Recruitment Management System (Teaching) - Admin Portal

Introduction

Recruitment Management System (teaching), admin portal document introduces the Samarth recruitment (teaching) portal for administration use.

This portal will consists of:

  • Login screen

  • Dashboard

  • Advertisement

  • All Applications

  • Post

  • Candidate

  • Reports

Dashboard

Following are the details of the dashboard:-

  • Admin can see total no of vacancies, total no of candidates registered, no of the submitted application, in-process application.
  • Admin can also see all the details of each vacancy with the Advertisement no, Department the vacancy is for, profile/post name, starting and closing date, their status(in-process/submitted), the total amount received while filling the form by candidates.
Recruitment Management System (Admin Portal Dashboard 1) Recruitment Management System (Admin Portal Dashboard 1)

Settings

This section consists of the configuration details related to the Recruitment module. Only the admin with the rights of Teaching_Recruitment_Admin can view and access it.

Recruitment Management System Teaching (Admin Portal) Settings

Department

In this field, all the Departments are listed. Admin can add a new department by clicking on the Add Department button present on the top right side of the portal and fill in the required details:-

  • Subject

  • Short Name

  • Admin can edit/update the details by clicking on the Edit icon available.

Post

In this field, all the posts related to teaching positions will be listed.

Categories

In this field, all the categories will be listed. For Example:- Unreserved, SC, ST, etc.

  • Admin can add a new category by clicking on the Add Category button present on the top right side of the portal and fill in the required details:-

  • Name

  • Short Form

  • Description

  • Status

  • Created At

  • Updated At

PwBD Categories

In this field, all the PwBD (Person with benchmark disability) categories will be listed.

  • Admin can add a new category by clicking on the Add PwBD Category button present on the top right side of the portal and fill in the required category name.

State List

In this field, all the states will be listed.

  • Admin can add a new state by clicking on the Add State button present on the top right side of the portal and fill in the required details:

  • Country ID

  • Name

  • Status (Active/Inactive)

Country List

In this field, all the Countries will be listed.

  • Admin can add a new country by clicking on the Add Country button present on the top right side of the portal and fill in the required details:

  • ID

  • Name

  • Status

Degrees

In this field, all the types of degrees that can apply for a job are defined.

  • Admin can add new degree details by clicking on the Add Degree button present on the top right side of the portal and fill in the required details:

  • Level (select from the drop-down)

  • Name (Name of the membership)

  • Stream (select from the drop-down)

NET

Marks/Research Score Rules

  • In this field, all the research score rules are pre-defined.

Screening Committee

In this section, all members of the screening committee will be defined.

  • Admin can add a new member to the screening committee by clicking on the Add Screening Committee button present on the top right side of the portal and fill in the required details:

  • Job Vacancy

  • User

Content Pages

In this section, all contents will be defined.

  • Admin can add a new contribution area by clicking on the Add Content Pages button present on the top right side of the portal and fill in the required details:-

  • Page Name

  • Page Content

  • Status(Active/Inactive)

  • Admin can view the details by clicking on the Preview of Page Link.

  • Admin can edit/update the details by clicking on the Edit icon available.

  • Admin can see details of advertisements (post, department, start date, close date, status) under this Advertisement tab and filter them by post/department according to the requirement.

Add Advertisement:

Admin can add new advertisement by clicking on the Add Advertisement button present on the top right side of the portal and fill in the required details:

  • Advertisement Number
  • Title
  • Name of the newspaper in which advertised
  • Website URL in which advertised
  • Advertised in different departments of University? (Yes/No)
  • Description
  • Date Of Advertisement

View:

Admin can view the details by clicking on the View icon available in front of every entry.

Update:

Admin can update/edit the details by clicking on the Edit icon.

View Post:

Admin can view the post associated with the advertisement and can perform an action accordingly.

Post

Admin can view the post associated with the advertisement and can follow the required steps.

After adding an advertisement, the post has to be defined.

All the posts added here in this section will be visible in the front end to opt/apply for by the applicant.

Add Post:

Admin can add a new post by clicking on the Add Post button present on the top right side of the portal and fill in the required details:

  • Post (select from the drop-down)

  • Description (select from the drop-down)

  • Session (Year)

  • Start Date (select from the Calendar)

  • Close Date (select from the Calendar)

  • Job Post Code

  • Show Status of Application to Candidates (Yes/No)

  • Show Screening Comments and Marks/Score of Application to Candidates (Yes/No)

  • Send email notification automatically on status change (Yes/No)

  • Fee Exemption due to the Previous Advertisement (Yes/No)

  • Can the Candidate apply under multiple categories from a single application (Yes/No)

  • The reference date for age calculation (select from the Calendar)

  • Previous Advertisement No.

  • Fix fee for all category or Individual fee for all category (Fix/Multiple)

  • Few uploads (mark Yes if required else mark NO)

  • Upload for Academic Section

  • Upload for Present Employee Details

  • Upload for Research Publication

  • Upload for Invited Lectures

  • Upload for Teaching Experience

  • Upload of NOC

  • Upload for Research Project

  • Upload for Patents

  • Upload for Awards

  • Upload for Research Experience

  • Upload for Research Articles

  • Upload for Research Guidance

Configure Post:

Admin can configure the post details before publishing it by clicking on the update button present on every section/block.

  • The update can be made in category wise vacancy and fees.

Publish:

Admin can publish the post details so that it can be visible in the front end for the applicant by clicking on the publish button and filling in the following details:

  • Start Date (select from the calendar)

  • End Date (select from the calendar)

  • Remarks

View Post:

Admin can view the entries/application submitted for each post by clicking on the View icon. From here the admin can compose mail or mark the application received for further process.

Compose Mail:

Admin can compose mail by clicking on the checkbox against the desired candidate and send the status of their application(selected/not selected) from here itself by selecting the application entries and clicking on the Compose Mail button and filling in few details:

  • To

  • Choice (Select from the drop-down)

  • Subject

  • Text Body/Content

Mark for Entrance/Interview:

Admin can mark the application for an entrance exam or interview according to the university rule by clicking on the Mark for Entrance/Interview button.

Filter:

Admin can filter/sort the application by clicking on alignment icon.

Personalized grid setting:

Admin can configure/customize the grid setting by clicking on the configure/wrench icon.

Export:

Can even export the data in the form of (pdf, CSV, etc) as required by clicking on click here to Export data by clicking on the export icon.

MIS Report:

Admin can view/generate the MIS report according to the status selected. It helps the admin to check all applications directly by searching for their shortlisting status.

All Application

  • This section will contain all the applications submitted so far.
  • Here admin can see theapplication and filter it by post, department, etc.
  • It will show the admin all the application for a particular post and their status together.

View:

Admin can view the full application details by clicking on the View icon and can perform two actions:-

  • Start Screening
  • Update Status

Compose Mail:

Admin can compose mail and send the applicant the status of their application (selected/not selected) from here itself by selecting the application entries and clicking on the Compose Mail button and filling in few details:-

  • To
  • Choice(Select from the drop-down)
  • Subject
  • Text Body/Content

Candidate

Admin can View the candidate status in this section.

Reports

This section helps to generate and view all data at a glance at any time, get instant reports can be able to make an authentic decision.

Report on Category Ratio:

It helps to generate the category-wise report.

Report on Gender Ratio:

It helps to generate the gender-wise report per advertisement. Admin can select the post according to the need.

Status-Wise all Applications:

It helps to generate the advertisement-wise status report.

Category-Wise Distribution:

It helps to generate the Category Distribution for Each Advertisement.

Users

The Samarth eGov Suite is based on RBAC (Role-based Access Control) therefore the specific user role has to be provided to the respective user to configure the advertisements and job postcodes in the Recruitment Management.

Following are the user roles:

  • nonteaching_recruitment_admin: provided to the designation who manages and configures the Non-Teaching Recruitment advertisements.

  • teaching_recruitment_admin: provided to the designation who manages the Teaching Recruitment in the University and configures the advertisement for the same.

Login screen

1: First, a login screen will appear where the user/admin has to fill the login credentials like username, password, and captcha.

2: After clicking Ok a new screen will appear asking for OTP sent on your registered username.

3: Fill the OTP to login and proceed further.

4: Click on the settings section to first configure the recruitment-related details.

5: To understand how to configure the setting go to the Settings.

6: To understand how to add/view/update the advertisement go to the Advertisement

7: To understand how to view/add/publish a post go to the Post.

8: To understand where to view all the application forms go to the All Application.

9: To understand how to generate different types of reports go to the Reports.

Configuration of Advertisements and Job postcodes

Configuring the Recruitment Management Settings

The module settings need to be configured as per the Advertisement before adding the advertisements or job-post codes. Following are the module settings:

  • Department- In this section, the list of departments which are added in the Organization Unit will get visible.

Note: If any of the departments is not visible then the Administrator needs to click on the Add Department button to refresh the list of departments.

  • Post- This section shows the list of Job Post Codes added in the system. The admin can click on the Add Post button to add a new job postcode in the list.

  • Category- In this section, the list of the pre-configured categories will get listed. The admin can add a new category by clicking Add Category button.

  • PWD Category- The list of pre-added PWD Categories will be visible in this section and the admin can also add a new PWD category by clicking Add PWD Category button.

  • State List- In the State List category it is already Defined but Admin wants to Add New State then clicks on Add state button.

  • Country List- In the Country List category it is already Defined but Admin wants to Add New Country then clicks on Add Country button.

  • Degree- The list of Degrees will be visible in this section, if the admin wants to add a degree, it can be done by clicking the Add Degree button.

  • NET Subjects- The list of NET Subjects will be visible in this section. If the admin wants to add a new NET Subject it can be done using the NET Subject button.

  • Marks/Research Score Result- The marks and research score is pre-defined in this section as per the UGC Guidelines.

  • Screening Committee- In this section the admin can create a screening committee for a specific job postcode using the Add Screening Committee button.

  • Content Pages- In this section the admin can add a Content Page to the candidate portal by clicking on Add Content Button.

  • Job Post Additional Fields- In this section the admin can add an Additional Field for the job post codes using Add Additional Field button.

Configuring the fresh Advertisements

Steps for configuring the advertisement in Recruitment Management:

The administrator needs to click on the Advertisements section.

  • Admin can configure and view the details of added advertisements in this section.

  • With the help of the Add Advertisement button, the admin can add a new advertisement by filling in the necessary details in the form.

  • The Update button can be used to update the details of the Advertisement.

Configuring the Job post Codes in specific Advertisements

All the configured advertisements will be visible in this section in the form of a list. The admin has to click on the view button to add the job postcode in the respective advertisement.

Steps for configuring the job postcodes in Recruitment Management:

1: Click on the View button to view all configured Job Posts for the respective advertisement.

2: Click on Add Post button to configure the new Job Post.

3: Admin will fill in the required details of the Job Postcode. The job post can be configured by filling following details:

I. Post

II. Department

III. Session Year

IV. Start and Close date

V. Job Postcode

VI. Status of Application

VII. Fee Exemption due to Previous Advertisement

VIII. Screening Comments and Marks/Score

IX. Age relaxation

X. Educational Qualification

XI. Extra Field Settings

  • Add Vacancy Count for the job postcode category-wise.

  • Set the Minimum age and Maximum age of the respective category for age relaxation.

  • After verifying all the details, click on the Save button to configure the vacancies for the said job postcode

  • Update the Registration Fees for individual categories.

  • Add the application fee and tax amount (if any) for each category and gender.

  • Preview all the details and click on the Save button.

4: Publish the Job Post after configuring the registration fee by clicking the Publish button.

After publishing the respective job postcode, the Advertisement will get active and the candidate will be able to view and apply on the said job postcode from the live date.

External Resources

📹 Module Training Video ⤤ | v1

Edit this page