RECRUITMENT PROCESS GUIDELINES Overview This step-by-step guide will show the Search Committee what to do once the applications are routed from Human Resources. Table of Contents Sign in to MyFresnoState/PeopleSoft Portal.... 2 Manage Recruitments............. 3 Viewing Applications 4 Application Rating Sheets... 5 Updating Applicant Status in e-recruit..... 5 Reference Checks & Hiring Manager Statement.... 7 Initiating a Job Offer in e-recruit... 7 Final Steps.... 8 1
Sign in to MyFresnoState/PeopleSoft To review applicants, you must first log in to your MyFresnoState portal. 1. Go to MyFresnoState (http://my.fresnostate.edu/). 2. Click the MyFresnoState Sign In button. 3. The MyFresnoState home page displays. 4. Click the erecruit link.. 2
The erecruit page displays. 5. Select Manage Recruitments The Manage Recruitment page displays, showing all recruitments that you have access to. 6. Select the Recruitment number for the position that you d like to view 3
Run a report to view all applications and attachments 7. Click the Select All link under the candidate names. 8. In the drop down menu, select View Applications and Go. Viewing Applications 9. Click the refresh button (top, right) until View Applications becomes a link. 10. Once it s a link, the applications and supplemental documents can be downloaded. 4
Using the Application Rating Sheet that was sent from the HR Analyst, the Search Committee will then review and rate all applications. HR requires only one Rating Sheet per applicant. Notes must be included on the document and must justify the score that the applicant was given for each criteria. After applicants have been scored, there will be a natural break. Applicants that score above the natural break become candidates. Applicants that score below the natural break do not receive any further consideration. Signed Application Rating Sheets and proposed interview questions should then be forwarded to Human Resources. Questions must be approved by HR before the Committee schedules interviews with candidates. Committee Chair (or designated Interested Party) must then update e-recruit to reflect applicant status as either Interviewed or Rejected. Updating Applicant Status in e-recruit 11. Log into my Fresno State, click e-recruit and Manage Recruitments. Pull up the appropriate Job ID and select the applicants that will no longer be considered by checking the boxes next to their names. Then press Go. 12. Enter the appropriate Disposition Reason and select OK 5
13. To change applicant status to Interviewed, check the boxes next to the appropriate name and select Manage Interviews in the drop down box. Then press Go. 14. On the Interview Schedule page, please select the interview date (at least) and select Save & Submit. 15. Other interview information (time, please, type, etc.) can be entered as desired. Once the interviews have been conducted, the Committee will deliberate and arrive at a consensus. One Post-Interview Evaluation Summary (final page of the Application Rating Sheet) is required for each candidate that is interviewed. Committee Chair then completes the Narrative Statement to summarize the entire recruitment process. The Narrative Statement and Post-Interview Evaluation Summaries are then forwarded to HR and the appropriate Hiring Manager. 6
If the Hiring Manager was a part of the first interviews, a Hiring Manager s Statement that supports the Committee s decision on the selection of the hire will then need to be created. If the Hiring Manager was not a part of the first interviews, a second interview should be conducted with the candidate(s) the Search Committee has chosen to move forward. Reference Checks & Hiring Manager Statement After the Hiring Manager interviews the candidate(s), a final candidate should be chosen. The Hiring Manager (or designee) must conduct a minimum of three reference checks using the approved questions. One reference must be the candidate s current or most recent supervisor. The Hiring Manager will then create a Hiring Manager s Statement that describes the strengths and weaknesses of each candidate and justifies the decision to move forward with one. Notes on the reference checks and the Hiring Manager Statement are then forwarded to HR. The online job offer is then initiated by the Hiring Manager or designated Interested Party. HR receives the job offer notification and reviews all of the documentation to this point. HR will approve the job offer or contact the Hiring Manager, if necessary. Sample Narrative Statements, Hiring Manager Statements and Reference Check Questions can be found on the Fresno State Human Resources website. Initiating a Job Offer in e-recruit 16. Log into my Fresno State, click e-recruit and Manage Recruitments. Pull up the appropriate Job ID. To the very right of the candidate, click the icon titled Prepare Job Offer 17. Under Job Offer Components, select Base Salary in the drop down menu and enter the monthly salary amount that you would like to offer. 18. Comments should include the following: Desired Start Date Salary range if there is room to negotiate Amount of relocation expenses to be reimbursed Designate if HR or the Hiring Manager will offer the job to the candidate 19. Then press Submit 7
Final Steps At this point, Human Resources or the Hiring Manager will complete an informal job offer to the candidate. The candidate will be notified that the position is contingent upon successful clearance of a background check. Human Resources will initiate the background check through Accurate Background and the candidate will be emailed with the login information and instructions. The background check takes approximately ten business days and HR will be notified of any discrepancies. Once the background is returned and any discrepancies are reviewed with the HR Consultant, the candidate can be contacted for the formal job offer. The start date is confirmed with the candidate and an orientation is scheduled with the Benefits Analyst. Once the position is closed, all applicants are notified via email. 8