eJobs Answers

eJobs Frequently Asked Questions

• How do I access the eJobs system?

  Visit our System Login page to find your login access to our applicant portal or HR system portal.

  Job applicants must create an account to apply for a posting. Note to ETSU employees: Full time employees already have an account. Please follow the instructions on the applicant portal to retrieve your password. Please do not create a new account.

  Search committee members, hiring managers and approval authorities log into the eJobs HR portal. ETSU employees log into the HR portal using your ETSU computer ID (e.g. smithj) and password. Please do not use your email address to log into the HR portal.
  

• Tips on how to fill out the Recruitment Plan section in eJobs?

  How to fill the Recruitment Plan Section in eJobs
  (see Guidelines for Filling Faculty, Administrative, and Clerical/Support Vacancies for full policies and procedures)

  1.) Method of Directing the Search:  Individual supervisor/Search Committee  

  • Responsibility of the Supervisor/Committee Chair is to review/update job description and/or create language for job posting.  Small adjustments can be made.
    
    
  • Search Committee:
    
    
    • Be diverse and inclusive as defined by the university.
      
      
    • Only identifier required is the committee chair/supervisor.
      
      
    • The demographics of the search committee are no longer required. Information about the diversity of your search committee should be included in the 'Describe how you will achieve diverse participation on your search committee' field.
      
      
    • Search Committees are required for all benefited faculty and high administrative searches.
  • Supervisor/Committee Chair should have knowledge of the University's definition of Diversity and Inclusion.
    
    
  • Supervisor/Committee Chair should understand the difference between diversity and protected class.
    
    
  • Review and understand policies and procedures of a search (training provided upon request).
    
    
  • Supervisor/Committee Chair/Committee should decide the appropriate locations to advertise (high level administrative/professional and faculty posting are encouraged to advertise in one professional journal/publication).

  2.) Describe how you will achieve diversity on your Search Committee:

  • This section is filled out if you chose to direct the search via a search committee.
    
    
  • State how the committee is diverse without using specific identifiers.
    
    
    • Example: “Committee is comprised of individuals with diverse backgrounds and perspectives that is appropriate for this search.”  OR “Committee includes male, female, and minority members.”
      
      
    • Diversity: 
      The range of human differences, including but not limited to race, ethnicity, gender, gender identity, sexual orientation, age, social class, physical ability or attributes, religious or ethical values system, national origin, veteran status, and political beliefs.  Diversity encompasses complex differences and similarities in perspectives, identities, and points of view among members of an institution as well as among individuals who make up the wider community.

  3.) Describe how you will seek requests for nominations and make direct contacts to ensure minority participation in the applicant pool.

  • What actions are going to be taken other than advertisements?
    
    
  • If only advertisements, are these advertisements aimed at minority and other protected class candidates?  If so, explain.  If not, additional efforts may be requested.
    
    
  • Other ways to recruit:
    
    
    • Professional Journals, Professional Associations, Conferences, etc.
      
      
    • Listservs/Membership List
      
      
    • Contact external and internal departments with relevant degrees for the position you are filling
      
      
    • Search Committee/Supervisor’s colleagues
      
      
    • Applicants from similar searches/previous searches
      
      
    • Current employees
      
      
    • Special Interest Groups

  4.) List places to be advertised

  • Names of the publication, newspaper(s), etc. to be published.
    
    
  • HR post advertisements with the below sites, at no cost to the college/department:
    
    
    • Higheredjobs.com
      
      
    • HERC
      
      
    • LinkedIn
      
      
    • Facebook (University and Department)
      
      
    • Twitter (University and Department)
       

  ** Exceptions to any of the above must have prior approval of Human Resources

• How do I certify my applicant pool?

  In accordance with the university's Affirmative Action Plan the search committee/supervisor must create a broad and diverse pool of applicants. The interviewee pool should be representative of the applicant pool. Human Resources must review and approve all applicant pools prior to the scheduling of interviews. 
  
  

  1. If following best practice, please check references on those candidates you are considering to interview prior to certify your applicant pool.
     
     
  2. After reviewing all candidate applications/resumes/vita/etc., the search committee chair/supervisor will update the status of all applicants in ejobs by updating the workflow status of applicants to 'Recommend for Interview', 'Does not meet minimum qualifications' or 'Not Recommended for Interview'” – the latter option will prompt to choose an additional reason.
     
     
     • If the reason for not interviewing is ‘other’ please contact HR before submitting your pool for approval, or list in your email request additional justification. 
       
       
     • Committees have the option to recommend additional candidates, and would follow the previous steps.  If you move a candidate to a state for pool certification, you can now move them to a different state or back to 'Under Review by Department'. Previously only HR or Equity and Diversity could do this.
  3. The committee chair/supervisor will then submit an email (including the posting number) through their appropriate chain of command to Human Resources requesting to certify the pool of candidates and conduct interviews. (hr@etsu.edu) 
     
     
  4. Human Resources/Affirmative Action will review the applicant pool based on the below criteria:
     • All candidate application statuses have been updated appropriately.
       
       
     • Determine if the requested interviewee pool is representative of the applicant pool.
       
       
     • Determine that all approved candidates meet the "Required Qualifications" as listed in the job posting.
       
       
     • Additional information will be requested as needed/required. 
       
       
     • Human Resources/Affirmative Action may refer applicants who meet stated required qualifications to the hiring unit for interview if necessary. 
  5. Once certified, Human Resources/Affirmative Action will approve via email to the committee chair/supervisor (and others as necessary). All candidates Approved for Interview must be interviewed.