Melissa Wagner & Jaime Patel RECRUITMENT Melissa Wagner & Jaime Patel

MENUS The Recruiter role provides setup and management options to create Requisitions and maintain Recruitment functionality. This role gives the Recruiter the tools to see a new hire through from initial contact to offer email.

SETUP

The BUILDING BLOCKS Validation tables populate recruitment information and provide selections for candidates.

PROSPECT SETUP The Pre Screen Codes define pre-screening criteria (both required and optional skills, certifications, education, degree levels, and text) that can be used to filter on the Find Prospects screen.

DETAIL PROFILE This screen allows you to quickly select the skills, certifications/licens es, and education parameters required for a Requisition.

RECRUITMENT WORKFLOW Each phase consists of multiple items and you can define as many phases and items as you want for the workflow If you follow the same pattern with all applicants/candidates, only create one default workflow…If it changes depending on what you are hiring for, add more than one An item is a task. It is something that is done as part of the process. While a Phase Name is often descriptive, it doesn't define the actual task. ITEM TYPES: Candidate Interview/Screening. Any type of interview or screening that your organization identifies or conducts. Candidate Questionnaire. A survey, test, or other questionnaire that the candidate completes. Candidate Rating. Any rating or scoring procedure not called a screening or questionnaire. Email Notification. Any task to automatically send a system message or external email. Manager Questionnaire.  survey, test, or other questionnaire that a supervisor or manager completes.

QUESTIONNAIRES Automatic screening can be accomplished through questionnaires. After the questionnaires are created, the questionnaires can be added in the workflow and selected on one or more Requisition Codes. To edit a questionnaire, click on the Questions button. To edit a particular question, click on its Edit link. This opens that question in the Question Editor.

SYSTEM NOTIFICATIONS FOR RECRUITMENT Notifications are used throughout the system for all system messages. Notification templates are standardized messages with merge-fields, similar to a form letter, that personalize notifications by including system information, such as the name of the recipient or the date that something is due. A template defines the message and includes merge fields to personalize a message, notification, or reminder. For each Notification Template record, one “System Event” with a corresponding field set can be selected. Application Received, Pending Phase, Offer Letters, Rejection Letters, and more…

REQUISITION & DETAILS All data pertaining to the Recruitment module leads to the Requisitions Code Table. Once the Requisition is saved, it will be posted to your organization’s Candidate Portal. It is important to understand a requisition is not simply a position. The Requisition is a Job Posting with an approval process associated with it and all the history surrounding that single period of time that it is open. **Even if you are backfilling a position, you need to create a new requisition to track the true history.

EEO QUESTIONS ON THE APPLICATION At this point, you can log in through the System Administrator and choose which EEO questions you would like visible in your application.

ADDING, EDITTING, SEARCHING FOR CANDIDATES

THE APPLICATION

ADD A NEW CANDIDATE Applicants and candidates typically add themselves to the system by completing an online application through the Candidate Self Service portal. Others can be added through the Add New Candidate wizard. After an applicant/candidate is added, the candidate can be associated with one or more requisitions from the "Find Prospects" screen.

FIND APPLICANTS For recruiters, the Applicant(s) selection list is filtered to show applicants only. The search tool can be used to find specific applicants or applicant information. Choose a simple or advanced search to find one or more employees. Search (Binoculars’) Icon Applicant simple-search allows search by Last Name, First Name, Applicant Number, Requisition, Resume Contains, Education, Skill, Certification, Applied After date Applied Before date. To include inactive applicants, choose "Show Inactive Applicants." To include hired applicants, choose "Show Hired Applicants." Click "Append List" to add to the current Applicant(s) selection list, or click "New List" to replace the current list with the selected search results. If you would like a list of all applicants, leave the search fields blank and click on Search!

CANDIDATE PROFILE When someone creates a Candidate account through candidate self-service, an Candidate record is created that can be viewed and edited from the Candidate Profile. Through the Recruiter role, you can review, edit, and add additional information about the candidate on the Candidate Profile. To open the Candidate Activity window, go to the Candidate Profile, and click on the “View Activity” link. Each time the Candidate’s status is changed for a particular requisition, the change is logged as Candidate activity.

CANDIDATE PERSPECTIVE

INTERNAL CANDIDATE’S PERSPECTIVE Recruitment module allows you to post an open Requisition internally giving your workforce priority to apply and then automatically posts the Requisition to the Candidate Portal using dates that you set within the Requisition Codes Table. The Requisition remains internal by posting to a screen called Open Jobs Postings in the Employee Enterprise role. This screen is found by clicking on the Workplace link. When the employee clicks on the link, he or she will see the Requisition details and be given the option to apply.

EXTERNAL CANDIDATE’S PERSPECTIVE The Candidate engages with the Recruitment module via the Candidate Portal. Once in the Candidate Portal, the Candidate has access to: “About Us” information, companywide job offers, job search with filters, submitting a resume, an online Help resource, creating a profile, and Login. The candidate will also create a profile detailing contact information, availability, and other information necessary for any position

CANDIDATE MANAGEMENT

TO VERIFY REFERENCES Business or personal references provided by a Candidate are listed in the References section. You can use the phone number listed in the summary to contact a reference. When verifying a reference, click on its Edit link to open the Candidate References detail. In the Recruiter section of the Candidate References detail, record the name of the person who verified the reference in this record, the verification date, and the rating. Save to keep the changes.

RECRUITMENT ACTIONS Identify and Invite Prospects to Apply to Requisitions Candidates often add themselves to the system by submitting a profile in candidate Self Service. Other candidates can be added through the Add New Candidate Wizard. Connect candidates with requisitions on the Prospects tab of Candidate Review by inviting a candidate to apply to a requisition. You can also search for candidates using the upper navigation bar and the Applicant Search. Screening Manager screens on the candidates tab of the Candidate Review Console. Manage offers and rejections on the Candidates tab of the Candidate Review Console. When an applicant is associated with a requisition, the Applicant Prescreening Provides access to the Applicant Interviews and Applicant Offers. To open the applicant pre-screening, go to the Recruitment menu, go to the recruitment menu, and choose the option to Manage Job Applications. Applicant Pre Screen Applicant Interviews Applicant Offers Applicant Rejections It is critical that the entire workflow process is completed and all phases are processed through to the end in order to properly utilize full functionality of the recruitment role, reports, etc.

ACTIVE REVIEWS & REVIEW HISTORY Active Review and Review History - Each step in the recruiting process is defined as a phase. These screens outline what phase and to whom each candidate is assigned to.

CANDIDATE REVIEW The Candidates screen lists who are associated with requisitions. Manage all processing for recruitment from the Manage Job Applications screen Filter the list by Candidate status, requisition, or search criteria, and click on Search. ***This will be the primary tab used by managers Name and email – click on name to review candidate information Date Applied – applied for the applicable requisition/job Resume– printable view of the resume Feedback – allows managers to add notes throughout the recruiting process Cost – any cost associated with the recruiting process for the specific requisitions will be shown here. Offer and Rejections – These letters to candidates can be administered here. They will go to the candidate via their email address provided when applying. Phase – Tells manager what phase the candidate it in Status – Candidate status Rating - Rate the candidate it will reflect here

INTERVIEWS & SCREENINGS Candidate screenings and interviews are logged on the Candidate Interview Detail. To activate the Interview button on the Job Applications screen, mark the Candidate as “Screened,” and click Apply. If an interview has just been scheduled, enter information about an Candidate’s scheduled screening or interview. After an interview, edit and record the interviewer’s recommendations with a numerical rating and update the interview status. Based on the results of an interview and standard policies for a filling a particular job or position, another interview may be scheduled by adding another Candidate Interviews record. After recording the results for an Candidate screening, you may wish to make an offer to the Candidate or reject the Candidate. Close the detail and return to the Job Applications screen to make an offer or reject an Candidate.

OFFERS To initiate a candidate offer click on the offer button. To open the offer details, click on the Offer button. Complete the Offer Information section with the offer details according to your organization’s business rules. During the recruitment process, a Benefit Profile is recorded on the Candidate Offers Detail screen as part of the total employment package being offered to a potential employee.

CANDIDATE REVIEW - REJECTIONS A Candidate can be rejected whenever the decision is made that a particular Candidate is not suitable for a particular requisition or when a requisition is closed. To reject a Candidate, go to the Candidate screen, click on the Rejected checkbox, and click on the Apply button. Don’t forget to have your system notification i.e. rejection letter set up in the requisition.

PROSPECTS This tab allows you to search for other candidates. You can review their application. If they are potentially qualified, either invite or apply them to the requisition.

REPORTING Track activity through the variety of stages.

ONBOARDING & HIRING

ONBOARDING THE CANDIDATE When someone has been approved for hire, setup onboarding to allow the individual to complete a self- service pre-hire. To onboard a candidate, enter the applicant information, complete the onboarding information, and then click Finish. Candidates marked “Hirable” on the Job Applications console can be selected for Onboarding here.

HIRING AN ONBOARDED INDIVIDUAL An individual is considered an onboarded, if he or she has been invited to complete self-service onboarding through the Employee Onboard Wizard. To hire an onboarded employee, open the New Hire Wizard as you would to complete any new hire. On the first step, choose the onboarded employee from the Onboard EE selection list, and click Next. Any additional information from the onboarding process will be part of the new hire wizard, and you can edit the information as needed and complete the New Hire Wizard as usual.