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e-Recruitment Guide

Hiring –

Selection

2 Revised January 2015

Contents

Page 3 Job Requisition Process Flow Chart

Page 4 Hiring Process Flow Chart

Page 5 eRec Recruiter Overview

Page 4 Candidate Selection Page - Overview

Page 6 Display Candidates Page – Overview

Page 7 Activities - Overview

Page 8 Adding a Recruiter’s ranking to the system

Page 9 Bulk Download & Shortlisting Report

Page 10 Adding an Attachment/Note to a candidate

Page 11 Inviting Candidates to Interview

Page 12 Notifying unsuccessful candidates

Page 13 Sending an email to a candidate

Page 14 Recording an Eligibility to Work Check

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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4 Revised January 2015

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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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Activites Overview

Click the arrow next to each Process heading to display the activities. Then click the blue activities link to run that specific activity

The green tick symbol means that activity has been completed

Edit an activity by clicking the pencil icon

Delete an activity by clicking on the bin icon

The calendar icon indicated that an activity is in the ‘Planned’ stage

The E-Mail icon indicates that an e-mail has been sent.

The ‘Due On’ date is when the activity started and the ‘Completed On’ date is when the activity was completed.

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How can I add rankings to the system?

If a Panel Member or your whole Panel is unable to add their own rankings to the system you are able to add 1 set of rankings yourself. The rankings will appear in your name under the My Ranking column.

1. In the Display Candidate screen, highlight the candidate(s) you wish to shortlist and select the Activities button

2. Click Preselection > Assignment Ranking

3. Choose an Assignment Ranking from the drop-down list, add any necessary notes and click OK

If you go back to Preselection > Assignment Ranking, you will see that your ranking will now appear at the bottom of the activity. This is how you will be able to see the rankings of other panel members and it will also display the overall ranking.

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Bulk Download & Shortlisting Report

The Bulk Download should be sent to all panel members as soon as the closing date has passed, This will give the option for the panel to print off the application forms should they wish to. The Bulk Download will also link to a zip file with attachments if your requisition is for a vacancy at Grade 6 or above.

The Shortlisting Report will list all candidates in an Excel document. It will also display all the panel member rankings, comments and aggregated scores. Your panel will find report particularly useful once they have shortlisted online and are deciding who to interview.

1. Highlight the requisition you are working on and select ‘Bulk Download’ / ‘Shortlisting Report’. Both will give the option to open a file

2. Open and save the files; then email to your panel members, along with information on who the Two Tick candidates are.

3. The PDF for the Bulk Download may have a blue link at the top to download a zip file of attachments should the position be at Grade 6 or above. If so, you should email this file as well to your panel.

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How do I add an Attachment/Note to a candidate?

You can add a Note or Attachment to a candidate at any point. Depending on what the attachment is you may wish to add it at the Preselection stage, Selection stage or Offer Phase.

Below are some Examples of the type of documents you may wish to attach:

• A Panel Member’s comments if they have not ranked the candidates on-line in e-Recruitment

• Documents/information brought to interview

1. Select the candidate you wish to add an Attachment or Note to and click the Attach Documents/Add Notes button.

2. You can type notes directly into the notes box and add attachments by clicking the Add button, Browse for the file to upload, click Upload, enter a Title and select an Attachment Type, then select OK

3. Click OK again once complete.

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How do I invite candidates to interview?

Once your panel have agreed which candidates to invite to interview you can send each candidate an email through e-Recruitment.

1. Select the candidate to be invited to interview

2. Click Activities > Selection > Invite to Interview

3. Click Change Letter Section to edit the text of the email.

Clicking on Preview will give you an overview of the completed email

You can add a note or attachment in the top section of the activity. The candidate will not have visibility of anything added here.

To add an attachment for the candidate to receive select the Add to Email button.

Clicking Send E-mail and then OK will send the email to the candidate. Just selecting OK will save the letter but not send the email.

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How do I notify candidates they have been unsucessful?

You can notify multiple candidates they have been unsuccessful simultaneously. The same e-mail will be sent to all the candidates you select. If you want to add additional information to the emails for certain candidates you should select them individually.

1. Select the candidate(s) you wish to notify were unsuccessful

2. Click Activities > Rejection > Correspondence Rejection

3. Click the Change Letter Section button to edit the text of the email.

Clicking on Preview will give you an overview of the completed email

You can add a note or attachment in the top section of the activity. The candidate will not have visibility of anything added here.

To add an attachment for the candidate to receive select the Add to Email button.

Clicking Send E-mail and then OK will send the email to the candidate. Just selecting OK will save the letter but not send the email.

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How do I send an email to candidate?

You can send emails, that aren’t covered by the templates, to candidates by selecting the Free Correspondence activity. This can be sent to multiple candidates simultaneously.

1. Select the candidate to be emailed

2. Click Create Activities > the appropriate Hiring phase e.g. Preselection, Selection etc > Free Correspondence.

Clicking on Preview will give you an overview of the completed email

You can add a note or attachment in the top section of the activity. The candidate will not have visibility of anything added here.

To add an attachment for the candidate to receive select the Add to Email button.

Clicking Send E-mail and then OK will send the email to the candidate. Just selecting OK will save the letter but not send the email.

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How to record the Eligibilty to Work Check

Once the interviews have taken place you may wish to record the Eligibility to Work Check on the system. Although undertaking the check is mandatory recording the check on the system is optional.

For further details regarding Eligibility to Work Checks see the web address below or contact your designated HR Assistant in HR Business Support.

http://www.shef.ac.uk/hr/policies/contracts/eligibility.html

1. Select the candidate you wish to record an Eligibility to Work check for.

2. Click Activities > Selection > Eligibility to Work Check

You may wish to add:

Note: Detailing the date of the check and what evidence the applicant provided

Attachment: You can upload a scanned copy of their evidence. For example, a copy of their passport. Ensure that you save any attachment you add.

To do this Click on the relevant Note or Attachments tab

NB – If you forget to change the status to Completed you can go back and edit it through the Process Activities button. See below

3. Click OK