Revised March Online Hiring Center Job Aid

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1 Revised March 2015 Online Hiring Center Job Aid

2 Section Title Page(s) I. Recruitment Life Cycle Overview ,2 System Roles II. Create a Requisition (OHC) V. Apply to Job (Applicant) IX. View Referred Candidates / Make a Hire (OHC) Schedule for Interview Reject a Candidate Make a Hire Approval Request X. Send Notices (OHC)

3 Section I Recruitment Life Cycle Overview Note: This is an overview of the entire process and responsibilities to give you a big picture view of the new software. Section I Page 1

4 Section I Recruitment Life Cycle Overview Step in Recruitment Cycle Role Required Environment Requisition Created Originator Yes OHC Requisition Opened / Assigned HR User Yes Insight Exam Plan Creation HR User Yes Insight Check Layoff List HR User Yes Insight Posting Creation HR User Yes Insight Evaluation Step Creation** HR User No Insight Applicants Search for Jobs and Apply Applicant N/A Workplace.alaska.gov Applications Received*** HR User Yes Insight Required to Dispo Applications as Received Applicants Placed on Eligible List HR User Yes Insight Check Under Represented List, Veteran HR User Yes Insight Preference Applicants Referred to Hiring Manager HR User Yes Insight Applications Processed*** Hiring Yes OHC Manager Candidates Interviewed Hiring Yes OHC Manager Candidate Submitted for Hire Approval Hiring Yes OHC Manager Send Notices to Applicants Hiring Yes OHC Manager Candidate Approved for Hire HR User Yes Insight Requisitions Filled HR User Yes Insight Posting Archived HR User Yes Insight Exam Plan Archived HR User Yes Insight OHC = Online Hiring Center **Evaluation Steps are used to help keep track of applicants through your work process, but are not required to be used ***Applications are received in Insight and referred to the OHC for the Hiring Manager to process. Section I Page 2

5 Section I Insight and OHC Roles The following is a list of all the roles for Insight and the Online Hiring Center. If you are a Hiring Manager you will only need access to the Online Hiring Center, but the Agency HR will need access to both. The setup of an applicant role is for training purposes so you can understand how the information set up in the systems is being presented to potential applicants. INSIGHT/RECRUITER ROLES (when you login select Insight Human Resources) Training: https://secure.training.neogov.com Production: https://secure.neogov.com HR User Agency Human Resource staff, facilitates recruitments, creates job postings, creates eligible lists, (Optional: screen applications, set up evaluation steps) ONLINE HIRING CENTER ROLES (when you login select Online Hiring Center - Departments) Training: https://secure.training.neogov.com Production: https://secure.neogov.com Hiring Manager Receives eligible lists, process applications, submit name to HR for Hire Approval, send notices Originator Creates requisitions (does not receive eligible lists) Note: You can be assigned a role of Hiring Manager and Originator, this gives you the ability to create the requisition and receive the eligible list to process applications. APPLICANT ROLE (This is used for training and test purposes only) Training: Applicant - Creates online applications, applies online Section I Page 3

6 Section II - Online Hiring Center Create a Requisition Role: Originator Environment: OHC Note: To submit a requisition it is required that you attach a document for the Description of Duties for Posting, Pre-Interview Criteria, and Pre- Post Checklist. Submitting a requisition does not post a job it only notifies HR that a job needs to be posted with the information provided. 1. Go to the login page 2. Enter your Username and Password 3. Click Sign In Figure Click on Open New Requisition (Figure 2-2) a. Note: This is on the My Requisitions page Figure Search for the job class specification that applies to the requisition you want to create Note: Since the recruitment process in the system is based on job classes, there are also job classes in the system for Alaska Railroad, Court System, Legislature, and exempt positions. You can use the first letter of the class code to determine the job class service. P - Executive Branch, Classified or Partially Exempt Service X - Executive Branch, Exempt Service M - Executive Branch, Alaska Marine Highway System L - Legislative Branch C - Alaska Court System (Judicial Branch) R - Alaska Railroad Corporation There are a limited number of class specs in the training environment so you may not find all options. Section II Page 1

7 Section II - Online Hiring Center 6. Click on Create New in the Requisition column (Figure 2-3) Figure Fill in the requisition form (if you do not have to send your requisition to anyone else for approval check the No Approvals box at the bottom) (Figure 2-4 Section II Page 3) a. Desired Start Date is only to be used if you need the job to be posted at a future date and NOT ASAP b. The Requisition # is automatically assigned when you click Save c. Working Title is where we will denote what the job posting title needs to be. Insert [Class Spec Title(PCN XX-XXXX)] d. Vacancies is where you list how many vacancies you want to recruit for e. Department is where you select the Department for the recruitment. This also determines who is available to be selected as a Hiring Manager f. Division is where you select the Division for the recruitment. This also determines who is available to be selected as a Hiring Manager g. If you will be the Hiring Manager for the requisition then when selecting a Hiring Manager, you can select yourself otherwise select the appropriate Hiring Managers / Hiring Assistants who will be processing candidates Note: To make the Hiring Manager list appear you have to select the appropriate Department and Division h. Job Term lets HR know what type of job opening, Full Time, Part Time, Internship, Seasonal, Long Term Non-Perm, Short Term Non-Perm i. List Type is not a field we are using at this time. It is similar to our Scope of Recruitment, but we are not able to set the selections. It is used for internal purposes only. j. Position Type select existing or new k. Position Control is required and is where we can put the PCN information. Click Add Another Vacancy and enter in the PCN, First Name, Last Name, and Vacancy Date. Note: The purpose of this is so that in reporting we can look up information by the PCN. You have to put information into every field so here is what to enter if you do not have a new PCN: Type PCN First Name Last Name Date New New PCN New New Today l. Skills is an optional field to enter the skills desired for the position. m. Comments is where for you to communicate information about the job posting to HR Staff who will create the posting. n. Scope of Recruitment is where you can list who the job is open to (Alaska Residents Only, Department Only, etc.) Section II Page 2

8 Section II - Online Hiring Center o. Length of Recruitment is where you put in how many days the position should be posted. This field can only be a number so for a 10 day recruitment you would enter 10. p. Required Documents is where you acknowledge that you will attach all required documents before submitting the requisition q. No Approvals is where you select that you do not need any further approvals for the requisition. Please ensure that you have followed any internal approval processes needed before checking this box Figure Click on Save Only to attach the required documents before sending the requisition to HR for posting a. Save Only This is creating a draft of the requisition so you can attach additional documents or review the information before submitting it to HR to create a posting. b. Save and Release This releases the requisition and any attachments to HR to create a job posting. Section II Page 3

9 Section II - Online Hiring Center 9. On the requisition view (Figure 2-5), at the bottom, find Attachments and click Add New Figure 2-5 a. Note: This is where you will attach a Description of Duties for Posting, Pre-Interview Criteria, and Pre-Post Checklist. b. Note: If after clicking on Save Only you do not see figure 2-5 hover over your name in the upper right hand corner and then select My Requisitions in the dropdown menu. If you clicked Save Only your requisition should be listed under Draft Requisitions. Click on the title of the requisition you need to add attachments to. Requisition View 10. Fill out the form to add the required document (Figure 2-6) a. File Description This is where you include an appropriate label for the file being uploaded. For the three required documents use the following labels: Description of Duties for Posting Pre-Interview Criteria Pre-Post Checklist b. File This is where you will click browse and find the document you wish to upload 11. Click Attach Another File and then fill out the File Description and File to add the other required documents a. Note: If you are attaching more than the three required files than click Attach Another File to get another line to open up and fill out the required File Description and File fields. Section II Page 4

10 Section II - Online Hiring Center Figure Click Upload to attach the files to the Requisition 13. Click Edit on the Requisition View (Figure 2-5) to go into edit mode in order to access the Save and Release button. a. Note: Once you are in edit mode you can make any necessary changes before submitting to HR 14. Click on Save and Release a. Note: Once Save and Release is clicked an electronic notification will be sent to your agency HR for them to create a Job Posting b. Note: If you need to make updates to the requisition after you submitted it to HR you can, but you will need to notify HR that you are updating a current requisition. (This ends the Requisition Section) Section II Page 5

11 Section V - Applicant Apply for the position online Role: Applicant Environment: Job Search Note: At this point Agency HR should have posted the Job in Insight using the information provided from the Requisition. This section shows what the application process will be like for the public. 1. Log in to Note: This is the training environment and is used for training purposes only to give you an understanding of how job postings will appear and how applicants apply for jobs. 2. Select criteria to search for a job posting and click Apply Search. (Job postings that were set up as Promotional or Transfer will appear under for State Employees or for Students ). (Figure 5-1) Figure Click on a job posting title Section V Page 1

12 Section V - Applicant Figure Click on the Apply link Figure 5-3 Create an Application (As an Applicant) 5. Click on Create Your Account Here! (Figure 5-4) Section V Page 2

13 Section V - Applicant Figure Enter your new account information by completing the required fields (Figure 5-5) Figure Click on the Create button Section V Page 3

14 Section V - Applicant o Write your username and password here: / 8. Click on the Apply tab (Figure 5-6) Figure Fill out the application with the required information proceeding through each tab of the application. Since this is the training environment, you can enter whatever information you wish, it does not have to be exactly your personal experience. You may complete at least one record in the Education History and Work Experience sections, if you desire 10. Click on the Proceed to Certify and Submit button at the bottom of the Review tab. 11. Scroll to the bottom of the application review screen and click Confirm & Send Application 12. Click the Accept & Submit button on the Submit tab (Figure 5-7) Figure Click on your Username to get to the Sign Out link in the upper-right-hand corner (This ends the Application Section) Section V Page 4

15 Section IX - Online Hiring Center View Referred Candidates/Mark as Hired Role: Hiring Manager Environment: Online Hiring Center Note: By this point the job posting will most likely have closed and Agency HR will have gone through their process to create a list of applicants to refer to the Hiring Manager(s). You will receive an notifying you that there is a referred list ready for your review. Figure Login to OHC 2. Click on the My List link that appears when you hover over your name in the upper-right-hand corner 3. Locate the appropriate Position ID Number (PCN) to find the list you are working on and under the Candidates column click View (Figure 9-2) a. Note: This list will not be available until after the job posting has closed Figure Click on a candidate name to view their application (Figure 9-3) 5. Go through your normal steps to evaluate your candidates. This might include things such as checking Residency, Minimum Qualifications, and Pre-Interview Screening Criteria a. Note: It is recommended that once you determine a candidate is not a potential hire that you go through the rejected process listed below in order to keep your list clean and to save you work later b. Note: To Print all applications click Print under the applications column (Figure 9-2) Schedule Referred Candidates for Interview (Optional) Note: This feature does not include auto scheduling. You will need to contact the candidates manually to schedule the interviews. Therefore you can choose not to use this option and just move the candidates from the Referred list into Hired and Rejected. 6. Check the box next to the Candidate name(s) you wish to schedule an interview for a. Note: This is just a way to keep track of who you have scheduled Interviews for. You will need to get in touch with the person and scheduled a time to enter it into the system 7. Choose Schedule Interview from the Action dropdown Section IX Page 1

16 Section IX - Online Hiring Center Figure Click Go 9. Complete the required field in the interview schedule information and click on Save a. Note: The only required information is Date and Time. All other information is for notification reminders. Figure Repeat the steps for each candidate you want to interview Section IX Page 2

17 Section IX - Online Hiring Center a. Note: It is possible to move all the candidates you want to interview into Interview Scheduled and then contact the candidates to schedule the interview. You can then update the time by clicking on the time listed under the last column Interview (Figure 9-7) 11. OPTIONAL: Make sure that all candidates under Interview Scheduled have the correct date and time listed next to their name and send notifications to all candidates (see Section X) Reject a Candidate 12. Check the box next to the Candidate name(s) you wish to reject Figure 9-5 a. Note: If you are selecting multiple candidates they will all need to have the same rejection reason or you will need to go in and edit their rejection reasons. 13. In the Action dropdown select Reject 14. Click Go 15. Complete the Reason field from the dropdown and complete the Comments section with the specifics of the reason Figure 9-6 a. Note: If you do not see the specific reason please choose the closest option and let your Agency HR know 16. Click on Save, the candidate(s) now appear under the Rejected section 17. Repeat the steps for each candidate you do not want to hire Section IX Page 3

18 Section IX - Online Hiring Center a. Note: Once you assign a rejection reason to a candidate that rejection reason will not automatically be removed if you move the candidate out of the Rejected section. If you accidentally reject a candidate and need to have them reset please contact Agency HR. Section IX Page 4

19 Section IX - Online Hiring Center Make a Hire Approval Request Note: To submit a Hire Approval Request it is required that you attach a document for the Request for Hire Approval Checklist and Pre-Employment Certification. 18. Select the checkbox next to the candidate you want to request hire approval for. a. Note: This can be done from either the Referred tab or Interview Scheduled tab 19. Select Hire from the Action dropdown Figure Click on Go 21. On the Hire Approval Request Form (Figure 9-8) fill out the following fields only: a. Comments is where you can include dispo comments and provide any additional information about the hire request that you would like HR to consider. b. Level Hired At If you are hiring a flexibly staffed position please provide the level the candidate would be hired at if approved. 22. Ensure all internal approval procedures have been followed and check the No Approvals box and do not fill out any other information 23. Click on the Save button at the bottom of the screen (Figure 9-8) a. Save Allows for you to add attachments and check that you have done all your other dispositions before sending the request to HR. b. Save and Release - This releases the Hire Approval Request and any attachments to HR. Section IX Page 5

20 Section IX - Online Hiring Center Figure The Candidate should now appear under the Hired section a. Note: This does not give you permission to make a job offer to this candidate. HR still has to authorize the hire 25. Click on Details under the Hire column in the Hired Section to attach required documents (Figure 9-9) Figure At the bottom of the Hire Details page find Attachments and click Add New (Figure 9-11) Section IX Page 6

21 Section IX - Online Hiring Center 27. Fill out the form (Figure 9-10) to add the required documents a. File Description This is where you include an appropriate label for the file being uploaded. For the two required labels use the following labels: i. Request for Hire Approval Checklist ii. Pre-Employment Certification iii. Other documents if applicable (Nepotism Waiver, Firearms Certification, Transcripts, etc.) b. File This is where you will click browse and find the document you wish to upload Figure To attach another file click Attach another file and repeat step 27 and 28until you have added all documents 29. Click Upload to attach the documents to the Hire Approval Request 30. In the Hire Details page (Figure 9-10) click Edit to go into edit mode in order to access the Save and Release button. a. Note: Once in edit mode you can make any necessary changes before submitting to HR. Section IX Page 7

22 Section IX - Online Hiring Center Figure Click Save and Release a. Note: This releases the Candidate back to the Agency HR staff for Hire Approval 32. At this point if you have not rejected all other candidates go back to Reject a Candidate (Section IX page 3) and follow the steps a. Note: Once the Agency HR has approved the hire you will receive an with the appropriate paperwork for your agency (This ends the section on the Referred List) Section IX Page 8

23 Section X Online Hiring Center Send Notices Role: Hiring Manager Environment: Online Hiring Center Note: Most notices should ONLY be sent after HR has approved your hire request to inform other candidates of their rejections. For notices after a hire has been approved make sure that you have properly dispo d all candidates and have at least one candidate hired and the rest rejected. If you have chosen to use the Interview Scheduled section you will want to send notification only, as a reminder, so that candidates can confirm receipt of the s. If you are unable to send notices contact your Agency HR. Figure Notifications 1. Check the box next to the name(s) of the candidate(s) that you want to send an Notification (Figure 10-2) a. Note: If you have already sent a notice to the candidate a View link will appear under the Notices column (Figure 10-2) b. Note: Do not select a candidate to receive an if you do not see a dot in the Notify column c. Note: You can select multiple candidates to send notifications to and you can select a different to send to each candidate. 2. Select Notify from the dropdown 3. Click Go Figure 10-2 Section X Page 1

24 Section X Online Hiring Center 4. Select the Template(s) for the you want to send to each candidate (Figure 10-3) a. Note: the disposition you assigned to the candidate will appear above their name 5. Click Generate Notices to preview the (s) before sending a. Note: The choices of Templates can be limited based on the disposition of the candidate. If you are not seeing the option you need double check that the candidate has the correct disposition. b. Note: If you do not see the template for the you want to send notify your agency HR Figure Review the message(s) being sent and check that it is what you want to send (Figure 10-4) 7. Click Send, this will the notice to the candidate(s) a. Note: If you notice an error in the notification please inform your agency HR b. Note: You can send multiple notifications of different templates at the same time by selecting more than one candidate and selecting which template to use for each candidate. It follows the same process as outlined here there are just more candidates to select templates for and more s to preview. Section X Page 2

25 Section X Online Hiring Center Figure 10-4 Print Notifications Note: This is an example of selecting multiple candidates to send a notification to and can be done with s as well as Print Notifications. You can also send or download a notification to a single candidate at a time 8. Check the box next to the name(s) of the candidate(s) that you want to send an Print Notification to (Figure 10-5) a. Note: If you have already sent a notice to the candidate a View link will appear under the Notices column (Figure 10-5) b. Note: You can select multiple candidates to send notifications to and you can select a different to send to each candidate. 9. Select Mail Merge from the dropdown 10. Click Go Section X Page 3

26 Section X Online Hiring Center Figure Select the Template for the letter you want to print and send to that candidate(s) (Figure 10-6) a. Note: the disposition you assigned to the candidate will appear above their name 12. Click Generate Notices to download the letter(s) and label(s) a. Note: The choices of Templates can be limited based on the disposition of the candidate. If you are not seeing the option you need double check that the candidate has the correct disposition. b. Note: If you do not see the template for the letter you want to send notify your agency HR Figure 10-6 Section X Page 4

27 Section X Online Hiring Center 13. Select the type of labels you want to print (Figure 10-7) 14. Click the Microsoft Word Symbol to download the Mail Merge and Mailing Labels a. Note: If you notice an error in the notification please inform your agency HR b. Note: You can download multiple notifications of different templates at the same time by selecting more than one candidate and selecting which template to use for each candidate. It follows the same process as outlined here there are just more candidates to select templates for and more s to preview. Figure 10-7 (This ends the section on Sending Notices) Section X Page 5

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