Taleo User Guide: Managing Candidates and Preparing an Offer of Employment

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1 Taleo User Guide: Managing Candidates and Preparing an Offer of Employment This user guide provides the steps to Managing Candidates and Preparing an Offer of Employment using Taleo. It contains five parts: Part A: Logging on to the Taleo recruiting module Part B: Viewing candidate job submissions and resumes Part C: Moving candidates through the Candidate Selection Workflow Part D: Creating an Offer of Employment Part E: Final approval & sending offer details to Recruitment/HR Advisor Once all steps have been completed, your chosen candidate/s will receive a Letter of Offer from your Recruitment/HR Advisor. Part A: Logging on to the Taleo recruiting module Step 1: For PC users: Please use Internet Explorer (IE) 7 or 8. For Mac users: Please use Firefox 3.6 for Mac OS X 10.4 and later. Enter the following URL into your browser: Step 2: You will be presented with a Legal Agreement read the Conditions of Use and select I agree. 1

2 Step 3: Enter your OneID (mq followed by your staff number), Password and then click the Log Me In Now! button. If you need your password reset, please contact the Informatics Help Desk on (02) or Step 4: Select the Recruiting module. Step 5: On the Welcome Page, select the link: View Requisitions. 2

3 Part B: Viewing candidate job submissions and resumes Step 6: You will see a list of requisitions that you own or collaborate on. Click on the number next to the relevant requisition. This number indicates how many candidates have applied for the requisition. Step 7: Next you will be presented with the Candidate List. Note the following features on this page: a) Selection Workflow Box gives a quick view of the number of candidates at each step of the selection process. b) Red Flag Icon indicates a candidate file requiring attention (i.e. a new candidate at the beginning of the selection process). c) Blue House Icon indicates that this candidate is an internal candidate (i.e. works at Macquarie University). d) Assets, Requirements Column displays how many assets and requirements have been met by the candidate (if you have stipulated assets and requirements in your prescreening questions). a) b) c) d) 3

4 Step 8: At this stage, each collaborator (selection panel member) will need to view the job submission and resume for each candidate. Click on the Print to PDF button to view and/or print job submissions. Step 9: A pop-up window will appear. a) Click on the Candidate File Details button. b) Tick the Job Submission Sections you wish to view and/or print. c) Click on the Print (PDF) button. Step 10: To view resumes, click on the name of the first candidate. 4

5 Step 11: Click on the Attachments Tab. Then select the file name to view the resume or other attachments submitted by the candidate. When finished viewing, click on the Move Up button to return to the Candidate List. Part C: Moving candidates through the Candidate Selection Workflow (CSW) Step 12: After all panel members have reviewed the job submissions and met to decide which candidates they would like to shortlist for an interview, the Hiring Manager (or Hiring Manager Assistant) can commence moving the candidates through the CSW. There are 7 steps that make up the CSW: 1. New 5. Reference Checks 2. Shortlist 6. Offer 3. 1 st Interview 7. Hired 4. Selection Committee Decision At each step of the CSW, the Hiring Manager will: a) Make successful candidates progress to the next step, and b) unsuccessful candidates and mark as unsuccessful. To begin, ensure you are on the Candidate List as shown below: 5

6 Step 13: For Successful Candidates: Click on the appropriate step in the Selection Workflow Box. In this case, click on New. Step 14: a) Tick all the candidates on the list which you would like to progress to the next step (in this case from the New step to the Shortlist step). In this example, we will move 5 of the 8 candidates to the next step. A tick box will appear and the row will be highlighted. b) Click on the More Actions button. c) Click on the drop-down menu item called Change Step/Status. Step 15: A pop-up window will appear change the New Status field to show Progress to Next Step. Then click on Save and Continue. 6

7 Step 16: A second pop-up window will appear stating that the candidates have reached the next step. Just click on Save and Close. Step 17: For Unsuccessful Candidates: You will now need to mark all remaining candidates not progressing through to the next step as unsuccessful, and send them correspondence (an ) to advise them of this decision. Note that once a candidate has been marked as unsuccessful, this status will be visible to the candidate in their profile. a) Tick all the unsuccessful candidates remaining on the list. In this example, we will select the 3 candidates that will not be progressing from the New step to the Shortlist step. A tick box will appear and the row will be highlighted. b) Click on the More Actions button. c) Click on the drop-down menu item called Change Step/Status. 7

8 Step 18: A pop-up window will appear. a) Change the New Status field to show Unsuccessful. b) Tick the box marked Send Correspondence. c) In the Details or Disposition box select the appropriate reason why the candidate/s are unsuccessful. d) Click the Save and Continue button. Step 19: To the unsuccessful candidates: a) Click on the Template Selector button. b) Choose the template Unsuccessful prior to interview by clicking the Select button at the end of the line (see 2 nd screen below). c) Click on the Next button. 8

9 Step 20: The which will be sent to the unsuccessful candidates is now displayed. If you wish to edit the message click on the Edit button. When is ready to be sent, click Send and Close. Step 21: After completing each step, click on the Clear the Selection button in the Selection Workflow box to return to the full Candidate List. Step 22: In our example, 3 candidates have been marked as unsuccessful at the New step, and have been sent an . The other 5 successful candidates are now at the Shortlist step and are ready to continue moving through the CSW. REPEAT STEPS to move successful candidates from the Shortlist step to the 1 st Interview step. REPEAT STEPS to mark candidates as unsuccessful at the Shortlist step and to send them an . 9

10 Step 23: At this stage, candidates at the 1 st Interview step are interviewed. In our example, 5 candidates were interviewed - 3 of whom were deemed appointable, and 2 who will be marked as unsuccessful. REPEAT STEPS to move successful (appointable) candidates from the 1 st Interview step to the Selection Committee Decision step. REPEAT STEPS to mark candidates as unsuccessful at the 1 st Interview step and to send them an . You may wish to contact the unsuccessful interviewed candidates by phone prior to this action. Step 24: At the Selection Committee Decision step, the selection panel members will be required to rank all the appointable candidates. In our example, 3 candidates were deemed appointable. Each of the 3 appointable candidates will need to be ranked 1 st, 2 nd and 3 rd at the Selection Committee Decision step. This will be noted on the Selection Committee Report (Form 7.08a) which may be downloaded from the forms section of the HR website. REPEAT STEPS to move the 1 st ranked successful candidate from the Selection Committee Decision step to the Reference Checks step. NOTE: At Step 15 (the Change Step and Status pop-up window): a) Change the New Status field to show Progress to Next Step. b) In the Details or Disposition box, click the button to state that the Selection Committee Report will be attached to the requisition. c) Click the Save and Continue button. 10

11 Step 25: Attaching the Selection Committee Report: As mentioned in Step 24, the Selection Committee Report will need to be attached to the requisition. Click on the Title of the Requisition. Step 26: a) Click on the Attachments Tab. b) Click on the Browse button to search your computer for the Selection Committee Report to attach. c) Click on the Add button. The file will appear below. Step 27: Now to return to the Candidate List, click on the Candidate number in the left panel (in this example, 8). 11

12 Step 28: At the Reference Checks step, the Hiring Manager will now need to complete and upload at least two reference checks for the 1 st ranked appointable candidate who is currently at this step. Please visit: for further information on reference checking and to access the Pro-forma Reference Check (Form 7.08b) which will be used to complete each reference check. REPEAT STEPS to attach the two reference checks to the requisition. Step 29: Providing that the reference checks are favourable for the candidate: REPEAT STEPS to move the 1 st ranked appointable candidate from the Reference Checks step to the Offer step. NOTE: At Step 15 (the Change Step and Status pop-up window): a) Change the New Status field to show Progress to Next Step. b) In the Details or Disposition box, click the button to state that the two reference checks have been attached to the requisition. c) Click the Save and Continue button. Step 30: Click on Offer to return to the 1 st ranked appointable candidate at this step who is about to receive an offer. 12

13 Part D: Creating an Offer of Employment Step 31: At this stage, the Hiring Manager will now create an Offer of Employment for the candidate at the Offer step. Click on the name of the candidate. Step 32: Click on the More Actions button followed by Create Offer. Step 33: The Offer Form will now be displayed. 3 columns make up the form: a) 1 st Column enter in this column all the offer details to be placed in the Letter of Offer (as drafted by your Recruitment/HR Advisor) b) 2 nd Column this column has existing information from the requisition form. Click on the Copy Button to copy information directly from the 2 nd (requisition) column to the 1 st (offer) column. c) 3 rd Column this column is not used. 1 st Column 2 nd Column 3 rd Column Use Copy Button to copy from 2 nd column to 1 st column (offer) 13

14 Step 34: The full Offer Form is shown below. Mandatory fields are marked with a red asterisk. Once you have completed all relevant fields in the 1 st column of the form, click the Save and Close button. Date which candidate has indicated they can commence work For fixed-term positions only For part-time positions only Select Step 1, unless a higher step has been negotiated (justification required) In whole dollars, if appropriate Enter only if relocation is offered appropriate For positions outside of the Enterprise Agreement only For positions outside of the E.A. only (HR Director approval is required) 14

15 Part E: Final approval and sending of offer details to Recruitment/HR Advisor Once the Offer Form has been completed, there are two options: a) Requesting Offer Approval - If you have any special conditions agreed to in the negotiation process that require approval by a higher authority, COMPLETE STEPS OR b) If no further approval is required, COMPLETE STEPS Step 35: Requesting Offer Approval: You will be at a summary screen of the Offer Form which you have just completed for the candidate at the Offer step. Click on the More Actions button followed by Request Approval. Step 36: A pop-up window will appear. Please complete the following: a) Untick the Suggested Users Box on the left. b) Select one or more Approvers from the list (your Faculty HR Manager/local HR staff can advise you of suitable approvers). c) Enter a comment in the Comments field. d) Click on the Done button. You will receive an once the offer has been approved. Now please read the Final Tasks section on the last page of this guide. 15

16 Step 37: If no further approval of the offer is required: You will be at a summary screen of the Offer Form which you have just completed for the candidate at the Offer step. You will now need to send the Offer details directly to your Recruitment/HR Advisor. Click on More Actions button followed by Send Correspondence. Step 38: A pop-up window will appear. a) Click on the Template Selector button. b) Choose the template MQ LOO request by clicking the Select button at the end of the line (see 2 nd screen below). c) Click on the Next button. 16

17 Step 39: A summary of the correspondence to be sent to the Recruitment/HR Advisor will appear. Click the Send button. Step 40: A final screen will appear. a) Untick the Exclude messages that contain missing values box. b) Click the Send button. Final Tasks: Your Recruitment/HR Advisor will now draft the letter of offer and send to the 1 st ranked candidate. They will also move the candidate from the Offer step to the Hired step if the candidate takes up the offer. Please remember to notify the other ranked candidates that the position has been filled by another candidate, and mark them as Unsuccessful at the Selection Committee Decision step. If the candidate declines the Offer, please complete reference checking for the 2 nd ranked candidate and complete STEPS to create a new offer. This completes the hiring process through Taleo. 17

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