Managing the Civil Service Referred Candidate Pool UI Health

Transcription

1 Managing the Civil Service Referred Candidate Pool UI Health After the Job Posting closes for the job, the HR Recruiter begins building the register for referral to the Department. After candidates are referred, the Department conducts interviews for those referred candidates. This encompasses three processes in the Civil Service Hiring Process: HR Review, Freeze/Referral, and Interview. Position Authorization PMC Job Posting HR Review Freeze/ Referral Interview Job Offer Clearances Onboarding The HR Recruiter is responsible for the HR Review and Freeze/Referral processes. The Department is responsible for the Interview process. Definitions Term Applicant Referred Candidate Finalist Selected Candidate Definition Person who has applied for the job Interested applicants who have met the minimum qualifications and are reachable within the top three (3) scores on the position-specific register. Referred Candidate who has interviewed for the job and is being considered for selection Finalist that has been selected by the department Monitoring the HR Review Process The HR Recruiter is responsible for reviewing the job applicants. During this process, the HR Recruiter reviews applicants. Those that meet the minimum requirements are tested and added to the register with the appropriate register entry and score. The Department can monitor the status of the HR Review process by viewing the icons on the Civil Service Jobs view. HR Review Process Icon Statuses Icon Status Name Description Initiated Job has closed on the Job Board Application Review Dept Referral HR Recruiter has begun the review of applications for the job HR Recruiter has referred the qualified applicants that met the minimum qualifications and are within the top 3 scores. Current process (HR Review) is complete and the next process (Interview) will begin. NOTE: Placing your mouse cursor over the icon will display the current status and date of the process. Rev. 08/10/2018 Page 1 of 19 UIC Human Resources uichrhelpdesk@uillinois.edu

2 Changing the HR Review process status to Dept Referral triggers the following actions: Begins the Interview process by automatically changing the status to Initiated The HR Recruiter sends an to the Department notifying them that candidates have been referred for the job and that the Interview process can begin ( #JC058). Refer to the HireTouch Civil Service Process Correspondences document for an example of this . Changing the HR Review process status to Register Built triggers the following actions: Begins the Freeze/Referral process by automatically changing the status to Pending Dept Freeze Date Monitoring the Freeze/Referral Process During the Freeze/Referral process, an existing register could be used to refer qualified candidates to the Department. While most often used for standard classifications, it can be used for custom classifications in some instances. The HR Recruiter will work with the Department to manage this register. The Department also can monitor the status of the Freeze/Referral process by viewing the icons on the Civil Service Jobs view. Freeze/Referral Process Icon Statuses Icon Status Name Description Pending Dept Freeze Date Register Frozen Referral In Process Dept Referral Previous process (HR Review) is complete. The HR Recruiter is waiting to discuss a register freeze date with the Department. HR Recruiter received confirmation from the Department to freeze the register. HR Recruiter is determining the candidates with the top three scores on the register that will be referred to the Department. HR Recruiter has referred the qualified applicants that met appropriate score levels on the examination to the Department. Current process (Freeze/Referral) is complete and the next process (Interview) will begin. NOTE: Placing your mouse cursor over the icon will display the current status and date of the process. Changing the Freeze/Referral process status to Dept Referral triggers the following actions: Begins the Interview process by automatically changing the status to Initiated The HR Recruiter sends an to the Department notifying them that candidates have been referred for the job and that the Interview process can begin ( #JC058) Department View of the Interview Process Once candidates have been referred by the HR Recruiter, the Department will begin managing the candidate pool. This includes reviewing the submitted application materials and conducting interviews with the Referred Candidates, which takes place during the Interview process. Department users can view the status of their job in process via the Civil Service Jobs view. Rev. 08/10/2018 Page 2 of 19 UIC Human Resources uichrhelpdesk@uillinois.edu

3 The icon in the Interview process column tells you the status of the process. Interview Process Icon Statuses Icon Status Name Description Initiated In Progress Completed HR Recruiter has referred the qualified applicants that met appropriate score levels on the examination. Department is in process of conducting interviews with the referred candidates. Department has selected a candidate for the job. Current process (Interview) is complete and the next process (Job Offer) will begin. NOTE: Placing your mouse cursor over the icon will display the current status and date of the process. Department users also can view the process status in the Processes list, seen within the Job Properties. In HireTouch, the HR Recruiter initiates the Interview process after they determine the candidates that meet the top scores for their examination. For Civil Service positions, candidates with the top three (3) scores are referred to the Department Beginning the Interview Process The Department will see the list of Referred Candidates for the job in the Civil Service Job Candidates view on the job Applicants tab in HireTouch. 1. Login to the HireTouch Administrative Application. Rev. 08/10/2018 Page 3 of 19 UIC Human Resources uichrhelpdesk@uillinois.edu

4 NOTE: For more information on accessing HireTouch, refer to the Logging into HireTouch document. 2. Click the Jobs tab. The Civil Service Jobs view displays. 3. Locate the job in the list and click the job Title. HINT: You can search for a job in the view by entering a term in the Search field and clicking the Go button. You also can sort the view columns to locate the job. 4. From the job, click the Applicants tab. 5. The view defaults to the Civil Service Job Candidates. When the Department is ready to begin scheduling and interviewing the Referred Candidates, they must manually change the Interview process status to reflect this. 6. Access the Interview process in one of the following ways: a. Click the Interview process icon in the Civil Service Jobs view. Rev. 08/10/2018 Page 4 of 19 UIC Human Resources uichrhelpdesk@uillinois.edu

5 OR b. Click the Interview status of Initiated in the Processes list on the job. The Interview Process popup window displays. 7. The Status of In Progress will be selected. Click the Save button. This status indicates that the Department is working on completing the tasks required of the Interview process that occur outside of HireTouch. Department Tracking of Interviews During the Interview process, the Department must use HireTouch to track the tasks required. Such tasks include: Reviewing candidate application profiles Scheduling interviews Conducting interviews Updating candidate statuses Selecting a candidate for the job The assigned HR Recruiter will monitor where the Department is at in the Interview process via HireTouch. Rev. 08/10/2018 Page 5 of 19 UIC Human Resources uichrhelpdesk@uillinois.edu

6 Reviewing Candidate Profiles Prior to scheduling an interview, the Department has the option of reviewing each candidate s applicant profile. This can be done through the Civil Service Job Candidates view, as well as through each individual candidate s profile page. Civil Service Job Candidates View From this view, you can check the status of a candidate. You also can view and download the documents the candidate completed during the application process. Documents to view To open or download the documents for an applicant from this view, click the Open Document icon view. In this view, the icon will do one of the following, based on the column: in the Column All Application Resume/CV Cover Letter Action Opens all documents that are part of the candidate s profile. This could include multiple saved versions of the same documents (e.g., multiple versions of the Application if it was submitted multiple times) Opens the most recent Civil Service Employment Application document completed by the candidate Opens the most recent file uploaded by the candidate with the Document Type of Resume/CV Opens the most recent file uploaded by the candidate with the Document Type of Cover Letter For more detail about a particular applicant, click an applicant s Name in the view above takes you to the Demographics profile page. Rev. 08/10/2018 Page 6 of 19 UIC Human Resources uichrhelpdesk@uillinois.edu

7 Demographics Profile View The Demographics profile view gives you access to more detail about a particular candidate as you complete your assessment. Click any of the submenus or widgets to review additional information. Submenu options Click to expand a widget After reviewing the candidate information, the Department will schedule interviews with the Referred Candidates. Conducting Interviews State Civil Service rules dictate that interviews must take place for all Referred Candidates for the job. Departments will schedule and track interviews using HireTouch and their system. In addition, they will change the individual candidate statuses to reflect their progress with the interviews. Scheduling the Interview The first step in scheduling the interview is for the Department to contact the candidate. This contact can be done via telephone or , depending on the preference of the Department. During this contact, the Department should confirm the following with the candidate: Date of the interview Time of the interview Location of the interview Type of interview o In Person Interview o Phone Interview o Electronic Questionnaire (*only to be used for referral groups of 11 or more candidates) Once the Department has this information, they must record it in HireTouch. Rev. 08/10/2018 Page 7 of 19 UIC Human Resources uichrhelpdesk@uillinois.edu

8 Recording Phone and In Person Interview Schedules For candidate pools of 10 candidates or less, you must record the scheduled interview using the Events function in HireTouch. 1. From the job Applicants tab, click the candidate s name. NOTE: If you are already on the Demographics profile for the candidate, skip to step From the Demographics profile, click Schedule an Event in the Actions box on the upper-right side of the page. 3. On the Events page, record the scheduled interview information for the candidate in the appropriate fields: a. Event Details section: i. Type: Select the type of interview confirmed with the candidate 1. In Person Interview 2. Phone Interview ii. Name: This field will pre-populate based on the type of interview selected in the previous field and the candidate s name. iii. Status: This field will pre-populate with Interview Scheduled b. Schedule Event section: i. Start Date: Select the date and time the interview will begin ii. End Date: Select the date and time the interview will end iii. Meeting Description: If desired, enter a description of the interview Rev. 08/10/2018 Page 8 of 19 UIC Human Resources uichrhelpdesk@uillinois.edu

9 c. Event Participants section: i. Attendees: If you would like others to receive the invitation for this interview, click the Attendees button to add recipients to the invitation. d. Event Location section (for In Person Interviews Only): i. Address, City, State, Zip: Enter the location where the interview will take place. 4. Click the Save & Send button. 5. Confirm the details within the Event Correspondence message that appears. This is created based on the type of interview selected and the details entered on the previous page. You can edit the content of the in the Message field as needed. Rev. 08/10/2018 Page 9 of 19 UIC Human Resources uichrhelpdesk@uillinois.edu

10 6. Click the Send button. Once the is sent, the candidate s status updates to Interview Scheduled. The candidate and the attendees indicated in the Event setup receive this containing details of the interview. The also contains an Outlook attachment that can be added to your calendar. Repeat the above steps for all remaining referred candidates. Once you schedule and record the information, you can proceed with conducting the interviews. NOTE: If you need to reschedule any previously recorded interviews, repeat the steps above to add a new event to the candidate s record. Rev. 08/10/2018 Page 10 of 19 UIC Human Resources uichrhelpdesk@uillinois.edu

11 Recording Electronic Questionnaire Interview Schedules For candidate pools of 11 candidates or more, you can use the Bulk Action feature to send the questionnaire to the candidates. 1. From the Civil Service Job Candidates view, select the checkbox(s) next to the names of the candidates you want to receive the questionnaire. 2. Click the Bulk Actions list. Rev. 08/10/2018 Page 11 of 19 UIC Human Resources

12 3. Select the Electronic Questionnaire Interview correspondence. 4. In the Correspondence Details screen, edit the content of the in the Message field as needed. a. Insert the Date and Time the questionnaire answers should be returned to complete the interview in the body of the message. b. If you prefer to attach a document for the questionnaire, use the Choose File button to add that document to the message. Rev. 08/10/2018 Page 12 of 19 UIC Human Resources uichrhelpdesk@uillinois.edu

13 5. Once you confirm the details of your message, click the Send To All button. 6. Click the Confirm button in the popup window that appears. Rev. 08/10/2018 Page 13 of 19 UIC Human Resources

14 7. Once the s are sent, a confirmation message appears. Click OK to close this message or wait until the message closes automatically. 8. From the Civil Service Job Candidates view, again select the checkbox(s) next to the names of the candidates you sent the questionnaire. 9. Click the Bulk Actions list. 10. Select the status Interview Scheduled. Rev. 08/10/2018 Page 14 of 19 UIC Human Resources uichrhelpdesk@uillinois.edu

15 11. In the popup message that appears, click OK. The Civil Service Job Candidates view updates the candidate s Applicant Status with your new selection. Once you schedule and record the information, you can proceed with conducting the interviews. Rev. 08/10/2018 Page 15 of 19 UIC Human Resources uichrhelpdesk@uillinois.edu

16 Tracking the Results of the Interview As the interviews proceed, the Department will track the results of each interview using the candidate s Applicant Status. These statuses allow the Department to manage the referred candidate pool during the Interview process, as well as show the HR Recruiter how the interviews are proceeding. Changing Candidate Statuses during the Interview Process The Department will use the Applicant statuses below to manage their referred candidate pool during the Interview process. Interview Process Applicant Statuses Status Name Interview Scheduled First Interview Second Interview Third Interview Candidate Withdrew - No Response to Interview Candidate Withdrew - No Show for Interview Candidate Withdrew - Not Interested Denied/Dept Interviewed Finalist References Requested Department Selected Description Selected after the department schedules an interview with the referred candidate Selected after the department conducts an interview (Department can use as needed) Selected if the referred candidate does not respond to any requests for an interview Selected if the referred candidate does not appear for a scheduled interview Selected when a candidate withdraws from the selection process. Selected after the department has conducted the interview and has determined that referred candidate will not proceed in the hiring process. This status DOES NOT guarantee additional referrals of candidates. Selected after interview and shows that the referred candidate is considered one of the final selections. Selected when the department has requested references from the referred candidate. For Civil Service jobs, this status DOES NOT automatically send an to the listed references. Selected when the department selects the candidate they would like to offer the job to. This status ends the Interview process and triggers the Job Offer process. The HR Recruiter can see these statuses on the Job Applicants tab as they monitor the Department s progress. Rev. 08/10/2018 Page 16 of 19 UIC Human Resources uichrhelpdesk@uillinois.edu

17 Changing Individual Statuses 1. From the Civil Service Job Candidates view, click the User Status of the applicant. 2. In the User Status History popup that appears, select a new status for the candidate from the Status list. 3. Click the Save button. The Civil Service Job Candidates view updates the candidate s Applicant Status with your new selection. Rev. 08/10/2018 Page 17 of 19 UIC Human Resources uichrhelpdesk@uillinois.edu

18 Changing Multiple Applicant Statuses (Bulk Action) 1. From the Civil Service Job Candidates view, select the checkbox(s) next to the names of the candidates you want to change. 2. Click the Bulk Actions list. 3. Select a new status from the list that appears. 4. In the popup message that appears, click OK. The Civil Service Job Candidates view updates the candidate s Applicant Status with your new selection. Rev. 08/10/2018 Page 18 of 19 UIC Human Resources uichrhelpdesk@uillinois.edu

19 Completing the Interview Process Once the Department completes the required interviews of the referred candidates, they will select a candidate for the job by changing that applicant s status to Department Selected. Changing the applicant s status to Department Selected triggers the following actions: Ends the Interview process by automatically changing the status to Completed Begins the Job Offer process by automatically changing the status to Dept Salary Proposed Sends an automatically to the HR Recruiter notifying them that the interview process is complete and that the Department has selected a candidate for the job ( #AC027) In addition, the Department will add a note to the job indicating the Selected Candidate s name and Proposed Salary they wish to offer the candidate. 1. From the Civil Service Jobs view, click the job Title. 2. In the Actions box in the upper-right side of the screen, click Attach a Note. 3. In the Notes field, enter the following information: a. Selected Candidate s Name b. Proposed Salary 4. Click the Add Note button. The HR Recruiter will review the Note regarding the selected candidate and proposed salary as they begin the Job Offer process. Rev. 08/10/2018 Page 19 of 19 UIC Human Resources uichrhelpdesk@uillinois.edu