Guide to using the student placement portal

EMPLOYER AND SETA
GETTING STARTED
MANUAL
STUDENT PLACEMENT MANAGEMENT PORTAL
www.universityportal.co.za www.tvetportal.co.za

Page | 2 PLACEMENT PORTAL Telephone 031-8236596 Email: support@olums.org
TABLE OF CONTENT
1. WHERE DO I START?_________________________________________________ 5
2. HOW DO I REGISTER AS AN EMPLOYER? ___________________________ 5
4. WHAT IS A DASHBOARD AND HOW DOES IT WORK? _______________ 7
5. HOW DO I UPDATE AND EDIT MY PROFILE? ________________________ 8
6. HOW DO I ADD A MYSELF AS AN EMPLOYER CONTACT? __________ 9
7. HOW DO I GET SUPPORT? ___________________________________________ 9
8. HOW DO I POST A JOB ADVERTISEMENT?_________________________ 10
STEP 1: POST THE DETAILS OF A JOB ADVERT ___________________________________________11
STEP 2: TARGETED STUDENTS AND GRADUATES ________________________________________12
STEP 3: SELECT THE TARGETED OCCUPATIONS __________________________________________13
STEP 4: OPTIONAL POLL QUESTIONS __________________________________________________14
STEP 5: POST JOB ON PORTAL _______________________________________________________15
8. WHAT IS A POLL AND HOW DOES IT WORK?_______________________ 15
9. MENU A: EMPLOYER EXECUTIVE SUMMARY VIEW_______________ 16
10. MENU B: SHORTLISTING MENU VIEW _____________________________ 17
11. HOW DO I VIEW THE JOB APPLICANTS? ___________________________ 18
12. HOW DO I SHORTLIST THE APPLICANTS? _________________________ 18
13. HOW TO DO I SET THE INTERVIEW SCHEDULE?___________________ 19
14. HOW DO I MAKE A JOB OFFER TO A STUDENT?___________________ 20
15. HOW DO I POST A BURSARY? ______________________________________ 21
16. HOW DO I SELECT THE BURSARY APPLICANTS?__________________ 22
www.universityportal.co.za www.tvetportal.co.za

INTRODUCTION
The TVET and UNIVERSITY Portals are two powerful Management and Tracking
Systems developed by Online University Management Systems (OLUMSTM
) to manage
and track the placement of students who require Work Integrated Learning (WIL)
placements, apprenticeship placements, learnership placements, internship
placements and graduate placements at TVET Colleges and Universities in South
Africa. The PORTAL produces EXECUTIVE REPORTs on placed and unplaced
students per qualification, per Department, per Faculty, per Campus, per College
Upon registration employers, SETA's, UNIVERSITY and TVET College Placement
Managers, students and graduates will all receive a personalized DASHBOARD on the
PORTAL through which they would be able to engage with all the PORTAL activities,
these would include alerts, messages, responses and discussions and other
interactions.
Employers also have the added advantage of targeting any one or more of the
Universities and TVET Colleges in South Africa on a single platform. Stakeholders
can interactively engage with respective TVET College Placement Managers, students
and graduates via the PORTAL.

PLACEMENT MANAGERS, Employers and SETAs are able to perform the following
transactions online:
• Post Job and Bursary Advertisements
• Receive student and graduate applications online,
• Receive shortlisted candidates lists who had been forwarded by the
respective University or TVET College Placement Managers,
• View the candidates profile online,
• Sort and filter candidate lists using multiple criteria,
• Shortlist candidates
• Set interview schedules online and,
• Track all current activities and track all historical activities.
STUDENTS are able to:
• VIEW DASHBOARD
• UPLOAD CV’S
• VIEW ADVERTS
• APPLY FOR JOBS
• VIEW INTERVIEW SCHEDULE
• ACCEPT JOB OFFERS
• VIEW EMPLOYER FEEDBACK
• RECEIVE EMAIL AND SMS ALERTS
• CHAT WITH EMPLOYERS AND UNIVERSITY OR TVET COLLEGE
PLACEMENT MANAGERS

1. WHERE DO I START?
GOTO www.tvetportal.co.za or www.universityportal.co.za and register as an Employer
2. HOW DO I REGISTER AS AN EMPLOYER?

3. THE MENUS EXPLAINED
MENU CONTENT
1 DASHBOARD The Dashboard contains all alerts and messages that are intended for the USER’S attention.
These alerts include the number of Jobs advertisement, Bursaries Posted, Job Offers made to
students, Tickets raised by the USER (Tickets are queries raised when sending messages to
the Portal Support), Tickets for me, are from the Portal Support for the attention of the USER
(These are the responses from the Portal Support Team) and Discussions between students or
Placement Managers of Universities /TVET College and Employers
2 BURSARY VIEW existing bursaries posted by the USER and to POST new bursaries
3 JOBS
(MAIN MENU)
VIEW existing JOB advertisements and POST new JOB advertisements. From this MENU,
Employers and Placement Managers can VIEW the list of all students who had applied for a
specific JOB Advertisement, SHORTLIST candidates, engage in CHATS with students, SET
INTERVIEWS, make private NOTES about each candidate, and COMMUNICATE the interview
results to the students via the Portal
4 LINK to
EMPLOYER
Employers can have multiple CONTACT PERSONS. New contacts of an employer can link
themselves to any specific employer via this menu. Portal Admin will verify all contacts linked
to employers.
NOTE: That all PORTAL functions related to specific Job Advertisements, are directed to a
contact person linked to the Employer and the Job Advertisement.
5 HELP SUPPORT for the current page
6 CONTACT THE
PORTAL ADMIN
The USER can send a message or query to the Portal Administrator for support. Tickets are
generated when a query or message is sent to the Portal Administrator. These tickets can be
viewed in the Dashboard Menu under Tickets
7 RECENTLY
VIEWED
BURSARIES
The Portal saves the recently viewed bursaries in this menu. This is useful to save a summary
of all bursaries that had been viewed which may be of interest at a later stage.
8 RECENTLY
VIEWED JOBS
The recently viewed JOB Advertisements can be viewed in this menu. This is useful to save a
summary of all JOB Advertisements that had been viewed which may be of interest at a later
stage
9 VIEW JOBS View of all JOBS that are posted on the Portal
10 VIEW BURSARIES View of all BURSARIES that are posted on the Portal
11 VIEW
EMPLOYERS
View the all Employers listed on the Portal
12 NOTIFICATIONS The Portal Admin publishes notifications to USERs for their attention
13 Dashboard
ALERTS
The number of alerts indicates the number of DASHBOARD notifications for the attention of
the USER. The notifications can be viewed in the DASHBOARD menu.

4. WHAT IS A DASHBOARD AND HOW DOES IT WORK?
The DASHBOARD is a personal space on the Portal to monitor personal alerts that requires the USERS’ S attention.
DASHBOARD MENU – DOUBLE CLICK ON ANY ALERT TO DRILL DOWN
1 ALERTS WAITING This is the total number of alerts waiting for the USER. By
DOUBLE CLICKING on this alert, the USER will be able to view the
number of applicants who had directly applied for a specific JOB
advertisement, number of candidates who had been shortlisted
and forwarded by the University/TVET College Placement
Managers, alert/s to remind USER to shortlist candidates after
the closing date of the advertisement, alerts to remind USER to
set interviews, alert/s to remind USER of expiry date of
advertisement, and alert/s to remind USER to make a job offer to
candidate/s after the interview process was completed.
2 JOBS POSTED These are the total number of Job Advertisements that are
currently active on the Portal. Older advertisements that are not
active, can be found in the Archive Menu under JOBS Menu(3)
3 BURSARY POSTED These are the total number of active Bursaries that are posted
on the Portal
4 JOB OFFERS PENDING Post interview alert for the Employer to make Job Offers to
candidates that had been interviewed already. After the
candidate ACCEPTS the Job offer, the placement cycle is of the
Portal is complete.
5 TICKETS RAISED BY ME The list of queries or messages sent to the Portal Admin by the
USER. Tickets are simply tracking numbers to track all messages
sent.
6 TICKETS RAISED BY
PORTAL ADMIN
The list of responses from the Portal Admin to the USER
7 NEW DISCUSSION
WAITING
The student or TVET/University Placement Managers or
Employers or SETAs can chat with each other via the Discussion
Forum

5. HOW DO I UPDATE AND EDIT MY PROFILE?

6. HOW DO I ADD A MYSELF AS AN EMPLOYER CONTACT?
7. HOW DO I GET SUPPORT?

8. HOW DO I POST A JOB ADVERTISEMENT?
Employers can use either one of the two portals to post Job Advertisement:
www.tvetportal.co.za OR www.universityportal.co.za

POST A JOB ADVERTISEMENT
STEP 1: POST THE DETAILS OF A JOB ADVERT

STEP 2: TARGETED STUDENTS AND GRADUATES

STEP 3: SELECT THE TARGETED OCCUPATIONS

STEP 4: OPTIONAL POLL QUESTIONS

STEP 5: POST JOB ON PORTAL
8. WHAT IS A POLL AND HOW DOES IT WORK?
See Step 4 in Posting a Job Advert.
By adding a Poll into the advert, the students are compelled to answer
either "YES” or "NO" to the poll questions.
The advantage of adding a Poll into the advert is that large number of
applicants can quickly be sorted out depending on the number of “YES”
responses to the questions.
The "YES" answers are arranged as a percentage of the total number of
questions.
The question needs to be phrased to solicit a “YES” response. As an
example, “Did you pass Design Projects 3 with a mark of more than
60%?” will solicit a “Yes” or “No” response from the candidate.
If this was the only question presented, then the response would be
either 100% or 0%. The candidates can be sorted out and shortlisted
within seconds from the spreadsheet view.

9. MENU A: EMPLOYER EXECUTIVE SUMMARY VIEW
1 View Job
List
CLICK HERE to view the list of Job Advertisements placed on the Portal that
are still active
2 EDIT Adverts can be edited if it is SAVED as a DRAFT or before it goes live on the
PORTAL (See Status 5). After the Job Advert is posted and it is live, only the
Contact person’s details, the Closing date and expiry date can be edited.
3 ALERTS These are the number of alerts that is awaiting the USERS attention
4 List of Job
Adverts
These are the list of active Job Advertisements that are posted on the
Portal which is linked to the specific Employer and Contact person.
DOUBLE CLICK on the Advert Ref to view the full details of the Advert
5 Advert
Status
After the Job Advert is posted by the Employer, the Portal Admin has to
approve the Advert before it goes LIVE on the Portal. This may take up to
24 hours
6
Applicants
Applicants who had applied directly on the Portal
7 Applicants who were forwarded by the University/College Manager
8 TOTAL APLICANTS – DOUBLE CLICK TO VIEW FULL DETAILS OF
APPLICANTS
9 Shortlisted • The number represents the total number of candidates who had been
SHORTLISTED to be interviewed. These candidates had been
shortlisted in MENU B (3).
• The Interview is SCHEDULED by DOUBLE CLICKING ON THE
SHORTLISTED NUMBER
10 Job offer
made
The final stage of the progress is completed after the EMPLOYER makes a
JOB OFFER to Candidate/s and the Candidates accepts the offer

10. MENU B: SHORTLISTING MENU VIEW
1 SORT CLICK on this row to sort in ascending or descending order
2 FILTER TYPE in the filter criteria on this row to filter the records
3 SHORTLIST Select here to shortlist candidates to be interviewed. The shortlisted
candidate will immediately appear as a number in MENU A (9)
4 Discussion
Forum
Employers, Students, Graduates, Placement Managers from the
Institution that the student studies can chat with each other in the
Discussion Forum. All Users will receive an Alerts if there are chats
waiting them
5 My Notes These are private notes which are visible to the User only. It is useful
to make notes about the candidates when sifting through the applicant
list
6 Ranking of
candidates
Useful tool to quickly rank candidates from 1 to 10 to the purposes of
assisting in the SORTING and FILTERING of the preferred candidate/s
7 Student
verified
A TICK means that the respective University or College Placement
Manager verified that the student is a bona fide student of the
Institution
8 Student
Name
Double click to view the personal profile of the student
9 POLL If Polling was activated during the posting of the job advertisement,
then the “YES” results will appear here as a percentage. Double
clicking on the percentage to view the response to the questions.
Candidates can be sorted in ascending or descending order
10 CV CLICK to downloaded the student personal CV
11 Student
Profile
Any field can be SORTED or FILTERED
12 STRUCTURED
CV and other
info
SCROLL to the right to VIEW, SORT and FILTER the candidates based on
the structured CV and other criteria

11. HOW DO I VIEW THE JOB APPLICANTS?
12. HOW DO I SHORTLIST THE APPLICANTS?

13. HOW TO DO I SET THE INTERVIEW SCHEDULE?

14. HOW DO I MAKE A JOB OFFER TO A STUDENT?

15. HOW DO I POST A BURSARY?

16. HOW DO I SELECT THE BURSARY APPLICANTS?

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