Internal Posting Job Aid

How do I request OSE’s assistance to fill my requisition?

Please contact Stanford Search Group (SSG) if you require direct placement assistance.

• For Stanford Search Group contact:

Carmen Jacinto

Sr. Professional Staff Recruitment Consultant

736-8343

hiring@stanford.edu

Please contact Stanford Temps if you require temporary/casual assistance.

• For Stanford Temps contact:

 

Jeanette Lindsay

Recruiter

723-4075

lindsay2@stanford.edu

 

Please visit our website at ose.stanford.edu

How do I log into Trovix?

• HR Administrators and HR Managers with PeopleSoft enter via:  axess.stanford.edu
• Once you are on your axess.stanford.edu homepage, click on the “Trovix Recruit Manager” link
• Enter your SUNetID@stanford.edu
• Password is, search (case sensitive)

You should change your password to the Trovix system.  It is recommended that you do not use your SUNet password to access the Trovix database.

What do I do if I forget my password?

If you have access to Trovix and have previously established a Trovix self help password retrieval question, go to the Trovix log in page and click, “password help”.  If this doesn’t work, submit a HelpSU Ticket.

I want to add someone as a hiring manager to the requisition but when I try, the name does not come up in the drop down.

The individual must be granted access to Trovix as a “Hiring Manager” before you can add the individual to the requisition.  To do this, you must complete a HelpSU Ticket and include the individual’s name, SUNet ID and the request to give the individual “Hiring Manager” permissions.

I want to add someone to the job watch list but when I try, the name does not come up on the drop down.

The individual must be granted access to Trovix as a “User” before you can add the person to the watch list.  To do this, you must complete a HelpSU Ticket and include the individual’s name, SUNet ID and the request to give the individual “User” permissions.

What is entered into Trovix, the position summary or the position description?

The position summary will be retained in PeopleSoft.  Department protocol will determine if the position summary will be entered into Trovix.

Is the position description posted to the Stanford Jobs web site and external sites as well?

Trovix only posts to the jobs.stanford.edu web site if the POST tab reads POST IF OPEN and the requisition is listed as OPEN in Trovix. The term, “External” in the Trovix system refers to the jobs.stanford.edu site.  Please visit ose.stanford.edu for information about posting to other sites.

When I have an approved “waiver” for an open position, how do I insure the position is not posted to the Stanford Jobs web site?

• When you are entering the requisition into Trovix, in the “Requisition” tab, use the drop down menu for “Job Type”, and select “Waiver”
• Go to the job requisition’s “Post” tab and click “Do not Post” button
• Click on the “Save” button
• Add a note to the job requisition about why the position posting was waived or copy and paste the document providing you with the approval to waive the posting
• Return to the home page to view your requisitions and you will see a “W” next to the requisition which indicates the posting has been “waived”

How do I know what my EEO Category is when I enter a requisition into Trovix?

The EEO category is populated in PeopleSoft, not Trovix. 

When I enter a requisition into Trovix, will it be listed on the Stanford jobs web site in a category associated with the JCC (job classification code)?

No, the JCC no longer drives this.  When you enter a requisition you will have the option to decide which category you think our applicants will search under and select accordingly. 

If I have multiple requisitions with identical descriptions, do I have to enter each requisition separately into Trovix?

Yes, but you can use the copy function similar to those used in a word document.  All of the data associated with the initial requisition will not auto populate so review the fields carefully prior to saving and closing the requisition.,  As an example, the “Watch List” will not copy over.

Are contingent positions entered into Trovix?

No. These positions are also not posted to jobs.stanford.edu.

How long does it take for a new position number to download from PeopleSoft to Trovix?

It takes less than one business day. Downloads are scheduled three times per day.

If I make a change to a position’s level after I have entered the requisition into Trovix and saved the requisition, can I go back into Trovix and update the position’s level?

The change is made to the position in PeopleSoft(PS).  The information entered into PS will populate Trovix.

Does the hiring manager automatically receive resumes?

The best business practice recommendation is to have the hiring manager log into Trovix to see the entire candidate pool. The hiring manager will receive resume alerts if candidates have applied to the opening and if s/he was added to the requisition prior to this. To double check this, click on the “JOB WATCH LIST” box on the bottom left hand corner of the requisition’s ACTIVITY tab.

Why has my department code disappeared from my requisition?

In the requisition tab, nothing should be entered into the box next to the word, "Division".  If a user enters something in this box or clicks on the drop down and selects, "None" which will in turn populate this box, the department code will be erased.

I have a position that is 50% time.  I want to make this visible to the applicant so I have put this in the title and it reads as, Administrative Associate 50%.  When I try to pull up this job on the Stanford jobs website I don’t see it.  Why is this?

You need to remove the % sign and replace it with the word, percent.   To        
do this you will need to:

• Go into the requisition
• Click on the “requisition tab”
• In the box that includes the position title, make the change as noted above.
• Click the “Save” button.

How do I access one of my requisitions?

When you are in the Trovix “jobs page”, type your name in the box entitled, “Jobs For”

I work in a large organization with multiple departments.  Why can’t I see all of the requisitions in each department within my organization?

Your PeopleSoft access and department association drives this.

When I have a sufficient applicant pool, how do I put the requisition on hold to stop the applicant flow?

In Trovix, you do not put the requisition on hold.  To take a requisition off of the Stanford Jobs web page in Trovix:

• From your “jobs page” and click on the correct requisition hyperlink
• Go to the requisition’s “Post” tab
• On the line entitled, “Internal and External Site Status”, click on “Do not post”
• Click “Save”
• Create a Note via the "Note" button stating job is no longer posted.

If I have multiple requisitions with identical descriptions, do I have to enter each requisition separately into Trovix?

Yes, but you can use the copy function.  All of the data associated with the initial requisition will not auto populate, so review the fields carefully prior to saving and closing the requisition.  As an example, the "Job Watch List" will not copy over.  If you plan to post the requisition on the web site, please ensure your remove the word copy from the drop down menu.

How do I ensure a job is removed from the "Internal and External" jobs website?

 

• Make a "Note" in the job’s Activity tab reflecting the business reason why a job is being removed from jobs.stanford.edu. A few examples include:
• “Removing the job because the hiring team has enough resumes to review.”
• “Removing the job because a candidate has been hired.”
• “Removing the job because the ten day posting status is complete.”
• Click on the job’s Post tab
•  Verify the "Internal and External" links reflects "Do not Post"
• Click Save
• Five to fifteen minutes after saving this as a "Do not Post" job, visit jobs.stanford.edu to ensure the job is no longer visible or posted on Stanford Jobs web site.  You may still receive candidate alerts the following business day.  The applicant may have applied to your open position before you removed the posting.

How do I stop receiving candidate alerts when the job is removed from the "Internal and External" web sites?

 

• Once a job is not posted on the jobs.stanford.edu web site your team must also remove outside web site postings. (i.e. diversity sites, craigslist.org, higheredjobs.com, etc.)
• Modify the "Job Watch Lis"t located on the left lower hand corner of the job’s Activity tab.  Uncheck the New Applicant boxes and save your work. This will stop the alerts from coming into your and the hiring manager’s email accounts.
• Make a "Note" in the Activity tab that the job postings have been removed and that resume email alerts are turned off. BAjobs.com will auto-un post the role from their website. However, candidate alerts may still come through the system if there are “live” job links left anywhere on the internet (simplyhired.com or indeed.com) or if a candidate has a past record of the job link.  If a resume comes through after the fact, the date-stamped "Note" is a record that the team stopped receiving and reviewing resumes on a specific date.

How do I re-post a job that was removed from the "Internal and External" web sites?

 

• If the role is not filled or cancelled and is going to be re-posted, be sure to make a "Note" in the job’s Activity tab about the business reason.
• Modify the "Job Watch List" located on the left lower hand corner of the job’s Activity tab. Save the correct boxes in the "Job Watch List" to ensure proper email notification resume routing to the Hiring Manager and/or User and/or Recruiter.
• In the post tab link, verify the"Internal and External" links reflects "Post if Open" (Review the job aid for Internal Postings)
• Click Save
• Click on the preview job line to see what will be published on jobs.stanford.edu
• Five to fifteen minutes after saving changes, visit jobs.stanford.edu to ensure the job is posted on Stanford Jobs web site

If I make a change to a position’s level after I have entered the requisition into Trovix and saved the requisition, can I go back into Trovix and update the position’s level?

The change must be made in PeopleSoft (PS) in order to change the position level.

I want to add someone to the "job watch list" but when I try, their name does not come up in the drop down.  

The individual must be granted access to Trovix as a User before you can add him/her to the "job watch list".  Please submit a HelpSU Ticket and include the individual’s name, SUNet ID and the request to give the individual User permissions.  Once the User is added they will begin receiving resumes.  The HR Rep must forward any resumes to the User prior to them receiving authority.

Does the hiring manager automatically get resumes sent to him/her?

Only if the individual has been indicated as the hiring manager when the requisition was entered into Trovix and candidates have applied to your posted requisition.

 

How do I indicate the name of the candidate who filled the requisition?

• Go to the home page and click on the magnifying glass to the left of the requisition to access the candidate pool
• Click on the candidate’s name that will be hired for that requisition
• Change the candidate status to, “Hired”’
• Make a note in the system about the start date or edit the start date area

How do I cancel a requisition?

• Go to the home page and click on the hyperlinked title of the requisition
• Under the “Requisition” tab, click on the drop down and select “Cancelled”
• It is recommended you note why the requisition was cancelled.

My requisition has been open for a long time and I would like to refresh the posting date.  How do I do this?

• Go into the POST tab of the requisition
• Select “Do not Post”
• Click on the “Save” button
• Wait a few seconds
• Select, “Post if Open”
• Click on the “Save” button
• Use the preview job link.
• Also, check the jobs.stanford.edu web site posting to insure the date changed. 
• Include a “Note” in the requisition indicating you have “Refreshed the posting date.  Original posting date was (date).  Type your name and extension at the bottom of the note. Save the note.

How do I fill a requisition?

• Go into the requisition
• Click on the “requisition tab”
• Go to the drop down “status” menu and select, “filled”
• Click on the “Save” button
• Scroll down the page to the box entitled, “date closed”
• Type in the date you closed the requisition

How do I remove a posting from the Stanford jobs web site?

• Go into the  post tab of the requisition
• Select “Do not Post”
• Click on the “Save” button”

This page is currently under construction.

 

When I look at my candidate list, what to the following icons refer to? 

• Red note:  candidate is being considered for another position.
• Yellow note:  information about the candidate that may be relevant
• Red “A”:  candidate applied directly to your requisition
• Red “L”:  the candidate self selected the Lay Off Preference (within one year of lay off) status according to Admin Guide 22.1 (Employment of Regular Staff).  Your team will need to confirm this data.
• Marigold “R”:  the candidate self selected the  “Employee Referral”.  Your team will need to confirm this data.

I know candidates have applied to a requisition but under Active on the job page the number is 0

• This number is reflected in candidate disposition data.
•  This number does not represent the number of candidates that applied to the requisition, but the number of candidates you have associated with an active status.  For example, not a fit, save, interview 1, etc…

If a note is included for a candidate, does that note stay with the candidate for all requisitions applied to?

Yes, the note does follow the candidate.  However, you will only have access to read the note within your department.

 

When I look at my candidate list, I don’t understand what the number beneath the word, “score” refers to.

The number refers to a comparison Trovix automatically makes between the candidate’s resume and the job description. 

 

When is the next Trovix upgrade?

A minor enhancement upgrade took place June 26, 2009.  Our current version is Trovix 3.0.3. 

Does information from Trovix flow into Peoplesoft?

No. Candidates are officially hired into PeopleSoft.

When did Trovix go live?

July 6, 2006.