Managing Applications

Transcription

1 Managing Applications Guide to Manage Applicants through to Hiring Proposal Utah Valley University November 25, 2013 visit HR on the web at P a g e 1

2 Table of Contents Topic Page Managing Applicants 3-6 Review of Answers to Supplemental Questions 7 Evaluative Criteria 8 (Scoring/Ranking applicants) Screening the Applicant Pool 9 Creating the Hiring Proposal 10 Hiring Proposal Uploading Search Documents 14,15 Closing the Posting 16,17 visit HR on the web at P a g e 2

3 Managing Applicants To begin: Login to the jobs site at to view your Home page. In order to manage applicants, you must be set up and logged in as the user group Supervisor/Search Chair/Search Admin on the specific posting. On the homepage you can view your Inbox and Watch List. User Groups Hover over the Postings tab to select posting type. Posting Types visit HR on the web at P a g e 3

4 Managing Applicants (continued) The postings assigned to your user account will be listed. Hover over the actions link to view the posting and applicants associated with the specific position. Select View Posting. Actions link This will bring you into the posting where you can access applicants. Click on the applicants tab to view the applicant list. Applicants tab visit HR on the web at P a g e 4

5 Managing Applicants (continued) At this screen, click on the Actions link to be able to view the application. Actions Link visit HR on the web at P a g e 5

6 Managing Applicants (continued) You can also click on the Actions button to be able to Evaluate Applicants, Download Applicants Evaluations, Review Answers to Supplemental Questions, Download Screening Question Answers, Import Application Data, Export Applicants without , and Export results. For Bulk actions (to take action on multiple items at one time) You can move multiple applicants in the workflow in Bulk, Download applications as a PDF, and Create PDF document per applicant. Please note that downloading and creating PDF documents will take time to complete. Actions Button visit HR on the web at P a g e 6

7 Review of Answers to Supplemental Questions Supplemental questions are questions the applicants answered on the application The answers to the supplemental questions can provide information directly from your applicants regarding their knowledge, skills and abilities to meet the requirements of your position. This information is displayed in a graph format. visit HR on the web at P a g e 7

8 Evaluative Criteria (Scoring/Ranking applicants) To evaluate multiple applicants check the box next to each applicant name. Next, hover over the actions button and select Evaluate Applicants. Evaluating applicants must be in the correct workflow state. Check multiple boxes to evaluate more than one applicant at a time. Note the work flow state of applicant. To enter evaluative ranking of each applicant. Select the appropriate rating score based on the selection criteria. Once complete click save. Note: There may be evaluative criteria in multiple workflow states i.e., pre- interview ranking would be evaluated when the applicant is under review by committee. Post Interview ranking would take place when the applicant is at the interviewed state. visit HR on the web at P a g e 8

9 Screening the Applicant Pool After review of the supplemental questions and evaluative criteria, applicants must be moved into the appropriate workflows such as: Not Hired, Not Interviewed with the appropriate reason or to Interview Pending. Select the applicants you wish to change then hover over the Actions Button. Select: Move in Workflow. Select a workflow state If the candidate is no longer being considered you must select the appropriate reason Once the top candidate has been selected; the applicant will need to be changed to the status of finalist in order to begin a Hiring Proposal. visit HR on the web at P a g e 9

10 Creating the Hiring Proposal Check the box next to the name of your finalist and hover over the Actions link to view application. Click on Start Hiring Proposal Select the position description associated with this hiring proposal. The Hiring Proposal will default with information from the approved position description. visit HR on the web at P a g e 10

11 The Hiring Proposal Input the salary offer information in the Proposed Offer Conditions fields. Select Save, then Next to continue. Review the Budget Information and attach any documents if preferred. Select Save, then Next to continue. visit HR on the web at P a g e 11

12 The Hiring Proposal (continued) Hover over Take Action on Hiring Proposal and select Send to HR for Review. HR Employment will receive a notification regarding the hiring proposal. HR will update the required fields under Approved Offer Conditions - HR Use Only and submit the hiring proposal back to the supervisor. Human Resources completed this section. visit HR on the web at P a g e 12

13 The Hiring Proposal (continued) Upon HR Approval the supervisor may proceed with a recommendation to the candidate. Upon candidate acceptance; input the Details of Accepted Offer. Fill in the Start Date and Orientation dates. Select Save and click Next to continue. Then take action and submit it to HR for review. HR receives the acceptance notification and will initiate a background check if applicable. Employment is contingent upon the background check results. visit HR on the web at P a g e 13

14 Uploading Search Documentation Search Documents must be uploaded. Go to your postings Tab and select the Posting Type Click on the posting Title Click on Edit visit HR on the web at P a g e 14

15 Click on Posting Internal Documents Tab Uploading Search Documentation (continued) Upload the Interview Questions, Reference Checks, and any other Misc. documents relevent to the search. visit HR on the web at P a g e 15

16 Closing the Posting Go back to your postings Tab and open the posting. On the Actions link select View Applicants. Select View Application of the candidate to be hired. visit HR on the web at P a g e 16

17 Closing the Posting (continued) Hover over the Take Actions on Job Applicant Tab and Select Hired Change status of all other applicants to the appropriate status i.e., Interviewed Not Hired, Not Interviewed Not Hired, etc. Notify HR Representative that the queue is empty for closeout. visit HR on the web at P a g e 17