Position/Applicant Tracking Training Guide One team, one goal... exceeding expectations together
Managing the Applicant Pool From the Employment Application Administration Main Menu, click on the Position/Applicant Tracking link to view and manage the positions for which you have been granted access TIP: The Employment Application Administration page can also be accessed via the MDC Employee Home Page. Select Administrative Resources, then HR Online Application. 2
Managing the Applicant Pool TIP: The missing Delegate Access Icon means you are not able to grant access to anyone. The positions with the Icon allows you to grant access. When Position/Applicant Tracking is selected on the Employment Application Administration page a list of all positions that you have been granted access will be listed. Position Examples listed above: 1. Part-time position 2. Full-time position 3. On-going Part-time position. 3
Description of Assigned Roles Access Delegator Assigned to an individual whose sole responsibility is to grant access to individuals identified by the Hiring Manager or Committee Chair. Hiring Manager Assigned to the individual who will charge the Committee and who will be the direct supervisor of the new hire. Hiring Managers are not able to grant access at this time; however, enhancements to the system in the near future will allow Hiring Managers to grant access to Committee Members. Hiring Managers have the ability to view and print all applications. Committee Chair Assigned to the individual who will Chair the Selection Committee. Committee Chairs can grant access. Committee Chairs are responsible for documenting the selections and moving the names forward for second interview to the Hiring Manager. Committee Chairs are responsible for collecting all interview documentation and forward to Human Resources in a timely manner once the position has been closed. Committee Member Assigned to individuals who will participate in the prescreening of applications within the specified timeframe and arrive at a consensus as to who will be interviewed by the committee. In the Applicant Tracking System, Committee Members are allowed to view and print applications only. After conducting interviews, Committee Members are responsible for providing interview notes to Committee Chair for processing. 4
Assigning an Access Role Access Roles Selection screen used to grant access Assigned roles determines the actions allowed to perform for a specific pool A Hiring Manager must be assigned in order to begin the selection process. 5
Committee Review Note: If a Hiring Manager has not been assigned to this position, the Committee Chair will receive a message to select the Hiring Manager Once a Hiring Manager has been assigned, the Committee Chair may select the applicants for first interview 6
Committee Review After receiving an email with the link to the applicant pool, the committee chair will be able to set a review end date. To do so, the committee chair will click on the Select Applicants For First Interview link. Note: The Committee Chair will only be able to proceed if a Hiring Manager has been assigned to the position. The following screen will allow the user to enter the end review date and select those applicants that will be considered for a first interview. Note: The first review date is either the date created by the system when the position is posted (14 days), the date the Committee was charged or the end date of a previous review 7
Committee Review Once the interviews have been conducted, the committee chair will be able to select the reason why either an applicant was moved to the second interview pool or did not qualify for a second interview, eliminating the need to complete the HR Interview Summary Form. An interview date must be entered for each of the applicants. Once all the fields have been filled out, the user should click on the Select Applicants For Second Interview link. Based on the reason selected, the system will automatically move the applicants eligible for a second interview to the Second Interview pool. This action will trigger an email to the hiring manager with a link to the Second Interview pool. On this screen, the user has also the option of adding reviewed applicants to the First Interview pool. To do so, the user should click on the Add Applicant To First Interview Pool link, this will change the reason previously selected for that applicant from non-recommended to recommended. 8
Committee Review If an interview date or a reason is not provided for an applicant, the system will display a message to alert the user in order to correct the problem. In the example below, the interview date is missing for the first applicant. 9
Committee Review In the example below, all required information is missing for the last applicant on the list. Note: A date and reason must be selected for all applicants in order to proceed. Once all the information has been submitted, the user will not be able to go back and modify any of the information just entered. All fields will be greyout. SEE BELOW 10
Hiring Manager Review The Hiring Manager will receive an email with the link to the following screen: Once the interviews have been conducted, the hiring manager must provide an interview date and select the reason for recommendation or non-recommendation for each applicant in the Second Interview Pool, eliminating the need to complete the HR Interview Summary Form. Once all the information has been entered, the user should click on the Select Applicants Recommended For Employment link. Based on the reason selected, the system will automatically move the eligible applicant(s) to the Final Candidate pool. On this screen, the user has also the option of adding interviewed non-selected applicants to the Second Interview pool. To do so, the user should click on the Add Applicant To Second Interview Pool link; this action will change the reason previously selected for that applicant from non-recommended to recommended. In addition, the user has the option to submit the position for an additional review in the event that none of the applicants qualify to be recommended for employment. In this case, all the information must be provided, and the user should click on the link Submit Position For Additional Review. Note: If an interview date or a reason is not provided for an applicant, the system will display a message to alert the user in order to correct the problem. 11
Hiring Manager Review In the example below, an interview date is missing for the first applicant interviewed by the Hiring Manager. 12
Hiring Manager Review In the example below, all required information is missing for the last applicant on the list. Once all the information has been submitted, the user (Hiring Manager) will not be able to go back and modify any of the information just entered. All fields will be grey-out. SEE BELOW 13
Hiring Manager Request Salary Offer Hiring Manager requests the salary quote by clicking on the Request Salary Offer link. HR Employment Department receives email with a link to this screen. Salary Offer Status will change to Requested (with date requested). HR will process the salary quote and send to Hiring Manager via the Online Applicant Tracking System. 14
Hiring Manager - Salary Offer Status Salary Offer Status will change according to the steps taken: Requested (with date) Waiting for Approval Completed (with date) Salary Offer Status changes to Completed once the salary offer has been approved Hiring Manager and the appropriate Administrative chain will be notified 15
Hiring Manager - Salary Offer Status If the offer is accepted, HR user clicks on the Accepted link HR will close the position. HR will send email notifications to applicants interviewed but not selected. If the offer is not accepted, HR user clicks on the Not Accepted link Hiring Manager may select the link Position may be submitted for an additional review. HR user clicks on the link 16
One team, one goal... exceeding expectations together 17