1 TABLE OF CONTENTS ACCESSING THE SYSTEM (CERIDIAN RECRUITING SOLUTIONS)... 2 LOGGING INTO CERIDIAN RECRUITING SOLUTIONS... 3 NAVIGATING CRS HOME PAGE... 5 MAIN FEATURES... 6 CREATING A JOB... 7 HOW TO VIEW JOBS HOW TO VIEW CANDIDATES HOW TO REQUEST AN ACTION ON A CANDIDATE CANDIDATE TRACKING HOW TO RESTORE REMOVED CANDIDATES BATCH TASKS REPORTS REQUISITION APPROVER INSTRUCTIONS
2 CERIDIAN RECRUITING SOLUTIONS HIRING MANAGER MANUAL Ceridian Recruiting Solutions (CRS) is an automated recruitment program that takes the entire hiring process online from the request to fill a position (Personnel Requisition Form) to the hiring of a new employee. In addition, the system enables you to monitor the status of your request throughout the hiring process. This guide will assist you in: Creating a Job Requisition (formerly the Personnel Requisition) Monitoring the status of your Job Requisition Viewing resumes of applicants Tracking candidates If you have any questions, please contact Human Resources. 2
3 ACCESSING CERIDIAN RECRUITING SOLUTIONS (CRS) The Web site address to access the system is TIP: To quickly access the system, we recommend setting a bookmark to the login page through your web browser (do not bookmark any other pages once logged into the system). Look for Midwestern University name to ensure you are on the correct page. 3
4 LOGGING INTO CRS Enter your Username and Password. Username: your first name initial and last name (all lowercase). Example: John Doe username is jdoe Password (first time use only): password (lowercase) The first time you log into the system, you will be prompted to change your password. Try not to use easily identifiable items such as parts of your name, personal information such as birth dates, or names of family members for your passwords. Passwords that are easily guessed are called weak passwords and can potentially be compromised. SUCCESSFUL LOGIN Once you are successful logging in, you will see the screen below to change your password. Click on the Update button after you enter your new password. TIP: Be sure to keep your new password for future reference. If you want to change your password, you will need to contact Human Resources. 4
5 UNSUCCESSFUL LOGIN If you are unsuccessful in logging in, you will see the screen below. Click on the Back button at the top left corner to reenter your username and password. After 3 unsuccessful attempts, you will be locked out and need to contact Human Resources at to reset your password. Below is a sample of the message you will receive, if you enter the wrong username and password. Forget Your Password? Click the I Forgot My Username or Password link. Enter your address and the system will send you your username and password via . For security reasons, the address you enter must be your midwestern issued address. If you enter a different address, you will not receive an . Please Note: Human Resources can assist users with problems logging into the system. 5
6 NAVIGATING CRS HOME PAGE The Home page is the first page you will see once you log in to the system. From the Home page, you will have quick access to other areas of the system. The Home page consists of three main features: QuickJump Icons QuickSearch Main Menu Buttons QUICKJUMP ICONS QUICKSEARCH MAIN MENU BUTTONS 6
7 MAIN FEATURES QUICKJUMP ICONS QuickJump icons appear at the top of almost every screen in the system. Use the QuickJump icons to advance to key pages in the system with one click. Logout: End your login session (closing all open browser windows also ends your login session). Home: Return to the Home page. View Jobs: View a list of all of your jobs. Access the candidate list for each job from this page. Create a Job: Advance to the Job Requisition form. Candidate List: View a list of all candidates submitted to your jobs. View candidate resumes, organize candidates, and communicate with your recruiters from this page. Reports: Generate a report on candidate statuses, jobs and submittals. Resource Center: Access hyperlinks to frequently used documents and Web sites. Help: Click this icon to access the user guide. Training: Click this icon to access training modules. QUICKSEARCH QuickSearch appears at the top of almost every screen in the system. You can use QuickSearch to run searches for candidate last name, candidate last name (exact), and job title. MAIN MENU BUTTONS The main menu buttons appear only on the Home page and provide another way to quickly advance to key pages in the system. 7
8 CREATING A JOB Click on the Create a Job button. 8
9 ***IMPORTANT: When creating a Job (requisition) you are required to complete only the required fields. The required fields have a red asterisk sign next to the required field. The list of required fields is broken down by sections. Below is the list of required fields: General Job Information: Job Family - Select a Job Family for the open position Job Library Position Title - Select the job title of the open position. If you do not see a job title for the open position, please contact Human Resources City/Town/County - Type in the City where the position located (Downers Grove or Glendale) State/Province/Country - Select State where the position is located (Type either Illinois or Arizona) Employment Type - Select Full-time or Part-Time Reason for Open Position - Select Replacement to replace a position and complete the corresponding fields. Select Additional Workload for new position. Please provide your justification and/or back up documentation in the Explanation/Justification section located on the bottom of the page. Additional Job Information: Faculty or Staff Position - Select the appropriate job category for the open position. License/Credentials Requirements Select the requirement for the open position. If the position requires a License and/or board certification. Please provide additional information in the Job Description. FTE Specify the FTE for the open position (Example #1: 1.0 FTE = 40 hours/week; this represents a full-time position. Example #2: 0.5 FTE = 20 hours/week; this represents a part-time position) Approval Order: 1 st Approver Select from the list of 1st Approver only. The 1 st Approver for your requisition is HR. After your job (requisition) is submitted, HR will facilitate the entire approval process and send you a notification when the position is posted. Body and Notes: Internal Job Description We strongly recommend that you include a job description for your open position. If you need assistance creating a Job Description, please contact Human Resources. External Job Description We strongly recommend that you include a job description for your open position. If you need assistance creating a Job Description, please contact Human Resources. 9
10 ***IMPORTANT: When creating a Job (requisition) you are required to complete only the required fields. The required fields have a red asterisk sign next to the required field. Select a Job Family for the open position If you are unsure of the appropriate Job Family for your open position, please see page 29- for a complete list of Job Family and corresponding Position Title. 10
11 ***IMPORTANT: When creating a Job (requisition) you are required to complete only the required fields. The required fields have a red asterisk sign next to the required field. NOTE: When you select Job Family, you will get a pop-up message. The message will alert you that selecting a new Job Family will erase any information you have already entered on the Create a Job page. ACTION: Click OK to continue with creating a Job Requisition. 11
12 *** IMPORTANT: You are required to complete only the required fields. The required fields have a red asterisk sign next to the field. Select a Position Title under the Job Library Position Title field. NOTE: When you select Job Library, you will get a pop-up message. The message will alert you that selecting a new Job Library will erase any information you have already entered on the Create a Job page. ACTION: Click OK to proceed with creating a Job Requisition. NOTE: When you click OK the Position Title you selected will automatically populate the Posted Job Title field. Enter information into the required fields only. The required fields have an asterisk sign next to the fields. 12
13 IMPORTANT: You are required to complete only the required fields. The required fields have a red asterisk sign next to the field. Continue to enter information into the required fields only. The required fields have an asterisk sign next to the fields. 13
14 Copy and paste the Job Description for the open position into the Internal Job Description and External Job Description fields. If you do not have a Job Description for the open position, please contact HR to obtain a Job Analysis Questionnaire for the creation of a new Job Description. After completing the required fields, click on Submit at the bottom of the page. 14
15 NOTE: After the Create a Job page is completed and submitted. Your job will be placed in the Awaiting Approval status until the job is approved. When the job is approved, it will automatically post onto the intranet for the three days. The screen below will inform you that your job requisition is waiting for approvals. 15
16 HOW TO VIEW JOBS Through the View Jobs feature, you can view all open, closed and archived jobs that are assigned to you. 1. Click View Jobs, either from the QuickJump icons or the Main Menu buttons. 16
17 The list defaults to your open jobs and are sorted in ascending order by Job Title. Click the Job Title header to sort in descending order. To sort by another column, click any of the available column headers that have a white arrow To view your jobs in other statuses, select another status from the "To view jobs in other statuses" dropdown menu. 17
18 The page automatically refreshes to display your jobs with the selected status. 2. To view the job profile, click the link under Job Title. The job description will appear in a separate window. To View Candidates from the View Jobs Page Click the number in the View Cands. column to view a list of candidates submitted to the job. The candidate list appears and displays a list of active candidates for that job. 18
19 HOW TO VIEW CANDIDATES Your HR recruiter will forward you qualified candidates by . When you receive the , click on Resume link to view the candidate s resume. After reviewing the resume, contact your HR recruiter by to indicate whether or not you are interested in interviewing the candidate. You may also log in to Recruiting Solutions anytime to view the candidates for your position that were sent to you by your HR recruiter. Click on Candidate List. The following screen on the next page will appear. 19
20 Click on the candidate s name to view the resume. 20
21 The screen below shows the applicants resume. To view the attachments or e-assessments, click on the drop down box next to View (top left corner) and select your choice. 21
22 MY REVIEWED LIST Organize candidates by assigning review classifications to candidates from the Candidate List. If you assign review classifications to candidates the first time you review them, you can easily determine which candidates you have not yet reviewed, or which candidates need further action. You can also sort by the My Reviewed List column to review candidates in the same group. CLASSIFY A CANDIDATE 1. Click Candidate List, either from the QuickJump icons or the Main Menu buttons. 2. To modify the list of candidates displayed, select a job or job status from the Active Candidates dropdown menu. 3. Click the My Reviewed List dropdown list and select a review classification for the candidate. The default classification is Not Reviewed. 4. To group candidates together who are assigned the same review classification, re-sort the list by clicking the My Reviewed List column header. 22
23 HOW TO REQUEST AN ACTION ON A CANDIDATE You may use the Action column to communicate with your recruiters. ACTION OPTIONS NOTE: If a candidate is declined, hired, or taken out of process, some of the action options are no longer available for that candidate. Candidate Tracking: Hiring manager can enter comments into the candidate's Comment History, without changing the candidate's status. The comments will be added to the Comment History section of the candidate's profile and will be available for the hiring manager and other users to view. Request Info: Hiring manager can send an to the recruiter requesting information for the candidate. The subject line contains the candidate's name, job title and the words "Info/Comments". Request for Interview: Hiring manager can send an to the recruiter requesting an interview for the candidate. The subject line contains the candidate's name, job title and the word "Interview". Request to Make Offer: Hiring manager can send an to the recruiter requesting to make an offer on the candidate. The subject line contains the candidate's name, job title and the word "Offer". Request to Decline: Hiring manager can send an to the recruiter requesting the candidate to be declined. The subject line contains the candidate's name, job title and the word "Decline". Remove From View: Hiring manager can remove a candidate from the current Candidate List increase their efficiency. Removing a candidate does not change the status of a candidate. Removed candidates can easily be restored. However, if you select Remove from View, the candidate will be taken out of your current view. They will be viewable in the Removed Candidates section (See page 24) 23
24 If you want to select an action, select from the list of options by clicking on the drop arrow When you select an action, an page will appear addressed to your HR Recruiter. Include your comments/questions and send the . If you wish to make a job offer, please provide the following information in your . Position Department Salary Date of Hire (projected) 24
25 CANDIDATE TRACKING You have the ability to write notes/comments for each applicant. At the candidates screen, select Candidate Tracking. 25
26 If you would like to enter information for candidate tracking, the following screen below will appear. You will be able to include interview notes and comments. Once you add your comments, you will not be able to edit them and this will become part of the applicant s history. IMPORTANT: Please do not include notes related to the applicant s color, national origin/ancestry, gender/sex, age, arrest and court record, military service, veteran status, sexual orientation, marital status, race, religion, disability or any other characteristics protested by law. Some examples of acceptable interview notes are: The candidate has 7 years of experience related to this position. The candidate is certified as a Technician. Managed up to 5 employees. Confident and sales driven. Requires training in Ceridian. Candidate stated, not a team player and prefers to work alone. 26
27 RESTORE REMOVED CANDIDATES 1. Click Candidate List, either from the QuickJump icons or the Main Menu buttons. 2. Click View Removed Candidates. 3. The page displays a list of all candidates that have been removed from view for all open jobs. 4. Click the Action dropdown list for the candidate and select Add to Active View. 5. The candidate will be removed from the Removed Candidates List and added back to the Active Candidates List. 6. Click on View Active Candidates to return to the primary candidate s page. 27
28 BATCH TASKS Use the batch task function to perform the same task for multiple candidates. If you have assigned a review classification to your candidates, you can easily re-sort the candidate list by reviewed classification to group all candidates together for the batch task. BATCH TASK OPTIONS Print Resumes CREATE BATCH TASKS 1. Click Candidate List, either from the QuickJump icons or the Main Menu buttons. 2. To modify the list of candidates displayed, select a job or job status from the Active Candidates dropdown menu. 3. Select Print Resumes from the dropdown list located above the candidate information. 4. Check the box in the Batch column next to each candidate for which to perform the task. Alternatively, you can click the Select / Deselect All link to select all candidates on this list for a batch task. 5. Click Process. 6. A new browser window opens and displays the information to be printed. Use the print button in your browser menu bar to complete the batch-printing task. 28
29 REPORTS View Reports Access the Reports section of the system to view how many candidates and jobs are in each status and total submittals per job. 1. Click View Reports either from the QuickJump icons or the Main Menu buttons. Status: Displays all candidate tracking actions taken with candidates. For example, if a candidate is Submitted, then placed into Interview status, and then placed into Hired status, each action will be reflected in this report. Jobs: Displays total number of jobs in open, closed, and archived status. Submittals: Displays total number of submitted candidates by job. 29
30 REQUISITION APPROVER INSTRUCTIONS When a Hiring Manager completes a Personnel Requisition, it is first sent to Human Resources for approval. Then, Human Resources routes the requisition to all approving authorities. Below is a sample of the notification that you will receive. This will alert you that a requisition has been submitted for your approval. Click on here ; you will be directed to the approval page. Look on the next page for a screenshot of the approval page. 30
31 Below is a screenshot of the Approval page: 31
32 You can view job details of the position requested, as well as make comments for the next approver to view. Click Approve or Decline as appropriate. If you click Approve, the recruiter receives an that you have approved the position and the requisition is automatically routed to the next approver; this continues until the entire approval process is complete. If you click Decline, an stating that the position was declined will be automatically sent to the recruiter. The recruiter will process the requisition based on the reason provided by decliner. When the approval process is complete and the position is approved, the job will be automatically posted on the intranet for three days and subsequently on the external website. 32
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