The E-Recruitment Prcess - Guide fr Line Managers This dcument is fr Line Managers. The use f the term Line Manager is purely a descriptive term fr the level f access t the E-Recruitment system and it is intended that this will be widely used by staff within Units wh are invlved with the recruitment prcess. Yu will need t fllw the existing prcess fr the authrisatin f advertising a vacancy within yur Faculty/Service. Further infrmatin can be fund at: http://www.ncl.ac.uk/hr/recruitment/prcess/authrisatin.php Yu will need t cntact yur relevant HR team and electrnically send them all dcuments relating t the recruitment prcess i.e. advert, jb descriptin/details and persn specificatin. Nte: fr nn-academic jbs requiring a jb descriptin this must be matched r evaluated prir t advertising. The prcess fr jb evaluatin can be fund at: http://www.ncl.ac.uk/hr/pay/jb-evaluatin.php Further guidance n the University s recruitment and selectin prcesses and plicies can be fund at: http://www.ncl.ac.uk/hr/recruitment/prcess/index.php Please Nte: All psitins will be advertised n the redeplyment vacancies website fr ne week in the first instance. If there is n expressin f interest received frm current redeplyees, the vacancy will be advertised n the internal/external vacancies website and external media surces if requested. Research and Academic psts adverts must be placed in Jbcentre Plus, n the University s internal/external vacancy website and at least jbs.ac.uk fr 4 weeks t cmply with Gvernment legislatin if there is a pssibility that a Nn-EEA Natinal culd be recruited. HR will advise yu n the mst effective and efficient way t advertise yur recruitment campaign. Respnsibilities HR will be respnsible fr:- Prviding advice and expertise n all aspects f recruitment and selectin Liaising with yu t ensure that authrisatin has been btained; that relevant psts have a matched/evaluated jb descriptin and c-rdinating this prcess if necessary; that all the crrect dcuments have been received Finalising the advertisement and ther recruitment dcumentatin Creating and maintaining the psitin n the E-Recruitment system Keeping in cntact with yu during the recruitment prcess Cntacting yu n the clsing date fr frward instructin E-mailing candidates wh are rejected frm the initial screening Liaising with yu t arrange the interviews * E-mailing candidates t invite them fr interview * E-mailing candidates wh are rejected fllwing interview Initially e-mailing the successful candidate Issuing the appintment letter in writing Human Resurces, Newcastle University Page 1 f 7 January 2012
Line Managers will be respnsible fr:- Ensuring that psitins have been fully authrised by the Head f Academic Unit/Service Writing a jb descriptin (if relevant) and ging thrugh the jb evaluatin prcess Writing assciated recruitment dcumentatin including an advert, persn specificatin and further particulars and chsing the relevant questins that will assist yu with shrtlisting frm the library f applicatin questins. Ensuring that all dcuments relevant t the pst have been e-mailed t yur HR cntact Reviewing redeplyee applicatins Updating the E-Recruitment system fllwing the shrtlisting prcess and infrming HR f candidates wh are t be rejected pst interview. Liaising with HR regarding interview dates and ther aspects f the selectin prcess * If HR is nt invlved with the interviews, yu will be respnsible fr infrming HR f the name f the successful candidate by submitting a cmpleted Request t Appint frm. * HR will be respnsible fr arranging the interviews fr the fllwing categries f staff r as agreed with yur lcal HR team: Academic (clinical and nn-clinical) Administrative supprt (levels G and abve) Prfessinal and Administrative Senir Management Technical and IT (levels G and abve) Schls/Institutes/Services will be respnsible fr arranging the interviews fr the fllwing categries f staff, althugh the ptin fr HR t arrange the interviews remains: Administrative supprt (levels F and belw) Clinical Research Facilities supprt Nursing & Related Research Technical and IT (levels F and belw) The E-Recruitment Prcess When yur vacancy has been advertised yu will be able t view all cmplete applicatins. PLEASE NOTE THAT YOU MUST NOT SHORTLIST OR REJECT ANY APPLICANTS UNTIL AFTER THE CLOSING DATE. T view yur current recruitment campaigns and the applicatins, use the Navigatin f the E- Recruitment System guidance ntes. Human Resurces, Newcastle University Page 2 f 7 January 2012
Opening the Applicatin List frm Current Wrk Current wrk will list all the vacancies t which yu have been linked that have nt been appinted t Navigate Current Wrk Click n the peple icn beside the psitin reference number The applicatin list will pen NB: If this icn appears in red, it means that there have been changes t the applicants since the last time yu lked (e.g. there has been a change f their status, new candidates have just applied, cmments t the applicants recrd have been added, etc.). A detailed descriptin f the icns is attached belw. Whilst the advert is still pen i.e. the clsing date has nt been reached, yu will be able t view the candidate s summary and/r CV and the applicatin questins (if applicable). Human Resurces, Newcastle University Page 3 f 7 January 2012
When the clsing date has been reached, HR will re-set the status t LINE REVIEW Shrtlisting Yu can ask fr all thse invlved in the shrtlisting t be linked t the vacancy, in which case they will be able t view the applicatins n-line, r yu can distribute cpies t them in hardcpy. All hand-written ntes shuld be kept fllwing shrtlisting meetings and shuld be returned t HR with any ther paperwrk relating t the vacancy, including the cmpleted shrtlisting matrix which can be fund at: http://www.ncl.ac.uk/hr/recruitment/prcess/shrtlisting.php Yu can view the summary and/r CV and the respnses t the applicatin questins by clicking n the relevant symbl ( S, CV,? ). The respnses t the applicatin questins shuld help yu t make shrtlisting decisins, as the questins are selected t be relevant t yur vacancy and its needs. Yu can als print the individual applicatins. Fllwing shrtlisting, the nminated Line Manager shuld change the status f applicants. Human Resurces, Newcastle University Page 4 f 7 January 2012
Changing the Status Click directly n the applicant's status The candidate's status histry is displayed Use the Change status t drp dwn list t select the apprpriate status The status s t chse frm are: INTERVIEW REJECT WITHDRAWAL Select the status and click GO Yu are then taken t a secnd screen when yu are required t select either the type f selectin prcess, the type f cntract fr the ffer, r the stage at which the applicatin has been rejected/withdrawn. If a candidate has been rejected r has withdrawn their applicatin yu will then be asked t specify the reasn. The list f ptins is as fllws: Human Resurces, Newcastle University Page 5 f 7 January 2012
Status Name Reasn fr Rejectin/Withdrawal including cde fr shrtlisting matrix INTERVIEW OFFER REJECT WITHDRAWAL Interview with Frmal Presentatin Interview & Infrmal & Frmal Presentatin Interview with Test Interview, Test & Presentatin Standard Interview Statutry Cmmittee Test Casual Fixed Term Open-ended Term Time Shrtlisting Rejectin Pst Interview/Presentatin Rejectin Test Rejectin Reserve Candidate Initial Screening Withdrawal Interview & Frmal Presentatin Withdrawal Interview & Infrmal & Frmal Presentatin Withdrawal Interview & Infrmal Presentatin Withdrawal Interview, test & presentatin Withdrawal Offer Withdrawal Standard Interview Withdrawal Test Withdrawal 1. Academic interests nt a gd fit 2. Lacks apprpriate experience 3. Lacks experience and qualificatins 4. Lacks apprpriate qualificatins 5. Lacks apprpriate skills 6. Lacks apprpriate skills and experience 7. Lacks apprpriate skills and qualificatins 8. Lacks key cmpetence 9. Other 10. Relevant Unspent Cnvictin 11. Reserve Candidate 12. Ineligible t wrk in UK 13. Appintable but better candidate 14. Did Nt Attend 15. Pr references 16. Accepted a different jb 17. Change in persnal circumstances 18. Decided jb nt suitable 19. Family nt willing t relcate 20. Other Unknwn 21. Pay/benefits nt sufficient 22. Staying with current emplyer Human Resurces, Newcastle University Page 6 f 7 January 2012
Yu are then returned t the Applicatins page and can see their status updated accrdingly. If HR are c-rdinating the interviews, the change f status will alert HR t trigger an e-mail t the candidate. Let HR knw if yu d nt wish the candidates wh have been rejected t receive a reject email immediately yu can ask fr these t be sent after the full recruitment and selectin prcess has been cmpleted. Yu will need t liaise with HR thrughut the selectin prcess. If the Unit is c-rdinating the interviews, yu will need t cnfirm with HR whether r nt the rejectin e-mails are t be sent ut immediately after the shrtlisting prcess r after the interview prcess. Yu will need t wrk ff-line t send the pending interview candidates an invitatin t interview letter. Fllwing the selectin prcess, yu will need t send the Request t Appint t HR alng with the reasns fr rejectin fr any applicants nt successful at interview. Detailed descriptin f icns Icn Descriptin Shrtcut frm the Current Wrk page t yur psitin s applicatin list r Displays the applicant s summary: Persnal Details Respnses t applicatin and/r branching questins Ratings frm the matrix (nt used currently) Applicatin frm sectins (if used) Displays the persn's CV (if they have been asked t uplad ne). Yu can print this dcument if required by pening it and printing it as a Wrd dc Displays the answers fr applicatin questins. Yu can als assess the answers by manually adding a scre t them, which allws yu t cmpare and screen candidates. Indicates that the candidate has been scheduled fr interview. This icn takes yu t the candidate s histry f interviews (past, present and future interviews). Displays ntes/cmments that the agency, recruiters r line managers have added against the candidate recrd (if the icn is, it means it s a new nte/cmment). This shuld be used with cautin as the details are disclsable t candidates. This allws yu t refresh the current list f applicatins fr the psitin. Clicking n the refresher icn will update the list f applicants e.g. candidates wh may have just submitted their applicatin, applicants' statuses and/r uncheck selected applicants. Yu can print the applicant s summary by ticking the check bx next t the relevant applicants and then clicking the icn. A new windw will pen with all summaries merged int ne. G t Print lcated at the tp right f the screen t print. These shw and hide ptins fr filtering the applicants. Human Resurces, Newcastle University Page 7 f 7 January 2012