Referral Training Exercise 3: Review and Hiring Manager

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1 Referral Training Exercise 3: Review and Hiring Manager Now that you have completed the online portion of training for Referral, it is time to log into the Stage environment of USA Staffing to practice what you have learned. Use this step-by-step guide to help you practice this lesson. Retain your notes to assist you with other lessons. This practice exercise will walk you through sending a certificate to a Hiring Manager, working a certificate as a Hiring Manager, and returning the certificate to HR. This exercise requires that you have: 1. A certificate. 2. Permissions to log in as both a Human Resources and Hiring Manager User in the Stage environment. If you meet both of these criteria, proceed to step 1 to begin this lesson. If you do not have a certificate, you can access the entire practice training series on the USA Staffing Training Resources page at: You will then need to complete the Request, Vacancy, Assessment, Announcement, Application, Referral (Exercises 1 & 2) exercises before proceeding with this exercise. If you do not have access to the Stage environment as both a HR and Hiring Manager user, someone with Administrator access in your office will need to give you permissions. Here are instructions for editing an existing user account: Important Note: Your Hiring Manager access must include the Customer/ Office that was selected in the request tied to your certificate so you can receive a Review. See example below. Image 1: Administration User Admin page with the Customer/ Office for a Hiring Manager profile highlighted. 1 P age

2 Image 2: An approved request. The Requesting Customer field is highlighted because it matches the Customer/ Office that is showing in Image 1. My Vacancy Number: 1. Go into your Vacancy Number. There are several ways to access a Vacancy Number: a. If you know your number, you can type it directly in the Go To box at the top of the page and click Enter. b. You can locate your request in the Requests tab of your dashboard. Once in your request, there is a direct access link under the Vacancy Created section. c. If you have recently gone into this Vacancy Number it will show up in your dashboard drop-down list. 2. Once in your Vacancy, navigate to the Certificates tab. If the Certificates tab does not automatically display, use the + to select Certificates. Image 3: Vacancy Case File page with the Certificates and + tabs highlighted. These are located near the top of the page. 2 P age

3 3. Click the Create Review button next to the certificate you want to send to the Hiring Manager User. Image 4: Certificates page. There is one certificate on the page and the Create Review button is highlighted. 4. Complete the Review Information tab of Create Review. a. Give the Review a Name. b. Set a Due Date for the Review. The Due Date is the date the review is due to be returned. c. The Auto Recall Date is based on your office s configuration. If the review has not been returned by that date, the system will automatically return it and the Hiring Manager will no longer have access to it. If this does not appear on your page it means your office has not set this item as a configuration in Admin. d. The Owner is the person who will be notified when the review is returned. Typically this will be you. e. The Review Type should be set to Applicant List. f. Review instructions are instructions you want to give to the Hiring Manager to follow upon receipt of the review. The instructions may not exceed 500 characters. g. You need to have at least 1 applicant list selected. To add an applicant list, click the Add Certificate button. h. The Requests section will automatically populate. To add an additional request, click the Add Request button. i. The Reviewers section is the Hiring Manager(s) you will be sending the certificate to. In order to complete the rest of this activity, you will need to have a Hiring Manager account that has been added in this section. If you do not see your account under the Add Reviewer button, review instructions at the beginning of this lesson. Remember that the Reviewers available are tied to the Customer selected on the Request displaying on this page. If you have troubles getting your name in this section, contact your Office Administrator or submit a help desk ticket by using the? icon at the top of the page. Once you Save, the Overview and Review Assignments tabs will activate. 3 P age

4 Image 5: Create Review page completed as specified in the above steps. 5. Go to the Review Assignments tab. Click the + next to the Reviewer Name to see what permissions have been assigned. a. You will need to be able to Make selection decisions in order to complete this lesson. b. Make sure the Return to HR box is checked. When ready, click the Send Review button. Image 6: Review Assignments page with the Send Review button highlighted. This button appears in the lower- right quadrant of the page. 4 P age

5 6. The Sent date will populate at the top of the page and the Send Review button will change to Recall Review. Image 7: The Review Assignments page when a review has been sent. The Send Review has changed to a Recall Review button. You have now successfully sent a Review. The address associated with the Hiring Manager account will receive a message indicating a review is ready. Now you will log in as a Hiring Manager to make a selection from the Certificate. 7. Log into your Hiring Manager User account. If your Hiring Manager account is associated with your existing HR User account, use the drop-down next to your name to select User Type and click on Hiring Manager User. If your Hiring Manager account is associated with a different address, log out of your HR User session and log in as a Hiring Manager. (The link for the login page is the same for Hiring Manager Users and Human Resources Users.) Image 8: Image of how to change User Types. The image shows the drop-down options available when a user clicks on his/her name from the upper-right corner of any page in USA Staffing. The User Type item in the list shows the Hiring Manager User and Human Resources User profiles. 5 P age

6 8. When you first log in as a Hiring Manager, you will be taken to the Reviews tab of the Dashboard. Click on a Review Name to go into that review. Image 9: The dashboard page of a Hiring Manager account. 9. Click the Certificate Number to access the certificate. Image 10: Review page of a Hiring Manager account with a certificate highlighted under the Review Status section. 10. This is the certificate. Click the printer icon to print the certificate if needed. Image 11: Certificate page with the printer icon highlighted. The printer icon is located in the upper-right quadrant of the page. 6 P age

7 11. View applicant documents by clicking on the number in the Documents column. Clicking the name of the document will open it. Click the number again to close the Documents box. Image 12: Certificate page with the documents button expanded for an applicant. 12. Use the Edit icon next to a name to indicate a selection decision for an applicant. Image 13: Certificate page with the Edit icon showing for an applicant. The Edit icon pops up when you hover over an applicant name. 7 P age

8 13. Check a box next one or more applicants and use the Apply Action drop-down to Document a Selection Decision, Print Documents or Add Notes. Note: If you want to check the box next to all applicants at once use the check-box at the top of the check-mark columns to select all. Image 14: Certificate page with two applicants selected and the Apply Action button is expanded to see the options. The options are: Document Selection Decision, Print Documents, and Add Notes. 14. Once you have reviewed applicants and made and documented your decision, change your Approval Status to the appropriate choice. For purposes of this training, select 1 applicant from your certificate and mark an Approval Status of Selection Made. Image 15: Certificate page with Approval Status selected. The Approval Status is located in the upper-right quadrant of the screen. 8 P age

9 15. Next, return to the Review page. Image 16: Certificate page with the Review tab highlighted. The Review tab is located in the upper-left quadrant of the page. 16. On the Review page, click the Return to HR button. When the message pops up, select Return to HR. Image 17: Review page with the Return to HR button highlighted. This button is located in the lower-right quadrant of the page. 17. The Status will change to Returned. Image 18: Review page showing the review has been returned. 9 P age

10 You have now completed the Hiring Manager review. The user designated as the Owner for the Review will receive an indicating the review has been completed. Additionally, when logged in the HR User will receive a notification indicator (envelope icon in the upper-left side of the page) letting them know the review has been returned. You can use the drop-down list next to your name to change the User Type back to Human Resources or log out. If your account has access to both HR User and the Hiring Manager interface, the system will log you into the last User Type you were logged into. Remember to switch your User Type back to HR User if this is your primary work type. This completes this exercise. 10 P age

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