Teachers College Recruitment Training Guide New User Essentials

Transcription

1 Teachers College Recruitment Training Guide New User Essentials 0 P age

2 Table of Contents Sections Page Accessing Recruitment Dashboard via TC portal 02 Creating a new Job Description Description of Approval Process for Job Description 06 Actions of Icons in new Job Description form 07 Definition of fields in Job Description card 08 Helpful Tabs in Job Description card 09 Approving Job Descriptions 10 Declining a Job Description 11 Re starting approval process for Job Description that has been declined 12 Creating a Requisition from a Job Description Approving a Requisition from a Job Description 16 Description of Approval Process for Job Requisition 17 Declining a Requisition from a Job Description 18 Definition of fields in Requisition form 19 Posting Jobs to TC careers Previewing Job Advertisement 24 Reviewing Applicants/ Search Committee Review of Applicants Making an Offer to Full Time/ Part Time Professional Making an Offer for Pooled Positions Closing or Cancelling a job 38 Reviewing New Hires 39 On boarding (View from Applicant) Reviewing New hires task list Student Hire Process Making an Offer for Faculty Managing Job overviews 54 Bulk Update to Jobs 55 Managing Applications P age

3 Accessing Recruitment Dashboard via TC portal STEP 1: How to access the Recruitment Dashboard portal To access the single sign on feature for Recruitment Dashboard you can access this by entering into your TC portal and selecting the TC Services tab. STEP 2: Once you have selected the TC Services tab you will click on the link Recruitment Dashboard [NEW] inside the Payroll and Human Resources box. STEP 3: Welcome to Recruitment Dashboard! The first page that you will see will be the Dashboard page. Your view may be different depending on the permissions assigned to your role. *A detailed menu of the contents in your Recruitment Dashboard Dashboard can be accessed by clicking the right hand corner striped icon. 2 P age

4 Creating a New Job Description STEP 1: Create a new job description To create a new Job Description, you will need to select Manage Job Descriptions and create a new requisition from the Job Description bubble. STEP 2: Once prompted to the Job Descriptions click on the New Job Description link at the top left corner, to create a brand new position. i.e. You may want to use this feature to increase headcount, only if a position does not exist. 3 P age

5 Creating a New Job Description STEP 3: You will now be prompted to the Job Description Information form. In this form you will need to complete all the fields necessary to create this new Job Description. Fields with an asterisk* are mandatory. HINT- use Calendar icon to add dates. Format is dd/mm/yyyy STEP 4: Job Duties Click the New button. The format shown will be displayed. Please list the essential (core) duties of the position and the percentage of the time devoted to each duty in the window (pictured) Please ensure the total adds up to 100% STEP 5: Once all the fields have been completed please select your Approval Process.. 4 P age

6 Creating a New Job Description STEP 6: Once you have selected your Approval Process a range of fields will appear: 1) You can type in the of the appointee in the field as described. or 2) You can search the appointee using the binoculars icon. then 3) Click Enter and the field will populate the appointee s name and link. Your Selection will be stored as defaults for future use on the same web browser. STEP 7: Select your HR Representative. Repeat steps 1 thru 3 as described above in STEP 6 STEP 8: Click Save and Exit when ready to move description through the approval process. 5 P age

7 Description of approval process for Job Description Job Description Approvals Approval Process Description Academic (Non-Faculty/Non-Pooled) Administrative Department Centers, Institutes & Programs Faculty Modify Job Desc. (w/no salary change) Any employee working in an Academic department, except pooled positions. Any employee working in an Administrative department, except pooled positions. Any employee working in a Center, Institute or Programs, except pooled positions. This approval process is for Provost office use only. Use this to approval process when modifying a job description that does not include salary change. PT professional (not pooled) Instructor (pooled) Adjunct/PT Visiting Prof/PT Lecturer (pooled) Community Teachers (pooled) Instructional Staff/Fee Based Instructor (pooled) Temp Prof or 1 Time payment (pooled) PT and Pooled Positions Interim (pooled) Course Assistant (pooled) Resident Assistant (pooled) Grad Research Assistant (pooled) Doctoral Research Fellow (pooled) Admin Fellow (pooled) Work Study (pooled) Student Services Any employee working in a Student Services department, except pooled positions. 6 P age

8 Actions of Icons in New Job Description Form ICONS ACTIONS By clicking the binoculars icon you can SEARCH for information to populate the field this icon is next to. By clicking the calendar icon you can add the DATE to populate the field this icon is next to By clicking the eraser icon you can ERASE information in the field you have populated if you want to edit information. 7 P age

9 Definition of Fields in Job Description Card FIELD DEFINITION FIELD DEFINITION Working Title Title to be posted in career site and TC directory Position Title Title associated with position in Banner Appointment End Date If the job has an end date use the Calendar icon to enter date. For positions without an end date, select 08/31/2049 Position Type From the drop down menu, select if employee is: Faculty- for Faculty positions only. Student- for Student positions only. Temp/Interim- for temp and interim positions only. Staff- FT, PT, Secretarial, Facilities and Security. Pooled Position Should be selected to Yes if position falls under the following categories: Recruitment Process This field defines the workflow for candidates, when offer is made. Faculty- for Faculty positions only. Standard- for Professional, Secretarial, Facilities, Security, Temp/Interim positions only. Student- for Student positions only. 8 P age

10 Helpful tabs in Job Description Card TABS NOTES TAB USES The NOTES tab is a great way to record extra information about the job. You can record notes for yourself and also send s about the job from the Notes tab. DOCUMENTS TAB The DOCUMENTS tab is used to store job related documents such as Position Descriptions or interview guides. 9 P age

11 Approving Job Description Users will receive an notifying them to review and approve/decline a Job Description. This will have instructions on how to approve the Job Description. There are two ways of approving Job Descriptions: APPROVE VIA To approve by Reply to the received by typing in the word Approve and send. The word Approve is the only valid response accepted via the . APPROVE VIA Recruitment Dashboard Portal To approve by the Portal (accessible by computer only): Access these jobs by clicking the Approvals link from the orange bubble. *Review Job Description and Approve* 10 P age

12 Declining a Job Description Users will receive an notifying them to review and approve or decline a Job Description. This will have instructions on how to approve or decline the Job Description. There are two ways of declining Job Descriptions: DECLINE VIA To decline by Click on the View Position Description link provided in . You will be prompted to review the Job Description. Decline VIA Recruitment Dashboard Portal To decline by the Portal (accessible by computer only): Access these jobs by clicking the Approvals link from the orange bubble. After reviewing you can click Decline at the bottom of the page. *Review Job Description and Decline* When declining a Job Description you will be required to enter a reason for declining. After you click Decline the below window will appear: Enter reason for decline, then click Save 11 P age

13 Restarting approval process for a Job Description that has been Declined. 1) If declined you will receive a Declined position description . To review- click the View Position Description link provided in the . 2) Scroll to the bottom of the page and click the Restart button, a window will pop up Click OK if you would like to restart the process. 3) You will be prompted to the Job Description form to edit and reassign approvers. Follow the same process of Creating a Job Description and make sure to edit accordingly. Once complete click Save and Exit this will send the Job Description back to the approvers as assigned. 4) You can review the approval queue process by viewing the job description Approval Process field towards the bottom of the form. 12 P age

14 Creating a Requisition from a Job Description STEP 1: Create a Requisition To create a new Requisition, you will need to select Manage Job Descriptions and create a new requisition. STEP 2: Once prompted to the Job Descriptions page, choose the appropriate position. Scroll towards the right of the screen, select Create Requisition from a job description. 13 P age

15 Creating a Requisition from a Job Description STEP 3: Requisition information You will now be prompted to the Requisition information card. In this form you will need to complete all the fields necessary to create this Requisition. Fields with an asterisk* are mandatory. STEP 4: Posting Summary and Posting Description Please complete these fields as they are mandatory. The summary will display once the job is posted (elevator pitch) The description is a detailed breakdown of the position and what it entails. STEP 5: Once all the fields have been completed please select your Approval Process 14 P age

16 Creating a Requisition from a Job Description STEP 6: Once you have selected your Approval Process a range of fields will appear: 1) You can type in the of the appointee in the field as described. or 2) You can search the appointee using the binoculars icon. then 3) Click Enter and the field will populate the appointee s name and link. Your Selection will be stored as defaults for future use on the same web browser. STEP 7: Select your HR Representative. Repeat steps 1 thru 3 as described above in STEP 6 STEP 8: Click Save and Exit when ready to move requisition through the approval process. 15 P age

17 Approving a Requisition from a Job Description Users will receive an notifying them to review and approve/decline a Job Requisition. This will have instructions on how to approve the Job Requisition. There are two ways of approving Job Requisitions: APPROVE VIA To approve by Reply to the received by typing in the word Approve and send. The word Approve is the only valid response accepted via the . APPROVE VIA Recruitment Dashboard Portal To approve by the Portal (accessible by computer only): Access these jobs by clicking the Approvals link from the orange bubble. *Review Job Requisition and Approve* 16 P age

18 Description of approval process for Job Requisition Job Requisition Approvals Approval Process Description Faculty Full-Time Instructional Staff Full-Time/Part-Time - Grant Funded Full-Time/Part-Time Position Pooled Position - Grant Funded Pooled Position - Operating This approval process is for Provost office use only. This approval process is typically used by Academic departments to hire instructional staff. This is for FT/PT staff positions typically paid from a grant. This is for FT/PT staff positions typically paid operating budget. This is for Pooled positions typically paid from a grant. This is for Pooled positions typically paid from the operating budget. 17 P age

19 Declining a Requisition from a Job Description Users will receive an notifying them to approve or decline a Job Requisition. This will have instructions on how to approve or decline the Job Requisition. There are two ways of declining Job Requisition: DECLINE VIA To decline by Click on the View Requisition link provided in the . You will be prompted to review the Job Requisition. Decline VIA Recruitment Dashboard Portal To decline by the Portal (accessible by computer only): Access these jobs by clicking the Approvals link from the orange bubble. After reviewing you can click Decline at the bottom of the page. *Review Job Description and Decline* When declining a Job Requisition you will be required to enter a reason for declining. After you click Decline the below window will appear: Enter reason for decline, then click Save 18 P age

20 Definition of Fields in Requisition Form FIELD DEFINITION FIELD DEFINITION Department Enter name of Department for position Requested Salary Enter requested salary for this position. * The system will not accept offers outside the approved range. If you decide to offer an amount outside of the range, please work with your VP and HR Representative. Once approved, the range will be updated allowing you to proceed with the posting. Headcount Management If hiring more than one person on this requisition please enter the no. of ADDITIONAL New or Replacement positions required. Search Committee You can use these fields to create a committee for the hiring of this position. Skip this section if only hiring one person Note: all requested positions must have approved budget. Posting Details Posting Details In this menu you can apply for a posting Waiver. (Waiving only allowed for Student positions) If you plan to advertise in addition to the TC website indicate the advertising source. Enter reason for Waiver your Generalist and discuss these sources. HR will post positions externally. 19 P age

21 Posting Jobs to TC Careers STEP 1: After Requisition has been approved by all parties, you will need to post the job to the TC Portal, any external postings will need to be coordinated with your department HR Generalist. In the New Job bubble, click the jobs open link. This will prompt you to the My Jobs open menu. STEP 2: In the My Jobs menu, click the View Job link to select the job to be posted in the TC Careers site. 20 P age

22 Posting Jobs to TC Careers STEP 3: Once in the requisition card, click the Posting tab. Click Add posting channels and you will be prompted to a Posting Channels window. Then Select the TC Careers checkbox to ensure the job is posted on the TC Careers site. Please note the following: Complete all mandatory fields as required. The POSTING tab is for departments to control the posting process on the TC Career site. Advertising text can be created independent of the job description. To post externally contact your department Generalist. 21 P age

23 Posting Jobs to TC Careers STEP 4: Applying a design template To apply a design template click Apply job template on the right hand corner. A window will pop up to show your configured design template. STEP 5: Classifying Search Categories and Work Types These are *Mandatory fields By checking the boxes in the SEARCH CATEGORIES and WORK TYPES section, you are selecting a filtering process for the applicant experience. 22 P age

24 Posting Jobs to TC Careers STEP 6: Select Application Form from the drop down menu. *Mandatory field STEP 7: Make sure to review thoroughly and click SAVE to post job into the TC Careers site. A confirmation will appear once job is posted. CONGRATULATIONS!! You have successfully posted your job, now let s get ready to look for a qualified candidate, send the offer and hire a new colleague. 23 P age

25 Previewing Job Advertisement Supervisor and Hiring Manager roles STEP 1: Once the job has been posted to the TC Careers site, click on the Open Advertisement link next to Advertisements yellow bubble. This will bring you to preview any open job advertisements. STEP 2: In the My Posted Jobs menu click on the Preview Job ad on the far right, next to the posting you are looking to preview. A pop up window will appear, showcasing the posting. 24 P age

26 Reviewing Applicants *Contingent on permissions and team settings* STEP 1: In the New Job bubble, click the jobs open link. This will prompt you to the My Jobs open menu. STEP 2: Once clicked, you will be prompted to the My jobs page- here you can see any open, closed, pending or approved jobs you may have in the system. To sort positions by status, click the drop down arrow in the Status window. To view the job card, click the View job link on the right hand side of the page 25 P age

27 Reviewing Applicants *Contingent on permissions and team settings* STEP 3: Click the View applications link on the left top corner. STEP 4: You will be prompted to the applicants list. Here you can sort applicants and create your offer. To view applications scroll to the right side of the applicants name and click View application 26 P age

28 Reviewing Applicants *Contingent on permissions and team settings* STEP 5: After clicking View applications you will be prompted to the Applicant Card Here you can review applicant s resume, cover letter etc. STEP 6: In the Applications section of the Applicant Card you can view any history of applications submitted to any other open positions within your department. From this section you can also create the offer and start the hiring process for the applicant. (Follow next steps in the Making an offer section, page 26) 27 P age

29 Reviewing Applicants Search Committee Review *Contingent on permissions and team settings* STEP 1: In the Search Committee Review bubble, click the jobs requiring search committee review link. *This will prompt you to the My search committee jobs menu. STEP 2: In the My search committee jobs menu, scroll to the right of the page and click on View Applicants. STEP 3: Once prompted to applicants page: You can view or download the resume by clicking the icon, or view the full application by clicking the icon, located to the left of the applicants name. STEP 4: Add a note in the summary box and/or an overall recommendation for each applicant who has applied to the job. Once your overall recommendation has been added, hit, or. *Add a check to specific employee, name should be highlighted in blue* 28 P age

30 Making an offer (FT-PT Pro.) To make an offer from Applicant Card follow next steps What you need to do STEP 1: Once in the applicant card, go to the Applications section and click on the No Offer link. STEP 2: You will be prompted to the Offer details card. In the Offer details card you will be required to complete all fields marked with an asterisk* IMPORTANT HR USE ONLY: Ensure End Date and Salary fields match the submitted requisition. **For FT/PT professionals, Hiring Manager merges the appropriate offer documents, the HR Generalist will move the candidate to the on boarding steps.** 29 P age

31 Making an offer- merge documents (FT-PT Pro.) To make an offer from Applicant Card follow next steps STEP 3: Merge Documents In this section you will select/add (add if necessary) documents which will be merged and mailed to the applicant for reviewing your offer. 1)Click Save offer details card then 2) Click Merge Document 3) Select documents from menu: * Mandatory attachment*- Notice and Acknowledgement of Pay Rate and Payday. 4) Click Merge once selection of documents is complete. HINT: Ignore any personal details required by employee, these will be entered by employee when they complete the On-Boarding process. **For FT/PT professionals, Hiring Manager merges the appropriate offer documents, the HR Generalist will move the candidate to the on boarding steps.** 30 P age

32 Making an offer- selecting approval process (FT-PT Pro.) To make an offer from Applicant Card follow next steps STEP 4: Selecting approval process From the drop down menu, select HR Team. STEP 5: HR Team field 1) In this field enter the of your HR department generalist. 2) Click Save and Close. HINT: Generalist will receive for approval and move candidate to the next steps for On-Boarding. Once employee is approved you will receive an from the Recruitment Dashboard system, you will then be able to view your new hire in your dashboard. (Follow steps in Reviewing new hires page 30) **For FT/PT professionals, Hiring Manager merges the appropriate offer documents, the HR Generalist will move the candidate to the on boarding steps.** 31 P age

33 Definition of Fields in Offer details form FIELD DEFINITION FIELD DEFINITION UNI Enter UNI of employee if this ID exists. HINT: All students have UNIs this will be helpful to add if hiring a student employee. Start Date/End Date These two are required fields. Use the calendar icon to provide appropriate Date format. End Date: For Student Appointments enter the last day of the Semester or the last day worked. *If there is no end date, input 08/31/2049. Hourly Pay Rate and Overtime Rate These two fields are mandatory. If hiring an hourly employee, use the Salary calculator to calculate Hourly Pay Rate and Overtime Rate. On-boarding workflow Select Workflow for applicant, this will provide the employee with the appropriate Onboarding forms. If Hiring a Salaried employee, enter in both fields. Offer Documents In this section you will create pdf. Files of documents applicant will receive once the offer is made. If your department has additional documents other than those provided in the Merge Document menu, you can add documents by clicking the Add Document button. Here you will be prompted to upload the desired documents. 32 P age

34 Making an offer- selecting approval process (Pooled Positions see chart in page 6) To make an offer from Applicant Card follow next steps What you need to do STEP 1: Once in the applicant card, go to the Applications section and click on the No Offer link. STEP 2: You will be prompted to the Offer details card. In the Offer details card you will be required to complete all fields marked with an asterisk* HINT: The Offer details card contains a snapshot view of the applicant s personal details and job details. 33 P age

35 Making an offer- merge documents (Pooled Positions see chart in page 6) To make an offer from Applicant Card follow next steps STEP 3: Merge Documents In this section you will select/add (add if necessary) documents which will be merged and mailed to the applicant for reviewing your offer. 1)Click Save offer details card then 2) Click Merge Document 3) Select documents from menu: * Mandatory attachment*- Notice and Acknowledgement of Pay Rate and Payday. 4) Click Merge once selection of documents is complete. HINT: Ignore any personal details required by employee, these will be entered by employee when they complete the On-Boarding process. 34 P age

36 Making an offer- selecting approval process (Pooled Positions see chart in page 6) To make an offer from Applicant Card follow next steps STEP 4: Selecting approval process From the drop down menu, select None. STEP 5: HR Team field 1) Click Save and Close. HINT: Generalist will have access to review, but Generalist will not send the offers for pooled positions. 35 P age

37 Making an offer- selecting approval process (Pooled Positions see chart in page 6) To make an offer from Applicant Card follow next steps What you need to do STEP 6: Once the offer has been created, return to the Applicant Card Click on the New link A new window will pop up to Change application status form. *Make sure your pop up blockers are off* STEP 7: In the Change application status form select *Send contingent online offer* click Next 36 P age

38 Making an offer- selecting approval process (Pooled Positions ) To send the offer from Applicant Card follow next steps STEP 8: After clicking Next a new pop up window will display a preview of the letter to be sent to the applicant. STEP 9: in the From field, replace the populated with your own tc.edu . *By adding your the applicant will know to communicate directly with you the hiring manager, this will assist in both parties being updated accordingly. STEP 11: Once letter has been reviewed, and in the From field has been replaced accordingly, you are now ready to send the offer to the candidate. Click Move now, this will send the to the candidate requiring them to enter the applicant portal to complete their post hire forms. *Please encourage candidates to complete their post hire forms as soon as they receive.. 37 P age

39 Closing/Cancelling Job in the system Once a position has been filled you MUST always close out the job. To close the job complete the following steps: What you need to do STEP 1: Click on Jobs Open link next to your NEW JOB bubble in the dashboard. STEP 2: In your My Jobs menu, click on the View Job link on the right side of the screen. You will be prompted to the Requisition form. Once in the Requisition form. Scroll to the bottom of the page. In the Status s section, click on the Close Job link STEP 3: You will be prompted to select a move status. From the drop down menu you can select Filled or Cancelled Once mandatory fields are completed you can click Save *If cancelled, you should add a reason for cancelling* 38 P age

40 Reviewing New Hires STEP 1: In the Offers & Onboarding bubble, click the new hires link. This will prompt you to the My new hires menu. STEP 2: In the My new hires menu, scroll to the right side of the applicants row. Click the View offer details STEP 3: You will be prompted to review the Offer details card, here you can check the Application status; Example- background check, contingent online offer sent, accepted offer or declined offer. 39 P age

41 On-boarding (View from applicant) STEP 1: Applicant will receive an offer STEP 2: Applicant will log in using the link provide in the when offer was made. STEP 3: At the top of the welcome page of the applicant profile, the applicant will see a yellow banner with a View Offer link. The link will take the applicant to the Employment offer page. In this page the applicant must download any documents that were provided during the online offer process i.e. offer letter, pay rate acknowledgement and any other documents the hiring manager has provided. 40 P age

42 Onboarding (View from applicant) STEP 5: Once the forms provided are downloaded and reviewed by the applicant, the applicant can check the agreed to the terms box, they can now choose to accept or decline the offer. STEP 6: Once offer is accepted, the applicant will be prompted to complete all necessary post hire forms and acknowledgements. 41 P age

43 On-boarding (View from applicant) STEP 7: Once offer is accepted and forms are completed, the new hire can visit the portal by clicking on the Go to employee portal link. Here they will be able to access their Task List. 42 P age

44 Reviewing New Hires- Task List These lists can be viewed once employee has completed the onboarding process. STEP 1: In the Offers & Onboarding bubble, click the new hires tasks link. This will prompt you to the new hires tasks menu. STEP 2: In the My new hires task page select the name of the employee whose list you are reviewing. Click Search Click the View all tasks link. STEP 3: You will be prompted to the New Hire tasks dashboard. Here you can review: 1) Employee s pending tasks. 2) Manager s pending tasks 3) You can add new tasks to yourself (manager) or to employee. 43 P age

45 Definition of actions in New Hire tasks dashboard FIELD DEFINITION FIELD DEFINITION The employee task list is broken down by: Prior to first day First day at TC First week at TC First month at TC 2 Year Anniversary at TC In each section the Employee has tasks to complete, these tasks will have the due date information. Employees are ed reminders to complete these tasks. New tasks may be added to Employees or Managers. Just click on the Add new task link under the appropriate section to create a new task. You can also favourite a task: In the New Task form at the bottom of the page click : The managers task list is broken down by: Prior to first day First day at TC First week at TC First month at TC 2 Year Anniversary at TC In each section the Manager has tasks to complete, these tasks will have the due date information. Managers are ed reminders to complete these tasks. A Hiring Manager can also send reminders to their employees to complete tasks: 1) Click on the Notify updates at the top left of the New Hire tasks dashboard. 2) In the employee form complete the mandatory fields. 3) Compose . 4) click Send Employee will receive notification to complete pending tasks. Your tasks will be saved for future use. 44 P age

46 Student Hire process For verbal offers of employment STEP 1: Student Hiring process To begin the Student hire process, you will need to select the Jobs open link from the New Job bubble. STEP 2: In the My jobs menu, select the position you are looking to fill by clicking the View Job link on the right side of the page. STEP 3: To assign a specific student to the position click on the View applications link at the upper left corner of the page. 45 P age

47 Student Hire process For verbally hired student STEP 4: You will be prompted to a menu of applicants for this position. If the applicant is not on the list and you would like to extend an invitation, do the following: 1) Click New applicant at top left corner. 2) Complete mandatory fields in the New applicant card. 3) To disclose the application select Yes from the drop down menu. 4) Click Save STEP 5: You will be prompted to the Offer details card. Complete all mandatory fieldsadd or merge student documents as required. Please follow instructions to completing the Offer details card in pages P age

48 Student Hire process For verbally hired student STEP 6: To send the offer to a specific student you will need to do the following: Go to your menu bar and click on Applicant Search STEP 7: Find the specific student- click on view application 47 P age

49 Student Hire process For verbally hired student What you need to do STEP 8: The Applicant card will populate. STEP 9: In the Applicant card under Applications Click the New link next to the job description. STEP 10: Change Application Status to Send Contingent online offer Click Next A sample of the offer will display Click Move now *Review pages for the applicant experience* 48 P age

50 Making an offer- Faculty To make an offer from Applicant Card follow next steps What you need to do STEP 1: Once in the applicant card, go to the Applications section and click on the No Offer link. STEP 2: You will be prompted to the Offer details card. In the Offer details card you will be required to complete all fields marked with an asterisk* HINT: The Offer details card contains a snapshot view of the applicant s personal details and job details. 49 P age

51 Making an offer- Faculty To make an offer from Applicant Card follow next steps What you need to do STEP 3: For Academic Appointments, complete the Academic Appointment Details section *All fields in this section must be completed. STEP 4: Select a Term from the drop down menu 50 P age

52 Making an offer- Faculty To make an offer from Applicant Card follow next steps What you need to do STEP 5: In the Onboarding section, of the Onboarding form field (#12) select Standard Post Offer. STEP 6: For the Onboarding workflow field (#13) select Full Time Employee. *complete all mandatory fields, follow steps in page 43* 51 P age

53 Making an offer- Faculty ( Merge Documents) To make an offer from Applicant Card follow next steps What you need to do STEP 3: Merge Documents In this section you will select/add (add if necessary) documents which will be merged and mailed to the applicant for reviewing your offer. 1)Click Save offer details card then 2) Click Merge Document 3) Select documents from menu: * Mandatory attachment* Notice and Acknowledgement of Pay Rate and Payday. 4) Click Merge once selection of documents is complete. HINT: Ignore any personal details required by employee, these will be entered by employee when they complete the On-Boarding process. 52 P age

54 Making an offer- Faculty (Selecting Approval Process) To make an offer from Applicant Card follow next steps STEP 5: Selecting approval process From the drop down menu, select HR Team. STEP 6: HR Team field 1) In this field enter the of your HR department generalist. 2) Click Save and Close. HINT: Generalist will receive for approval and move candidate to the next steps for On-Boarding. Once employee is approved you will receive an from the Recruitment Dashboard system, you will then be able to view your new hire in your dashboard. (Follow steps in Reviewing new hires page 30) 53 P age

55 Managing job overviews Helpful Hints Helpful hint Sorting Jobs via Manage Jobs link To sort you can click any of the columns headings and the sort will update. Manage Headings To add or reduce amount of headings you will like to see click on the hammer Located and the bottom left of the page, this hammer icon represents Settings Once clicked you will see a menu of the headings, here you can click which you will like to remove or which ones you will like to add. Make sure to click the Save button to update. 54 P age

56 Bulk update to jobs STEP 1: Click the Manage jobs link on the right side menu of your page. STEP 2: On the left side of the jobs you will see a check box,-here you can check the jobs you will like to take bulk action on. When these jobs are selected click the drop down at the top of the page Once you have selected Bulk update job a pop up screen will display. In the Job Status field you can select an action from the drop down menu. Click SAVE at the bottom of the page to update action. 55 P age

57 Managing applications Search by job, applicants name or application status STEP 1: Click on the Manage applications link on the right side menu. Here you can search for applicants using a specific job. *Contingent on permissions* STEP 2: You can search for a specific job, name or application status by clicking the Search tab on the left side of the page. A page will display with fields to specify the search To search by job click the binocular icon Once you have filled in the fields of your choice, hit the Search button at the bottom of the page. 56 P age

58 Managing applications Search by answers to questions STEP 1: To search by answers to questions, click the link at the top of the page search by answers to questions STEP 2: This will display a pop up page with a question and answer wizard, select the questions and click NEXT. *You can also add another question, by clicking the Add another question link. STEP 3: You will then be prompted to type in the answer you would like to search on then click FINISH. *The results will be displayed as per your specifications* 57 P age

59 Managing applications Viewing Resume and Answers STEP 1: Once you have specified the actions as described in page 25 or 26 the applicants will be displayed in the results tab. STEP 2: On the right side of the results page you will see the following icons View Resume icon Download Resume icon View answers icon Clicking this link will take you to the applicant card STEP 3: Once in the applicant card, you will be able to see the applicant s personal details along with history, resume, communication and application forms. To print the applicant card click the print icon at the top right of the page. 58 P age

60 Managing applications Flags and Applicant actions FLAGS STEP 1: Once is the application card, you can manually edit flags. To do this click on the Flags link in the applicants personal information section STEP 2: The Flags link will display a pop up page with a menu of flags you can check off to apply or remove, once flags have been selected, click SAVE at the bottom of the page to apply the update. APPLICANT ACTIONS At the top left of the Applicant card you will find the Actions drop down menu, here you can click the action links and apply to applicants. *Note any action taken is recorded against the applicants history* 59 P age

61 Managing Applications Changing application status STEP 1: On the applicant card, in the Applications section click the current status next to the job you would like to make a status change to. STEP 2: Once this status link is clicked a menu with status options will display-here select the status and click NEXT When selecting a status the Confirm status change page will display, this page will give you options to send communication, give reasons, assign to talent pool or record a recruitment step. * These options will vary depending on the status selection. Click Move now at the bottom of the page to complete the action. 60 P age

62 Managing Applications Viewing an applicant s resume and application form STEP 1: Once in the applicant card, you will be able to see the applicant s personal details along with history, resume, communication and applications. To print the applicant card click the print icon at the top right of the page. STEP 2: To view the resume or application form Under the Applications history in the applicant card, look for your job scroll to the right, here you will see links to view forms, resume and edit flags. To download resume, click on the Resume link. To view application, click on the Form link To add flags, click on the Flags link 61 P age

63 Managing Applications Actions and Viewing History Procedure: To take actions in a specific applicant card. Go into the applicant card, under APPLICATIONS find the job application you will like to take an action for. Scroll to the right side to click on the actions drop down menu. *Note actions menu is contingent on permissions** Procedure: To view applicant history in applicant card. Go into the applicant card, the third section in the card reads History, in this section you can filter the history by clicking on the drop down menu for Item or Job. 62 P age

64 Managing Applications Bulk actions overview Procedure: To bulk applicants using specific bulk actions. *This feature is extremely helpful since it helps the hiring manager organize multiple applicants at the same time* The 3 colour check boxes on the left assist with the organization process. STEP 1: Select Manage applications from right side menu. STEP 2: Select applicants by clicking any of the 3 colour boxes on the right side. STEP 3: Click the Select a bulk action a drop down menu will display. STEP 4: Click the action and complete information requested in pop up page. *Please see the next page (33) for specific action breakdown* 63 P age

65 Managing Applications Bulk Apply and Bulk Categorize BULK APPLY STEP 1: Select applicants. STEP 2: Select Bulk Apply from the Select a bulk action drop down menu. STEP 3: Complete mandatory fields in pop up page: Job Title/Number- job specified for applicant to apply to. Job source- for reporting purposes Application Status- status you would like applicant to appear in once applicant is applied to specific job. STEP 4: Click NEXT. STEP 5: Read information displayed in pop up page, once confirmed click APPLY. BULK CATEGORIZE STEP 1: Select applicants STEP 2: Select Bulk Categorize STEP 3: Click Areas of Interest under category library, select applicable areas then click ADD to update. 64 P age

66 Managing Applications Bulk Assign BULK ASSIGN STEP 1: Select applicants. STEP 2: Select Bulk Assign from the Select a bulk action drop down menu. STEP 3: In pop up page displayed, using the binoculars find the user you will like this application assigned to. STEP 4: Once user has been selected and has been reviewed, click the ASSIGN button to send . *User should receive an with merge fields populated.* 65 P age

67 Managing Applications Bulk Communication BULK COMMUNICATION STEP 1: Select applicants. STEP 2: Select Bulk Communicate from the Select a bulk action drop down menu. STEP 3: Select a communication template from list, the preview of template will populate, click NEXT STEP 4: Review or make necessary updates. At the bottom left corner you have an option to Delay by, select delay of your choice. Click SEND to communication to applicant. 66 P age

68 Managing Applications Bulk compile and send BULK COMPILE AND SEND STEP 1: Select applicants. STEP 2: Select Bulk compile and send from the Select a bulk action drop down menu. STEP 3: Check documents you would like to include. Click CREATE PDF at bottom of page. STEP 4: Using the binoculars select user you would like compiled documents sent to. Click SEND *User should receive an with compiled documents attached.* (example of received by user) 67 P age

69 Managing Applications Bulk invite to apply/bulk move BULK INVITE TO APPLY STEP 1: Select applicants. STEP 2: Select Bulk invite to apply from the Select a bulk action drop down menu. STEP 3: Complete mandatory fields i.e. Job, application source, application form, external job site and position description. Click NEXT STEP 4: Review language. Click PROCEED when ready to send. BULK MOVE STEP 1: Select applicants. STEP 2: Select Bulk move from the Select a bulk action drop down menu. STEP 3: From the drop down menu select reason for move. Click NEXT STEP 4: You may choose to select a communication template or move without selecting a template. Click MOVE NOW when ready to send or move. 68 P age

70 Managing Applications Bulk move and send BULK MOVE AND SEND STEP 1: Select applicants. STEP 2: Select Bulk move and send from the Select a bulk action drop down menu. STEP 3: Complete fields and select information you would like to send to user or users. Click NEXT *User should receive an with compiled documents attached.* (example of received by user) 69 P age

71 Managing Applications Bulk Task Reminder BULK TASK REMINDER STEP 1: Select applicants. STEP 2: Select Bulk task reminder from the Select a bulk action drop down menu. STEP 3: In the displayed pop up page, complete the mandatory fields. STEP 4: Click SAVE once ready to send task. Other Actions: From the Select a bulk action drop down you can also choose to *Bulk document merge *Bulk export *Bulk reference check 70 P age

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