Version 5. Recruiting Manager / Administrator

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1 Version 5 Recruiting Manager / Administrator

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3 Contents 1.0 Introduction Recruitment at a Glance Viewing Applicant Numbers Activities After Closing Date Shortlisting Recording Reasons for not shortlisting Recording Recruitment Stages after Shortlisting Reject after Shortlisting Successful at Shortlisting Creating an Interview Schedule Candidate on-line Booking Booking Candidates on to Interview Timeslots Printing an Interview Schedule from Keele People Recording Reason for not Appointing after Assessment Record Recruitment Stages After Interview Housekeeping

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5 1.0 Introduction Keele People Recruitment enables us to improve our recruitment processes in a number of ways and also enhances the applicant journey. The recruitment module allows us to record information about the applicant journey at each stage of the process. Automatic notifications are also sent to applicants at key points throughout the process, these include: Reminder s to those applicants who have started an application form but not yet submitted it 2 days before the closing date. s to confirm that an individual s application form has been submitted An to advise that the individual s application has not been successful at the shortlisting stage. For ease of operation, a traffic light system can be used to move applicants through the various stages of the recruitment process. Green indicates the applicant has been successful at that stage; amber indicates the applicant is on hold at the particular stage (e.g. reserve after shortlisting) and red indicates the applicant has been unsuccessful at that stage e.g. rejected after shortlisting or interview. Throughout this user guide we will refer to Recruiting Manager as the member of staff responsible for carrying out the activities. The activities detailed in the guide can also be assigned to a Recruitment Administrator to undertake aspects of the process on behalf of the Recruiting Manager where appropriate. It is important to note that the University s policy around the approval of positions remains unchanged and managers will still be required to complete a Post Approval Form (PAF), using the most up to date template and will need to submit this with all relevant recruitment documentation (job description, person specification and advert for example) for approval in the normal way. Job vacancies can be viewed at 4

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7 2.0 Recruitment at a Glance Individuals who are involved in the recruitment process as either a Recruiting Manager or a Recruitment Administrator can access Keele People at the following link: You can log in using your network username and password. You will need to enter your One Time Passcode as part of two factor authentication security and then select Administrative User. If you are a current user of Keele People as a People Manager, in a Management Support role or as an Absence Administrator, you will need to select the role of Recruitment from the drop down menu as you log in. Once logged in, you will see the following home page in the Links Tab. Recruitment in Keele People is based on each applicant progressing through a lifecycle. Each applicant begins at Stage 1 Web Recruitment. Human Resources will move all web applicants to the next stage 2 Shortlisting once the closing date for the job has passed. Recruiting Managers will then be responsible for moving candidates through the remainder of the lifecycle using the homepage links provided (above). This may be moving candidates to 3 Reject After Shortlisting or right the way through to the final stage 4 Offer This section provides a brief overview of each of the home page links and their functionality. Viewing Details Recruitment Summary Once the requisition (vacancy) has been set up by HR and the position advertised, Recruiting Managers and Recruitment Administrators can review the number of applications received for their vacancy through the Recruitment Summary page. This page also details whether the requisition has been published to our website, the closing date for the requisition and how many applicants are at each stage throughout the process. 6

8 Shortlisting View Applicants and/or Download Application Forms Once the closing date has passed and HR have moved all applicants to the Shortlisting stage, the Recruiting Manager and Recruitment Administrator (if allocated) will receive an to advise that applications can now be downloaded for shortlisting. Individual application forms can be downloaded and reviewed here or all application forms can be downloaded in bulk. View Download Application Forms Where application forms are downloaded in bulk, this link will enable you to access the download file. Record Reasons for not-shortlisting Once shortlisting has taken place, the reasons for those who are not successful will need to be entered in to Keele People. Record Recruitment Stages after Shortlisting This link enables you to move the candidates through the recruitment lifecycle from Shortlisting to either 3 Reject after shortlisting or 3 Assessment depending upon whether they are successful at the shortlisting stage or not. Send Pending Correspondence Where candidates are unsuccessful after shortlisting, an will need to be sent to them to advise them of this. After recording the shortlisting decisions, the s can be sent in bulk using this link. Interviews / Assessment Create / View Interview Schedule If an interview schedule has been created previously, it can be reviewed and updated if necessary here. Invite Candidates to Book Interview Slots Candidates who are successful at the shortlisting stage can be invited to log in to their web recruitment account and book themselves on to an interview slot. Book Candidates on to Specific Interview Slots Alternatively, candidates can be allocated an interview timeslot from the interview schedule. This option will require an invite to interview letter / being prepared separately by the recruiting area. Record Reason for not Appointing Following the interviews, the reasons for not appointing the unsuccessful candidates will need to be recorded in Keele People. Record Recruitment Stages after Interview The unsuccessful candidates will need to be moved to the Reject after Assessment stage and the successful individual will need to be moved to the Offer Stage. This will trigger an to HR to advise that an individual has been moved to the Offer Stage to enable them to prepare the contract and offer letter. 7

9 3.0 Viewing Applicant Numbers The Keele People recruitment module offers Managers the opportunity to view information about applications prior to the closing date. This includes the number of applicants for each of their vacancies and the ability to review the details of each application form. To do this, choose Recruitment Summary from the Viewing Details folder on your Home Page. When prompted, search for the requisition (vacancy). Alternatively a blank search can be carried out to search for all requisitions (vacancies) which are assigned to you. Click on the appropriate requisition in the left hand menu, the requisition campaign summary will be displayed in the display pane. 8

10 To view the number of applications received before the closing date, click on the plus sign to the left of the Applications header to expand the section. The number of applicants will be shown these will be shown as being at the Web Application stage. In the example below, there are 7 applicants. Click on the plus to the left of the Web Application to expand the section further to display the individual applicants. Application forms can be downloaded and viewed here, however please note that formal shortlisting should not take place until you have received an notification to advise that all applicants have been moved to the Shortlisting Stage by Human Resources. This will be shortly after the closing date. 9

11 4.0 Activities After Closing Date 4.1 Downloading the Application Forms Once the closing date has passed and applicants have been moved to the shortlisting stage by HR, you will be able to download the application forms for shortlisting. To do this choose View Applicants and/or Download Application Forms from the Shortlisting folder in your homepage links. Applications can be downloaded individually or altogether. To download application forms individually, click on the download icon next to Application Print underneath the applicant s name. Where the applicant has submitted additional documents in support of their application this document can also be downloaded here. Where applications forms are downloaded individually, you will be prompted by your internet browser to Open or Save each application form (and each supporting document) as it is downloaded. 10

12 In order to download all submitted applications and additional supporting documents at the same time choose Download applications for this stage (as shown in the screenshot above). Click OK when prompted. Again, click ok when prompted. Click back on the home page at the bottom of the screen. Once the application forms have downloaded, this will be visible by selecting the Processes tab. The Bulk recruitment document download will be marked as complete. 11

13 The documents can be accessed by returning to your Links tab and selecting View Downloaded Application Forms Here, click on the download icon, you will then be prompted to open or save the documents by your internet browser and the files will be visible in your downloads folder. 12

14 You can then highlight the files and copy and paste them in to a folder on your network drive and open the application forms to view. As the files contain personal information about applicants, please ensure that they are saved in a secure location, which is not accessible to individuals who are not involved in the recruitment process. Once the application forms have been downloaded and saved, the download file can be deleted from Keele People. To do this, check the box to the right hand side of the file and click on delete please note this does not delete the application forms they are still available to download from Keele People. 4.2 Sharing Application Forms with a Selection Panel One way of sharing the application forms with a selection panel is to upload the documents in to your Google Drive account and to share them via Google Drive. 13

15 To do this, access your Google Drive from your account by selecting the menu icon and then the Google Drive icon. Once you can view your Google Drive, select the My Drive drop down menu and click on New Folder. Give the new folder a name and select Create. 14

16 Your newly created folder will appear within your Google Drive Folder. Double click on the new folder to open it: Select New and then File Upload When prompted, browse through your folders until you find the folder containing the application form files. Select all files within the folder and select Open 15

17 You will see the message that the files are being uploaded. Once uploaded, the files will become visible on the screen. Click on My Drive to come out of the folder and then click on the folder you wish to share with the panel. Click on the sharing icon 16

18 Add the details of the individual you would like to share the folder with and update the drop down menu to Can view as the individual will not need to edit the files. You can also include a short message which will accompany the notification which will be sent to the individual. The file can be sent to additional people by adding in further names. Sharing in this way will enable the Selection Panel to view and download the application forms. 4.3 Downloading the Application Forms from Google Drive Once the relevant folder has been shared through the Google Drive, the recipient can open the folder and down load the files. In order to download the files, once you have located the shared folder (You may need to click on Shared with me ), open it so that you can view the files within the folder. Highlight all of the files by clicking on the first and last file whilst holding down the Shift button on your key board. The file names should turn blue to indicate that they are all selected. Right click and select Download Your internet browser with prompt you to either open or save the downloaded files. NB depending on your browser, this may look slightly different from the screen shot above. The files can then either be opened or saved in a secure file. 17

19 5.0 Shortlisting Once the application forms have been downloaded, they can be shortlisted in the usual way against the criteria detailed in the person specification. The application forms will need to be shared with the remainder of the shortlisting panel electronically in a secure manner, for example Google Drive. If you wish to print out a list of Applicants for your shortlisting panel, you can do this by clicking on the Applicant List link on your home page. 18

20 This will bring a list of applicants up in the Left hand Pane: The list appears automatically in alphabetical order, but can be re-ordered by clicking on the relevant column header. E.g. to re-order by Applicant reference, click on the Applicant reference column header. If you are using Internet Explorer as your web browser, it is possible to export the list of candidates to Microsoft Excel. To do this, click and drag to highlight all the applicants and then right click and copy then paste into Excel. This will open the applicant list in a Microsoft Excel document, which you can tailor to your needs as you wish 19

21 Unfortunately, this functionality is not available in other web browsers, however the information can be printed directly from Keele People by clicking on the Print icon at the top of the left hand pane. Please note however that this will be a static list and you will be unable to edit the columns. Following the shortlisting, it is essential that the Recruiting Manager records the outcomes for those not successful at this stage. This is important as it is essential that the University has a central record of the decisions taken during shortlisting, along with the reasons for these, for each applicant. In the event of a challenge, the applicant has a right to see the reasons they were not selected and Human Resources may be required to review the reasons for the decisions taken. Recording the outcomes for unsuccessful applicants is covered in Section 6 below. Recruiting Managers should also ensure that they are familiar with their obligations under the Positive About Disabled People - Two Ticks Scheme, which the University is committed to. Promoting Equality, Valuing Diversity. Individuals who express within their application form that they wish to be considered under the scheme and who meet the minimum Essential criteria for the role should be offered an interview. If you have any queries regarding the Two Ticks Scheme or around Shortlisting in general, please do contact your link Human Resources team. 20

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24 6.0 Recording Reasons for not shortlisting Select the Record Reasons for Not Shortlisting link from your homepage links. When prompted, choose the requisition (vacancy) against which you wish to record the information. The list of applicants will appear in the left hand menu. Select the applicant against which you wish to record the reason for not shortlisting Choose the reason for not shortlisting using the options from the drop down menu and press save. To move between applicants, use the navigation arrows which appear next to the individual s name in the navigation trail 23

25 Once the reasons for not shortlisting have been recorded for those applicants who are unsuccessful at this stage, all applicants need to be moved to the next relevant stage in the process. See section 7 to find out how to do this. 24

26 7.0 Recording Recruitment Stages after Shortlisting 7.1 Reject after Shortlisting Once the reasons for not shortlisting have been recorded, all unsuccessful applicants at this stage must be moved to the Rejected After Shortlisting stage. Where an applicant has indicated that they wish to be considered under the Guaranteed Interview Scheme but did not meet the minimum essential criteria they should be moved to the Rejected After Shortlisting Disability Confident stage. To do this, select the Record Recruitment Stages after Shortlisting from your homepage links. If prompted, choose the requisition (vacancy) against which you are shortlisting. Confirm the effective date as today s date. Change the Stage Selection field to 2 Shortlisting from the drop down menu and change the Move to field to 3 Rejected After Shortlisting or 3 Rejected After Shortlisting Disability Confident. Alternatively, you can click on the red traffic light to populate this field. If you wish to select all applicants at the same time, click on the Tick at the top of the column. Tick the relevant boxes to choose the applicants who have not been successful at this stage and check the Run document merge box and press save. 25

27 At the top of your screen, you will see this message which confirms that notifications are being prepared for unsuccessful applicants, however the s will not be sent automatically. To send s to the unsuccessful applicants, choose the Send Pending Correspondence link from your homepage links. Ensure that all relevant applicants are selected (the boxes are ticked). addresses can be amended at this stage if necessary by updating the address directly on the screen. Press Send at the bottom of the page to send the s. Details of the sent to unsuccessful candidates can be found below: A differently worded is sent to applicants considered under the Guaranteed Interview Scheme advising that the shortlisting panel did not feel their application met the minimum essential criteria. Please note that if you do not select the Run document merge box when moving candidates from the Shortlisting stage to the Rejected After Shortlisting stage, the s will not be prepared in the background. 26

28 In order to rectify this, you can select the Record Recruitment Stages after Shortlisting link, set the Stage selection field to 3 Rejected After Shortlisting and set the Move to field to 2 Shortlisting. (NB This will need to be done using the drop down lists, rather than the traffic lights) This will move those applicants who were unsuccessful after shortlisting back to the Shortlisting stage. Once they have been moved back to the Shortlisting stage, they should again be moved to 3 Rejected After Shortlisting following the steps in section 7.1 above, ensuring that the Run document merge box is ticked. 7.2 Successful at Shortlisting Having processed the unsuccessful applicants, the Recruitment Manager must move the remaining candidates to the assessment stage. To do this, select the Record Recruitment Stages after Shortlisting link from the homepage links. 27

29 Change the Stage Selection field to 2 Shortlisting from the drop down menu and change the Move to field to 3 Assessment. Alternatively, you can click on the green traffic light to populate this field. If you wish to select all applicants at the same time, click on the Tick at the top of the column. When all the relevant applicants have been selected click Save at bottom of page. 28

30 8.0 Creating an Interview Schedule The details of the interviews can be entered in to Keele People at any time once the requisition has been set up by HR. There are two ways of arranging interviews: the interview details can be set up in Keele People and candidates can log in and choose an interview slot which suits them best from the dates and times you have made available (this is known as Candidate on-line booking). Alternatively, the more traditional approach can be taken, where candidates are allocated a particular interview date and time. In either situation, the interview schedule details should be entered into Keele People. To do this, choose Create / View Interview Schedule from the homepage links. Complete the required details on the Interview Schedule page as follows: Interview Details The Requisition name, Job title, Requisition period and Application closing date will be prepopulated. From the drop down list, set the Interview Stage as 3 Assessment. The Interview booking end date should be set to the date until which you wish to allow candidates to book online. If you are not using Candidate Online Booking, please set the Interview booking end date to today s date. Please note that candidates should be given at least 7 days notice that they have been selected for interview. With this in mind, you may wish to allow candidates to book an interview slot until 2 days before the interview, but this will depend on how much notice candidates are being given. Interview Information Duration: This should be set to reflect the duration of each interview slot e.g. 45 minutes, 1 hour etc. Attendee Limit: This refers to the number of candidates which you wish to arrive at any one time. In most circumstances, this should be 1, but depending upon the type and complexity of the interview schedule, you may plan for multiple people to arrive at one time (for example in the case of assessment exercises being undertaken in addition to interviews, you may ask two candidates to arrive at the same time, in which case this should be set to 2. If you are unsure of what the Attendee limit should be set to, please contact your link Human Resources team. 29

31 Supporting description: Details regarding the interview should be entered here, for example whether there are any further assessment exercises planned and how to access the campus, including a link to the campus map. These details will be visible to the candidate when they log in to the recruitment website to select an interview slot. To enter the information, select the HTML editor icon at the bottom right hand side of the box. This will open up the box where the details will need to be entered. To include links to documents such as a campus map, highlight the text which you wish to link to the document, click on the link icon. Enter the link details in to the box at the top left hand side of the screen. Press ok. 30

32 You may wish to enter text for example: As part of the assessment, you will be asked to prepare a Power Point presentation on the key challenges for the role in the next 12 months and how you will approach these. The presentation will be delivered at the start of your interview and should last for no longer than 10 minutes. The Interview Panel will comprise the following members: Barbara Johnson Dean of Faculty of Sport Brendan O Connor Faculty Research Manager Anthony Foster Lecturer in Sport and Exercise The campus is easily accessible by public transport, our campus map contains details of how to find us, including details of the bus routes which serve the campus. Please note that the text within the box can be formatted in a number of ways e.g. font type, size, colour, left, middle or centre justification etc. Once you are happy with the text you have entered, press OK. This text can be updated by opening the HTML Editor box again, updating the text and pressing OK again. 31

33 Location: The details of the building and where the individual should report to should be included here. Please note that there is a character limit of 80 within this field. Contact: The details of who the individual should report to upon arrival should be included here. In certain circumstances, it may be necessary to ask candidates to report to different locations or individuals upon arrival. This can be done by checking the Define Location and Contact per interview box. Interview Timeslots The date and times of the interview timeslots should be detailed in this section, using the calendar icons. Dates should be entered using the 24 hour clock. More interview slots can be added by clicking on the Plus sign and time slots can be removed using the Minus sign. Please ensure you press Save. 8.1 Candidate on-line Booking If you wish to use Candidate on-line booking, Keele People can be used to notify the relevant candidates that they have been shortlisted and invite them to book on to an interview time slot. To do this, select Invite Candidates to book on to Interview Slots from your home page links. Check the details on the page to ensure that the candidates listed are those who you are wishing to invite to interview. Sarah.jones2084@hotmail.com Jane.martin2065@yahoo.com Once you have reviewed the information and wish to send the to invite candidates to book on to an interview timeslot, click on Invite. These s will be sent automatically. You can check back here regularly to review which candidates have booked on to which time slots. Selecting particular candidates (using the check boxes in the end column) and clicking the Invite 32

34 button again enables particular candidates to have a further sent to them to prompt them to log in and book on to a slot if they have not done so. Sarah.jones2084@hotmail.com Jane.martin2065@yahoo.com An example sent to successful candidates using Candidate Online Booking can be found below: Munroe1972@hotmail.com When the candidate logs in to Keele People Recruitment, they can book an interview time and view the information which has been entered about the interview details. 33

35 8.2 Booking Candidates on to Interview Timeslots If you wish to allocate an interview time slot to an individual in the traditional way, then this can be done by selecting the Book Candidates on to Specific Interview Slots link from your homepage. For each candidate, you can select an interview timeslot from the interview details set up previously. To do this, ensure the Use interview schedule box is checked and use the magnifying glass to search for the interview time slots. This will need to be done for each candidate attending the interviews. It is important to note that entering this information will not result in candidates receiving invite s. Interview invites will need to be sent out to candidates in your usual way ( , letter or telephone call). 34

36 8.3 Printing an Interview Schedule from Keele People Whether you have used Candidate On-line Booking or Booked candidates on to interviews yourself, it is possible to print a basic interview schedule from Keele People. To do this, select the Print Interview Schedule link from the homepage links. This will bring up a list of the Candidates who have been invited for interview, along with their interview times: If you are using Internet Explorer as your web browser, you can right click on the list of candidates and select the Export to Microsoft Excel option. 35

37 This will transfer the information in to an Excel file, which can be amended and formatted accordingly. If you are not using Internet Explorer as your web browser, it is still possible to print a list from Keele People, however this will be a static list which cannot be amended or formatted. Before printing the list from Keele People, you may wish to first re-order the candidates by their interview time in order that the list prints out in chronological order, rather than alphabetically by candidate which is the default display. The candidates can be re-ordered by clicking on the Start time column header. To print out the list of candidates, click on the printer icon at the top of the left hand panel. 36

38 9.0 Recording Reason for not Appointing after Assessment Following the interviews, the reasons for not appointing the unsuccessful candidates need to be recorded in Keele People. Again, it is important that there is a central record of the reasons where individuals are not successful at interview. To do this, choose the Record reasons for not Appointing link from your home page. This takes you to the same area where reasons for not shortlisting were recorded previously for those candidates who were not invited to interview. In the same way as before, select the relevant candidates and enter the reasons for not appointing after the interview. Please note that candidates can request details of information held about them under the Data Protection Act (1998) - this includes information held electronically. Please ensure that comments entered here are factual rather than opinion and would be suitable for the candidate to see should they request to. Again, you can navigate between candidates using the arrows next to their name in the navigation trail. 37

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40 10.0 Record Recruitment Stages After Interview After recording the reasons for not appointing the unsuccessful candidates, these individuals will need to be moved to the Rejected after Assessment Stage To do this, select the Record Recruitment Stages After Interview link from your homepage. Search for the requisition (vacancy) if prompted. Set the Stage Selection field to 3 Assessment Set the Move to field to 4 Rejected After Assessment (or click the red traffic light) Using the tick boxes, select all unsuccessful candidates and click save. Please note that it is the responsibility of the Recruiting Manager to notify the unsuccessful candidates of the outcome. This is NOT automated from Keele People. The Recruiting Manager should also contact the successful individual(s) to make the offer of employment. The successful applicant will also need to be moved from the 3 Assessment stage to 4 Offer stage. Once this has been done, an will be sent to your Human Resources Administrator, who will prepare the relevant offer letter and contract. Once the individual has indicated that they are accepting the offer the contract request form needs to be completed and sent to Human Resources and references may be taken up in the usual way. You should notify your HR Administrator once satisfactory references have been received. 39

41 12.0 Reviewing Applicant Correspondence It is possible to review correspondence generated from Keele People during the recruitment process. This applies to the s generated for those applicants who are rejected after the shortlisting stage and those who are invited to interview using candidate online booking. From the home page, select View Applicant Correspondence You will be prompted to enter the surname of the applicant you wish to check on the left hand side and after briefly displaying the applicant name and reference number a further search box will appear. Click on the magnifying glass (or press enter) to carry out a blank search ie retrieve all correspondence for the applicant. The applicant name will be displayed in the blue navigation bar. All correspondence will be displayed on the left hand side and clicking on the relevant option will display the correspondence information. Here the date and time that the was sent is displayed along with the address and the subject and content of the . 40

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44 12.0 Housekeeping Upon conclusion of a recruitment campaign, there are a number of tasks which need to be undertaken. Once the successful candidate has accepted the verbal offer, a Contract Request Form should be completed and returned to your Human Resources Administrator. The up to date Contract Request Form can be found at Information and guidance around starting salaries can be found on the Human Resources web pages: Along with the Contract Request Form, any notes taken during the interview should also be returned to Human Resources. In addition, it is the responsibility of the Recruiting Manager to ensure that the reasons for not appointing the unsuccessful candidates are completed within Keele People. Any hard copy application forms should be disposed of in a safe and secure manner e.g. shredding or confidential waste. Application forms which have been downloaded from Keele People and saved to local drives should also be deleted and your recycling bin emptied. Finally, Recruiting Managers should contact their Link Human Resources team if they have any queries or concerns relating to immigration matters. 43

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