Applicant Reviewer Quick Guide

Transcription

1 Applicant Reviewer Quick Guide Viewing and moving applicants through the Workflow October 22, 2015

2 PeopleAdmin User Guide for Staff/Temp Positions Contents Applicant Reviewer... 3 Logging In... 3 Changing User Groups... 3 Viewing Postings... 4 Applicant Workflow... 5 Applicant Tab... 5 Viewing Applicants... 6 Applicant Summary Tab... 7 Applicant History Tab... 7 Applicant Reports Tab... 7 Moving Between Applicants... 7 Moving Applicants in the workflow... 8 Questions?

3 Applicant Reviewer PeopleAdmin User Guide for Staff/Temp Positions The Applicant Reviewer manages the applicant workflow and is the only role assigned to a posting that can move applicants through the workflow stages (Interviewing, Not Selected, Finalist) including creating the Hiring Proposal for that posting. This role is assigned by the posting department. Logging In Log into the system by going to and clicking Click Here to Log In with SSO. Users will then be prompted to enter their CAS username and Passphrase. Changing User Groups If not already set as the default, users will need to change their role to Applicant Reviewer by selecting Applicant Reviewer from the dropdown menu and clicking the refresh button. A message banner appears at the top of the screen indicating the group has been changed. 3

4 PeopleAdmin User Guide for Staff/Temp Positions Viewing Postings Postings may be accessed using one of the following methods: Through the Watch List OR Hovering over the Postings tab and clicking Staff/Temp Search Options Users who have been assigned to many postings may use the search feature to search by Position Title, Posting Number, or department. Additional filters are also available under More Search Options including ability to add columns or apply additional filters to a search. To open a Posting, click on the Position Title highlighted in blue Once open users have the ability to view the following information: Summary Tab: Review general information about the posting History Tab: Review notes about the posting left by Campus HR Applicant Tab: Review a list of all applicants and application materials that have been referred Reports: Review select reports for the position Hiring Proposal Tab: Review hiring proposals submitted for the position 4

5 Applicant Workflow PeopleAdmin User Guide for Staff/Temp Positions Applicant Tab From the Applicants tab, in addition to viewing applicant materials, users may perform a variety of Actions by hovering over the Actions button. Note: Some actions are role specific Review Screening Question Answers: Provides a statistical overview of how the Supplemental questions were answered Download Screening Question Answers: Provides a Spreadsheet of the applicants and their answers to the supplemental questions. Export Results: Downloads a list of all applicants in the pool including their current workflow state Move in Workflow: Bulk moves applicants in the applicant pool. Download Applications as PDF: Produces a PDF with all applications and materials for selected applicants Create Document PDF per Applicant: Produces a PDF of application and applicant materials for each selected applicant in the pool 5

6 Viewing Applicants PeopleAdmin User Guide for Staff/Temp Positions There are two ways to access applicants for a posting: 1. Hover over the Actions link in the search results and click View Applicants 2. Open the posting and click on the Applicants Tab To view application materials for applicants Under Review by Department click on either the Blue applicant name or hover over the Actions link and select View Application. 6

7 PeopleAdmin User Guide for Staff/Temp Positions Applicant Summary Tab In the Summary tab users have the ability to: View the application submitted by the applicant View responses to any required & optional Supplemental Question from the applicant View any required and optional application materials uploaded by the applicant such as a Resume or Cover letter Special Handling Lists Special Handling lists have been created to identify applicants who should receive special consideration such as staff on the Reduction in Force (RIF) list who have preferential consideration for open positions; former employees who have re-employment restrictions (e.g. Conditional Rehires); or applicants who are not eligible to be in a position that falls under the Programs Involving Children Policy. Applicants on Special Handling lists will be marked with a yellow tag indicating they are on a Special Handling list. Search Committee/Applicant Reviewers should review the notes left by Campus HR in the History Tab for further information. Applicant History Tab In the History tab Users have the ability to: View any notes left by: o Campus HR such as Reduction in Force candidate or Conditional Rehire. o Affirmative Action identifying that an applicant has been reviewed and approved to be interviewed. o Applicant Reviewer identifying the workflow state such as Interview Level 1 Phone Interview. Applicant Reports Tab In the Reports tab Users have the ability to view reports in which they have been given access Moving Between Applicants There are two ways to move between applicants. From the summary tab in the upper right hand corner click Previous or Next to move between candidates OR Clicking Applicant Review to return to the full list of applicants. 7

8 Moving Applicants in the workflow PeopleAdmin User Guide for Staff/Temp Positions Only users assigned as the Applicant Reviewer for a posting are able to move applicants through the workflow. Once under review by department, applicants may be moved to one of the following statuses in the Applicant Workflow: Not Interviewed, Not Selected: Candidate does not meet requirements. Users choose from a list of pre-defined no selection reasons to not move a candidate further in the workflow. Note: Some no selection reasons may require further explanation. Interview: Users choose from a list of pre-defined interview levels and define the interview level in the provided explanation field. Interviewed, Not Selected: Candidate not selected for further consideration following interview. Users choose from a list of pre-defined no selection reasons to not move a candidate further in the workflow. Note: Some no selection reasons may require further explanation. Finalist: Once a candidate is selected as a finalist this allows the user the ability to begin the Hiring Proposal Return: Sends the application back to Campus HR and should only be used if there is an issue with the application There are two ways to move applicants through the workflow, in bulk or individually. To bulk move two or more applicants through the workflow: Select the applicants to move by clicking the checkbox next to their names and hover over the Actions Button and select Move in Workflow. This will open another page where the User can select which workflow state to move the applicants to. Once the workflow has been selected an explanation may be required. Once complete click the Save Changes button. Note: This method works best when all applicants are at the same workflow state 8

9 PeopleAdmin User Guide for Staff/Temp Positions To move an individual applicant in the workflow: On the Applicant Summary page, hover over the Take Action on Job Application button and select one of the workflow options. A pop-up window will appear with the selected Applicant workflow and may require an explanation. Once complete, click the Submit button. Questions? For any questions regarding PeopleAdmin not covered in this Quick Guide go to the Contact Us page located under My Links. 9