Standard Questions Section

Use the Application Question Setup page's Standard Questions section to add, edit, and delete the questions that will appear on all job postings for a selected position type. Two forms of Standard questions can be assigned to a position type:

PowerSchool-Defined Questions Use a specific question text for each response type and allow for multiple responses. They also utilize reference tables in Human Resources to standardize the responses. PowerSchool-defined questions can have the following response types: Certificates, Education, Experience, Gallup, License, References, Skills, and Work History. Though these questions may be pre-defined, you can also add new ones as needed.

User-Defined Questions Require you to create the question text that will appear on applications and may only allow one answer based on the type of response. User-defined questions can have the following response types: CheckBox, Date, DropDown, Information, Numeric, and TextBox.

You can use the section's Search Filter field to search for questions that are already defined for specific Response Types.

To assign questions to an application, you drop and drag them from the Standard Questions section to the page's Questions section. Once a question is assigned to a position type, it will no longer display in the Standard Questions section for the application's current position type. However, the questions will be available for use in other position types.

Important
Do not change any questions associated with a position type once applicants start applying for job postings if you choose to roll and synchronize responses and verifications.

Menu Path: Human Resources > Entry & Processing > Recruitment > Application Question Setup

Response Types

The following chart illustrates the additional fields that may display once you select a Response Type. A √ indicates that the field displays when the Response Type is selected. A blank indicates the field does not apply to the Response Type. For descriptions of these and other fields, refer to the Fields section below.

Response Type	Required Checkbox	Is Minimum Requirement Checkbox	Min # of Responses	Include "Other" Option Checkbox	Label for "Other" Option	Answer Details
Certificates	√		√, if Required is selected
CheckBox	√	√		√	√	Refer to the Answer Details section below.
Date	√			√	√	Refer to the Answer Details section below.
DropDown	√	√		√	√	Refer to the Answer Details section below.
Education	√		√, if Required is selected
Experience	√		√, if Required is selected
Gallup	√
Information	√
License	√		√, if Required is selected
Numeric	√			√	√	Refer to the Answer Details section below.
References	√		√ if Required is selected
Skills	√		√, if Required is selected
TextBox	√			√	√	Refer to the Answer Details section below.
Work History	√		√, if Required is selected

Filtering the question list

To display all questions for a particular Response Type, select the Response Type in the Search Filter section, and then click Lookup.

To display all questions regardless of Response Type, select the blank entry in the Search Filter section, and then click Lookup.

Adding questions

Click New at the bottom of the section.
In the Add New Question page, complete the fields. For details on individual fields, refer to the Fields section.
Click Save. The question will now appear in the Standard Question listing.

Editing questions

Click the Pencil icon in the question's Edit column.
In the Edit Question page, change any fields as needed.
Click Save.

Deleting questions

Click the Delete icon in the Delete column of the question to be deleted.
In the confirmation dialog, click OK.

Fields

Application Question Setup Page - Standard Questions Section

The section displays fields for listing and selecting questions for use in all job postings for a selected Position Type. Questions that are already assigned to an application for the current Position Type will not display in the List section.

Search Filter Section

Use the fields in this section to select the questions to display. Leaving the fields blank and clicking Lookup displays all standard questions that are not being used in the current application.

Field

Description

Description

Enter either the full description or the starting characters of the questions' descriptions. For example, entering Admin would match Administrator and Administrative Assistant, depending on your selection in the adjacent Response Type field. To search solely by Response Type, leave the Description field blank.

Note that more than one question can have the same description. For example, you could use the same description for several Response Types. However, questions must have a unique Description/Response Type combination.

Response Type

Enter the Response Type of the questions to display, depending on your entry in the Description field. To search solely by Description, leave this field blank.

Select:

Certificates	Education	License	TextBox
Checkbox	Experience	Numeric	WorkHistory
Date	Gallup	References
DropDown	Information	Skills

List Section

This section displays all questions found in a search. You can add a question to the application by placing the pointer on the question and dragging it to the Questions section.

Field	Description
Description	Displays the description identifying the question in combination with the question's Response Type.
Response Type	Displays the Response Type identifying the question in combination with the question's Description.
Edit	Click the Pencil icon in this column to display the Edit Question page.
Delete	Click the Delete icon in this column for a question you want to delete, and then click OK in the confirmation dialog.

Add New Question and Edit Question Pages

The Add New Question page displays when you click New at the bottom of the Standard Questions section, while the Edit Question page displays when you click the Pencil icon in the Edit column.

Text Box Section

This section includes the following text boxes for identifying the question and entering text that will display on the application.

Field	Description
Internal Description	Description of the question, as it will display on the Standard Applications Question page. Character/50
External Description	Description of the question, as it will display on the Recruitment Portal for internal and external applicants. Character/50
Introduction	Text that will display before the question on the application. The introduction is optional text that may be used, for example, to provide direction to the applicant in completing one or more questions. Character/4000
Question Text	Text of the question that will display on the application. Required. Character/4000 For PowerSchool-defined questions, anything entered here will be replaced with question text specified for the response type.
Explanatory Comment	Text that will display when an applicant places the pointer on the question mark icon next to the question. The text will provide additional information regarding the question. Character/4000
Notes	The following apply to the Introduction, Question Text, and Explanatory Comment fields: To display the Rich Text toolbar for a field, click the Arrow icon. The toolbar enables you to apply font attributes (styles, sizes, alignment, and so forth), add numbering or bullets, import images, insert a table, and among other word-processing functions, copy, cut, and paste text. To clear the information in one of these fields, click X to the right of the field, and then click OK in the confirmation dialog.

Additional Fields Section

The Response Type selected determines the additional fields that display in this section, as noted in the descriptions.

Field	Description
Response Type	Type of response for the question. Select: CheckBox Date DropDown Information Numeric TextBox
Required	Checkbox indicating whether the question is required to be answered before the questionnaire can be submitted. Displays for all Response Types except Information.
Min # of Responses	Select 1-6 from the drop-down list to indicate the minimum number of responses required for the question. Displays if the Required checkbox is available and is selected.
Is Minimum Requirement	Checkbox indicating if the response to the question qualifies as a minimum requirement. If this box is selected and the minimum requirement is not met, the application will be marked as Not Qualified. Displays only if the Response Type selected is CheckBox or DropDown.
Include "Other" Option	Checkbox indicating if a question allows for a text entry response. This is used when the applicant may have a different response than one that can be entered or selected. Displays only if the Response Type selected is CheckBox, DropDown, Numeric, or TextBox.
Label for "Other" Option	Defines the label for the answer field. Displays only if the Include "Other" Option checkbox is available and is selected.

Answer Details: CheckBox and DropDown Response Types

Following are descriptions of the Answer Details fields that display when the Response Type is CheckBox or DropDown. Click New below the grid to add new lines for additional answers.

Field	Description
Answer	Text box containing an answer option for the question.
Minimum Requirement	Indicates specifically which answers satisfy the minimum requirement. Displays only if the Is Minimum Requirement checkbox in the Checkboxes section is selected.
Score	Integer indicating the value of the question. Answers can be weighted so that particular answers have a higher score than others.
Req Disp (Requires Dispositioning)	Checkbox indicating that if the applicant selects that answer option, the applicant will need to be dispositioned if not hired for the job posting.
Req Other (Requires Other)	Indicates if an "Other" response is required. Displays only if the Include "Other" Option field is selected.
Doc Upload Option	Indicates whether the applicant has the ability to upload a document relating to the answer option. Select: Required - to require the applicant to upload a document if the answer option is selected. Optional - to allow the upload of a document to be optional. Blank - to prevent the Upload button from displaying.

Answer Details: TextBox Response Type

The following fields display only if the Response Type selected is TextBox.

Field

Description

Number of Lines

Indicates the number of lines for the text box that will display in the application.

Maximum number of Characters

Determines the maximum number of characters an applicant can enter in the text box. As indicated, the maximum number of characters is 4000. If the field is left blank, the limit will default to 150 characters.

If text is entered require 'other' response

Checkbox to indicate whether a response in the "Other" field is required if text is entered.

Displays only if the Include "Other" Option checkbox in the Checkboxes section is selected.

Answer Details: Date Response Type

The following fields display if the Response Type selected is Date.

Field

Description

From

Start date for the date range that the applicant can use for a response.

To

End date for the date range that the applicant can use for a response.

If date is entered require other response

Checkbox to indicate whether a response in the "Other" field is required from the applicant if a date is entered.

Displays below the From and To fields only if the Include "Other" Option checkbox is selected.

Answer Details: Numeric Response Type

The following fields display if the Response Type selected is Numeric.

Field

Description

Whole Numbers Only

Checkbox indicating whether only whole numbers can be entered as a response in the numeric field.

If a number is entered require an 'other' response

Checkbox to indicate whether a response in the "Other" field is required and a number is entered in the numeric field.

Displays only if the Include "Other" Option checkbox is selected.

Advanced Options Section

The first three fields display in this section regardless of the Response Type selected.

Field

Description

Hide from Employees

Checkbox indicating whether the question will appear on the application for an employee who has logged into Recruitment through Employee Access Center (EAC). If the box is selected, the question will not display.

Hide from External Applicant

Checkbox indicating whether the question will appear on the application for an external applicant who has logged into Recruitment through the Recruitment Portal. If the box is selected, the question will not display.

Hide on Applicant Review

Checkbox indicating whether the question will be visible on the Applicant Review page accessed through View Pool in the Posting Requisition Overview option.

The display of the following fields depends on the Response Type selected, as indicated in the descriptions:

Synchronize Question Responses

Checkbox indicating whether the question will synchronize answers for the applicant across eligible applications. For details, refer to Synchronization.

Displays for all Response Types except Gallup and Information.

Require Document Upload

Checkbox indicating whether the applicant will be required to upload a document with their application before it can be successfully submitted. If neither this field nor the next is selected, the Upload button will not display.

Displays for all Response Types except CheckBox, DropDown, Gallup, and Information.

Document Upload Optional

Checkbox indicating whether the applicant is required to upload a document with their application. If neither this field nor the previous field is selected, the Upload button will not display.

Displays for all Response Types except CheckBox, DropDown, Gallup, and Information.

HR Verification Level

Indicates the level of verifications required by the Human Resources staff members. These verifications will need to be completed before the hiring manager can view the applicant and the application on the Posting Review and Applicant Review pages accessed through View Pool in the Posting Requisition Overview option.

When the Human Resources staff members view the Verification Overview page, only the lowest level of verification will appear. For example, if a question has been assigned as a second level of verification, it will not appear for the Human Resources staff members until all first (1) level verifications are complete. Therefore, if an applicant fails the first level of verification, the response will not display for the second or third level. For more information, refer to Verification Overview Page.

Select:

0 - No Verification	Question will be auto-verified and no further action is required by the Human Resources staff members.
1 - First	First level of verification required by Human Resources staff members.
2 - Second	Second level of verification required by Human Resources staff members.
3 - Third	Third level of verification required by Human Resources staff members.

Displays for all Response Types except Gallup and Information.

Roll Question Answers

Indicates the circumstances under which question responses from an applicant's previous application will roll forward to a new application. This field is used in conjunction with the Allow Responses to Roll Forward Until _ Days Old field on the Online Presentation & Options page.

Select:

J - Most Recent Application within same Position Type	Answers will roll forward from the most recent submitted application that has the same position type on the job posting as on the one the applicant is applying to.
A - Most Recent Application	Answers will roll forward from the most recent submitted application, regardless of the position type.
N - Never	Answers will never roll forward. This choice is not available when the Synchronize Question Responses is selected.

Displays for all Response Types except Gallup and Information.

PowerSchool-Defined Standard Question Types

Following are the field descriptions for PowerSchool-defined questions, as they will display for applicants on a job posting.

Certificates Response Type

Field	Description
Type	Identifies the certification type, as defined in Personnel's Certification Types table in Human Resources. Required.
Area	Identifies the certification area, as defined in Personnel's Certification Areas table in Human Resources. Required.
Number	Identification number of the certificate. Required.
Issue Date	Date the certificate was issued.
Expiration Date	Date the certificate expires.
Registration Date	Date the certificate was registered.
Primary Certificate	Indicates whether this is the applicant's primary certification.

Education Response Type

Field	Description
Degree Or Diploma	Identifies the type of degree or diploma the applicant earned, as defined by Education's Degree Types table in Human Resources. Required.
School Or Institution	Identifies the school or college that conferred the degree, as defined by Education's Degree Schools table in Human Resources. Required.
Major	Identifies the minor area of study for the degree, as defined by Education's Degree Subject table in Human Resources. Required.
Minor	Identifies the minor area of study for the degree, as defined by Education's Degree Subject table in Human Resources.
Issue Date	Date the degree was issued.
GPA	Grade point average earned by the applicant.

Response Type: Experience

Field	Description
Experience Type	Identifies the type of experience, as defined by Recruitment's Experience Types table. Required.
Years of Experience	Length of experience in years. Required.

Response Type: Gallup

Use of this response type provides a link on the application to Gallup's assessment survey. If your organization subscribes to this service, you can integrate your Recruitment system applications with the survey.

When an applicant displays an application that uses this response type, the Gallup section displays the following message:

We have sent a request for a Gallup assessment and have not yet received your unique assessment web link.

Once the link has been received, it will be displayed here for you to start or continue the Gallup assessment.

You can also check in your To Do list and access this part of the application from there. This assessment web link is unique for you and cannot be shared with others.

For additional information, refer to External Integration.

License Response Type

Field	Description
Type	Identifies the type of license or non-teaching certificate for the applicant, as defined by Personnel's License Types table in Human Resources. Required.
License Number	Identification number assigned to the license or non-teaching certificate.
State	State where the license or non-teaching certificate was issued.
Issue Date	Date the license or non-teaching certificate was issued.
Expiration Date	Date the license or non-teaching certificate expires.

References Response Type

Field	Description
First Name	First name of the reference. Required.
Last Name	Last name of the reference. Required.
Phone Number	Phone number for the reference. Required.
Email	Email address for the reference. If your organization will be sending eReference questionnaires, this is the address where the form will be sent.
Title	Job title of the reference.
Relationship	Reference's relationship to the applicant, as defined by Recruitment's Reference Relationship table.
Years Know	Number of years the applicant has known the reference.

Skills Response Type

Field	Description
Skill	Identifies the applicant's skill, as defined by Personnel's Job Skills table in Human Resources. Required.
Years of Experience	Applicant's years of experience with the selected skill.
Years of Education	Applicant's years of education relate to the selected skill.

Work History Response Type

Field	Description
Employer	Employer or company name where the applicant had been employed. Required.
Employer Email	Email address of employer or supervisor. If your organization will be sending eEmployment questionnaires, this is the address where the form will be sent.
Address	Address associated with the employer. Required.
City	ity for the employer's address. Required.
State	State for the employer's address. Required.
Zip	Zip code for the employer's address. Required.
Supervisor	Name of the applicant's supervisor. Required.
Phone	Supervisor's phone number. Required.
Ext	Extension number associated with the supervisor's phone number, if applicable.
Position Held	Applicant's position with this employer. Required.
Work Type	Identifies the type of work the applicant performed in the position, as defined in Recruitment's Work Types table. Required.
Job Description	Detailed description of the applicant's job. Required.
From Date	Date when the applicant began working for the employer. Required.
To Date	Date when the applicant stopped working for the employer. This field can be left blank if the applicant is still employed. Required.
Present	Indicates whether the applicant is still employed by the employer. Required if the To Date field is blank.
Annual Salary	Applicant's salary with the employer.
Full Or Part Time	Indicates whether the applicant was employed part-time or full-time. The options are Full Time, Part Time, or Both. Required.
Reason for Leaving	Identifies the reason the applicant is leaving or left the employer, as defined in Recruitment's Reason for Leaving table.