Tutorial for Creating & Managing Recruitments & Applicants

Transcription

1 Scenario: Let s say that a position with a specified salary control number has been authorized for recruitment and the Search Plan has been approved. Your committee chair has determined what documents must be submitted by the applicants and what, if any, letters of recommendations are required. Before the ad runs, the Analyst will create the position in Recruit. As people start to apply, the Analyst will monitor the applicant pool and mark those who meet the basic qualifications. They will assign access rights to the members of the search committee and update the status of applicants as the search committee weighs in. Eventually a candidate is chosen and the Analyst will change the status to hired. At any time or multiple times during the length of the search, the Equity Advisor will create the diversity reports that will eventually be submitted to the Office of Faculty and Staff Affirmative Action (OFSAA). Finally, the Analyst will archive the recruitment by inactivating it. What You Will Need: UCR Net ID Password Sample Recruitment Plan Your department s employment opportunities web page 1

2 CONTENTS LESSON 1 CREATING THE RECRUITMENT Log into the Recruit Training Site... 3 Create the Recruitment... 3 Configure for Online Applicant Management The URL to Include in Ads... 7 Set up and Manage the Search Committee... 7 LESSON 2 EDITING A RECRUITMENT Edit the Requested Documents After Applicants Have Applied... 8 LESSON 3 WORKING WITH THE POOL OF APPLICANTS Marking Applicants Meets Basic Qualifications... 9 Using Column Options Working with Filters Hide/Unhide an Applicant LESSON 4 REVIEWING AN APPLICANT S FILE Review an Applicant s File Using Private Notes: Mark-as-Read & My Personal Note Placing Comments & Flags on an Applicant LESSON 5 MANAGING AN APPLICANT S FILE Uploading a Document for an Applicant Schedule a Visit/Seminar Changing an Applicant s Status LESSON 6 MANAGING THE SURVEYS ON DIVERSITY Diversity Reports LESSON 7 WHAT TO DO WHEN THE SEARCH IS COMPLETE Make Recruitment Inactive Re-activate Recruitment. 15 2

3 LESSON 1 CREATING THE RECRUITMENT LOG INTO THE RECRUIT TRAINING WEBSITE You will be using Recruit s training site for this exercise so the recruitments you create will not be available to the general public. 1. Navigate to Recruit s TRAINING website located at 2. Click the link, UC Riverside Faculty & Administrators 3. Enter your UCR Net ID and Password 4. Verify you are logged in by looking for your name at the top-right of Recruit s home page. CREATE THE RECRUITMENT 1. Click the Recruitments tab in the top menu bar. Note: If you only have the Home link, then your training account has not been established yet. Contact aprecruit@ucr.edu with a request for an account so you can complete this tutorial. 2. Click the button, Create New Recruitment 3. Read the Basic Overview page and click the Next button. 4. Fill in the Basic Information section: Recruitment Name field: For this exercise, type My Test Position Description field: Click the link, Optionally add a description... For this exercise, get creative! Type some text you usually use when describing a position in an ad. This text will display to the applicant when they apply. Department field: Select your department from the menu. 3

4 Academic Year field: For this exercise, select the current academic year. Salary Control Number field: This is an optional field. For this exercise, type any arbitrary number or use an actual salary control number you are familiar with. (Note: For UCR, this field is used to enter the Recruitment Plan Number) 5. Fill in the Application Submission Dates section: Open Date field: Choose the date you want applicants to begin to apply. This date should match any advertisements for this position. For this exercise, select today s date. Close Date field: Choose the date when no new applicants may apply. This date should match any advertisements for this position. For this exercise, select six months from today. Final Date field: For this exercise, select two weeks past the Close Date. In an actual recruitment, this would give existing applicants a grace period to complete their application after the recruitment closes. 6. Fill in the Search Information section: In the Search breath field, hover your mouse over the tool tip for a description. For this exercise, select: Open Search In the Initial search allocation field, select: Newly allocated 7. Fill in the Optional Information Link section: Type the URL of your department s employment opportunities web page. If you don t know what that is, for this exercise, use: Click the Next button. 8. Fill in the Specialties & Title Codes: Title Codes: Start typing a title code in the box provided. Or enter part of a title s name, for example, Prof. The system will provide a choice menu. For this exercise, type a title code of your choice. You may enter up to 10 title codes. Put your cursor in the box and add another title code. 4

5 Specialties: Choose a Type: Campus, Health Sciences, Law, or Librarians Using the drop-down menu, select a specialty. Click the button, Add Specialty. You may add up to 5 specialties. Click the Next button. 9. Fill in the Contact & Notes Screen: Recruitment Contact section Contact Name and Contact Verify and edit (if necessary), your name and address. Department Mailing Address section: This is the physical address that Recruit provides to applicants when they apply to the position. Verify and edit this address (if necessary). Internal Notes section: Use this as you would a sticky note to remind you about something. For this exercise, type: This job corresponds to apple pie. Click the Next button. 10. Review the confirmation screen. If everything looks satisfactory, click the Save & Done button. CONFIGURE FOR ONLINE APPLICANT MANAGEMENT Though the Basic recruitment is done, applicants will not be able to see the position listed on Recruit s Apply page until it is configured for online applicant management. If you select the button, No, Done for Now, the recruitment can be configured later by locating it on the main Recruitments page, reachable via the top menu bar. If you choose not to configure it at all, then the applications will be handled outside of Recruit using your legacy paper process. The Diversity Survey aspect of Recruit may be used. 1. Click the button, Yes, Configure for Online Applicant Management 2. Read the Overview screen for instructions and hints and click the Next button. 3. Complete the Documents requirements. 5

6 Important: Complete in the Documents & References requirements carefully! In an actual recruitment, if you are not sure what the document requirements are, find out before you work on this section because most fields become locked once the first applicant has applied. Only optional documents may be added as an afterthought. You have been warned! Add Click the Add link to add a new requirement. Name the new document Extra Materials. Select optional. In an actual recruitment, we recommend you add one or two additional, option al documents for the applicant to use if needed. Reorder Click the Reorder link. Using your mouse, pick up the document name and switch around the order of the documents. This will be the order the applicant will see in the list of requirements when they apply. Edit Delete In the Statement of Research row, click the Edit link. Place a few lines of explanatory text. The applicant will see this text when they apply. For this exercise, type: Please provide your current research which you have done since your Ph.D. dissertation. Click the Save button. Delete the Statement of Teaching requirement by clicking the Delete link. 5. Complete the References requirements. Type: This cannot be changed once your first applicant applies! For this exercise, select Letters of Recommendation. Number: This cannot be changed once your first applicant applies! For this exercise, choose 1-3. This means your applicants would need to request one letter from one reference in order for their application to be complete. Show References To: (adjustable at any time) This field gives you a chance to restrict reference viewing to certain groups within the search committee. For this exercise, keep the default setting. Click the Next button. 6

7 6. Fill in the Settings Screen. Help address for Applicants: Type in the address where you want to receive questions from applicants. (The Contact Us will go here, yet the address will not be visible to the applicant.) Thank You Sent to References: This is a fully customizable that is automatically sent to References once their letters of recommen dation have been uploaded into Recruit. For this exercise, add your name to the signature line of the letter. Click the Next button. 7. Check the Review Recruitment Screen for accuracy. If everything looks satisfactory, click the Save & Done button. THE URL TO USE IN ADS When you create your recruitment the system generates a unique URL that includes a "JP#". Be sure to use this URL for your SEARCH PLAN, ads, electronic postings, and links from other web sites. Locate the unique URL: 1. Click the Recruitments link at the top. 2. Find your recruitment and click the link, "Recruitment Details". 3. The URL is in the right column. SET UP AND MANAGE THE SEARCH COMMITTEE First, an explanation of committee roles... Chairs and Editors (staff and faculty) can view ALL applications, even if they are not complete. They have full capability to manage the files, including editing, updating statuses, and all the other manage tools. Committee reviewers may only view the completed applicants and their documents. They may post comments for other reviewers to see, flag applicants, or jot personal notes about the applicants. They can see the applicants statuses or any visit & seminar information you have posted. Now you ll assign access rights to your search committee... 7

8 1. On the Recruitments page, find My Test Position and click Search Committee 2. For this exercise, use the Quick Add box and enter: rvadnais 3. In the Choose a role drop-down menu, choose Chair from the first category. Any names that were listed on the original Search Plan should be assigned from the first category, and any additional members should be assigned a role from the second category, Additional Members. 4. Click the Add button. Optional Exercise: 1. Click Add members and follow the instructions on the screen to see how to add members in bulk. This will be useful in an actual recruitment when you have to assign roles to multiple faculty members in your department. 2. Once you have a list of names, practice assigning reviewer roles. 3. Click the Save & Done button. LESSON 2 EDITING A RECRUITMENT EDIT THE REQUESTED DOCUMENTS AFTER APPLICANTS HAVE APPLIED You will be able to edit the Basic information throughout the length of the search but changing documents requirements after the first applicant has applied is a bit more restrictive. 1. Locate the recruitment, Super Best Job and click Recruitment Details. 2. On the Recruitment Details screen, click the Update Online Applicant Requirements button. You are only able to add or modify required documents until the point your first applicant begins applying. At this point, the document fields become locked. However, you can add additional, optional documents after applicants have started applying. 1. Click the Unlock button. 2. Read, confirm, and click the Unlock button. 8

9 3. Click the Add documents button. 4. Now name the document and add a description. Click the link to preview the and add custom text to the template. Note: We highly recommend sending an notification to all applicants about the change. 5. Click the Add button. Note: Changing requirements should not be done lightly as you may have many applicants who are already in the completed stage. For this reason, we highly recommend sending an notification to all applicants about the change. LESSON 3 WORKING WITH THE POOL OF APPLICANTS 1. Click the Recruitments tab in the top menu bar. 2. Locate the recruitment, Super Best Job and click the List Applicants link in the Action column. MARKING APPLICANTS MEETS BASIC QUALIFICATIONS There are four color-coded tabs located on the left side of the applicant list: Qualified, Unknown, Unqualified, and Entire Pool. Newly applied applicants will be assigned to the Unknown tab. Your job is to move completed applicants who meet your position s basic qualifications to the Qualified tab. In this exercise, you will mark an applicant as one who meets the basic qualifications. (In an actual recruitment, remember to be objective! Use the description in your ad to determine what the basic qualifications are. 1. Click the blue tab, Entire Pool. Note there are 5 applicants total. 2. Locate Winston Burke. 3. Check the box next to his name. 4. Click the button in the top row, Basic Qualifications: Meets. 5. Click the green tab, Qualified and verify his name has been added to the list of qualified applicants. What this means: Moving Winston Burke to the Qualified category ensures that his diversity survey data will be run along with national averages in terms of ethnicity and gender. If you neglect to move applicants to the Qualified category, your diversity reporting will be askew. 9

10 Note: Some schools have elected not to mark any applicants Does Not Meet and instead will mark all applicants as Meets. Check with your Dean s Office or OEOD if you have any questions about how you should use this mechanism. USING COLUMN OPTIONS 1. Click the button, Change Columns 2. For this exercise, put a checkmark beside Flags. 3. Click the Save Columns button. A new column, Flags has been added. HIDE / UNHIDE AN APPLICANT Recruit does not permit you to delete applicants, but you may hide any applicant from the committee s view. Analysts, Chairs, and Editors have the ability to hide / unhide applicants. 1. Find applicant Jane Stark on the Entire Pool view 2. Click the Hide link below her name. Jane Stark will not appear to committee reviewers. 3. We will be working with Jane Stark in another exercise so bring her back! Check the Unhide link below her name. WORKING WITH THE FILTERS Experiment with the filter panel to fine-tune your list of applicants/applications. Filters will become particularly useful when your applicant list is long. Please note: All color-coded tabs respect the filters. If you click away from the applicants screen, your filters will persist. If your applicant pool is large, be patient when on the Entire Pool view. The page may take a few moments to load. Use Reset when you want to restore the applicant list to the default state. Committee reviewers also have a filter panel, however, they do not have the Show category. 10

11 LESSON 4 REVIEWING AN APPLICANT S FILE Now you will review a particular application. As you work through this lesson, keep in mind that the applicant review screen contains the same functionality for the Committee Reviewers. 1. Locate Winston Burke and click directly on his name. Reviewing the applicant documents: There are three different methods to open/view a document or a letter of recommendation. Try all three methods to open Winston Burke s documents: Viewing Method 1 (recommended method): Click the link, Download files as a PDF bundle near the top right of the screen. This downloads a PDF bundle of all an applicant s documents, including a cover letter, watermarks, and interstitial pages in between each document. Viewing Method 2: Click on the hyperlinked filename to download a single document. Viewing Method 3: Click the link, Use Document Viewer link. Note: The document viewer tool may be affected by browser versions and third party PDF readers. If you have trouble viewing any file, use the Download PDF bundle link (use Viewing Method #1). Reviewing the letters of reference: Try all three methods to open the letter of recommendation for Winston Burke. USING PRIVATE NOTES - MARK AS READ & MY PERSONAL NOTE 1. While on the review screen for Winston Burke, click the button, Mark as read. The box changes color as a cue that you have reviewed the application. 2. Now click the button, Add a personal note. 3. In the personal note box, type my #1 choice. 11

12 PLACING COMMENTS & FLAGS ON AN APPLICANT 1. Type a comment about Dr. Burke. The search committee may read one another s comments just as they would share comments around a conference table. Interesting personality who enjoys a good cigar. 2. Click the button, Add Comment. 3. Now Flag the applicant, Likes to eat pie Flags may be hidden to all but the Analyst, Editor, and Chair of the committee. For this exercise, keep the default checkmark in the box, Display to reviewers. 4. Click the button, Add Flag. Note: You wouldn t want to use such examples in a real case! Comments and flags should be written as considerately as words spoken in face-to-face meetings. Please monitor your search committee s comments and flags. Remember, these words are part of the electronic record. LESSON 5 MANAGING AN APPLICANT S FILE Note: Only Analysts, Chairs, and Editors have the permissions to manage the applicants files. UPLOADING A DOCUMENT FOR AN APPLICANT An applicant has sent in their materials by regular U.S. mail and the documents need to be uploaded into Recruit. This would require that you scan in the documents beforehand but for this exercise, this will not be necessary. 1. In the list of applicants, choose any applicant with the status Not Completed. 2. In the Actions column, click the link, Manage. 3. On the sidebar menu, click the link, Documents and References. 4. In the section, Curriculum Vitae, click the link Upload. In an actual case, you would browse for the scanned document on your computer. For this exercise, upload any PDF document. 5. After browsing for the file, click Upload and return to the list of applicants. If this was the last requirement, the applicant s status automatically changes to Complete. 12

13 SCHEDULE A VISIT/SEMINAR The search committee wants to meet applicant Margaret Mead. You will schedule the visit and the committee will be able to see the details of this visit when they review her. 1. Choose Margaret Mead in the list of applicants. 2. In the Actions column, click the link, Manage. 3. On Dr. Mead s sidebar menu, click the link, Visit/Seminar. 4. Click the link, Schedule a visit/seminar and enter the following information: Title: Meet Margaret Mead Summary: Job interview Bio: Her research was at the Center for Ethnography Main Event Date: For this exercise, type in any future date. 5. Click the Next button. 6. Now you will schedule events that are associated with the visit. Event: Lunch Start: 12:00 pm End: 1:00 pm Location: University Club 7. Click the button, Add Event. 8. Click the button, Save and Done CHANGING AN APPLICANT S STATUS Updating the applicants status helps reviewers to focus on certain applicants and also satisfies annual reporting requirements by the University Office of the President. 1. Click the manage link beneath the name, Margaret Mead. 2. Click the button, Update Status in the bar across the top of Dr. Mead s application. Notice that Dr. Mead s current status is Invite for Interview. 3. On the update status screen, Recruit helps you out by identifying a next logical status in the workflow. The button labeled New Status shows that Change to Interviewed is next. However we re going to skip to Offered. Click the button, Choose another status... 13

14 4. From the list of statuses, choose Offered. 5. Click the button, Update Status 6. Notice that Recruit keeps a running history of the applicant s status changes. LESSON 6 MANAGING THE SURVEYS ON DIVERSITY DIVERSITY REPORTS All online applicants are automatically directed to take the Survey on Diversity during the application process. Equity Advisors may run the survey reports at any time, or multiple times throughout or after the search period. 1. Click the Recruitments tab in the top menu bar. 2. Find Super Best Job in the Recruitments list. 3. Click the link, Diversity Reports. 4. On the Diversity Reports page for Super Best Job, click the button, Create New Report 5. Your report will be generated when you click the button, Create Report. 6. You will be returned to the Diversity Reports page. Click the link, Download to look at the report. a PDF file will be created, showing the aggregated results of the Survey on Diversity for this particular recruitment. 7. Close your PDF file and return to Recruit. 14

15 LESSON 7 WHAT TO DO WHEN THE SEARCH IS COMPLETE MAKE THE RECRUITMENT INACTIVE The search is complete when a candidate has formally accepted the offer. At this point, Analysts may hide the recruitment, which is accomplished by inactivating it. This effectively archives the entire recruitment plus the applicants and files from all reviewers. Don t worry, analysts can always re-activate. 1. Click the Recruitments tab in the top menu bar. 2. In the list of recruitments, Super Best Job. 3. Click the link, Make inactive in the Actions column. TO RE-ACTIVATE A RECRUITMENT 1. To undo this action, first use the filters panel. 2. Place a checkmark next to Show Inactive. 3. Click the Filter button below it. 4. Now locate your recruitment in the list on the page. 5. Click the link, Make active in the Actions column. This recruitment is once again visible to the committee reviewers. 15