Hiring Offer Phase
Contents Page 3 Page 4 Page 5 Page 6-9 Page 10 Page 11-13 Page 14-15 Page 16-17 Page 18-19 Page 20 The Hiring Process Candidate Selection Page - Overview Display Candidates Page - Overview Requesting completion of the Work Health Assessment (WHA) Questionnaire Monitoring completion of the Work Health Assessment Questionnaire Completing the Request to Appoint Questionnaire Notifying candidates they have been unsuccessful after interview Setting unsuccessful candidates to Rejected Tracking the candidate to be appointed & accessing the contract of employment. Setting the Job requisition to Closed Information for staff using an UNMANAGED computer Popups should automatically be allowed for staff on managed computers When using the e-recruitment system please ensure that you have allowed Popups. On a PC using Internet Explorer 1. Click Tools, select Popup blocker (usually the second option down) 2. Either click Turn Off Popup Blocker to allow ALL popups or choose popup blocker settings and allow popups from the following web address only; Jobs.shef.ac.uk On a PC using Firefox 1. Click Tools, select Options and then Content 2. Either uncheck the box that states block Popup windows to allow ALL popups or choose Exceptions and allow popups from the following web address only; Jobs.shef.ac.uk On a MAC using Firefox 1. Click Firefox, select Preferences and then Content 2. Either uncheck the box that states block Popup windows to allow ALL popups or choose Exceptions and allow popups from the following web address only; Jobs.shef.ac.uk 2
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Candidate Selection Page Overview This screen lists all of the Job Requisitions you have created or have been given access to. From here, you can monitor the number of applications received for a vacancy. These will be visible to Recruiters during the application phase, as well as after the closing date. You can monitor whether you have received sufficient applications and contact Human Resources to extend the closing date, if necessary. Display Selection: Displays the Job Requisitions that you have selected Status: You can choose to view the Job Requisitions by their current status (All, Draft, Released, Closed) Start date and End date: Enables you to view Job Requisitions created within a specific period. Click the blue box to select or deselect the Job Requisition. Reset: Resets the Selection Criteria fields at display Job Requisition. Publication Ref: Shows the advertising reference once it is published on-line Closing Date: Shows the closing date once it is published on-line. Click here to collapse or expand the Selection criteria box Arrow buttons: allow you to navigate through the pages. Shortlisting report: Click here to print an Applicant list or Shortlisting report. See Selection Training Guide p 8-10 Click here for an overview of the Job Requisition Click here to sort column below. Filter Row: Enables you to search for a specific Job Requisition 1. Click in the column you wish to search on e.g. Job Title Display Candidates: to list the candidates for a highlighted Job Requisition see page 5. 2. Type in the Job Title e.g. Research Associate 3. Click on the Filter Symbol Any Job Requisition s with a matching job title will appear 4. To return to all Job Requisitions delete the Job Title in the search row and press the filter symbol 4
Display Candidates Page Overview This is the main screen for processing the Hiring activities for a vacancy. You will use this screen to carry out actions at each of the Hiring stages i.e. Pre-Selection (preparation for shortlisting), Selection (inviting to interview etc.), Offer Phase and Rejection (notifying unsuccessful candidates). Display Selection: Displays the candidates in the status and ranking method that you have selected. Candidate Status: Selects candidates based on the status of their application Ranking Method: Provides 3 different sets of information surrounding the candidates see page 6. Click here to sort column below. Candidate column: Detailed on page 6. Click here to collapse or expand the Selection criteria box Select or deselect all candidates Click the blue box to select or deselect a candidate. Arrow buttons: used to navigate through the pages. Gives an overview of the candidate s application Filter Row: Enables you to search for specific Criterion 1. Click in the column you wish to search on e.g. Application Source Create Activities: Used to process the possible activities for selected candidates. Process Activities: Allows you to track which activities have been performed for a selected candidate. Set as Read: Set selected candidate s application as Read. Set as Unread: Set selected candidate s application as Unread. Print: Downloads all applications into a PDF document which can be printed, saved or emailed. 2. Type in the criteria e.g. Word of Mouth 3. Click on the Filter Symbol Any Candidate with a matching application source will appear 4. To return to all candidates delete the application source in the search row and press the filter symbol 5
Offer Phase Once the Panel has notified you regarding which candidate they wish to appoint, the candidate should be contacted. When the offer has been accepted/agreed, you will then proceed with the e-recruitment Offer Phase activities. How to send the Work Health Assessment (WHA) Questionnaire Every staff member is now required to complete a Work Health Assessment with the Occupational Health Service before they are appointed. In line with the Equality Act the Work Health Assessment should not be sent until the successful applicant has had a conditional offer of appointment from the recruiting department. If the vacancy you are appointing to is a risk post the candidate must complete the Work Health Assessment Questionnaire Specialist. If the vacancy is a risk post and the candidate will be working with animal they must complete the Work Health Assessment Questionnaire Specialist AND the LAA questionnaire. Where the post involves risks categorised as L or M on the Risk Assessment form. They must complete the Immunisation Questionnaire. If the vacancy is not a risk post the candidate must complete the Work Health Assessment Questionnaire General. Within e-recruitment: You will email the candidate to request they complete the relevant Work Health Assessment questionnaire in the system. Then monitor that the candidate has logged in and completed this questionnaire - chasing up if necessary. Occupational Health will be notified by an automatic email when the candidate has completed the questionnaire. Occupational Health will assess the candidate and update in e-recruitment that the check has been successfully completed. You will have visibility that this activity has been completed via the Process Activities screen for the candidate, although the details of the assessment will remain confidential within Occupational Health. 6
How to identify a Risk post: To identify if the job has any risks look at the Risk Assessment Form attached to the Job Requisition. This can be accessed by the Job Requisition link circled below. Once you have identified whether the candidate needs the Specialist or General Work Health Assessment and possibly the LAA questionnaire and/or the Immunisation Questionnaire (See above) you need send them the relevant questionnaire(s) and request that they complete it. 1. Highlight the candidate to be sent the Work Health Assessment (WHA) Questionnaire. 2. Click on Create Activities > Offer Phase > Request Completion of WHA Questionnaire. You now need to attach the relevant Work Health Assessment questionnaire, Specialist, General, LAA or Immunisation. The Questionnaires need to be sent separately. 3. Click 7
4. Select the Process Offer Phase from the drop down box 5. Select the relevant Activity from the drop down box: WHA Questionnaire (Specialist) WHA Questionnaire ( Generalist) LAA Questionnaire (You must send the WHA Specialist as well if the candidate is working with animals) Immunisation (where the post involves risks categorised as L or M on the Risk Assessment form, you must send the WHA Questionnaire Specialist as well.) If you are unsure which questionnaire is required please see page 6 6. Click Create Activity The correct WHA should be displayed. 7. Click Apply to attach it to the email. 8
If you want to edit the email click Clicking Display Letter will give you an overview of the final email If you need to add a note or attachment to the activity you can click on the relevant tab. The candidate will not have visibility of anything added to these tabs. To add an attachment for the candidate to receive select the Email Attachments tab and upload any documents. 8. Clicking will automatically send the email to the candidate and will change the Status to Completed. It will also show you who completed the activity and when. 9. Click 10. Check the Questionnaire has been sent successfully by clicking on The Request to Complete the WHA questionnaire should be completed and there should be a row specifying the type of WHA questionnaire was sent. This row will not be completed until the candidate logs in and fills in the questionnaire at which point their name will be displayed in this field. 9
Tracking the completion of the Work Health Assessment questionnaire Occupational Health are notified that the candidate requires a Assessment once the WHA Questionnaire has been completed and is awaiting their attention in the system. The notification email is generated automatically within e-recruitment. You should monitor, via the Process Activities screen, that the candidate has completed the questionnaire to ensure there are no delays to the process. 1. Select the relevant candidate by clicking on the blue cube to the left of their name. 2. Click 3. The Offer Phase Request to Appoint Questionnaire line will show the Recruiter s name in the To be completed by field. The candidate s name will be shown in the Completed by field if they have submitted their completed WHA questionnaire. 4. If the Completed by field is blank the candidate has not completed their questionnaire and you may wish to remind them that this activity is required. 10
How to complete the Request to Appoint (RTA) Questionnaire Once you have sent the candidate the WHA Questionnaire (if relevant) you will complete the Request to Appoint (RTA) Questionnaire. You do not have to wait for the candidate to complete the Work Health Assessment questionnaire in order to complete the RTA. On completion of the RTA, e-recruitment will automatically notify your designated HR Assistant that you are ready to appoint and that the RTA questionnaire is awaiting their attention. 1. Select the candidate you would like to appoint 2. Click Create Activities > Offer Phase > Request To Appoint Questionnaire 3. Click on Complete Questionnaire 4. Complete the Questionnaire with information about the candidate and position. Fields marked with a * are Mandatory 5. If you are able to complete the Questionnaire you should click. This will automatically send the RTA to Human resources. Once you have clicked Submit you are unable to edit the form. 11
If you do not have all the required information you should click This will allow you to access the form again to complete at a later date. For details regarding how to access the form again see the next page. To add a note or attachment to the activity click on the relevant tab. To print the RTA you can right click on the open form and select print. 6. Click on Save and Back. 7. Change the Ranking Method to the default setting Select 8. Click The activity Request to Appoint Questionnaire will now appear on the Display candidates screen as Completed. If you selected to it: you can return to the questionnaire to complete 1. Select the candidate for whom you have started the Request to Appoint Questionnaire. 2. Click on Process Activities 3. Select the Request to Appoint activity that you have previously started and click Edit 12
4. Click on Complete Questionnaire 5. Complete the started Questionnaire with the previously missing information regarding the candidate and position. 6. Click To add a note or attachment to the activity you can click on the relevant tab. 7. Change the Status to Completed. By doing this when it will show as completed on the Display Candidates screen. 8. Click Save & Back An email will now be automatically sent to your designated HR Assistant alerting them that you are ready to appoint. 13
How do I notify candidates they have been unsucessful after interview? It is possible to notify multiple candidates they have been unsuccessful simultaneously. The same e-mail will be sent to all the candidates you select. If you would like to add additional information for certain candidates you should process their emails individually. 1. Select the candidate(s) you wish to notify they were unsuccessful 2. Click Create Activities > Rejection > Correspondence: Reject after Interview You will automatically be defaulted into the To be completed by field, this is correct and you do not need to change the name of the person who will complete the activity. 1. Click in Change Letter Section to edit the text of the email. Clicking on Display Letter will give you an overview of the completed email 14
If you need to add a note or attachment to the activity you can click on the relevant tab. The candidate will not have visibility of anything added to these tabs. To add an attachment for the candidate to receive select the email Attachments tab and upload any documents. 2. Clicking e-mail will automatically send the email to the candidate and will change the Status to Completed. It will also display who completed the activity and when. 3. Click If you want to update that status to display that you have notified the unsuccessful candidate(s) but prefer not to send an email to them you can manually change the Status to completed and then click 4. Change the Ranking Method to the default setting Select 5. Click The activity Correspondence: Reject after Interview will now appear on the Display Candidates screen as Completed. 15
How do I set unsuccessful candidates as Rejected? Once you have notified your unsuccessful candidates by email or letter you are required to set their status to Rejected and enter the reason they were unsuccessful into the system. This data is used in the management information reporting and Equal Opportunities monitoring for recruitment activities. You can set more than one candidate to Rejected at once if the Rejection Reason is the same. This activity should only be done once you have notified the candidates they have been unsuccessful. This Activity will automatically update a candidate s application profile to Unsuccessful. They will see this status the next time they login but will previously have received the email notification. 1. Click on the Rejection Process tab to view all unsuccessful candidates 2. Select the candidates with a rejection reason in common 3. Click Create Activities > Rejection > Set Candidates to Rejected 16
You will automatically be defaulted into the To be completed by field, this is correct and you do not need to change the name of the person who will complete the activity. 4. Select the correct Status Reason If you need to add a note or attachment to the activity you can click on the relevant tab and attach the relevant document or enter your notes. 5. Click If you set more than one candidate to Rejected you will see a Mass processing Activity Message. To return to the Display Candidates Page click Once you have set the unsuccessful candidates to Rejected they will not appear on the Display Candidate screen. To view these candidates you need to change the Candidate Status to Rejected and click Now you have set the applicant(s) to Rejected they will see that have been unsuccessful from their profile. 17
Tracking the candidate to be appointed & accessing the contract of employment You have now completed all the Recruiter s activities within the Hiring phase. However, you will be able to monitor the subsequent activities carried out by the Occupational Health Service and the Human Resources Operations Team via the Process Activities screen for the successful candidate. The Occupational Health Service may record the following updates if relevant; - WHA - Awaiting Immunisation Clearance - WHA - Awaiting LAA Questionnaire - WHA - Awaiting Research Passport Clearance - WHA - Face to face appt required - WHA - Remote Call required The Occupational Health Service will record one of the following outcomes; - Outcome Fit - Outcome Fit with Restrictions - Outcome Unfit The Human Resources Business Support Team will record the following; - RTA Information Verified by HR (HR have all the information required to produce the contract) - Certificate of Sponsorship Issued (where relevant) - HR Issued Contract (the contract of appointment will be attached to this activity) 1. To view the activities performed for a candidate, click the blue cube to highlight the relevant candidate and select 18
Once Human Resources have completed the HR Issued Contact activity, the appointed candidate(s) will move to the To Be Hired status. To view the appointed candidate you will need to select this status and click Display Selection. To find the candidate you will need to navigate to the Occupational Health tab. 1. Click on the next page icon circled 2. The occupational Health tab will appear for you to select To access the contract of employment: 1. Click the blue cube to highlight the relevant candidate and select All activities will be listed on this screen. 2. Click the blue cube to highlight the row HR issued Contract and click on Edit 3. Click on the Attachments tab. A Pdf copy of the contract will be attached here. 19
Setting the Job Requisition to Closed Once you have completed the recruitment process and the successful candidate has started in the post you should change the Status of the Job Requisition to Closed. - This will move the Job Requisition out of your main view meaning your list of Job Requisitions does not become too long. - By changing the status the Job Requisition will be removed from your Panel Members screen ensuring their list of Job Requisitions relates to current vacancies only. - You can still access the Job Requisition by changing the status to Closed and clicking Display Selection. 1. From your start page click on the Maintenance link. 2. Change the status to Released and click on Display Selection 3. Click on the blue cube to highlight the Job Requisition you wish to set to Closed 4. Click Edit 5. Go to the Status tab 6. Change the Status to Closed and the Status reason to Job Staffing Completed Successfully 7. Click Save The status is now Closed. You can still access the Job Requisition by changing the status to Closed on the Maintenance page and clicking Display Selection. 20