recruiter manual

8/22/2019 Recruiter Manual

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RecruiterUser

Manual


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Contents

Section Page

How to access the eRecruitment system 2

How to accept applications into the Back office(submit web applicants)/unsubmit applications

4

How to delete an application if it has beenaccepted onto the Back Office (and thereforecannot be unsubmitted)

11

How to access details of your vacancy withinBack Office

22

How to filter applicants (within Back Office), byApplicant Status

28

How add an interview/shortlisting panel memberto/delete a panel member from a vacancy

29

How to set up an interview schedule 33

How to assign an interview schedule to interviewpanel members/shortlisted applicants

42

How to edit/delete an interview schedule 49

How to generate a PDF of applications receivedfor a vacancy

60

How to change applicant statuses within BackOffice

65

How to send an email to an applicant via thesystem

70

Before an offer is made - Before Offer Check 84

Offering the post to the successful candidate 86

How to request references via the system 92

How to complete appointment details once the

post has been offered to (and accepted by) thesuccessful candidate

99

How to appoint someone to a vacancy that hasnot been advertised

107

How to complete the User Defined fields 112

How to exit eRecruitment 123


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If you did not undertake Originator responsibility for the vacancy, you will firstly need toobtain the Vacancy Reference number from the Originator (they will have been sent anotification when HR authorised the vacancy and added the advertising dates).

How to access the eRecruitment system

If you havent previously used eRecruitmentFirst of all, you will need to add the eRecruitment channel to your MyEd account (for furtherdetails on how to do this, please see the How to add the eRecruitment Channel to MyEdmanual).

If you have previously used eRecruitmentLog in to MyEd (via Easewww.ease.ed.ac.uk) and launch eRecruitment.

Core Portal will launch (within the Recruiter role, the Portal is used to add aninterview/shortlisting panel member to/delete a panel member from a vacancy).

.
http://www.ease.ed.ac.uk/http://www.ease.ed.ac.uk/http://www.ease.ed.ac.uk/http://www.ease.ed.ac.uk/


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To access the Back Office(which is used to complete the majority of the Recruiters tasks),click on quick jump (at the top right-hand side of the screen).

Select CoreHR. The Core Back Office screens will then open.

Please note that once in Back Office, you can exit any screen by clicking on the red dooricon at the top.


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How to accept applications into the Back office (submit web applicants)/unsubmitapplications

In order to access applications for your vacancy (and to enable the interview/shortlistingpanel to view applications), you will need to submit web applicants (to accept applicationsinto the Back Office).

You can do this gradually (as applications are received) or you can submit all web applicantsonce the closing date is reached. Whichever way you choose to do this, you must ensurethat once the closing date is reached, all web applicants for the vacancy have beensubmitted.

Within Back Office (for further details on how to access Back Office, please see How toaccess the eRecruitment system,on page 2), click on Core Personnel (on the right-handside of the screen, under the Available Products heading).


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Click on Recruitment (in white text) at the very top of the screen.

Then select Recruitment Maintenance and Submit Web Applicants.


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Click Search and details of all applications within your area of responsibility will display.


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Vacancies will display in Vacancy Reference number (Vacancy ID) order, with the highestVacancy Reference number (most recently created vacancy) at the end of the list. You mightneed to scroll down to find your vacancy.

Double-click on the Vacancy ID for the required vacancy.

A list of all applicants for this vacancy will then display.


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How to submit all (or the majority of) applicationsClick on the Select All button at the bottom of the screen. A tick will appear in the check-box to the right of each applicants details to show that they have been selected (you can un-tick the check-box for any application that you do not wish to submit).


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Click on the Update button at the bottom of the screen and Update again when theApplicant Status box appears.

A message will pop up confirming that the applicants have been submitted. Click OK.


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How to unsubmit an applicationOnce you have accessed a list of all applicants for your vacancy (as described above), clickin the check-box to the right of the application that you wish to unsubmit. A tick will appearto confirm that the application has been selected.

Click on the Unsubmit button to the right of the application you wish to unsubmit.

A box will pop up. Type the reason you are unsubmitting the application and then click Save.

ClickYes to confirm that you wish to unsubmit the application.


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How to delete an application if it has been accepted onto the Back Office (andtherefore cannot be unsubmitted)

It should be noted that in general, this is only carried out if an applicant has realised that theyhave entered the wrong information into/attached a wrong document to an application andtherefore wishes to submit another application.

Within Back Office (for further details on how to access Back Office, please see How toaccess the eRecruitment system,on page 2), click on the Core Personnel tab under theMy Shortcuts heading at the left-hand side of the screen.


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Click on the Applicant Status icon.

The Applicant Status Maintenance window will open.


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How to find the applicant whose application you wish to deleteTo do this there are 2 options:

1) Type the Vacancy Reference number in the Vacancy ID field and then click on theSearch button.

A list of all applicants for the vacancy will display.


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2) Click on the blue [?] icon to the right of the Vacancy ID field


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Then scroll down to find the correct vacancy (vacancies display in alphabetical order of jobtitle in this list). If you scroll along to the right you will be able to see the Vacancy Referencenumbers (in the ID column) that correspond to the job titles.

Select your vacancy and then click on the OK button at the bottom.


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Click Search.

Details of all applicants for your vacancy will display.


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How to select the specific application that you wish to deleteSelect the applicant whose application you wish to delete and then click on the ApplicantDetail button at the bottom of the screen.

You will be taken directly to the applicants personal details.


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Select 2-Vacancy Detail from the Select Detail box at the top right-hand side of the screen.

A list of all the applicants submitted applications (within in your area of responsibility) willdisplay.


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If there are multiple applications, you might need to scroll down to find the correct application(this list displays in Vacancy Reference number order with the most recent at the end).

Click on the application that you wish to delete and then scroll along to the right, until youcan view the Delete button.


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Click on the Delete button.


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Provide a Deletion Reason and then click on the Delete Application button.

Click OK.


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How to access details of your vacancy within Back Office

There may be times when you wish to access the details of your vacancy.

If you are not already in Back Office, please see How to access the eRecruitment system,on page 2.

Click on the Core Personnel tab under the My Shortcuts heading at the left-hand side ofthe screen.


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In order to view details of applicants for your vacancy there are 2 options:

1) Type the Vacancy Reference number in the Vacancy ID field and then click the on theSearch button.

And a list of all applicants for the vacancy will display.


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2) Click on the blue [?] icon to the right of the Vacancy ID field.


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Then scroll down to find the correct vacancy (vacancies display in alphabetical order of jobtitle in this list). If you scroll along to the right you will be able to see the Vacancy Referencenumbers(in the ID column) that correspond to the job titles.



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Click Search.

Details of all applicants for your vacancy will display.


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How to filter applicants (within Back Office), by Applicant Status

Filtering applicants within a vacancy can be useful in order to view only applicants with aspecific status, or when sending emails to applicants with a particular status, for example.

Firstly, you need to access the Applicant Status Maintenance screen for your vacancy (ifyou are not already in this screen, and require guidance on how to access this, please seeHow to access details of your vacancy within Back Office,on page 22). A list of allapplicants for your vacancy will display.

From the Applicant Status pick-list, select the status for which you wish to displayapplicants. Then click Search.

Only applicant(s) with the specified status will display.


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How add an interview/shortlisting panel member to/delete a panel member from avacancy

Generally, the interview/shortlisting panel should be added to a vacancy shortly after it hasgone live.

How to add a panel member if he/she has been set up as an Interviewer in the eRecruitmentsystemWithin the Core Portal homepage (accessed via the eRecruitment channel in MyEd - forfurther details on how to access this, please see How to access the eRecruitment system,on page 2 ), click on My Vacancies on the right-hand side of the screen.


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Within the Current Jobs section of the screen, click on the magnifying glass icon to theright of the vacancy for which you wish to add an interview panel member.

Click on the Add button at the bottom right-hand side of the screen.


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Click on the arrow to the right of the Personnel No. field (to display a pick-list) and selectthe person you wish to add to the panel. This list displays in alphabetical order by surname.You can click on the arrow buttons at the bottom in order to scroll along to find the correctindividual.

Next, click on the arrow to the right of the Interviewer Type field and select whether thepanel member is an Internal (UoE) orExternal interviewer. You do not need to completeany other fields.

Click Save at the bottom of the screen.

And then OK.

What to do if a member of the interview/shortlisting panel is not set up on eRecruitment (asan interviewer)If you know that the person you wish to be on the panel does not have access to the system

(as an interviewer), contact the HR Systems team [email protected], who willarrange for access to be given.
mailto:[email protected]:[email protected]:[email protected]:[email protected]


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How to remove a panel member from a vacancyWithin the Interview Panel screen in the Portal, click on the red cross icon at the right-handside.

ClickYes and then OK.


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How to set up an interview schedule

Generally, both interview/shortlisting panel members and shortlisted applicants should beassigned to an interview panel

The panel member needs to be assigned to the schedule in order to be able to viewapplications and times of interviews (generally, this is done shortly after the vacancy hasgone live) and applicants need to be assigned to the schedule so that the interview panelcan view their applications, and so they can select an interview time slot (if applicable).

In order to do this, you need to access Back Office (for further details, please see How toaccess the eRecruitment system, on page 2).

Once you have accessed Back OfficeClick on the Core Personnel tab under the My Shortcuts heading at the left-hand side ofthe screen.


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How to access your vacancyTo do this there are 2 options:

1) Type the Vacancy Reference number in the Vacancy ID field and then click on theSearch button.


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2) Click on the blue [?] icon to the right of the Vacancy ID field


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Then scroll down to find the correct vacancy (vacancies display in alphabetical order of jobtitle in this list). If you scroll along to the right you will be able to see the Vacancy Referencenumbers (in the ID column) that correspond to the job titles.



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Click Search.


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How to create and add detail to an interview scheduleWithin the Applicant Status Maintenance screen, click on the Schedules tab (the secondtab from the left-hand side).

Click on the Add Schedule button.


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The Add/Edit Schedule screen will pop up.


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In the Description section, complete the following fields:

Title - Title of the interviews, tests etc. (this would usually include the title of the role)Assign Type Whether the interviews are group or individualApplicant Status - Whether you are inviting people for first interview, second interview etc.

The, Schedule Type, Round and Schedule No. fieldswill be pre-populated. You do notneed to do anything with these fields.

In the Scheduling section, complete all the fields:

Venue Where the interview will take placeStart Date If only on one day, enter the date the interviews will take placeStart Time This is the time that the first interview will startEnd time The time that the final interview will endDuration The duration of each in interview, in minutesLead time The period of time between each interview, in minutes

In the Breaks section, complete fields as applicable:

Morning The time that the morning break will startLunch The time that the lunch break will startAfternoon The time that the afternoon break will startDuration The duration of these breaks, in minutes

In the Misc. section, complete the fields as follows:

Board Convenes The time at which the interview panel will meetNo. Interview Slots The number of interview slots that are required (the system will

automatically make the interviews roll over to the next working day if there are too manyslots for the date specified (taking into account breaks specified etc.)Applicant Selection Allowed Click in this box (a tick will appear) if you wish candidates tobe able to select an interview slot themselves. Please note that if you select this option, it isadvisable that you enter, in the No. Interview Slots field, a number greater than the numberof candidates being invited to interview.

You do not need to do anything with the Special Needs tick-box.

Once you have completed the details, click Save (at the bottom right-hand side of thescreen) and then OK.


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How to assign an interview schedule to interview panel members/shortlistedapplicants

In order to do this, you will need to firstly have created an interview schedule (for furtherdetails on how to do this, please see How to set up an interview schedule, on page 33.

Within the Schedules tab (if you are not already in this tab, please see How to set up aninterview schedule,on page 33 for details of how to access this), click Assign Schedule(to the right of the schedule you with to assign).


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How to assign a schedule to interview/shortlisting panel membersPlease note that in order to do this, you will firstly need to have added panel members to thevacancy (for further details, please see How add an interview/shortlisting panel memberto/delete a panel member from a vacancy, on page 9).

Click on the Interviewers tab.

The panel members that you added to the vacancy previously will display.


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To select everyone, click on the Select All button (at the bottom of the screen) and thenclick Save and OK.

Alternatively, you can click in the tick-box to the right of each individual that you wish toassign to the interview schedule (once selected, a tick will appear in the box). Then click

Save and OK.


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If a panel member has already been assigned to another schedule at the time you are tryingto assign them to your schedule, the system will inform you so there is no risk of him/herbeing double booked.

Notifying the interview/shortlisting panel member of interview detailsPlease note that you will need to notify the panel member of the interview details. Once they(and applicants) have been assigned to the schedule, it will be possible for them to viewtimes of individual interviews (and applications) via their Portal account (screenshot below)but they will not be aware that they have been assigned to a schedule unless you tell them.

The panel will not be able to view details of location, breaks or the time that the panel isexpected to convene so you will need to notify them of these details.


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How to assign an interview schedule to applicantsIn order to do this, you will firstly need to have submitted web applications for the vacancy(for further details, please see How to accept applications into the Back office (submitweb applicants)/unsubmit applications,on page 4) and a decision will need to have beenmade regarding shortlisting for interview.

Within the Applicants tab, select all applicants with the status that you selected when youcreated the interview schedule (e.g. Invite for First Interview). For information, theAdd/Edit Schedule screen can be seen below.


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To do this, click in the tick-box to the right of each individual that you wish to assign to theinterview schedule (once selected, a tick will appear in the box).

Then click on the Assign Interview Time button at the bottom of the screen (do this even ifyou have selected within the interview schedule that you wish to allow applicants to selecttheir own interview slots it just means that they will initially be allocated a slot, but will beable to choose a different one if they prefer).


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Then click Save and OK.

To return to the Schedules tab, click Cancel.


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How to edit/delete an interview schedule

Within the Applicant Status Maintenance screen (if you are not already in this screen, andrequire guidance on how to access this, please see How to access details of yourvacancy within Back Office, on page 22), click on the Schedules tab.


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How to edit a scheduleBefore you can make changes to a schedule, you will need to un-assign anyinterview/shortlisting panel members and applicants who have previously been assigned tothe schedule.

To do this, click on the Assign Schedule button to the right-hand side of the schedule.


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How to un-assign applicants from the scheduleWithin the Applicants tab, click in each tick-box (at the right-hand side of the screen) wherea tick is displaying (this will remove the tick).

The number in the Applicants Selected box will then be 0.


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Click Save and then OK.

To exit this screen, click on Cancel (at the bottom left-hand side of the screen).


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How to un-assign interview/shortlisting panel members from the scheduleClick on the Interviewers tab and then click in each tick-box (at the right-hand side of thescreen) where a tick is displaying (this will remove the tick).


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Click Save and then OK.

To exit this screen, click on Cancel (at the bottom left-hand side of the screen).


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How to make changes to a schedule once applicants and panel members have been un-assignedWithin the Applicant Status Maintenance screen (if you are not already in this screen, andrequire guidance on how to access this, please see How to access details of yourvacancy within Back Office, on page 22), click on the Schedules tab.


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Click on the Edit button to the right of the schedule that you wish to amend.


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Make any changes as required.

Then click Save and the OK.

If applicable, remember to re-assign applicants and panel members to the schedule (forfurther details on how to do this, please see How to assign an interview schedule tointerview panel members/shortlisted applicants, on page 42.


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How to delete a scheduleWithin the Schedules tab of the Applicant Status Maintenance screen, click on the Editbutton to the right-hand side of the schedule you wish to delete.


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Click on the Delete button at the bottom of the screen.

You will be warned that if you delete the schedule, applicants and panel members will beautomatically un-assigned.

If you still wish to delete the schedule, clickYes and then OK.


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How to generate a PDF of applications received for a vacancy

Within the Applicant Status Maintenance screen (if you are not already in this screen, andrequire guidance on how to access this, please see How to access details of yourvacancy within Back Office,on page 22), click on Generate Applications (at the right-hand side of the screen).


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You can either select all applications by clicking Select All (at the bottom left-hand side ofthe screen) or you can select individual applications by clicking in the tick-box to the right ofthe application to generate a PDF document (once the application has been selected, a tickwill appear).

Whichever method you chose to select applications, click on the Generate Applicationsbutton.

Click OK. You will see a message that states you will receive an email when the job iscomplete. This will generate each individual application (that you selected) as a PDFdocument.


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To combine the applications into one single PDF document, after 15 minutes, click on theGenerate Applications button again.

If the application(s) you selected have been generated, a date and time will appear to theright of them. If this does not appear, you will need to wait a bit longer. If you click on thedate you will see the application as a PDF document


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Select the applications that you wish to merge into a PDF document (either by clicking onSelect All or clicking in the tick-box to the right of the application(s) you wish to merge).

Click on Merge Applications.

Click OK.Again, you will see a message saying you will receive an email when the job iscomplete

Wait 15 minutes and then click on the Generate Applications button again.


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Once the PDF document is ready to be viewed, (if you have merged a lot of applications, thismay take more than 15 minutes) a date and time will appear at the bottom right-hand side ofthe screen.

Click on this date and the PDF will open.

You can then save/print the document as required (if you hover over the document with yourmouse cursor, a disc and printer icon (among others) will appear at the bottom of thescreen).


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How to change applicant statuses within Back Office

For all status changesWhen an applicant applies for a vacancy, his/her status will automatically be set toApplicant Applied within Back Office.

You will need to update applicant statuses as appropriate throughout the recruitmentprocess. In general, you can change these statuses whenever is most convenient to you.Updating applicant statuses is, in effect, completing applicant tracking details.For further information on applicant tracking, please see:http://www.ed.ac.uk/schools-departments/human-resources/recruitment/recruitment-guide/shortlisting/applicant-tracking.

It should be noted that before you offer a post to a candidate, you must change thatcandidates status to Before Offer Check (further details on the Before Offer Check can be

found on page 85) and before HR can produce a contract, it is essential that you haveupdated all applicant statuses from Applicant Applied (to whichever status is mostappropriate for each applicant).
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To change a status, you will firstly need to access the Applicant Status Maintenancescreen for your vacancy (if you are not already in this screen, and require guidance on howto access this, please see How to access details of your vacancy within Back Office,onpage 22). A list of all applicants for your vacancy will display.

To change a particular applicants status, click on the arrow to the right of the ApplicantStatus field and a select the appropriate option from the list.


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The statuses that you, as a Recruiter might wish to use are outlined below (other statuseswill appear in the list but these are used by your Local HR team):

Status Description When to useApplicant Offered Applicant being offered the

post

When ready to complete the

Appointment details for thesuccessful candidate

Application Withdrawn Applicant has chosen towithdraw their application

Once you have beeninformed that an applicantwishes to withdraw theirapplication

Before Offer Check For further details, pleasesee the Before an offer ismade-Before Offer Checksection of the manual (onpage 84)

Before Offer Check to becarried out to check whetherthe applicant is a New Start,a Casual Member of Staff, aCurrent/Current & ExEmployee or an ExEmployee

Once it has been decidedwhom to offer the post,before the offer is made.

This check must beundertaken (and the

outcome confirmed by HR)before the post can beoffered to a candidate.

Declined Offer Applicant has been offeredpost but has declined

Once the candidate hasdeclined the offer

Failure to Attend Interview Applicant was invited toattend interview but did notshow up

Once the applicant has failedto attend interview

Invite for First Interview Applicant has been invited toattend a first round interview

Once it has been decidedwho to invite for the firststage of interviews

Invite for Second Interview Applicant has been invited toattend a second roundinterview

Once it has been decidedwho to invite for the secondstage of interviews

Rai Experience AdequateBut Not Best

Reject after interview -Applicants experience isadequate but not asexperienced as successfulcandidate

Once the outcome of theinterviews has been decided

Rai - Experience BelowMinimum Required Reject after interview -Applicants experience doesnot meet minimumrequirements for the role


Rai Quals Adequate ButNot Best

Reject after interview -Applicants qualifications areadequate but not as qualifiedas successful candidate


Rai Quals Below MinimumRequired

Reject after interview -Applicants qualifications donot meet minimumrequirements for the role



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Rbi Application Inadequate Application is inadequate Once shortlisting has takenplace and it has beendecided who to invite tointerview

Rbi Experience Adequate

But Not Best

Reject before interview -

Applicants experience isadequate but not asexperienced as shortlistedcandidate(s)

Once shortlisting has taken

place and it has beendecided who to invite tointerview

Rbi Experience BelowMinimum Required

Reject before interview -Applicants experience doesnot meet minimumrequirements for the role

Once shortlisting has takenplace and it has beendecided who to invite tointerview

Rbi Quals Adequate ButNot Best

Reject before interview -Applicants qualifications areadequate but not as qualifiedas shortlisted candidate(s)


Rbi - Quals Below MinimumRequired

Reject before interview -Applicants qualifications donot meet minimumrequirements for the role


References Requested References are beingrequested for the applicant

When at the stage ofcontacting referees, torequest references

Reserve It has been decided to keepthe applicant as a reserveuntil it has been confirmedwhether or not anothercandidate has accepted the

job offer, for example

As required


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Once you have changed any status, click on the yellow disc icon at the top of the screen tosave the detail and then click OK.


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How to send an email to an applicant via the system

Various types of emails can be created (and sent) via the eRecruitment system. Theseemails can be used to invite an applicant to attend an interview (Email Invite to Interview), tonotify an applicant that they have not been shortlisted for a vacancy (Email Regret NotShortlisted) and to notify an applicant that they have been unsuccessful following aninterview (Email Regret After Interview).

Usually this is completed once you have changed an applicants status within Back Office.

You can also send applicants email notifications via the system, advising them that the postthat they have applied for has been withdrawn (Email Post Withdrawn), or that theirconditional offer has been withdrawn (Email Withdraw Conditional Offer).

How to send an email to one applicantFirstly, you will need to access the Applicant Status Maintenance screen for your vacancy(if you are not already in this screen, and require guidance on how to access this, please see

How to access details of your vacancy within Back Office,on page 22). A list of allapplicants for your vacancy will display.

Select the applicant to whom you wish to send an email and then click on Tools (white textat the top of the screen) and then Letters.


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Recruitment will already be populated in the Letter Group field.

From the Letter Type pick-list, select the appropriate email (as mentioned above).

From the Options pick-list, select Perform Mail Merge.

Ensure that Current Record is selected.

Click in the Send Email tick-box so that a tick appears.

Click OK.


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Enter your email address (or the email address of the person to whom the successfulcandidate will send future correspondence, if not you) in the From field.

Edit the text in the Subject field and main body of the email, as required (the character limitis 2000).

Please note that where square brackets display, you will need to remove these and adddetail/edit the information as required.


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How to attach a documentClick on Attachments.


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Then click Browse. Select the document you wish to attach (please note that you cannotattach a document from your desktop) and the title of the document will display in theAttachment Name field.

Click Save.

Click OK and then Close.

It should be noted that forInvite to Interview emails, due to the 2000 character limit you will

need to attach the Invite to Interview letter template (amended as appropriate). Thetemplate can be found at:http://www.ed.ac.uk/schools-departments/human-resources/recruitment/recruitment-guide/interviewing/interview-administration.
http://www.ed.ac.uk/schools-departments/human-resources/recruitment/recruitment-guide/interviewing/interview-administrationhttp://www.ed.ac.uk/schools-departments/human-resources/recruitment/recruitment-guide/interviewing/interview-administrationhttp://www.ed.ac.uk/schools-departments/human-resources/recruitment/recruitment-guide/interviewing/interview-administrationhttp://www.ed.ac.uk/schools-departments/human-resources/recruitment/recruitment-guide/interviewing/interview-administrationhttp://www.ed.ac.uk/schools-departments/human-resources/recruitment/recruitment-guide/interviewing/interview-administration


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Once you have checked that all details within the email are correctClick Send (at the bottom of the screen).

A message will pop up to confirm that the email has been sent. Click OK.

How to send an email to various applicants simultaneouslyFirstly, you will need to access the Applicant Status Maintenance screen for your vacancy(if you are not already in this screen, and require guidance on how to access this, please seeHow to access details of your vacancy within Back Office,on page 22). A list of allapplicants for your vacancy will display.


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How to send an email to only applicants with a specific Applicant StatusSelect the status (for which you wish send emails)from the Applicant Status pick-list andthen click Search.

Only applicant(s) with the specified status will display.


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How to generate and send the emailsClick on Tools (white text at the top of the screen) and then Letters.


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From the Letter Type pick-list, select the appropriate email (as mentioned above).


Ensure that All Query Records is selected.

And click in the Send Email tick-box so that a tick appears.

Click OK.


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Enter your email address (or the email address of the person to whom the applicants willsend future correspondence, if not you) in the From field.

Edit the text in the Subject field and main body of the email, as required (the character limitis 2000).



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How to attach a document to an emailClick on Attachments.


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Click Save.


It should be noted that forInvite to Interview emails, due to the 2000 character limit you will

need to attach the Invite to Interview letter template (amended as appropriate). Thetemplate can be found at:http://www.ed.ac.uk/schools-departments/human-resources/recruitment/recruitment-

guide/interviewing/interview-administration.
http://www.ed.ac.uk/schools-departments/human-resources/recruitment/recruitment-guide/interviewing/interview-administrationhttp://www.ed.ac.uk/schools-departments/human-resources/recruitment/recruitment-guide/interviewing/interview-administrationhttp://www.ed.ac.uk/schools-departments/human-resources/recruitment/recruitment-guide/interviewing/interview-administrationhttp://www.ed.ac.uk/schools-departments/human-resources/recruitment/recruitment-guide/interviewing/interview-administrationhttp://www.ed.ac.uk/schools-departments/human-resources/recruitment/recruitment-guide/interviewing/interview-administration


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If you wish to attach the same document to all of the emails, click on the Apply to All buttonand then click OK.


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Once you have checked that the details within the email are correctOnce you have checked/edited the detail of an email, to view the next one, click Next.

Once you have checked/edited the detail of all the emails, click on Send All.


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Before an offer is made - Before Offer Check

Before any offer is made to a candidate, you must establish the outcome of the Before OfferCheck.

Change the status of the successful candidate to Before Offer Check within Back Office (forfurther details on how to do this, please see How to change applicant statuses withinBack Office, on page 65).

When you change a status to Before Offer Check, the system will check various thingsrelating to the candidates employment status and your Local HR team will be automaticallynotified of the outcome.

Your Local HR team will then advise you whether or not the check has been successful.


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If the Before Offer Check is successfulYour Local HR team will advise you that the Before Offer Check has been successful andwill generally change the applicants status to Successful Check in Back Office (pleasenote that HR will not change the status for New Starts).

You can go ahead and offer the post to the successful candidate.

You should note that some action may be required of you, depending upon the specificresults of the successful check (as follows):

- If it is found that the candidate is a Current/Current & Ex Employee, you will need tocomplete the TransferUser Defined fields within Back Office (for further details, please seeHow to complete User Defined fields, on page 112).

- If it is found that the candidate is an Ex Employee (and HR have added a final processdate to their record), you may need to complete the Rehires User Defined fields in BackOffice (for further details, please see How to complete User Defined fields, on page 112).

If the Before Offer Check is successfulYour Local HR team will advise you that the Before Offer Check has been unsuccessful andwill change the applicants status to Unsuccessful Check in Back Office.

You will be unable to offer the post to the candidate.


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Offering the post to the successful candidate

Once your Local HR team has confirmed that the Before Offer Check has been successful,you can go ahead and offer the post to the successful candidate.

This can be done either by sending an email via the eRecruitment system or by telephone.

How to send an offer email to successful candidate(s)To send an offer email via the eRecruitment system, you will need to firstly access theApplicant Status Maintenance screen for your vacancy (if you are not already in thisscreen, and require guidance on how to access this, please see How to access details ofyour vacancy within Back Office, on page 22). A list of all applicants for your vacancy willdisplay.

How to send an offer email to one candidateSelect the applicant to whom you wish to send the offer email and then click on Tools (whitetext at the top of the screen) and then Letters.


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From the Letter Type pick-list, select one of the following offer emails:

- Email Open Ended Offer- Email Open Ended Offer Conditional- Email Fixed Term Offer- Email Fixed Term Offer Conditional


Ensure that Current Record is selected.

Click in the Send Email tick-box so that a tick appears.

Click OK.


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Enter your email address (or the email address of the person to whom the successfulcandidate will send future correspondence, if not you) in the From field.

Edit the text in the Subject field and main body of the email, as required.



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How to add an attachment to an offer emailClick on Attachments.


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Click Save.



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Once you have checked that all details within the email are correctClick Send (at the bottom of the screen).

A message will pop up to confirm that the email has been sent. Click OK.


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How to request references via the system

Firstly, you will need to access the Applicant Status Maintenance screen for your vacancy(if you are not already in this screen, and require guidance on how to access this, please seeHow to access details of your vacancy once in Back Office, on page 22). A list of allapplicants will display.

Select the applicant for whom you wish to request references and then click on ApplicantDetail.


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From the Select Detail box at the top right-hand side of the screen, select 2 VacancyDetail.

A list of vacancies for which the individual has applied (within your area of responsibility) willdisplay. Find the correct vacancy and click on it.


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Right-click within the Vacancy ID field and select View References.


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If you wish to create/send reference requests one at a time, ensure that you select thereferee to whom you wish to send a reference request (if you are going to send referencerequests to all referees at once, it doesnt matter which referee is selected).

Next, click on Tools (white text at the top of the screen) and then Letters.


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From the Letter Type pick-list, select Reference Request.


Select eitherCurrent Record (to send a reference request to the one referee you selected)orAll Query Records (to send a reference request to all referees displayed in the previousscreen).

And click in the Send Email tick-box so that a tick appears.

Click OK.


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As with other types of emails within eRecruitment, enter your email address (or the emailaddress of the person to whom the referee will send future correspondence, if not you) in theFrom field.

Edit the text in the Subject field and main body of the email, as required. Please note thatthere is a limit of 2000 characters.


Attach any documents as required (for further details on how to attach a document to anemail, please see How to attach a document, on page 73 (within How to send an email toan applicant via the system).

If you are sending multiple reference requests at once, check the details of all emails (andensure that you have entered the From email address in each (for further details on how tocheck all emails, please see How to send an email to various applicantssimultaneously, on page 75 (within How to send an email to an applicant via thesystem).


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Once you have checked that all details within the email are correctClick Send (at the bottom of the screen) if sending one reference request orSend All ifsending multiple reference requests.


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How to complete appointment details once the post has been offered to (and acceptedby) the successful candidate

Changing the applicants status to Applicant OfferedFirstly, you will need to change the applicants status (within Back Office) to ApplicantOffered.

For further details on how to do this, please see How to change applicant statuses withinBack Office, on page 65).

When you select the Applicant Offered status from the pick-list, you will be asked if youwish to record offer details. ClickYes.


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How to complete the Appointment Detail screensFrom the FTE Hours pick-list, select the full time equivalent hours for the post and then clickin the FTE field. The FTE and FTE% fields will populate.

For information, full time hours for the various types of contracts are as follows:

Type of Contract Full Time HoursUE 35ACN2, AMN2 40AC, AM 35ACN, AMN, ACT, AMT 40MC 36MA 39TR1 35

If the post is Fixed Term, the Fixed Term End Date will appear in the Target End Date field

(at the top of the screen). **Please note, at present, if you have entered a fixed term durationin the staff request the target end date will not automatically populate and you will need toenter it manually.**

Click Next.


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Please note that within the Appointment Details screens, you can return to the previousscreen by clicking on the Previous button (at the bottom of the screen).


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In the Contract Start Date field, enter the date the employee will start the role (you caneither type this in the format DD-MON-YYYY or click on the blue and black icon to the rightof the field and select the date from the calendar).

The NI Numberand Date of Birth fields should be populated. If the NI Numberfield isempty, enter the details now (if you know the individuals National Insurance number). If youdont know the National Insurance number, contact the HR Systems team (ext. 508126),who will be able to provide you with a temporary number.

Click Next.


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Scale Point salaryIf the individuals salary is on a scale point (usually the case), click on the blue [?] icon to theright of the Point field and select the correct Pay Scale Point. Click Next.


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Off Point salaryIf the individuals salary is off point, select Off-Point from the Pay Rate Type pick-list.

Then enter the salary amount in the Amount field.

Click Next at the bottom right-hand side of the screen.


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Contractual AllowancesWithin this screen you need to enter details of any allowances, as appropriate.

If no contractual allowances have been agreed, click on the Save button at the bottom right-hand side of the screen and then OK.

To add an allowance, click on the blue [?] icon to the right of the Code field (at the left-handside of the screen) and select the correct allowance from the list.

Tab along to the Value field and enter the allowance amount.

Then complete the Start Date field (you can either type the dates in the format DD-MON-YYYY or click on the blue [?] icon to the right of the field and select the date from thecalendar). You do not need to complete the End Date field.

Click on the Save button at the bottom right-hand side of the screen and then OK.

From the Applicant Status Maintenance screen, you might now wish to complete theappropriate User Defined fields (for further information, please see How to complete theUser Defined fields, on page 112).


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How to delete an allowance if it has been added erroneouslyWithin the Allowances screen, click on the white and red icon to the right of the End Datefield.

Then click Save and OK.


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How to appoint someone to a vacancy that has not been advertised

Within the Back Office homepage (for further details on how to access this, please see Howto access the eRecruitment system, on page 2), click on Recruitment (white text at thetop of the screen).

Then select Recruitment Maintenance and Applicant Detail.


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Click on the New button.


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Complete the following fields:

NI number, Forename, Surname, Title, Address, Post Code, Phone No/Mobile No (ifyou have these details). Also select the correct Gender.

Then click on the yellow disc button, at the top of the screen, to save these details.

Click OK.

Once you have completed these details you MUST contact the HR Systems team to providethe applicants date of birth so that they can add it to the applicants record before youcontinue. You can contact the HR Systems team on 01316508126 or [email protected].


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From the Select Detail box at the top right-hand side of the screen, select 2 - VacancyDetail.


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In the Vacancy ID field, type the Vacancy Reference number for your vacancy and thenpress the Tab key (the vacancy title will display in the next field).

To save these details, click on the yellow disc icon at the top of the screen.

Click OK.

You can now complete the usual appointment process (for further details, please see Beforean offer is made Before Offer Check, on page 84).


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How to complete the User Defined fields

Depending on the findings of the Before Offer Check, there may be some User Definedfields that you will need to complete for the successful candidate (this is usually done whencompleting the Appointment Details screens).

You will also need to complete some User Defined fields if a PVG check is required for thevacancy (this would have been specified when the Staff Request was raised).

Firstly, you will need to access the Applicant Status Maintenance screen for your vacancy(if you are not already in this screen, and require guidance on how to access this, please seeHow to access details of your vacancy within Back Office, on page 22). A list of allapplicants for your vacancy will display.

Select the successful applicant and then click on Applicant Detail (at the bottom of thescreen).


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From the Select Detail box (at the top right-hand side of the screen), select 5 UserDefined.


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How to complete the Rehires fieldsIf the Before Offer check finds that the individual is an Ex Employee (and there is no reasonwhy they cannot be re-employed by the University), and HR have entered a final processdate for them, you may need to complete the Rehires fields.

From the User Defined Field pick-list, select Rehires and then click on the New button atthe bottom left-hand side.


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You do not need to enter anything in the Date From and Date To fields.

Enter the Date to be paid from and Continuous Service dates (either by entering thedates in the format DD-MON-YYYY or by clicking on the blue [?] icon to the right of the fieldand selecting the correct date from the calendar).

Click on the OK button (at the bottom left-hand side of the screen) and then OK again.


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Click on the Close button.


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How to complete the Transfers fieldsIf the Before Offer check finds that the individual is a Current/Current & Ex Employee, youwill need to complete the Transfers fields.

From the User Defined Field pick-list, select Transfers and then click on the New button atthe bottom left-hand side.


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Click on the blue [?] icon to the right of the One and only post field and selectYes orNo.



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How to complete the PVG fieldsIf the vacancy required a PVG check, you will need to complete the PVG fields.

From the User Defined Field pick-list, select PVG and then click on the New button at thebottom left-hand side.


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Type the PVG number into the PVG Numberfield.



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How to exit eRecruitment

To exit any screen within Back OfficeClick on the red dooricon at the top.

From the Back Office homepage

Click on the yellow dooricon at the bottom left-hand side of the screen.


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From the Portal homepageClick on logout (towards the top right-hand side of the Portal homepage screen).

Then click on the cross at the top right-hand side of the screen in order to exit completely.

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