accessing applicant pool & reviewing applications/resumes · accessing applicant pool &...

Accessing Applicant Pool &

Reviewing Applications/Resumes

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Reviewing

Applications/Resumes

o EOL Applicant Pool Certification

o Verifying Experience/Education

o Veteran’s Preference

o Reviewing Applications/Resumes in GEMS

1. Only applications received prior to the advertised deadline in Careers@USF will be considered as part of the recruitment. Applicants will receive an automatic acknowledgement notification from Careers when their application is successfully submitted.

2. The Equal Opportunity Liaison (EOL) must first certify that the applicant pool is acceptable prior to any interviews scheduled. The applicant pool will be certified as acceptable when the hiring department has made a good faith effort to compile a diverse applicant pool. The report will be emailed to the hiring manager and a copy placed in the Activity and Attachments tab under the ‘Manage Job Opening’ page.

3. If the applicant pool is certified as acceptable, the hiring authority will determine which applicants meet the minimum and preferred qualifications required for the position by carefully

reviewing each applicant’s education and previous work experience for:

Skills, abilities and competencies related to the position qualifications as outlined in the Position Description (PD).

Transferable skills.

Prior employment experience (applicability, level of position, etc.). College coursework and degrees. (Note: if the desired candidate does not have the

required degree for the position, the hiring authority must request a degree waiver.)

4. Qualified applicants should also be evaluated for:

Reasons for leaving an employer.

Nepotism issues (conflicts created by employment of relatives in the same work area), Veterans’ Preference (Staff positions only). Information on criminal convictions (not arrests).

When reviewing the application or resume, the reviewer should note items that require follow up or further explanation during the interview. Comments and notes about the applicant should not



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be recorded within Careers@USF. The data in Careers@USF is public record and is subject to the State of Florida Public Records laws.

5. If an applicant claims Veterans’ Preference for Staff positions and meets the minimum qualifications the applicant must be interviewed (see How to Determine Veterans' Preference).

6. It is the hiring authority’s responsibility to review the official personnel files of all internal applicants and/or former USF employees being interviewed for the position. Personne files for USF St. Petersburg are located in USF St. Petersburg Human Resources, BAY 206. Official personnel files

for other System institutions are located at USF Tampa Human Resources, SVC 2172.

7. Applicants who have a substandard USF performance evaluation in effect or who have received any discipline within the previous six (6) months (excludes counseling and oral reprimands) are not eligible for consideration. Contact Human Resources for assistance.

Reviewing Applications in GEMS: The information found below will provide steps in reviewing applications and resumes. You can find more detailed information in the GEMS Recruiting Training Guide. 1. Log Into GEMS Main Menu > Recruiting > Recruiting Home and click on the Search Job Opening Link

http://usfweb2.usf.edu/human-resources/recruiting/veterans.asp

http://usfweb2.usf.edu/human-resources/talent-management/pdfs/CareersTrainingGuide.pdf



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2. Enter the Job Opening ID (or whatever search criteria you choose) into Search Criteria

3. Search Results will open up the position/job opening. Click on Job Opening Link to access.



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3. The Manage Job Opening Tab will list all the applicants. To Review an applicant’s Application, click on the ‘Application’ Icon of the candidate you would like to review.

4. Once in the application you can review the resume, work experience, etc. To open the resume or work experience, click on the attachment or details link. All pertinent documents will be listed in the attachments block.



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5. Once reviewed, the applicant’s status can be changed to reflect their qualifications. Under the ‘Other Actions’ drop down menu choose Recruiting Actions >Edit Disposition >New Disposition

The disposition options used most often are:

MQ – Met Minimum Qualifications PPQ - Met Partial Preferred Qualifications PPQ – Met all Preferred Qualifications Reject- Choose reason why (i.e, did not meet required education)



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Recruiting Actions >Edit Disposition>New Disposition

6. Once applicant’s disposition is changed, push save button.

MQ – Met Minimum Qualifications

PPQ - Met Partial Preferred Qualifications

PPQ – Met all Preferred Qualifications

Reject- Choose reason why (i.e, did not meet required education)



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7. Once the process is completed you can download an excel spreadsheet with all the candidates and their statuses for easy viewing. Go back to the ‘Manage Job Opening ‘page by pressing the return tab in the top left corner.

The candidate’s status is now changed and you

can press ‘next’ to view the next candidate and

repeat the process until completed.



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8. To download the excel spreadsheet, press the table icon on the ‘Manage Job Opening’ page.

Your spreadsheet will download to the bottom left corner of your screen. You can then open and see the results



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9. The spreadsheet is for your use and a great way to capture data and notes. You can add an additional column for ‘Comments’ and note specific items about the candidate. Please note this

data falls under the Sunshine Law Guidelines. A final copy of this spreadsheet needs to be emailed to HR for their electronic records.

10. Once candidates are identified, the hiring manager/selection committee can begin the interviewing and selection process.

accessing applicant pool & reviewing applications/resumes · accessing applicant pool &...

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