exempt applicant workflow training - usu · applicant workflow. we will be referencing icons...

Exempt/Faculty Applicant Workflow Training

Go to http://jobs.usu.edu and click on For USU Departments and Search Committee

You will login to the jobs website through the USU Login portal with your A-Number and strong password.

Click on the Jobs Tab

Search for and click on your position, click the GO button to search.

The unique job ID will pull up in the search field and then click on the position title.

Please note the visual representation of the applicant workflow. We will be referencing icons frequently throughout this training. Each applicant will have an icon located underneath each process. As we move through the workflow other icons will be activated.

Here you will see a list of applicants. To view an applicant’s documents and reference information click on the applicant’s name.

The names and contact information of 3 references are captured on the application and can be viewed here under the References section.

To view an applicant’s documents you can either click on the documents individually under the Documents section or use the Download Documents feature to show all of the applicant’s documents in one PDF file.

This PDF file will open in a new tab or window when you click on the Download Documents feature. Once you have viewed or printed the documents you can close the pdf.

Once you have viewed all necessary applicant information use the View Applicants by Job link to return to your list of applicants.

There are 2 options to select or de-select candidates and move them through the hiring process. You can either click on the icon under the specific process such as Resume Review or use the check boxes next to the applicant name and the Bulk Actions feature to update multiple applicants at the same time. We will highlight both features in the next slides.

In this example we will click on the Resume Review icon for Applicant 1.

Once we click on the Resume Review icon for Applicant 1 it will bring up the available options. Selected means the candidate is selected to move forward in the search. De-selected Called/Manual Email will de-select the applicant but no correspondence will be sent from the system and the applicant will only know they are de-selected once the committee contacts them. De-selected Auto Email will de-select the applicant and send an automatic email notifying them they are de-selected, we will highlight this feature later. In this example we will choose Selected and click Save to move Applicant 1 forward.

Once we choose Selected the Resume Review icon will update to a full circle and the Preliminary Interview process and icon will be activated.

We will now use the Bulk Actions feature by checking the boxes next to Applicant 2 and 3 and click on the Bulk Actions menu.

We will locate the Resume Review – Process Status on the Bulk Actions menu and choose Selected to move Applicant 2 and 3 forward in the hiring process.

Now Applicant 2 and 3 have a full circle under resume review showing they have been selected to move forward.

Applicant 4 will not be moving forward. We will click on the Resume Review icon to de-select this applicant.

Once we click on the Resume Review icon for Applicant 4 we will choose the De-selected Auto Email option and Save as we are sure we will not consider this applicant in the future. Please note the auto email is sent immediately from the committee chair’s email account and you should only use this option for applicants you will no longer consider (for an example of this email please see the next slide).

This is an example of the Auto Email that is sent if you select the De-selected Auto Email option.

There is now an x in the Resume Review icon to show where the applicant was De-selected. You must now update the reason for non-selection by clicking on *Select Disposition.

Select the most applicable reason for non-selection from the drop-down menu. Make your selection and then click Save.

You will notice that Applicant 4 has now disappeared from our list. You can view your De-selected Applicants by clicking on My De-Selected Job Apps (Exempt).

We will not be doing Preliminary Interviews for this search so we will click the boxes next to the 3 remaining applicant names and click on the Bulk Actions menu.

We will locate the Preliminary Interview – Process Status on the Bulk Actions menu and choose the N/A option.

The Preliminary Interview icons have now updated to an unfilled circle to indicate this process is N/A and the next icons have been activated.

On-campus interview approval is required for all exempt and faculty searches. To obtain approval we will check the boxes next to our 3 remaining applicants and click on the Bulk Actions menu.

Locate the Interview Approval – Process Status in the Bulk Actions menu and select Send Approval Request. This will send an email to your DeptHead/Director (coming from the Committee Chair’s email account) with the applicant’s documents attached, instructing them to reply to the email with their approval.

The Interview Approval icons are now half circles. Once approval is received from the Dept Head/Director we will check the boxes next to each applicant we have received approval to bring on campus for an interview and under the Interview Approval –Process Status select Approval from Dept Head Received.

The Approval icons will now be full circles and since we have received the proper approval we can proceed with scheduling interviews. We have interviewed the remaining 3 candidates and have selected Applicant 1 to move forward to the Offer. We will do this by clicking on the Interview 1 icon and choosing Selected and then Save.

The Interview 1 icon for Applicant 1 is now a full circle. We will do a reference check for this applicant and click on the Reference icon to update the process.

We will choose Complete/References and click Save.

We have offered the job to Applicant 1 and they have accepted. We will click on the Offer icon, choose Accepted and click Save.

Once the offer process is updated to Accepted the Disposition Code automatically updates to Hired and the Background icon will activate. Background checks are required for all benefited positions. To request the background check please click on the Background icon.

We will select Send Background Request to HR Banner and Save, this will send a system generated email with the necessary information for HR to request a background check. A manual email to HR Banner is no longer required.

HR will update the Background icon once the results of the background check have been received. The Dept Hiring Request and Onboarding processes will not be utilized at this time, please disregard them.

Since our final candidate has accepted the offer we will now update our other 2 applicants to De-selected. The Automatic email is no longer an option since an interviewed candidate should receive a phone call or personalized email. We will use the Bulk Action Menu to update the last 2 applicants to De-selected Called/Manual Email and will notify the applicants personally.

We now need to update the Disposition Code for our de-selected Applicants. We will click *Select Disposition for Applicant 2. (Please note Disposition Codes can be updated in bulk when applicable from the Bulk Actions menu).

Select the most appropriate reason for non-selection and click Save. This will move Applicant 2 to our De-selected Applicant list.

Select the most applicable reason for non-selection from the menu and click Save. Please complete this process for any remaining de-selected applicants.

Please make sure to notify all candidates that the search is completed. Now that all applicant statuses have been updated our last step to close out our search is to update the job status. To update the job status click on Closed (job status could also be Review Date Passed). Please note if the job is at the status of Review Date Passed it will remain open for applications until you update the status to Filled.

Select the Filled job status and click Save.

All necessary updates have been made in the system and you may now logout of your account.

Thank you for taking the time to view this training. Please call HR 797-0216 with any further questions.