Division of State Human Resources

E-Recruitment/NeoGov Information & Training Materials

NEOGOV users should go to www.neogov.com in order to begin the vacancy posting process.

 

References 

 

Topics

 

NEOGOV Access

  • NEOGOV users should contact the Division of State Human Resources at 803-896-5300 if they lose or forget their username or password.

 

Notice Template

  • The HR User can add a notice template specific to an agency. The template name will need to reflect the agency name and notice type because this list will be seen by all agencies. To add a Notice Template, login to Insight – Human Resources. Select "Notice Templates" from the Candidate Track drop down menu. Then click on "Add New Template."

 

Personal Identifying Information

  • For purposes of running background checks, agencies can view an applicant’s social security number (SSN), date of birth (DOB), and gender in a confidential report in NEOGOV or in the Applicant Master Profile. Agencies should login to HR click on Candidate Track, click on Active, click on "Print" under the Applications column for each posting and then click on the button for "Confidential Report.” Under this section, agencies will be able to view the applicant’s EEO information, DOB, and SSN if they have filled it out on their application. If applicants do not designate their race or gender in the system, it will categorize them as “unknown” for the EEO report. If they haven't filled out the DOB and SSN information, and the information is needed for background checks, agencies should add a required supplemental question asking applicants to provide their DOB and SSN for background check purposes. IMPORTANT: This supplemental question should be designated “Confidential” so that when applications are sent to hiring managers they will be unable to view the DOB and SSN.

 

Job Postings

  • NEOGOV does not provide a separate system for internal postings. Agencies that have their own intranet for internal postings can continue to use that process. 

  • Agencies can continue to use an internal application system for current employees to apply internally for a position.  However, the agency will need to merge that information with NEOGOV information to have a complete EEO report.

  • An agency can add as many evaluation steps as needed. Agencies may also determine the most appropriate name for each step by using the "Step Name" field when adding a new step.

  • When archiving a job posting, all of the information contained within the posting will be saved, including the supplemental questions. Archived postings will still be accessible by logging into Insight, and selecting "Archived" from the "Post" drop down menu.

  • A job posting will go-live immediately once the “Add” button is pressed If the posting is created on the same date of the “Advertise From” field. If set for a future date, the job posting will go-live at 12:00 a.m. on the “Advertised From” date entered on the job posting.

  • A position can be reposted.  The preferred approach to repost a position is to create a new job requisition with a new job posting.

  • A job posting can be edited to correct an error after it goes live. From the MY HR screen, click on “Edit” under the active postings. Once the edits are made, click “Save” to immediately correct the posting.

  • A job posting can be removed after it goes live if it was posted in error. From the MY HR screen, click on inactivate under the active postings. NOTE: The job posting will not be able to be deleted, however, once an application has been received for the job posting.

 

Application Process

  • If an applicant forgets their password, they need to log on to the www.jobs.sc.gov site and when they go to log in they’ll click on “Reset Password”. NEOGOV will e-mail the password to their registered e-mail address.

  • There is not a limit on the number of work history entries that an applicant can enter.

  • If candidates attach a resume or other document to their application, HR and the hiring manager can see the attachment. When referred through the Online Hiring Center (OHC), the hiring manager can click on the paperclip icon next to the applicant's name to access the attachment.

  • An agency cannot add education and experience to the application as a part of manually entering a paper application received into the NEOGOV system, but the agency can attach a scanned copy of the application or resume.

  • If there is a need to make an offer to the 2nd or 3rd choice if the 1st offer is declined, the agency will need to return to the referred list in the OHC and make an offer to the 2nd or 3rd choice.

 

Hiring

  • A job requisition must be created in order to create a job posting.

  • An email will be sent to HR users to indicating a new job requisition has been created by the hiring manager.

  • When referring candidates in Insight HR, an e-mail notification is always sent to the hiring manager that is assigned to that particular requisition. The hiring manager will receive an email each time a referral is sent.

  • After selecting a candidate and walking them through the “Hire” action in the OHC, an email notification will be sent to the HR user to let them know they have a “Hire Awaiting Authorization”. Once HR gives the final authorization, the hire will be counted for EEO reporting purposes.

 

EEO Reporting

  • NEOGOV will run a report that will provide much of the required applicant EEO information that must be submitted to the South Carolina Human Affairs Commission. This report will include: candidate demographic information, total number of applicants, applicants meeting minimum training and experience requirements, and applicants interviewed.

  • In order to accurately capture the applicants meeting minimum training and experience requirements, agencies will need to consistently structure job postings in one of the following ways:

1. Add a “Supplemental Questionnaire” step type titled “Minimum Qualifications” in your exam plan and “Fail” those individuals who do not meet minimum qualifications;

2. Add a “Training and Experience” step type titled “Minimum Qualifications” in your exam plan and “Fail” those individuals who do not meet minimum qualifications; or

3. If the candidates are on the Eligible List are all those who meet the minimum training and experience requirements for the job, agencies are not required to do either of the above steps, because the system will be able to identify the total number of candidates placed on Eligible Lists over a given period of time.

  • In order to accurately capture the applicants who are interviewed for the position, the appropriate candidates need to go through the “Schedule Interview” step in the Online Hire Center (OHC) section of NEOGOV. Once a candidate has been through the “Schedule Interview” step, the system will save the candidate’s information for EEO reporting purposes.

  • In order to accurately capture the number of hires in the system, the hired candidate must go through the “Hire” step in the OHC section of NEOGOV. Once a candidate is placed in the “Hire” step, the system will save the candidate’s information for EEO reporting purposes.

  • If agencies set up two “training and experience” step types, the system will be unable to differentiate which one is to be used for EEO reporting purposes.  Therefore, to avoid duplication, agencies must choose either the “supplemental questionnaire” or the “training and experience” step type to capture those applicants who meet the minimum training and experience requirements.

  • An agency cannot change or customize the reasons an applicant has not been selected.  This is a centrally-controlled option and cannot be customized by an agency.  Agencies can make suggestions to DSHR for changes to these reasons.

  • if an applicant is “inactivated” on the eligible list, they will be counted as eligible for that position for EEO reporting purposes even if they are inactivated on the list. If an applicant has been placed on an eligible list in error, the agency should remove the applicant from the Referred List first, and then remove the applicant from the Eligible List by clicking on the “Remove from List” option. The applicant will then be moved back to the last step in the exam plan.

 

Troubleshooting Tips

  • If a HR user mislabels an applicant’s disposition as “passing” or “failing” in a step in an exam plan, they can change that candidate’s disposition to the appropriate status by clicking on “change disposition” under the ‘Select Action’ dropdown box below the step. If an HR user moves an applicant through a step in error, the applicant can be reverted back to the previous step by selecting the “Revert to Previous Step” from the ‘Select Action’ dropdown box. If an applicant stays in the Minimum Qualification or Supplemental Questionnaire step that is being used to capture the number of qualified applicants for EEO reporting purposes, the applicant will be counted as a qualified candidate if they have a passing disposition.

  • If an agency is using the eligible list in order to capture the number of qualified applicants for EEO reporting purposes, and an applicant has been placed on an eligible list in error, the agency should remove the applicant from the Eligible List by clicking on the “Remove from List” option under the ‘Select Action’ dropdown box. If the eligible list has already been referred to the hiring manager, the applicant must first be removed from the referred list. To remove an applicant from a referral list, click on “List – Referred” from Insight HR. After finding the referral list with the applicant that needs to be removed, click on the “Remove from List” option under the ‘Select Action’ dropdown box and click on go. After the applicant has been removed from the eligible and or referral list, the applicant will be moved back to the last evaluation step in the existing exam plan and will not be counted as a qualified applicant for EEO reporting purposes when using the eligible list option.

 

THE LANGUAGE USED IN THIS DOCUMENT DOES NOT CREATE AN EMPLOYMENT CONTRACT BETWEEN THE EMPLOYEE AND THE AGENCY. THIS DOCUMENT DOES NOT CREATE ANY CONTRACTUAL RIGHTS OR ENTITLEMENTS. THE AGENCY RESERVES THE RIGHT TO REVISE THE CONTENT OF THIS DOCUMENT, IN WHOLE OR IN PART. NO PROMISES OR ASSURANCES, WHETHER WRITTEN OR ORAL, WHICH ARE CONTRARY TO OR INCONSISTENT WITH THE TERMS OF THIS PARAGRAPH CREATE ANY CONTRACT OF EMPLOYMENT.