Recruitment System (PageUp)
The Recruitment System is used to facilitate the end-to-end recruitment process from job requisition, candidate management and online offer through to on-boarding and induction of the new staff member.
It will be used for all new professional and academic fixed term and continuing roles.
This webpage has an extensive library of resources to assist you with your use of the Recruitment System, however if you have any questions that are not answered here please contact the Recruitment Team.
Recruitment System (PageUp) Access
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General information
General information
Workflows
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Guides for hiring coordinators
Training Manual
This document outlines the role of the hiring coordinator and discusses the concepts and procedures involved in recruitment management.New appointment work instructions for hiring coordinators information sheet
The purpose of this document is to provide information to complete the Job Card, Offer Card and contract specific requirements. -
Guides for hiring managers
Dashboard overview
Initiating a new job request
Managing applications - standard recruitment process
Interviewing
Making an offer
Onboarding
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Guides for panel members/coordinators
Dashboard overview
Managing applications - standard recruitment process
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Guides for job offers and approvers
Dashboard overview
Initiating a new job request
Making an offer
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Guides for onboarding coordinator/delegate
Frequently asked questions
System overview
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What types of training are available for the Recruitment System?
Hiring Coordinators (the key people that facilitate the recruitment process in each area) must attend a training session before they can access the system. Contact the Recruitment Team for training details.
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What do I have to do to commence the recruitment process for a new role?
Contact the Hiring Coordinator for your area and they will assist you. If you are not sure who your Hiring Coordinator is, contact the Recruitment Team for assistance.
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I facilitate the recruitment process for my area, but I haven’t yet attended training.
If you are a Hiring Coordinator and have not yet been contacted about training, or you have an immediate recruitment need and you have no trained Hiring Coordinators in your area, please contact the Recruitment Team.
If required, a member of the Recruitment Team will visit you at your desk and support you through the core functions of the recruitment system to get you started. You will then be included on the next available training session.
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Can I be a Hiring Coordinator and Hiring Manager for the same role?
Yes, you can add your name in both fields on the job card.
You might also want to consider nominating an Assistant Hiring Co-ordinator in this situation. This will ensure that if you are absent from work, someone else has access to the job.
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How do I get access to PageUp?
Hiring Co-ordinator
You will need to attend a day’s training before you can gain access to the system. All Hiring Co-ordinator access must be approved by the appropriate Executive Manager.
Hiring Manager or Panel Member
Contact the Hiring Co-ordinator for your area and they will request appropriate access from the Recruitment Team in Human Resources.
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How do I log into PageUp?
You are able to log in via the link at the top of this page, or directly via PageUp.
You can access the system from anywhere with an internet connection. Use your University username and password to log on.
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I am a Hiring Manager and would like to invite other staff to participate on the interview panel and have access to the Recruitment System to review applications. Can I do this?
You should contact your Hiring Coordinator and advise them of who you will need on your interview panel and they will arrange for their access to be set up.
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I am having a problem with PageUp, who can I contact?
Contact the HR Service Centre.
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What if an applicant does not have Australian working rights?
The system will flag if a candidate is from overseas or may require a visa. You can still move them through the recruitment process as you would with any other candidate. If you have queries about whether you can sponsor someone for a visa, contact the HR Service Centre.
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Who can have access to PageUp?
Any University staff member who is involved in a recruitment process for a fixed term or continuing role can be provided with access to the system. The Hiring Co-ordinator should request access from Recruitment.
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Why is there a Promotions recruitment workflow?
This is to administer the Academic Promotions process online. This workflow will only be used by HR.
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Will Hiring Managers be able to see what a Hiring Coordinator can see?
Hiring Managers will have limited access to the PageUp; they will only be able to view a read-only version of the job card. They will be allocated access to applications by the Hiring Coordinator.
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Where can I get more help or support?
- Check the relevant quick reference guides, FAQs or other support material on this website
- Talk to your local Hiring Coordinator
- Email the Recruitment Team with your enquiry
- If urgent please contact the HR Service Centre on 8313 1111.
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Will the system continue to be improved and change based on feedback?
The recruitment system is highly configurable and the Recruitment Team has had the necessary training to make configuration changes. If you have a request or ideas for future enhancements then we welcome you to share them with us via email.
Job card
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Can I still advertise one role across several classifications? For example Academic Level A/B/C
Yes. You will need to provide a description in the notes field, at the end of the job card and ensure that this is reflected in your advertisement. You should enter the highest classification level in the appropriate section of the job card. This will ensure that budget approval is signed off for the maximum salary level available.
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Can my preferred name be used in PageUp rather than my actual name?
All names used in the PageUp are feeding through from PeopleSoft. We are unable accommodate preferred names.
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Can someone apply for the role after the closing date?
All roles will be automatically removed from the website on the closing date. If you wish to receive a late application, the Hiring Co-ordinator will need to contact Recruitment to request that they extend applications for a specific date range.
The Recruitment team will provide a link for the applicant to submit their application. Alternatively, a Hiring Co-ordinator can apply them to the role directly using the 'New Applicant' link.
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What is the Assign Task function?
You should use Assign Tasks to create a reminder or notification to perform a task for yourself or for other users.
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How do I add a document to the job card?
Select the ‘documents’ tab at the top of the job card. You will be able to select a document from a file or from the library via this tab.
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How do I make a direct appointment using the recruitment system?
The advertising templates contain information tailored for all areas of the University. You will select your Divisional/Faculty template and remove any text not relevant to your area.
You can then add your job specific advertising text in the appropriate place and enter salary range, closing dates and contact details as required. -
How long does a job remain open for? When can I close a job?
A job remains open until a Hiring Co-ordinator closes it. It should only be closed if the position has been filled or if you will not be recruiting for it any more.
Whilst a job is “open” it will still show on the dashboard of a Hiring Co-ordinator or in the “My Open Jobs” section of the Hiring Manager screen.
The University reports on recruitment benchmarks from the system to measure improvements made and ‘days to fill a role’ is one of them. By closing the role at the appropriate time you help us to provide up to date data on our performance.
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What is the difference between a job number and the position number?
A position number is the University identifier used by PeopleSoft HR.
A job number is a PageUp generated requisition number. You will be able to find your job on the system using this number. Roles will be advertised using the job number only.
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Will I receive confirmation that the role has completed the approval process?
Both the Hiring Manager and the Hiring Co-ordinator will receive an email from the system confirming that a role has gone through all steps of the approval process.
Advertising
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How do I use the advertising templates?
The advertising templates contain information tailored for all areas of the University. You will select your Divisional/Faculty template and remove any text not relevant to your area.
You can then add your job specific advertising text in the appropriate place and enter salary range, closing dates and contact details as required. -
Can I enlarge the advertising template screen?
You can click and drag the advertising text box in the bottom right hand corner to enlarge this field.
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Do I need to advertise on all of the sites listed in the online job pack?
If you don’t want the advertisement to appear on one of the job pack sites, then add this as a comment in the box under the tick boxes on the job card. Please note that the cost will be unchanged.
Applicant screening
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Can a candidate request to see notes I have made about them?
Under the Privacy Act 1988 a candidate can request to see any documents relating to their application.
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Can I find out from PageUp if a candidate has applied for other jobs within the University?
The system will only allow you to access information about a candidate which is relevant to the area you are working in. You will not be able to ascertain if they have applied to other roles across the University.
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Do candidates receive confirmation that we have received their application?
Applicants receive a confirmation email from the system as soon as they submit their completed application.
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How can I stop system communications going to a candidate?
The Hiring Coordinator will update the candidate status based on advice from the Hiring Manager once candidates have been reviewed.
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How do candidates get moved from one status to another (eg longlist/shortlist/first interview accepted)?
The Hiring Coordinator will update the candidate status based on advice from the Hiring Manager once candidates have been reviewed.
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How do I allow a candidate to applying after the role closes?
You will need to contact Recruitment and request that they extend applications for a specific date range.
The Recruitment team will provide you with a link to forward to the candidate to enable them to submit their application.
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What are the traffic lights on the right hand side of the job card used for when screening applicants? (Hiring Co-ordinator)
We suggest that you use the red traffic light to identify those candidates that are unsuccessful, amber for potential ‘maybe’ candidates, and green for those you wish to shortlist. You can then use these ticks to bulk move candidates to a different status, triggering communications as appropriate.
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What causes the duplication of applicants when I assign them to a Hiring Manager?
If the Hiring Coordinator and Assistant Hiring Co-ordinator are working on the same job and they assign the applicants to the same Hiring Manager, they will duplicate as they have been added twice by two different people.
When you are working on a job with two “Hiring Co-ordinators” you should ensure that you are clear about who has responsibility for which actions. Always ensure that candidate statuses are updated once an action has been taken.
Interview panel
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Can I see the whole panel’s shortlisting comments and recommendations?
Only the Hiring Manager and Hiring Co-ordinator is able to see this. The nominated Panel Coordinator will have access to the whole panel’s comments. Other members of the panel will only see their own comments.
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How do I create an event to invite the panel to interviews and check availability?
Refer to the Guides for Panel Members / Coordinators.
Offer card
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Can an applicant access their offer documents after they have accepted an offer?
Offer documents (e.g. contract, position description) can be viewed at any point after the offer has been made in the applicant portal.
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Can the candidate make changes to the offer documents?
Changes cannot be made to the offer document.
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How do I enter reference checks into PageUp?
You will need to add the reference check to the candidate’s applicant card. You will also need to add reference check, the date and who completed it to the offer card.
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How does the candidate view and accept their offer online?
The candidate will receive an email notifying them that they have an offer pending and will be provided with instructions to log into their Applicant Portal to review and accept their offer.
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How will I know if the candidate has accepted their offer?
An email will be automatically sent to the Hiring Manager and Hiring Coordinator when the candidate has accepted their offer.
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What happens when an applicant accepts their offer?
When the candidate accepts their offer they will be directed to complete mandatory forms, then sent to a University of Adelaide welcome page
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Why has the offer card been declined?
An offer card may be declined if essential information is incorrect or missing. You will receive a reason as to why the offer has been declined. Once the missing information has been entered by the Hiring Coordinator, the offer will need to go through the approval workflow again for auditing purposes.
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Why is the date of birth mandatory on the Offer Card?
Date of birth is required to ensure the correct superannuation is provided to the candidate at the time of offer.
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How does the candidate view and accept their offer online?
The candidate will receive an email notifying them that they have an offer pending. They will be provided with instructions to log into their Applicant Portal to review and accept their offer.