Non-exempt and Hourly Applicant Workflow Training

Transcription

1 Non-exempt and Hourly Applicant Workflow Training

2 Go to and click on For USU Departments and Search Committee

3 Click on Jobs posted after April 1, 2015 to access the new system.

4 You will login to the jobs website through the USU Login portal with your A- number and strong password.

5 Click on the Jobs Tab

6 Search for and click on your position.

7 The unique job ID will pull up in the search field and then click on the position title.

8 Please note the visual representation of the applicant workflow. We will be referencing icons frequently throughout this training. Each applicant will have an icon located underneath each process. As we move through the workflow other icons will be activated.

9 Here you will see a list of applicants. To view an applicant s documents click on the applicant s name.

10 The names and contact information of 3 references are captured on the application and can be viewed here under the References section. To view an applicant s documents you can either click on the documents individually under the Documents section or use the Download Documents feature to show all of the applicant s documents in one PDF file.

11 This PDF file will open in a new tab or window once you click on the Download document feature. Once you have viewed or printed the documents you can close the pdf.

12 Once you have viewed all necessary applicant information use the View Applicants by Job link to return to your list of applicants.

13 There are 2 options to select or de-select candidates and move them through the hiring process. You can either click on the icon under the specific process such as Resume Review or use the check boxes next to the applicant name and the Bulk Actions feature to update multiple applicants at the same time. We will highlight both features in the next slides.

14 Once we click on the Resume Review icon for Applicant 1 it will bring up the available options. Selected means the candidate is selected to move forward in the search. Deselect Called/Manual will de-select the applicant but no correspondence will be sent from the system and the applicant will only know they are de-selected once the committee contacts them. De-selected Auto will de-select the applicant and send an automatic notifying them they are de-selected, we will highlight this feature later. We will choose selected in this example and click Save to move Applicant 1 forward.

15 Once we choose Selected the Resume Review icon will update to a full circle and activate the Interview process and icon.

16 You can check the boxes next to multiple applicant names and locate the Resume Review process under Bulk Actions and update multiple applicant statuses at the same time by choosing an option. In this example, we will update Applicant 2 and 3 to Selected to move them forward in the hiring process.

17 Now Applicant 2 and 3 have a full circle under resume review showing they have been selected to move forward.

18 Applicant 4 will not be moving forward. When we click on the Resume Review icon we will choose De-Selected Auto and Save as we are sure we do not want to consider this applicant in the future. This is an example of the sent when the Deselect Auto option is chosen.

19 There is now an x in the Resume Review icon. You must now update the reason for nonselection by clicking on *Select Disposition.

20 Select the most applicable reason for non-selection from the drop-down menu. Make your selection and then click Save.

21 You will notice that Applicant 4 has now disappeared from our list. You can view your De-selected Applicants by clicking on My De- Selected Job Apps.

22 We will now move forward with scheduling the interviews for our remaining candidates. Our first option is to click on the icon under Interview for Applicant 1.

23 This is the event scheduler feature. The only required fields are the date and time. You can add event attendees using the icon. These attendees will be BCC d if you choose to send an , we will discuss that feature next.

24 Once you have entered the information you can either click Save to simply create a record in the system of when the interview was scheduled or Save & Send if you would like to send a follow-up to the applicant with an attached calendar invite. We will click Save & Send in this example.

25 An Outlook meeting invite will be attached to the and you can either write your own or choose the template provided. Any event attendees will be BCC d on the . In this example we will select the Candidate Interview Request template and click on the Go icon.

26 You can edit this template and attach any additional files such as a campus map or parking information. Once the has been drafted and you are ready to send click the Send icon.

27 We can see the correspondence was sent successfully. We will now click on the View Applicants by Job link to get back to our list of applicants.

28 We will choose not to use the event scheduler and check the boxes next to Applicant 2 and 3 and use the Bulk Actions feature to simply update the Interview status to scheduled. This will update the Interview icons to a half black circle to reflect the interview has been scheduled.

29 We have interviewed all the applicants we have selected Applicant 1 as our top candidate. We will update Applicant s 1 status by clicking on the Interview icon and updating the status to Selected to move them forward in the search and then click Save.

30 Next we click on the icon for Applicant 1 under the References column and update the Reference check to complete and click Save.

31 We are now ready to extend an offer to our final candidate, Applicant 1. We will click on the Offer icon.

32 Applicant 1 has accepted our offer so we click on the Offer icon and update the status to Accepted and then click Save.

33 The Offer icon is black now to indicate the process is complete and the offer has been accepted.

34 Since our final candidate has accepted the offer we will now update our other 2 applicants to De-selected. The Automatic is no longer an option since an interviewed candidate should receive a phone call or personalized . We will use the Bulk Action to update the last 2 applicants to De-selected Called/Manual and will notify the applicants.

35 Our de-selected applicants now both have x under the Interview icon as they were de-selected after the interview and did not more forward in the process. If you completed reference checks on these applicants you can update the Reference process by clicking on the Reference icon. We now need to select the reason both applicants were not hired by clicking on *Select Disposition for each applicant.

36 Now that we have updated the Disposition Codes Applicant 2 and 3 have now moved to our De-selected Applicant list. We will now click on the Background icon for our final candidate.

37 Since this is a benefited position a background check is required. We will select Send Background Request to HR Banner and Save, this will send a system generated with the necessary information for HR to request a background check.

38 We will now click on the job status of Closed and update it to reflect the position has been filled.

39 We will update the status of the job to filled and then click Save.

40 HR will update the Background icon once the results of the background check have been received. The Dept Hiring Request and Onboarding processes will not be utilized at this time, please disregard them.

41 The job is now updated to Filled and you have completed your search.