Slide #1.

Supervisor Training
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Slide #2.

= A Total Solution  JobX helps schools automate the job posting, application submission, application review, and reporting process for students, employers, and site administrators.  JobX is seamlessly integrated with your Swarthmore College School information System (SIS). NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission 2
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Slide #3.

JobX Benefits for Employers  Easy job listing creation.  Workflow job approval process ensures your jobs are reviewed in a timely manner and are compliant with institutional employment policies.  Customize job specific questions on the application to get “best fit” candidates in your job(s).  Systematic E-mail alerts ensure thorough and timely communications amongst all involved parties (e.g. employees, supervisors, site administrators).  Systematic applicant compliance checks ensures all employment eligibility requirements are met.  Broadcast e-mail tools for improved communications with your employees. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission 3
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Slide #4.

Training Agenda  How to Login to JobX  How to Add & Edit a JobX Job Listing  How to Manage JobX Applicants  How to Hire Employees via JobX NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission 4
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Slide #5.

Login to JobX directly  First, please navigate to https://swarthmore.studentemployment.ngwebsolutions.com/Cmx_Content.aspx?cpId=6  Click the ‘Student Employment Supervisor Home Page’ link. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission 5
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Slide #6.

On-Campus Employer Login to JobX Click the ‘Supervisor Dashboard’ link. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission 6
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Slide #7.

On-Campus Employer Login to JobX Login utilizing your Swarthmore College ‘User Id’ and ‘Password’. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission 7
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Slide #8.

How to Add/Edit a JobX Job Listing Now Hiring!
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Slide #9.

Add a Job If you have posting permissions for more than one department, select the department for which you want to post a job from the ‘Employer Name’ drop down list. If you only have permissions to post for one department, please proceed to the next slide. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission 9
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Slide #10.

Add a Job Click the ‘Add a new job for {Your Department Name will be Prefilled here}’ button. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission 10
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Slide #11.

Add a Job Most jobs are going to fall into the On-Campus Student Job category. Exceptions: Dare to Soar Tutors choose On-Campus Federal Work Study. Resident Assistants, Green Advisors, Student Academic Mentors and Diversity Peer Advisors choose On-Campus Stipend Jobs. All others choose On-Campus Student Jobs. Please choose a Job Type for the job listing you wish to post and click the “Go to next step” button. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission 11
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Slide #12.

Add a Job – Step 1 – Supply Job Profile Enter the Job Profile information below. Any fields denoted with a red * below are required fields that must be completed before the profile can be saved.        First, select the Job Category and Title. The Wage, Level, Position Number, Fund, and ORGN will be systematically derived. Enter Job Title *, Description * and Requirements * Enter the number of available openings * Enter the min and max hours per week for the job Select the Time Frame for the job * Select the Primary Contact Person * from the drop down list. This will be the person who receives e-mail when an employee applies for the job. Important Note: If your school has loaded your contact information (e.g. Phone Number, Fax Number, & Office Address), these fields will pre-filled systematically. If not, you may optionally enter your Phone Number, Fax Number, E-Mail Address, and Work Location so an applicant can contact you, if desired.   Select a Secondary Contact* Please Note: The Secondary Contact must be different than the Primary Contact. To select a Secondary Contact, place your cursor in the field to view all users approved to be a JobX Supervisor for the applicable department you are creating the job. Then, simply click an individual’s name you wish to be the Secondary contact. If you wish to have more than one Secondary Contact, press CTRL and select all applicable Secondary Contact names you wish to add to the job. Lastly, click ‘Submit’ to continue to Step 2 of the ‘Add a Job’ process. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission 12
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Slide #13.

Add a Job – Step 2 – Review Job Application To ensure you get a “best fit” candidate for your job, you may add job specific questions to the institutional default application questions. Please Note: Your site administrator must approve these job specific questions. To add job specific questions to your institutional default application, at the bottom of the page you can choose from an existing list of questions previously created by you or create a new question using a sophisticated application designer. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission 13
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Slide #14.

Add a Job Specific Application Question  When creating a new question, please select a type of question from the ‘Question Type’ drop down menu (i.e. Single Line, Multiple Line, Single Choice , Multiple Choice, Date, File Upload, or Instructional Text).  Use an abbreviated name for the question you’ll be adding for retrieval purposes in the “Pick from Existing Questions” library. Please Note: This will not be presented to the applicant.  The Question Label is what the applicant will see. Use the text and HTML editor feature to make your questions look more professional.  You can either add your question to the existing general section or create a custom section for your question to be placed underneath. If you’d like to add a new section for a question to be within, please enter the name of the section in the “Create a new section” at the same time you’re adding the 1st new field being presented within this new section.  Once this section has been added with your new question, all subsequent questions you may want to add to this new section can be done by simply selecting the new section from the “Select an existing section’ drop down list.  You can place any new question exactly where you want it by selecting the desired location in the “Where to Add this Question” drop down list.  When you are completed adding a question, click the “Add Question” button. Lastly, to save the application, please click the “Save Application” button.  Please note: All job specific questions you add to your institutional default application will be reviewed and approved by your Site Administrator. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission 14
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Slide #15.

Add a Job – Step 3 – Go Live Select ‘As soon as possible’ from the list on question #1 if you want the job to be reviewed for approval immediately. However, If you want to save the job for later, select ‘Later, I need to review it myself first’. The job will go to Storage for later review. Select “Yes, immediately, from the list on question #2 if you want the job to be listed immediately upon approval. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission 15
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Slide #16.

Add a Job – Step 3 – Go Live (Continued)  For the question, “For how many days do you want the job to be listed on the site?  If you want to designate a specified period of time the job should be posted, select the applicable duration from the drop down list.  If you want the job to be posted until your close the job, select ‘Until I close the job.’  Click the “Click here to Finish!” button.  Your job will be submitted to the Student Employment Office for review/approval. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission 16
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Slide #17.

Add a Job – Completed!  You may either print your job details or click ‘Return to your control panel’ to view and/or manage your jobs further.  If you choose to return to the control panel, the job you just added can be located in the ‘Pending Approval’ queue. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission 17
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Slide #18.

Edit a Job  You may view the job and/or application details, or request the job status be changed by simply clicking on the Job Title link.  To edit the job, click ‘Edit this Job’ link on the ‘Manage Job’ page.  To edit the application tied to your job, click ‘Edit or View Online Application’. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission 18
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Slide #19.

Your Job is Approved! What’s Next??? Review and Respond to Online Applicant(s)!!! NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission 19
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Slide #20.

Manage Applicants You may hire an online applicant by clicking the link under the ‘App#’ column link next to the applicable job. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission 20
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Slide #21.

Manage Applicants  Click the Applicants Name link to view the application in a full screen view.  Click the magnifying glass next to the student’s name to get a quick view format of the application.  If the student has provided a resume, click on the “Resume” link next to their name. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission 21
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Slide #22.

Now that you’ve reviewed the online applications for your job, how do you contact an applicant if you wish to set up an interview? NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission 22
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Slide #23.

Schedule an Interview with Applicant(s) This feature is utilized to set up interviews for one or more applicants. If you don’t wish to interview an applicant, please be sure the box next to that candidate is not checked. You may change the text in the body of the e-mail or add additional email recipients in the ‘To’ box, then click on the “Send” button. Important Note: Do NOT use this function for informing applicants you are not interested in hiring them and the job has been filled. For that purpose, you can utilize the integrated ‘Send Rejection Email(s)’ function reviewed in a future slide. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission 23
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Slide #24.

Schedule an Interview with Applicant(s) Click the box next to one or more applicants you wish to send a greeting email to schedule an interview. Next, click the ‘Send Greeting’ button. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission 24
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Slide #25.

Notify applicant(s) you wish to interview  This feature is utilized to reach out to one or more students. If you select more than one student to interview, individual e-mails will be sent to each student selected. If you don’t wish to interview an applicant, please be sure the box next to that candidate is not checked.  You may change the text in the body of the e-mail or add other email recipients in the ‘To’ box, then click on the “Send” button. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission 25
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Slide #26.

Now that you’ve reviewed the online applications for your job, how do you reject an applicant? NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission 26
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Slide #27.

Notify applicant(s) they did NOT get the Job Click the box next to one or more applicants you would like to send a rejection email. Next, click the ‘Send Rejection’ button. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission 27
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Slide #28.

Notify applicant(s) they did NOT get the Job  This feature is utilized to inform one or more students they did not get this job. If you select more than one student to reject, individual e-mails will be sent to each student selected. If you don’t wish to reject an applicant, please be sure the box next to that candidate is not checked.  You may change the text in the body of the e-mail or add other email recipients in the ‘To’ box, then click on the “Send” button. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission 28
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Slide #29.

How do you hire an employee? NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission 29
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Slide #30.

Hire an Employee If you wish to hire the student, after clicking the “# Applicants” link next to the job on your control panel, please select ‘Hire Applicant’ from the Action dropdown list next to the applicant’s name you wish to hire. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission 30
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Slide #31.

Hire an Employee  The student’s name will be automatically selected for you.  Next, click ‘Go to Step 2’ to launch the hire validation engine. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission 31
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Slide #32.

Hire an Employee  The Employee’s ID provided by the applicant in their job application will be defaulted into the ID field. If the applicant mis-keyed their student ID, you can correct their ID by typing over the pre-filled ID. Please note: If their ID has been mis-typed, they will likely fail the hire process as the system validates against the Employee ID provided to JobX by your institution.  Next, click ‘Check Employee ID’ to launch the hire validation service for this employee. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission 32
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Slide #33.

Hire an Employee Flow – Fail Validation  The system will validate the employee’s account to ensure they are eligible to be hired.  If the employee is NOT eligible to be hired, the system will present a red X next to each eligibility requirement the employee did not meet. The hire request will be prevented and you will need to click the ‘Cancel’ button.  If the supervisor wishes to email the employee regarding the employment eligibility results in an effort to get them resolved, they can click the ‘Email results’ link to open an email. The results of their validation check will be prefilled in the body of the email. The supervisor can type additional text in the body of the email and add other recipients of the email in the cc or bc fields. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission 33
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Slide #34.

Hire an Employee Flow – Pass Validation If all the employment eligibility requirements have been successfully met, green check marks will be presented next to each eligibility requirement and a “Continue” button will be presented to continue the hire process. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission 34
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Slide #35.

Hire an Employee  If the employee is currently hired in any other jobs, this information will be presented for your consideration when completing this step of the hiring process.  Data from the original job listing will be pre-filled in the Hire Request Form to reduce your data entry efforts.  You may edit the information prior to establishing the hire.  Click on the “Submit Request” button. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission 35
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Slide #36.

Your hire will be reviewed by a Swarthmore College Site Administrator for approval! You will receive an approval or rejection email depending on the results of the Swarthmore College Site Administrator’s review. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission 36
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Slide #37.

You’re Finished!!! NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission 37
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Slide #38.

Questions? Please contact the TBD by Kristin Student Employment Office (000) 000-0000 or at [email protected] NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission 38
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