MyTrack: FAQs

Table of Contents

  1. General MyTrack Questions
    1. What is MyTrack?
    2. How do I login to MyTrack?
    3. What resources and support are available?
    4. Are all recruitments for employee types managed through MyTrack?
  2. Initiating Recruitments
    1. What do I need to do in order to initiate a recruitment?
  3. Position Description
    1. Who receives notifications of an approved Position Description?
    2. How can I access the position Description Library?
    3. Can I edit a position description (PD) that is already in MyTrack?
    4. Some position descriptions show only basic information. 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 posting description that I have submitted for approval?
  4. Job Requisition
    1. Who receives notifications of an approved Job Requisition?
    2. Why is my job status changing and who can see that?
    3. How do I remove a job posting from the UO Careers site once the position is filled?
    4. I would like my job posting to be advertised in places other than the UO Careers site. How do I do this?
    5. I want to hire multiple people at the same time from a single posting (i.e., Food Service Workers). What is the most effective way tp do this?
    6. What should I enter in the job posting summary section of the requisition?
    7. How can I find out the status of a requisition that I have submitted for approval?
    8. I didn't receive an email indicating there was something waiting for me to approve, what should I do?
    9. I am unable to view requisitions in MyTrack. What should I do?
    10. How can I view all of the positions that are open for recruitment in my unit/department?
    11. If we have am insufficient pool of applicants for a posted position, can we extend the posting with a new application deadline?
  5. User and Approver Roles
    1. How do I change the names of approvers in the approval queue after a position description or requisition has been submitted?
    2. Whose names should I enter for each of the roles in the Users and Approvals section of the position description?
  6. Search Committees 
    1. How can we add a student or community member as a search committee member?
    2. How can search committee members access application materials? 
  7. Managing Applicants
    1. What statuses automatically send an email communication to the candidate?
    2. How can a hiring manager, HR Administrator, or Unit Director/Head access materials submitted by an applicant?
    3. I am unable to view application materials in MyTrack. What should I do?
  8. Offers
    1. Does the department get notified after the background check is cleared?
  9. Veteran's Preference
    1. How do I know if there are any veterans who are eligible for preference in the candidate pool for a search?

General MyTrack Questions

What is MyTrack?

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

How do I login to MyTrack?

Using your Duck Id and password, you can log into the recruitment module here: uoregon.pageuppeople.com or the learning module here: https://uomytrack.pageuppeople.com.

What resources and support are available?

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

Are all recruitments for all employee types managed through MyTrack?

No. Career, Tenured and Tenure Track Faculty, Pro Tempore Faculty pools, Officer of Administration and Classified staff are hired through MyTrack. At this time, recruitments for Graduate employees, Temporary employees, and Student workers are out of scope for MyTrack and will continue using their current processes.

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.

Position Description

Who receives notification of an approved Position Description?

Those listed in user roles (Hiring Manager, HR Administrator, Unit Director/Head) on the position description will receive an email once a position description is fully approved. Review the User Roles & Permissions page for more information.

How can I access the Position Description Library?

Log into MyTrack and click on the “Manage Position Description Library” on the “Job Description” card on your dashboard, or click on “Manage Position Description Library” from the drop-down stacked menu in the upper left corner.

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. Review the User Roles & Permissions page for more information about access.

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

Yes. To edit the PD, navigate to the Position Description Library, select edit from the library, and scroll to the very bottom of the PD and click "Restart Approvals" to clear out the old approval process. 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 a new approval process at the bottom of the position description that is appropriate for the action you are taking. Please review the Position Description User Guides for more information regarding the position description process.

Some position descriptions show only basic information. Can I launch a recruitment from a position description that only contains basic information?

For the initial implementation of MyTrack in 2016, 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.

You cannot launch a requisition from one of these "shell" PDs. 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 Guides 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 job advertisement. 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” on the “Job Description” card or click on “Manage Position Description Library” from the drop-down stacked menu in the upper left corner. General status (draft, pending, approved) can be found in the Position Description Library. You may opt to “view” the position description and scroll to the approvals area at the bottom to find where the PD is in the approval process. Please review the Position Description User Guides or the Approvals User Guide for more information.

Job Requisitions

Who receives notification of an approved Job Requisition?

All approvers in the approval process and users listed in the HR Administrator (Unit), Hiring Manager, and Unit Director/Head roles.

Why is my Job Status changing and who can see that?

MyTrack has a feature that changes the status of the job as applicant statuses are changed as you move through the search process. These status updates are designed to give Hiring Managers and HR Administrators a quick view of their requisitions progress. These statuses are only visible in MyTrack on the requisition. Applicants do not see status changes to the job.

How do I remove a job posting from the UO Careers site once the position is filled?

You don’t need to take any action in order to remove postings from the UO Careers site. Positions that have a contingent offer accepted and an offer card established are triggered via reports to be removed from the UO Careers site.  If you have a need to remove a posting prior to having a contingent offer accepted, please contact hrrecruiter@uoregon.edu for a consultation.

I would like my job posting to be advertised in places other than the UO Careers site. How do I do this?

All jobs will be posted on the UO Careers site and currently to the Chronicle of Higher Education through an enterprise agreement. You should list any additional sites you will use for advertisements in the "Additional Sourcing Sites" field in the requisition to track these for your department. Departments are responsible for placing and funding external advertisements.

I want to hire multiple people at the same time from a single posting (i.e. food service workers). What is the most efficient way to do this?

Each hire via MyTrack will require an approved Position Description.  If you have multiple approved PDs that you would like to have one recruitment for, please launch a requisition on one of the approved PDs and leave the requisition in draft form.  Email mytrackhelp@uoregon.edu with the MyTrack PD numbers of the additional positions you would like added.  A member of the recruiting team will add those positions to your requisition and notify you when the work is complete. At that time, you can submit the requisition for multiple lines for VP approval.

If you do not have multiple approved positions, please contact mytrackhelp@uoregon.edu to request a consultation on the most effective method.

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. 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 please review the User Roles & Permissions page 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 contact your Recruitment Consultant or email talent@uoregon.edu to request 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 use the same method to adjust this date as needed.

User and Approver Roles

How do I change the names of approvers in the approval queue after a position description or requisition has been submitted?

When an approver receives notification that an item is awaiting their approval, they may reassign their approval to another user. They may also change unit-based approvers for future steps. Only those users that have not yet approved a PD or a requisition can be adjusted.

To adjust approvers, click “Edit” in the approval process box at the bottom of the PD or Requisition. A pop-up window will appear, you can overwrite existing names. The blue box underneath the editable field must populate with the user’s email address for the change to take effect. Once you have adjusted roles as needed, click “Submit” to commit the changes.

Please be aware that if a unit selects incorrect users to perform approvals, and those users take action, the only way to correct the approval process is to restart it. It is highly recommended that units consult with their HR Partner if they are uncertain about approval requirements.

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 add a student or community member as a search committee member?

Please see the User Roles & Permissions page for more information.

How can search committee members access applicant materials?

The Hiring Manager or HR Administrator must list each search committee member on the requisition in the Search Committee area in order for them to be able to access applicant materials. Search committee members (including the chair, if they are not otherwise listed on the requisition in a role) cannot begin to 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 “Search Committee” card on their dashboard. Please review materials available on the MyTrack: Search Committee webpage for the Search Committee User Guide and an online search committee training video that demonstrates the MyTrack system and process by which search committees can view applicants.

Managing Applicants

What statuses automatically send an email communication to the candidate?

Statuses that email candidates are listed at the bottom of our user guide on Selection Outcomes and Applicant Statuses (Core Recruitment Process). These email templates are managed by Talent and will be sent automatically with the status change. You can view email communications sent to applicants on their applicant card history tab.

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

They can access applicant materials (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 HR Partner 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, visit User Roles & Permissions for more information.

Offers

Does the department get notified after the background check is cleared?

Yes. The system will email those listed on the requisition once the candidate moves to Background Check Complete status. Please review the Background Check Guidelines for more information.

Veteran's Preference

How do I know if there any veterans who are eligible for preference in the candidate pool for a search?

Hiring managers or department-based HR administrators listed on the requisition need to view either the indicator flags in the MyTrack listing of applicants or the report of veterans on the Reports tab to identify applicants eligible for veteran's preference. Please review Oregon Veterans’ Preference in Employment for more information about how to identify eligible veterans and how to apply preference.