UAB Faculty Jobs (PeopleAdmin) User Roles

 

User Group Description Scope (Permissions)
Employee   None. Default role for anyone added to the system.
Sr. Vice Provost Sr. Vice Provost reviews all Requisitions and Hiring Proposals for the entire campus. Has access to review and approve Hiring Proposals and Requisitions.
Applicant Reviewer Applicant Reviewers are typically assigned to a specific requisition as needed. Can serve as back-up to search chair/hiring manager with view only access. (Can be full-time faculty members that are not SC members who need access to review candidates.) Personal Scope. Only has access to items that they are assigned can review requisitions and hiring proposals that they are assigned to. Access expires when requisition or hiring proposal expires.
Search Committee Member Search Committee members and search committee chair are assigned to a requisition. View candidates, make candidate review comments, access and review candidate materials; evaluate candidates if evaluation criterion is available.
Guest Users Users that are assigned to a requisition generally to serve on a faculty search committee; cannot be a UAB employee. Personal Scope. Guest users are assigned as needed. They can view, evaluate and comment on candidates. Their access expires once the requisition is filled.
Search Chair/Hiring Manager This user group typically manages the administrative role for a faculty search. Initiates requisitions and Hiring Proposals. Can move candidates in the workflow; email candidates; and update application information. Has access to requisitions and hiring proposals that they initiate.
Provost Final approval step for all Requisitions. Also approves hiring proposals when tenure and or professorship is included. Has access to review and approve Hiring Proposals and Requisitions. Requisitions automatically post to applicant portal after Provost approves. Reviews and approves Hiring Proposals if Associate Professor with tenure or Professor with/without tenure.
Faculty Affairs Provost Faculty Affairs staff Organizational Scope. Can access data for the entire campus. Manages administration role of system; which includes managing users; issuing system alerts and announcements. Owns the UAB Faculty Jobs System, and fulfills the HR function for the system.
Equity Advisors Assigned specific to each school to oversee the faculty recruitment and search process; assists faculty search committees around diversity and inclusion matters related to faculty searches and recruitment. Branch Scope. EAs can access all information for their college/school; including applicant information and EEO Reports. Can generate candidate reports, create hiring proposals; move and manage candidates.
Department Reviewer (Department Chairs) Typically department chair or designee has this role. This role can create requisitions; can view candidates and candidate materials for candidates in their department. Can view, edit, and approve Requisitions and Hiring Proposals; but, cannot manage or move candidates in the workflow.
Dean’s Office (Dean) The Dean, Dean’s designee and/or Dean’s Office administrators are assigned to this role. This user can review applicants; but, cannot manage or move candidates in the workflow. Reviews and approves requisitions and Hiring Proposals for entire college/school. Can initiate requisitions. Can access all requisitions and candidates for college/school.
Additional Department Reviewer/Division This user group approves requisitions and hiring proposals after the department reviewer. This role is only required for certain units. Can view and approve requisitions and hiring proposals assigned to you. This user only has access to items in their respective department(s)/unit(s).
Financial Reviewer This user group approves requisitions and hiring proposals after the search chair/hiring manager user initiates the document. This role is not required for all departments. Can view and approve requisitions and hiring proposals assigned to you. Financial Reviewer only has access to items in their respective college/school.
President The President’s role approves hiring proposals after the Provost approves. Reviews and approves all Hiring Proposals for Associate Professors with tenure or Professors with/without tenure.

 

Frequently Asked Questions - for Administrators


1. How do I know if I have an item in UAB Faculty Jobs that needs my attention?

You will receive an email notification from This email address is being protected from spambots. You need JavaScript enabled to view it. each time a requisition or hiring proposal is moved to you for review and approval. Additionally, you can always login to the system, and check your InBox to see if there are items that need your attention.

2. I created a draft Requisition, but now I cannot locate it in PeopleAdmin?

If you have not yet submitted your Requisition for approval, it is most likely still in draft form. You can search for the items requisition or hiring proposal by clicking on “more search options” tab from the Requisitions screen; select “draft” from the workflow state list; and hit search. You should see a list of all draft requisitions.

3. I created a draft Hiring Proposal, but now I cannot locate it in PeopleAdmin?

If you have not yet submitted your Hiring Proposal for approval, it is most likely still in draft form. You can search for the hiring proposal by clicking on “more search options” tab from the Hiring Proposal screen; select “draft” from the workflow state list; and hit search. You should see a list of all draft hiring proposals.

4. I received an error message at the top of my screen when I attempt to submit a requisition or hiring proposal.

The “message bar” at the top of the screen will be red if an error has occurred when you attempted to submit an item the message bar will indicate which section of the requisition or hiring proposal form contains the error. Click on the section to make the necessary corrections; save and continue to next.

5. I cannot access the UAB Faculty Jobs System

Please confirm with the UAB Faculty Jobs (UAB PeopleAdmin) Team that you have been set-up as a User in UAB Faculty Jobs (UAB PeopleAdmin) by contacting us at This email address is being protected from spambots. You need JavaScript enabled to view it. or call 934-0513. If you are not currently listed as a “user” you may need to request to be added by your department WAM Workflow Officer.

6. How do I know when an applicant has applied for a faculty position?

There are two ways to know when applicants apply for a faculty requisition in your unit. A) if you are the hiring manager/search chair or search committee member, you will receive email notification each time an applicant applies; unless you opt-out of emails. Or, B) you should review your requisition(s) frequently to see if applicants have applied. Do so by click on the “requisitions tab”; then click on applicants from within the requisition to see a list of applicants.

7. I have more than one user role in PeopleAdmin (for example, I am an Affirmative Action Officer and Search Committee Member), how do I access my roles?

From the Home Page, click on the drop-down menu [just to the right of your name] to see all of your use roles. Click the role that you wish to work in, and the system will automatically refresh to give you access to the role you selected.

8. I would rather not receive emails for each candidate that applies in UAB Faculty Jobs.

You can opt of emails by changing email status in your User Profile in UAB Faculty Jobs (UAB PeopleAdmin). Login to the system, Click on My Profile, Click on Manage Emails to reveal a list of system emails. Select the emails that you wish to opt-out of.

9. How do I check the status of a requisition or hiring proposal that I have submitted for review and approval?

There are several ways that you can check the status of either a hiring proposal or requisition. From the Home Page, you can check the status by checking your “Watch List.” If you did not add the item to your “Watch List,” you can search for it by using the requisition number or department name, etc. as a search term.

Search panel

10. How do I add search committee members to a requisition?

If the requisition has already been posted, please contact the UAB Faculty Jobs team at This email address is being protected from spambots. You need JavaScript enabled to view it. or 205-934-0513; and the system administrator will add search committee members to the requisition for you. Please provide each search committee member’s Blazer ID and email address.

11. Do we have to solicit references in UAB Faculty Jobs (PeopleAdmin)?

The system offers a very efficient tool for collecting candidate references. Indicate during the requisition process if you will collect references using the online system selecting a maximum and minimum number of references needed. This will allow the candidate to include reference providers’ email addresses at the time they complete the faculty job application. You can choose at which point(s) in the process that you prefer to actually request references. For example, if you will only request references (letters of recommendation from candidates on the short-list, you can make “short list/further review in the system); and when candidates are moved to this status, the system will automatically send a request for a reference/letter of recommendation to the candidate’s reference providers.

References can be collected outside of the system, if that is the preference of the search committee/department. It is not a requirement to request references within the system.

12. Can I manually request references in UAB Faculty Jobs (PeopleAdmin)?

Yes. If the search committee prefers not to request and accept references through UAB Faculty Jobs (UAB PeopleAdmin); references can be collected outside of the system. Simply leave the “reference collection” fields blank on the position requisition. You can manually collect references in UAB PeopleAdmin as well. You can collect the names and e-mail addresses of the candidate’s reference providers; and then request the provider to provide the reference/letter of recommendation in PeopleAdmin at any time in the process.

13. How do I know when the Hiring Proposal is fully approved so that our department can extend an offer to the faculty candidate?

The Search Chair/Hiring Manager person(s) will receive an email notification when the Hiring Proposal has been fully-approved. The email will state that the HIRING PROPOSAL HAS MOVED TO THE STATUS OF EXTEND OFFER. At this point, please proceed with extending the offer to your candidate.

14. If I have question that I think should be added to the list of FAQs, how do I submit it?

Please submit your question to the UAB Faculty Jobs Team at This email address is being protected from spambots. You need JavaScript enabled to view it..

 

Frequently Asked Questions - for Applicants


1. I cannot remember my username and/or password. How do I access my account?

From the Login page, click on “Forgot username or password?” and follow the directions.

2. How do I create an application?

Once you identify a position that interests you, you will have to select the job title for the detailed page of the posting. At this page, you will see a link that says “Apply for this Job”. You will then be able to complete a short candidate profile/application and apply for the position. The next position you apply for will then bring up your information in another application form that you can correct/change if needed.

3. When I try to submit an application, it says there is an error. How do I correct it?

On the Check for Errors and Submit page, any section that does not have a green checkmark next to it needs to be corrected before you can submit your application. Select the title of the section and it will lead you back to the page with errors. Once you are there, it is important to look at the top of the page for additional notation, in a red text box, for the errors.

Also, verify that all fields marked with a red asterisk have been filled in/answered. Once you have corrected the issues, press the “save changes” button at the bottom of the page before you proceed to the “Check for Errors and Submit” page. At the page, you should see a green checkmark next to the section you corrected. Once all sections have a green checkmark, you will be able to successfully submit your application by clicking on the “Certify and Submit” button. If your application is successfully submitted, you will immediately receive a confirmation number.

4. I have successfully applied to a position and it says “Under Review”. How long before I hear something on my application?

A status of “Under Review” means your application is being reviewed by the hiring department. Dependent on various reasons, the length of time it takes to complete a recruitment process may vary from one week to several months. The hiring department will contact you directly if you have been selected for an interview, or you will receive an email stating when the position has been filled or withdrawn (as long as you included your email address on your application).

5. I submitted an incorrect resume/cover letter/application. How do I correct this error?

If the position is still accepting applications, you will be able to correct this issue. Please email This email address is being protected from spambots. You need JavaScript enabled to view it. with your name, the position number, and what needs to be corrected.

6. My status is showing that I am not qualified for a position for which I have applied. Why?

You have answered a question that was directly tied to the minimum requirements for the position, making you ineligible for the position at the current time. If you answered one of the questions incorrectly and the position is still accepting applications, please email your name and the position number to This email address is being protected from spambots. You need JavaScript enabled to view it. so that we can assist you.

7. If I am selected for an interview, who will contact me?

Each department determines which applicants to interview. If you are selected for an interview, someone from the department or search committee will contact you directly. If you do not hear from the department, however, you may assume that other candidates were selected for an interview. Please remember that you may check on the status of your application by signing on to the Applicant Home page located at http://uab.edu/facultyjobs and signing in (using your username and password).

8. How will I know if a position has been filled?

Once a position has been filled, the status displayed for that position on the Application Status page will change from “Under Review” to “Position Filled.”

9. Am I eligible for a position without the required experience?

Per UAB policies, if a position states that a specific number of years of experience is required, then, to be eligible, you must possess such experience.

10. Do you accept degrees obtained outside of the United States?

UAB will require that a degree equivalency be conducted on any degree obtained outside of the United States.

11. I am foreign national. Am I eligible for positions at UAB?

The University of Alabama at Birmingham is an equal opportunity employer and a participant of the E-Verify program. Anyone who is authorized to work in the United States is eligible for employment at UAB. Dependent on the type of the visa you possess, this would determine your eligibility. The hiring department has the discretion to sponsor or not sponsor a foreign national for employment at UAB. If you require employer sponsorship in order to work in the U.S., you will need to communicate such a requirement in advance to the hiring department.

12. How do I specify my reference providers?

You will provide the contact information for your reference providers during the online application process.

13. How are reference providers contacted?

Applicants include email addresses for reference providers on their online application. After the application is submitted, our system automatically sends the reference provider an email that includes a personalized link where they can upload their reference letter for the applicant.

14. If I need to change a reference provider I listed on the application I submitted or if I have a question about them, what should I do?

Please contact the Faculty Jobs Team at This email address is being protected from spambots. You need JavaScript enabled to view it. for assistance.

15. Who should I call if I have questions?

Please contact the Faculty Jobs Team at This email address is being protected from spambots. You need JavaScript enabled to view it. or by phone at 205-934-0513 for assistance.