NEOGOV OHC Users Guide City of Madison. A step-by-step manual for users of the On-Line Hiring Center

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1 NEOGOV OHC Users Guide City of Madison A step-by-step manual for users of the On-Line Hiring Center Human Resources 7/15/2015

2 Contents Introduction... 2 The On-Line Hiring Center (OHC)... 2 Setting up Users... 2 Logging In and the OHC Dashboard... 3 Requisitions... 5 Creating a Requisition... 5 Requisition Fields... 6 Setting Up a Requisition Approval Process... 9 Approving a Requisition Referred Lists Hiring/Personnel Action Forms Rejecting Candidates Generating Notices Subject Matter Expert (SME) Review Conclusion pg. 1

3 Introduction The City of Madison HR Services Unit is responsible for providing HR Generalist support to City agencies. This includes managing the City s selection process for hourly, permanent, and non-civil service positions. However, this process starts at the agency level with the creation and submittal of requisitions through our on-line system NEOGOV. Once the HR Analysts have completed the recruitment process, NEOGOV is used again to refer names to agencies to set up interviews and process the hire. This guide is intended to provide instruction to agency users on the NEOGOV program. The On-Line Hiring Center (OHC) This is the interface in NEOGOV that agencies use to create requisitions to request a vacancy be filled. In addition, the OHC is where names are referred to agencies for interview and hire. Once hires are made, the OHC can be used to generate notices to rejected candidates. Finally, the OHC is used by subject matter experts to review applications and score responses to supplemental questions. Because of the different functionality the OHC offers, different rights are available for users. The following rights outline what users have access to do: Originator: Create requisitions but cannot view any other user's requisitions. HR Liaison: Create requisitions, view requisitions created by others within the agency to which they have access, view/take action on Referral lists, and manage agency user accounts within the agency to which they have access. Hiring Manager: View referred candidates from an eligible list and take action to interview, offer, hire, or reject an applicant. SME: Subject Matter Expert (SME) - A user who has specialized knowledge that enables him/her to evaluate candidates in a particular field of expertise. Applications can be assigned to an SME for review and scoring, prior to placing candidates on an eligible list. Approver: Approve or deny requisitions or hire actions that have been routed for approval. Send OHC Notices: Send Notices to candidates advising them of their final status in the process. Create OHC Notice Templates: Create Notice Templates. Setting up Users In order to use the NEOGOV system, an account needs to be created in the system, with the appropriate rights assigned to the user, as described above. When establishing rights for an agency user, HR will need to know the following: Category of Rights as defined above: Someone may be an HR Liaison but may also need rights to create/send OHC Notices. address: Accounts need to be created based on the user s address. The address will become the User ID, and automatic s will be generated from NEOGOV to have the user set up their account. Requests for NEOGOV access should be sent to the HR Administrative Assistant, David Pilsner, who will set up the account. pg. 2

4 Logging In and the OHC Dashboard Once HR has received information on new users, an account will be created. This will automatically generate 2 s to the new user, one to activate the account, and one to create a new password. The s will look like the following: As noted in the s, the new account must be activated within 24 hours. Failure to do so will require the new user to contact HR to have the s generated again. You only need to use the links from one of the s in order to activate the account. Once activated, the s may be deleted. Once the link in the is clicked, it will lead to the log-in screen for NEOGOV, which looks like the following: It is recommended that users bookmark this page as part of their Internet favorites. This way, users can continue to easily access the page as needed. If a bookmark is not created, the page may be accessed using the following web address: secure.neogov.com. Bookmark the NEOGOV log-on page so that it can be retrieved easily. pg. 3

5 A successful log-in will bring the user to the OHC Dashboard: The Online Hiring Center (OHC) dashboard is the portion of NEOGOV where agency users can create requisitions, approve requisitions, approve recommendations, review applications, etc. The dashboard options will vary based on the assigned level of access. Users may have access to the following: Open New Requisition: Create a new requisition. Show All Reqs in My Dept.: View all requisitions created for the assigned agency. Depending on the level of access granted, users may be limited to viewing requisitions for their assigned section. Show Approval Detail: View the status of the requisition and the various stages in the approval process. The approval detail will show the requisition status (i.e. approved, cancelled, on hold, etc.), who took the action, and the date the action was taken. View OHC Users: View the agency users. HR Liaisons will have the ability to add new users, delete users, and expand or reduce access. Show Filled Reqs: View requisitions that have been approved and filled. Show Cancelled Reqs: View requisitions that have been cancelled. Under the user s name in the top right corner, there is a drop-down menu which provides access to different parts of the OHC, again depending on the level of access. Clicking the arrow next to the name will allow access to the menu. pg. 4

6 Requisitions The first step to filling a position is for an agency to request that a position be filled. All requests to fill a position are initiated by the agency with the vacancy. Agencies will use NEOGOV to create a requisition requesting that the vacancy be filled. Requisitions are used for permanent and hourly vacancies. All requisitions for permanent budgeted vacancies should be accompanied by a position description and a Request to Fill Vacancy form. Requisitions for hourly positions do not need a Request to Fill Vacancy form, but should still include either a position description or prior job announcement. Creating a Requisition Agency HR Liaisons or Originators create the requisitions in the OHC in NEOGOV. The process is as follows: A Requisition is initiated by clicking on the Open New Requisition link on the OHC Dashboard. The Open New Requisition link will bring the user to a list of classifications that have been entered into the NEOGOV system. If the needed classification is not available, contact Human Resources to have it added. Be sure that the correct classification is being used when creating the requisition. If you are unsure which classification to select, contact your Human Resources Analyst. Positions in multiple bargaining units, such as Administrative Clerk, will have an identifier after the class title indicating which unit the position is in. Hourly positions will be noted in parentheses. Positions identified as confidential are in CG17. Review the class specification for the position to ensure the information is accurate and the correct classification is being selected. Click on the Create New link on the right side of the column to bring up the requisition form. pg. 5

7 The requisition form has a number of fields to assist HR in beginning the recruitment process. The form looks like this: Requisition Fields At the top of the form (cut off on the prior screen shot) is the name of the classification, the job class number, and the name of the person creating the requisition. The user should fill in all fields. Those fields marked with an asterisk* are required. The information required in each field is as follows: Desired start date: When the agency ideally would like a candidate to start. The actual start date will depend on the type of recruitment and other factors. Working Title: Working title is the agency s position title, while class title is the payroll title. Agencies are not required to have/use working titles, but if one is used and would be useful in the recruitment process, it is permissible to enter it here. Ex. An Accountant 1 may be recruited as a Payroll Accountant. If a working title is the same as the class title, it should not be entered. Vacancies: How many openings will be recruited for at this time. Department: The department hiring for the position. Division: This field is not used by the City and may be left on Select. Hiring Managers: The people selected in this field will have access to the referred list of candidates. Therefore, this is likely more than one person, and usually includes the direct supervisor. For instance, if there will be three supervisors/managers on an pg. 6

8 interview panel, all 3 should be selected as hiring managers so they can access the application materials through NEOGOV. If the payroll clerk will be processing the hire, that person should also be selected as the hiring manager as that is processed through the referral list. Job Term: Job terms are defined in Personnel Rules Acting: An appointment into a budgeted position where the incumbent is expected to be off for at least 6 months and the appointment is made using civil service selection procedures. An Acting appointment will become permanent if it is determined that the incumbent will not return. Hourly: A part-time or full-time non-budgeted position which requires work of a short-term, peak work load, cyclical/seasonal, or other non-permanent nature. LTE Full-Time or LTE Part-Time: A budgeted position that is expected to last less than 4 years. Permanent Full-time/Part-time: A budgeted position of at least 0.5 FTE. Positions that are full-time are 1.0 FTE. Positions between 0.5 and 0.95 FTE are part-time. Provisional: A temporary appointment that is normally made without using civil service selection procedures. Most provisional appointments will not require the use of NEOGOV and may be made using a Personnel Action form. List Type: This field identifies how the agency would like HR to proceed with the recruitment. It is important to note that HR reserves final judgment on the most appropriate recruitment type, although agency preference will be considered. Regular: Open and Competitive. Anyone may apply for this position. Promotional Only: This type of posting will be restricted to a particular compensation group. Ex. Comp Group 16/20 employees only. Department Promotional Only: This type of posting will be restricted to a particular agency. Regular and Promotional: Not used Transfer: This type of posting will be for hourly employees. Position Type: Choose the appropriate button. Position Control: The position control number associated with the vacancy. Permanent Positions: There should be a separate position control number for each vacancy to be filled, with the proper incumbent. If there is no incumbent, indicate New Position in the first and last name sections. A person needs to be assigned Hiring Manager rights when their NEOGOV account is created or the individual will not show up on the requisition as a possible hiring manager. If you are unsure of the proper entry for a particular field on the requisition, please contact HR for assistance. Hourly positions: The proper position control number should be used, but it only needs to be indicated once, regardless of the actual number of vacancies. pg. 7

9 Skills: This field may be used to highlight any particular skill the position may need, such as bi-lingual. Otherwise it is not necessary to put any information here. Comments: Any comments may be included here. For instance, clarification on the job type, recruitment type, and special qualifications may be included. If the agency is aware of an existing eligible list, it should be noted here as well. FTE%: This is the budgeted FTE. For hourly positions, it should be 0. For permanent positions, it should be a number between 50 and 100. Bargaining Unit (Comp Group): This is the traditional compensation group. However, 2 digits have been added to the beginning of the CG, creating a 4 digit number that is used in MUNIS (the payroll system). A position in CG16, would be Range: This is the salary range. A Clerk Typist is CG6320, Range 03. An Accountant 4 is CG8618, Range 12. Account Number: This is the general ledger account from which the salary for this position will be drawn. Job Family Code: This is the job family for the position being filled. A description of each job family can be found on employeenet/forms at Job Family Descriptions in the Supervisory/Hiring section. Under Represented?: This refers to the particular job family. The underrepresentation chart/placement goals can also be found on employeenet/forms in the Supervisory/Hiring section. If the position is in a job family that is under-represented, the Yes button should be checked. Proper filling of this field is critical as it may affect the number of names referred for a vacancy. If yes: The proper area of under-representation (women/racial ethnic minorities) should be checked. Probation/Trial/Evaluation: The length of probation should be identified. An hourly position does not have a probation/evaluation period. Driver s License Required: Does the position actually require an incumbent to possess a driver s license? If a person can perform the functions of the position by using public transportation or other means of transportation, the No button should be checked. CDL Required: Is this a position that requires a CDL? CDL Class/Endorsement Type: If a CDL is required, the appropriate class and endorsement should be identified from the provided drop-down menu. If Appointment is Limited Term, state (est.) Completion Date: How long is the limited term position expected to last? Contact: Name, Position, Location, Phone: Who should the HR Analyst contact with questions Please note that fields on the NEOGOV forms may vary slightly from the screen shots in this document. regarding the recruitment? This may or may not be the same as the hiring manager or person who created the requisition. pg. 8

10 Setting Up a Requisition Approval Process NEOGOV allows users to set up a work flow for requisitions. Requisitions automatically end up in Human Resources so HR should never be included in the approval process for a requisition. However, agencies may choose to have an internal person approve the requisition. Requisitions for permanent positions must go through the Finance Department. Hourly positions do not require any approval, but again may be routed through the agency for approval. Setting up the workflow is easy and is created at the bottom of the requisition. Permanent positions must be routed through the Finance Department for approval. The No Approvals box should be unchecked. At that time, the creator of the requisition may choose an approval group. The Finance Department should be highlighted and the agency s budget analyst should be highlighted and selected as the approver for the requisition. The Finance Department should be identified as the final approval for the requisition. Agencies may choose to have an internal approver prior to routing to the Finance Department. This is not required. If an agency approver is to be selected, make sure the button for Must approve before next approval is selected. This will create the proper workflow. No approval is required for an hourly position. The No Approvals box may be checked. Agencies may choose to route hourly positions through an internal approver before coming to HR, but this is optional. In this case, the Final approval button should be selected when creating the workflow. A workflow cannot be set up when the No approvals box is checked. Unchecking the box will bring up the workflow options. Once the above information is entered, the button Save Only should be pressed. Do not Save and Release at this point as attachments to the requisition are required. Attachments may only be added once the requisition has been saved. Once the Save Only button has been pressed, a new screen will appear where the information on the requisition may be reviewed. pg. 9

11 At this time, the option to add an attachment appears. Attachments should include a position description (or prior job announcement for hourly position). Permanent positions require a Request to Fill Vacancy form. All attachments must be in Word for ease of editing. It is only permissible to attach a document as something other than Word if a Word version does not exist. For example, prior job announcements may only be available as a pdf. The Request to Fill Vacancy form may be found on employeenet/forms in the Supervisory/Hiring section. When the Add Attachment link is pressed, a new screen will appear allowing a title for the attachment to be entered. Then, the attachment may be added by browsing until the proper file is found. When the file is found, double-click and it will be uploaded. Then, click the Upload button in NEOGOV and it will attach to the requisition. If you have more than one file to attach, you may select the Attach another file option before uploading. The process will be repeated. When all files are ready, then click the Upload button. When all attachments are added, you will return to the screen as shown above. At that time, the attachments will be listed in the Attachments section. In order to release the requisition, click on the Edit button at the top right. Then, click on Save and Release at the bottom. pg. 10

12 As the requisition is being created, if you need to save it for some reason, just click Save Only. Then, if you navigate outside NEOGOV, and return later, the requisition should be on your OHC Dashboard under a section titled Draft Requisitions. In order to resume working on the requisition, click on the Edit link on the right side. Completed requisitions should show up in the In Progress or Open Requisitions section of the OHC Dashboard. In Progress means the requisition is still in the approval process. Open Requisitions means it has been assigned to an HR Analyst for processing. If you have created a requisition and want to know what is happening with it, you can click on the Show Approval Detail link and get information as to who has approved the requisition. Once the requisition has gone through all approvers, it will end up in Human Resources. At that time, if it is a permanent position, HR will coordinate the Request to Fill process with the Mayor s Office. Once the position is approved to be filled, it will be assigned to an HR Analyst for recruitment. An will be sent to the contact person on the requisition letting the person know who will be handling the recruitment. Approving a Requisition If an approval process has been set up on a requisition, then the requisition will not come to Human Resources until all approvals have been completed. In order to approve a requisition, a person must be set up as an Approver in NEOGOV. Then, when the requisition reaches the approver, an will be generated notifying the approver that action is required. Once the approver has logged in, requisitions awaiting approval can be accessed under the Approvals button at the top. The approver can select Requisitions and any requisition awaiting approval will appear on the screen. The approver will have the ability to review the requisition, make edits to the requisition, and ultimately approve or deny the requisition. The approver should click on the job title to view the details of the requisition. In order to take action on the requisition, the approver would select the Approve/Deny link on the right side of the screen. pg. 11

13 The approver has a variety of options available. Approve: This will move the requisition to the next step in the process On Hold/Pending: This will allow the creator to make edits to the original requisition. The Requisition will move into an On Hold status during this time. Cancel: This may be used to eliminate the requisition. The status will change to Closed and the requisition will not be used. Deny: The requisition may be returned to a previous step and comments may be made as to why the requisition is being denied. Again, the creator will have the opportunity to edit the requisition at this time and send it for approval again. Referred Lists When HR is finished with the recruitment process, including reviewing applicants for minimum qualifications, administering any exams that may be required, and adding in points as appropriate (veteran s, seniority), a referral list is generated in NEOGOV. At the time the Referral List is generated, the HR Analyst will notify the referred candidates through NEOGOV, letting them know they are being referred for interview, and asking them to contact the agency for interview. The HR Analyst will contact the agency to find out who the candidates should contact when scheduling the interviews so the appropriate information can be sent. Once the candidates are referred, an will be generated and sent from NEOGOV to the Hiring Managers listed on the requisition, indicating that the referral list has been created. At that time, the Hiring Manager will access the list by logging into the OHC. Once in the OHC, the Hiring Manager will access the list by clicking the arrow next to the name in the top right corner (see pg. 6) and clicking on the My List option. The following screen will appear: pg. 12

14 From this screen, you have the ability to view and print applications, and have interview schedules set You do not need to print all up for candidate self-scheduling. To print applications; from this first applications, click the Print link under menu; you have the ability Applications, as shown above. You will be given to choose which ones to the option to print all applications or specific ones. print. Selected applications Any documents the candidate has attached to their will download to a pdf file application will not automatically print with their applications, but must be opened from within each for printing. individual candidate s application and printed from there. If you need to print a large volume of candidate materials, contact your Human Resources Analyst as they have the ability to download all of the materials in a more efficient manner. In order to access the candidates on the list, click the View link under Candidates for the list that you are trying to access. This will bring up the Referred List screen, where a number of different actions can be taken. When moving to the Referred List screen, the candidates will initially be in the Referred section. From this screen, the application may be viewed by clicking on the candidate name. Once in the Referred section, as can be seen, a number of options are available by accessing the drop-down menu under the section. Schedule Interview The agency can use the NEOGOV system to track when interviews are scheduled for each candidate. Using this feature will move the candidate to the Interview Scheduled section. Make Offer The agency can track when an offer was made to a particular candidate and the dollar amount of the offer. Hire This field is used when a candidate has accepted an employment offer. When selected, a new screen will appear with fields to be filled out to generate a Personnel Action (PA) form. Reject This option is used if candidates refuse an interview, withdraw from the interview process or are not selected for hire/promotion. Notify This option is used to create and send notifications to candidates (assuming the proper rights are assigned). pg. 13

15 Mail Merge Similar to notify, but the notices will be imported to Word for printing. Agencies can choose whether to use the interview and offer sections. However, following interviews, selected candidates must be moved to Hired and rejected candidates to Rejection Pending. HR requires use of the Hire and Reject options. Other functionality may be used at the user s discretion. For selection processes that involve a large number of interviews, agencies have the option to allow candidates to self schedule their interviews on pre-determined dates and times. Human Resources can assist in setting up these schedules, which can then be viewed and printed by agencies. This option provides an efficient means for scheduling a large volume of candidates and provides flexibility for candidates to select a time that best meets their needs. If you do not want to use the tabbed view on the referred list (as previously shown), you can select the Show List View and the screen will look like this: It is important to be aware that when there are multiple hiring managers, there are multiple people in the agency who will have access to this screen, with the ability to move candidates around within the system. Please be sure to coordinate internally who will be the responsible person for performing the hiring and rejection action so that candidates are not inadvertently moved into an improper status! Errors may be corrected, but one contact point is easier to work with in those instances. Hiring/Personnel Action Forms Once the interview process is complete and the appropriate background checks have been done on the selected candidate(s), it is time to make a hire. From whichever status the candidate is in, place a Make sure to complete the hire action ASAP so the selected candidate is in the payroll system when the person starts employment. pg. 14

16 check mark in the box next to the selected candidate s name and then use the drop down menu to select Hire. This will bring up a new screen which will need to be completed with additional information. The information on this screen will be used to generate a Personnel Action form. Similar to the Requisition, a number of fields need to be filled out, including the required fields marked by an asterisk. However, unlike the requisition, certain fields are required due to the coding within NEOGOV, but HR doesn t use the fields for any particular purpose. The fields are as follows: Name: This will auto-populate based on the selected candidate. Status: This will also auto-populate. Offer Date: The date the hire action is taken will auto populate here. Although a required field, HR will not track this information so any date may be used. Offer Amount: Not a required field and should be left blank. It is recommended that you print a hard copy of the requisition as it will be helpful when completing the PA. Bonus Amount: Not a required field and not applicable with our compensation system. Answer Date: Again, while a date will auto-populate, HR does not track the information. The field is required however so the default date can be usedt. Filled On Date: Again, while a date will auto-populate, HR does not track the information. The field is required however so the default date can be used. Start Date: This is a required field and a critical one for HR. The start date for a new hire should be the person s actual first date working. The start date for a current employee should coincide with the start of a pay period. If an hourly employee is being promoted to a permanent position, the date should coincide with the start of a pay period. pg. 15

17 Although higher starting salary and vacation amounts should be indicated in the Comments section, HR approval is still required before making such an offer. The HR Analyst working on the recruitment will work with the department in securing required approvals. Orientation Date: This is not a required field, but may be useful for HR. Contact Human Resources to determine the next appropriate orientation date. It is typically the first Monday a permanent employee works. This is not required for hourly employees as HR does not conduct hourly orientation. Keep Active on Eligible List: The default is No and this should not be changed. Comments: Similar to a requisition, this can be used for any number of reasons. Specific things to note in this section are if a non-represented candidate is hired above the Step 1 salary range, or is offered additional vacation, the actual vacation amount. If a position was advertised as an Accountant 1 or 2, the proper level of hire should be indicated here as well. Position Number: The position number of the position being filled. This can be found at the top of the page or on the requisition that was originally submitted. Class # Hired Into: This is the job class code for the position. This field is critical if a position was posted as an Accountant 1 or 2. The requisition can only be created using one of the classifications (Accountant 1 for instance). However, if the candidate is hired at the other level, the proper job class needs to be entered here so that when NEOGOV feeds into MUNIS, the correct information will be used. The job class code can be found in the upper left hand corner of the requisition if the hire is made into same classification level as the requisition. If the hire is made at a different level, the class code can be found on the Open New Requisition page or on the specific Classification Specification located on the Human Resources website. Bargaining Unit: Similar to the requisition field. This will have the 4 digit number that MUNIS uses, but the last 2 digits are consistent with the current compensation group numbering system. Ex.) 8618=18. Range: Similar to the requisition, this is the salary range within the comp group. Step: The step at which the person is being hired. This is important for non-represented positions where a person may be hired at step 1-5, with the proper approval. FTE %: Same as the requisition. If this is a permanent hire, a number between 50 and 100 should be entered. If this is an hourly hire, the FTE% is 0. Payroll Dist. Acct. #: The budget account that will fund the salary for the position. This can be found on the requisition that was originally submitted. Type of Action: The type of hire being made. If an hourly employee is moving to a permanent position, the action is New Hire. Immediate Supervisor Name/EE number: The direct supervisor of the person being hired should be included here, along with their MUNIS employee identification number. Previously Worked Under WRS: This field can be answered by viewing the selected candidate s response to the corresponding Agency-Wide Question on their application. pg. 16

18 Similar to the requisition, an approval process may be used for a new hire (See Requisition Approval Process on pg. 9 for more details on setting up an approval workflow, and Approving a Requisition on pg. 11 for details on approving an action). However, this is not required. The personnel action will automatically be routed to HR for approval so HR should not be added to this approval process. If a agency wants to have an approval process within the agency, the workflow may be created here. Otherwise, the No Approvals box should be You can click the Save button if you are still completing the PA, but the PA will not be processed further until the Save and Release button is selected. checked. Then click on the Save and Release button. After clicking on Save and Release, you will be brought to a new screen where you will have the option to print the Personnel Action Form for your records. Rejecting Candidates When the selected candidates have been hired, the remaining candidates need to be placed in a rejected status. This can be done using the drop down menu under the proper section. If multiple candidates are being rejected for the same reason, they can all be selected and rejected at once. If candidates are rejected for different reasons, they need to be processed separately. Once the Reject option has been selected, a new screen will appear: By the Reason field, a drop down menu can be accessed with various reasons why the candidate is rejected. Most of these reasons will be used by Human Resources when conducting the recruitment and testing. The reject reasons the agency should use at this stage of the process are Applicant did not respond to an offer to be interviewed: This is used for candidates who never contact the agency to be interviewed. Applicant did not show up for an interview: This is used for candidates who schedule an interview but fail to show up. Applicant was not selected: This is used for candidates who interview but are not selected. Applicant refused further consideration for the position: This is used for candidates who call and indicate they are not interested in the position any longer. pg. 17

19 Applicant refused consideration at this time, but wishes to remain on the eligibility list: This is used for candidates who call and state they are not interested in this position but wish to be considered for future openings. Applicant refused an offer of employment: This is used for candidates who either refuse an initial offer of employment, or who accept an offer and later back out before starting employment. If a candidate calls and indicates s/he does not want to interview, the department should ask if the candidate wants to be considered for future positions so the proper reason can be selected. If a candidate calls and indicates they do not want to be considered for future openings, be sure to contact the HR Analyst conducting the recruitment so that the candidate can be removed from the eligible list. The HR Analyst may receive direct notification from candidates concerning their status and will pass this information along to the agencies to notify them and so NEOGOV can be updated accordingly. It is important that the correct reject reason be used as it will affect whether a candidate is referred for additional vacancies. Generating Notices Once a hire has been made and all other candidates have been rejected, the rejected candidates need to be notified, and the agency remains responsible for this process. Agencies are not required to use NEOGOV to send notices to rejected candidates. However, NEOGOV allows notices to be created and sent through the system. NEOGOV will then store any notices that have been created and sent. Notices not created within NEOGOV will not automatically be stored in the NEOGOV system and agencies should retain a record that this notification was done. Users may contact Human Resources for access to this function. Notices can be generated using the drop down menu below each section on the Referred List screen. The candidate(s) who the notice is going to must be selected. Then, a new screen will appear where the particular template can be selected. There are several templates from which to choose from, however the most commonly used notices are Appointment Letter for new hires, Appointment Letter - Promotions for promotions and Rejection Letter for those candidates not selected for hire. Once the proper template is selected, you can click the Edit button and the letter will appear in a format that can be edited. pg. 18

20 Review the letter, making any appropriate edits. Fields that appear as <xxx> will automatically populate, but you will want to review the letter for appropriate grammar. Words appearing in quotation marks will need to replaced and filled in with the appropriate information. At the bottom, if the Hiring Manager is an auto-populate field, the person who the letter is from should be filled in on this screen. Otherwise, if the requisition includes more than one hiring manager, all names will auto-populate. Once all edits are made, press the Generate Notices button. This does not send the notices, but brings up another screen where the final draft notices can be previewed. If you determine additional changes are necessary, it is recommended that you copy the notice as is, then click the back button on your browser. At this time, you can paste the version you have already edited and simply revise what is needed. If the final draft looks fine, you can click the Send button and the notices will be sent to the address the candidate indicated when creating the NEOGOV account. Subject Matter Expert (SME) Review When HR is using a panel to review responses to supplemental questions as part of the recruitment process, these supplemental question reviews may be done through NEOGOV, using the My SME Review functionality. SMEs are people with particular knowledge in a field who are in a better position to evaluate candidate responses. HR will develop a mechanism for scoring the responses and the SMEs are responsible for actually conducting the evaluation. HR will need to know who the SMEs will be for a particular recruitment to ensure the people have rights set up to access NEOGOV. If agencies are using SMEs from outside the City, these people can also be set up in NEOGOV. Again, as described in the first section, an address is required to set someone up in NEOGOV. However, once the rights have been assigned, s will be generated to allow the SME to activate his/her account (See the Setting Up and Logging In sections above). Once the SME has logged in and is on the OHC dashboard, the applications may be accessed by selecting My SME Review from the menu at the top right hand corner of the screen (see pg. 6). Then select the appropriate Exam Plan, which will be the job title the SME is reviewing. From here, the SME will see a list of candidates. Clicking on the name of the candidate will bring pg. 19

21 up the application for review. Once in the application, scroll down to the Attachment section closer to the bottom and this is where the SME will locate the responses to the supplemental questions. Clicking on each supplemental question response link will open the responses in a new window in the format that they were saved (likely Word or.pdf). Back on the application screen in the upper right hand corner, the SME should click on Show Candidate Disposition to add the total score. The SME will then select Save & View Next App to enter the score of the other candidates. After all scores have been entered, the SME should log out. SMEs should not put any comments in the Comments field. Any comments will be seen by other raters who access it later and HR does not want comments influencing the ratings of other raters. In addition, the comments of each rater would be overwritten by the next rater s comments. Conclusion The NEOGOV system has streamlined the recruitment process, but this could not be done without the work of all NEOGOV users in the agencies. Thanks to all who use the system and please contact HR with any specific questions about the system, pg. 20

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