Denver Public Schools Online Job Posting, Application and Applicant Relationship Management System

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1 Denver Public Schools Online Job Posting, Application and Applicant Relationship Management System HIRING MANAGER/DEPARTMENT HEAD DOCUMENTATION

2 TABLE OF CONTENTS 1. SYSTEM OVERVIEW Step by Step System Overview ACCESSING AND WORKING WITH APPLICANTS Human Resource's Role in Screening Applicants Accessing Applicants in the System System Screen/ Action Samples HIRING MANAGER ACTIONS AND GETTING CANDIDATES HIRED Steps Overview Hiring Manager Actions New Hire Process New Hire and Regrets Notification.13 2

3 Section 1 ONLINE SYSTEM SYSTEM OVERVIEW With the new DPS online system the District s process of posting positions, receiving, tracking and screening applications will become vastly more efficient and reliable. Some system highlights are: The ability to post positions electronically and in real time To receive and screen new applicants via the Internet Applicants receive automatic notification of receipt of application The power for hiring managers to screen, contact and hire applicants online 24 hours a day, 7 days a week from any location in the world that is Internet accessible. Significantly reduced manual data entry Reduced possibility of misplacing applications and documents Applicant information is downloaded to Lawson if/when hired. No data re-entry Ability for applicants to enter the system, change and/or update resume, application, address and contact information anytime of day Remember the system went live go live July 1, To you as a hiring manager this means that you are receiving applications for your positions online. 1.1 System Overview STEP ONE: HR receives notification of new position to be posted in the form of a job requisition STEP TWO: HR verifies job requisition STEP THREE: Position is posted on the HR Web site (current location) the same day it is entered to the system (real time) STEP FOUR: Position remains open for the time period designated (typically 2 weeks) 3

4 STEP FIVE: Once position closes the assigned HR Generalist screens all applications for the minimum criteria listed in the position posting Note: All positions are required to list both required and preferred qualifications. These qualifications should be tangible to allow for screening. EX: Bilingual skills, GED, BA/BS, etc. STEP SIX: All eligible applicants are moved forward to hiring manager STEP SEVEN: Hiring manager reviews applicants and determines who to interview and contacts to schedule interviews STEP EIGHT: Hiring manger interviews, make reference calls, selects candidate STEP NINE: Hiring manager notifies HR rep of selection/hire recommendation via and by completion of PACE form STEP TEN: HR Rep completes necessary pre-hire steps (background check, salary setting, etc.) in a timely manner STEP ELEVEN: Cleared candidate is transferred to Lawson as new employee 4

5 Section 2 ACCESSING AND WORKING WITH APPLICANTS Note: Administrators, Teachers, Professional Technical, Paraprofessionals and Clerical Office only have the option of applying to the District online. All other employee classifications have the option of applying online or in paper form. Data that exists for open positions will be migrated to the new system and a transition plan will be in place to allow for the acceptance of old paper applications for a one-month period. 2.1 Human Resource s Role in Screening Applicants Human Resources will review applications for the required qualifications listed in the job posting. All positions are required to list both required and preferred qualifications. These qualifications should be tangible to allow for screening. EX: Bilingual skills, GED, BA/BS, etc. 2.2 Accessing Applicants in the System Using Internet Explorer go to URL: Enter your login and password (obtained from your HR generalist) 5

6 The Manager Report page will be populated 6

7 From the Manager Report Page click the Get Report button Your Report Page will open listing all of the open positions in your area of responsibility with a list of forwarded and screened applicants. The report will include: 1. A direct link to the job posting 2. A direct link to the HR Reps 3. A direct link to the applicants resume and application information 4. The date the position was opened 5. The status of the applicant 6. An area for you to record notes for yourself 7. An area for you to record actions taken with/on the candidate 7

8 2.3 System Screen/Action Samples Job Posting Link: A screen over the Report screen will appear with the details of the job posting as it appeared on the web. 8

9 Link: Applicants Information Link 9

10 Notes Link Actions You have the ability to request more information on the candidate from your HR Rep by clicking the information icon which prompts an to that person. You need to be aware however, that the Generalist has the same information that you have. Each icon generates an applicant specific to the assigned HR rep. The only icon we will recognize is the thumbs up or offered and accepted . 10

11 Section 3 HIRING MANAGER ACTIONS AND HIRING CANDIDATES 3.1 Steps Overview Hiring Mangers determine who they will interview and schedules interviews Interviews conducted, reference checks/calls conducted Candidate selection and conditional offer made Candidate acceptance confirmed Phone calls to interviewed but not selected candidates Candidate selection and acceptance denoted by ing HR representative via acceptance icon in action section Hiring Manager completes PACE form and submits to HR Generalist assigned to area Generalist receives PACE, conducts background check (if applicable), calculates salary (if applicable) and other. Once all processing of selected candidate has cleared, Generalist changes status in Recruiting Center s CANDIDATES module to Move to Lawson. The applicants information is transferred to Lawson s PA 31 Applicant Module to be picked up by HR11, Active Employee Module Letters are generated for regrets and congrats applicant(s). 11

12 3.2 Hiring Manager Actions Once you have located and reviewed all applicants for your positions, determine those that you would like to interview. When contacting and scheduling interview ensure that you request reference information and other documents that you would like for verification in the manner you wish to view and work with them. For example, if you prefer to receive and read letters of reference and make calls to check references, be sure to ask for both letters and contact information. Interviews are scheduled and conducted by hiring managers References are checked by hiring manager Hiring decision made/conditional offer of employment made by hiring manager Candidate acceptance Hiring manager notifies assigned HR Rep of hire choice(s) by notification (thumbs up icon in the action section of the Report menu) Calls to applicants interviewed but not selected made by school/department Note: Recognition of any hire decision/recommendation will not be recognized until assigned HR Generalist receives completed PACE form. 3.3 New Hire Process HR Reps follow the established new hire guidelines for the employee group being hired. In general: Generalist receives notification (completed PACE form) and completes necessary new hire paperwork/actions for the hired employee group. Background check Set salary Schedule orientation / contract signing School/Department notification if background or other not cleared 12

13 3.4 New Hire and Regrets Notification Human Resources will generate and mail out letters of regrets to applicants that were not selected for the position as well as preparing and mailing out a District Welcome letter to new hires ONLY AFTER THE SELECTED CANDIDATE PASSES BACKGROUND CLEARANCE. Contacts if you have questions: 1. Your assigned HR rep for login and password questions, applicant or job related questions and system working or not questions 2. The call center (x3900) as a back up of the above 3. DoTs hotline (x3888) for computer related issues only 13

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