Managing the Civil Service Referred Candidate Pool UI Health

Managing the Civil Service Referred Candidate Pool UI Health After the Job Posting closes for your job, the HR Officer begins creating the candidate pool for referral to the Department. After candidates are referred, the Department conducts interviews for those referred candidates. This can encompass three processes in the Civil Service Hiring Process: HR Review, Freeze/Referral, and Interview. Position Authorization PMC Job Posting HR Review Freeze/ Referral Interview Job Offer Clearances Onboarding The HR Officer is responsible for the HR Review and Freeze/Referral processes. The Department is responsible for the Interview process. Definitions Term Applicant Referred Candidate Finalist Selected Candidate Definition Person who has applied for the job Candidate who has met the appropriate score to be referred for department review Referred Candidate who has interviewed for the job and is being considered for selection Finalist that has been selected by the department Monitoring the HR Review Process The HR Officer is responsible for reviewing the job applicants. During this process, the HR Officer completes credentials assessments and scores exams to qualify applicants for the job. The Department can monitor the status of the HR Review process by viewing the icons on the Civil Service Jobs view. HR Review Process Icon Statuses Icon Status Name Description Initiated Job has closed on the Job Board Application Review Dept Referral 1 Register Built 2 HR Officer has begun the review of applications for the job HR Officer has referred the qualified applicants that met appropriate score levels on the examination to the Department. Current process (HR Review) is complete and the next process (Interview) will begin. 1 This status is for Custom Classifications only. HR Officer has added the qualified applicants that met appropriate score levels on the examination to the Register for the classification. Current process (HR Review) is complete and the next process (Freeze/Referral) will begin. 2 This status most often used for Standard Classifications. UIC Human Resources uichrhris@uillinois.edu Page 1 of 14 Rev. 01/11/2014

NOTE: Placing your mouse cursor over the icon will display the current status and date of the process. Changing the HR Review process status to Dept Referral triggers the following actions: Begins the Interview process by automatically changing the status to Initiated Sends an email automatically to the Department notifying them that candidates have been referred for the job and that the Interview process can begin (Email #JC058). Refer to the HireTouch Civil Service Process Correspondences document for an example of this email. Changing the HR Review process status to Register Built triggers the following actions: Begins the Freeze/Referral process by automatically changing the status to Pending Dept Freeze Date Monitoring the Freeze/Referral Process During the Freeze/Referral process an existing register could be used to refer qualified candidates to the Department. While most often used for standard classifications, it can be used for custom classifications in some instances. The HR Officer will work with the Department to manage this register. The Department also can monitor the status of the Freeze/Referral process by viewing the icons on the Civil Service Jobs view. Freeze/Referral Process Icon Statuses Icon Status Name Description Pending Dept Freeze Date Register Frozen Referral In Process Dept Referral Previous process (HR Review) is complete. The HR Officer is waiting to discuss a register freeze date with the Department. HR Officer received confirmation from the Department to freeze the register. HR Officer is determining the candidates with the top three scores on the register that will be referred to the Department. HR Officer has referred the qualified applicants that met appropriate score levels on the examination to the Department. Current process (Freeze/Referral) is complete and the next process (Interview) will begin. NOTE: Placing your mouse cursor over the icon will display the current status and date of the process. Changing the Freeze/Referral process status to Dept Referral triggers the following actions: Begins the Interview process by automatically changing the status to Initiated Sends an email automatically to the Department notifying them that candidates have been referred for the job and that the Interview process can begin (Email #JC058) Department View of the Interview Process Once candidates have been referred by the HR Officer, the Department will begin managing the candidate pool. This includes reviewing the submitted application materials and conducting interviews with the Referred Candidates, which takes place during the Interview process. Department users can view the status of their job in process via the Civil Service Jobs view. UIC Human Resources uichrhris@uillinois.edu Page 2 of 14 Rev. 01/11/2014

The icon in the Interview process column tells you the status of the process. Interview Process Icon Statuses Icon Status Name Description Initiated In Progress Completed HR Officer has referred the qualified applicants that met appropriate score levels on the examination. Department is in process of conducting interviews with the referred candidates. Department has selected a candidate for the job. Current process (Interview) is complete and the next process (Job Offer) will begin. NOTE: Placing your mouse cursor over the icon will display the current status and date of the process. Department users also can view the process status in the Processes list, seen within the Job Properties. In HireTouch, the Interview process is initiated by the HR Officer after they determine the candidates that meet the top scores for their examination. For Custom Classifications, candidates with the top three (3) scores are referred to the Department For Standard Classifications, the top three (3) candidates are referred to the Department Beginning the Interview Process The Department will see the list of Referred Candidates for the job in the Civil Service Job Candidates view on the job Applicants tab in HireTouch. 1. Login to the HireTouch Administrative Application. NOTE: For more information on accessing HireTouch, refer to the Logging into HireTouch document. UIC Human Resources uichrhris@uillinois.edu Page 3 of 14 Rev. 01/11/2014

2. Click the Jobs tab. The Civil Service Jobs view displays. 3. Locate the job in the list and click the job Title. HINT: You can search for a job in the view by entering a term in the Search field and clicking the Go button. You also can sort the view columns to locate the job. 4. From the job, click the Applicants tab. 5. In the View list, select Civil Service Job Candidates. When the Department is ready to begin scheduling and interviewing the Referred Candidates, they must manually change the Interview process status to reflect this. 1. Access the Interview process in one of the following ways: a. Click the Interview process icon in the Civil Service Jobs view. OR b. Click the Interview status of Initiated in the Processes list on the job. The Process History page displays. UIC Human Resources uichrhris@uillinois.edu Page 4 of 14 Rev. 01/11/2014

2. Click the Edit button. 3. In the Change Status To list, select In Process. 4. Click the Save button. This status indicates that the Department is working on completing the tasks required of the Interview process that occur outside of HireTouch. Department Tracking of Interviews During the Interview process, the Department must use HireTouch to track the tasks required. Such tasks include: Reviewing candidate application profiles Scheduling interviews Conducting interviews Updating candidate statuses Selecting a candidate for the job The assigned HR Officer will monitor where the Department is at in the Interview process via HireTouch. Reviewing Candidate Profiles Prior to scheduling an interview, the Department has the option of reviewing each candidate s applicant profile. This can be done through the Civil Service Job Candidates view, as well as through each individual candidate s profile page. UIC Human Resources uichrhris@uillinois.edu Page 5 of 14 Rev. 01/11/2014

Civil Service Job Candidates View From this view, you can check the status of a candidate. You also can view and download the documents the candidate completed during the application process. Documents to view To open or download the documents for an applicant from this view, click the Open Document icon view. In this view, the icon will do one of the following, based on the column: in the Column All Application Resume/CV Cover Letter Action Opens all documents that are part of the candidate s profile. This could include multiple saved versions of the same documents (e.g., multiple versions of the Application if it was submitted multiple times) Opens the most recent Civil Service Employment Application document completed by the candidate Opens the most recent file uploaded by the candidate with the Document Type of Resume/CV Opens the most recent file uploaded by the candidate with the Document Type of Cover Letter For more detail about a particular applicant, click an applicant s Name in the view above takes you to the Demographics profile page. UIC Human Resources uichrhris@uillinois.edu Page 6 of 14 Rev. 01/11/2014

Demographics Profile View The Demographics profile view gives you access to more detail about a particular candidate as you complete your assessment. Click any of the submenus or widgets to review additional information. Submenu options Click to expand a widget After reviewing the candidate information, the Department will schedule interviews with the Referred Candidates. Conducting Interviews State Civil Service rules dictate that interviews must take place for all Referred Candidates for the job. Departments will schedule and track interviews using HireTouch and their email system. In addition, they will change the individual candidate statuses to reflect their progress with the interviews. Scheduling the Interview The first step in scheduling the interview is for the Department to contact the candidate. This contact can be done via telephone or email, depending on the preference of the Department. During this contact, the Department should confirm the following with the candidate: Date of the interview Time of the interview Location of the interview Type of interview o Electronic Questionnaire o In Person Interview o Phone Interview Once the Department has this information, they must record it in HireTouch. 1. From the job Applicants tab, click the candidate s name. NOTE: If you are already on the Demographics profile for the candidate, skip to step 2. UIC Human Resources uichrhris@uillinois.edu Page 7 of 14 Rev. 01/11/2014

2. From the Demographics profile, click Schedule an Event in the Actions box on the upper-right side of the page. 3. On the Events page, record the scheduled interview information for the candidate in the appropriate fields: a. Type: Select the type of interview confirmed with the candidate b. Name: This field will pre-populate based on the type of interview selected in the previous field and the candidate s name. c. Status: This field will pre-populate with Interview Scheduled d. Start Date: Select the date and time the interview will begin e. End Date: Select the date and time the interview will end WARNING: Leave the remaining fields on this screen AS IS. Currently, this event will be used for tracking purposes only. UIC Human Resources uichrhris@uillinois.edu Page 8 of 14 Rev. 01/11/2014

4. Click the Save button. 5. Repeat steps 1 4 for the remaining referred candidates. Once you schedule and record the information, you can proceed with conducting the interviews. NOTE: If you need to reschedule any previously recorded interviews, repeat the steps above to add a new event to the candidate s record. Reviewing Scheduled Interviews When the Department schedules an interview with a referred candidate, each record appears as an Event for the job. You can review the schedule of all events from the job Activity tab. 1. From the Civil Service Jobs view, click the job Title. 2. Click the Activity tab. 3. Click the Events sub-menu. UIC Human Resources uichrhris@uillinois.edu Page 9 of 14 Rev. 01/11/2014

Tracking the Results of the Interview As the interviews proceed, the Department will track the results of each interview using the candidate s Applicant Status. These statuses allow the Department to manage the referred candidate pool during the Interview process, as well as show the HR Officer how the interviews are proceeding. Changing Candidate Statuses during the Interview Process The Department will use the Applicant statuses below to manage their referred candidate pool during the Interview process. Interview Process Applicant Statuses Status Name Interview Scheduled First Interview Second Interview Third Interview Candidate Withdrew - No Response to Interview Candidate Withdrew - No Show for Interview Candidate Withdrew - Not Interested Denied/Dept Interviewed Denied/Dept Review Finalist Description Selected after the department schedules an interview with the referred candidate Selected after the department conducts an interview (Department can use as needed) Selected if the referred candidate does not respond to any requests for an interview Selected if the referred candidate does not appear for a scheduled interview Selected when a candidate withdraws from the selection process. Selected after the department has conducted the interview and has determined that referred candidate will not proceed in the hiring process. This status DOES NOT guarantee additional referrals of candidates. Selected after the interview has occurred and the department has reviewed the referred candidate s information and determined that candidate will not proceed in the hiring process. This status can be used if pre-screening interviews are conducted for Civil Service jobs. This status DOES NOT guarantee additional referrals of candidates. Selected after interview and shows that the referred candidate is considered one of the final selections. UIC Human Resources uichrhris@uillinois.edu Page 10 of 14 Rev. 01/11/2014

Status Name References Requested Department Selected Description Selected when the department has requested references from the referred candidate. For Civil Service jobs, this status DOES NOT automatically send an email to the listed references. Selected when the department selects the candidate they would like to offer the job to. This status ends the Interview process and triggers the Job Offer process. The HR Officer can see these statuses on the Job Applicants tab as they monitor the Department s progress. You can change applicant statuses individually or for several at the same time (in bulk). Changing Individual Statuses 1. From the Civil Service Job Candidates view, click the User Status of the applicant. 2. In the User Status History popup that appears, select a new status for the candidate from the Status list. 3. Click the Save button. UIC Human Resources uichrhris@uillinois.edu Page 11 of 14 Rev. 01/11/2014

The Civil Service Job Candidates view updates the candidate s Applicant Status with your new selection. Changing Multiple Applicant Statuses (Bulk Action) 1. From the Civil Service Job Candidates view, select the checkbox(s) next to the names of the candidates you want to change. 2. Click the Bulk Actions list. 3. Select a new status from the list that appears. 4. In the popup message that appears, click OK. UIC Human Resources uichrhris@uillinois.edu Page 12 of 14 Rev. 01/11/2014

The Civil Service Job Candidates view updates the candidate s Applicant Status with your new selection. Completing the Interview Process Once the Department completes the required interviews of the referred candidates, they will select a candidate for the job by changing that applicant s status to Department Selected. Changing the applicant s status to Department Selected triggers the following actions: Ends the Interview process by automatically changing the status to Completed Begins the Job Offer process by automatically changing the status to Dept Salary Proposed Sends an email automatically to the HR Officer notifying them that the interview process is complete and that the Department has selected a candidate for the job (Email #AC027) In addition, the Department will add a note to the job indicating the Selected Candidate s name and Proposed Salary they wish to offer the candidate. 1. From the Civil Service Jobs view, click the job Title. 2. In the Actions box in the upper-right side of the screen, click Attach a Note. 3. In the Notes field, enter the following information: a. Selected Candidate s Name b. Proposed Salary UIC Human Resources uichrhris@uillinois.edu Page 13 of 14 Rev. 01/11/2014

4. Click the Add Note button. The HR Officer will review the Note regarding the selected candidate and proposed salary as they begin the Job Offer process. UIC Human Resources uichrhris@uillinois.edu Page 14 of 14 Rev. 01/11/2014