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1 FAQs for Recruiters Contents: Page 2 Introduction to e-recruitment Page 3 Technical Page 5 Job Requisition Page 9 Application Phase Page 12 Shortlisting, Interviewing & Appointing Page 15 elinks and s Page 16 Contact us Page 17 Glossary of Terms

2 Introduction to e-recruitment What is e-recruitment? e-recruitment is the University s online recruitment system. What does e-recruitment cover? e-recruitment is used for all staff recruitment and covers the process from gaining authority to recruit through to the appointment of the successful candidate. Who has access to Recruitment? All applicants will use the e-recruitment system to submit their applications. Within the recruitment process, recruiters, approvers, Central HR, Finance and Research & Commercial Division have access to the system, appropriate to their requirements. Are we discriminating against people who don t have a computer? No free internet access is provided in all libraries and job centres. FAQs for Recruiters v

3 Technical How do I login to the system? You should log into the system using the following link and will be required to enter your standard network username and password. Which browsers are supported for using Kenexa E-Recruitment system? Internet Explorer and Firefox are supported for access to the Administrator / back end version of 2xBrassring (need advice from Rob on this?) How do I set myself up as a User within the e-recruitment system? You will not have the ability to set yourself up as a User within the system, so if you find that you are unable to access a particular area of the system, you should contact: who will help you with your query. How can I speed up my connection to Kenexa? An important factor in maintaining a fast connection to Kenexa is keeping your cache clear. A full cache can result in system time outs and sluggishness. How do I clear my cache? Caching is a critical issue with Kenexa because the system is dynamic; and as you make changes, it is important that you see the most current version of the page that is displaying. To clear your cache for Internet Explorer: Go to the Tools menu Go to Internet Options Under Temporary Internet Files, click Delete Files A second text box will appear: Delete all offline content. Click the checkbox to the left of that sentence. Click OK- the box will disappear Click OK in the main window Note: It is best to close down your browser and reopen after completing the process. If the problem does not clear up by adjusting the settings on your desktop, then contact your IT department. It is possible that the cache is not clearing at the proxy server level, and they will need to address this. Why do I keep reverting to the login screen after putting in my user name and password? FAQs for Recruiters v

4 If you keep reverting to the login screen after putting in your user name and password, there could be one of two problems: either the pixels on your monitor screen need to be increased or your browser is not accepting cookies. Your computer must be set at a minimum of 800x 600 pixels. The optimum number of pixels is 1024 x 768. To check to see if your monitor is set correctly, minimize all open windows on your computer. From your computer s desktop right click with your mouse and choose Properties in the menu that will display then click Settings. Adjust the screen properties appropriately and click OK. In order to use Kenexa, your browser must be set to accept "cookies." A cookie allows the system to recognize you as an authorized user. Check your Internet Explorer or Netscape browser settings to make sure that it is accepting cookies. If it is, then please contact your IT department to make sure that cookies are being accepted from Kenexa. FAQs for Recruiters v

5 Job Requisition My Head of School / Directorate is away and cannot approve my requisition. What should I do? A nominee will be able to approve a requisition in the absence of the budget holder, by editing the requisition and ticking the approve box alongside the budget holder in the approvals section. The nominees name will then appear as the new budget holder for that vacancy. My requisition has been declined. What should I do? You should have received information from the budget holder as to why this post has been refused. It could be a matter of editing the requisition and making changes. The requisition and the amendments will need to be saved and re-routed to all approvers. If the post has been declined due to lack of funding, the status of the requisition will need to be changed to deleted. If the situation should change and funding became available, a requisition may be made live by entering the requisition and clicking on undo delete req. My requisition has been edited by the budget holder, what happens now? The requisition will be re-routed back through the approval process, so that all involved are given the opportunity to view the changes. Unfortunately the changes will not be highlighted on the requisition, so the requisition notes box at the end of the requisition form may be used to make the amendments clear to all involved. What happens once a requisition has been approved? Notification via is sent to the recruiter and to Central HR. It is the responsibility of Central HR to post the vacancy in line with your specified requirements. The process of posting to the redeployment web pages (portal) for 7 days in the first instance will still apply, although exceptions may be discussed with Central HR. How does e-recruitment tell the difference between externally funded and Centrally / School funded posts? The Job Req approval process replaces the current paper based requisition approval form. The recruiter is required to enter the appropriate funding code when they are creating the e-recruitment Job Requisition. During the Job Requisition process, will we be able to see where the Job Requisition is and who still needs to approve it? Yes, you can view this through the Requisition form, in the approvers section. FAQs for Recruiters v

6 How will I know who should approve a Requisition? The rules as to who should approve a Requisition are as agreed with your School / Directorate. What should I do prior to creating a requisition within the e-recruitment system? You should contact Finance / RACDV regarding any funding concerns so that they may advise. If it is appropriate for recruitment to commence before the funding is set up, they will be able to advise you as to which code you may use in the interim. You should also contact your HR Manager within Central HR, who will confirm the grade of the post, and review the Person Specification, Job Description and Advert text. It is essential that this is undertaken prior to the completion of the requisition. Recruiters and Approvers are responsible for ensuring that the information provided on the requisition form is accurate. Vacancies will be advertised on the basis of the information provided. Once you are confident that your post is correctly graded and the funding is available, you may proceed to complete the requisition form using the online system. How do Finance / RACDV know if a requisition has been approved? If the FINCE / RACDV boxes have been ticked on the requisition by the recruiter, an notification will be received by FINCE / RACDV once that requisition has been approved, as a prompt for them to view the details of the requisition. FINCE / RACDV will also receive a weekly report from the system, notifying them of all activity for posts during that week. Will there be a check on the funding within Central HR? No, we will assume that the funding code that has been inserted into the requisition is correct. If you wish Finance / RACDV to be notified of this post at the approval stage, the FINCE / RACDV boxes at the bottom of the requisition should be ticked. This will allow FINCE / RACDV to view the details of the requisition and make comments relating to the post and its funding on a subsidiary form, which is then saved against the requisition. The recruiter will be notified by an from the system if a form has been attached to their requisition. FAQs for Recruiters v

7 Finance / RACDV have indicated that there are limiting factors associated with the post. What should I do? We would suggest that discussions take place with either FINCE or RACDV to establish exactly what the underlying issue is with the funding, and if this can be rectified, the requisition will need to be edited to reflect that changes that have been suggested and re-routed for approval. The final decision for changing funding details will ultimately rest with the budget holder for the School / Directorate Schools will be responsible for funding any vacancies, and where How do I view the subsidiary form that has been attached by FINCE / RACDV? The form can be found under the Forms tab on the requisition. attachment and then select the FINCE / RACDV form to view. Click view How will an approver be notified that they are required to approve a requisition? Job Requisitions are approved online within the e-recruitment system and approvers will be notified by an to their University account that they are required to approve a post. E-recruitment provides a sequential approval process. The approvers and their order within the process, is defined by the recruiter when they create the requisition. Who should be in the Requisition Team? The requisition team should consist of those people who will need to be informed of the movement of the requisition, and who may be involved in the various stages of the recruitment process. Do all jobs have to be evaluated? Yes In the new system all posts will be evaluated to confirm the grade, irrespective of whether it is a brand new post, existing post or if the post had been evaluated previously using the BOS system. Who drafts the Job Description, Person Specification and Advert Text and when should this be completed? The recruiter should work with the HR Manager for their School / Directorate to prepare the text for the job and the advert. Once this has been agreed, this may be inserted into the relevant sections of the requisition before sending to the budget holder for approval. How many criteria may I use in the Person Specification? There will be a maximum number of 10 essential criteria in the Person Specification, but no limit on the number of desirable criteria that you use. FAQs for Recruiters v

8 How much detail should I put in the advert text? You should put as much relevant detail regarding the vacancy as you would wish the potential candidates to see. This text will be used on the University portals and on any Job Boards that you request. We recommend that you make clear if a post is fixed-term and if it is a part-time post, as this information will not be brought through from the requisition. The salary information is carried over, but will be at the bottom of the advert, so it is recommended that the salary information is included in the advert text also. Can I attach documents to the requisition prior to approval? Unfortunately not. Once a requisition has been approved, only then can you attach documents to it. I ve completed my requisition in Welsh, will this pull through to the English version of the Requisition? Yes, any field with a drop down will be translated and pulled through to the English version. The same thing will happen if a requisition is created in English and then replicated into Welsh. Any text that appears in the requisition will not be translated, and this will need to be copied and pasted into the additional requisition. If Welsh Language Skills are an essential component for a post, the text in both requisitions should be in Welsh and will therefore need to be translated. FAQs for Recruiters v

9 Application Phase Can I search the Redeployment Talent Pool prior to advertising? Yes, if you identify a candidate within the redeployment pool that meets your requirement, you may invite that candidate to apply for your post, but your post should be advertised on the redeployment web portal to enable them to submit an application. How long will the post appear on the redeployment portal? The post will be visible on the redeployment portal for 7 days in the first instance, but if no applications are received at that stage, the post will be moved to the external portal What happens if I don t receive applications from redeployment candidates? Central HR will automatically check to see if any redeployment candidates have been received for your vacancy the morning after the closing date. If there are no applications, HR will proceed to post the vacancy to the external web portal and to any other publications or Job Boards that you have specified in the Requisition. What should I do if I receive redeployment applications that are not suitable? Once reviewing the application of each redeployment candidate, if they are not suitable for your post, you must change the HR status to candidate rejected preinterview and an automatic rejection will be sent to the candidate within 48 hours. You should then contact the Shared Services Team on ext 79936, to inform them you would like your post to be posted to the external portal. How do I choose where to advertise my vacancy? This may be done during your initial discussions with the HR Manager for your School / Directorate, or further advice may be sort from the Shared Service Team on ext A media guide is also available at the following link: Is the University still accepting paper applications? No The University will only accept applications that have been received through the online system. The only exceptions will be if any applicant with a disability is not able to use a computer. In these circumstances, the applicant should be directed to the Human Resources, who will accept the paper application and enter it into the e- recruitment system on the applicant s behalf. Human Resources will not accept or enter paper applications under any other circumstances. FAQs for Recruiters v

10 Are there any other exceptions to the policy of accepting 100% on-line applications? E.g. applicant travelling, technical difficulties etc No other than the disability circumstances detailed above, there are no exceptions. Vacancies are advertised on the web sites for a number of weeks, so there is sufficient time to allow applicants to view vacancies and submit applications. Candidates may also register for our Agent Search alert service, and will therefore be notified if any vacancies matching their requirements are advertised. If an applicant misses a closing date, can they submit a late application? No our vacancies are advertised for sufficient length of time to enable candidates to submit an application on time. Delaying the shortlisting process in order to accept late applications slows down the recruitment process and increases the risk of losing high quality candidates who submitted their applications on time. Can applicants apply for an incorrect vacancy using the online system? All vacancies will be advertised with a unique reference number, which should prevent this from happening, but if it does, a candidate may withdraw the incorrect application at any time, and submit a new application for the correct vacancy. As a recruiter, can I see how many applications I have received while the post is being advertised? Yes - By entering the system, you can view the candidates that are applying for your vacancy. If you should become concerned about the number of applications that you have received, be it too few or too many, you may contact Human Resources for discussions on how to proceed. I ve received very few applications, can I extend the closing date? Yes you may extend the closing date. Contact Human Resources before the orig9inal closing date and this may be arranged for you. I ve received substantial applications for my vacancy, can I close a post prior to the closing date? Yes you may do this, but only if you anticipated that this may be the case when creating the requisition and incorporated into the advert the following text: Cardiff University reserves the right to close this vacancy early should sufficient applications be received. If this was made clear to applicants from the start of the recruitment process, then a post will not be closed early. FAQs for Recruiters v

11 Can applicants change or delete their application following submission? Yes An applicant can withdraw their application at any time during the process. The status of the candidates will automatically change within the system to reflect this. However, a candidate will not be able to make changes to their application once it has been submitted. They may withdraw the application, and re-submit as long as this is carried out before the closing date. What are the columns in the All Opens Req panel? There are 4 default columns in the Open Reqs panel, and these are: Post Reference Number Clicking on this number will take you into the requisition Job Title Job Title of your vacancy Total Shows the total number of candidates that have applied for your vacancy New Shows the number of candidates whose applications have yet to be reviewed If you want to view the candidates that have applied for your vacancy, click on the number within the total number of candidates column for your post, and this will take you into the Candidates Results Panel. Clicking on each candidate name will show the talent record and application for that candidate. How do I change the display of the All Open Reqs panel? To add additional columns to your display, select Display in the top right hand corner of the page, select edit display and all those columns available to add to your display will appear on the left hand side and may be dragged and dropped into the right hand side, which is the selected column. Once you ve made your selections, click on save. These new columns will appear in the All Open Reqs panel the next time you enter the system. FAQs for Recruiters v

12 Shortlisting, Interviewing and Appointing If our department wanted to accept a paper copy application, can I just add it to the list for shortlisting? No All applications received by the University, will be through the online system, apart from the exception of candidates with disabilities who may not be able to use a computer. If this should be the case, please contact HR. How do I know when I should begin shortlisting? You can view the applications of the candidates as and when they arrive into the system and do not have to wait until the closing date to begin your shortlisting. However, you will also receive an automatic notification from the system when the closing date has passed, instructing you to begin shortlisting if you haven t already done so. How do I review a candidate to decide if I want to shortlist them? You can do this by either selecting individual candidates and clicking on the name to open their talent record, or by selecting multiple candidates, and clicking on the actions tab and selecting Browse Multiple candidates. How do I change the statuses of the candidates to reflect that they are being considered? Enter the Candidate Results panel and either choose a single candidate (this would be suitable if applications have been reviewed individually before the closing date) or a multiple candidate selection (If you have waited until the closing date before reviewing the candidate applications). Click on the status for any candidate and select Shortlisting in Progress from the drop down list and click save Are we able to undertake shortlisting outside of the system and print off the applications? We would encourage you to shortlist online and the system has excellent functionality to support this activity. Shortlisting online also means that you are not required to store the paper applications and shortlisting information. If your panel members wish to receive paper copies of the applications for the shortlisted candidates for the interview process, they may be printed off. This function will be carried out by you as HR will not be providing you with any paper applications or attachments. How do I shortlist? Click on the link below to access the How to Shortlist using 2xB guide FAQs for Recruiters v

13 Do we contact unsuccessful candidates manually? Those candidates who are unsuccessful prior to interview will receive an automatic notification within two days of the HR status being changed to reject. Those candidates who are unsuccessful following interview, will also be notified by through the system, but this is not automatic and may be edited by yourselves to suit your requirements. Can shortlisting panel members add comments on the spreadsheet for each candidate? Yes the e-recruitment shortlisting functionality is not designed to replace the important verbal discussions between panel members. Consultation will take place, with one spreadsheet being completed to record the decisions of all the panel members and the rational for those decisions. This spreadsheet will then be saved onto the system, allowing records to be saved safely without the need to keep paper records. Is the University happy for us to contact applicants by ? Yes you may still choose to send letters outside of the e-recruitment system if your department prefers. The University has organised a tool called Event Manager which lies within the system, and which enables the recruiter to organise their interview arrangements online, and allows candidates to book their interview slots online also. To see the guides on using Event Manger, follow the link below: Do we have to use Event Manager to arrange our interviews? It is recommended that the Event Manager tool is used, as it provides a quick, efficient service to our candidates, but it is possible to invite candidates to interview by sending correspondence through the e-recruitment system, without using the Event Manager tool. Do we contact the candidate referees manually? No this will be carried out in the system, albeit at different stages for certain categories of staff. A referee details form is available in the system, and can be edited at whatever stage is applicable, by simple editing and saving. This will trigger an automatic to the referee. The referee will then receive an with an elink to a referee feedback form, which can be completed and saved, and will then be automatically returned back to the record of the candidate within the online system. Do we still complete Interview Assessment forms for candidates? Yes and this is completed within the system. A status change to Interview held will automatically populate the Interview assessment form and this can be completed and saved back against the candidate record. This should be carried out for each candidate that has been interviewed in preparation for feedback that may be required. FAQs for Recruiters v

14 Do we complete a manual appointment form? No the appointment form will be generated in the same way as the interview assessment form. When a candidate status is changed to Recommendation to Offer, the appointment form will pop up in a new window. The form is then completed online and saved back against the candidate record. The form may be saved as a draft if need be and returned to at a later date. Once again, it is the responsibility of the School / Directorate that the information provided on the appointment form be correct, as HR will proceed with a contract of employment on the basis of the information provided. Is the contract of employment prepared and sent out using the e-recruitment system? The preparation and sending out of the contract of employment will remain as per the current process. This is expected to change following the introduction of CORE integrated system later in the year. Contracts will be scanned and ed to the successful candidate. FAQs for Recruiters v

15 elinks and s I sent an elink, but it was never received. When it appears an elink has not been received, the following steps should be taken: Double-check the address to which you sent the elink Try sending the recipient from your account to make sure that the problem does not originate at a site other than Kenexa. Make sure that you were logged onto Kenexa in only one version of your browser at a time when you sent the elink. If you are unable to find the problem, please call the Help Desk. There may be a more complex problem concerning the set up of your company's server. What is the difference between using elink and forwarding an application / CV via ? The difference between elink and forwarding an application via is that an elink sends an embedded hyperlink to view the application and the function sends a text version of the application. With elink, you can send the application / CV with blank forms, completed forms, notes and candidate status as well as the application. The elink function is preferable if you want to track actions taken to a candidate. only sends a text version of the application. Forms are not attached and actions are not recorded for tracking purposes as with elinks but it is a useful way to forward an application / CV to someone if they don t have full Internet access Can I elink a form to multiple candidates at one time? Forms sent using the elink form button should only be sent to individual candidates. Information submitted on the form will only be recorded for that candidate. However, a form can be attached to an template via the correspondence module which can be sent to multiple candidates. FAQs for Recruiters v

16 Contact us Who do I contact with queries? For general recruitment queries EXCEPT those relating to job descriptions and evaluating job grades, please contact the Shared Services Team on ( ) or For queries relating to job descriptions and grading of jobs ONLY, please refer to your HR Manager. Details can be found at the following link: FAQs for Recruiters v

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