The applicant type. (Required)
Social Security: The social security number if provided on the application.
Employee: System assigned employee number if the applicant is also an employee.
Applicant: System assigned applicant number.

Personal Information

6. View the following in the Personal region:

Birth Date: Date of Birth.
Town of Birth: Not using.
Region of Birth: Not using.
Country of Birth: Not using.
Status: Marital status.
Nationality: Not using.

Employment Information

7. Click on the Employment tab.

8. View the following fields in the Employment region:

Ethnic Origin: Indicates applicant's ethnicity, if reported.
Veteran Status: Indicates applicant's veteran status.
I9 Status: Indicates an employee's I-9 status. Will be completed for "Employee and Applicant" person type, but blank for "Applicant" person type.
I9 Expiration: Indicates an employee's I-9 expiration date. Will be completed, if appropriate, for "Employee and Applicant" person type, but blank for "Applicant" person type.
New Hire: Blank for applicants. Used to indicate a new hire and include in new hire reporting.
Exception Reason: Not using.
Child Support Obligation: Not using.

Applicant Information

9. Click on the Applicant tab.

10. View the following fields in the Applicant region.

Exists: Indicates that the applicant submitted a resume. (Optional)
Last Updated: The date the latest resume was received. (Optional)
Hold Application Until: Not using.

Further Name Information

11. Click on the Further Name tab.

12. View the following fields in the Further Name region:

Honors: Not using.
Preferred Name: Nickname, not including last name.
Previous Last Name: Maiden or former name.

Address Information

13. Click the [Address] button.

14. View the following fields:

Some of the fields may be different if you are viewing a foreign address.

Address: Street address information.

Line 1: The first line of the street address.
Line 2: The second line of the street address.
Line 3: The third line of the street address.

City: The city.
State: The state.
Zip Code: The zip code.
County: The county name.
Country: The country name.
Telephone#1: Not using.
Telephone#2: Not using.
Type: The address type.
Primary: If this is the person's primary address, the Primary checkbox will be checked. A person must have one and only one primary address, which is the employee's home address, unless the home address is a foreign address. The primary address is where official HR mailings, such as the W-2 form and benefits information will be sent. An applicant may have a foreign primary address, but employees, may not.

If an employee's home address is foreign, then the address form will list University Payroll, PO BOX 400127 as the primary address and the foreign address will be listed under …Others and its type will be [Foreign Home].

Date From: The date from which this address is valid.
Date To: The date to which the address is valid. Will be blank for a currently valid address.
Taxation Address: This section used by Payroll. (Does not appear in the screen image above, since the address fields are blank.)

15. Close the Address window.

Other Information

16. Click the [Others...] button on the People form.

Event Bookings

17. Select Bookings from the list of values and click on the [OK] button.

18. View the following fields.

Type: The type of event.
Location: The location of the event.
Date Start: The start date of the event.
Date End: The end date of the event.
Time Start: The start time of the event.
Time End: The end time of the event.

19. Close the Book Event window.

Phone Information

20. Click on the [Others...] button.

21. Select Phones from the list of values and click on the [OK] button.

22. View the following fields:

Type: Type of phone number.
Phone Number: The area code and phone number.
Dates From: The date from which this phone number is valid.
Dates To: The date from which the phone number is no longer valid. If blank, the phone number is currently valid.

23. Close the Phone Numbers form.

Special Information

24. Click on the [Special Info] button.

App-Personal Reference

25. Select "App-Personal References" from the list.

26. Click in the Detail field.

27. View References information as indicated on the application.

Reference Check Requested: Whether or not to send a reference check, and the status of a sent reference check.
Name of Reference: The name of the reference.
Address 1: The first address line.
Address 2: The second address line if needed.
City: The city.
State: The state.
Zip Code: The zip code.
Country: The country.
Telephone Number: The telephone number.
Relationship: The relationship to the applicant.

28. Click on the [OK] button.

App-Work Choices

29. Select "App-Work Choices" from the list.

30. Click in the Detail field.

31. View Work Choices information as indicated on the application.

Contact Present Supervisor: Yes or No.
Legally Employable in U.S.: Yes or No.
Reference Release Form: Yes or No.

32. Click on the [OK] button.

App-Work History

33. Select "App-Work History" in the list.

34. View the following fields:

Start Date: The start date of work with the employer.
End Date: The end date, if any, of work with the employer.

35. Click in the Detail field.

36. View work history information as indicated on the application.

Reference Check Requested: Whether or not to send a reference check and the status of sent reference checks.
Name of Institution: The name of the institution.
Job Title: The job title.
Previous Name: The name used while employed at that institution if different from present name.
Supervisor: The supervisor's name.
Address 1: The address of the institution.
Address 2: A second address line if needed.
City: The city.
State: The state.
Zip: The zip code.
Country: The country.
Telephone: The telephone number.

37. Click on the [OK] button.

38. Close all forms and return to the Navigator.

Effective: 09/23/04