Exempt Applicant Workflow Training - Utah State University HR

Exempt Applicant WorkflowTraining

Go to http://jobs.usu.edu andclick on For USU Departmentsand Search Committee

Click on Jobs posted after April1, 2015 to access the newsystem.

You will login to the jobswebsite through the USULogin portal with your ANumber and strongpassword.

Click on the Jobs Tab

Search for and click onyour position, click the GObutton to search.

The unique job ID willpull up in the searchfield and then click onthe position title.

Please note the visualrepresentation of theapplicant workflow. We willbe referencing iconsfrequently throughout thistraining. Each applicant willhave an icon locatedunderneath each process. Aswe move through theworkflow other icons will beactivated.

Here you will see a list ofapplicants. To view anapplicant’s documentsand reference informationclick on the applicant’sname.

The names and contactinformation of 3references are capturedon the application andcan be viewed hereunder the Referencessection.To view an applicant’sdocuments you can eitherclick on the documentsindividually under theDocuments section or usethe Download Documentsfeature to show all of theapplicant’s documents inone PDF file.

This PDF file will openin a new tab or windowwhen you click on theDownload Documentsfeature. Once you haveviewed or printed thedocuments you canclose the pdf.

Once you have viewed allnecessary applicantinformation use the ViewApplicants by Job link to returnto your list of applicants.

There are 2 options to selector de-select candidates andmove them through thehiring process. You caneither click on the iconunder the specific processsuch as Resume Review oruse the check boxes next tothe applicant name and theBulk Actions feature toupdate multiple applicantsat the same time. We willhighlight both features inthe next slides.

In this example wewill click on theResume Reviewicon for Applicant1.

Once we click on the ResumeReview icon for Applicant 1 itwill bring up the availableoptions. Selected means thecandidate is selected to moveforward in the search. Deselected Called/Manual Emailwill de-select the applicantbut no correspondence willbe sent from the system andthe applicant will only knowthey are de-selected oncethe committee contactsthem. De-selected AutoEmail will de-select theapplicant and send anautomatic email notifyingthem they are de-selected,we will highlight this featurelater. In this example we willchoose Selected and clickSave to move Applicant 1forward.

Once we chooseSelected the ResumeReview icon willupdate to a full circleand activate thePhone Screen processand icon.

We will now usethe Bulk Actionsfeature by checkingthe boxes next toApplicant 2 and 3and click on theBulk Actions menu.

We will locate the ResumeReview – Process Status onthe Bulk Actions menu andchoose Selected to moveApplicant 2 and 3 forward inthe hiring process.

Now Applicant 2 and 3have a full circle underresume review showingthey have been selectedto move forward.

Applicant 4 will not be movingforward. We will click on theResume Review icon to de-selectthis applicant.

This is anexample of theAuto Email thatwill be sent.Once we click on theResume Review icon forApplicant 4 we will choosethe De-selected Auto Emailoption and Save as we aresure we will not considerthis applicant in the future.Please note the auto email issent immediately and youshould only use this optionfor applicants you will nolonger consider.

There is now an x in the ResumeReview icon to show where theapplicant was De-selected. Youmust now update the reason fornon-selection by clicking on*Select Disposition.

Select the most applicablereason for non-selectionfrom the drop-downmenu. Make your selectionand then click Save.

You will notice thatApplicant 4 has nowdisappeared from ourlist. You can view yourDe-selected Applicantsby clicking on My DeSelected Job Apps(Exempt).

We will not be doingPhone Screens for thissearch so we will click theboxes next to the 3remaining applicantnames and click on theBulk Actions menu.

We will locate thePhone Screen –Process Status on theBulk Actions menuand choose the N/Aoption.

The Phone Screenicons have nowupdated to an unfilledcircle to indicate thisprocess is N/A and thenext icons have beenactivated.

On-campus interviewapproval is required forall exempt and facultysearches. To obtainapproval we will checkthe boxes next to our 3remaining applicants andclick on the Bulk Actionsmenu.

Locate the Interview Approval – ProcessStatus in the Bulk Actions menu andselect Send Approval Request. This willsend an email to your DeptHead/Director (coming from theCommittee Chair’s email account) withthe applicant’s documents attached,instructing them to reply to the emailwith their approval.

The Interview Approval iconsare now half circles. Onceapproval is received from theDept Head/Director we willcheck the boxes next to eachapplicant we have receivedapproval to bring on campusfor an interview and underthe Interview Approval –Process Status selectApproval from Dept HeadReceived.

The Approval icons will now befull circles and we can proceedwith scheduling interviews.There are a couple options forthe interview process. To showthe first option we will click onthe icon under Interview 1 forApplicant 1.

This is the Event Schedulerfeature. The only requiredfields are the date andtime. You can add eventattendees using this icon.These attendees will beBCC’d if you choose tosend an email, we willdiscuss that feature next.

Once you have entered theinformation you can eitherclick Save to simply createa record in the system ofwhen the interview wasscheduled or Save & Sendif you would like to send afollow-up email to theapplicant with an attachedcalendar invite. We willclick Save & Send in thisexample.

An Outlook meeting invite willbe attached to the email andyou can either write your ownemail or choose the templateprovided. Any event attendeeswill be BCC’d on the email. Inthis example we will select theCandidate Interview Requesttemplate and click on the Goicon.

You can edit this template andattach any additional files suchas a campus map or parkinginformation. Once the email hasbeen drafted and you are readyto send click the Send icon.Please note this is meant to be afollow-up, the interview shouldhave been scheduled previously.

We can see thecorrespondence was sentsuccessfully. We will nowclick on the ViewApplicants by Job link toget back to our list ofapplicants.

We will choose not to usethe event scheduler andcheck the boxes next toApplicant 2 and 3 and usethe Bulk Actions feature tosimply update the Interviewstatus to scheduled. Locatethe Interview – ProcessStatus in the Bulk Actionsmenu and chooseScheduled. This will updatethe Interview icons to a halfcircle to reflect theinterview has beenscheduled.

We will not be conducting asecond interview for thissearch so we will check theboxes next to all applicant’snames and select the N/Aoption under the Interview 2 –Process Status in the BulkActions menu.

This will update theInterview 2 icons to anunfilled circle to reflectthat this process was N/Afor this search.

We have selected Applicant1 as our top candidate andwill move them forward inthe hiring process. We willclick on the icon underInterview 1 for Applicant 1.

We will update thestatus to Selected asthis candidate isselected to moveforward in the searchand then click Save.

The Interview 1 icon forApplicant 1 is now a fullcircle. We will do areference check for thisapplicant and click onthe Reference icon toupdate the process.

We will chooseComplete/Referencesand click Save.

We are now ready toextend an offer to ourfinal candidate, Applicant1. We will click on theOffer icon.

There are 2 options for an offerfor an exempt position. You canchoose to create an offer letterin the system (if you choosethis option please skip the nextslide) or simply update theOffer to Accepted by locatingthe Offer under the Processesbox on the right of the screen –we will proceed with thisexample first. Click on NotStarted for the Offer Process.

Once we click on NotStarted for the Offerprocess it will bring upthis Modal window wherewe can update theprocess accordingly. Inthis example we willchoose Accepted and clickSave.

If you choose to create an offerletter in the system you willselect the Offer Letter – Exempttemplate and click on CreateOffer.

This will show someinformation that will bepulled into the letter. You willneed to list the Start Dateand then click Save andContinue.

You can edit this templateand fill in the necessaryinformation such as annualsalary which has been leftblank. Once you havecompleted the letter youwill click Save and PreviewPDF.

Please note that you mustget approval from yourDept Head/Director beforepublishing the offer letter.This approval will takeplace outside of thesystem. Once you clickPublish PDF, the applicantwill receive an email andbe able to login to thesystem to review andaccept the offer. Once youhave approval click PublishPDF.

Once the letter has beenpublished click ViewApplicants by Job to returnto your applicant list.

The offer icon willremain half filled untilthe applicant acceptsthe offer within thesystem.

The selected applicant willreceive an email with the offerletter attached and instructionsto login to the system to acceptor decline the offer.

The applicant will login to theiraccount and click on theApplicant Profile. Under thejob title they will select Startunder the Job Offer.Once they click onStart it will bring upthe offer letter andallow them to acceptor reject the offer.

Once the offer isaccepted theBackground icon willactivate. We will clickon the Backgroundicon for Applicant 1.

Since this is a benefitedposition a background check isrequired. We will select SendBackground Request to HRBanner and Save, this will senda system generated email withthe necessary information forHR to request a backgroundcheck. A manual email to HRBanner is no longer required.

HR will update theBackground icon once theresults of the backgroundcheck have been received.The Dept Hiring Request andOnboarding processes willnot be utilized at this time,please disregard them.

We must now updateApplicant 2 and 3 toshow where they werede-selected and updatetheir disposition codes(reason for nonselection). We will clickon the Interview 1 iconfor Applicant.

We will chose De-selectedCalled/Manual Email andclick Save as this candidatedid not move forward afterInterview 1. You will noticethat once an interview hasbeen conducted anautomatic email is nolonger an option, theapplicant needs to receive apersonalized email orphone call.

You must now updatethe Disposition Code forApplicant 2 by clickingon *Select Disposition.

Select the mostappropriate reasonfor non-selection andclick Save. This willmove Applicant 2 toour De-selectedApplicant list.

We will now click onthe Interview 1 iconfor Applicant 3 toupdate the status.

We will select DeselectedCalled/ManualEmail and Save.

You must now updatethe Disposition Code forApplicant 3 by clickingon *Select Disposition.

Select the mostappropriate reasonfor non-selection andclick Save. This willmove Applicant 3 toour De-selectedApplicant list.

Please make sure tonotify all candidateswho have not beennotified that the searchis completed. Now thatall applicant statuseshave been updated ourlast step to close out oursearch is to update thejob status. To update thejob status click onClosed.

Choose the Filledstatus and clickSave.

All necessary updateshave been made in thesystem and you maynow logout of youraccount.Thank you for taking the timeto view this training. Pleasecall HR 797-0216 with anyfurther questions.

such as Resume Review or use the check boxes next to the applicant name and the . send an email to your Dept Head/Director (coming from the Committee Chair’s email account) with . A manual email to HR Banner is no longer required. HR will update the Background icon once the