User Guide for External Candidates

User Guide for External Candidates Release 13A Canada Mortgage and Housing Corporation August 2013 Developed for CMHC by: Remi R. Paquette Revised by: Kristen Provost Document Version: 1.0

Table of Contents Introduction... 3 Accessing CMHC s Job List... 3 Job List Layout... 4 Features to Help You... 5 Account... 6 Creating an Account... 7 Changing Your Password... 10 Changing Your Personal Information... 12 Setting Your Email Address... 13 Other Settings... 14 Job Posting Notification... 14 Job Submission Ackowledgement... 15 Deactivating Your Account... 15 Profile... 16 Creating a New Profile... 16 Access my profile... 16 Editing Your Profile... 18 Application Process... 18 Steps... 18 Personal Information... 20 About You... 21 Pre-requisites... 21 Pre-Screening Questions... 22 Application Documents... 22 Employment Equity... 24 Summary... 25 Save As Draft... 26 Submit your Application... 27 Thank You Page... 27 Messages... 28 Message Center... 28 Correspondence Language... 28 Cannot Login... 30 Page 2 of 31

Introduction You want to apply for a job at CMHC, but you don t know exactly how to proceed. This guide will help you through the application process, from submitting your information to changing your account password. Accessing CMHC s Job List Before you can apply for a Job at CMHC, you need to know which jobs are available. You can access the current job opportunities at CMHC by following the 3 easy steps below: 1. Open an Internet browser on your computer. 2. Access the CMHC website and click on Careers. 3. Then click on Current Job Openings under the Careers section. Page 3 of 31

Job List Layout After clicking on the Current Job Openings link, you will have access to the job list. The following screen identifies the different part of the list and how it may help you. Job Search This tab will display all the current jobs posted at CMHC. My Jobpage This tab displays the status of all your submissions. Page 4 of 31

If you did not apply to any opportunities yet, your tab will be empty. If you wish to remove your application from this job opportunity, click on Withdraw. My Messages This tab will display all correspondence that was sent to you in the past 6 months (up to 100 emails). Click on Sign In if you want to log to the system. If you do not have an account, you can create one easily. Just follow the instructions provided further in this document. Identifies the number of job openings at CMHC. The job description link. Click on the title to know more about the job opportunity Some relevant information about the opportunity is displayed. Click on Apply now to submit an application. Click on Access my profile to edit information only available in your candidate profile. This legend explains the meaning of the different icons found on the job list page or if you re in My Jobpage. The icon signifies that you started a job submission for this opportunity but was never completed and saved as a draft. The icon signifies that you have successfully submitted an application for this opportunity. Click on My Accounts Options to edit your password, account information or email. Features to Help You In addition to the actions listed above, there are some extra features that might help filter out your perfect opportunity at CMHC. Page 5 of 31

If there are many jobs identifies, you can specify to only restrict the viewing to certain number of jobs per page. By default, this field is set to 25. You can also choose the way the list is sorted. You can sort by: Posting Date, Job Title or Location. The line directly under the position title will always identify the location. So if you are location for a job opportunity at a specific location, you can easily scan the job info for your perfect match. The Position Level, Position Status, Language Designation, Eligibility as well as the date that the job was posted are displayed. Account In order to apply to a job opportunity, you must, at a minimum, create a system account. Without an account, CMHC does not know who you are and you cannot proceed with the job submission. Page 6 of 31

Creating an Account Creating an account is easy. There are two ways to create an account, by signing-in or by applying to a job. To create account by signing-in, follow these steps: 1. Click on the Sign in link from the job list page 2. On the next screen, click on the New User button. 3. Select I Accept and click on Continue. Page 7 of 31

4. Enter your User Name, Password and Re-enter your Password. Page 8 of 31

5. Enter an email address 6. Click on Register. Page 9 of 31

7. The next screen will ask you a security questions (in case you forget your password). Enter your question and specify the answer. 8. Click OK once done. You will be redirected to the job list. Changing Your Password To change your password, follow these steps: 1. Log in to your account with the My Account Options link at the top of your job list screen. 2. Enter your User Name and Password (if not already logged in) and click on Login. Page 10 of 31

3. Scroll to the section on Login Information. Click on Edit. 4. Enter your Current Password, then confirm twice your New Password. Click on Save once done. Page 11 of 31

5. You can also reset your Security Question and Answer from this screen. Changing Your Personal Information To change your Personal Information, follow these steps: 1. Log in to your account with the My Account Options link at the top of your job list screen. 2. Scroll to the section on Personal Information. Click on Edit. Page 12 of 31

3. Enter or modify your personal information and click on Save once done. Setting Your Email Address To change your Email Address, follow these steps: 1. Log in to your account with the My Account Options link at the top of your job list screen. 2. Scroll to the section on Personal Information. Click on Edit. 3. Scroll to the bottom of the screen. Page 13 of 31

4. Enter your new email address and click on Save. Other Settings Other options are available in My Account Options. Right under the Login Information section, you will find the Correspondence section. This section allows you to modify your correspondence language. By clicking on Edit, you can activate other email notifications such as the Job Posting Notification and the Job Submission Acknowledgment. Job Posting Notification By selecting Yes, you will receive an email notification every time a job, matching your profile, is posted. In order to decide if a job matches your profile, the system will base its decision on your selected Work Preferences, in Access my profile. To activate this feature, the following option needs to be selected: Page 14 of 31

The option is found at the bottom of the Work Preferences page. Job Submission Acknowledgement When Yes is selected, and you submit an application for a job posting, you will receive an acknowledgement in your message center. The message will confirm that your job submission has been received. These settings can be modified at any time. Deactivating Your Account To deactivate your account, follow these steps: 1. Log in to your account with the My Account Options link at the top of your job list screen. Page 15 of 31

2. Click Deactivate next to the page title. 3. A warning screen will appear and ask you if you are sure you want to deactivate your account. The warning will also note that by deactivating the account, the system automatically withdraws all your active job submissions. Click Yes. 4. After deactivation, the system will redirect your to the job list. Profile Unlike your system account, you do not need to create a profile to apply for a job. However, it is recommended to have an active profile on the system because it will help you in the job submission process. It s a quick and easy way to fill in the application with already known information. Creating a New Profile You can create a new profile two different ways: Through a job application (the data given at the submission process will also be taken to create your profile) Through the Access my profile link. The steps to create a new profile through the job application are enumerated in the Application Process section of this guide. Access my profile To create your profile, follow these easy steps: Page 16 of 31

1. Log in to your account with the Sign in link at the top-right of your job list screen. CMHC Taleo User Guide for External Candidates 2. Once logged-in, click on the Access my profile link. Once logged in, you will see a completely new screen. The new screen is explained below. The active page you are on will be highlighted for easy location. Page 17 of 31

The Progress Bar shows you how many pages there are in the Profile. Use the icons to navigate through the pages (if there are more than 7). and Click on the Save as Draft button if you cannot complete your profile but want to save the information and return to it at a later time. Click on Save and Continue once your have completed the page with the appropriate information. The page title where you are right now. Below are the text fields you need to fill-in in order to complete your profile. Required fields are marked with a icon. Identifies the current step you are on, and how many steps there are to go. You can access your Account Options with this link. Sign Out using this link. Use the Quit button if you no longer wish to continue your profile. You will be redirected to the job list. Editing Your Profile Once your profile has been created, you can edit the content of it at any time. Simple click on the Access my profile link and continue the same steps as if you were creating a new profile. The only difference is that there will be information in the fields already. Application Process CMHC s application process consists of 7 pages. It is important to note that the same fields are also available from the candidate s profile. So if you filled in your profile correctly, there are only a few fields that need your attention during the job application. Steps To successfully submit an application, you need to fill (or confirm) 7 different pages. At the top of the first page, you will see a progress bar to help you navigate the various pages. If the text in box is underlined, this means you have successfully finished that step and can go back to it at any time. If the text is not underlined, then there is no link offered, which mean you have yet to fill that part of the application. Page 18 of 31

The job identification: Title, Level and Job Number. The current page is always highlighted. Pages with no links (no underline) cannot be viewed. You must go through the sequence and complete each page accordingly. You can navigate the pages by using the and buttons. Use the Save as Draft button to save your information without submitting your application Use the Save and Continue button to save your information and continue to the next logical page. This indicates the current step and the total amount of steps you must go through in order to submit successfully your application. 8 Use the Quit button if you no longer wish to submit your application. Here are the various steps you will need to go through: Personal Information About You Pre-requisites Pre-Screening Questions Application Documents Employment Equity Application Summary Page 19 of 31

Personal Information You must fill in the fields labeled with a red asterisk. Fill in the Title Fill in your First and Last Name Specify your Place of Residence Once you select a Country, a Province field will automatically appear. Once you select a Province, a City field will automatically appear. Enter a valid Email Address. Specify which phone number is the primary one. Once the primary phone number is identified, then this field becomes required. Page 20 of 31

Fill in the rest of the form accordingly and click on Save and Continue. About You You must answer basic questions about yourself and identify the Source Type. CMHC Taleo User Guide for External Candidates Pick the best answers, and click on Save and Continue. Pre-requisites You must answer the pre-requisite question(s): Pick the best answers, and click on Save and Continue. Page 21 of 31

Pre-Screening Questions Answer the questions in the general questionnaire. Pick the best answer, and click on Save and Continue Application Documents The resume screen is made up of 3 major parts: Attachments Cover Letter Resume Below is a screen shot that explains the Attachments portion of the screen. Please note that attaching a resume is optional. CMHC does not require resumes in other format than the plain text format. Page 22 of 31

To attach a resume, you must first choose the file from your computer. Click on the Browse button to display the file selection wizard. Once the file is identified, click on the Attach button. You can make comments on each and every file that you attach to your application. You can see the files that are currently attached to your application. You can click on the link to view your file. The Cover Letter needs to be pasted directly into the appropriate field. To copy and paste a cover letter: 1. Open the cover letter file and highlight the text to copy. 2. Hold down Ctrl + C simultaneously. 3. The text is now copied. 4. Place the cursor in the plain text cover letter field and hold down Ctrl + V simultaneously. 5. The text is now pasted. The maximum length allowed in the cover letter text field is 4000 characters. Page 23 of 31

The Resume needs to be pasted directly into the appropriate field. To copy and paste a resume: 1. Open the original resume file and highlight the text to copy. 2. Hold down Ctrl + C simultaneously. 3. The text is now copied. 4. Place the cursor in the plain text resume field and hold down Ctrl + V simultaneously. 5. The text is now pasted. The maximum length allowed in the resume text field is 64000 characters. Once you have entered all that is required, click on Save and Continue. Employment Equity The employment equity screen is a voluntary identification page where you can specify if you are a: Aboriginal person Person with a disability Member of a visible minority Male or female Aboriginal Peoples "Aboriginal peoples" means persons who are Indians, Inuit or Métis. Persons with Disabilities "Persons with disabilities" means persons who have a long-term or recurring physical, mental, sensory, psychiatric, or learning impairment and who consider themselves to be disadvantaged in employment by reason of that impairment, or believe that an employer or potential employer is likely to consider them to be disadvantaged in employment by reason of that impairment, and includes persons whose functional limitations owing to their impairment have been accommodated in their current job or workplace. Page 24 of 31

Members of Visible Minorities "Members of visible minorities" means persons, other than aboriginal peoples, who are non-caucasian in race or non-white in colour. Gender This is for gender equity purposes. Definitions are displayed in information boxes, on the right side of the screen. If you do not wish to answer the questions, choose the option I wish to abstain from the drop down menu. Once you ve answered the questions, click on Save and Continue. Summary The last screen before submitting your application is the Summary screen. Click on the Edit button of each section if you wish to modify the content. Page 25 of 31

Save As Draft Through out the application process, you can save your submission as a draft and come back to it at a later time. You can then access the job list and continue your submission later, or withdraw if you are no longer interested in this opportunity. To retrieve your draft submission, go to the My Jobpage tab. In order to be able to submit your application, the draft must be completed before the deadline to apply (found in the job description). Page 26 of 31

Submit your Application Once your submission is complete and you are on the last screen (summary), you can submit successfully your application. However, before submitting the application, you can either email yourself a copy or print a copy by clicking on Print/Email. You will then be redirected to the application displayed in a printer-friendly format. Use the browser s print function to print or click on Email me a copy to receive an electronic version. Click on Back to prior page to return to the actual application, in order to submit. Thank You Page Once the application has been submitted, this brings you to the Thank You page. Only at that stage of the process is your application considered completed. Page 27 of 31

You will also receive a message indicating that your job submission was received, if you have selected the option. To view the message, go to the My Messages tab. Messages Message Center Every time a message is sent to you via the message center (found under the My Messages tab), you will receive an email notification to go check your message center, identical to the one below: There are two ways to access your message center: 1) Click on the link, in the email notification. You will then be redirected to the Careers section, where you will be prompted to sign in. 2) Go directly into the Careers section, sign in your account and go to the My Messages tab. Page 28 of 31

Unwanted emails can be deleted by clicking on the Delete link to the right of each message. Once deleted, you will not be able to retrieve the message. Correspondence Language The language of the correspondence received is determined by the language preference chosen in your account options. To modify the language go to My Account Options. From there, click on Edit in the Correspondence settings. Page 29 of 31

Select your language preference and click on Save. Cannot Login You have five login attempts before the system locks you out for security reasons. You should try first to retrieve your user name or password by clicking on either Forgot your user name? or Forgot your password? Page 30 of 31

If you ve forgotten your user name: Enter your email address and click on validate. Your user name will be revealed. If you ve forgotten your password: Enter your user name and email address. A temporary password will be sent to you via email. You will then be prompted to change your password the next time you access the Careers section. If you get locked out: On your last attempt, a warning will be displayed. If you still enter the wrong password, you will receive the following message: If you need your account to be immediately unlocked, please send a request to recruitment@cmhc.ca. If you have any general questions about CMHC s applicant tracking system or the recruitment process, please send a note to the same address: recruitment@cmhc.ca. Page 31 of 31