How to Shortlist using 2xB

Transcription

1 How to Shortlist using 2xB Contents: Section for Local HR / School Administrators Page 2 - Top Tips for shortlisting Page 5 Editing the Display Panel Immigration Control Page 7 Changing Candidate Statuses Page 15 Creating a Spreadsheet for Shortlisters Page 20 Elinking Candidate Details Page 28 Elinking Candidate Details and the Spreadsheet to the Shortlisters Section for Shortlisters Page 30 Viewing Candidate Details and Shortlisting Spreadsheet Page 32 Completing the Spreadsheet Page 34 Attaching the Completed Spreadsheet to the Requisition Section for Local HR / School Administrators Page 39 Viewing the Final Spreadsheet Page 42 - Changing the HR Statuses Reference Requests Page 49 General Information on Requesting References Page 51 Requesting References for Academic Posts Page 57 Requesting References for Non-Academic Posts Amending HR Statuses Page 61 Returning a HR Status to the original / a different stage 1

2 Top tips: Complete the tasks in the following order: o Make sure that the candidates results panel has the Are you free from Immigration Control, and able to remain and work in the indefinitely in the UK? column in the display. o Local HR / School Administrator will change candidate status to Shortlisting in progress o Local HR / School Administrator will create a spreadsheet for shortlisters o Local HR /School Administrator will elink candidate details to self o Local HR / School Administrator will candidate details and spreadsheet to shortlisters o Shortlister will complete spreadsheet and upload completed (final) spreadsheet to Requisition o Local HR / School Administrator will change candidate statuses to reflect the decision of the shortlisters Always put the vacancy number at the start of the filename when saving the spreadsheet (the system will only save a spreadsheet with a title of less than 50 characters). Remember to request references for candidates applying for academic posts prior to interview stage. For candidates applying for non-academic posts, references will only be requested for the successful candidate (following interview). 2

3 Candidate applications may be reviewed at any stage following submission to the system, either as and when they arrive, or in a batch following the closing date. At the point the application is under review, the HR status should be changed to Shortlisting in progress. Go to the All Open Reqs panel on the homepage, and find the relevant requisition. 3

4 Click on the number of candidates that have applied for the vacancy. A new Candidate Results panel will open on the home page. Maximise this panel. 4

5 Editing the Display Panel Immigration Control Once the candidate results panel is maximised, it is essential that you include in your display, the column Are you free from Immigration Control, and able to remain and work indefinitely in the UK? This column will allow the recruiters and shortlisters to ascertain at a glance if a candidate will require a Certificate of Sponsorship to work in the University, and if it necessary, therefore, for a post to be advertised for 4 weeks to satisfy the Resident Labour Market Test. Other columns may be added or removed in exactly the same way if required. To add this column, click on Display and select Edit columns. 5

6 Drag and drop the item from the available columns into your selected columns, and click save. 6

7 Changing Candidates Statuses All candidates that have applied for the vacancy will be visible in the panel at the New Candidate status. 7

8 Multiple changes of HR statuses can be undertaken by clicking in the box (See below). Click this box to select all candidates. 8

9 Changing the status of the candidates from New Candidate to Shortlisting in progress can be carried out in two ways. Firstly, by selecting single, multiple or all candidates and clicking on the HR Status. See 3 examples below. Example 1 Select a single candidate and click on HR Status 9

10 Example 2 Select multiple candidates and click on one of the candidate HR Statuses. Example 3 Select all candidates and click on one of the candidate HR Statuses. 10

11 The following screen will be displayed, with a list of the available HR Statuses. Select Shortlisting in progress. Click on the Save button to save change to status. 11

12 Alternatively, select candidates and click on the Actions tab, and select Update Status. 12

13 Ensure all required candidates are selected in list and select the Shortlist in progress button. Click Update. 13

14 You will receive a confirmation message that statuses have been changed. 14

15 Creating a Spreadsheet for Shortlisters The shortlisting panel will be required to capture their decisions for each candidate in a spreadsheet. The spreadsheet will be generated from 2xB and exported to excel, and sent to the shortlist panel via an . To create the spreadsheet, select all candidates, click on the Actions tab and select Export to Excel. 15

16 The following message will be received. Click open. The following spreadsheet will be created. 16

17 Not all information on the spreadsheet will be required. The name of the candidates and the Asylum & Immigration information is needed but delete the other columns. Highlight the columns that are not required and delete 17

18 Add a Title for the spreadsheet, and add additional columns for Rationale and Decision, and any additional columns that may be possibly be needed by the shortlist panel may also be included. Add a title for the spreadsheet, and suitable headings for Name, Decision, Rationale and Asylum and Immigration information. 18

19 Save the spreadsheet as an Excel Workbook, with a title of no more than 50 characters. It is useful to use the Post Reference Number at the start of the title. 19

20 Elinking the Candidate Details Once the candidate statuses have been changed, the candidate details and the excel spreadsheet will need to be sent to people who are involved in the shortlisting process. This will be done by sending an . Ensure all required candidates have been selected and click on the Actions tab. Select Send elink. 20

21 The following screen will pop up. Maximise the screen. 21

22 Local HR / School Administrator should select themselves as the recipient from either the System Users drop down list, or by inserting their address into the Non-System Users box. The Forms to View and Forms to complete sections may be bypassed. School Admin / HR should select or input themselves, using one of the sections. Select Include HR Status as a default. 22

23 The file attachments section will be any supporting documentation that a candidate has attached to their Application, such as a supporting statement or publications. Click on Selection Details to view all available supporting documentation for candidates. 23

24 Maximise window for an improved view of the supporting documents within the box. 24

25 All of the supporting documents for each candidate should be listed, select the documents that you require the shortlisting panel to view, and click OK to save selections. 25

26 Tick Include Req information as a default, insert a Subject for the elink and a relevant message if applicable, and click send. 26

27 Confirmation that the elink has been sent to the Local HR / School Administrator will be received, including the names of the candidates whose details have been sent. 27

28 Elinking the Candidate Details and the Spreadsheet to the Shortlisters The will be received by the Local HR / School Administrator (see below), containing the details of the candidates. 28

29 This will now be forwarded to the shortlisters, with the excel spreadsheet (created previously) as an attachment. 29

30 Section for Shortlisters Viewing Candidate Details and Shortlisting Spreadsheet Here is an example of the that a shortlister will receive at this stage. This contains elinks to the candidate details and any supporting documents that they will have uploaded to their questionnaire. They also have access to the spreadsheet that they will need to complete with the final decisions of the shortlisters. The shortlister will click on each individual elink to view the details for that candidate. 30

31 This is the view of the candidate details from the sent to the shortlister. The shortlister can view the candidates CV, and Attachments from this screen. See below. CV and Attachments can be viewed under these tabs This is the view of the spreadsheet that opens when the attachment in the is clicked. 31

32 Completing the Spreadsheet Inputting the decisions of the shortlist panel Following a consultation of all people involved in the shortlisting, the spreadsheet should then be completed by the recruiter with the final decisions inserted into it. See below. The decisions of the shortlisters are inserted into the spreadsheet, with the reason for their decisions. 32

33 The completed spreadsheet should be saved as an Excel Workbook using a different name (no more than 50 characters). Again, it is recommended that the Post Reference Number is used. 33

34 Attaching the Completed Spreadsheet to the Requisition To enable Local HR / School Administrators to view the shortlisting spreadsheet and for there to be a record of the decisions made, the recruiter will need to attach the completed spreadsheet onto the requisition. Go to All Open Reqs and locate the requisition. Enter the requisition by clicking on the Post Reference Number. 34

35 Click on the Attachments tab and click on Upload New Attachment. 35

36 Search for the saved spreadsheet by clicking Browse. Locate final shortlist spreadsheet 36

37 Select Requisition Document from the Category drop down menu, select All for Language and then click upload. 37

38 Confirmation message that spreadsheet has been attached will be received. 38

39 Section for Local HR / School Administrators Viewing the Final Spreadsheet The spreadsheet is now available to be viewed by whichever user in the School / Directorate will be required to update the HR statuses in 2xB. Find the Requisition in All Open Reqs and enter the requisition by clicking on the Post Reference Number. 39

40 Once in the requisition, go the Attachments tab, and click on View Attachment. In the new window, click on the link for the spreadsheet. 40

41 Open the file. The final shortlist may now be viewed. 41

42 Changing the HR Statuses The decisions of the shortlisting panel may now be inputted into 2xB. Go to the Candidate Results panel to change the HR statuses to reflect the decision of the shortlisting panel. See examples. 42

43 Example 1: Candidates will be called for interview and the steps required to change their HR statuses are below. Select those candidates to Shortlist, and click on the HR Status. A drop down menu will appear. 43

44 Select Shortlisted Candidate from the drop down menu. And select Save to accept change to status. 44

45 Example 2: Candidate to be made reserve and the steps required to change the HR status Select candidate to Reserve. Click on HR status and select Reserve Candidate from the drop down menu. 45

46 Save change to status. 46

47 Example 3: Candidates to be rejected pre-interview and the steps required to change their HR statuses. Select candidates to reject pre-interview, and click HR status. Select Candidate Rejected Pre-Interview from the drop down menu and save status. 47

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49 Reference Requests General Information on Requesting References References are an important part of the selection process. Their role is primarily to confirm information given elsewhere in the application process, although some referees may be willing to comment on an individual s match to a role. Certain organisations now have a policy of providing standardised reference letters, which give details only of job title, start and end dates, and little or no information on the execution of the job duties. These references are acceptable to the University, providing they verify the information disclosed by the candidate. When to request a reference? For academic vacancies, you will be prompted to request references at preinterview stage. For non-academic vacancies, you will only be required to request references for the preferred candidate, post-interview. This applies unless a candidate requests that their current employer is not contacted unless an offer of employment is likely. In this situation, the candidate s wishes should be respected. Who may be asked for a Reference? Candidates will be asked at application stage for the contact details for 2 referees. At least one reference should be from the current, or most recent, employer. For candidates without recent work experience, educational and character references are acceptable. Reference requests should be made to referees who will not be involved in any decision-making process. Where candidates list an interview panel member as a referee, then the candidate must be asked for the details of another referee or the panel member should be replaced. If either of the above options is impossible, then please contact HR for information on how to proceed. How should references be handled, stored and distributed? It is extremely important to ensure that reference letters are handled and stored securely at all times. It is the responsibility of the Head of School / Directorate to ensure compliance in this area. 49

50 Through the content of the standard the University is attempting to limit the amount of irrelevant personal information given by referees on candidates. Despite this, there may be some referees who include information that is purely subjective and not relevant to the vacancy in question. As such, all reference letters can potentially contain confidential information that must be handled in a sensitive manner. The Chair of the Panel will be given all the original references for academic posts only in their Interview Pack and should distribute these references to the panel members following the interviews. This will assist in removing the potential for a breach in confidentiality and the need for photocopying the references. 50

51 Requesting References for Academic Posts Once a candidate is to be invited to interview and the HR Status is changed from Shortlisted Candidate to Arrange Interview Online / Offline, the Referee Details for that candidate will populate in a new window. 51

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53 If a candidate is applying for an academic vacancy and has given permission for their referee to be contacted at any time during the recruitment process, a reference may be requested at this point. Select Yes Send Automatic academic feedback request . 53

54 Do this for both referees if applicable and click on save. This will automatically generate the reference request s to the referees. See example 1. 54

55 Example 1 The reference feedback form is in the form of an elink. The referee will click on the link and the feedback form will open. See below. 55

56 The referee will complete the form and save once completed. It may be saved as a draft and returned to at a later date if required. The reference feedback form will automatically be saved against the candidate in the 2xB system. 56

57 Requesting References for Non-Academic Posts References will be requested for the successful candidate only, at post interview stage. 57

58 Click on the Add / View Forms button, and all forms held against the candidate will be displayed in a new window. 58

59 Find the Candidates Referee Details form and click on the Edit icon. The form will appear, and as before, ticking against Yes Send automatic non-academic feedback request , will generate the to the referee. 59

60 Do the same for both referees and click save. The to the referees will be generated automatically. 60

61 Amending HR Statuses Returning a HR status to the original / a different stage If a status needs to go back a stage, this should be carried out in the following way. In this example, a candidate status has been moved in error to Rejected preinterview instead of Shortlisted Candidate. 61

62 Select candidate by ticking box on left hand side. Click on the status to change. 62

63 From drop down list, select Advanced Options. 63

64 In new window, click Undo Status. 64

65 Select the required HR Status from the list provided and click update. 65

66 Confirmation that the HR Status has been changed will be received in a new window. 66

67 An alternative way of changing the HR Status is to highlight the candidate whose status requires changing. 67

68 Select the Actions tab and select Update Status. 68

69 The current HR status will be shown in the box. Click on Undo Status. 69

70 The new status appears in a new window. Click update to accept the new status. 70

71 Confirmation that the HR Status has been changed will be received. 71