How to access the erecruitment system How to add or remove an interview or shortlisting panel member to a vacancy... 4

Transcription

1 erecruitment How to access the erecruitment system... 2 How to add or remove an interview or shortlisting panel member to a vacancy... 4 How to view details of a vacancy... 8 How to record comments for a specific candidate application or interview How to view details of interviews taking place within the next 5 days How to exit erecruitment The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC Page 1 of 14

2 How to access the erecruitment system Log in to MyEd (via Ease and click on the Admin tab You will see various channels on this page and may automatically have the erecruitment Channel loaded for you. Click the Launch ERecruitment button to open the software. If you cannot see the erecruitment Channel on your Admin page, then add the channel. You can do this by clicking Add a Channel within the Customise bar From the tab called Browse Channels Choose Career & Development Then choose erecruitment Then click the Add to My Page button The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC Page 2 of 14

3 When you click on the Launch ERecruitment button in MyEd, you will be directed to this screen: We refer to this screen as the Portal. The Interviewer will mostly work in the My Vacancies section If the Interviewer cannot see the My Vacancies link, they should contact the Recruiter and request to be added to the Interview Panel members list within erecruitment. The Recruiter will then contact HR systems who will add the individual to the members list. The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC Page 3 of 14

4 How to add or remove an interview or shortlisting panel member to a vacancy When working in the erecruitment system as an Interviewer or Shortlisting panel member, it would be prudent to find out the Vacancy Number for each vacancy. If the Interviewer is not aware of the Vacancy Number, they should contact the person with Recruiter responsibility for the vacancy. Click the Launch ERecruitment button to open the software (from within myed). Before a staff member or non-staff member can be picked as an interviewer in the erecruitment system, the individual needs to be added to the interview panel member list. If the Interviewer has not been added to the list, they will not be able to see the My Vacancies link in the portal. If the Interviewer cannot see the My Vacancies link, they should contact the Recruiter and request to be added to the Interview Panel members list within erecruitment. Alternatively, contact the HR Systems team by hr.systems@ed.ac.uk or phone The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC Page 4 of 14

5 After clicking on the My Vacancies link, the Interviewer will see a list of Vacancies they are linked to. In this example, the Interviewer is linked to Vacancy number (also known as Job ID in this screen) This means the interviewer can click on the Vacancy number and view applications If the Interviewer is not able to locate the Vacancy ID they are looking for, it is likely the Interviewer has not been linked to the vacancy. In normal circumstances, the Recruiter would link the Interviewers to a vacancy. However, it is possible for an Interviewer to link a colleague to a vacancy, providing their colleague has been added to the Interview Panel members list. Within Current Jobs section, you will see a magnifying glass icon on the far right of each vacancy. Click on the magnifying glass to view panel members. Click on the Add button The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC Page 5 of 14

6 In the Personnel No. field, click on the down arrow to open the list. This list displays in alphabetical order by surname. Type the first 3 or 4 letters of the surname. When you can see your interviewer, click on the full name After you have chosen the interviewer, the Forename and Surname will automatically populate into the relevant fields. In the Interviewer Type field, click on the down arrow to open the list. This allows you to choose if they are staff or non-staff. Click on the type Now click the Save button. The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC Page 6 of 14

7 Then click the OK button. When adding a panel member, if you are unable to find the person you are looking for on the list, send an request to hr.systems@ed.ac.uk or phone requesting your panel member be added to the interview panel After you have added a panel member to your vacancy, a confirmation screen will indicate this. If you want to remove a person from this list, you need to click on the name. icon on the far right of the interviewer Click the Yes button. Then click the OK button. The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC Page 7 of 14

8 How to view details of a vacancy Click the Launch ERecruitment button to open the software (from within myed). Click on My Vacancies link in the portal. Before a staff member or non-staff member can be picked as an interviewer in the erecruitment system, the individual needs to be added to the interview panel member list. If the Interviewer has not been added to the list, they will not be able to see the My Vacancies link in the portal. If the Interviewer cannot see the My Vacancies link, they should contact the Recruiter and request to be added to the Interview Panel members list within erecruitment. Alternatively, contact the HR Systems team by hr.systems@ed.ac.uk or phone After clicking My Vacancies, the Current Jobs will appear on screen. The Interviewer will then see a list of all the vacancies they are linked to. The vacancies that opened most recently will appear at the top of the list. Click the Vacancy number (also known as Job ID in this screen) to view details of the vacancy and all applications for the vacancy. The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC Page 8 of 14

9 After clicking on the vacancy number, the below screen will open. Within the Job Applicants section, all the applications are listed in surname order. To view a single applicant and their complete application including any attached documents, click on their name Ii is possible to view all the applications in one document by clicking on the Applicant Report button After clicking on the Applicant Report button, the applicants will be listed in a webpage consecutively one after the other. It is possible to save this to a PC by copying the content from the page and then pasting into a word document. The keyboard shortcut is CTRL A to Select All, then CTRL C to Copy, click into a MS Word document and then CTRL V to Paste the copied content into the MS Word document. NB: This will not copy any Applicant Documents, which should be clicked on separately and saved to an appropriate location. Alternatively, you can print the Applicant Report directly from the webpage. Scroll to the bottom of the webpage and click on the Print button. This will open the print window to allow you to choose which printer you want to print to. The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC Page 9 of 14

10 How to record comments for a specific candidate application or interview After the Interview panel makes a decision, the Recruiter will be responsible for recording the outcomes within the erecruitment software. The Interview panel should inform the Recruiter of their decision, after shortlisting and after interviews are complete. Members of the interview panel can add comments to the erecruitment system, regarding a particular candidate s application or performance at interview. However, it should be noted that any comments recorded may be subject to a Freedom of Information request in the future. Therefore, comments should be factual and appropriate. Click the Launch ERecruitment button to open the software (from within myed). Click on My Vacancies link in the portal. Before a staff member or non-staff member can be picked as an interviewer in the erecruitment system, the individual needs to be added to the interview panel member list. If the Interviewer has not been added to the list, they will not be able to see the My Vacancies link in the portal. If the Interviewer cannot see the My Vacancies link, they should contact the Recruiter and request to be added to the Interview Panel members list within erecruitment. Alternatively, contact the HR Systems team by hr.systems@ed.ac.uk or phone The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC Page 10 of 14

11 After clicking My Vacancies, the Current Jobs will appear on screen. Click the Vacancy number (also known as Job ID in this screen) to view details of the vacancy and all applications for the vacancy. After clicking on the vacancy number, the below screen will open. The Interviewer will then see a list of all the vacancies they are linked to. The vacancies that opened most recently will appear at the top of the list. To record comments for a particular applicant, click on the icon in the same line as the applicant name. This will open a new screen to allow the interviewer to type comments about the candidate. After you have typed your comments, click on the Save button Panel members have the ability to view peer panel members comments when they log into the system to record their own comments. NB: Please keep comments factual and appropriate. Comments recorded may be subject to a Freedom of Information request in the future The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC Page 11 of 14

12 How to view details of interviews taking place within the next 5 days erecruitment When an Interviewer has Vacancies linked to them, the interviewer will notice when they log into the erecruitment software, a list of vacancies which are scheduled to take place within the following 5 days. Click the Launch ERecruitment button to open the software (from within myed). Click on My Vacancies link in the portal. Before a staff member or non-staff member can be picked as an interviewer in the erecruitment system, the individual needs to be added to the interview panel member list. If the Interviewer has not been added to the list, they will not be able to see the My Vacancies link in the portal. If the Interviewer cannot see the My Vacancies link, they should contact the Recruiter and request to be added to the Interview Panel members list within erecruitment. Alternatively, contact the HR Systems team by hr.systems@ed.ac.uk or phone The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC Page 12 of 14

13 After clicking My Vacancies, the screen below will appear. This screenshot was taken on 24 th June You can see 1 interview is scheduled for the 26 th June which is within the 5 days of being logged in the system The interviewer can click on the Vacancy Description and view details about the Vacancy There is a quick way of viewing the application of the candidate that will be interviewed. To do this you can click on either the name of the candidate being interviewed or click on the icon. The candidate application will open in a new window. You can print the Applicant Report directly from the webpage. Scroll to the bottom of the webpage and click on the Print button. This will open the print window to allow you to choose which printer you want to print to. The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC Page 13 of 14

14 How to exit erecruitment If you are in the Job Applicant Screen, click on the Close Window button This will return you to the portal. Click on Logout link. The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC Page 14 of 14