eJobs Information and Training
eJobs is the ETSU online applicant and position tracking system used to post and hire regular, budgeted positions. This page links to instructional videos and user guides specific to different hiring and recruitment roles in the eJobs system. We encourage you to review the videos and also to visit the “sandbox” site – a practice site that is similar to our live site where you can practice submitting eJobs requests.
New eJobs User Guides/Online Training
Topics and Use
eJobs User Guide (pdf)
Updating a Position Supervisor (Video)
Updating or adding a supervisor to a position description
eJobs "Sandbox" HR Site
eJobs "Sandbox" Applicant Portal
|We encourage you to log into the HR sandbox site and use the training guides and videos to practice navigating and performing actions in the new eJobs system. You can also log into the applicant sandbox portal and create a account to apply for sample postings.|
|Online overview how to navigate eJobs.|
|Online training on how to review and process applicants in eJobs.|
|Online training on how to create and post a position in eJobs.|
|Online training on the hiring process in eJobs.|
|Online training on the different ways to updated applicants in eJobs.|
|Online training/overview of eJobs for Search Committee Members.|
eJobs - How to...
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.
How to use Reference Checks in eJobs
Reference checks are a vital part of a recruitment plan. Keep in mind that personal or professional reference checks may be conducted in a variety of ways such as speaking with a supervisor personally by phone or email or by soliciting letters via mail or through the eJobs Applicant Tracking system. Based on feedback from references and applicants and also on common recruitment practices, Human Resources makes the following recommendation for conducting employment and reference checks:
Electronic letters of recommendation may be used but are not required for administrative staff or faculty positions. It is recommended that one or more reference checks (via telephone, email, reference letters, evaluations, personnel file, etc.) for administrative staff or faculty positions be collected only on applicants that are submitted to Human Resources for pool certification. Use these settings when creating a posting in eJobs to solicit electronic letters of recommendation only for selected candidates:
- When creating a posting
- For "Reference Notification", select the state Solicit Letters of Recommendation
- Leave "Recommendation Workflow" blank
- For "Recommendation Document Type" select Reference Letter
- In the Reference tab, enter a 1 or greater in the 'Minimum Requests' field
- To request letters of recommendation prior to submitting applicants for pool certification, move the selected applicants to the “Solicit Letters of Recommendation” state. This sends automatic emails to the applicants’ references. [Note: This can be done in bulk. See the instructions for Applicant Reviewer: Reviewing and Processing Applicants above.]
- When you have checked and are satisfied with at least one reference, move the selected applicants to a recommend for interview state.
See the instructions for Support Staff to use an alternate method for checking references other than electronic letters of recommendation.
Electronic letters of recommendation are not required or recommended for support staff positions. Applicants for support staff positions often apply for multiple open positions; when electronic letters of recommendation are used, references may be sent multiple requests for letters. References do not understand that each letter is for a different department, and often express concern about being asked to provide multiple letters. It is recommended that one or more reference checks (via telephone, email, evaluations, personnel file, etc.) for support staff positions be collected only on applicants that are submitted to Human Resources for pool certification. Use these settings when creating a posting in eJobs for a support staff position:
- When creating a posting
- Leave “Reference Notification” blank
- Leave "Recommendation Workflow" blank
- Leave “Recommendation Document Type” as No Document
- Leave the fields in the Reference tab blank
Starting a Posting for a Budgeted Position in eJobs
To start a posting for a budgeted position that is either currently vacant or will be vacant, using the 'Create Posting from Position Description' option will auto-populate the position description number as well as department, required knowledge and skills, etc.
Assigning Applicant Reviewers in eJobs
In the new eJobs system, only Applicant Reviewers have the ability to take action on an applicant such as 'Recommend for Interview'. Ideally this would be the supervisor if this is a supervisor hire or the search committee chair. It is a good practice for the hiring manager or other individual creating a job posting to also be assigned as applicant reviewer to assist in moving applicants to the appropriate workflow as needed.
Using Supplemental Questions in eJobs
Supplemental questions may be added to a posting to provide the search committee or hiring supervisor additional information about the job applicants. Follow these guidelines when using supplemental questions in an application:
- When possible, use an existing, active question. Use the Category filter or keyword search to find an appropriate question.
- If you cannot find an appropriate question, see the instructions in the eJobs Advanced Features guide on the eJobs Information webpage for adding a new supplemental questions. New questions are pending until Human Resources reviews and approves the question.
- Choose an appropriate category.
- Write questions so they may be reused in future posts/position types when possible. For example, rather than 'Do you have at least 2 years of supervisory experience?' use a multiple choice question such as 'How many years of supervisory experience do your have?' and include all inclusive ranges as the possible answers. This version could be used for both entry and senior level supervisors. Another option would be to make the question open ended. For example, 'How many years of supervisory experience do you have?". If you have questions about writing new supplemental questions, contact Human Resources before you submit the posting for approval.
- Use disqualifying answers sparingly and only for questions related to the minimum qualifications listed in the posting. If you have questions about using disqualifying answers, contact Affirmative Action.
- Adding the questions ‘How did you hear about this employment opportunity?’ and ‘Specify Source’ to your posting can help you identify how best to advertise future postings for your department.