FAQs for PeopleAdmin System Users

UVM PeopleAdmin Jobsite Login

What is PeopleAdmin used for?

The PeopleAdmin system is used by departments to initiate faculty and staff recruitments and opportunity hires and staff reclassifcations, position description updates and off-cycle increases.

What is an "action"?

Position actions include recruitments, opportunity hires, reclasification, position updates or off-cycles. In PeopleAdmin, an action is a record created by a user to request a position action.

What is an "action number"?

An action number refers to a specific action on one position in the system, and is used to search for that particular action.

What is the Position Library?

The position library contains position specific information for all established positions.  This information is used to populate actions in PeopleAdmin.

How do I determine if my position exists in the Position Library?

On the left menu bar, click on "Search Positions."  Search by title or position number.  This will enable you to review positions in your area that meet the criteria  and determine if the position is in the library.  

Who submits actions through PeopleAdmin?

In order to access PeopleAdmin, you must have an account.  Your Dean’s Office or Business Manager can advise if it is appropriate for you to have a PeopleAdmin account.

How do I create a PeopleAdmin account?

In order to create an account, go to www.UVMJobs.com/hr and click the link to “Create User Account”. Enter the required data and submit to HRS for approval.

What is a user type?

PeopleAdmin users are grouped by role.  Department users may have both a Faculty Department (or Dean/Director) User type, a Staff Department (or Dean/Director) User type, or both.  The user type you are logged in as is visible at the top of the screen. For more information about user types in PeopleAdmin, click here.

Which user type should I use?

To initiate/view a staff action or posting, use your Staff Department (or Dean/Director) User type.
To initiate/view a faculty action or posting, use your Faculty Department (or Dean/Director) User type.

How do I change user type?

To access a different user type, click on "Change User Type" on the left navigation panel and choose the applicable user type. 

How do I determine what type of action I need to initiate in PeopleAdmin?

Consult the Faculty Actions in PeopleAdmin decision tree or the Staff Actions in People Admin decision tree to determine what type of action to submit in PeopleAdmin.

How do I know the status of my action?

You can determine the status of your action(s) in PeopleAdmin. The  “Status” column allows you to follow the progress of each action as it moves through the process, and identifies any actions which you need to attend to. In addition, automated emails are generated at critical status points in the system which will inform you when you need to take action.

How do I find help? 

Contact your Business Manager or  Dean’s office for assistance. Job aids and instructions for working in PeopleAdmin are available on the Human Resource Services website.  Please remember that these materials are updated frequently based upon user feedback.  You may need to refresh your browser page or clear your cache in order to access the most recent version of a page (Directions for clearing your cache).  There are also links to resources and support materials embedded in the PeopleAdmin tabs.  

Do I still use the Staff Position Description form?

Employees and supervisors can still use the Position Description form to draft position descriptions for use when initiating staff position actions in PeopleAdmin. Position description information can be cut and pasted from this document into the appropriate PeopleAdmin fields for staff actions.

How do I reclassify a staff position?

To request that a staff position be reviewed for a change in classification, create an action for a Reclassification.

When do I need to submit an Organizational Chart?

An Organizational Chart must be attached to all staff position actions.  The organizational chart must include the system classification titles for positions and show how the position fits within the work area, who the position reports to and what position(s) report to it. This helps illustrate the level of responsibility required in the position and informs the classification process.   

Can I use an old action instead of creating a new one?

No, you must create a new action. However, for actions on existing positions, much of the position information populates from the position library. 

How do I save the information I input into PeopleAdmin?

Be sure to save the action if you need to leave it, or you may lose the information you have input.  Scroll to the bottom of the page.  Click "Preview Action," "Continue" and "Confirm."  You should save or cancel out of any actions you are in prior to logging out of PeopleAdmin.

I'm reviewing a faculty requisition in the old system, but I see staff data fields and information. What do I do?

Look at the top of your screen. If your current group indicates "Staff," you are logged in with the wrong user type. Click on "Change User Type" on the left navigational panel and choose a faculty user type.

I am trying to close out an old posting, but I don't see it listed in my "Active Postings".  How do I find it?

During the transition to the new PeopleAdmin system, two sites are being maintained. Positions posted prior to May 2, 2011 can be accessed by using the link to the old system on the bottom left navigation screen.

I'm looking for a faculty recruitment from 2008. My current group (at the top of my screen) says: "Faculty/Acad Admn/Uncl Dept User," however I do not see any requisitions in View Historical from 2008.

Requisitions filled before December 21, 2009 can only be viewed using your Staff Dept (or Dean/Director) User type.

Why did my action get sent back to me?

Actions may be returned if required data or attachments are missing or incomplete. All fields must be completed in the Action. When an action is returned to you, you can check the Action History tab for specific information about what additional information you need.

How do I view a Position Description in PeopleAdmin?

To access a position description, click on Search Positions on the left menu.  Search by title or position number. Click on "view" under the correct title in the list.

What if I don't see an existing position number I need in the position library, but I need to recruit?

If you cannot find an active position number in the position library, verify the position number.  If it is correct, use the Recruit (New Position) action and enter the position number in the position number field.

I found my postion number in the library, but there is no position description information in the record.  Why not?

Position desription information is being added to the position library through the actions submitted in PeopleAdmin.  If no position action has been taken on a position since May 2, 2011, the position description fields will not yet have been populated with this information. Once you take an action on the position and your action is approved, the information will be available when you next access the position library. 

Does PeopleAdmin have a spell check feature?

No, but there is a spell check feature in the latest version of Firefox.  You can also download a Google toolbar which includes a spellcheck feature or an add on for Internet Explorer. Check with your IT support for assistance with this issue.