MyTrack: FAQs-UO Users

Table of Contents 
  1. Initiating Recruitments
    1. What do I need to do in order to initiate a recruitment?
  2. Position Description
    1. Can I edit a position description that is already in MyTrack?
    2. How can I access the Position Description Library?
    3. Why do some position descriptions only show basic position information?
    4. Can I launch a recruitment from a position description that only contains basic information?
    5. Which fields in the MyTrack position description will appear in the posting?
    6. How can I find out the status of a position description that I have submitted for approval?
    7. How do I determine what to choose in the “Working Conditions/Physical Demands” section of the position description?
  3. Job Requisitions
    1. What should I enter in the Job Posting Summary section of the requisition?
    2. How can I find out the status of a requisition that I have submitted for approval?
    3. I didn’t receive an e-mail indicating there was something waiting for me to approve, what should I do?
    4. I am unable to view requisitions in MyTrack. What should I do?
    5. How can I view all of the positions that are open for recruitment in my unit/department?
    6. If we have an insufficient pool of applicants for a posted position, can we extend the posting with a new application deadline? 
  4. User and Approver Roles
    1. Whose names should I enter for each of the roles in the Users and Approvals section of the position description?
  5. Search Committees
    1. How can we give access as a search committee member in MyTrack to a student or community member?
    2. How can search committee members access applicant materials?
  6. Managing Applicants
    1. **NEW** Why can’t my search committee members see all the applicants who have applied to our vacancy?
    2. When I click on “Manage Requisitions”, the Applications column indicates that there are 6 applications, but when I view applicants, I only see 5 applications listed under the job. Why can’t I see the 6th application?
    3. How can a Hiring Manager, HR Administrator, or Unit Director/Head access materials submitted by an applicant?
    4. I am unable to view application materials in MyTrack. What should I do?
    5. Can I disposition candidates prior to the posting review date, if I know we’re not interested in hiring them?
  7. General MyTrack Questions
    1. What is MyTrack?
    2. Who will use MyTrack?
    3. What will MyTrack do?
    4. When will MyTrack be available for use?
    5. How do I get to MyTrack?
    6. How can I learn more about MyTrack and how to use it?
    7. What resources and support is available to users if they have questions?
    8. What processes and procedures will MyTrack replace?
    9. Has the process for initiating recruitments changed?
    10. What is the process for creating and approving position descriptions?
    11. Will applicants use MyTrack or is it only for current employees?
    12. Will recruitments for all employee types be run through MyTrack?
    13. Will MyTrack allow for applicant pools for faculty recruitments?
    14. What happens if a position has already been posted using the current paper process? Will we have to start over using MyTrack?
    15. What about other processes, such as the Waiver or promotion process? Are those processes changing?
    16. Will the background check process be completed through MyTrack?
    17. Will initial contracts for Faculty and Officers of Administration be completed through MyTrack? What about contract renewals?

Initiating Recruitments

What do I need to do in order to initiate a recruitment?

Creating a new recruitment is a two-step process which is completed in MyTrack: submission and approval of a position description, followed by submission and approval of a requisition. The position description must be fully approved before a requisition can be initiated, and the requisition must be fully approved before the position can be posted. You can find additional information regarding position descriptions and requisitions in MyTrack User Guides & Tools.

 Tip: You can launch a requisition from any approved position description, so keeping position descriptions up-to-date and completing the position description approval process in advance will speed up the posting process. For example, if you have a position you recruit for frequently, as long as the position description is up-to-date and already approved in MyTrack, you can launch a requisition directly from that position description without going through the position description approval process again.

Position Description

Can I edit a position description that is already in MyTrack?

Yes. To update the position description, navigate to the Position Description Library, select edit, then follow the directions in the gray box at the top of the position description on how to edit an approved position description.  You must restart approvals in order to edit a position description. As you work on edits, you may save the position description in draft form.  To advance it for review/approval, you must select an approval process at the bottom of the position description. Please review the Position Description User Guide for more information regarding the position description process.

How can I access the Position Description Library?

Log into MyTrack and click on the “Manage Position Description Library” link next to the pink “Job Description” button on the Dashboard, or click on “Manage Position Description Library” from the drop down stacked menu on the right-hand side. You must have supervisor level access to view your organization’s Position Description Library. Please review the Position Description User Guide for more information regarding the position description process.

Why do some position descriptions only show basic position information?

For the initial implementation of MyTrack, position descriptions were imported into the Position Description Library using only basic information that could be pulled from Banner.  This information includes the position number, supervisor, and some coding.  As a service to units, Human Resources is actively working on manually entering detailed position descriptions into MyTrack. This work will likely continue through spring term, 2017.

Can I launch a recruitment from a position description that only contains basic information?

No. You will first need to update the position description in MyTrack to include the full details and route it through the appropriate approval process.  Once the position description has been approved by Human Resources, you may launch a requisition. Please review the Position Description User Guide for more information regarding the position description process and the Position Descriptions Field References for more information on how to enter position description information into MyTrack.

Which fields in the MyTrack position description will appear in the posting?

The Department Summary, Position Summary, Minimum Qualifications, Professional Competencies, and Preferred Qualifications will all transfer from the position description to the requisition and, ultimately, the advertisement.  Keep in mind that the full list of job duties does not transfer to the requisition or advertisement, so the Position Summary will need to encompass the core job duties in a narrative format.  If there are special working conditions of which candidates should be aware, the department should incorporate these in the position summary, as well. Please review the Position Descriptions Field References for more information on how to enter position description information into MyTrack.

How can I find out the status of a position description that I have submitted for approval?

To view the status of a position description, log into MyTrack and click on the “Manage Position Description Library” link next to the pink “Job Description” button on the Dashboard, or click on “Manage Position Description Library” from the stacked menu on the right-hand side. Statuses and other information can be found next to the position description in the Position Description Library. You may opt to “view” the position description and scroll to the approvals area at the bottom to see which step of the process the position description is in.  Please review the Position Description User Guide or the Approvals User Guide for more information.

How do I determine what to choose in the “Working Conditions/Physical Demands” section of the position description?

You should check the box next to the Physical Demands that you would consider to be required physical actions/demands for the essential functions of the job.  For example, if a unit was hiring a landscaper, they would check the boxes for “Walking” and “Personal Protective Equipment”,  as walking the campus while running a leaf blower (while wearing ear protection) is an essential function of that job.  Human Resources works closely with the Office of Affirmative Action and Equal Opportunity to check the physical demands and will make adjustments as necessary as a part of the Position Description review and approval process. Please review the Position Descriptions Field References for more information on how to enter position description information into MyTrack.

Job Requisitions

What should I enter in the Job Posting Summary section of the requisition?

This section is intended to provide a short (one to three sentence) statement describing the unit or the position.  For example, “The Department of Architecture seeks a creative and innovative faculty member for a full-time tenure-track position.” Some departments opt to simply list their department name in the Job Posting Summary.  This summary appears on the main career opportunities page under the position title. Human Resources will adjust these summaries as needed as a part of the requisition review process. For more information regarding completing a requisition, please visit the Job Requisitions User Guide and Fields References.

How can I find out the status of a requisition that I have submitted for approval?

To view the status of a requisition, log into MyTrack and click on the “Manage Requisitions” link from the main menu (the three stacked lines in the blue bar at the top). Click on the job title to view the requisition. Approval steps are listed at the bottom of the requisition.  More information regarding the requisition process can be found in the Job Requisition User Guide or the Approvals User Guide.

I didn’t receive an e-mail indicating there was something waiting for me to approve, what should I do?

MyTrack automatically e-mails approvers notifying them there is something awaiting their approval. If an approver doesn’t receive that e-mail, they should look in their Junk E-Mail folder to ensure it didn’t get routed there. Even without the e-mail, an approver can always check their approval queue by logging in to MyTrack and checking for any items in the Orange “Approvals” bubble area. More information can be found in the Approvals User Guide.

I am unable to view requisitions in MyTrack. What should I do?

You may not be listed as a user on the job, or you may not have permissions granting you access to that information. If you are not listed as a user on the job, contact your supervisor or your unit’s Human Resources representative and request that they add you to the requisition. If you are listed as a user, but you don’t have the necessary permissions set up in MyTrack, your unit’s senior leader will need to send an email to mytrackhelp@uoregon.edu granting you access to that permission level. If you’re unsure who should send this approval, please contract mytrackhelp@uoregon.edu for further assistance. Please review the User Roles & Permissions for more information.

How can I view all of the positions that are open for recruitment in my unit/department?

Requisitions are only visible to users listed on the requisition.  If you are not listed as a user on a requisition, you will not be able to view it. You can view all requisitions for which you are a user from the main menu (the three stacked lines in the blue bar at the top) by clicking on “Manage Requisitions”.  You will be able to see the status of the requisitions from this view.

If we have an insufficient pool of applicants for a posted position, can we extend the posting with a new application deadline? 

Yes. If you are near your close date and have an insufficient pool, you can extend the posting time and identify a new close date.  Please email mytrackhelp@uoregon.edu to make this change prior to the close date, if at all possible. If your position has a soft close date (or application review date) you may email mytrackhelp@uoregon.edu at any time to have the date adjusted.  

User and Approver Roles

Whose names should I enter for each of the roles in the Users and Approvals section of the position description?

That depends on the needs of the unit and can vary by position. Some units have specific guidance for whom to list in these fields, so check with your unit’s HR Administrator for guidance. The roles for Central Human Resources are pre-filled; please do not change them. Please review the User Roles & Permissions for more information.

Tip: Approvers only have access to view or edit the requisition during the approval process. If the approvers are not listed as the HR Administrator, Hiring Manager, or Unit Director/Head as well, then they will not have access to view or edit the requisition after they have approved it. The users and approvers can be the same people, but they don’t have to be.

Search Committees

How can we give access as a search committee member in MyTrack to a student or community member?

E-mail the committee member’s full name and email address, the job requisition number, and the duration that you anticipate their access to be needed (i.e. November 15th – December 15th 2016) to mytrackhelp@uoregon.edu so that Central Human Resources can set up the individual’s access.

Once their access is set up, the unit will need to add the individual to the search committee on the requisition by searching for the individual’s account and clicking “Add”. Human Resources will provide the Hiring Manager with a handout regarding search committee confidentiality to review and provide to the committee member.  The individual will then have access to applicant materials within the search committee tool in MyTrack.  They will access MyTrack through a unique login screen and password, which Human Resources will manage and provide to the individual. Their access will be terminated after the date provided by the unit.  If an extension is needed, the unit will need to request one via mytrackhelp@uoregon.edu. Please review the Search Committee User Guide for more information.

How can search committee members access applicant materials?

The Hiring Manager, HR Administrator, or Unit Director/Head must list each search committee member on the requisition in order for them to be able to access applicant materials. Search committee members (including the chair, if he/she is not otherwise listed on the requisition in a role) cannot view application materials until the applicants are in the “Qualifications Review” status.  The Hiring Manager or Hiring Manager Proxy (if one has been designated by the Hiring Manager) must move the applicants into that status to allow the committee to begin their review.   Search committee members can log in to MyTrack and view search materials by clicking on the dark green “Search Committee” bubble on their Dashboard. Please review materials available on the MyTrack: Search Committee webpage for the Search Committee User Guide and an online serach committee training.

Managing Applicants

**NEW** Why can’t my search committee members see all the applicants who have applied to our vacancy?

The “Applications” item on the “bubble” menu will only show applications that have been advanced to statuses viewable to search committees.  Hiring Managers or Hiring Manager proxies (who have the “can select outcomes” box checked) can either move applications forward from “New” to “Qualifications Review” to have them appear here, or HR administrators can access applicants via the following steps:

  • Log in to MyTrack
  • Click the “hamburger” menu (three stacked lines) in the upper right corner
  • Click “Manage Requisitions” under the Requisitions header
  • Click the number next to the title of this position—this is the total number of applicants

Hiring managers can also view applicants by selecting “Manage Applications” under the Applicants Header on the “hamburger” menu.

As a reminder, the designated “Search Administrator” has access only to search committee member feedback.  Being listed as a search committee member gives access to applications that either the Hiring Manager or Hiring Manager proxy have advanced to a status viewable to search committee members.

User roles and permissions are outlined further on the User Roles and Permissions webpage.

The list of applicant statuses that search committees can view is provided in the MyTrack User Guide: Selection Outcomes & Applicant Statuses.

When I click on “Manage Requisitions”, the Applications column indicates that there are 6 applications, but when I view applicants, I only see 5 applications listed under the job. Why can’t I see the 6th application?

There are two likely reasons:

  1. An application is incomplete, meaning it was never fully submitted by the applicant. Applicants receive an e-mail reminder when they have an incomplete application notifying them that it will be deleted if it is not addressed within 10 days.
    OR
  2. If the search recently closed (or hit the application review date), this could also mean there is a veteran in the pool.  Veterans have 2 business days from the close of the application (or the review date) to submit their documentation showing they are eligible for preference under Oregon law.  Units should check back after 2 business days for additional veterans that may have been added to their pool.

How can a Hiring Manager, HR Administrator, or Unit Director/Head access materials submitted by an applicant?

They can access applicant materials (if uploaded by the applicant) via the application form on the Applicant Card.  Please see the Applicant Card User Guide for instructions on how to access applicant materials.

I am unable to view application materials in MyTrack. What should I do?

You may not be listed as a user on the job, or you may not have permissions granting you access to that information. If you are not listed as a user on the job, contact your supervisor or your unit’s Human Resources representative and request that they add you to the requisition. If you are listed as a user, but you don’t have the necessary permissions set up in MyTrack, your unit’s senior leader will need to send an email to mytrackhelp@uoregon.edu granting you access to that permission level. If you’re unsure who should send this approval, please contract mytrackhelp@uoregon.edu for further assistance. Please review the User Roles & Permissions for more information.

Can I disposition candidates prior to the posting review date, if I know we’re not interested in hiring them?

No. Candidates should never be dispositioned prior to the review date.  This removes the candidate’s ability to withdraw and reapply with updated materials, which is their only mechanism to correct their application.  Candidates need to retain this ability until the close date (for hard close) or the review date (for soft close).  You may advance candidates to “Qualifications Review”, but not disposition them. Please see the Selection Outcomes & Applicant Statuses (Core Recruitment Process) guide for more information regarding dispositioning candidates.

General MyTrack Questions

What is MyTrack?

MyTrack is the UO’s name for the new on-line Talent Management System administered by a third party vendor called PageUp People.

Who will use MyTrack?

Internal and external applicants for open positions, search committee members (including community members, students, and others who serve on search committees), UO Faculty, Officers of Administration, and Classified staff. Human Resources will work with units to ensure that all users have the appropriate level of access to perform necessary functions within MyTrack.

What will MyTrack do?

MyTrack will streamline, clarify, and enhance the processes and user experience related to the employment life cycle, including recruitment, onboarding, performance management and professional development.

When will MyTrack be available for use?

MyTrack will be available for units to initiate searches and for candidates to apply for open positions on October 18, 2016. Additional features for performance management and professional development are scheduled to be implemented in 2017.

How do I get to MyTrack?

MyTrack is an online system available at uoregon.pageuppeople.com (live October 18). You log into the system using your DuckID and password.

How can I learn more about MyTrack and how to use it?

Human Resources is currently facilitating training sessions for any staff member who has responsibility for recruitment within a unit/department. This includes Department Heads and Directors, unit HR Administrators and Budget Managers with HR function and responsibility, and hiring managers. You can register for training in MakingTracks. Links to registered for training sessions are available on the MyTrack: Training Plan webpage.

Future trainings to be offered will include Search Committee training for search chairs and committee members, Approval Process training for those who approve position descriptions and requisitions, and HR Administrator training for designated staff with HR responsibilities in their unit/department.

What resources and support is available to users if they have questions?

Human Resources is offering support and resources in a variety of ways in order to meet the unique needs of all units across campus.

  • Training and reference materials, project information and other useful information can be found in the MyTrack Toolkit on the MyTrack webpage.
  • Training sessions are currently being offered by Human Resources. You can register for training in MakingTracks.  Links to registered for training sessions are available on the MyTrack: Training Plan webpage.  
  • Human Resources is offering Friday Labs beginning in November, which provides dedicated time for HR staff to help you set up your position descriptions or recruitments in MyTrack. A schedule is provided on the MyTrack Training Plan webpage.
  • Contact the Human Resources:
    • Submit an email to mytrackhelp@uoregon.edu.
      Preferred method for priority support.
    • Contact a representative at (541) 346-5112.
      This is a message line monitored daily.  Calls will be returned as HR representatives are available

What processes and procedures will MyTrack replace?

In the first phase of implementation, MyTrack will replace the current processes related to three main recruitment tasks:

  • Search approval paperwork: Completion of and approval for the NAPO (for unclassified searches) and the Request to Hire (for classified searches), as well as the approval process for this paperwork.
  • Receipt and review of candidate materials: Candidates will complete applications and upload relevant application materials such as cover letter, resume/CV, portfolio materials and supplemental question responses via MyTrack. Search Committees will receive and review applicant materials via MyTrack. Note: for some tenure-track searches launched in AcademicJobs Online or MathJobs, this step may continue to take place outside of MyTrack.
  • Hiring and onboarding processes: Units will no longer complete a compliance statement for AAEO. First contracts will no longer be delivered in hardcopy with VP signature; instead, an offer letter will be automatically generated in MyTrack and delivered to the candidate via their applicant portal in MyTrack.

The second phase of implementation will provide tools related to performance management and professional development for both employees and supervisors.

Has the process for initiating recruitments changed?

Yes. Initiating recruitments will be a streamlined, comprehensive on-line process from crafting a position description, to gaining approvals to launch the search, posting and advertising the open position, receiving and reviewing candidate materials, and hiring and onboarding new employees. New process workflows are available for review on the MyTrack: Reference Tools webpage.

What is the process for creating and approving position descriptions?

Position descriptions will be created, edited, and stored in MyTrack going forward. (See Position Description Approval Workflow) Human Resources is currently working on gathering current position descriptions and entering them into MyTrack; this work is anticipated to be complete mid- to late-2017.

Will applicants use MyTrack or is it only for current employees?

External and internal applicants will use MyTrack to apply for open positions and view the status of their applications.

Will recruitments for all employee types be run through MyTrack?

No. Recruitments for Career, Tenured and Tenure Track Faculty, Pro Tempore Faculty pools, Officer of Administration and Classified staff will run through MyTrack. At this time, recruitments for Graduate employees, Temporary employees, and Student workers will not run through MyTrack and will continue using the current process.

Will MyTrack allow for applicant pools for faculty recruitments?

Yes, pools for faculty recruitments will be able to be run through MyTrack. A position description will still be required to initiate the pool, but no actual hires will be made until the opening becomes available.

What happens if a position has already been posted using the current paper process? Will we have to start over using MyTrack?

No. For most positions, if a recruitment was initiated in an old process, it will continue in that process until the hire is complete. For academic pool recruitments (generally open for a year), we anticipating moving those recruitments into MyTrack only as regular unclassified searches are completed and the unclassified posting system sunsets; this will likely take several months from the go-live date.

What about other processes, such as the Waiver or promotion process? Are those processes changing?

Yes. Human Resources and university senior leadership have collaborated to define Administrative Guidelines, which will address the philosophy and process for position and/or salary changes at UO, including Direct Appointments, Expansion of Duties Promotions, Interim/Acting positions. More information will be shared by the end of October.

Will the background check process be completed through MyTrack?

Yes. Human Resources is currently working on transitioning the background check process to be completed through MyTrack. We anticipate this to be complete by the end of calendar year 2016.

Will initial contracts for Faculty and Officers of Administration be completed through MyTrack? What about contract renewals?

Yes. The current process of delivering hard copy contract with vice president signature will be discontinued upon implementation of MyTrack. Contract information will be delivered automatically via the MyTrack system to the candidate’s applicant portal.

Human Resources is currently evaluating the feasibility of delivering contract renewals via MyTrack.