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STreamlined Applicant Referral System |
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FAQ's - Frequently Asked Questions
- How do I access STARS?
- Where can I go for help?
- Where can I send feedback / suggestions on the STARS system?
- Will STARS log me out after a period of inactivity?
- Will my password expire?
- Under the menu options View Active', 'View Pending' and 'View Historical', what is contained under these tabs and what is the difference between them?
- Can I save my Staff Requisition to work on it at a later time?
- Can I create a Staff Requistion from scratch?
- Can I modify Template level questions?
- I have more than one vacancy for a position, Do I need a separate Staff Req for each?
- Requisitions From Previous, Can I share this template with another Hiring Manager?
- When creating a Staff Requistion I encountered a field titled 'Account (number & title)'. I have a case where the position being requested will be paid out of 5 separate accounts. How do I enter multiple account codes?
- I have Hiring Manager and Department Manager status, Do I need two accounts?
- When an existing Hiring Manager leaves his/her position, will their replacement have access to what is 'in work' or will everything have to be completed by the Admin Asst?
- What is a Guest User Account, what are their limitations / rights?
- Can I go back and create a Guest User account after I have created the Staff Requisition?
- Does the content in NOTES get stored in the Historical file?
- How long will Historical data be accessible to me?
General Information
Staff Requisitions
Hiring Manager
Guest User
Notes
Historical Data
Instructions for accessing STARS are
contained on the HR web site under Management Toolbox. There is a section labeled
STARS - Hiring Process.
Click here for direct access:. http://www.utsa.edu/hr/Employment/starsaccess.cfm
Your options are:
- Call your STARS departmental contact point.
Click here for a consolidated list of those resources:
http://www.utsa.edu/hr/docs/stars-centralcontacts.htm.
- Call HR @ 4250 and ask for a STARS representative.
Where can I send feedback / suggestions on the STARS system?
Please send your feedback/suggestions to HR@utsa.edu or call HR @4250 and ask for a STARS representative.
Will STARS log me out after a period of inactivity?
Yes, each time you access a new STARS page, the clock starts and if you haven't changed pages in 60 minutes, STARS will log you off. It does provide a warning message 3 minutes before the log off is scheduled to occur.
Yes, passwords will expire after 90 days. Special instructions regarding the creation of a more secure password will be provided at the time that you are prompted to change your password.
STAFF REQUISTIONS
Can I save my Staff Requistion to work on it at a later time?
Yes, you can save your Staff Requisition for later work as many times as you need. Just make sure you fill in all of the required items on the Posting Details and:
Can I create a Staff Requisition from scratch?
Yes you can. We have provided a template with the Title of Position called A - Generic Template which allows you to complete all the fields from scratch. A - Generic Template appears as the first item in the Job Title drop down list of available templates on the Create from a Template search screen.
Can I modify Template level questions?
Template level questions cannot be modified. If you feel a template level question for a given job title is incorrect or should be changed, please contact us at HR@utsa.edu or call HR @4250 and ask for a STARS representative.
I have more than one vacancy for a position, do I need a separate Staff Requistion for each?
No. If the requirements for the positions are identical you only need to submit one requisition and indicate within that requisition the number of positions you require.
Requisitions From Previous, Can I share this template with another Hiring Manager?
Hiring managers have a private view of their information, so the information cannot be shared with another manager.
The 'Account' (number & title) field is 40 characters in length. There is no standard format for entering this data. Enter whatever fits in this area and if necessary continue with the rest of the account numbers in the Notes section of the requisition. Here are some examples:
Req with 3 accounts can be entered like this and it will fit in the Account field - 14-xxxx-xxxx;14-yyyy-yyyy;14-zzzz-zzzz or
Req with 3 accounts with percents can be entered like this. The first two will be entered in the Account field the other one must be entered in the Notes area due to the 40 character space limitation - 14-xxxx-xxxx(40%);14-yyyy-yyyy(50%) in Notes the remaining one is listed as 14-zzzz-zzzz(10%).
HIRING MANAGER
I have Hiring Manager and Department Manager status, Do I need two accounts?
No, instead you would establish a single user account with multiple roles. When creating the user account, you will see a drop down box where multiple roles may be selected for approval.
The hiring department would have to establish a hiring manager user account for the new Manager and then inform HR of the change. HR would then change the hiring manager's name in the requisition (to the new one), inactivate the previous manager's user account and at that point the new Manager would have the required permissions.
When I view the Hiring Manager page I see tabs titled ‘View Active', ‘View Pending' and ‘View Historical'. What is contained under these tabs and what is the difference between them?
Staff requisitions are contained under these tabs. Staff requisitions possess a ‘status code', which changes, as the requisition goes through the various steps in the business process, e.g., from creation through filling/closing the requisition. Following is a list of the logical sequence of events and the status codes.
| VIEW PENDING All requisitions in the following STATUS CODES will be listed under"VIEW PENDING" on the STARS for Hiring Manager page. |
|
BUSINESS PROCESS |
STATUS CODE |
| Requisition Created but Not Yet Forwarded | Saved |
| Requisition Forwarded to Department Approver | Pending Department Requisition Approval |
| Requisition Forwarded from Department Approver to Executive Approver |
Pending Executive Requisition Approval |
| Requisition forwarded from the Executive Approver to HR | Pending HR Compensation Requisition Approval or Pending HR Employment Requisition Approval |
| HR Approves the Requisition | Requisition approved - If the posting date is a "Future Date". If the posting date is NOT a future date, the status will be "Posted". |
| Requisition is returned to Hiring Manager | Requisition Returned to Hiring Manager |
| Requisition is placed on Hold | On Hold |
| VIEW ACTIVE All requisitions in the following STATUS CODES will be listed under"VIEW ACTIVE " on the STARS for Hiring Manager page. |
|
BUSINESS PROCESS |
STATUS CODE |
| HR Approves the requisition and Posting Date is not in the future. | Posted |
| Posting Date expires | Pending (No Longer Accepting Applications) During this phase the management team reviews the applicant pool and selects a Finalist |
| Finalist identified. Hiring Manager prepare the Hiring Proposal in STARS and forwards to Department Approver | Pending Department HP Approval |
| Department Approver forwards to Executive Approver | Pending Executive HP Approval |
| Executive Approver forwards to HR | Pending HR Compensation HP Approval |
| HR Approves | HP Approved At this point, the Hiring Manger makes the Job Offer to the finalist and if accepted, Notifies HR with Hire Date and Hire Salary |
| VIEW HISTORICAL All requisitions in the following STATUS CODES will be listed under"VIEW HISTORICAL " on the STARS for Hiring Manager page. |
|
BUSINESS PROCESS |
STATUS CODE |
| HR arranges for benefits orientation and closes position | Filled |
| If a requisition is cancelled w/o posting | Cancel w/o posting |
| If a requisition is cancelled | Cancelled |
| Requisition is denied | Denied Req |
GUEST USER
What is a Guest User Account, what are their limitations / rights?
A guest user can ONLY view applications that pertain to a specific requisition but they cannot edit, add notes or otherwise change a requisition.
Can I go back and create a Guest User account after I have created the Staff Requisition?
Yes, you can create a Guest User account at certain points in the process. It is however, a good idea to create a Guest User account during the requisition creation process if there's a possibility that someone will be assisting the hiring manager in the selection process.
NOTES
Does the content in NOTES get stored in the Historical file?
Notes are permanently stored with the requisition. Once a note is added it cannot be deleted or changed. Since any authorized viewer of the requisition can read the notes/history section of the requisition, use good business sense in constructing the contents of your note.
HISTORICAL DATA
How long will Historical data be accessible to me?
Historical data will be accessible for a minimum of two years to satisfy legal retention requirements.
