More information on the new MyUSF Portal can be found HERE.  The new MyUSF portal can be found at https://portal.usf.edu/.   Customers who have any issues can report them to the USF IT helpdesk at help@usf.edu and they will address them as soon as possible.

The following sections provide important information for our different applicant groups as we transition into the new system.  Please find the appropriate applicant group below:

• Current USF Faculty, Staff and Administration Employees
• Current USF Temporary (OPS) and Student Employees
• External Applicants (Non-USF Employees)

Information for Current USF Faculty, Staff & Administration Employees

1. How do I access the new Careers@USF?

Beginning March 18, current USF Faculty, Staff & Administration employees will access the new Careers@USF system through GEMS Self-Service. When entering through GEMS Self-Service, you will have a new menu item in your Self-Service account named “Recruiting Activities.” Once you click on this menu item, you will enter into Careers@USF.

2. Will I need to create a new user account?

Because you now enter into Careers@USF through GEMS Self-Service, the new Careers@USF system will automatically recognize your GEMS data. This new feature means that you will not have to create a new user account to access the system or apply for positions.

3. What if I applied for a position at USF before March 18 and I don’t see this position posted in the new system after March 18?

Positions that close to applicants on or before March 17 will not be posted in the new system.  If you successfully applied for the position prior to its close, your application has been received and will be considered for employment.

4. If I applied for a position at USF before March 18 and the same position is reposted in the new system on March 18, do I need to reapply?

If you successfully applied for a position before March 18, you do not need to reapply.

Positions that have not yet closed the applicant search by March 17 will be reposted in the updated system on March 18. While postings in the new system will look different because of the new layout, you will still be able to identify the positions you have applied for because the position numbers will remain the same. If you have already successfully applied for that position number, your application has been received and will be considered for employment.

5. If I have previously applied for a position at USF and have an application saved in the system for future use, will it be in the new system?

No, any applications saved in the current system for future use will not be transferred into the new system.  However, because you are a current employee and you will be accessing the new system through GEMS Self-Service, when you create a new application in the new system GEMS will automatically populate your name, address and other personal information currently stored in the GEMS database. Once you have created an application in the new system, it can be saved, updated and tailored for any additional positions that you would like to apply for.

6. What if I need assistance using the new Careers@USF?

When the new system goes live, there will be online tutorials for how to register as a user, create an application and apply for an opening.  If you have any further questions, send us an email at USFCareersHelp@admin.usf.eduand you’ll receive assistance within 1 business day.

Information for Current USF Temporary/OPS and Student Employees

1. How do I access the new Careers@USF?

Applicants who are current Temporary/OPS or Student employees will continue to access USF’s job site through the Careers@USF website. Beginning on March 18th, the site will be using a new program that has a different look and feel to it.

2. Will I need to create a new user account?

Yes.  If you have previously used the Careers@USF system to apply for a position at USF, personal data that is stored in your user profile in the current system will not automatically transition into the new system.  You will be able to view all open positions on the updated Careers@USF without creating a user account, but you will need to create a new user account if you would like to apply for an opening.

3. What if I applied for a position at USF before March 18 and I don’t see this position posted in the new system after March 18?

Positions that close to applicants on or before March 17 will not be posted in the new system.  If you successfully applied for the position prior to its close, your application has been received and will be considered for employment.

4. If I applied for a position at USF before March 18 and the same position is reposted in the new system on March 18, do I need to reapply?

If you successfully applied for a position before March 18, you do not need to reapply.

Positions that have not yet closed the applicant search by March 17 will be reposted in the updated system on March 18. While postings in the new system will look different because of the new layout, you will still be able to identify the positions you have applied for because the position numbers will remain the same. If you have already successfully applied for that position number, your application has been received and will be considered for employment.

5. If I have previously applied for a position at USF and have an application saved in the system for future use, will it be in the new system?

No, any applications saved in the current system for future use will not be transferred into the new system. Beginning March 18, if you are interested in applying for a new position at USF, you will need to create a new user account and a new job application in the updated Careers@USF system. Once you have created an application in the system, it can be saved, updated and tailored for any additional positions that you would like to apply for.

6. What if I need assistance using the new Careers@USF?

When the new system goes live, there will be online tutorials for how to register as a user, create an application and apply for an opening.  If you have any further questions, send us an email at USFCareersHelp@admin.usf.edu and you’ll receive assistance within 1 business day.

Information for External Applicants (Non-USF Employees)

1. How do I access the new Careers@USF?

Applicants will continue to access USF’s job site through the Careers@USF website. Beginning on March 18, the site will be using a new program that has a different look and feel to it.

2. Will I need to create a new user account?

Yes.  If you have previously used the Careers@USF system to apply for a position at USF, personal data that is stored in your user profile in the current system will not automatically transition into the new system.  You will be able to view all open positions on the updated Careers@USF without creating a user account, but you will need to create a new user account if you would like to apply for an opening.

3. What if I applied for a position at USF before March 18 and I don’t see this position posted in the new system after March 18?

Positions that close to applicants on or before March 17 will not be posted in the new system.  If you successfully applied for the position prior to its close, your application has been received and will be considered for employment.

4. If I applied for a position at USF before March 18 and the same position is reposted in the new system on March 18, do I need to reapply?

If you successfully applied for a position before March 18, you do not need to reapply.

Positions that have not yet closed the applicant search by March 17 will be reposted in the updated system on March 18. While postings in the new system will look different because of the new layout, you will still be able to identify the positions you have applied for because the position numbers will remain the same. If you have already successfully applied for that position number, your application has been received and will be considered for employment.

5. If I have previously applied for a position at USF and have an application saved in the system for future use, will it be in the new system?

No, any applications saved in the current system for future use will not be transferred into the new system. Beginning March 18, if you are interested in applying for a new position at USF, you will need to create a new user account and a new job application in the updated Careers@USF system. Once you have created an application in the system, it can be saved, updated and tailored for any additional positions that you would like to apply for.

6. What if I need assistance using the new Careers@USF?

When the new system goes live, there will be online tutorials for how to register as a user, create an application and apply for an opening.  If you have any further questions, send us an email at USFCareersHelp@admin.usf.edu and you’ll receive assistance within 1 business day.

The only data that will be purged after 4 years, will be non-hired applicants.  The application and all attachments associated with any person that was hired by the university, will be retained as a part of their employment record.

In addition, any documents that have been attached to hiring proposals and/or position descriptions in PA will be retained as they are considered employment documentation.  For example, if you attached a search plan to the hiring proposal in PA, that would be considered as an employment document and therefore not be subject to the 4 year retention for applicant data.

PA POSITIONS AND/OR POSTINGS IN DRAFT STATUS

Many departments enter position and/or posting information into PA as a “draft” until it is approved.  These records will not be archived and therefore, if you would like to have them for future reference, you will need to make a copy and store them.

NEED TRAINING?

Training sessions in Tampa are scheduled in GEMS and can be registered for through your GEMS Self-Service Account.  The training sessions are 2 – 3 hour sessions.  It is important that you attend both sessions so that you may develop a complete understanding of the new Careers.  Also, when you register, make sure you register for both session 1 and session 2.  For training sessions at Sarasota/Manatee or St. Pete, please contact your regional HR Department.

QUESTIONS / ASSISTANCE

If you have questions, please reach out to either your HR service center contacts (Tampa) or your regional HR contacts (Sarasota/Manatee or St. Pete) as we would like to make this transition as seamless as possible for you. We have created a PA2PS Project Page for detailed answers to many common questions about this transition. If you have other questions that you would like addressed in the FAQs, please send them via e-mail to: USFCareersHelp@admin.usf.edu.

Be sure to visit the PA2PS Project Page for detailed answers to many common questions about this transition.

Some of our Careers@USF users have asked about what access there will be to previous applicant information from the People Admin (PA) system after the transition to the PeopleSoft (PS) system. So, we would like to explain what users can expect after the March 18 transition date.

As we have previously mentioned, historical candidate information from postings in the PA system will not be transferred into the new PS system. Beginning on the March 18 transition date, all job postings, activities, and position updates will take place in PS.

PA Access from March 18 – April 15

While the PA system will no longer be used to support Careers@USF, it will still be accessible to departments from March 18 through April 15. This month long period will give departments the time to access historical data and candidate pools in order to close out postings that were advertised in PA.

Archiving PA Data

After April 15, the PA system will no longer be available to users; however, the PA applicant data will be archived in a database that will be maintained by HR.  All of the data will be indexed by posting number, position number (if applicable) and applicant name. Because of potentially-sensitive information contained on applicant documents, we will secure this information in Central HR (Tampa) as well as the Regional HR offices at Sarasota/Manatee and St. Pete.

This archived data will remain in the database for four years from the database’s date of creation. After this period, the information will be purged in accordance with the university’s record retention guidelines.

Accessing the Archived PA Data

For users to access the archived data, they will need to make a request via email to their HR Service Center representative (Tampa) or their Regional HR representative (regional campuses) with the specific information needed. The HR representative will query the information and upload it to a secured site for the user to access. Depending on the size of the data request, HR should be able to provide access within 1-2 business days. Large data requests may need additional time for retrieval and will be handled on a case-by-case basis.  More details about this process will be provided to users in early April.

We want you to know we are here to help make this transition as smooth as possible and will work with you to address any concerns that may arise. We have also created a PA2PS Project FAQ webpage for detailed answers to many common questions about this transition. If you have any other questions that you would like addressed in the FAQs, please send them via e-mail to: USFCareersHelp@admin.usf.edu.

Because there are a great deal of Expense Report records to transfer, information is being moved in yearly sections, starting with the most recent.  At this time, all Expense Report Receipt Packages for the calendar year 2012 forward have been migrated to the new system.  All new incoming Receipt Packages are being indexed and entered into the new system as they are received.

One improvement you will notice with the new system is full functionality of the “IMAGE” button found on the Expense Report page.  This feature allows an authorized user to access and view the Receipts Package related to the Expense Report.  The button is currently fully functional for all records dating back to the start of year 2012.  As more of the older records are moved, they will also be accessible and complete.

Please note: The “IMAGE” button was not intended for use with the prior imaging system for travel records; therefore, you may encounter incomplete records for Reports that have not yet been moved over to the new system. This will not be an issue once the records are transferred, and we will be sure to let you know when the entire process is complete.

Please feel free to contact travelhelp@usf.edu with questions or concerns.

Thank you.

How will this affect USF employees?

As a current USF employee, you may have used the Careers@USF system to apply for your current job. Some employees also keep an updated job application saved in the Careers@USF system in case a new employment opportunity arises within the university.

As Careers@USF makes this transition, job applications that are housed within the current system will not transfer into the new system. Therefore, on and after March 18, anyone interested in applying to a new position at USF will need to create a new job application in Careers@USF.

Direct access to the Careers@USF system will change on March 18 for employees on Staff, Administration and Faculty positions. To access Careers@USF, these employees will go through GEMS Self-Service. This change will provide added convenience as the new Careers@USF system will automatically recognize your GEMS data.
Temporary/OPS employees, student employees and applicants external to USF will continue to access USF’s job site through the Careers@USF website.

Please continue to watch this website for additional information regarding this exciting change.

Our primary concern throughout this implementation is making sure our Careers@USF users feel comfortable and confident as they begin using the new application. We have learned through past implementations that training is most effective when it occurs just before the users are able to begin working in the new system. Therefore, the training for the new PeopleSoft application will take place “Just in Time.”

Careers@USF Training Plan

Training will first begin with a small, selected group of Careers@USF users over the next couple of weeks in order to help the PA2PS implementation team test the new system’s functionality, approvals and notifications.

Training will then take place in late February and early March for the users who will have an immediate need after implementation to use Careers@USF to post openings and source applicants. The HR Service Center managers will soon be working with department contacts to establish and communicate the training schedule and locations.

The training will be conducted in sessions that will include hands-on exercises. By the end of these sessions, users will have a solid grasp of how to use the new application. If any additional questions arise after the training is complete, a trained support team will be available to answer questions and provide assistance as the application moves into production.

For users that do not have an immediate need to learn the new application, training sessions will be offered on a regular basis, with upcoming online training options to be available as well.

Please let us know what questions you may have regarding the project by sending them via e-mail to: USFCareersHelp@admin.usf.edu.  All questions and/or concerns regarding the project will be answered on the PA2PS Project FAQ webpage.