Managing Applicants Guide to Manage Applicants through to Hiring Proposal COLLEGE OF WILLIAM AND MARY May 1, 2014 Human Resources
Table of Contents Topic Page Managing Applicants 2-4 Review of Answers to Supplemental Questions 5-6 Reviewing Applications 7 Applicant Review 8 Screening the Applicant Pool 9-10 Screening Search 11-13 After Conducting Interviews 14 Creating the Hiring Proposal 15 The Hiring Proposal 16-18 1
Managing Applicants To begin login to the jobs site at https://jobs.wm.edu/hr to view your Home page with your Inbox and Watch List. Hover over Postings to select posting type to view either Staff/PPF or Instructional/Executive. 2
Managing Applicants (Continued) The postings assigned to your user account will be listed. This view can be customized according to your preferences. Hover over the applicants, to view the posting and the Select View Applicants to be taken directly to the Applicants tab. 3
Managing Applicants (Continued) At this screen, click on the Actions link to be able to view the application for each individual applicant. You can also click on the Actions button to be able to Evaluate Applicants, Download Applicants Evaluations, Review Answers to Supplemental Questions, Download Answers to Supplemental Questions and Export results. You can also Move applicants in the workflow in Bulk, Download applications as a PDF, and Create PDF document per applicant. Please note that downloading and creating PDF documents will take time to complete. Please Note: Applicants must be evaluated on the basis of the knowledge, skills, and abilities required to perform the job. Selection criteria must be established and applied consistently. The qualifications indicated in the job description that can be evaluated by reviewing the application materials are the only criteria used to qualify the applicant pool. 4
Review of Answers to Supplemental Questions The answers to the supplemental questions can provide information directly from your applicants regarding their knowledge, skills and abilities to meet the requirements of your position. This information is displayed in a graph format and also on the Screening Search under Supplemental Questions Score. 5
Review of Answers to Supplemental Questions (Continued) While you are reviewing the Supplemental Questions, you can also drill down to see how each applicant answered a certain question. You can hover over the Actions link to view the different options. Show All Applicants, will show you a list of all the applicants in the pool. Search Answers, will show you the question and the possible answers to the question. You have the option to include and exclude certain answers. Export Answers, will allow you to export the Supplemental Questions into an Excel spreadsheet. 6
Reviewing Applications There are several ways to view the applicant materials. You can select the top box which will check all applicants and hover over the Actions link to View Application. This is a bread crumb trail that allows you to move back to other areas such as Applicant Review. To move to the next applicant, select the This will allow you to view all applications and take action on the application by hovering over the and choose one of the following: 7
Applicant Review To individually review applicants and update their status, select the box next to the applicant name and hover over the Actions link and click View Application. Hover over to move this applicant in the workflow. 8
Screening the Applicant Pool After reviewing the applications along with the supplemental questions, move the applicants in the workflow to Not Under Consideration with the appropriate reason or to Interview Pending. You can also customize your Screening Search by adding more columns. You can scroll through the list of items to see which ones you want to add to your Screening Search. This information pulls from the data that is on the employment application. When you add a column you will notice that your screen will refresh, and it will appear on your Screening Search. You can move the columns by using the arrows that appear when you drag your cursor to the end of the column name. 9
Screening the Applicant Pool (Continued) To prepare to export the Screening Search data, click the box beside Full Name and hover over the Actions button to choose Export results. The following will appear allowing you to choose to Save File and click OK. 10
Screening Search You will now be able to customize the name of the file and save it. The Excel file will save with the fields from your Screening Search and can be customized before saving and attaching to the posting under the Internal Documents tab. In accordance with the Code of Virginia, which requires state agencies give preference in the hiring process to veterans, and in support of Executive Order 29 (2010), Serving Virginia s Veterans, applicants are voluntarily asked to respond to questions concerning veteran status. Please refer to the DHRM Policy 2.10 Hiring, Veteran s Preference for guidance on providing the required level of preference. 11
Screening Search (Continued) You are not required to submit the screening search to Human Resources for review however; you must have it available in your department recruitment file. If you would like to attach your Screening Search to the posting, click on Edit. Click on Internal Documents Hover over the Actions Link and choose Upload New to load the Excel spreadsheet. Choose a Name, Description and upload the file before selecting Submit. 12
Hiring Officials are not required for their interview pool to be approved by Employment. After screening the applicants, Hiring Officials can move to the interviewing process. Interview questions should seek information related to the applicant's knowledge, skills, and ability to perform the job. Questions that are not job related or that violate EEO standards are not permissible. A list of sample interview questions is available on the Human Resource website under Hiring & Recruitment at http://www.wm.edu/offices/hr. 13
After Conducting Interviews Identify your finalist and conduct employment references. Refer to the employment application to ensure authorization to contact current employer has been given. HR recommends contacting a minimum of two (2) professional references prior to an offer being extended. The Reference Check form can be used to document the reference. Any references are maintained in your Department Recruitment file and not submitted to HR. Effective May 15, 2014 the College began using an online process for collecting confidential information from the finalist, including their consent and authorization to initiate the criminal history background investigation. Simply email your Employment Specialist and provide the applicant s full name, email address, position number and title of position. Be sure to include the index number to charge the fee of a standard check of $19.75. For additional information please refer to the HR website at Criminal History Background Check Process At this point in the process, update the status of your applicants from Interview Pending to Interviewed. If you selected Ranking Criteria and assigned Committee Members to evaluate your applicants keep in mind the workflow state you identified for the Committee Members to be able to evaluate the applicants. The Hiring Official and each Committee Member will check the box above the list of applicant names and hover over the Actions tab, then select Evaluate Applicants. Once a finalist has been selected, the status of the remaining applicants should be updated and indicate the finalist. This can be done in bulk by choosing to Move in Workflow under Bulk. Select the appropriate choice and to change for all applicants. 14
Creating the Hiring Proposal Check the box next to the name of your finalist and hover over the Actions link to view application. The workflow action Take Action on Job Application will appear for you to select: Finalist Begin HP (Hiring Proposal), After clicking on submit, you will be viewing the finalist s application. The Take Action On Job Application appears at the top right for you to select. Click on Start Staff/PPF Hiring Proposal 15
The Hiring Proposal The position description will be indicated for you to. The Hiring Proposal will default with information from the approved position description but fields will need to be completed to process the request. Select to continue. 16
The Hiring Proposal (Continued) Review the Budget Information tab and attach any documents appropriate on the Hiring Proposal Documents tab. Select to continue. 17
The Hiring Proposal (Continued) Review the Summary information before selecting to move the Hiring Proposal to Compensation Review. to choose Staff Hiring Proposals for W&M will go through approvals by Compensation, Level 1, Level 2, and VP of Admin before it is sent to Employment. You will be notified by Employment when you can proceed with extending the verbal offer. Staff Hiring Proposals for VIMS will go through approvals by Compensation, Level 1, and Level 2 before sent to Employment. PPF Hiring Proposals for both W&M and VIMS will go through approvals by Compensation, Level 1, Level 2 and the Provost before it is sent to Employment. Please Note that if your requested offer exceeds the original approved budget amount, any Hiring Proposal must receive further financial approval based on funding, i.e. Budget, Sponsored Programs and/or Investment Administration prior to being sent to Employment. Once the offer is accepted, notify Employment of the start date. A written confirmation of the offer is prepared by Employment for Staff positions with information regarding new employee orientation and instructions on completing the I-9. Professional position contract offer letters are prepared by the appropriate VP or Dean s office with information regarding new employee orientation and instructions on completing the I-9. 18