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Select from the options below to complete your JobLink posting:

Position Descriptions (Classified and Administrative and Professional Faculty Only)
Important JobLink Reminders
  • Please note that the information you enter in JobLink will be automatically saved when you click the red “Next” button and move to the next page of the posting or click the blue “Save” button on the current page you just finished working on.
  • The JobLink site will time out after approximately 60 minutes if there is no activity.
Creating a JobLink Account and/or Logging into JobLink
Creating a Posting from Position Type
  • Once logged into JobLink, on the right of the screen, on the “Home” tab, under “Shortcuts” click on either “Create New Staff Posting,” “Create new Graduate Assistant Posting,” “Create New Faculty Posting,” or “Create New Student Posting,” depending on the type of posting you would like to create.
  • In the box that pops up on your screen click on “Create from Position Type.”
  • On the next screen, you will need to enter the Working Title, Division, College/Unit and Department that your posting is in.
  • The Workflow State under the “Applicant Workflow” section will always remain “Initial Review” and you do not have the option to change this.
  • If you only want to conduct references at the end of the recruitment process for the candidate you choose to hire, then you may leave the entire “References” section blank. If you would like to obtain references for candidates during the recruitment process, then you will need to choose at what point during the recruitment process you would like to gather references. You can do this by using the drop down box next to “Reference Notification” and selecting when you plan to obtain references for candidates.
    • Please keep in mind that in order for this functionality to work properly, you must update applicant statuses accordingly, as reference emails will not get sent out until applicant statuses have been updated appropriately.
  • You may leave “Recommendation Workflow” blank, even if you want to obtain references during the recruitment process.
  • For “Recommendation Document Type,” if you plan to obtain reference documentation during the recruitment process through JobLink, you will need to choose either “No Document” or “Reference Letter.” If you choose “No Document,” then the references the applicant lists during the application process will get an email with a Reference Form attached to complete and submit back to the JobLink system. If you choose “Reference Letter,” then the reference will get the Reference Form to complete along with instructions for how to submit a letter back to the system as well.
    • Please note that the “Reference Form” is different for each posting type – Staff, Faculty, Students and Graduate Assistants. The faculty “Reference Form” is very brief and only asks for reference contact information, so for faculty postings it would be a good idea to also include the “Reference Letter” option. The staff reference form is more thorough and asks for reference contact information, and also asks the reference to rate the applicant on a scale of 1-5, in different areas, such as Job Performance, Communication Skills, Technical Skills, etc. So for staff postings, the reference form may suffice, without a reference letter also being included.
  • For “Online Applications” the box that asks “Accept online applications?” should always be checked. If you uncheck this box by mistake, your Recruitment Specialist will check it for you, while they are reviewing your job posting.
  • For faculty postings, you will need to choose the application type you will accept – “Staff Application” or “Faculty Profile.”
  • Click the red “Create New Posting” button at the bottom of the page and you will be taken to the Posting Details tab of the posting.
Creating a Posting from Previous Posting
  • On the right of the screen, under “Shortcuts” click on either “Create New Staff Posting,” “Create new Graduate Assistant Posting,” “Create New Faculty Posting,” or “Create New Student Posting,” depending on the type of posting you would like to create.
  • In the box that pops up on your screen click on “Create from Previous Posting.”
  • On the next screen, you will need to enter the Working Title, Division, College/Unit and Department that your posting is in.
  • The Workflow State under the “Applicant Workflow” section will always remain “Initial Review” and you do not have the option to change this.
  • If you only want to conduct references at the end of the recruitment process for the candidate you choose to hire, then you may leave the entire “References” section blank. If you would like to obtain references for candidates during the recruitment process, then you will need to choose at what point during the recruitment process you would like to gather references. You can do this by using the drop down box next to “Reference Notification” and selecting when you plan to obtain references for candidates.
    • Please keep in mind that in order for this functionality to work properly, you must update applicant statuses accordingly, as reference emails will not get sent out until applicant statuses have been updated appropriately.
  • You may leave “Recommendation Workflow” blank, even if you want to obtain references during the recruitment process.
  • For “Recommendation Document Type,” if you plan to obtain references during the recruitment process, you will need to choose either “No Document” or “Reference Letter.” If you choose “No Document,” then the references the applicant lists, during the application process will get an email with a Reference Form attached to complete and submit back to the JobLink system. If you choose “Reference Letter,” then the reference will get the Reference Form to complete along with instructions for how to submit a letter back to the system.
    • Please note that the “Reference Form” is different for each posting type – Staff, Faculty, Students and Graduate Assistants. The faculty “Reference Form” is very brief and only asks for reference contact information, so for faculty postings it would be a good idea to also include the “Reference Letter” option. The staff reference form is more thorough and asks for reference contact information, and also asks the reference to rate the applicant on a scale of 1-5, in different areas, such as Job Performance, Communication Skills, Technical Skills, etc. So for staff postings, the reference form may suffice, without a reference letter also being included.
  • For “Online Applications” the box that asks “Accept online applications?” should always be checked. If you uncheck this box by mistake, your Recruitment Specialist will check it back for you, while they are reviewing your job posting.
  • For faculty postings, you will need to choose the application type you will accept – “Staff Application” or “Faculty Profile.”
  • Click the red “Create New Posting” button at the bottom of the page and you will be taken to the Posting Details tab of the posting.
Position Details Tab

Some of the fields may not apply depending on what Position Type you are working on. If you have questions about some of the fields, please contact your Recruitment Specialist.

  • Complete the following fields:
    • Working Title (Automatically populated from previous page)
    • Position Number
    • Posting Number (Will automatically populate once the posting is created)
    • Occupation Family (Only used for Staff Postings)
    • Career Group (Only used for Staff Postings)
    • State Role Title
    • Role Code (Only used for Staff Postings)
    • Position Type
    • Position Status
    • FLSA Status (Only used for Staff Postings)
    • College/Division (Automatically populated from previous page)
    • Department (Automatically populated from previous page)
    • Reviewer
    • Supervisor
    • Name of Employee Replacing
    • Pay Band (Only used for Staff Postings)
    • Pay Band Range ( Only used for Staff Postings)
    • Pay Rate
    • Specify Range or Amount
    • Is this a JMU Only position?
    • Is this a grant-funded position?
    • Have you received approval from Academic Affairs to recruit for this position? (For Academic Affairs Only) – (Only used for Faculty Postings)
    • About James Madison University – (pre-populated and only used for Faculty Postings)
    • General Information
    • Duties and Responsibilities
    • Qualifications
    • Conditions of Employment (Staff) or Criminal Background Check (Faculty) – (pre-populated)
    • EEO Statement – (pre-populated)
    • Reasonable Accommodation Request – (pre-populated)
    • Annual Security and Annual Fire Safety Report – (pre-populated)
    • Posting Date
    • Beginning Review Date
    • Closing Date or Open Until Filled
      • For Classified and Wage postings you may begin reviewing applications and or close the posting after 7 calendar days.
      • For Faculty postings you may begin reviewing applications and or close the posting after 30 calendar days.
  • Proposed Starting Date
  • Search Committee Chair
  • Departmental Users with Access to Posting Information
    • Add the name(s) of individuals who need to have access to edit the posting information to this box.
    • If an individual does not have a JobLink account, their name will not be listed here. You will either need to contact your Recruitment Specialist to create a user account for them or you will need to add them as a Search Committee Member, if they only need a “View Only” access. For more information about the Search Committee Members, please see the “Search Committee Members” section below.
  • Additional Posting Information – (Related to additional applicant instructions)
  • Select either “Save” if you need to stop working on the posting or “Next” if you want to move to the next page.
    • Once you click “Next” the information entered on this page will automatically be saved.
Reference Letter Collection Tab
  • If you indicated on the Setting Page that you would like to receive reference letters and/or forms through JobLink from the candidate’s references please indicate how many reference letters/forms will be required.
    • For staff postings, applicants are required to provide contact information for at least 3 references as part of the application process and the minimum request of references for staff postings automatically defaults to 3.
  • Select either “Save” if you need to stop working on the posting or “Next” if you want to move to the next page.
    • Once you click “Next” the information entered on this page will automatically be saved.
Advertising Tab

Please note that there IS NOT an advertising tab for Student and Graduate Assistant postings.

  • Some of the most commonly used advertising sources are listed on this page. If you would like to place an ad with one of these sources please indicate the type of ad you would like to place.
  • If you would like to place an ad somewhere that is not listed please indicate the name of the publication/website using the “Other Advertising Source” fields.
  • If a posting is submitted in JobLink by noon on Wednesday we will make every effort to have newspaper print ads placed in the upcoming Saturday or Sunday issue.
  • List any special advertising instructions in the available box. For example if the advertising should be charged to an org other than the one listed on the Posting Details tab please indicate that here.
  • If you already created a specific ad that you would like us to use please provide the ad text in the “Job Announcement” field.
  • If you do not have an ad already created your Recruitment Specialist will develop an ad based on the information in the posting.
  • The ad layout and costs will be sent to the department for final approval before any ads are placed.
  • Select either “Save” if you need to stop working on the posting or “Next” if you want to move to the next page.
    • Once you click “Next” the information entered on this page will automatically be saved.
Supplemental Questions Tab
  • The questions “How did you learn about this position?” and “If you selected a source above please type "N/A" in the following box. If you selected "Other" please indicate where you heard about the position” are required for all postings.
  • If you would like to select any additional questions to ask select the red “Add a question” button on the right of the page.
  • Click on the question you would like to add and click “Submit.”
  • If you would like to ask a question that is not listed please contact your Recruitment Specialist.
  • Select either “Save” if you need to stop working on the posting or “Next” if you want to move to the next page.
    • Once you click “Next” the information entered on this page will automatically be saved.
Documents Needed to Apply Tab
  • Required Documents: Choose which documents you are requiring applicants to attach to their application in order to apply.
  • Optional Documents: Choose which documents, if any, applicants will have the option to attach to their application if they want to, but will not be required to attach.
  • You may re-order your required and optional documents if you wish to, by clicking and dragging the document name and placing it in the order that you want.
  • If you would like to request applicants to attach a document not listed in the list of documents, please contact your Recruitment Specialist.
  • Select either “Save” if you need to stop working on your posting or “Next” if you would like to move to the next page.
    • Once you click “Next” the information entered on the previous page will automatically be saved.
Search Committee Members Tab
  • Search Committee Members accounts may be used by Search Committee Members that do not have a JobLink account or do not have access to the org the posting is assigned to.
  • Search Committee Members have a “view only” access to view submitted materials from applicants.
  • To add an existing user to the Search Committee Members tab, click on the blue “Add Existing User” button on the bottom left of the screen and search for their name in the box that will pop up on your screen. Once you have found the search committee member you wish to add to your posting, click the blue “Add Member” button on the right of the box that popped up on your screen.
  • If you need to add someone to a Search Committee that does not currently have a JobLink user account, click the blue “Create New User Account” button, complete the information you are asked for and click “Add Member to Search Committee.” A request will be sent to your Recruitment Specialist to approve your pending request.
  • Select either “Save” if you need to stop working on your posting or “Next” if you would like to move to the next page.
    • Once you click “Next” the information entered on the previous page will automatically be saved.
Summary Tab
  • Once you are on the Summary page, you will need to “Take Action on Posting” using the red button on the right of the screen and choosing one of the following:
    • “Keep Working on this Posting” if you are not ready to submit it to Human Resources to be reviewed and posted.
    • “Cancel (Move to Cancel-Send Email) if you do not want to submit the posting to HR to be reviewed.
    • “Submit for Approval (Move to HR Review)” if you are ready for HR to review your posting and post it.
      • Please note that for Student postings you will see “Submit for Approval (Move to Student Employment Review)” and for Graduate Assistant postings you will see “Submit for Approval (Move to Graduate School Review)”.
    • On the next box that pops up on your screen, click “Submit.”
    • Once a faculty or staff posting is received by Human Resources your Recruitment Specialist will review the postings and contact the department if any additional information is needed.
    • After your Recruitment Specialist has completed their review of the posting the job will be posted to the JobLink site.
    • Every effort is made to post the posting on the day you request it, however, if that is not possible your Recruitment Specialist will notify you.
Closing a Posting
  • When you feel you have an adequate applicant pool to choose from you should close your posting. Staff postings must remain open for 7 calendar days and Faculty postings must remain open for 30 days (There is no minimum posting requirement for Student and Graduate Assistant postings).
  • Once the minimum posting requirements have been met you can close your posting. It is a good idea to close the posting once you start to interview applicants.
  • Postings may remain open during the interview and selection process but please be aware that you must screen and consider all applicants who apply, not just those individuals who had applied when you started reviewing applicants or interviewing candidates. By closing a posting, no other applicants will be able to apply.
  • To close a posting login to JobLink and click on the “Working Title” of the posting. Next, using the drop down box under the red “Take Action on Posting” button on the right of the screen, click on “Close Posting (Move to Closed)” and click “Submit” on the next box that pops up on your screen.
  •  Postings can always be reopened if a pool of candidates does not meet the requirements of a position, as long as the posting is reopened within 90 days of the closing date. Contact your Recruitment Specialist to reopen a posting.
Changing a Posting Status to Filled, Cancelled or Unsuccessful
  • To change the status of a posting to Filled, Cancelled or Unsuccessful, you will first need to change applicant statuses to a final disposition status: Select for Hire, Interview, Not Hired, Not Interviewed, or Search Cancelled. 
  • You can change applicant statuses by: clicking on the “Applicants” tab for the posting you are working on, checking all the boxes on the left of the screen next to the applicants’ names, and clicking on “Move in Workflow” under “Bulk” using the red “Actions” button on the right of the screen.
  • On the next screen, at the top, you can change all applicant statuses at once or you can individually change applicant statuses below as well. If you choose to change all applicant statuses at once to “Not Interviewed”, you will still need to go through the applicant list and change the status of the person you hired to “Select for Hire” and the status of those you interviewed but did not hire to “Interviewed, Not Hired.”
  • Once all applicant statuses have been updated to a final disposition status, click on the red “Save Changes” button on the bottom, right of the screen.
  • If your job posting was cancelled or unsuccessful, once you have appropriately changed all applicant statuses, you will be able to change the status of the posting to either “Unsuccessful Posting (Move to Unsuccessful – Send Email)” or “Cancel (Move to Cancel – Send Email).” Next you will just need to click “Submit” on the box that pops up on your screen.
  • If your search was successful, then you will need to go back to the “Applicants” tab of the posting and click on the name of the applicant with a status of “Select for Hire.” On the next screen, the hired applicant’s application will pull up. On this screen, click on “Start Hiring Proposal” on the right of the screen, next to the green icon with a white cross inside it.
  • On the next screen, click on the “Start Hiring Proposal” blue button below the working title.
  • Then on the next screen, click the red “Next” button on the top right of the screen.
  • Next, using the red drop down menu on the top right of the screen titled “Take Action on Hiring Proposal,” click “Submit for Approval (move to Human Resources for final approval)” for non-student postings, “Submit for Approval (move to Student Employment for final approval) for student postings or “Submit for Approval (move to Graduate School for final approval) for Graduate Assistant postings, and click the “Submit” button on the box that pops up on your screen.
  • At this point you are finished. Your Recruitment Specialist will receive and approve the hiring proposal, and then will change the status of your posting to Filled. Once the status of the posting is changed to filled, all applicants with a status of “Not Interviewed” will receive an email from JobLink to let them know the position has been filled. It is the hiring department’s responsibility to contact those that were interviewed but not hired to let them know the position has been filled.

Congratulations!

You have completed the JobLink hiring process!

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