2 Hiring Process Improvement Better Candidate Experience Automated Sorting and Screening of Candidates Ability to Quickly Post to External Websites Reporting Capability Compliance Quicker Time to Hire!!
3 Hiring Manager View Go to https://www.dcsdk12.org/informatio n-technology/common-resources From the Most Requested Resources page, click on Taleo for Hiring Managers 3
4 Manager Login The Hiring Manager portal can be accessed using your Single Sign On Username and Password. 4
5 Main View 5
6 Main View 6
7 Adjust User Defaults 7
8 Adjust User Defaults 8
9 Adjust User Defaults 9
10 Adjust User Defaults 10
11 Review You ve learned how to do some basic navigation in Taleo You ve learned how to use the Resources tab in the top right to change your default user settings 11
12 Streamlined process to Open Positions in Oracle Request sent to Budget based on SBB with New Position Request form Budget approves forwards to HR HR creates or opens position and forwards to school/site School/site creates posting in Taleo 12
13 Posting with Ease Templates auto-fill most important information for minimal entry time. Streamlined approval process for HR to review and post quickly. Additional options to post outside of DCSD 13
14 Posting a Position 1/22/
15 Posting a Position Either start typing a keyword in box or use selector tool. When you start typing and pause, a list will appear with choices. If you don t see your template, use Selector 15 Tool to view the complete list.
16 Posting a Position 16
17 Posting a Position 17
18 Posting a Position The Organization and Job Field will auto-populate from the template, but you must select your location. The same search options apply for all of these fields. 18
19 Posting a Position 19
20 Posting a Position You may type your location and a position number ex: cims.4 20 and all positions at this location with this number will populate a list or you may use the selector tool.
21 Posting a Position Let HR know if it s a new position, replacement (say 21 why), or Leave of Absence for who (say how long).
22 Posting a Position 22 Start Date should be minimum of 2 weeks from the day you submit a req for approval.
23 Posting a Position FTE is the only field you must use the Selector Tool. To figure 23 Classified FTE: Days per year x hours per day / 2088 = FTE (always round up and use 2 decimal places ex:.582 =.59 FTE)
24 Posting a Position Recruiter is always Approver, HR. Same search options apply 24 to Recruiter and Hiring Mgr Assistant. Once you click Modify Collaborators, use Quick Filters.
25 Posting a Position Descriptions auto-populate from the template. If you want to add information, use the Additional Information box 25 to type a note to the HR Approver.
26 Posting a Position Leave these fields blank and add your posting requests in the 26 Approval process notes (required field) ex: 7 day posting external and internal or post until filled)
27 Posting a Position Leave the CSW as defaulted and Additional Information is used for additions to the descriptions you may have. 27
28 Posting a Position Confirm you ve chosen the correct location, etc. 28
29 Posting a Position Least utilized area of Taleo! Click the Add button and use 29 Quick Filters>Keywords to find questions pertinent to your requisition.
30 Posting a Position 30
31 Posting a Position One more step! More Actions>Request Approval 31
32 Request Approval 32
33 Request Approval 33
34 Request Approval 34 If Status doesn t say pending, you re not in queue for Approval.
35 What Happens Next? Approval request goes to HR Approver as a Task HR Approver reviews requisition adds additional information (salary, pay basis, etc) HR Approver approves requisition and posts to the internal and external sites as requested in Approval Note. Now candidates can begin to apply and you can begin to view and sort through applications 35
36 Requisition List 36
37 Requisition List If you aren t seeing all your reqs or candidates, check Quick 37 Filters. To see all your reqs, check Include inactive requisitions. To see only active ones, uncheck the box.
38 Requisition List This view shows you the status of your req and how many 38 people have applied.
39 Quick Filters Selection Workflow tells you how many you have in each Step/Status. Candidate Quick Filters allows you to view only 39 candidates still in selection process or new in the process (when boxes checked) or all candidates when left blank.
40 Change View To change your default view of the requisition / candidates.
41 Ace Candidates Ace Candidates are those that answered the questions you 41 chose and weighted, in the desired manner aids in screening a long list!
42 View your changes 42
43 Examining a Candidate You may click on a candidate or view all together to compare Paragon scores (for external licensed staff), or other criteria. By clicking on the headers, you may sort by alpha on any 43 section, or by clicking and dragging, you may rearrange your headers to your interest.
44 The Baseball Card shows information about your candidate within the req they have applied to how they answered your screening questions, the Step/Status, and how many reqs they have Active applications to. Click on the upper right corner and you ll see profile information phone numbers, address, etc.
45 The History tab shows you every entry made by the candidate, Hiring Managers, Collaborators, or HR. Click Modify, then Select All to maximize your information view.
46 The Job Submission tab lets you view your candidate s Taleo Resume that includes work experience and education, as well as Paragon scores, and the answers to your prescreening questions.
47 l IT Support Center mcalendar (9 Education Wee... EiJ C.I.T.E. - PK-12 E... [3 Perfo rmance M... TALEO ENTERPRISE. / Smartsheet.com D re sler-. K im Res.«ID Req. red Assets Step Status Job Submas540n Other Submls.stons - _(QJ J _e_(oj Language Engish CreatiOn Date Oct 15,20 12 M -.n O'*>e 0 % /0 0/0 New Source Gtve 'Otner' Explanabon Sutxr.ss.oo Type Exterml Recn.ater Courtney Weber Hrr.oMa r Jennifer Kt.ast Candld.ate FacngStatus C<>mpleted K itchen Ass istant - Sagew ood M id d le ( )? 1. R e sume Gand1date Personallnformabo.Account Information Work Expenence References esignature 2. P rescreening Disqualification Questions PrescreeningQuest1onna1re PrescreeningCOmpetencies 3. Profile Employment Preferences SUbmiSSion MediUm source Tracking Job Posting NOIIficaUon Bas1c Profile EmaiAddress Acoount Status Not Locked Tasks H story MoreAcbons 1 out of candidotes IIi The dropdown arrow allows you to quickly move between sections of the Job Submission without having to use 47your scroll bar.
48 The attachment tab shows you any file the candidate marked as relevant to this requisition resume, letters of recommendation, licenses, transcripts, etc. If there are no files visible, your candidate didn t attach anything to this requisition. You may contact candidates for the information if needed.
49 These buttons allow you to move through your list of candidates in order (forward or backward), move to the first name, move to the last name, or move back to the whole list.
50 Review You ve just learned how to view the Candidates Now we will disposition our candidates through the Candidate Workflow 50
51 Dispositioning a Candidate The top check box equates to Select All. You may also check individual candidates or multiple candidates for quick dispositioning.
52 Dispositioning a Candidate More Actions is your dropdown for all actions for candidates as well as requisitions. Change Step / Status, Send Correspondence, Extend Offer, Revert
53 Final Disposition for a Candidate Your final Status for a particular Step is highlighted with an asterisk*. Type a Comment as needed for your records / reminder. This goes into the History tab when completed.
54 Final Disposition for a Candidate Be as accurate as possible on your rejection reasons. A list may be found on the HR Google Site>HRIS Training>Rejection Codes. Remember you are documenting for EEOC review.
55 Final Disposition for a Candidate There are also reasons a candidate might decline the position again, be as accurate as possible.
56 Send Correspondence Use the Selector Tool to choose your template for candidates no longer in consideration or for Offer Letters. (You ll know which one to send from the Offers tab or from the req ex: Classified Hourly.)
57 Send Correspondence
58 Send Correspondence These fields are defaulted click Next.
59 Send Correspondence You may Review or Send and Continue. Review shows the letter filled in with the candidates information. Sending the letter without review, still fills in the information for each candidate, but you only see the template.
60 Undo Revert allows you to correct an error in Step / Status. It will take you back one step at a time. (This is handy when you get ahead of the offer and you notice your candidate Has Declined, but really hasn t.)
61 Hiring the Desired Candidate
62 Hiring the Desired Candidate
63 Hiring the Desired Candidate
64 Hiring the Desired Candidate Now is a good time to do reference checks for your candidate and load them into the Attachment tab. Reminder: 3 professional (no friends or family) or 1 supervisor within the last 12 months.
65 What Happens Next? Status of Move to Offer triggers the HR Compensation Director to set the salary Once Salary is set the Compensation Director will generate an from Taleo to the Hiring Manager School/Site can log in find the candidate and click on the Offers Tab to view the salary School/Site will then move candidate to a final status of Offer/Accepted
66 Hiring the Desired Candidate
67 Hiring the Desired Candidate
68 Hiring the Desired Candidate
69 Hiring the Desired Candidate Check the Capture candidate response if you already know your candidate has accepted the position. If you don t know yet, click Done.
70 Hiring the Desired Candidate Once you ve extended the offer, you can Capture Response at any time after you ve heard back from your candidate.
71 Hiring the Desired Candidate
72 Hiring the Desired Candidate Remember to confirm the start date and uncheck the Tentative box before you click on Done. You can go back to More Actions>Update Start Date if you forget to uncheck the box.
73 The status of Accepted triggers a report for the HR Records Specialist who will move the status to HIRED and pull the candidate into Oracle creating an Employee ID number and computer access Hiring the Desired Candidate *Notice the new Status of Offer/Accepted What Happens Next?
74 Review You have now learned how to move your final candidate through all the steps of the Candidate Selection Workflow. We will now move on to the Onboarding Process. 1/22/
75 Onboarding You ll get an that you have a task to do. Click on the link and it will take you directly to Onboarding, then click on Execute.
81 Questions? Who to contact HR Care Center SPED Questions- Sharie Travis
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