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Navigating to the Job Creation Page

1. Go to the Admin Dashboardhttps://ofas.uwaterloo.ca/admin/

2. Click the Jobs icon from the sidebar menu.

   

3. Click the Create New Job button , located in the top left corner. This will take the user to the job creation page where elements of the listing can be determined.

   Fill in all of the fields with the appropriate content

4. Once the job creation page is completed, click the Create New Job button at the bottom of the page.

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General Information Section

This section of the job creation page allows the user to determine some basic information for the job listing:

• Listing Title , is the title for name that the job listing . Example: Tenure-Track Assistant Professor in Theatre and Performancewill appear under.

• Hiring Committee - Members can be added before or after the job hiring process, a committee must be selected to be able to save the job.

• Job Rank - Multiple ranks can be selected at the same time by pressing the CTRL key

• Listing Start Date - On this date the job will be listed on the active job listings

• Listing End Date - On this date the job will be removed from the active job listings

• Referee Submission Deadline - Final date that referees can upload recommendation letters, after this date referees who visit the reference link will receive an error message stating that the deadline has passed.

• Show deadline to applicants - When checked allows applicants to see the final date that referees can upload recommendation letters for their application.

• Support Email - The contact persons name and email will be displayed along the active job listings to provide support for applicants.

• Job Description - You can copy and paste the job description from the ad submitted to the provost on this box.

• Requirements - NOTE: After the job has gone live and received applications DO NOT alter the list of requirements as this can result in errors for applicants.

• Common requirements have already been added to the list, please check to see if there are requirements that matches your job needs.

• If you require additional or a custom type of requirement please consult with ACO.

• Requirements can be made optional.

For some requirements you can specify if you want a minimum or maximum amount to be submitted

is a dropdown menu where the user can select the hiring committee for the listing. More information can be found on the Hiring Committee page.

• Job Rank is the level of the position being listed. More than one rank can be selected using the shift or control keys.

• Listing Start Date is the date when the listing will be made active and open for applications.

• Listing End Date is the date when the listing will be closed and applications will no longer be accepted.

• Referee Submission Deadline is the last date that reference letters will be accepted from referees.

• Show deadline to applicants is a checkbox that allows applicants to see the referee submission deadline. By default.

• Support Email is two fields for the email address and full name of the listing’s support contact. This information will be shown to applicants in case they require assistance.

• Job Description is the body of information that will be displayed to applicants clicking on the job. S

Job Requirements Section

This section of the job creation page allows the user to determine what materials are required with an application:

• Requirements is a dropdown menu listing common application materials. To add a requirement,

  • Select the desired item from the dropdown list and click the Add New Requirement button to the right of the dropdown.

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  • Each individual item that is added will be listed below the dropdown menu, with an options menu to the right.

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    • Minimum and maximum allow the user to define the range for the necessary and permitted number of each item.

    • Optional is a checkbox that determines whether an applicant is required to provide the requirement in order to apply. By default, it is unchecked.

    • Delete will remove the requirement from the job listing.

  • For more information about unique or unlisted requirements, please visit the Job Requirements page.

  • All file requirements must be in PDF format.

Reference

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Enable Reference Email - by default this checkbox is disabled, when enabled it will allow the system to automatically send a request letter using the letter in the Reference Email Body and Subject.

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Thank you Email - this template will be used to send a letter to applicants who were not considered for the position.

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Email Section

This section of the job creation page allows the user to set the email that will be sent to applicant’s referees to request reference letters.

• Email Template is a dropdown menu that allows the user to select one of the Reference email templates saved on the website. If one is selected, the rest of this section will automatically be filled in accordingly, and the user can move on.

  • If a template is not being used, the user does not have to make a selection from this menu

  • If a template is being used, the subject and body can still be edited. These changes will not be saved in the template unless the Save button to the right of the section is clicked.

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  • The Save As button to the right of the section can also be used to save the subject and body of the section as a new template, even if it was edited from an existing template.

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• Enable Reference Email is a checkbox that determines whether or not the reference email will automatically be sent to applicants' referees. By default it is unchecked.

  • This option can only be checked if there is content in the subject and body fields.

• Email Subject and Email Body are fields where the user can create the subject and body that will make up the associated email.

  • Reference emails must contain the OFAS tokens [reference:token], [job:listing_title], [applicant:firstname], and [applicant:lastname] in the email body.

    • These will automatically be replaced with a link to submit a reference letter, the title of the job, and the applicant’s first and last name, respectively.

    • These can be typed manually, or added using the OFAS Tokens button in the email body editor.

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Thank You Email Section

This section of the job creation page allows the user to set the email that will be sent to applicants who are not considered for the position.

• Email Template is a dropdown menu that allows the user to select one of the Thank You email templates saved on the website. If one is selected, the rest of this section will automatically be filled in accordingly, and the user can move on.

  • If a template is not being used, the user does not have to make a selection from this menu

  • If a template is being used, the subject and body can still be edited. These changes will not be saved in the template unless the Save button to the right of the section is clicked.

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  • The Save As button to the right of the section can also be used to save the subject and body of the section as a new template, even if it was edited from an existing template.

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• Email Subject and Email Body are fields where the user can create the subject and body that will make up the associated email.

  • Thank You emails must contain the OFAS tokens [reference:token], [job:listing_title], [applicant:firstname], and [applicant:lastname] in the email body.

    • These will automatically be replaced with a link to submit a reference letter, the title of the job, and the applicant’s first and last name, respectively.

    • These can be typed manually, or added using the OFAS Tokens button in the email body editor.

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