For general information on screen navigation, buttons, and features, click here.
To access the SPA RecruitmentWeb User Guide Table of Contents, click here.
For those
users with Department Coordinator access, a navigation toolbar can be found
throughout the screens on SPA RecruitmentWeb. The following
menu items will appear on all pages in SPA RecruitmentWeb. They serve as shortcuts (i.e., hyperlinks) to
other frequently-used screens and documents.
Items with a drop-down arrow 
contain a drop-down menu. To access the drop-down menu hover your mouse
over the selected name of the menu item.
The Main Desktop drop-down contains hyperlinks to the Main Desktop of HR
Central and other HR Central applications to which you may have access, such
as EPAWeb. To select another application,
hover your mouse over the application desired and click the left mouse button. Please note, not everyone will have the same
access, so your list may look different than the list below. Access for each application will be granted
by the HRIS Support group in the Office of Human Resources.
Clicking on this item will take the user to their inbox for Human Resources
Central. For more information on the
HR Inbox, click here.
Clicking on this item will take the user to the SPA RecruitmentWeb Home Page.
For more information on the Home Page, click
here.
The Searches drop-down menu allows the user to either search requisitions
to quickly find a variety of requisition information, or search for specific
Selection Documents.
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Allows user to quickly find requisitions, both currently active and those that were previously in recruitment. |
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Allows the user to
find one of the following: 1) All of the closing reports on which a specific
applicant appears, and 2) any position for which a closing report
had been completed. |
NOTE: Search returns will be based on system access. Therefore, the Department
Coordinator will not be able to access requisitions or Selection Documents
outside of their assigned departments. If additional information is needed,
the Department Coordinator should contact their assigned HR Generalist to
discuss.
The Actions drop-down menu (seen below) allows the user to perform common actions associated with SPA Recruitment Actions.
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This provides access to the specific requisitions for which the Department Coordinator may also be listed as the Hiring Supervisor on the SPA Recruitment Requisition in HRIS when such positions are in recruitment. |
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Click on Maintain Interview Committee Access to manage the list of users with access to a specific position. These users will be able to view all applications referred from Human Resources for the open requisition, and update the Selection Document if granted access by the Department Coordinator. For more information on how to Maintain Interview Committee Access, click here. |
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Click on the Update Selection Document to view, modify, or submit the Selection Document. For more information on how to Update or Submit the Selection Document, click here. |
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Click on the Print Blank Selection Document to print the Selection Document corresponding to the specific requisition. This blank document may be used for keeping notes during the recruitment and interview processes, and/or provided to those without system access to assist the Department Coordinator in completing the electronic Selection Document once the selected candidate is identified. |
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Use to print a copy of the non-selection reason codes for reference purposes. |
There
are various other navigational buttons available for use in SPA RecruitmentWeb:
The current action being
worked upon is canceled. System will
return user to previous screen.
Saves current changes by
user. System will return user to previous screen or next logical step, and
routing will begin if applicable.
Will delete selected items or users marked for deletion.
This option is available for the Department Coordinator to use when
using the HR Inbox and managing the Interview Committee.
For more information on Interview Committees, click
here.
Adds one or more lines of input fields (if needed)
for such items as adding another person onto an interview committee.
For more information on Interview
Committees, click here.
Saves any changes made on the current
form or screen.
Selecting this check box allows the
user to identify which specific documents should be printed. To select individual
items to print the user should mark the check box [ 
] next to the individual items desired to print.
To select all items in the column, the user should mark the check box
in the column header.
Creates a print version of the items
selected for printing, such as applications, which can then be printed to
by clicking on the Print icon or by selecting “File – Print”
in the browser window.
Allows the user to print a more printer-friendly
version of the document in question. This can be found on each referred application.
Takes the user back to the previous
page or form they were viewing prior to the current screen.
Saves the most current version so the
user may return later to update and/or submit the form.
This button can be seen on the Selection Document.
For more information on the Selection Document, click
here.
Saves any changes made and submits the current
version of the form to the next approval level. Seen on the Selection Document. For more information on completing and submitting
the Selection Document, click here.
For more information on the routing process for the Selection Document,
click here.
Displays drop-down items contained in a code
table. Seen on the Selection Document for identifying non-selection reasons.
Enables the user to approve the form
under review. Once approved the form will either be sent to the next level
of approval or will be archived as approved. This button can be seen on the
Review Selection Document of the Selection Document.
For more information on the Selection Document, click
here. For more information on the
routing process for the Selection Document, click
here.
Enables the user to disapprove the form under
review. Once disapproved the form will
be sent to the appropriate level for revision. This button can be seen on
the Review Selection Document of the Selection Document For more information
on the Selection Document, click here.
For more information on the routing process of the Selection Document,
click here.
Displays the history of items indicated. This button can be seen on the Review Application
screen and is used to view the applicant’s previous spelling and typing
scores (up to the most recent 20 past scores).
Brings the user back from the application
under review to the full applicant list for a specific requisition, without
officially marking the application as having been reviewed by the department.
For more information on how to review applications, click
here.
Brings the user back from the application
under review to the full application list for a specific requisition. At the
same time, this application will officially be marked as reviewed by the department.
For more information on how to review applications, click
here.
Allows
the user to search for results based on specific criteria entered in a form.
This button can be seen on the RecruitmentWeb Home page and on the
Search Requisitions screen. For more information on searching for requisitions,
click here.
Code table
fields are identified with a 
symbol located to the right
of the code table field. Click on the
symbol to display the list
of codes, any one of which may be selected and entered into the corresponding
field. Users can also type the code directly into the field if the code is
already known. An example of the Non-Selection Reasons code list is shown
below:
To close
the code table click 
, located in the top right corner of the code table.
- Accessing, Updating, Submitting
and Approving in SPA RecruitmentWeb
SPA RecruitmentWeb will allow the same user to update, submit for approval and approve if both Coordinator and Approver roles are assigned to the same user. Options for preventing this include assigning the Coordinator and Approver roles to different users within the department or making arrangements with your School or Dean-level Business Office to approve actions submitted by the Department.
Actions do not route to particular individuals but to particular roles within SPA RecruitmentWeb. So, any user assigned the relevant approval role for the Department or School/Division will receive actions for approval. If two individuals are assigned, the Approver role, both will see actions requiring approval and either can approve on behalf of the Department. Essentially, the user that approves the action first will submit the action to the next approval step. Also, at present, Department Approver and School/Dean Approver are equivalent roles. If either approve the action, it will route immediately to the assigned HR Generalist for approval.
SPA RecruitmentWeb will also allow individuals to update and submit Selection Documents on which they appear as applicants. Since these ultimately must be reviewed and approved by the assigned HR Generalist, the HR Generalists will be responsible for ensuring relevant employment laws are not violated. However, departments should do everything possible to ensure individuals do not access and/or update and submit selection documents for requisitions to which they have applied. If the user is in an approval role for a requisition to which he/she applied, consider having a second authorized individual in your department or school assigned to an approval role so they can approve these actions.
If you have questions or encounter problems processing specific actions with this restriction, please contact the HRIS Help Desk for assistance.
- Restrictions for Accessing SPA
Recruitment Web Off-Campus or from Wireless Devices
SPA RecruitmentWeb, as with many other HR-related systems, contains a great
deal of confidential and protected information under State of
*Attempts to access SPA RecruitmentWeb from any off-campus location, except in the circumstances described above, will be considered a violation of University policy and may result in a suspension of all SPA RecruitmentWeb access privileges and appropriate disciplinary action. Please address any questions regarding this policy to the Director of HRIS Support.*
If you have questions or encounter problems processing specific actions with this restriction, please contact the HRIS Help Desk for assistance.
- Screen time-out
To further protect the system from unauthorized access, SPA RecruitmentWeb will automatically log the user out of the system after 60 minutes of non-activity. To continue system use, the user must be making selections and using navigation buttons at least once per hour, or be prepared to log in again before resuming work.
All actions
prepared in SPA RecruitmentWeb can be edited by the user before is clicked. If action has
been submitted in error, the user should contact the next level approver and
request the action be disapproved and returned to the user for correction.
Once actions have been submitted to the Office of Human Resources, they cannot
be corrected or updated by any of the School- or Department-level users.