Managing Applicant Materials

On the UGAJobs log in page, click the Click HERE to login with your UGA MyID link.

Enter your MyID and password and click the LOGIN button.

The UGAJobs homepage is displayed. This page is used to manage the job applicant and posting process.

Click the User Group drop-down list to open.

Click the Applicant Manager option.

Note: The Applicant Manager role is assigned when the posting is created. This role has the ability to move applicants to different stages of a search, such as Selected for Interview, Interviewed, or Did Not Meet Minimum Qualifications.

An Applicant Manager can also view postings and applicants for their department(s).

It is recommended that this role be assigned to either the initiator, the hiring authority, and/or to the person to whom the Search Chair delegates this responsibility.

Click the UGAJobs System Resources link.

The UGA Employment Administration page is displayed.

Click the Resources link.

The Resources page is displayed. This page contains links to UGAJobs user manuals, workflows, and quick guides.

Example shown here: locate the workflow diagrams for the Managing Applicants process.

In the Staff section, click the Managing Applicants link.

Once you have reviewed the document, click the Close button to close the page.

You have returned to the UGAJobs homepage.

Click the Postings drop-down menu at the top of the screen.

A list of position posting types is displayed.

Example shown here: Click the Staff link.

The Staff Postings page is displayed.

To locate a posting, you can enter the Working Title or Posting Number of the position you need to locate in the search field. 

Example shown here: Enter "S01984 " into the search field.  

Enter appropriate information into the Search field.

Click the Search button.

The search result is displayed. Click the appropriate Working Title link to open the posting.

Example shown here: Click the ADMINISTRATIVE ASSOCIATE I link.

The Posting Summary page for the specific posting is displayed.

To review applicants, click the Applicants tab.

The list of Active Applicants for the posting is displayed. Click the candidate’s last name in the applicant list to open the specific application.

Example shown here: Click the Roosevelt link.

You can view or download Required and Optional Documents in the appropriate sections.  You can also generate a combined PDF which will merge any required, optional, and/or recommendation documents.

Click the View link to view the combined PDF document.

Scroll down to review the document. 

When you are finished, click the Close button.

You can review more than one applicant document at a time. You may choose to view all the documents for a single applicant, specific documents for a group of applicants, or all documents for a group of applicants byc checking the box(es) to the left of the applicant names.

Click the Select All option to select all the applications.

Click the Actions drop-down list.

To download all applications as a single PDF, you select the Download Applications as PDF link.

A pop up window will prompt you to select the type of document(s) you wish to download.

With the appropriate documents selected, click the Submit button.

The requested PDF document is displayed. You can save the document by clicking the Save icon.

Once you have reviewed the document, click the Back button to go back to the Posting Summary page.

The Posting Summary page is displayed.

Users have the option to customize columns to include additional information. Click the More Search Options button to include additional information.

The Applicants search fields are displayed and are customizable based on your needs.

Click the drop-down menu next to the Add Column field.

You can also export applicants into an Excel spreadsheet.

Click the Actions drop-down list.

Click the Export results link.

Click the OK button to open the Excel file.

The applicant data is displayed in an Excel spreadsheet.

Once you have reviewed the data, click the Close button.

Click the Actions drop-down button.

Click the Download Screening Question Answers link to download the screening question answers for all candidates into an Excel spreadsheet.

Click the OK button to open the Excel file.