Enhancements to reference request templates

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1 Enhancements t reference request templates Summary Fllwing feedback, we have made a number f enhancements t the way reference templates wrk and the ptins available. What is changing? Fr System Administratrs Under the Admin tab, the References sectin nw has tw sub-menus: Templates and Questins. Questins are nw created independently f templates and can be used in ne r mre templates. Yu can have up t 200 questins and 12 templates. The Templates sub menu nw enables yu t create up t 12 templates t be used by yur rganisatin. These templates are built up using questins created in the Questins sub-menu which can then be used in ne r mre templates. Adding questins There are nw six different types f questin that can be created (see belw): Shrt free text (128 characters) Lng free text (1000 characters) Single select Multiple select Shrt date (mm/yyyy) Lng date (dd/mm/yyyy) Yu are able t create up t 200 questins fr yur rganisatin. When creating a new questin, yu will have t add it t a questin grup. The advice is t use General if nne f the thers apply. 15 May NHS Jbs 2017

2 There are five questin grups: General Academic Emplyer Prfessinal Persnal referee Nte: the questin grups just help t rganise yur questins, yu can use a questin frm any grup in any f yur templates and yu can use the same questin in multiple templates. Example questins might include: [Shrt text] [Lng text] [Single select] [Shrt date] [Single select] [Multiple select] What was the candidate s psitin in yur rganisatin? Please give details f any cncerns r areas fr develpment in their area f wrk? What is yur relatinship t the candidate? Line manager / clleague / persnal When did the candidate start wrk with yu? Wuld yu recmmend the candidate? Yes / Yes with reservatin/ N / N cmment What were the candidate s respnsibilities? Financial management / prject management / team management / incident management / prblem management Creating new templates Yu can create up t 10 templates per rganisatin. These templates can use any f the questins available in the Questins sectin. After yu select Create a new template yu will get presented with a screen (see belw) which will ask yu fr a template name and instructins fr the referee. Belw this yu can then select the questins yu wish t include in the template (see belw). 15 May NHS Jbs 2017

3 Once yu have entered a template name and selected the questins yu wish t include; yu will then need t click: This will give yu the ptin t decide: 1. Which questins are mandatry i.e. the referee will have t prvide an answer r they will nt be able t submit a reference, and 2. The rder f the questins chsen. See belw: 15 May NHS Jbs 2017

4 Once this is dne clicking Save will mean that the template is ready fr use r yu can Edit/View t make further amendments if required. It is recmmended that yu use Preview t check the reference t make sure that yu have included all the questins required and that they make sense (see belw). 15 May NHS Jbs 2017

5 The Preview will display the questins selected fr that template s that yu can check everything is satisfactry. A red asterisk (*) next t a questin indicates that that questin has been marked as mandatry. Once these steps are cmpleted the reference template will be available t use. 15 May NHS Jbs 2017

6 New Data Prtectin Fter As well as the features abve, there is nw the ability t add a data prtectin fter t reference requests (see belw). This is accessed in the Default sectin n the Admin tab. Nte: default text is included, but this can be amended as required t suit yur rganisatinal requirements. Yu will need t check the bx underneath (indicated by the red arrw abve) t enable this feature. 15 May NHS Jbs 2017

7 Fr the Vacancy Team When requesting a reference yu will get the ptin t select which f the current reference templates is apprpriate fr that vacancy and referee (see belw). If yu wish t check the questins that have been used befre requesting the reference, then there is the ability t preview the questins n the template befre they are sent (see belw). 15 May NHS Jbs 2017

8 FAQs What differences will referees see? The new features will be transparent t referees and they will cntinue t fill in references as they d nw. What will happen t my existing templates? Existing templates will be migrated: an rganisatin s standard template and the medical template will bth be created as templates in the new systems and can cntinue t be used. Nte: bth templates will be available in all types f vacancy, s it will be imprtant t make sure that the crrect template is selected. What will happen t requests that are currently pending? Requests that have been sent t referees will cntinue t wrk as they d nw. Hw will this wrk if I have secndary accunts? The secndary agency can use the questins and templates that are available t the primary rganisatin and, in additin, it can create its wn questins and templates. In the screensht frm a secndary agency, (see belw), yu can see that the secndary agency can amend/delete its wn templates (and questins) but can nly view thse inherited frm the primary. When will this happen? This change will be implemented n the 6 th f June May NHS Jbs 2017

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