Hiring - Pre-Selection

Hiring - Pre-Selection

Contents Page 3 Page 4 Page 5 Page 6 Page 6-7 Page 7-9 Page 7 Page 8 Page 8-9 Page 10-12 The Hiring Process Candidate Selection Page - Overview Display Candidates Page - Overview Candidate Columns - Overview Hiring Process Tabs Types of Ranking Method - Select - Ranking for Shortlisting - Ranking by Questionnaire How to add and remove a Panel Member Page 12-13 Identifying whether candidates have applied under the Two Ticks Scheme Page 13-15 Page 15-23 Page 24 25 Attaching the Two Ticks Questionnaire Printing Application Forms and Attachments Applicant List and Shortlisting Report 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

3

4

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 page 18-19 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 5

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 columns: 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 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 Revised be printed, June saved 2011 or emailed. Filter Row: Enables you to search for specific Criterion 1. Click in the column you wish to search on e.g. Application Source 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 6 symbol

Candidate Columns These columns remain constant on all the views available on the Display Candidates page. The final columns change with the different views see below. Candidate: Displays the candidate s name. Personnel Number: If a candidate is a University employee and applies internally via myjob, their personnel number will be displayed in this column. If the field is blank the candidate has applied externally using the University s Jobs web page but may still be a member of staff. Read: Shows whether you have set the application to read. An application contains a large amount of information and consequently e-recruitment doesn t automatically mark it as Read just because it was opened, instead it provides a facility for you to do this manually when appropriate. This functionality is optional and you need only use it if it is helpful to you. Candidate Status: Shows the status of the candidate you can filter the candidates by their status, these are: All: Displays all candidates regardless of status. In Process: Any candidates who are still within the Hiring process. Withdrawn: Any candidates who have withdrawn their application. Rejected: Displays candidates that have been Rejected or Set to Rejected. Application: Provides the Application number and a link to the Overview of the candidate s application Process: Shows the stage in the Hiring process the candidate is in see further information below Hiring Process Tabs As you progress through the Hiring process, e-recruitment will do the filing for you and your candidates will continually be organised under the tabs below. Clicking on any tab will display the candidates at that stage of the Hiring process. All: Shows all candidates regardless of their status or position in the Hiring process. You will use this view most often. Application Entry: Candidates are initially filed under this tab 7

Preselection: In this phase of the Hiring process you are preparing for your panel to carry out shortlisting. You will carry out tasks such as adding a Two Ticks questionnaire, where appropriate, and this will move the candidate to the Preselection tab. Selection: If you process Selection activities for a candidate, e.g. invite them to interview, they will move to this tab Offer Phase: Once your preferred candidate has accepted the offer, you will send them a Request to Complete a Pre-Employment Health Questionnaire, where appropriate, and you will complete the Request To Appoint questionnaire. This will move your preferred candidate to the Offer Phase tab. Rejection: Displays any candidate that you have informed was unsuccessful. They will remain under this tab until you have set the candidate status to rejected. Types of Ranking Method Ranking Method: Select This is the default view on the Display Candidate screen. It provides the Application Source and details of the most recent Activity, for example Invite to Interview and its Status in the last two columns. The Activity Status will be either: Planned: The activity is yet to be completed Completed: The activity has now been completed If you have completed an activity, the Activity and Status can be displayed by choosing the default ranking method Select. 8

Ranking method: Ranking for Shortlisting This view displays the overall, aggregated ranking for each candidate and allows you to view which panel members have completed the ranking process, with details of their individual rankings. My Ranking: This will display your personal ranking, if you have been required to input a ranking. In most cases this won t have been necessary. Requisition Ranking: This will display the aggregated ranking of all the panel members. By clicking on the ranking you will see the individual panel members ranking and comments. Ranking method: Ranking by Questionnaire This view allows you to sort the candidates based on certain information from their applications. Currently you can sort on questionnaires that ask for a yes/no response, for example: 1. Two Ticks: Whether they have applied under the Two Ticks scheme. 2. Eligibility to work in the UK: Whether they have any restrictions on their ability to work in the UK. The screen will display the results of the sorting in the end results column. The Maximum Score box, Total Score and first Result column are not used for the above questionnaires. The other Questionnaires available are used at later stages in the Hiring Process and you are not able to sort by them. 9

To Sort the candidates by a Questionnaire: Select the Questionnaire by clicking on the binoculars symbol Highlight the relevant questionnaire by clicking the blue cube Click Click How to add a Panel Member Panel members are given access to the Hiring process by being included in the Recruitment Group in the Job Requisition. You can add panel members when the Job Requisition is created or at any point following that. Adding members to the Recruitment Group does not affect the Job Requisition status or the approval process. If one of your panel is not of member of staff at the University of Sheffield you are able to input their comments and rankings on their behalf. If one of your panel does not have the correct access in e-recruitment to be a panel member you should contact the Business Solutions helpdesk in Human Resources at: e- Recruitment@sheffield.ac.uk To add a Panel member 1. From your personal pages click Maintenance 10

1. Change the Status from Draft to Released and Click on.. This displays the Job Requisitions that have been approved. 2. Click on the blue cube to select the Job Requisition to be edited. 3. Click 4. Click on the Recruitment Group tab 1. Click on Further Assignment 11

2. Click on the Binoculars 3. In Last Name type in the surname of the person you are searching for. 4. Click Start Search 5. Click the blue box to select the correct person 6. Click Choose 7. On the Recruitment Role use the drop down box to select the Panel Member role. 8. Click Save To remove a Panel Member from the Recruitment Group 12

1. Select the Panel Member you wish to delete 2. Click Delete once removed they will no longer have access to the candidate details in the Hiring process, for this vacancy. Two Ticks Before the panel members can carry out the shortlisting process by ranking the candidates, you must check whether any candidate has applied under the Two Ticks Scheme. If a candidate has applied under Two Ticks the panel must assess whether they meet the essential criteria for the role as detailed in the About The Job document. If the candidate meets these criteria they are guaranteed an interview. To enable this process you will attach a questionnaire to all Two Ticks candidates for each panel member. You can select multiple candidates if more than one has applied under the Two Ticks Scheme however you can only select 1 panel member at a time. For more information on the Two Ticks Scheme see: http://www.shef.ac.uk/hr/diversity/twoticks To check whether candidates have applied under the Two Ticks Scheme 1. Change the Ranking Method to Ranking by Questionnaire 2. Select the Questionnaire by clicking on the binoculars symbol 3. Highlight the Two Ticks questionnaire by clicking the blue cube 4. Click 5. Click Any candidates that have applied under the Two Ticks Scheme will have Yes listed in the Result column. 13

To attach the Two Ticks Questionnaire 1. Select the candidates that have applied under the Two Tick Scheme 2. Click Create Activities > Preselection > Two Ticks Your name will automatically appear in the To be completed by section. This must be changed to your first panel member, as they will complete the questionnaire. 3. Click on the binoculars symbol by your name to search for the Panel Member 4. In the Last Name field type in your Panel Member s surname 5. Click Start Search 14

6. Select the correct Panel Member and click Choose 7. Click The Questionnaire will automatically have been attached to the candidate for your selected Panel Member. You will need to repeat the process for any further Panel Members. You should now email your Panel Members outside of e-recruitment to inform them that the candidates are ready to be assessed. You should notify them if any candidates have applied under Two Ticks and remind them to complete the additional questionnaire. Printing Applications and Attachments Panel Members can access all the application forms and attachments online prior to the closing date, however, if they would prefer paper copies you are able to print them off in bulk. You are only able to process the bulk download once the closing date of the vacancy has passed. You can download the application forms into one PDF document you then have the option to; - Print, Save or Email the Application forms For Grade 6 and above jobs applicants are able to attach additional documents if they wish. As the recruiter, you are able to download attachments for selected applicants on masse and bulk print them, along with the applications. 15

Grade 1 to 5 Jobs To print Application forms; 1. Click the Print button at the bottom of the Display Candidates view A new window should now appear, do not close this window. The downloaded applications will appear as a PDF in this window. 16

When downloaded you can then choose to either Save, Print or Email the document. Vacancies for Grade 6 and above using a PC (Instructions for those using a MAC are below) If the vacancy is for grades 6 or above a link will appear at the top of the new window if any of the applicants have added an attachment. 17

1. Click on the Download attachments for selected candidate link A new window will open with a file download message 2. Click Open Any attached documents will appear in a zip file named by applicant. In order to print the files you will need to extract them. (Please note: If you have access to WinZip you will be able to print directly from the zipped file but WinZip is not provided by the University of Sheffield as part of the managed desktop) 3. Click Extract all files 18

4. Click Next on the Extraction Wizard (Please note: If you have ZipCentral loaded on your machine the screens may be different. If you have any queries please call the helpdesk on (22) 1606) 5. Click Browse and search for a folder to save the documents in. We reccommend saving the documents into an empty folder so you can highlight them all and print them in order. 6. Click Next 7. Click Finish 19

The documents will appear in your chosen folder. 8. Highlight all of the documents 9. Choose File and then Print The attachments will then be printed automatically in a single transaction. 20

Vacancies for Grade 6 and above using a MAC If the vacancy is for grades 6 or above a link will appear at the top of the new window if any of the applicants have added an attachment. 1. Click on the Download attachments for selected candidate link A new window will open with a file download message 2. Choose to Save File 3. Click OK 21

4. Input a file name and choose where to save it We reccommend saving the documents into an empty folder so you can highlight them all and print them in order. 5. Ensure you save the file as PC ZIP Archive 6. Click Save The file will appear in your downloads window. 7. Double click on the file The file will appear on the Desktop. 8. Double click on the file to open it 22

Using the Apple key select all of the attachments in the file. 9. Click File and then Print The attachments will then be printed automatically in a single transaction 23

Applicant List & Shortlisting Report You are able to print off an applicant list for your Panel Members should they require it. This list is generated from a report and may be printed off prior to the Panel assessing the candidates. Once the Panel has assessed the candidates, the report will detail all of the assessments and comments made by the Panel. This shortlisting report may be used by the Panel as a prompt if they meet to discuss the applications prior to inviting to interview. The shortlisting report is also available directly to your Panel Members within their view. Please see the Panel Member Guide for further details. 1. In the Candidate Selection Page Overview screen choose the Job Requisition you want to run the Applicant List or Shortlisting Report for. 2. Click Shortlisting Report A new window will open with a File Download message. 3. Click Open 24

The report will open in Excel. If you run the report prior to the Panel shortlisting then the Ranking and Notes columns will be blank. 25