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 | ||||||||||||||||
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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:
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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 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 |
Required | Checkbox indicating whether the question is required to be answered before the questionnaire can be submitted.
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Min # of Responses | Select 1-6 from the drop-down list to indicate the minimum number of responses required for the question.
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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.
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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.
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Label for "Other" Option | Defines the label for the answer field.
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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.
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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.
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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. |
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.
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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.
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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.
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Advanced Options Section
The first three fields display in this section regardless of the Response Type selected.
Field | Description | ||||||||
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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.
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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.
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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.
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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:
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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:
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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 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. |