New Requisition and Employment Application Process

Human Resources Department

New Requisition and Employment Application Process

Overview Requisition Process Instructions to Applicants Frequently Asked Questions Hiring Manager's User's Guide

Brookdale Community College has entered into an agreement with PeopleAdmin, Inc. to provide the College with a new online requisition
processing, application and applicant tracking system. The implementation of this system will greatly enhance the Human Resources
Department’s ability to collect, maintain, process and respond to applicants seeking employment opportunities at Brookdale.

Overview

Q. Who is PeopleAdmin, Inc.?

A. PeopleAdmin is a company that is based in Austin, Texas, and is dedicated to providing support to institutions in Higher Education
and the public sector. They are a "service provider" company that provides a broad range of employment related services to improve the
level of service to applicants.

Q. How many colleges and universities does PeopleAdmin support?

A. At this time PeopleAdmin provides support to over 150 institutions in the Higher Education sector. Some of their clients are large
universities such as Univ. of Arizona, Columbia Univ., Univ. of Texas and Indiana State University. In New Jersey, Princeton University
and Ramapo College have installed this system. In the community college sector they provide service to Community College of
Allegheny County (PA), Community College of Baltimore County (MD), Hillsborough Community College (FL), Harper College (IL),
Houston Community College System (TX) and Camden County College in New Jersey.

Q. What sort of services do they provide?

A. PeopleAdmin will establish and maintain an automated internet based system (the "Applicant Tracking System") for processing
requisitions and accepting and processing applications for employment. They provide and maintain the systems established for this
service, including maintenance of all computer hardware and software.

The system has the following functions:

It allows applicants to complete and submit an employment application online.

Applicants are able to view, update and maintain their application protected by their own logon
and password.

Applicants can review the status of their employment application on-line at any time.

The system allows applicants to email or fax cover letters and resumes as part of the application process.

The system provides immediate acknowledgement to applicants that their application has been received.

If unsuccessful, applicants can use the stored application to apply for future jobs at the College.

The College will benefit from the following features:

It has the ability to electronically screen candidates for minimum qualifications using job specific
questions. Hiring managers and HR will jointly develop job specific questions for this purpose.

HR will electronically forward candidate paperwork to appropriate search committee chairs and members.

Hiring managers are able to create Personnel Requisitions on-line.

Applications and resumes from candidates may be viewed on-line.

The status of candidates is updated online.

Q. Why is Brookdale changing to this system at this time.

A. Brookdale is seeking to improve its service level to applicants and at the same time increase the effectiveness and efficiency
of our internal applicant processing methods. The fact is that the numbers of applications for employment has increased to the
point where it is no longer feasible to maintain a high level of customer support without introducing automation.

Q. Why was PeopleAdmin chosen as the provider of services?

A. After considering several options that included both software and service provider alternatives, PeopleAdmin was chosen
because:

It is dedicated to the Higher Education sector and has a large client base in that sector.

It has a very high satisfaction rating from the schools we contacted who are using their system
and services.

As a service provider, PeopleAdmin is responsible for the maintenance and upgrade of the software
and interface to customers. Brookdale does not have to concern itself about systems maintenance.

Q. Did Brookdale see this program in action at any colleges or universities?

A. Yes. HR employees visited a college in NJ (Ramapo) and viewed a live demonstration of the product. In addition, a sales
representative from PeopleAdmin came to Brookdale and gave a comprehensive overview of the product and services and
answered all of the questions that we had concerning the product.

Q. What changes, if any, will there be to the hiring process?

A. HR will be working with PeopleAdmin and BCC administrators to provide a smooth transition to the automated system. The
basic tenets of our hiring philosophy will not change. What will change are the methods by which we accomplish the task of
managing the hiring process.

Q. How long will it be before the switchover to an electronic system is made?

A. PeopleAdmin has experience that indicates a 3 to 5 month transition period that will include converting forms, training, and
consulting work to ensure that we are in a position to switch to the electronic system without any loss of service.

Q. What changes will be apparent to the applicant?

A. The applicant will now complete an application electronically by way of a link from the Brookdale Webpage to PeopleAdmin.
The applicant will "own" his/her application in the sense that they can leave the site and come back later to complete the application.
Changes or revisions can be made up to the point where the applicant "certifies" the application and submits it for consideration.
Once certified and submitted, no further changes can be made to the application for that job, but the information is stored and
available to the applicant should he/she be interested in a position in the future. Information will be saved and if the applicant is
unsuccessful in obtaining one position, and he/she can apply for another using the stored data.

Q. Will this change improve communications to the applicant?

A. Yes. Upon completion of an application and submitting it for consideration for a position, the system will automatically send
an email note back to the applicant acknowledging the receipt of the document providing them with a unique confirmation number.
Later in the process, applicants will be notified by email of the status of their application by way of the system through updates
by the HR Department. Applicants who are not successful will be sent a letter advising them of this fact and thanking them for
their interest in opportunities at Brookdale. Communications with finalists in job searches will be made to schedule interviews in
much the same way as currently done.

Q. What does it mean when it says that the system will "screen" applicants?

A. The system has a feature that allows the HR Department, working with the hiring manager, to develop questions based on job
specific requirements. For example, if a Faculty position requires an Masters Degree in Mathematics, a screening question can be
set up to determine if the applicant has the required degree. By setting the criteria essential to the job, it eliminates those who
would not be considered candidates for the position regardless of any other attributes they may possess.

Q. Who will be expected to fill out these electronic forms?

A. All applicants will complete on-line electronic forms. This includes regular full-time and part-time employees for
Faculty, Administrative and Staff positions, Adjunct Faculty, Hourly Employees and Clerical Pool. The paper application will
be eliminated.

Q. How will this change affect selection committees?

A. The job of the committee will remain the same and that is to hire the best qualified applicant that they can find for the job.
PeopleAdmin has features that will allow access to a pool of candidates to members of a search committee. This access will
be controlled by the HR Department for each job and each applicant. Search committees will be able to view applications and
resumes online. This will eliminate the costly and inefficient routine of copying scores of applications for review that are later
retrieved and destroyed..

The Requisition Process

A requisition process will be implemented to electronically route the "Employee Requisition" through the various departments
for approval. This process will eliminate all of the hand signatures and logging of requisitions as they pass from one department
to another. The system automatically tracks the document and provides a date and time for each step of the approval process..

Q. How will the electronic requisition system work?

A. The electronic system will mirror the current paper workflow. The following is an overview of the steps although there may be
     slight variations based on organization structures.

A one page on-line employee requisition will be completed by the hiring manager.or originator.

Upon completion, the document will be electronically transmitted to the appropriate person
who directly reports to a Dean, Vice President or Executive Vice President for approval. This would
typically be a Director, Executive Director or Department Chairperson.

If approved, the document will be electronically transmitted to the College Officer for approval.

If the College Officer approves the requisition, it will be electronically transmitted to the Budget department.

After Budget approval, the requisition will be electronically transmitted to HR and then on to the President.

HR will receive the authorized requisition for posting to the web site of BCC job opportunities.

Q. What are some of the advantages of this new electronic system for handling requisitions?

A. There are several advantages. Some of them are as follows:

The routing will be handled automatically and it will eliminate all the logging in and out by the various departments.

There is an online approval trail so that you will be able to see at any time where the requisition is in the approval process.

If anyone wants a paper copy for personal or department files, there is a print option at any stage along the line.
You can print a copy for department records if you choose. However, there is a permanent record stored in the
system that can be retrieved at a future time.

Requisitions are saved. If a week later, (or a year later) you have the same position or a similar position with the
same job description, all the information and detail in the saved requisition is available. You are able to update
and edit any fields that may have changed in the interim.

Q. How does the system know who is next in the approval line.

A. Hiring managers or others who are in the approval line for requisitions will complete a systems "profile" that sets up the approval
hierarchy. The system will route the requisition to the appropriate person based on the profile. Employees who are currently a
part of the normal recruiting process will be required to complete the system profile.

Q. Will assistance be available for the initial setup and the completion of system profiles?

A. Yes, HR will assist those who need to complete the system profile.

Q. If there are more levels in an organization that require approval, how will this be handled.

A. Some organizations have two levels of management and others have three or more. It is incumbent on the hiring manager in
each organization to understand and comply with his/her functional (organizational) approval procedure before processing the
electronic requisition. There are safeguards built in and if a requisition is not approved it will be routed back to the hiring manager.

Q. If I am a hiring manager and have submitted a requisition, how do I find out where it is in the approval process?

A. As previously stated, the system tracks the requisition through the steps of approval. There is a status screen that indicates
where the requisition is and when (date / time) it got there and when it left.

Q. How does the College Officer, Budget or other approval step know that a requisition is waiting to be approved?

A. An email will be sent to the approving manager advising them that a requisition has been forwarded to them for approval.
They will log on to the system, review the request and either approve or disapprove the requisition. In either case, they will
click the appropriate command button and the requisition will automatically be sent to the next step or returned to the hiring
manager.
The command buttons are set up by the systems profile that will be completed.

Q. Can anyone other than the hiring manager fill out a requisition.

A. Yes. There is an option for an "Originator" to complete the application. This is a non-approving step to be used by individuals
who complete forms for the hiring manager. It could be an Office Assistant, Administrative Assistant or Division Administrator. In
these cases, a profile will be completed so that the system recognizes the person as a legitimate creator of requisitions. The
originator will be set up to forward the completed form to the appropriate hiring manager.

Instructions to Applicants

Applicants will view Job Opportunities at Brookdale by visiting the BCC Webpages. In the future, advertisements in papers or
other print media will direct applicants to the website. There will be a transparent link from the Brookdale HR Webpage to
PeopleAdmin. The format, colors and logo will mirror the BCC pages. Instructions will be provided to guide the applicant
through the application process should they choose to apply for a job.

Q. Will applicants be able to view job opportunities on the web as they do today?

A. Yes, there is a item on the menu bar that says "search postings".. By clicking on this item the list of open positions will appear.

Q. Who controls what appears on the "open positions" list?

A. HR will be responsible for the content of the positions listed and will control the list of positions by entering opening and
closing dates to the system. The system will automatically open a position on the date entered (could be in the future) and
will close it at 12:00 midnight on the date specified. Once closed, no further applications will be accepted for that job. HR
can reopen the job at a future date if it is necessary.

Q. How will applicants submit an application if they want to be considered for a position?

A. Applicants will click on an item on the menu called "create application." They will then be taken to a screen describing
the process and how to proceed.

Q. What sort of instructions will be given to the applicants?

A. The following is the first page of the process. It describes in detail how to proceed including instructions to "New Users" and
"Returning Users". It has suggestions on what materials to gather before proceeding with the application. It also has instructions
for attaching resumes and cover letters that may be required for some positions. There is also a link to FAQ’s
(Frequently Asked Questions) to help them.

Welcome to the career site for
Brookdale Community College!

The application process has been automated and can be completed on-line. With this process, you will not only be able to apply for a position on-line, but you may also use the same on-line application to apply for other positions that become available at the College. In addition, you will also be able to login using your personal username and password to review the status of your application during the recruitment process.

Please take a few minutes to learn more about the on-line application process before you create your application and take advantage of the Frequently Asked Questions (FAQ's) before getting started.

New Users

· To search positions, click the Search Postings link at left.

· To apply for a job, click the Create Application link at left, then follow the directions.

Returning Users

· Click Login, and enter your username and password

· This enables you to:

o Edit your existing application.

o Apply to new jobs without re-entering your application information.

o Review the status of positions you have applied to.

If you have questions, please email the Human Resources department at hrdept@brookdalecc.edu or call 732-224-2739.

Instructions for All Applicants: Read the instructions carefully before beginning the online application process. Brookdale Community College no longer accepts paper applications for any vacancies. The application process involves two important steps:

· (1) Completing and saving (you can edit anytime later) your online application.

· (2) Submitting an application (and attached documents) to be considered for advertised positions.

Completion of Online Application: Fill out all of your online application completely and accurately. Human Resources, hiring managers and screening committees will review the information provided by qualified applicants as part of the hiring process.

Applying for Open Positions: Once you have completed and saved your online application, you can apply for advertised open positions. You must submit your application (and all required documents) by the Job Close Date shown on the job details for the position. Job details show the qualifications, brief description of the job, preferred qualifications, and required documents. An application is not complete until you submit all required materials, continue to the signature (certify application) page and receive a confirmation number. Once you submit an application for an open position, you will not be able to edit your application for that specific posting. However, you can update/edit your saved application for future openings.

Before Beginning the Online Application: We strongly recommend you assemble the following information before beginning to complete the online application:

· Educational information (institutions attended and degrees).

· Professional licenses or certifications (if required).

· Work history information (names, address of employers, dates of employment, salary and description of work performed).

· Professional references (names, addresses and telephone numbers).

Before Applying for Open Positions: We strongly recommend you assemble the following documents before applying for advertised positions:

· Resume or curriculum vitae (required for faculty positions).

· Copies of college transcripts (required for all faculty positions).

· Vocational certificate or licensure information (required for some positions).

· Cover letter (optional)

Academic Transcripts for Faculty Positions: A copy (student copy) of an academic transcript from a recognized accredited institution of higher education (showing at least the minimum qualifications for the position, degree attained and major) will be required. This document must accompany all applications for faculty positions (full-time or adjunct). Official college transcripts will be required from the degree granting institution(s) upon an offer of employment.

· Access to a Scanner: It is to your advantage to scan your transcript(s) and attach them as a ".pdf" document. Attaching transcripts will ensure they are received with your application. Once transcripts are attached to an application for an open position, the transcripts continue to be part of your online application if you apply for other faculty positions. An official transcript is required upon an offer of employment.

No Access to Scanner: You may fax or mail the documents but they must be received on or before the Job Close Date for you to be considered for the job. The copy of your transcript(s) must be accompanied by the Document Transmittal Form and mailed or faxed to the Human Resources Department Office.

Frequently Asked Questions

Q) Where do I begin?

A) To begin the application process, please select a user name and password that you will easily remember. You should
write down your user name and password. You will need it to apply for other positions or check the status of your application
the next time you visit the site.

Q) What information will I be asked to provide?

A) You will be asked to provide personal information such as name, address, phone number, etc. You will also be asked to
provide information about your education and previous employment, as well as contact information regarding your employment
history and references. Please gather this information before beginning the application.

Q) What if I have already created an application?

A) If you have already created an application with this online employment system, and wish to update your information, please
click on the "click here" link below to login with the user name and password that you used when you created your application.

Q) What if I am not ready to fill out the application at this time?

A) If you do not want to complete the application at this time, please click "CANCEL" at the bottom of the page.

Q) Do I have to fill out an application?

A) Everyone who applies for a position is required to create an application which includes certain information. Any required
information is denoted with an asterisk (*). However, the more information you provide, the easier it will be to effectively evaluate
your skills, abilities and qualifications.

Q) What if I want to submit a resume?

A) You will be able to submit a resume each time you apply for a position. There will be directions prompting you how and when
to attach your resume. Please note that attaching a resume does not substitute for completing the application form.

Q) How do I save my application?

A) You must click SAVE AND CONTINUE TO NEXT or SAVE AND STAY ON THIS PAGE to save the information you have entered.
If you close your browser prior to clicking SAVE AND CONTINUE TO NEXT or SAVE AND STAY ON THIS PAGE your application
and account will be saved, but you will lose the information on the last page that was not saved.

Q) Can I copy selected information from another electronic document?

A) Yes; for example, you can copy and paste the information from a Word or WordPerfect document directly into the appropriate
fields in the application form.

Q) My document was created on a Mac, what do I need to do?

A) If you need assistance with converting files from Mac to PC, please visit the following web page, created by the
National Teacher Training Institute: http://www.thirteen.org/edonline/ntti/resources/workshops/digital_file/pdfs/moving_files.pdf.

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