HireTouch - Frequently Asked Questions

Your Unit Security Contact (USC) can request HireTouch access for you through the Security Application at https://webprod.admin.uillinois.edu/secapp/index.html.  Security for HireTouch involves two parts:

1. Organization Access – the organization codes you are affiliated with determine which departments you can perform tasks for in the HireTouch Admin System.




2. HireTouch Profile – the profile determines the type of role you have within the HireTouch Admin System and the tasks you can then perform for your assigned organizations.
   
   

There are four security profiles available in HireTouch:

1. Dept-General User – this profile grants general access to views and document types, as well as limited access to processes.




2. Dept-Search Coordinator – this profile grants general access to views and document types, as well as full access to processes.  This is a restricted profile that requires approval from HR/OAE.




3. Dept-Search Committee – this profile grants temporary access to job searches and applicants tied to a job search.




4. Dept-Civil Service Review – this profile grants a hiring manager access to only see the applicants supplied by Human Resources that are in the top three of the civil service register for their job.

More information about these profiles can be found in the Additional Information job aid at:
http://www.uic.edu/depts/hr/support/HireTouch/training/HireTouch_AdditionalInfo.pdf

User can only see jobs that have an organization code tied to it that they have access to.  Each department or unit must have their Unit Security Contact (USC) grant them the appropriate organization security.  Users can only see applicants that are tied to these jobs.  Your USC should audit this access from time to time and make sure employee have the appropriate access for their job.

Users can see jobs or applicants in other areas if they are assigned to a search committee.  This will give them temporary access to the job and applicants tied to that job so they can review the documents that they upload or complete online.

Most likely, the Chart and Organization Code and the Organization Name fields were not properly selected and entered when the job was created.  If those fields are not completed correctly, security does not apply to the job and it is viewable by anyone in the system.  Please confirm you are completing these fields correctly on step 2 of the Job Template when specifying the job settings for your job.  Please note: Jobs such as this are have not completed the approval process and have yet to post to the Job Board, so no applicants are tied to the job yet.

If you come across any of these jobs please contact the UICHR Help Desk at 312-413-4848 or uichrhelpdesk@uillinois.edu.

You can add the person as a “casual user” to the job search committee.  The steps for this process are found on page 3 of the Additional Information job aid at:

http://www.uic.edu/depts/hr/support/HireTouch/training/HireTouch_AdditionalInfo.pdf

Deletion of jobs only can be done at the Campus Administrator level.  This is to ensure that the job you want deleted is truly your job (no security issues related to bad organization codes/names).  Please submit any deletion requests to the UICHR Help Desk and we will complete this task.  You can reach the Help Desk at 312-413-4848 or uichrhelpdesk@uillinois.edu.

The college Search Coordinators attended HireTouch training in June 2010 as part of a “train-the-trainer” program.  Each Search Coordinator is responsible for training within their colleges and departments.  For a list of Search Coordinators, please refer to the OAE website at:
http://www.uic.edu/depts/oae/AcademicSearchCoord.html

The HRIS Group offers frequent webinars to address questions and issues arising from the use of HireTouch.  While not training sessions, the webinars provide a brief demonstration on a feature of HireTouch and then an opportunity to ask questions of the panel.  The webinar schedule is found on the HireTouch Support page at:
http://www.uic.edu/depts/hr/support//HireTouch/index.shtml