MyTrack: Archived Updates

Posted July 13, 2017

Now Available: Tenure-Track Faculty Hiring Information

Talent Acquisition recently conducted a workshop on hiring tenure-track faculty (TTF) to provide assistance with starting faculty searches approved via the Institutional Hiring Plan for 2017-18.  A video recording of the workshop as well the slide presentation are available for review.  Topics covered include launching searches in MyTrack, utilizing new advertising resources, working with MyTrack in conjunction with other academic recruitment systems such as AJO, and other process changes to tenure-track faculty hiring this year. Viewing the presentation is strongly recommended for all department managers and other staff involved in launching, supporting, and completing TTF searches this year: TTF Hiring Presentation.

Posted June 6, 2017

New Resources: User Roles and Permissions Charts, New Hire Setup Process for OA & Classified Positions

Based on your requests, we’ve created some additional resources to describe two key areas of MyTrack use: how user roles affect system access and viewing/editing rights, and what happens after the unit makes a contingent offer to get the new hire set up and onboarded. For information about what users can do by role and by permission, visit the User Roles & Permission webpage for  detailed charts. To view a detailed workflow of offer to onboarding, visit the offers section of the MyTrack User Guides & Tools and select the “New Hire Setup Process” guide at the top of the list.

Upcoming Tenure-Track Faculty Hiring Workshop

The provost has released the 2017-18 Institutional Hiring Plan, which includes 65 tenure-track faculty (TTF) searches across the schools and colleges. Talent Acquisition is partnering with the provost’s office to offer a workshop on June 23 from 9-10:30 AM in EMU 145 – Crater Lake South.

This workshop is strongly recommended for all department managers and other staff involved in launching, supporting, and completing TTF searches this year. We will cover starting searches in MyTrack, utilizing new advertising resources, working with MyTrack in conjunction with other academic recruitment systems such as AJO, utilizing search committee resources and functionality, moving candidates through the recruitment process, and completing offers and appointment letters through MyTrack.

Please register in advance through Making Tracks: Register Now.

MyTrack Information and Feedback Session

As part of the Year of Connection, HR is continuing to hold MyTrack Information & Feedback sessions once per month. These sessions are a great way to get updates and information related to MyTrack and recruitment, ask specific questions, and provide feedback on the user experience. Each session will be a little bit different, so you are encouraged and welcomed to attend as often as you’d like.

The next session will be held on Monday, June 19, from 1:30 to 3:00 PM. View the schedule and register to attend a session in Making Tracks: Information and Feedback Session Schedule.

Posted May 2, 2017

New Bulk Compile Training Resource

A 5 minute on-line training video on how to bulk compile applicant materials in MyTrack is now available on the Applications & Applicants User Guides & Tools webpage.

HR wants to hear from you! Recruitment Advertising and Onboarding surveys are now open

Human Resources requests your assistance in gathering information about key HR processes:  Recruitment Advertising and Onboarding. Each survey takes about 10 minutes to complete and will provide valuable feedback to HR as we work to build out processes, tools, and resources.
The surveys will close on May 31. For more information, visit the HR Partners Surveys webpage.

Position Description Library

Human Resources has completed the work of entering approximately 1,300 existing OA position descriptions (PDs) into the MyTrack PD Library in order to streamline the process of initiating recruitments. Approximately 60 OA PDs were not on file in HR, so there was no additional information available to enter into MyTrack. While those 60 PDs do exist in the MyTrack PD Library, they only contain basic information that was pulled from Banner, including the position number, supervisor, and some coding. There is no need to update these PDs until a recruitment or pay action becomes necessary.

If your department needs to perform routine updates of PDs that are not expected to be used for recruitment or reclassification in the next several months (for example, as part of an annual performance review), you can mark the PD as “department initial entry of PD” and do not fill in a recruitment date on the PD.  Please add a note on the notes tab that the submission is a routine PD update.  This will ensure that time-sensitive PD entries and updates are given priority for review.

MyTrack Information & Feedback sessions

As part of the Year of Connection, HR is continuing to hold MyTrack Information & Feedback sessions once per month through June. These sessions are a great way to share updates and information related to MyTrack and recruitment, answer questions, and continue to get feedback from users. Each session will be a little bit different, so you are encouraged and welcomed to attend as often as you’d like.
The next session will be held on May 17th from 9:30 to 11:00 AM. View the schedule and register to attend a session in Making Tracks: Information and Feedback Session Schedule.

Posted April 4, 2017

MyTrack By-The-Numbers
MyTrack utilization stats since the October launch:

  • Position Descriptions Approved: 387
  • Total Requisitions: 261
  • Total Jobs Filled: 131
  • Current Open Positions: 126
  • Applicant Profiles Created: 5,571          
  • Applications Completed: 7,233
  • Trees saved by using web-based applications rather than paper: 4.3!

MyTrack Onboarding Portal update

Human Resources has created a webpage to enable HR Partners and supervisors to view the information new employees receive via the MyTrack Onboarding Portal. Additional content is currently being developed and the demo will be updated periodically to reflect changes made to the portal. View the employee onboarding portal on the Portal Demo webpage in the Onboarding User Guides & Tools section.

In addition, HR is preparing a survey for HR Partners to gather feedback on what information we need to provide to new hires throughout the early onboarding process (from the time they accept the offer through the first 90 days of employment.) The survey will be sent out in April; more information to follow as it becomes available.

Updated Frequently Asked Questions

New FAQs for MyTrack internal users and applicants have been added and are notated with **NEW** in front of the question. Here are the links to the FAQs:

MyTrack Information & Feedback sessions are continuing!

Thank you to all of you who attended a MyTrack Information & Feedback session over the last couple of months. We heard from many of you that you found the sessions helpful, and we appreciated the thoughtful feedback and suggestions you provided. We know not all HR Partners were able to attend, so we will be sending a brief survey to all partners regarding their experience with MyTrack so far. We will then share the combined feedback from our information sessions and the survey.

Also, as part of our Year of Connection, HR has decided to continue holding these sessions once per month through June. These sessions are a great way to share updates and information related to MyTrack and recruitment, answer questions, and continue to get feedback from users. Each session will be a little bit different, so you are encouraged and welcomed to attend as often as you’d like. The next session will be held on April 21st from 2:00 to 3:30. View the schedule and register to attend a session in Making Tracks: Information and Feedback Session Schedule.

Position Description Updates

PD Guidelines
We’ve created a new guide to assist in developing effective position descriptions, which can be viewed on the Position Description Guidelines webpage.

PD Maintenance Tip
If your department needs to perform routine updates of PDs that are not expected to be used for recruitment or reclassification in the next several months (for example, as part of an annual performance review), you can mark the PD as “department initial entry of PD” and do not fill in a recruitment date on the PD.  Please add a note on the notes tab that the submission is a routine PD update.  This will ensure that time-sensitive PD entries and updates are given priority for review.

PD Library
Human Resources is continuing to input existing OA position descriptions (PDs) into the MyTrack PD library in order to streamline the process of initiating recruitments. 82% of the 1,500 OA PDs are now available in the PD Library; OA PD entry is expected to be complete by the end of spring term.

Posted March 14, 2017

MyTrack By-The-Numbers
MyTrack utilization stats since the October launch:

  • Position Descriptions Approved: 320
  • Total Requisitions After Go-live: 253
  • Total Jobs Filled: 92
  • Current Open Positions: 110
  • Applicant Profiles Created: 4,806           
  • Applications Completed: 5,796
  • Trees saved by using web-based applications rather than paper: 3.5!

New Resource for Search Committees
A 10 minute on-line training video to introduce the MyTrack process and system to search committees is now available on the MyTrack: Search Committee webpage.

Faculty Pool Recruitment Process
Information is now available to guide you through the faculty pool recruitment process.

Change to Process for OA Offer Cards
Due to the implementation of the new Officer of Administration policy suite, OAs now have an expectation of on-going employment and will no longer receive renewal contracts. Effective immediately, please select “No” when asked if this is a contract position in the position type section of the offer card for OA hires. The Preparing an Offer User Guide has been updated to reflect this change.

MyTrack Onboarding Portal Update
New information has been added to the onboarding portal within MyTrack, which new hires access after their offer letter has been sent.  The added information provides a warm welcome and useful information to new hires before they arrive on campus. The portal currently consists of three pages: Welcome, Get Started, and Get to Know Eugene. Each page has information pertinent to new hires including, the UO mission and vision, information on diversity at UO, DuckID, PAC, and other access information, parking and transportation information, childcare options, and high level information about the culture and activities available in Eugene. Additional content will be developed in the coming months, such as relocation resources, information for existing employees transferring to a different position or department, and a welcome message from President Schill.

Position Description Library Information
Human Resources is continuing to input existing OA position descriptions (PDs) into the MyTrack PD library in order to streamline the process of initiating recruitments.  52% of the 1,500 OA PDs have been input to date; OA PD entry is expected to be complete by the end of spring term.

Posted February 20, 2017

MyTrack By-The-Numbers
MyTrack utilization stats since the October launch:

  • Position Descriptions Approved: 288
  • Total Requisitions After Go-live: 219
  • Total Jobs Filled: 68
  • Current Open Positions: 101
  • Applicant Profiles Created: 3,768             
  • Applications Completed: 4,772
  • Trees saved by using web-based applications rather than paper: 2.6!

Looking for in-person assistance with recruitments? Attend a Friday Lab!
Talent Acquisition offers a work session, or lab, each Friday to provide you with personalized assistance with your specific recruitments.  This is an opportunity to receive hands-on help with any part of the MyTrack system from creating a Position Description to issuing an Offer.  Please bring your own laptop, if possible, and register in advance for a lab session, so we know you are coming: Register Now

Position Description information:

  • Human Resources is actively working to input existing OA position descriptions (PDs) into the MyTrack Position Description library in order to streamline the process of initiating recruitments.  25% of the 1,500 OA PDs have been input to date; OA PD entry is expected to be complete by the end of spring term.

    Please note: As PDs are added to the library, hiring managers will receive automated emails from talent@uoregon.edu notifying them that position descriptions have been approved.  Multiple emails for the same PD may be received; this is expected. No action is required on these emails; they can be disregarded, but we are not able to turn them off without affecting notifications of PDs being submitted for current recruitments or position/pay actions.  Approval of these PDs is being managed within HR. Please contact Jen Mirabile at 6-2195 with questions.

OA recruitment process is now available on the web.
Visit the helpful information to guide you through the entire process of recruiting for OA positions: Hiring Officers of Administration.

New Recruitment and Hiring Training starting in March
A new four part training series for hiring managers and HR Partners starts next month.  The series covers the fundamentals of successful recruitment, hiring, and onboarding.  Specific topics include creating effective position descriptions, recruitment outreach, applicant evaluation and selection, offer and onboarding, and university specific position and pay actions.
Learn more about this training opportunity including dates and times of sessions through the course listing in Making Tracks: Supervision Course II—Recruiting and Hiring.

Posted February 14, 2017

HR wants to hear from you!
HR is actively engaging MyTrack users across campus to gather feedback and identify potential system and process adjustments.

  • HR is offering MyTrack Information Sessions on February 21st and March 15th.
    These sessions will provide an opportunity for HR Partners to get the latest recruitment updates, provide feedback, and ask the Talent Acquisition team recruitment related questions.
    Please register to attend one of the sessions: Register Now
     
  • HR is meeting with all Chiefs of Staff to Vice Presidents and Associate Deans of Finance/Administration to gather feedback and answer questions.

New Applicant FAQs are now posted
FAQs for applicants have been placed on the careers website. Additional FAQs have been posted for internal users to utilize if they are getting questions from applicants. Access this resource on the Assisting Applicants webpage.

New Oregon Veterans’ Preference information is available
Information regarding Veterans’ Preference has been updated on the Oregon Veterans' Preference in Employment webpage.

Posted January 4, 2017

By the Numbers
In three months of operation, recruitment across campus is well underway using the MyTrack system.  Here’s a snapshot of what has been accomplished:

Recruitments launched: 141       Recruitments completed: 14         Approved position descriptions: 196

What’s Happening Now
The reconfigured MyTrack webpage provides more resources at your fingertips to support you as you complete recruitment tasks.  Here is a highlight of the tools available:

  • User Guides
    User guides provide step-by-step assistance for completing common tasks in MyTrack.  The guides are organized by major actions in the same order as they take place in MyTrack.
     
  • Updated Frequently Asked Questions
    New FAQs have been added to address more recent inquiries following go-live. 
     
  • Training Opportunities
    Training sessions have been scheduled through March providing opportunities for new users to receive hands-on training led by MyTrack experts.  Friday Labs have also been added to training offerings, which dedicate time to assisting users with their specific system needs.

Please visit these added and enhanced resources for immediate assistance.   These tools provide quick answers and guidance, and they can expedite resolution.

Also, HR is actively engaging users across campus to identify user needs and system adjustments.  This valuable feedback is being used to optimize system configuration, develop user resources, and maintain a good sense of what is working and what needs further discussion and action.

What’s Happening Next
Updates to the MyTrack admin webpage will occur often.  Here is a look at what’s coming in the weeks ahead:

  • More user guides will be added as they become available and as new needs are identified.
  • The MyTrack position description (PD) library will populated from PDs currently on file in HR.  This task is being fast tracked and will assist in the job posting process.
  • Process flow charts are being developed to help users understand how job postings move through the MyTrack system and particularly the approval process.
  • Online training presentation as an alternative to a classroom session providing users with a self-paced option.
  • Information about the National Registry for Diverse and Strategic Faculty, an advertising resource for faculty postings.