The information below outlines user roles and access in detail across system areas.
User Role |
Overview |
Position Description |
Requisitions |
Applications |
Hiring Manager | Responsible for day-to-day applicant and search management on a requisition. Most powerful role with most visibility on requisitions, less critical on position descriptions. |
You are able to view, create, edit position descriptions if you are of supervisor level permissions and assigned the team the PD is assigned to. If you are a base user, you must be listed in the approval process to view and/or edit the position. Approvers maintain access to items they approve in the approval queue. Any users listed in an approval process will be able to view/edit/approve regardless of their team affiliation. |
Will be able to see and edit available items on the job requisition. Will see applicants, applicant statuses, and flags. *Base users cannot see requisitions unless they are a part of the approval process. Approvers maintain access to active requisitions after approving via the approvals section. |
Can see status of recruitment and all applicants. Will view applicants via the applications file on the dashboard, and "View Applicants" on the main menu. Can change applicant statuses. |
HR Administrator | Unit-based member who manages HR activities within the system or needs access to the requisition or position description. |
Will be able to see and edit available items on the job requisition. *Base users cannot see requisitions unless they are a part of the approval process. Approvers maintain access to active requisitions after approving via the approvals section. |
Can see status of recruitments and active applicants. Cannot change applicant statuses. | |
Unit Director/Head | Unit based decision maker/department head. | Will be able to see and edit available items on the job requisition. | Can see status of recruitments and active applicants. Cannot change applicant statuses. | |
Search Administrator | Typically someone who will organize search committee meetings, schedule interviews, and gather feedback. |
Can view limited sections on requisition if already a user with supervisor permissions in the system. *Base users can not view requisitions as this role. |
Cannot view applicants. Can only view and compile all search committee feedback. Can only leave feedback if they are also a search committee member. | |
Search Committee Member |
Reviews and evaluates candidates. Can include non-users (ie students, GEs, community members, etc.). Requires advance notice to HR to establish system privileges for non-users. |
Can view limited sections on requisition if already a user with supervisor permissions in the system. *Base users can not view requisition in this role. |
Can use the search committee tool to leave feedback about applicants in "search committee" statuses. Can only view applicants in specific statuses: see applicant statuses page | |
Hiring Manager Proxy | Optional backup role used to provide coverage in the event that the Hiring Manager is not available to perform search functions. | Cannot see job requisition. | Can view applicants via the "Applications" tile, and "View Applicants" on the main menu. Can change applicant statuses if that permission is checked. |
*Base user permission allows for limited access in all user roles. Base users are non-supervisory positions not designated by a VP/Dean as needing additional access.