e-Recruitment Guide

Hiring -

Pre-Selection

2 Revised January 2015

Contents

Page 3 The Job Requisition Process

Page 4 The Hiring Process

Page 5 eRec Recruiter Overview

Page 6 Display Candidates Page - Overview

Page 7 Candidate Columns - Overview

Page 8 Hiring Process Tabs

Page 9 - 10 How to attach the Two Ticks Questionnaire

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. Guidance on how you can do this is available via the link below:

https://www.sheffield.ac.uk/jobs/erecbrowsers

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eRec Recruiter Overview

Click to Create a Job Requisition, Access Recruitment Groups, Create a Contract Admin and view Redeployment Candidates. Screens will open in a pop-up

Use this Search box to find Requisitions/Contracts and Published Job Postings where you are in the Recruitment Group. You can also use it to search for any candidate.

Access your requisitions through the ‘My Draft’ snd ‘My Released’ links

If you have been added as a ‘support’ Recruiter, the requisition will appear under Team Requisitions

Activities where an email should have likely been sent but was not, will appear under Unsent Correspondence e.g. if you do not select ‘Send Email’ when doing a WHA Activity.

If HR propose a redeployee against one of your requisitions it will appear under ‘Redeployment Activities’.

Click to Edit a requisition Highlight a row and click the ‘Requisition’ button to show Create, Edit, Copy, Close, Delete and Status options

Highlight a row and click the ‘Display Candidates’ button to open your candidate page

Highlight a row and click to launch the ‘Bulk Download’ and ‘Shortlisting Report’. These buttons will be greyed out until the reports are ready for download

You can sort the requisitions table by clicking on the column headings and typing in the filter row to find specific requisitions. The filter row uses * as a wildcard.

Click to export the table into Microsoft Excel

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Display Candidates Page Overview

Click to open the Candidate Profile

You can sort the requisitions table by clicking on the column headings. Click the filter icon to open the filter row. The filter row uses * as a wildcard.

Click to open a specific application form

Click to toggle between Unread/Read

Click to show Two Tick candidates

Export table to Excel

Highlight a candidate(s) and click ‘Activities’ to launch the activities menu

Click to display the PDF overview of the job requisition

Highlight multiple candidates and select ‘Compare Candidates’ to open their Education and Work Experience in a side-by-side view

Tick the ‘Rejected’ and ‘Withdrawn’ tickboxes, then select ‘Apply’ to display the rejected and withdrawn candidates

Candidates will move between the tabs when activities are ran. Candidates will appear in the All tab until they are set to rejected or have withdrawn from the process

If a Personnel Number is shown it’s likely that the candidate is internal

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Candidate Columns

These columns remain constant on all the views available on the Display Candidates page.

Candidate: Displays the candidate’s name.

Surname: Displays the candidate’s surname

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 Number: 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

Activity: Shows the last activity that was ran against the candidate.

Activity Status: Shows whether the last activity is in the Planned or Completed stage

Source: Shows where the candidate saw the advert,

Selected Questionnaire: Shows the ranking results. For example, when ranking via Two Ticks, a green box will appear for Yes and a red box for No. If you hover the cursor over the boxes Yes or No will be displayed.

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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

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.

Occupational Health: Displays any candidate that has had an occupational health activity ran against them. For example, when a candidate is declared as ‘Fit’ they will be transferred into this tab.

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How to attach the Two Ticks Questionnaire

1. Find the Two Tick candidate by selecting ‘Ranking by Questionnaire’ and then ‘Two Ticks’. A green box will appear in the Selected Questionnaire column to indicate the Two Tick candidates.

2. Select the candidates that have applied under the Two Tick Scheme (you can select multiple candidates by holding the Ctrl key while clicking).

3. Click 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.

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4. Click on the square symbol by your name to open your Recruitment Group.

5. Select the correct Panel Member. This will put that staff member’s personnel number into the ‘To be Completed By’ box.

6. Select OK.

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.

If your Panel Member will not complete the questionnaire online, then you can complete it on their behalf by selecting the ‘Complete Questionnaire’ button. If you do this, add a note to state which panel member you are completing the questionnaire on behalf of and the reason for the response.