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Manage Position Settings

This article reviews instructions on how to use the Position Settings tab in Faculty Search (FS). Institutional Administrators can edit position types, control permissions for comments and tags in the program, as well as assign a specific person to be emailed when changes are made to the details of a position (such as the description, start date, or status).

 

Manage Position Settings

Position Types

Create and Manage Position Types

Position Types are a helpful tool used to organize and filter positions and allow for the creation of custom approval templates. This article provides an overview of position types and how Institutional Administrators can create and edit position types on the Position Settings page.

Every position type must be assigned to a position category. Position categories cannot be edited or deleted. Default position types are provided within each respective category and can be edited.

 

Every position created in Faculty Search must be assigned a position type. Position types can be created and edited by Institutional Administrators and allow you to organize and filter positions on the Positions and Reports page. Approval Templates (for position and selection approval) are assigned and customized for each position type. On the Position Settings page, you'll see a list of your position types, the position categories they belong to, and the ability to edit, delete, or add new position types.

 

Position Categories and Default Types

Within the position category of Faculty, a user may create the position types of Full Time Faculty and Part-Time Faculty. Some more examples can be seen in the table below.

Position Category:
(Cannot be changed) 		Position Type:
(Can be customized)
Faculty Full-Time Faculty
Part-Time Faculty
Staff Administrative Staff
Academic Staff
Fellowship Dissertation Research Fellowships
Postdoctoral Fellowships
Other Temporary Positions
Student Workers

Create/Edit Position Types

Navigation: Administration > Position Settings > Add

  1.  Click Administration on the navigation bar.
    Administration selected under Faculty Search
  2.  Click Position Settings from the navigation bar on the left-hand side.
    Positions settings selected
  3. Click the Add button at the top of the Position Settings page to create a custom position type.
    • Click Edit under the Actions column adjacent to the desired position type to make changes to an existing position type. Then make the desired changes and click Save when finished.
  4. Enter the Position Type.
  5. Select the Category.
  6. Click Create when finished. The position type will appear in the list.

    Note that two position types cannot have the same name, even if they have different categories.

     

 

 
 

Comments

Administrators in FS can enable or disable comments and tags from the Position Settings tab of the Administration page. When enabled, reviewers can comment on applications, and/or assign tags to applications. 

 

Navigation: Administration > Position Settings > Comments

  1. Click Administration on the navigation bar.
    Administration selected under Faculty Search
  2. Click Position Settings from the navigation bar on the left-hand side.
    Positions settings selected
  3. Scroll down to the Comments section.
  4. Select Comments Enabled to enable reviewers from leaving comments or select Comments Disabled to disable reviewers from leaving comments.
    Comments section with Comments Enabled or Comments Disabled radio buttons

If enabled, reviewers can leave comments on applications that are visible to all reviewers for that position. Blind reviews can still be turned on for specific positions to prevent reviewers from seeing each other's comments.

 
 
 

Tags

Navigation: Administration > Position Settings > Tags

  1. Click Administration on the navigation bar.
    Administration selected under Faculty Search
  2. Click Position Settings from the navigation bar on the left-hand side.
    Positions settings selected
  3. Scroll down to the Tags section.
  4. Select Tags Enabled to allow reviewers to add tags to applications or select Tags Disabled to disable reviewers from adding tags to applications.
    Comments section with Tags Enabled or Tags Disabled radio buttons
 
 

Position Change Emails

Overview of Actions that Trigger Position Change Emails

From the Position Settings tab of the Administration section of Faculty Search (FS), Administrators can indicate who should be sent an email when a change is made in a position such as the description, start date, or status. The table below indicates the changes in a position that trigger an email to the user who is set to receive emails about changes in a position.

 

Set up Position Change Emails

  1. Click Administration on the navigation bar.
    Administration selected under Faculty Search
  2. Click Position Settings from the navigation bar on the left-hand side.
    Positions settings selected
  3. Scroll down and click Change under the Position Change Emails section.
    Change Button selected under the Position Change Emails section
  4. Enter the user's email address.
  5. Click Save when finished.

Actions that Trigger Position Change Emails

Email Sent When Information Included
Position Approval A position is approved Date and approver's name
Open Date The open date is updated Open date, date, and time when updated
Position Published A position is published  Date and time when the published status changed
Required Documents - Additional Documents Required or additional documents are received Application receipt message, date, and time updated
Close Date The close date of a position is changed Date and time updated
Description The position description is changed Date and time description is changed, description text
Applicant Selected An applicant is selected Name of applicant, date, and time selected
Internal Notes Changes are made to Internal notes

Date and time updated, possible fields include:

  • Job requisition number
  • Salary range
  • Funding source
  • Hiring plan
  • Notes
  • Title
  • Rank
  • Discipline
Close Position A position is officially closed and archived Date and time closed
Sending Back Selection Approval A candidate selected for approval is sent back to the committee. (Approval refused) Who rejected the selection, the step where the selection was rejected, and the date of the last rejection
Blind Review The setting calling for a blind review is changed for a position Date and time of change

 

Salary Range or Pay Grade Visibility

A Faculty Search Institutional Administrator can set whether or not salary range or pay grade information will appear on the Apply Now page for all positions posted by an institution. Institutional Administrators can also set whether or not Salary Range or Pay Grade is a required field when creating positions for an institution. 

 

When an Institutional Administrator enables salary visibility, that setting will be made across the institution. All applicants will see the salary or pay grade information for all positions. By default, the Salary Range or Pay Grade Visibility setting is disabled. When an Institutional Administrator enables salary visibility, that setting will be made across the institution. 

 

Navigation: Administration > Position Settings > Salary Range or Pay Grade Visibility

  1. Click Administration on the navigation bar.
    Administration selected under Faculty Search
  2. Click Position Settings from the navigation bar on the left-hand side.
    Positions settings selected
  3. Scroll down to the Salary Range or Pay Grade Settings section. Select the desired radio button under the Salary Range or Pay Grade Visibility section to enable or disable visibility for all positions created within the institution.
    Salary Range or Pay Grade settings section with Salary Range or Pay Grade visibility subsection with enable/disable boxes below and a field requirement section with required/optional radio boxes below

    When making changes to this setting, you will be asked to confirm the new setting.

     
 
 

Salary Range or Pay Grade field requirement

Navigation: Administration > Position Settings > Salary Range or Pay Grade Field Requirement

  1. Click Administration on the navigation bar.
    Administration selected under Faculty Search
  2. Click Position Settings from the navigation bar on the left-hand side.
    Positions settings selected
  3. Scroll down to the Salary Range or Pay Grade Settings section. Select the desired radio button under the Salary Range or Pay Grade Field Requirement section to make the field required or optional when creating or editing a position.
    Salary Range or Pay Grade settings section with Salary Range or Pay Grade visibility subsection with enable/disable boxes below and a field requirement section with required/optional radio boxes below

    By default, the Salary Range or Pay Grade field is optional when creating a position. 

     
    • If Salary Range or Pay Grade Visibility is enabled, and the Salary Range or Pay Grade field is required when creating a position, then all applicants for all positions will be able to see salary or pay grade information on the Apply Now page of posted positions (hosted by/created through Interfolio).
    • If Salary Range or Pay Grade Visibility is disabled, and the Salary Range or Pay Grade field is required, the field will only be visible to internal users, and applicants will never see it. 
     
 
 

 

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