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STARS - Streamlined Applicant Referral System

STARS is an automated employment system. It is used by hiring managers and their staff for submitting and tracking staff requisitions, and reviewing applications online.  Applicants access STARS via the UTSA website and scan for current employment opportunities.  STARS is used to hire all benefits eligible staff, non-benefits eligible staff (non-student), non-tenure track faculty, and tenure/tenure track faculty positions, both internal and external.

Getting Started


Upon initial log on, a hiring manager will see a “Home” screen with an Alerts box, an Inbox, a Watch List, and a Shortcuts box, along with tabs to access Postings, Hiring Proposals, User Profile, and an extensive Help section.

Alerts:  This box contains important information about the STARS system or timely messages advising users of upcoming maintenance or system conditions.

Inbox:  This box contains notification of items such as job postings and hiring proposals that require attention or action.

Watch List:  This box allows users to watch or track the progress of job postings and hiring proposals.  Users have the ability to add items of interest to their Watch List.

Shortcuts:  Links to the four position types commonly used to create job postings.

Any required information is denoted with an asterisk on the left and the field outlined in red.  If you fail to fill in these areas, the system will tell you that there's a mistake on the screen and ask you to correct the error.

You have the option of manually going to the different areas of the staff requisition. These sections (tabs) are shown at the left of the screen.  You can move from one section to another by clicking on the blue text.

Questions specifically related to the job requirements serve as the basis for applicant screening.   It is up to the hiring manager to ensure that the answers provided by the applicant match the information on the application.  In addition, HR reviews this information at the point of processing the Hiring Proposal.

Important! If you leave your computer for more than 60 minutes prior to saving or submitting, you will LOSE all your information.  So, complete all at once OR, complete the required information (with *), after this step and save it by clicking the “Save” button at top or bottom of the page.  The STARS system also “auto-saves” when you transition from one page to the next by clicking the “Next” button.

The requisition can be returned for rework at any point in the approval process.

Once the requisition is approved by your management chain and Human Resources, the requisition will be posted.

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If you require access to the STARS system as a user (e.g. creating or approving job requisitions or hiring proposals in STARS), please contact Ron Fosmire in Human Resources via email to request access.  Please include the following information for your account:

Your Name
Network ID (i.e. abc123)
Empl ID
Department ID(s) in which you need access
User Groups (e.g. Hiring Manager, Admin Assistant, etc.)

Once you’ve submitted your request, you will be notified via email that your user account has been approved and you may then access STARS using your UTSA network credentials.  The approval process should generally take less than 24 hours..

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There are 2 ways an admin or hiring manager can create a requisition.  They are:

Create from Position Type (if you do not have any saved templates from previous postings)

Create from Posting (if you have a previously posted requisition with the same title)

Supplemental Questions - You should ask applicants job-specific questions related to the requirements of the job. Questions related to the requirements of the job serve as the basis for applicant screening.  Approved questions may already exist in the STARS database that relate to your topic.  You may want to search by keyword.  If so, type your key word in the box provided.  If not, leave the space blank to view a list of all approved questions.  To compose your own job-related questions, click ‘Add a new one’.

A closed ended question is a question that you ask and also provide a list of answers for the applicants to choose from.  You should ask applicants job-specific questions related to the requirements of the job.  Questions of this type, related to the requirements of the job should be used to screen applicants.  You can identify some answers as disqualifying by checking the box.  If the applicant selects that answer, they are considered 'not qualified', based on the way they answered the screening question.  You will NOT receive applications of applicants that are screened out.  Remember, it's up the hiring manager to ensure that the answers provided by the applicant match the information on the application.

An open ended question is a question that requires the applicant to form a response.  You gain more information about an applicant's skills and experience by asking open ended questions.

Documents Needed to Apply – Required and optional documents such as Resume, CV, Cover Letter, etc., that applicants would attach as part of the application process.

Assigning Guest Users - If you plan to have an interview team or committee review your applications, you need to enable 'Guest Users' so they can see the applications on-line.

Guest users can only view information, not edit it. You can only enable 'guest users' when you create the staff requisition; so, it's a good idea to enable this function while you're creating the requisition.  The computer will assign a 'user name' and ‘password’ for this requisition.  The 'user name' will begin with the letters GU, for guest user, followed by a group of numbers.  Enter the email address(s) of those you wish to assign as a guest user and the STARS system will auto-generate an email notification to those users with information to access the job requisition.  This access will allow the guest user the ability to view the job requisition and referral applications.  The guest user account is unique and assigned to a specific requisition

Internal Posting Documents - Appropriate documents should be attached for new positions that are being created (audited).  To attach documents, click the ‘Actions’ link to the right of the document shown and upload or create the document.

Summary - This tab gives the user a view of the entire job requisition with options to edit any of the job requisition tabs if needed.  At this time you may save your job requisition as a ‘Draft’ or  submit the job requisition to the next approver by clicking the orange ‘Take Action On Posting’ button and selecting the appropriate action.  At this time you will be given the option to save to your ‘Watch List’ for easy access to the job requisition or to track the progress toward posting.

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As an Admin, Hiring Manager or Guest User you can view referral applications.  Log into STARS, click on the title of the appropriate job requisition and select “Applicants” tab to see your list of applicants.  Click on the last name of the applicant.  The application will appear, is printable if you need a paper copy, and contains links to attached documents (e.g. resume, cover letter, etc.).

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This task is assigned to the user(s) designated as “Applicant Reviewer” and listed on the job requisition as the applicant reviewer assigned to this job requisition.  Each referral applicant enters the applicant list with the status of UNDER REVIEW BY MANAGER.  When the application has been reviewed the status should be changed to one of the following: NOT HIRED (if reviewed and you are no longer considering this applicant), NOT QUALIFIED (if reviewed and it is determined that applicant does not meet the minimum qualifications as stated on the job requisition) OR if contacted for interview, INTERVIEW PENDING or DECLINED INTERVIEW.  Those applicants that are granted and have completed an interview should be changed to INTERVIEWED. Interviewed applicant that you would consider hiring should be changed to FINALIST.  Before a Hiring Proposal is submitted, your applicant pool should be fully worked, leaving only a FINALIST(S) remaining in your active applicant pool.

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To being the Hiring Proposal process, your finalist must be in the workflow state of “FINALIST” under the Applicants tab.  Click the last name of the finalist candidate.  The candidate’s application will appear and a blue link to “Start [positon type] Hiring Proposal” will be listed in the upper right of the application.  Don't forget at this point a Criminal Background Check Form should have been completed and approved or in process to approve by the police department.  The HP will be routed electronically through your chain of command in the same manner in which the job requisition was routed.  Once Compensation receives the HP and provides approval, the hiring manager may extend the verbal job offer and submit the Hiring Form to Human Resources.

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April 2016