e-recruitment Using the e-recruitment system: A guide for recruiting managers Version Date Modification Author

Transcription

1 e-recruitment Using the e-recruitment system: A guide for recruiting managers Version History Version Date Modification Author V 3.0 Revised and updated Alison Jinks & Julia Jones v Revised and updated Alison Jinks & Julia Jones v Created Julia Jones USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 1 of 50

2 Contents 3 Introduction 4 Pop-ups 4 Time out 4 How managers will use the Applicant Tracking System (ATS) 4 Access to Vacancies & Applicants 5 Stages of the e-recruitment process 5 Home Page 8 Helpful tips 9 Finding your way around the ATS 9 Horizontal menu bar 10 Left-hand menu bar 12 Vacancies 12 Getting a vacancy released 12 Creating an electronic AV1 18 Vacancy Summary screen 19 Editing the AV1 20 Saving and printing the AV1 21 Attaching documents to the AV1 22 Accessing documents already attached to the AV1 22 Removing or amending the Visibility of an attached document 23 Sending the AV1 to HR for approval 24 Keeping track of the vacancy 26 Accessing the Vacancy History details 27 Maintaining Vacancy Cost Information 30 Applicants 30 Keeping track of applicants 32 Viewing applications, applicant history and CVs 32 Viewing comments, assessment details and other attachments 34 Printing and/or saving applications 36 Candidate Selections 40 Selection Process 40 Closing date for receipt of applications 40 Determining the stages in the selection process 40 Self-scheduling Interview facility 41 Providing screening/shortlisting decisions via Excel spreadsheet 42 Providing screening/shortlisting decisions via ATS scoring forms 42 Interview invite and decline letters 43 References 43 Offers 43 Notifying HR of the outcome of interviews 44 Tracking the progress of successful applicants 44 Making the offer of employment 44 Requesting joining information from applicants 44 Archiving 44 Further Help Appendices USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 2 of 50

3 A guide for managers who recruit: Introduction Welcome to the University of Birmingham s new web-based e-recruitment system. This electronic system has been implemented to automate the recruitment process. Essentially, applicants apply for vacancies online, and then applications, screening, interview arrangements and appointments are all managed online too. This will enable all the stakeholders involved in the recruitment of staff to instantly access information in respect of the creation and release of vacancies, applicant data and applicant progress through the various stages of the recruitment process. There are two parts to the system: Applicant Interface (also known as front-end ) accessed via the University s website, this displays vacancies and allows individuals to make electronic applications for employment. Applicants use their address to create an account with a password. Applicant Tracking System (also known as ATS or back-end ) - this is used by line managers, HR and Accountancy to create and approve vacancies and then monitor and move applicants through the various stages of the recruitment process Features of the Applicant Interface include: View all vacancies and filter them based on four search criteria or find a vacancy by its job title and/or post number Register for job alerts. s are automatically sent to applicants when a vacancy is advertised that matches their specified criteria As well as the job description, it is possible to display additional information to applicants, e.g. organisational charts Communication Centre this is the applicant s personal account where they can save partly completed applications, view and check the progress of current applications, withdraw applications, review any s sent by UoB, edit contact details, book interview slots Submit a CV and any supporting documents with their on-line application Faster and streamlined communication, including acknowledgment of all applications received The applicant interface is available via Features of the Applicant Tracking System (ATS) include: Create, approve and track vacancies electronically and publish them to the website - vacancy history shows all actions taken in respect of vacancies Receive on-line applications or scan and upload any hard copy applications received View all applications on screen as they are received (on-line & hard copy) Collect shortlisting information electronically Invite applicants to interview, including the ability for applicants to self-schedule their interview from pre-determined slots Applicant history shows all actions taken in respect of applicants Data integrates to Alta HR (personnel and payroll system) ATS is available at You will need to log-in using your ADF username (in lowercase) and your password which is sent to you by by WCN - the system provider. USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 3 of 50

4 Pop-ups The ATS will open in a separate window browser for security reasons. If you do not see this new window, you may have a popup blocker on your browser. You will need to ensure that your browser is set to enable pop-ups whilst in the ATS system. Whilst in Internet Explorer 1) Select the option 'Tools' next to favourites at the top of the page 2) You will see an option called 'Pop-up Blocker' - place your cursor on this option 3) Click on 'Pop-up Blocker Settings' 4) Add atsv7.wcn.co.uk to the list of allowed sites NB: Do not select the option Turn Off Pop-up Blocker as this will enable pop-ups in all internet applications, which could impact on the memory capacity and security of your PC. Time Out Please note as a security feature you will automatically be logged out of the system if it becomes inactive for 60 minutes or longer. You will be able to log back in, but any changes that you were making to the e-jobs system that have not been saved through clicking the Confirm button will be lost. A pop-up box with the following warning message is displayed one minute before you are 'timed out', to give you the opportunity to stay logged on: Your session will time out in 1 minute. To keep this session active, please Click here At the bottom of your screen a digital display will count down from showing how many minutes remain until automatic log-out. Each time you use the system this digital display re-starts its countdown. How managers will use the Applicant Tracking System (ATS) The e-recruitment system has automated the existing recruitment process. Appendix 1 contains a matrix detailing each stage of the recruitment process, who is involved and how it works. Managers will use the ATS to: Create electronic AV1 and submit for approval Track the progress of the release of the AV1 View applications for their vacancies Provide screening/shortlisting information Track applicants invited to interview Monitor actions taken in respect of applicants through various stages of the recruitment life cycle as detailed in the status flow document (Appendix 2) Access to Vacancies & Applicants Each College or Budget Centre is broken down into a number of ownership pools (or recruitment pools). Managers will be given appropriate access to Ownership Pools according to where they work and the vacancies that they deal with. The person who creates an AV1 automatically has access to that vacancy. As part of the AV1 process the AV1 creator allocates access to other ATS users who will need to view/access the vacancy and/or applicant details. Only the person who creates the AV1 can allocate access to other ATS users, and amend these details as necessary. Therefore, as an ATS user, you will have access to the vacancies that you have created and to vacancies that other users have given you access to. USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 4 of 50

5 The appropriate members of HR and Accountancy have default access to the vacancies they are involved in releasing. Stages of the e-recruitment process There are numerous stages of the e-recruitment process that applicants will move through as their applications are progressed. These stages are split into two categories: The first category is Applicant Status. The Applicant Status stages commence at New Applicant and then, based on decisions taken, proceed through the various interview stages, to offer or rejected. As HR moves the applicants through these Applicant Status stages, the system automatically updates the record for each applicant. The Applicant Status stages are shown in a flowchart in Appendix 2. The second category is Activity Status. The Activity Status stages capture the data in relation to recruitment activities that sit outside of the key selection activities. These activities are: Offers; Retirement Age; Immigration Status; Asylum & Immigration; Leave to Remain/Entry Clearance; References; Start Date; Redeploy; DBS; Sign-on/Joining Information; and Occupational Health. Each of these statuses has between four and eight sub-stages called values. For example, within References the four values are: Not yet requested, Not Required, In Progress and Process Completed. Many of these stages are initiated automatically in accordance with the information given by the applicant on their application form. Thereafter these stages are manually updated by the HR teams (with the exception of References which involves automatic system updates). The Activity Status stages are detailed in Appendix 3. Home Page When you log in you will be taken to the home page. If you have access to more than one Ownership Pool, you will need to select the one you wish to view before you are taken to the home page. The details at the top of the home page will then confirm which Organisational Pool you are currently logged into and the home page will show details for that particular ownership pool. Maximize the home page screen so you don t accidentally click outside it and get logged out. (The home page tends to open up as a slightly smaller size than the PC screen.) You can increase or decrease the text size via the Page icon. Click on the down arrow on the Page icon, then select Text size, then select Larger or Largest. The Summary of Active Candidates shows the number of applicants for all the vacancies you are authorised to view and shows where those applicants are in the various stages of the recruitment process. You can tailor this list to show the applicant numbers for one specific vacancy by typing the vacancy title in the Click & Type to search vacancies box, then clicking on the blue arrow. The details in the Summary of Active Candidates will then be refreshed to show the data just for that one selected vacancy. Each stage of the recruitment process listed under Summary of Active Candidates is a hyperlink, which gives access to the relevant applicant details. USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 5 of 50

6 At the bottom of the home page Summary of Interviews Pending details any forthcoming interviews relating to the vacancies you have access to (irrespective of whether you are scheduled to attend the interview). You can select the period of time displayed from the drop-down box. Each scheduled interview entry (three interviews on 31 December, in the following example) is a hyperlink that will take you to a list of the applicants due to be interviewed on that date. For details of how to access a schedule of interviews, including those you have arranged but are not attending, please see page 11. Common Actions/Common Tasks list of the stages of the recruitment process which you will most regularly need to access. The University has worked with the software provider to tailor columns of information displayed in the common actions screens to show you the most relevant information you could need for that particular stage. The list of Common Actions is on the home page and can be accessed via Common Tasks on the horizontal menu bar. Each stage of the recruitment process listed under Common Actions/Tasks is a hyperlink which gives access to the relevant applicant details. The table on the next page details the additional columns of information that are displayed in the tailored Common Action screens. USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 6 of 50

7 Common Actions/ Tasks Applicants included in list Additional Columns displayed on screen New applicants New applicant GIS (Guaranteed Interview Scheme) Redeployment Applicants rejected at screening Selected for Rejection GIS Redeployment Being considered and/or invited to interview At interview stage of process Rejected at Screening Selected for on-hold Selected for interview Invited to Interview Confirmed Interview Unsuccessful at interview Selected for Rejection Unsuccessful at interview & encouraged to register for job alerts Applicants in the process of being offered jobs Applicants who have accepted job offers Applicants who have withdrawn or had offer rescinded Rejected after interview and NOT encouraged to register for job alerts Rejected after interview and encouraged to register for job alerts Verbal Offer Selected for Job Offer Offer Made Offer Accepted Sign-On Joining Information complete GIS Redeployment References GIS Redeployment References Immigration Status Leave To Remain/ Entry Clear Interview decision GIS Redeployment Interview decision GIS Redeployment Interview decision GIS Redeployment References Immigration Status Leave To Remain/ Entry Clear DBS Occ Health Start Date Contract Exported GIS Redeployment References Immigration Status Leave To Remain/ Entry Clear Eligibility to work in UK DBS Sign-On Joining Information Occupational Health Start Date Contract Exported GIS References Immigration Status Leave To Remain/ Entry Clear Eligibility to work in UK DBS Sign-On Joining Information Occupational Health Contract USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 7 of 50

8 Archived Vacancies Live Active Vacancies Live Non Active Vacancies Login to another ownership pool This takes you to the vacancy list of all posts that have been electronically archived. This takes to the vacancy list of all posts that are currently active but not archived. This takes to the vacancy list of all posts that are currently non-active but not archived. Selecting this drop-down option takes you to the home page from where you can login to a different ownership pool The Applicant Graph gives a diagrammatic display of the number of applications received within the chosen period of time you select from the drop-down box. If you hover the cursor over a bar within the graph, a box will appear detailing the date and the number of applications represented by that bar. NB: if you select a period of time from the drop-down box in which there were no applications, then the application graph will disappear all together. If this happens then click the home icon to refresh the home page and return to a graph showing a default six-month period. The Choose Recruitment Pool field allows you to swap between different ownership pools (assuming you have access to more than one ownership pool). Click in the field and your choice of ownership pools will be displayed. Click on the pool you want and click the blue arrow and the home page will refresh to show the details for the selected ownership pool. A few helpful tips Don t hit the refresh button on your browser or you will get logged out Don t use the internet back button or you will get logged out Don t click outside of the ATS browser window as this can also log you out maximise the window to avoid doing this Don t use the internet browser home icon above the top of the e-recruitment screen (blue coloured house) as this will take you to the default home page for your browser Don t tab or return to move between fields, as this will also log you out. However, you can use tab and return within fields. Don t forget data protection requirements don t leave your PC without logging out or locking your screen Do open the applicant interface in a separate browser. If the ATS and the applicant interface are open in the same browser (albeit on different tabs) you will see an administrator s view of the applicant interface, which is different to what the applicant will see. Do use the ATS home icon (house with yellow roof, top left-hand of the e-recruitment screen) to get you back to the system s home page. You can then easily navigate to other screens. Do use the various hyperlinks for quick and simple navigation around the system Do use the most recent search results link on the left-hand menu bar to get you back to the last listing of applicants that you viewed Do log a call to the University s helpdesk in the usual way should you have any problems Do remember data protection requirements logout or lock your screen when away from your PC USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 8 of 50

9 Finding your way around the ATS As well as being able to access information from the hyperlinks in the main body of the home page, there is a horizontal menu bar and a left hand menu bar (both of which are displayed regardless of where you are in the system) in order to allow you to move around the ATS. What you can see on the left-hand menu will depend on what type of access your Head of Budget Centre has agreed you should have. Horizontal menu bar The Quick Status Search gives a drop down list of all the stages of the recruitment process. This is the same list as the Summary of Active Candidates on the homepage but via the horizontal menu bar you have access to this list no matter which screen you are in. This list allows you to search for applicants by the particular stage of the recruitment process e.g. "new applicant" or "selected for interview". NB: the Quick Status Search list cannot be tailored to show information for one particular job you need to use the Summary of Active Candidates on the home page in order to do this. The Common Tasks give you the same list as the Common actions on the homepage but via the horizontal menu bar you can access this list no matter which screen you are in see Common Action on page 6 of this guide for full details. The Search field (to the left of Quick Status Search) enables you to search for applicants based on their names, addresses, names that sound similar and to search archived applicants. Simply enter the data that you are searching for, e.g. applicants called Smith, click whether you want to search in all fields or against specific criteria. Then click the blue arrow to start your search. Click the cross to close the search criteria box. If there are applicants with an exact name match then these will be displayed giving you access to their application and application history. If there are no applicants with an exact name match then a list of names with similar spellings will be displayed. This is useful if you are unsure of the exact spelling of a name. If you wish to include applicants who applied to a vacancy that has subsequently been archived, you need to tick the Include archived? option. If you wish to include names that sound similar to the name you are searching, you need to tick the Find names that sound similar? option. USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 9 of 50

10 Clicking on the Recently Viewed Candidate icon opens a box containing the names of the last 20 applicants you looked at. The names are hyperlinked and clicking on them will take you straight to applicant history page for the selected applicant. Also displayed is the date and time that you last viewed each applicant s details. Clicking the recently viewed candidate icon again closes the pop-up box. The WCN Home page icon is on the far left-hand of the horizontal menu bar (house with yellow roof and no window/chimney). Clicking on this icon will take you to the ATS home page. Take care to select the home button within the ATS screen, not the Internet Explorer home button above (blue house with window/chimney) as this will take you back to your default Internet Explorer homepage. The Candidate Selections field on the menu bar is an optional functionality that allows you to bookmark and save your own bespoke selection of applicants, thereby giving you quick and convenient access to find and/or monitor the applicants you have selected. For details of how to create and share your own Candidate Selections, please see page 36 of this guide. Left-hand blue menu bar Clicking on each of the tabs on the left hand menu bar will display a further drop-down menu. Clicking on the tab again will close the drop-down menu for that tab. A summary of each of these menu items is detailed below: Candidates: Search candidates this allows you to search for applicants by the various stages with the e- recruitment system Candidate Criteria. You can then choose what information you wish to see displayed for the applicants found in the search Display Criteria. Filter/Search all candidates is an alternative search facility which allows you to search applicants by various information fields, according to the available data. Candidate alerts enables you to set up an alert whereby the system will send a message to selected addresses when a particular candidate submits an application via the e-recruitment system. Search by name - allows you to search for applicants by first or last name. Vacancies: Go to vacancy clicking in this field will display a drop-down list of all the vacancies you have access to. Select a vacancy then click the blue arrow to take you to the vacancy summary page for that vacancy. Alternatively, you can type the vacancy reference number, post number, or post title and a filtered list of vacancies will be displayed. List Vacancies displays a list of all vacancies you have access to those you have created and those that others have given you access to. My Vacancies displays a list of the vacancies that you have created. My Active Vacancies displays a list of the vacancies that you have created which are active on the system. My Inactive Vacancies displays a list on vacancies that you have created which are inactive on the system. USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 10 of 50

11 New Vacancy gives you access to the screens used to create a vacancy through the AV1 process. Show Approvals and Show Posting Approvals are used by HR and Accountancy when approving vacancies on the system. Interviews: Interviews displays a list of interviews relating to the vacancies you have access to (irrespective of whether you are scheduled to attend the interview) Your schedule displays a list of interviews that you are scheduled to attend In either of the lists of vacancies you can click on the hyperlinked job title to access further details about the interview arrangements. Clicking on the hyperlink under Slots will open up a box, if you then click on the + sign next to Week Commencing the name of the interviewees will be displayed. Each name is hyperlinked to applicant s application form. Statistics used by HR to produce reports Admin used by HR to manage certain aspects of the ATS set-up Most recent search results takes you back to the last list of multiple applicants you looked at. This is really useful! Logout logs you out of the system. To comply with data protection requirements please remember to logout or lock your screen when you are away from your PC. USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 11 of 50

12 Vacancies Getting a vacancy released Your Head of Budget Centre will need to agree to the release of the vacancy before you can advertise it. When completing the electronic AV1 you will need to complete a field confirming that you have gained the approval of your Head of Budget Centre (or nominee) prior to submitting the AV1. Details of the agreed approval process for your Budget Centre are provided as part of the e-recruitment training session. Further details can be obtained from your HR team. All AV1s will need to be submitted to HR electronically through e-recruitment. HR then completes its part and electronically sends the AV1 to Accountancy for approval. Once approved, the AV1 automatically gets sent back to HR, who then arrange for the vacancy to be advertised on the University website and through any other agreed advertising media. Creating an electronic AV1 Symbols on the AV1 Click on the paste icons to paste copied/cut text into that field The people icon indicates that information entered in that field will be visible to applicants Click on the question mark icons for explanatory notes Vacancy Template Select VACANCIES from the left-hand menu. From the drop-down, select New Vacancy, then New Vacancy from the template choice. USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 12 of 50

13 Copy Existing Vacancy You can choose to Copy an existing vacancy but this should be done with caution as it is easy to overlook a field where the data needs to be altered. If you do copy an existing vacancy you must select to use the latest version of the application form via the Application Form (Master) option. If you choose Keep original Application Form applicants will not be able to complete the most recently version of the application form. This could affect your ability to access candidate information. Steps 1-5: Vacancy Details Step 1 Owner REALLY IMPORTANT if you have access to more than one ownership pool then you need to select the ownership pool where the vacancy will be held. This restricts access to the vacancy, so ensure that the correct ownership pool is selected. Step 2 Enter the Vacancy Name Write the job title, followed by a hyphen and the post number. If you do not have a post number, then please use XXXX (e.g. Clerical Assistant XXXX). A post number will then be allocated by your HR team when they review the form. Steps 3 & 4 Enter Vacancy Details Fill in all the boxes in this section that have instructions in orange type down as far as the line HR TO VERIFY THE ABOVE FIELDS AND COMPLETE THE FOLLOWING. Where there is an asterisk * completion of that field is mandatory. If a field is not applicable enter N/A do not leave any mandatory fields blank as this will prevent integration of the data at a later stage. Boxes with blue type will be completed by HR, and those with purple type by Accountancy. Vacancy Type - it is important to pick the correct vacancy type as this pre-populates some of the fields within the template. Each vacancy type has an associated set of terms and conditions which the successful applicant will be appointed upon. The terms and conditions are the single most important factor in determining which vacancy type should be selected. The choice of Vacancy Types is as detailed in the following table: Vacancy Type Support Staff Annual Pay Support Staff Hourly Pay Administrative Staff Associated Terms and Conditions Support Support Administrative and Other Related Staff When should it be used For all support staff When you wish to advertise the remuneration for the job as an hourly rate rather than an annual salary. For example, we have previously found that we receive better response rates advertising cleaning vacancies as paying an hourly rate. This will include posts that may not be considered administrative in nature, such as Project Manager, Business Development Manager. This Vacancy Type will be used for all non-academic vacancies Grade 6 and above. For all non-clinical Teaching Grade 6, 7, 8 or 9. Academic Academic Teaching Lecturer/Reader Staff (non clinical) Research Research and For all non-clinical Research Grade 6, 7, 8 or 9, USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 13 of 50

14 Teaching Only Academic through Grade Research Funding Limited Research through Grade Marie Curie Fellow Professorial Staff Senior Management (Grade 10) Analogous Staff (non clinical) Administrative and Other Related Staff Academic Teaching Staff (non clinical) Research and Analogous Staff (non clinical) Research and Analogous Staff (non clinical) Research and Analogous Staff (non clinical) Academic Teaching Staff (non clinical) Administrative and Other Related Staff including Reader For teaching-focused posts, not involved in undertaking research. Occasionally we may wish to advertise Lecturer/Senior Lecturer post and then determine which level the successful applicant will be appointed at following interview. This vacancy type allows you to advertise a salary across grades 8 and 9. Occasionally we may wish to advertise Research posts that do not have the full funding and the starting salary is limited to the bottom point of the grade. Occasionally we may wish to advertise Research posts across the grades and then determine which level the successful applicant will be appointed at following interview. This vacancy type allows you to advertise Research posts across grades: 6 to 7 7 to 9 7 to 8 8 to 9. For the appointment of Marie Curie Fellow on grade 6 to 9 on Research and Analogous staff. For the appointment of Associate Professors and Professors For the appointment of Grade 10 staff on Administrative and Other Related terms and conditions Clinical Dentist Clinical Staff Clinical Lecturer Clinical Staff For the appointment of clinical staff. Research Fellow Non Consultant Senior Clinical Clinical Staff Lecturer Non Consultant New Honorary Clinical Staff Consultant Contracts Nursing Staff Support For the appointment of nursing staff on nursing grades A to I on support terms and conditions of employment. MLSO Staff Support For the appointment of MLSO staff on grades; T, 1, 2, 3, or 4 on support terms and conditions Once you have selected the Vacancy Type, the title of the associated Terms and Conditions are displayed further down the AV1 Form (above Job Purpose). This title is a hyperlink which will open up a new window displaying the details of these terms and conditions. Organisation Advertising Description this is a list of areas within your organisational pool. This list may differ slightly from the descriptions used internally within the University. The Organisation Advertising Descriptions have been determined by your Head of Budget Centre as being appropriate descriptions (which exclude University terminology) to use when presenting job details to potential applicants. Pick the best fit for your vacancy. The description selected will be displayed in the job advert. USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 14 of 50

15 Post Ref Number use existing number, or if it is a new job or the reference number is not known enter XXXX. Post Title this is data collected for HESA (the Higher Education Statistic Agency). The list has a limited choice of post titles so select the best fit option for your vacancy or if there is no appropriate fit then select OTHER. Full Time/Part Time please note that part-time Academic and Related staff should only have their fulltime equivalent hours calculated in tenths. They do not have any set hours of work, therefore in order to calculate part-time salaries in a meaningful way, the University will offer part-time working in fractions of tenths (where a tenth equals half a day) in order to be able to measure effort. For example: 30% of full-time will equate to 1½ days. Advertising the vacancy please note that the vacancy will automatically be advertised on the University s website. All other advertising requirements, including Jobcentre Plus and jobs.ac.uk, must be detailed here. Date when the vacancy goes live - this is the date that the vacancy is to go live on the ATS system NOT the date that the vacancy is to be advertised. Until the live date is reached the vacancy cannot progress through the various stages of the e-recruitment system. Therefore you should use previous day s date to ensure the vacancy is active on the system straight away. Closing Date enter the anticipated date that the vacancy will close. This date will be subject to change depending upon the length of time it takes to get the post approved and any lead times for advertising media. Select a best-guess date so that the software allows the vacancy to be submitted to HR for approval. HR will confirm and amend this date if necessary at the point that the vacancy is advertised. Some of the fields need data to be entered in a specific format so that it can integrate to Alta HR (the University s personnel and payroll system). Appendix 4 provides details of which fields are integrated. Where this is the case, notes appear in the field labels or the help text. (You access the latter by clicking on the blue question mark.) Interdependent fields there are several fields whereby the information you enter then opens up additional fields to be completed. Examples of this are: If you select Part Time a further field opens for you to specify the hours to be worked. If you select Fixed Term a further field will open to specify the grounds for the vacancy being fixed term and the duration of the fixed term. When you select the Vacancy Type this predetermines the terms and conditions for the vacancy and presents the range of grades that apply to that Vacancy Type, e.g. Band The system will also present the range of salaries which apply to those grades but it will NOT auto-fill the salary level when you choose the grade. You need to select the appropriate starting salary for the vacancy. Source of Funds this information is collected for the Accountancy Department. Detail here if the vacancy is funded by HEFCE, a specific grant or awarding body. For vacancies within Corporate Services, detail if the vacancy is funded by Core or Trading funds. Ledger Account fields here you enter the details of the ledger account(s) that fund the role. You can enter up to five different ledger accounts if the cost of the vacancy is split across several ledger accounts. You must ensure that the amounts entered under Percentage total 100%. If the role is part-time (e.g. 70% of FTE) the ledger account percentage/s must still total 100% of the cost of the role. USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 15 of 50

16 Step 5 - Confirm When you have completed your part of the Vacancy Details (orange text down as far as the line HR TO VERIFY THE ABOVE FIELDS AND COMPLETE THE FOLLOWING), exit this template by clicking the Confirm button at the bottom. Step 6: Search Criteria Now you will be taken to a new screen where you to attach tagging information to the vacancy. These tags will make sure the search engine can match your vacancy to the criteria specified by potential applicants when searching for suitable opportunities. NB: When completing this stage of the AV1 you need to consider the language and descriptions used by external applicants. The details you select here will be used to match your vacancy against the options selected by applicants looking for suitable vacancies to view on the University website. 1. The area of the University in which the vacancy is based. You can select more than one area - if you do this it will increase the number of search categories the vacancy will be included in. 2. Job type this does not refer to the category or terms and conditions of the job 3. Internal or External this determines which applicants the vacancy is open to. Then click the Confirm button. USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 16 of 50

17 Step 6: (cont d) Pre-screen Pre-screen questions are presented to applicants as they commence the on-line application process. They are used to ensure that applicants do not apply for vacancies that are open to internal applicants only. Specify here whether you want applicants pre-screened to check they are an existing University of Birmingham employee, i.e. internal applicants only. Alternatively if you do not want to use any prescreen questions then click none. Then click the Confirm button. Step 7: Application Form Now you will be asked to choose the appropriate application form for your vacancy. Choose Application Form (Master) from the drop-down for all posts from Band 100 to Grade 9. The Senior Appointment Form is used for Professors and Grade 10 posts. Step 8: Access Only you, as the person creating the AV1, will be able to view the vacancy and its applicants unless you give access to other system users to view it. In Step 8 of the AV1 you need to specify any other person that you would like to be given access to the vacancy that you have created. That person will need to be a user of the e-recruitment system and have access to your organisational pool. The screenshot below shows the screen that you will see. The screen details various role-holders who may need access to your vacancy and is a prompt to you when deciding who to give access to. You should grant access to: USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 17 of 50

18 chair of the panel (if a system user) members of the shortlisting panel and interview panel (if system users) your line manager and their line manager and maybe the Head of Budget Centre Any other appropriate user of the e-recruitment system (e.g. your secretary, Operations Manager, Head of Operations etc) It does not matter which field you put which names in identical access is granted to all the names that you enter, irrespective of which field you put their names in. You do not need to put a name in each field fields can be left blank. If someone s name applies to more than one field (i.e. they are an interview panel member and the recruiting manager s line manager) you do not need to detail their name more than once. Simply click in the appropriate field, type the first three letters of their name and you will see a dropdown list of system users within your ownership pool with the same three letters in their name. In the previous screenshot, typing ali gives a choice of five names to choose from. To detail more than one name in a field separate the names by a semicolon with no space after it (e.g. David Jones;John Smith). Do not select names with (Accountancy) after them as these are staff responsible for providing financial approval. Both HR staff and Accountancy staff have default access to all vacancies so you do not need to give them access in Step 8. Once you have added the names of all those you wish to grant access to press confirm. Once the vacancy has been created, you can change the names of those who have access see Editing the AV1 on page 19 of this guide. Vacancy Summary screen You are then taken to the Vacancy Summary page. The Vacancy Summary information box is updated with ticks against Search Engine Tagging and Application Form to show that you have successfully completed these stages. The Vacancy Details box will not be ticked until all parts have been completed by HR and Accountancy. From this screen you are able to: USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 18 of 50

19 edit vacancy details change who has access to the vacancy save and print a word version of the AV1 attach documents to share internally and/or with applicants send the AV1 to HR for approval review and add vacancy cost details Editing the AV1 You have the opportunity to edit the AV1 prior to sending it to HR. You may need to do this if you create the AV1 before gaining budget centre approval, as you will then need to go back to the vacancy details to insert the Date that Head of Budget Centre gave approval. Editing Steps Vacancy Details From the Vacancy Summary page you can go back and edit the vacancy details by selecting Edit Vacancy. Once you have made your required changes to the Vacancy Details, click Confirm at the bottom of the screen and you will be taken directly to the Vacancy Summary page (bypassing the screens for Steps 6, 7 & 8). Editing Step 6 Search Criteria From the grey menu bar select Tagging. You can then select any of the three search criteria areas Job Type, Area of University and Internal / External vacancies. Click Confirm to save any changes made. Editing Step 6 (cont d) Pre-screen From the grey menu bar select Tagging. You can then select Pre-screens. Click Confirm to save any changes made. Editing Step 8 Access If the vacancy is active select Edit on the grey menu bar, select Deactivate Vacancy, select Edit on the grey menu bar again and then select Roles. Change the access details as required. Select confirm. Select Edit on the grey menu bar, select Activate Vacancy. If the vacancy is NOT yet active select Edit on the grey menu bar, select Roles. Change the access details as required. Select confirm. USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 19 of 50

20 Saving and printing a Word version of the AV1 You can save or print a Word version of your AV1 from the Vacancy Summary page. This is very useful if you need to forward the AV1 to your manager or Head of Budget Centre for approval before submitting it to HR for approval. To save or print a copy of the AV1 as a Word document, click Options on the horizontal grey menu bar. Then click on Word Version from the drop-down that appears. You may get a security message as shown below if so, click on Download As Word to progress. Then you can Open to print or Save the AV1 to your PC. If you save the AV1 to your hard drive, you can then print it or it to anyone who needs to review it or just save it for your own reference. USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 20 of 50

21 Attaching documents to the AV1 You can attach documents to the electronic AV1 and you can choose whether these are visible to the recruiters (HR, Accountants and Managers who have access to ATS), to applicants, or to both. For example, you may wish to add additional documents such as related research grant information or an organisational chart to be seen by applicants, along with the job description. You can also attach documents for internal use only, such as details of the interview schedule or the presentation brief for applicants who are invited to interview. Select Options from the grey menu bar, then select Attach File You will then get an upload screen: Use the browse button to find the file you wish to attach. Decide what you want to call the document this is the name that will be displayed to those accessing the document via either the ATS or the Applicant Interface. Then choose who you want to be able to see the document, applicants or recruiters (we are not making the ATS available to Agencies so you can ignore the third option). You can make the document available to both applicants and recruiters by selecting both tick boxes. Click Submit Form. USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 21 of 50

22 Accessing documents already attached to the AV1 Once a document has been attached to a Vacancy this will be shown in the Attached Documents information box on the Vacancy Summary page. The attached document can be accessed by clicking on the hyperlinked document title, but not amended or deleted from here (see below). Removing or amending the Visibility of an attached document If you need to remove or amend the Visibility of a document, select Options then Attach File on the horizontal grey menu bar again. You can then click on the hyperlinked word Delete to remove the attached file, and if appropriate you can then re-attach it with amended visibility or replace it with a different document. USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 22 of 50

23 Sending the AV1 to HR for approval Click Request Approval. If you don t see Request Approval then you have not completed all the managers mandatory questions click Edit Vacancy just below Request Approval and try again. You will be asked to select a member of your HR team to forward the AV1 to, in order that they can complete their part and forward it to Accountancy (see the following screen shot). Select the name of your HR contact from the drop-down box. An automatically generated will be sent to your HR contact to advise them that you have completed an AV1 and that they now need to take action. You can add additional text to this standardised template by typing in the white text box before clicking Send. Once you have sent the AV1 to HR for approval, the Vacancy Summary screen will appear with the message Approval Request Sent in bold red writing. USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 23 of 50

24 HR will check and approve the details you have entered, complete their section of the AV1 and submit it to Accountancy for them to check and approve. You have now completed all the stages of the electronic AV1. Keeping track of the vacancy Once the vacancy has been approved by HR and Accountancy and has been released, you can track the vacancy and its applicants via the ATS. Finding your vacancy details Click on VACANCIES on the left-hand menu bar. From the VACANCIES sub-menu you can click in the Go to vacancy box. An alphabetical list of your vacancies will appear. Typing the first couple of letters of a word which appears in the job title will reduce the list to vacancies titles which include those letters. Highlight the vacancy you wish to view and click the blue arrow. You will then be taken to the Vacancy Summary screen for the selected vacancy. Alternatively select List Vacancies from the VACANCIES sub-menu. List Vacancies will take you to a list of all vacancies you have access to. ( My Vacancies will take you to a list of the vacancies for which you created the AV1.) This list of vacancies will detail the date the vacancy went live, the number of applicants etc. as shown in the following screenshot. Adding columns of additional information to the List Vacancies screen Clicking on the add columns icon, circled on the previous screenshot, displays a box containing an alphabetical list of all the fields in the electronic AV1. You can select any number of these fields to be added as columns of information displayed in the list of vacancies. You can sort by any of the columns by clicking on the column heading. This amendment to the displayed information is only temporary and will not be saved once you navigate away from the screen in which you added columns. Adding vacancies to My Vacancies listing You can copy vacancies from the List Vacancies screen to My Vacancy screen for ease of reference. In List Vacancies select the vacancy you wish to copy into My Vacancies by putting a tick in the box to the right of the vacancy. Select Add to My Vacancies from the drop-down options at the bottom of the screen and then click on the arrow. (This is shown on the following screenshot.) USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 24 of 50

25 Removing posts from My Vacancies You can remove a vacancy from My Vacancies by placing a tick against the vacancy you wish to remove. Then scroll to the bottom of the page. In the drop-down box select Remove from My Vacancies and then click on the arrow. This will only remove the vacancy from My Vacancies it will not remove it from List Vacancies. Checking if the vacancy has been advertised yet Click on the title of any vacancy in the vacancy list and you will go to the Vacancy Summary screen for that vacancy. On the Vacancy Summary screen, you can see what actions have been completed in respect of the vacancy being approved and going live (see following screenshot). USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 25 of 50

26 Vacancy Summary box information e-av1 completed this box is ticked when all the stages of completing and approving an AV1 are complete. These stages are: 1. Recruiting manager completes required AV1 information and sends to HR for approval 2. HR verifies the manager s information, completes the HR section and sends to Accountants for approval 3. Accountancy verifies account codes and the financial information, completes the Accountancy section and sends back to HR 4. HR complete final check and activate the vacancy Search Engine Tagging completed this box is ticked when Step 6 of the AV1 has been completed (Step 6 - Search Criteria and Step 6 (cont d) Pre-screen questions). Application Form Attached this box is ticked when Step 7 of the AV1 has been completed. (An application form has been tagged to the vacancy. If this isn t done applicants will be able to see the vacancy but not submit an application.) Approved/Active this is ticked when the vacancy has successfully been through all the necessary approval stages of the e-recruitment system. When a post is active you cannot edit any of the information associated with the vacancy. Posted to UoB redeployment website this is ticked when the vacancy has been published on the University s Redeployment Vacancy Board. Council approved the Redeployment Policy in the summer of 2009 and thereafter the redeployment website will start to be used. Posted to UoB vacancy website this is ticked when the vacancy has been published to the University s Job Opportunities website. Published to External Sites this tick box is not currently in use. It would be used if our e-recruitment system was integrated with external job boards such as jobs.ac.uk or Monster. This is an area we are seeking to develop. Published to Agencies The University could consider giving external agencies system access to add applicants. At the present time this is not a facility that we wish use and hence this tick box is not currently in use. Vacancy Live this is ticked when the vacancy is active and therefore able to accept on-line applications. Accessing the Vacancy History details You can see exactly what action was taken, by whom and when by accessing the Vacancy History. From the Vacancy Summary screen Click on View in the grey menu bar and select Vacancy History. USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 26 of 50

27 You will then see a listing of the actions taken to date. The Vacancy History screen shows you who has undertaken various actions and when, including which manager submitted a vacancy to HR for approval, when HR sent it to Accountancy and when it was actually advertised. Using the Tabs in the Vacancy Summary screen When using the vacancy summary screen you can use the tabs to determine what details are shown. Vacancy Info will show you the vacancy summary page; Applications will show you a list of the various stages of the recruitment process and details of how many applicants are at each stage (see page 31); Vacancy Costs will allow you to review and record vacancy costs (see the following screen shot). Maintaining Vacancy Cost Information The e-recruitment system provides a facility to record recruitment costs associated with a vacancy. At the vacancy summary page, click on the Vacancy Costs tab, and click on the hyperlink Click here to add new cost. USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 27 of 50

28 This will open a pop-up window from which you will be asked to select the type of cost from a dropdown list and then click Submit Query There are 4 types of cost and their sub-categories are as follows: Type of Cost Advertising Cost List Agency Cost List Staff Time Costs List Other Cost List Cost sub-categories Internet Local Press National Press Other Publication / Journal Radio Television Careers Service Job Centre Job Zone Other Pertemps HR Advisor HR Assistant Director HR College Head HR Director HR Secretary Head of Budget Centre Line Manager Other PVC / Dep PVC / VC Panel Member Recruitment Office Senior Appointments Administrator Accommodation for Applicants Accommodation for panel members Drinks Equipment Hire Expenses for applicants Expenses for panel members International travel expense Lunch & drinks Other Recruitment Literature Room Hire Video Conferencing In the example below Other Cost List has been selected and the sub-category of Lunch & Drinks has been chosen. There is a field for you to enter the cost and then another field for you to make a comment or give detail about the cost. USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 28 of 50

29 The summary page then shows the costs recorded against the vacancy, including when the information was added and who by, and keeps a running total of costs incurred. Each cost has a hyperlink which you can use to edit any information that has already been entered. Vacancy cost reports are available upon request from: jobs@contacts.bham.ac.uk USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 29 of 50

30 Applicants Keeping track of applicants Tracking applicants from a vacancy listing Click on VACANCIES on the left-hand menu bar. Select List Vacancies or My Vacancies from the VACANCIES sub-menu. In List Vacancies and My Vacancies, you can see at a glance how many applicants you have for each vacancy. Each of these applicant numbers is a hyperlink which will take you to a listing of All Candidates or Active Candidates for that vacancy. Active Candidates means applicants who are still active in the selection process this excludes applicants whose applications have been rejected or withdrawn. These hyperlinks allow you to view all applicants (or all active applicants) for a vacancy, irrespective of which stage of the recruitment process there are at. You can sort the rows by clicking on the column titles. If you wish to view the applicants split by the various stages of the recruitment process, click on the people icon: you will get a pop-up list of the various stages of the application process. Each stage is hyperlinked. Click on the applicant status that you want and you will be taken to a list of all the applicants at the selected stages for that vacancy. USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 30 of 50

31 Tracking applicants from the Vacancy Summary screen If you are in the Vacancy Summary screen you can access applicant details via the Applications tab circled below. This will display a list of the various stages of the application process. Each stage is hyperlinked. Click on the applicant status that you want and you will be taken to a list of all the applicants at the selected stages for that vacancy. Tracking applicants via home page and horizontal menu bar You can also access applicants details via Summary of Active Candidates and Common Actions on the home page and Quick Status Search and Common Tasks on the horizontal menu bar. Each of these options gives access to applicants according to the various stages of the recruitment process. Applicant listings When you select a list of applicants, their details will be displayed as shown below: From this screen you can access applications, CV, other attachments submitted by the applicants, add comments about an applicant and view comments already added by other system users and print and/or save applications. Each vacancy title in the Vacancy column is a hyperlink which will take you directly to the Vacancy Summary screen for that vacancy. USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 31 of 50

32 Adding columns of additional information to the List Vacancies screen Clicking on the add columns icon (circled on previous screen shot) displays a box containing an alphabetical list of all the fields in the electronic AV1. You can select any number of these fields to be added as columns of information displayed in the list of vacancies heading. This amendment to the displayed information is only temporary and will not be saved once you navigate away from the screen in which you added columns. You can sort the rows by clicking on the column headings. However, this will only sort the rows that are showing on the current screen. If your list of applicants goes over more than one page, you need to click on the Show results on one page icon shown below to collate the applicants into one page and then sort. The system defaults to provide applicant details in separate pages in order to speed up the loading of pages. Viewing applications, applicant history and CVs In the applicant listing screen use the icons on the right hand side to access the following information: The first icon opens up the on-line application form The second icon opens up the application history - which details all the actions that have taken place in respect of that applicant (more details below) The third icon opens up a PDF version of the application form from where it can be printed or saved The fourth icon (right of the tick box) opens up the CV (if submitted) Viewing comments, assessment details and attachments submitted by the applicant (including scanned hard-copy applications) Use the icons in the third column (right of the applicant names) to access the following information: The first icon opens up any comments that have been added by other users with access to the vacancy The second icon shows the assessment decisions that have been made to date regarding that applicant (e.g. shortlisted or declined) The third icon opens up any other attachments the applicant has submitted in addition to their online application form and CV. If the application was a hard copy (not made on-line) then it will be scanned and uploaded onto the ATS system and can be accessed via this third icon Each of these icons are bold if there is information held there and greyed-out if there is no information held in these categories. USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 32 of 50

33 Application Form The application form gives all the details entered onto the on-line application form by the applicant. At the top of the form you will find the applicant s contact details and details of any other live applications for vacancies that you have access to. The job title at the top of the application form is hyperlinked to take you back to the Vacancy Summary screen. You can use the blue arrows under the applicants name to go to the application form for the next or the previous applicant in the applicant listing. Applicant History screen The Applicant History details how the applicant has progressed through the recruitment process, including dates of actions and who undertook the actions. From here HR can move individuals through the process. Where HR have written to an applicant, either by or letter, this will be detailed and the content of the correspondence can viewed by accessing the hyperlinked correspondence title. On the Applicant History screen the job title at the top is again hyperlinked to take you back to the Vacancy Summary screen. You can use the blue arrows under the applicants name to go to the applicant history details for the next or the previous applicant in the applicant listing. USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 33 of 50

34 Printing and/or saving applications To print a single application form you can use the PDF icon to the right of the applicant s name. Once the PDF document opens you can save or print via the save/print icons at the top of the PDF document. If you also wish to print multiple application forms and/or to include the CV and any other attachments that the applicant has submitted, follow the instruction below: Select the applicant(s) you want to print, by selecting the tick box(es) to the right of their name/s. If you want to select all the applicants then tick Select all on this page at the bottom of the list of applicants. If your list of applicants goes over more than one page, you need to click on the Show results on one page icon shown below to collate the applicants into one page before ticking Select all on this page. The system defaults to provide applicant details in separate pages in order to speed up the loading of pages. Once the required applicants have been selected, click the Print Book/App Summary button at the bottom of the page. You will then be asked what information you want to include in the print book. You will be presented with a list - Selection Options and content for print : Tick 'Include CV/Resume and Include other attachments to include these in the print book. Applicants who have applied in hard copy will have their applications scanned into the system as an attachment. All applicants are given the option to attach documents. USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 34 of 50

35 The following pop-up window appears: This summarises what will be included in the print book. Click on Access Book to download or open the document. Another window opens with the PDF document containing the application forms, CVs and attachments you have selected. You can save this book if you wish, or you can just print it. You can save/print using the save/print icons at the top of the PDF document. From here you can choose your preferred printer, quantity and printing options as normal. USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 35 of 50

36 Candidate Selections Users of the system can copy applicants and add them to a selections list. This enables them to watch certain applicants and track them, as opening a saved selection takes you back to these applicants. This functionality can be thought of as a book-marking tool. The original application remains in the system; the candidate selection contains a copy. It works by tracking the applicant number. If the same applicant has applied for multiple jobs they will be given a unique applicant number for each application. Therefore only the application you have saved will appear in the selections list. You can only select applications to vacancies that you have access to. Applicants can be added or removed from a selection at anytime and the whole selection list can be deleted when it is no longer required. The deletion has to be done by the person that created the selection. You can make the selections Private, so that only you have access to them. Or you can choose to make the selection Public, which means it is available to any other manager who has access to the vacancy. Creating a selection does not progress the applicant through the recruitment process in anyway, to do that you must communicate with your HR representative through the normal process. This is simply additional functionality that allows you to return quickly to a group of applicants that you have specified. Once a candidate selection has been created it is accessible via the top menu bar. Create a selection Find the appropriate applicant listing and select the applicant(s) you want to include in your selection list by ticking the check box against their name or selecting all. Under the list of applicants, there is a drop-down box listing any selections already in existence and New Selection. Select New Selection and click Add to Selection button to the right. USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 36 of 50

37 A pop-up window will appear where you are asked to give the selection a title and to state whether or not you wish the selection to remain private. If you do not make the selection private then it will be accessible to other managers who have access to the vacancy. If you make the list public you are also asked to specify whether or not you want others to be able to modify the list, e.g. add applicants to the selection list or remove them. You will then get a confirmation message and an instruction to close the window. USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 37 of 50

38 The selection that you have created will now appear in both the drop-down lists (at the bottom of all applicant listings and on the top menu bar). You can then find additional applicants to add to this selection list if required following the instructions given. You can access the selection that you have made again later by opening the drop-down list in the menu bar. Editing selections Open up your selection via either of the drop down lists (see above). Then click Edit Selection. A popup window appears containing the applicants in that selection. A new window will open. Select the applicant(s) you wish to delete from the selection by ticking the appropriate box(es) and Update Selection. This does not delete the application; it will simply remove the applicant from this selection list. The pop-up window will then close and the list will be refreshed. USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 38 of 50

39 Deleting a Candidate Selection To delete a Candidate Selection, open the drop-down bar in the top menu bar and select Delete a Selection. A new window will open detailing your candidate selections. Click on Delete next to the appropriate selection. The screen refreshes, having removed the selection you have just deleted. You can then delete any further selections, if you wish. Remember you can only delete the selections which you have created. USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 39 of 50

40 Selection Process Closing date for receipt of applications When your vacancy has closed you will receive an from the HR Services alerting you to this fact and reminding you of the next steps to be taken. Vacancies close to applicants at midnight on the closing date and are then automatically removed from the Applicant Interface. If, due to exceptional circumstances, you wish to accept a late application please contact your HR team to make the necessary arrangements. Determining the stages in the selection process We encourage managers to plan the selection process at the time of raising the electronic AV1. This enables us to notify applicants of interview dates at the time they submit their application, thereby giving the maximum amount of notice and potentially reducing the numbers of applicants that drop out during the process due to availability issues. If you haven t already done so, you need to decide how many times you wish to see some or all of the applicants during the selection process. For the majority of posts, applicants will be interviewed once, although they may be asked to give a presentation or undertake a work-related task in addition to being interviewed. Where applicants are seen once, we describe them as having been shortlisted. If you wish to see some or all applicants on two separate occasions you will need to invite them to a longlisting interview and then a shortlisting interview. If you wish to see some or all applicants up to three times you will invite them to a preliminary interview, then a longlisting interview and then a shortlisting interview. Screening decision who to select for the next stage Add details here about checking for applicants with GIS and redeployment status provide signpost to R&S Guidelines and Redeployment Policy When the vacancy has closed, HR needs to know: Which applicants you want to take to the next stage and the rationale for choosing them over the other applicants How many selection stages you will be using Dates, times, venue and interview panel member names plus details of any tests or presentations to be used in the selection process Whether you wish to use the interview self-scheduling facility Self-scheduling Interview facility The system enables applicants to self-schedule their preferred interview time from a pre-determined list of interview slots. If you opt to use this facility then applicants will be sent an asking them to log onto the Applicant Interface to view the choice of interview slots and then select their preferred time on a first-come-first-served basis. It is possible to use both pre-allocated time slots and self-scheduled time slot for one vacancy i.e. book one or more applicants into a pre-determined interview slot and then invite the remaining applicants to self-schedule themselves into the remaining interview slots. For example, if you have an applicant travelling from London and you would like to offer them a midday interview slot, HR will invite that applicant to attend at midday and the remainder of the applicants can schedule themselves into the remaining interview slots. Please note that an applicant who did not apply on-line cannot access the self schedule facility these applicants therefore need to be invited to a pre- USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 40 of 50

41 allocated interview slot. Please make it clear on the Screening Decision Spreadsheet if you would like applicants to be offered the self-scheduling interview facility. Providing screening/shortlisting decisions via Excel Spreadsheet When the vacancy closes the HR Services will you a Screening Decision Spreadsheet which details all the applications received. On this spreadsheet you then record the details of the screening decisions taken in respect of each applicant. Once completed, you return this spreadsheet to your contact in your HR Team. The details from the spreadsheet will then be uploaded to the ATS to populate the screening scoring forms. The scoring forms hold the screening decisions and rationale for them. Once HR has the details of your decisions they will issue the appropriate correspondence: invite to interview s, reject s or on-hold s. This same process is then repeated once the interviews have taken place. When the interviews are completed the HR Services will you an Interview Decision spreadsheet. On this spreadsheet you then record the details of the shortlisting decisions taken in respect of each interviewee. Once completed, you return this spreadsheet to your contact in your HR Team. The details from the spreadsheet will then be uploaded to the ATS to populate the shortlisting scoring forms. Once HR has the details of your decisions they will arrange the appropriate correspondence: offer letter, reject s or on-hold s. Applicants who applied by submitting a hard copy application will be sent letters rather than s. Providing screening /shortlisting decisions via ATS Scoring Forms If you are completing the spreadsheet sent by the HR Services you do not need to enter the data into the scoring forms on the ATS. The following instructions are included so that managers know how to find this information. For each applicant, open the application by clicking on the application icon, then scroll down to the bottom of the application form or you can access the same scoring forms via the assessment icon on the vacancy listing screen. USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 41 of 50

42 Here, via the Screening Decisions drop-down list, you can choose to reject, reserve (in case others drop out), or invite to interview you need to specify what kind of interview you are inviting applicants to: If you are just using one interview, choose Interview shortlist If you are using a two-stage process, choose Interview longlist If you are using a three-stage process, choose Interview preliminary Finally, you need to give details of the reason for your decision in the box provided. If you have a lot of applicants you may prefer to complete the Excel Screening Decision Spreadsheet with this information and it to your contact in HR, rather than complete the details for each applicant as detailed above. Once HR has the details of your decisions they will arrange the appropriate correspondence: invite to interview s, reject s or on-hold s. If you do preliminary or longlist interviews, you will need to access the scoring forms via the top menu bar in the application form. Select Scores/Feedback, click in the field to access a drop-down list. Select Preliminary Interview Form Update or Longlist Interview Form Update as appropriate. Interview invite and decline letters Once you have returned your screening information to HR, they will then applicants to invite them to interview, or inform them that they have been unsuccessful. Applicants who apply by submitting a hard copy application will be sent letters rather than s. USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 42 of 50

43 References The reference functionality allows HR to request references (either by or letter) and attach documents e.g. job description. Managers can check where HR are with requesting of references from the References column, shown in the list of applicants at interview stage as shown in the next screenshot. Offers Notifying HR of the outcome of interviews You should complete and return the Interview Decision Spreadsheet to your HR team detailing the selection decisions made in respect of all applicants and the rationale for those decisions. For each applicant you have the choice to appoint, reject them or reject them and encourage them to register for job alerts (see Reject options below). HR will then notify applicants of the outcome. After the interviews have been completed you provide your feedback via the Shortlisting Decisions drop down list. If you use preliminary and/or longlisting interviews provide feedback at these stages as shown below. Feedback post-interview has the following options: Appoint; On-hold; Reject; Reject and encourage to register for job alerts; Applicant withdrawn/did not attend. Decline options available after interview If you select to Reject an applicant they will be sent an thanking them for their application and advising them that they have not been successful. If you select to Reject and encourage to register for job alerts the will also advise them that we were impressed with their application and would USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 43 of 50

44 encourage them to apply for other suitable opportunities and to register for job alerts in order to be notified of suitable vacancies as they arise. Tracking the progress of successful applicants You should be able to find your successful applicant by clicking on one of the Common Actions: Applicants in the process of being offered jobs, or Applicants who have accepted job offers. It will depend how far HR has progressed the offer as to which Common Action you will find them under. These Common Actions will show tracking information (flags or sometimes called sub-status) so that you can see what progress is being made to secure the applicant s acceptance of the job offer. Making the offer of employment Your HR contact will ring the applicant and make a verbal offer of employment. They will then update the Offers sub-status enabling system users (with access to the vacancy) to track what action has been taken. As a contract of employment is a legally binding document between the applicant and the University, we will post a hard copy of the offer letter to the applicant. We will follow this up with an informing the applicant that the contract has been posted to them. Requesting joining information from applicants We will offer applicants the opportunity to provide their joining information to us electronically via a Joining Form on the applicant interface. Applicants can still choose to give us this information in paper format if they choose. This part of the process is handled by HR. Archiving The vacancy information will be electronically archived by HR once the applicant has provided their joining information in whatever format they choose. I m still confused where do I go for help? If you are encountering technical difficulties with the e-recruitment system then please log a call with the Helpdesk in the usual way. If you have questions about process or roles then please talk to your HR Team. USING THE E-RECRUITMENT SYSTEM: A GUIDE FOR RECRUITING MANAGERS v3.0 22/1/10 Page 44 of 50