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eRecruitment Recruiter User Manual

1. lt O r e j D aS KtOK Archive Applicants Submit Web Applicants My Shortcuts Available Products CoreHR Manage all aspects of recruitment through to integrated CoreHR sui CorePay Navigate to the menu at top of screen From this menu choose CorePersonnel Recruitment i a CorePersonnel Effecti Recruitment Maintenance gt gt aus capitalise your organis i employees Applicant Status The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 88 of 91 THE UNIVERSITY of EDINBURGH eRecruitment Recruiter User Manual Type your Vacancy number into the Vacancy ID field Press the Tab or Enter key on your keyboard to make sure the description ee ok O _ Sa ot populates into the yellow field pen o Location o gi 7 _ Filled Closed Click on the Search button Applicant Count 0 Board Convenes Interview Seminar f BERBER BBB RBBB RBBB RBBB RRR RRP RRR Ree eee eee eee ee EE ANE NENEN NES Positions 0 Applicant Status All Applicant Detail Report Generate Applications Applicants Schedules Applicant Schedules Interview Schedules References paidat o Overall Score Type Applicant Status Comments Status Date Interview Date a Vacancy Search o LCC C COBO Yeneney IB Tr lef ee es __ C Location el C A es v 4 Examination D
2. 09 MAY 2013 Positions 3 Applicant Status Search Applicant Detail Report Generate Applications Schedules Applicant Schedules Interview Schedules References Add Schedule Schedule Agsign l Start End Lead Board Applicant Round No Time Time Duration Time Convene Count gmi R a Edit Assign Schedule J i a a oe eee ee a Click on Schedules tab Click on the Assign Schedule button The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 26 of 91 eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual ra Schedule Assignment Assign Applicant Interviewer Schedule Type Interview Duration a5 Lead Time moo o Round Da Number as Start Date 01 MAY 2013 Title Test Interviews Start Time 09 00 End Time hzo O Venue Test House 100 Test Avenue Testtown Morning Break Start Lz Morning Duration h5 Assign Type Individual Lunch Break Start fz30 Lunch Duration Bo Applicant Status Invite For First Interview Afternoon Break Start 1500 8 Afternoon Duration T Applicants Interviewers Applicants Selected 0 Schedule Schedule Surname Forename Interviewer Type Round No Date Time Select Ashworth James Internal as a Darwin Charles Internal a ia ie r C D M M An Cancel Select All A Save Click on Interviewers tab You should now be able to see your interviewers If you cannot see a
3. A warning message will appear If applicants interviewers Deleting it will remove their you are certain you want to delete the schedule click on the Yes button details also Do you want to continue The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 38 of 91 eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual How to save the CV and other documents which are attached to an application If you only want to print out one candidate application or if the merge applications into a PDF document is not working you can individually print candidate applications To access your vacancy you need to be in the Applicant Status screen within Back office From the Portal click on Quick Jump then Core HR This will take you into eRecruitment back office e Recruitment W internal Vacancies Online Recruitment Core e Recruitment SS cCoreHR Applications for internal vacancies are only available to existing members of My Online Recruitment staff To view all vacancies and previous applications please select the Online Recruitment link above D3 Clinical Trials Statistician Posted 26 Apr 13 Closing 24 May 13 18 00 More Information Apply From within the eRecruitment back office click on Core Personnel Exit Maintenance Recruitment Window Reet acne Recruitment Enquiries a Applicant Detail Recruitment Re
4. Date To fields PYG Number Date From Type the PVG number Date To Q into the PVG Number PVG Number Lz field Delete Letters click on the OK button Then click OK button on the confirmation message Transaction Complete User Maintenance Select User Defined Field User Defined Field Then click on the Close button Source User Defined Field From Date To Date Description Pvg Number test pvg number View Edit The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 79 of 91 a eRecruitment THE UNIVERSITY of EDINBURGH nA Recruiter User Manual How to request references from the system via email To access the email facility for your vacancy you need to be in the Applicant Status screen within Back office From the Portal click on Quick Jump then Core HR This will take you into eRecruitment back office e Recruitment n W Internal Vacancies E Online Recruitment amp Core e Recruitment Applications for internal vacancies are only available to existing members of My Online Recruitment staff To view all vacancies and previous applications please select the Online Recruitment link above T Clinical Trials Statistician Posted 26 Apr 13 Closing 24 May 13 18 00 More Information Apply From within the eRecruitment back office click on Core Personnel Exit Maintenance Recruitment Window KLE EG A a Recruitm
5. Exit Maintenance Recruitment Window LE Aa Recruitment Enquiries Recruitment Maintenance Applicant Detail Recruitment Reference Applicant Status Archive nee COTre Desktof gg My Shortcuts Available Products CoreHR Manage all aspects of recruitment through tA integrated CoreHR gui CorePay Navigate to the menu at top of screen From this menu choose 2 CorePersonnel i gt gt A Recruitment i CorePersonnel Effecti Recruitment Maintenance gt gt ais capitalise your organis i 3 Submit Web Applicants ANER You can view all the applications within your area of responsibility To do this click on the Search button Ido BF BOAyY Selection Criteria Description O Date Opened From B rof g Vacancy Type OOO CO eee merch Post Administrator Clear Vacancy Status open o Job Title D 0 eee Department O BO S Vacancy Total no Manual on line Updated Input Outstanding Total Miah ee ee ta to Core SuSE Applicants Applicants Post Administrator Open date Close date Sas SS ae ae a ee f _ SSS ESS a a a rf J tf tf E The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 4 of 91 oe ee eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual Vacancies will display in Vacancy Reference number Vacancy ID order with the highest Vacancy Reference number most recently created vacancy at
6. Recruiter User Manual You do not need to enter anything in the Applicant No 547040 Joe Bloggs1 Date From and Transfers Date From Date To One and only post Delete User Maintenance User Data Date To fields click on the Q icon and select either Yes or No Cancel Letters Fine Applicant No 547545 Joe Bloggs1 Transfers Date From Q Date To Q One and only post Delete click on the OK button Then click OK button on the confirmation G message User Maintenance Select User Defined Field User Defined Field SOURCE ser Defined Field Q Cancel Letters PER425 eee een X Transaction Complete Transfers T Then click on the Close button From Date To Cate Description SS ae View Edit The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 78 of 91 eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual If the vacancy required a PVG check you will need to complete the PVG user defined field User Maintenance Select User Defined Field gt Select Pvg Number User Defined Field lt mM _ option from the list Then click the a New button Source User Defined Field From Date 3 View Edit iUser Maintenance User Data Applicant No 543645 Joe Bloggs1 You do not need to enter anything in the Date From and
7. a Applicant Status Maintenance View CoreHR Documents i Letter Letters o ojo Show Active Employees Vacanc i C Show Dormant Employees C Show All Employees Vacancy Status Date Vacancy ID 009582 Test Vachn 3 a Create Reminder Open C Hold Location Q View Reminders C Filled C Closed _ Create Processes Applicant Gount 2 Board Con enes g MAY 2013 View Processes aes Positions 3 Applican Status Change Password F Search Applicant Detail Report Generate Applications Last Personnel Number ree SEA GH iets Options e auii K O erall Score ii alll Status Comments _Status Date Interview Date ab 2 Dog gs1 0e c j EyYTEL Inv ite Fi or Firs rst Interv fie X l h AY 2 013 EE Bloggs2 Joe Applicant Applied 22 MAY 2013 After your applicant is selected click on Tools gt gt Letters from the menu at the top of the window The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 51 of 91 THE UNIVERSITY of EDIN eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual Letter Group choose Recruitment piel SUE ee HRO155 Letter Type choose the one that is Select Letter Type applicable to you In this example we Letter Group RECRUITMENT OO are inviting Joe Bloggs1 to interview Letter Type EMAIL INVITE TO INTERVIEW APP SELECT Options choose Perform
8. eRecruitment IN THE UNIVERSITY of EDINBURGH r 4 Awe Recruiter User Manual The Applicant Status box will appear ya ELS Se Applicant Status Click on the Update button A confirmation message will appear Click on the OK button You are then taken back to the Applicant Acceptance screen You will notice that your applicants are not visible as they have been submitted into the back office At this point candidates who want to amend their application will not be able to do so via the system Candidates can only amend an application if their application has not been submitted to the back office cg Submit Web Applicants aj ojojejo uj ojoj js o Applicant Acceptance Vacancy is 009562 and description Test Vacancy L Internal Applicants Search for Surname Search Score Rating legend EE gt o a External Applicants A Appli Search for Forename Clear C gt C Agency Applicants o Clear i P Potential Duplicate Applicants Applicant No Personnel No Forename Surname Score Date Input Date Submitted 2 Unsubmit Details a Unsubrnit Details To leave this screen and return to the previous menu click on the red door icon The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 6 of 91 THE UNIVERSITY of EDINBURGH OTCE Recruiter User Manual How to Un submit an application To Un subm
9. OK added to the interview panel member list After you have added a panel member to your vacancy a confirmation screen will indicate this Interview Panel i home quick jump preferences logout Recruitment Information Recruitment ID 0095872 Past Date 09 May 2013 Status In Progress Close Date Description Test Vacancy Applicants 2 Location ao Staff Request No 1305002791 Title Mame Email Charles Darwin If you want to remove a person from this list you need to click on the icon on the far right of the interviewer name 1 MM P Ll i LATI Delete Selection a Interview Panel gt 2 Are you sure you want to delete this selection Then click the Interview panel updated successfully Click the OK button Yes button w No a OK The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 21 of 91 eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual How to set up an interview schedule Once the vacancy is live and showing in the vacancies listing http www vacancies ed ac uk it is good practice to set up the interview schedule Applicants need to be assigned to the interview schedule so that the panel members can view applications electronically Once assigned to the schedule applicants who are invited to interview have the ability to choose from a pre determined list of interview dates and times which is set out by the Recrui
10. Open C Hold Location C Filled C Closed Applicant Count 2 Board Convenes Interview Seminar 09 MAY 2013 Positions 3 Applicant Status Al gt Search Applicant Detail Report Generate Applications Click on the Applicants Applicant Schedules Interview Schedules References Ed it b utton Add Schedule Schedule Assign Type Round No Type Title Interview t 1 Individual Test Interviews DT MAY 2013 Doo i700 Doas Do0 paas Assign Schedule A Start End Lead Board Applicant Time Time Duration Time Convene Count i a Si The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 37 of 91 FH Add Edit Schedule Description schedule Type Round Title Assign Type Applicant Status Scheduling Venue Stan Date THE UNIVERSITY of EDINBURGH Interview schedule Mo Test Interviews Individual Invite For First Interview Test House 100 Test Avenue Testtown ot MAY 2013 eRecruitment Recruiter User Manual start Time 03 00 End Time 17 00 Duration Lead Time Breaks Morning Duration Lunch Duration Afternoon Duration Misc Board Convenes special Needs i i Click on the No Interview Slots Applicant selection F Allowed Delete button to Mo Applicants Mo Interviewers E delete the Schedule Cancel Delete Save CorePersonnel 16 2 1 Test This schedule has been assigned to
11. information including eligibility to work which you should read carefully Please confirm whether or not you will be attending the interview by calling the number detailed below NB a y The character limit is 2000 oo Job Title Planning Unit School Department Telephone Number z Previous Next gt gt Check To Send E mail You can attach a document to your email by clicking on the Attachments button This is particularly relevant for the Invite to Interview email As the main body of the email has a 2000 character limit it is good practice to attach an Invite to Interview letter A template is available for this letter which can be edited to suit your circumstances and is located at http www docs csg ed ac uk HumanResources Recruitment invite interview doc The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 52 of 91 eRecruitment Recruiter User Manual ya Add Attachments Attachments Attachment Name Browse Remove is To attach the document from your Browse E Remove a l B OWSe z emove computer click on the Browse button aes _Browse Remove Browse Remove This will open up a window to allow you to select your document It may open Close your My Documents folder by default J images My Adobe Captivate Projects Remote Assistance Logs UoE Word Templates Once you have se
12. After clicking the OK button the Send E mail screen will appear From Type your email address or the email address of another appropriate staff member Subject Edit as required Main Body Edit as required Default text is provided and you can change this to suit You do need to edit the main body and remove any of the brackets and examples NB The character limit is 2000 Send E mail Send E mail Fram test manager ed ac uk Apply to All To joe bloggs1 gmail com Attach Attachments Apply to All Subject University of Edinburgh Reference Request CONFIDENTIAL By e mail Dear Vacancy Title Vacancy Reference has applied for the above vacancy and has given your name as a referee If you are willing to provide a reference we would like to ask you to comment on the suitability of the applicant for the role as outlined in the attached Further Particulars in which we draw your attention to the list of Main Duties amp Responsibilities and to the Person Specification Please note that the candidate has the right to request to see any reference which is written on their behalf We would like to take this opportunity of thanking you for your assistance in this matter We look forward to hearing fram you by DATE Yours sincerely Name Job Title Planning Unit School Department Telephone No Attachments Further Particulars lt lt Previous Check To Send E mail Sen
13. However there is an exception to this rule If a Date of Birth or National Insurance number is missing the system will not be able to do a check and your Local HR will not be aware you have changed the applicant status to Before Offer Check Therefore your Local HR team will not be able to advise if the Before Offer Check is successful or unsuccessful The date of birth field is a mandatory field when an applicant makes an online application Therefore in normal circumstances the DOB field will always have a value However if the Recruiter links an applicant to a vacancy which has not been advertised the DOB field will be blank It is not possible for the Recruiter to update the DOB field in this instance The Recruiter should email hr systems ed ac uk or phone 0131 650 8126 and request the DOB to be added to the applicant number e g A12345 An example of a vacancy which has not been advertised is when you have two applicants that you want to offer a post to and your staff request only indicates one post In this example you would create a new vacancy and then link the second successful applicant to the new vacancy meaning the vacancy would not be advertised The National Insurance number is not a mandatory field as some applicants may not have a NI number The Recruiter would need to check that the applicant has a NI number before changing the applicant status to Before Offer Check If an applicant does not have an NI number the re
14. SE Applicant Detail Personnel No Applicant Type Address Home Phone Mobile Phone Email Address EXTERNAL i The Strand Lovliesville 0777 1234567 jbe bloggst gmail com Double click on the Applicant No This will open up the Applicant Maintenance screen 2 Applicant Maintenance jojojo vj 9jojajy Applicant Applicant No a29628 Select Detail Personnel No Vacancy Detail Applicant Status Assessment Detail Location User Defined NI number Events Medical Detail Forename Surname BLOGGS1 Enter the NI number Save your action by clicking on yellow floppy disc icon The Applicant Maintenance screen is where you would check to verify the NI number has been entered If there is already a valid NI number visible in this screen and you are sure the date of birth is in the eRecruitment back office then you can change the status to Before Offer Check The access path for this is From within the eRecruitment back office click on Core Personnel Exit Maintenance Recruitment Window Ta Core Desktop Recruitment Enquiries Recruitment Maintenance Applicant Detail Recruitment Reference Applicant Status C O r 5 D es kto Archive Applicants Submit Web Applicants My Shortcuts Available Products E gt CoreHR Navigate to the menu at top of screen Manage all aspects of recruitment through to integrated CoreHR suj CorePay F
15. Step 3 of 4 Offer Details Pay Details Salary details Please enter pay related information for the employee on this screen Scale Point Pay Rate Type Details such as pay scale point Grade Personal Super Annuation Pay Scale Of Point mS 17 503 Allowance Detail and salary can be entered here From here you would choose either Scale Point or Off Point from the Pay Rate Type drop down list The majority of appointments will be Scale Point Salary Select Scale Point from the list In the Point field click the Q icon and choose from a list In this example Scale point 3 for UEO3 grade has been selected Scale Point ilies Find Scale Point Position Code Description 1 UEOS Spinal Point 7 2 UES Spinal Point 6 3 UEOS spinal Point 9 4 UEG Spinal Point 10 5 VEG Spinal Point 11 Find Cancel After you click the OK button the Scale point will be visible Press the Tab or Enter key on your keyboard This will populate the salary in the Amount field Then click the Next button The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 iAppointment Offer Salary details Pay Rate Type Scale Point Pay Scale UEO3 LE03 15 658 17 503 Point Q Annual 4 Multiplier f 1 000000000000 Hours Amount Effective Date Salary Comments Holiday Balance Increment Due Date Cancel Appoin
16. Vacancy Title Test Vacancy Vacancy Reference 009562 With reference to your application for the above post am pleased to inform you that you have been selected for interview Please log into your University of Edinburgh jobs website account and click on Application History to select an interview date and time On arrival please report to the School Department office details and link to map The selection process will comprise an interview presentation Occupational Personality Questionnaire role play assignment Please see the attached document for full details including the membership of the interview panel There is also additional important information including eligibility to work which you should read carefully Please confirm whether or not you will be attending the interview by calling the number detailed below Job Title Planning Unit School Department Telephone Number x lt lt Previous Next gt gt Check To Send E mail lv Send Send AIl Exit After you have checked that all details within the email are correct click on the Send button CorePersonnel 16 2 1 Test A confirmation message will appear Click the OK button When emailing many applicants simultaneously the email is tailored to each individual and will not contain details of other applicants It is good practice to sort the applicants by their applicant status in the first instance This ensures greater reliability knowing
17. _ Bloggs2 Joe EXTERNAL F Applicant Applied 10 MAY 2013 Examination Detail Appointment Detail Applicant Detail Application Detail Multiple Appicant Update To change the status of an applicant click on the arrow to the right of the Applicant Status field and select the appropriate option from the list Samples of the options available to the Recruiter are Status T When ready to complete the Applicant Offered Applicant being offered the post Appointment details for the successful applicant ee Applicant has chosen to withdraw their When an applicant requests to have Application Withdrawn hee een application their application withdrawn When a decision has been made to Before Offer Check to be carried out to check offer an applicant the post before whether the applicant is a the offer is made e New Start e Casual Member of Staff This check must be undertaken and e Current or Current and Ex Employee the outcome confirmed by HR e Ex Employee before the post can be offered to an applicant Before Offer Check i h When th li h li h Declined Offer Applicant has been offered post but has en the applicant has declined the declined offer l Applicant was invited to attend interview but When the applicant has failed to Failure to Attend Interview l did not show up attend interview l l Applicant has been invited to attend a first When it has been decided who to Invite for First Inte
18. applications please select the Online Recruitment link above Then Core HR The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 3 of 91 eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual How to accept applications into the Back office submit an application In order to access applications for your vacancy and to enable the interview shortlisting panel to view applications you will need to submit web applicants This will move applications into the Back Office You can do this gradually as applications are received Alternatively you can submit all web applicants in one action after the closing date Whichever way you choose to do this you must ensure that once the closing date is reached all web applicants for the vacancy have been submitted From the Portal click on Quick Jump then Core HR This will take you into eRecruitment back office e Recruitment El preferences logout nH E W Internal Vacancies EF Online Recruitment amp Core e Recruitment SS CoreHR staff To view all vacancies and previous applications please Applications for internal vacancies are only available to existing members of My Online Recruitment p select the Online Recruitment link above D3 Clinical Trials Statistician Posted 26 Apr 13 Closing 24 May 13 18 00 More Information Apply From within the eRecruitment back office click on Core Personnel
19. box The Recruiter must now contact HR Systems team via email hr systems ed ac uk or phone 0131 650 8126 and request the DOB be added to the applicant number e g A12345 This should be done before you continue further After the Date of Birth has been added you can link the applicant to a vacancy Applicant Maintenance ojejejo u ojojajy e ry Applicant Select Detail Applicant No Personal Detail Personnel No L2 Vacancy Detail Applicant Status NI b NM120580D naei INN Assessment Detail Location User Defined JOE Events Medical Detail Forename Surname BLOGGSS Click on 2 Vacancy Detail Applicant Maintenance 0 9 9 90 Applicant Applicant No A30008 Select Detail Personal Detail Personnel No 2 Vacancy Detail Applicant Status Type yo ur vaca ncy NI number NNM120580D Assessment Detail number into the Location User Defined Vacancy ID field Forename JOE hae Surname BLOGGSS5 and press the Tab or Enter key on Vacancy Detail yo ur keyboa rd ApplicationXacancy ID Location Applicant Status Bounty Referral Detail Of Ae l Q ft Alternatively click the o icon to choose from the list Vacancy Detail Application Wacancy ID Location Applicant Status Detail 009582 24 Test Vacancy 2 AP 24 After the description of your vacancy is populated G you need to Save this to link it to the vacancy To Save clic
20. ne Recrumer oO SY are making an open ended offer etter Type EMAIL OPEN ENDED OFFER x Options choose Perform Mail Merge gt Options Perform Mail Merge z Selection make sure Current Record i Selection Current Record C All Query Records isselected oooi aaaaaa _ Send Email M Send Email make sure box is ticked OK Cancel After clicking the OK button the Send E mail screen will appear EMAIL FIXED TERM OFFER EMAIL FIXED TERM OFFER CONDITIONAL The main Letter types when making EMAIL OPEN ENDED OFFER an offer to an applicant are EMAIL OPEN ENDED OFFER CONDITIONAL Send E mail From Type your email send Ema address or the email address of another appropriate staff member From test managen ed ac uk Apply to All To joe bloggs1 gmail com Attach Attachments Apply to All Subject University of Edinburgh Offer of Employment Subject Edit as required CONFIDENTIAL By e mail Dear Mr Bloggs1 Vacancy Title Test Vacancy Main Body Edit as required Vacancy Reference 009562 Default text is provided and you can change this to suit am pleased to confirm the offer of employment to the above post as follows Start date To be confirmed You do need to edit the main Duration Open ended Grade Grade body and remove any of the Salary To be confirmed Hours Full time Part time hours week brackets and examples Location Human Resources By r
21. of screen Recruitment gt gt CorePersonnel f CorePersonnel Effecti Recruitment Maintenance gt gt capitalise your organis employees Applicant Detail The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 12 of 91 eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual Search for your applicant If you know the applicant number enter this in the Applicant No field Then press Tab or Enter key on your keyboard Then click on the Search button a Applicant Maintenance jo ejoj a ojojajy OF E Selection Criteria Applicant No Ol Z OOOO Search PersonnelNo Q NI number a Name JOE BLOGGSS Clear Address Applicant Detail Applicant No Name Personnel No Applicant Type Address Home Phone Mobile Phgne Email Address If you do not know the Applicant number type the applicant name into the Name If the applicant is in field the system the result will appear in the Applicant Detail section of the screen Then click the Search button If there are no results visible after clicking the search button then click the New button to create an applicant Applicant Maintenance jojejo WK Soja OF E e Enter data into the following fields Aeee Applicant No Select Detail 1 Personal Detail Personnel No NI number ninumb
22. on the 2 button Vacancy Vacancy Status Date Vacancy ID 009682 Test Vacancy Open Hold Location C Filled C Closed Applicant Count 2 Board Convenes Interview Seminar 09 MAY 2013 Positions 3 Applicant Status Search Applicant Detail Report Generate Applications Schedules Applicant Schedules Interview Schedules References Add Schedule Schedule Agsign l Start End Lead Board Applicant Round No Time Time Duration Time Convene Count gmi R a Edit Assign Schedule J i a a oe eee ee a Click on Schedules tab Click on the Assign Schedule button The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 36 of 91 eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual To un assign the Applicants click on the Applicant tab a Schedule Assignmert Assign Applicant Interviewer Un tick the Schedule Type Inteview Duration 45 Lead Time Round Eel Number Aa N Start Date 01 MAY 2013 Select box for Title ffestintewiews SS Start Time po OCC End Time each applicant Venue Test House 100 Test Avenue Testtown Morning Break Start 00 Morning Duration cl ick into box Assign Type individual Lunch Break Start fz30 Lunch Duration k Applicant Status Invite For First Interview Afternoon Break Start 16 00 Afternoon Duration to tick or un tick Sia All Order By Surname Forename v C Show All Show Av
23. s job offer as required you can delete this by F clicking on the X psl icon Code Description Value Start Date End Date Then click the 200 MOBILITY ALLOWANCE 600 00 30 JUN 2013 g QO 3 Save button _s sss E then OK button Cancel lt lt Previous The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 73 of 91 eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual How to complete the User Defined fields The User Defined fields are applicable to appointments for e existing members of staff e ex members of staff e vacancies which require a PVG check Following a Before Offer Check User Defined Fields may need to be completed and Local HR will advise the Recruiter which User Defined Fields should be completed if applicable To access the User Defined Fields you need to be in the Applicant Status Maintenance screen From the Portal click on Quick Jump then Core HR This will take you into eRecruitment back office e Recruitment se Wate W Internal Vacancies Online Recruitment Core e Recruitment Applications for internal vacancies are only available to existing members of My Online Recruitment staff To view all vacancies and previous applications please select the Online Recruitment link above T Clinical Trials Statistician Posted 26 Apr 13 Closing 24 May 13 18 00 More Information Apply From within th
24. the whole of your target audience is being captured For example if you have a lot of candidates who have an application status of Rbi Experience below minimum required then you can sort them by their status and send an email to only those applicants with that status NB select the Applicant Status then click on Search button Positions 3 Applicant Status Rbi Experience Below M Z Search Applicant Detail Report Generate Applications Comments Status Date Interview Date The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 54 of 91 eRecruitment Recruiter User Manual Action Edit Block Field Record Query Help Tools Window tk Applicant Status Maintenance View CoreHR Documents JE 0090 O Show Active Employees Save any pending char _ Vacancy C Show Dormant Employees es Vacancy ID 009582 Olffest Va Show All Employees e Create Reminder Open Hold enn Ql View Reminders C Filled C Closed Applicant Count 2 Board Conve Create Processes 09 MAY 2013 View Processes Vacancy Status Date Positions 3 Applicant St Change Password a Search Applicant Detail Report Generate Applications Last Personnel Sumber Applicants Schedules Field Options Applicant Name Overall Score Type Applicant Status Comments Status Date Interview Date After you have sorted applicants by their status click on Tools gt gt Le
25. 91 eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual How to delete an application If you have not performed a Submit Web Applicant action you would be able to un submit the application However if the application has been submitted the application cannot be edited or added to within eRecruitment The applicant may request that another application be submitted In this instance the application would need to be deleted from the system NB the applicant must be made aware all of their application content will be deleted meaning they will need to do the whole application again in its entirety In summary you need to bring up the applicants details on screen click into their application history and then delete the application in question You are not able to bring the vacancy up on the screen and delete the application From the Portal click on Quick Jump then Core HR This will take you into eRecruitment back office e Recruitment aD ie W Internal Vacancies E Onine Recniitment amp Core e Recruitment A CoreHR Applications for internal vacancies are only available to existing members of My Online Recruitment r staf To view all vacancies and previous applications please gor select the Online Recruitment link above D3 Clinical Trials Statistician Posted 26 Apr 13 Closing 24 May 13 18 00 More Information Apply From within the eRecruitment back office click on Core Personnel Exit Maintenance R
26. Alternatively you can also search by the description of your vacancy by clicking on the 2 button Vacancy Vacancy Status Date Vacancy ID 009582 Olfrest Vacancy Open C Hold Location 9 Filled C Closed Applicant Count 2 Board Convenes Interview Seminar 09 MAY 2013 Positions 3 Applicant Status Search Applicant Detail Report Applicants Schedules Applicant Schedules Interview Schedules References RBCS i ean Overall Score Status A29629 Bloggs2 Joe Examination Detail Sar Detail j R Detail Application Detail Multiple Applicant Update LN Highlight your applicant Click on Application Detail button This will open the application form in a new window You can copy and paste the content to a word document and then save as PDF format Within the application form window scroll down to the Applicant Documents section You can then save the applicant s documents e g CV to your PC The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 40 of 91 eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual How to combine all applications for your vacancy into one document The software will allow you to combine all of the applications linked to your vacancy into one document This is also known as using the PDF generator or generating a PDF file To access your vacancy you need to be in the Applicant Status
27. Body Edit as required PUSAN Default text is provided and Dear you can change this to suit Vacancy Title Vacancy Reference You do need to edit the main has applied for the above vacancy and has given your name as a referee If you are willing to provide a reference we would like to body and remove any of the ask you to comment on the suitability of the applicant for the role as outlined in the attached Further Particulars in which we draw brackets and exam ples your attention to the list of Main Duties amp Responsibilities and to the Person Specification Flease note that the candidate has the right to request to see any reference which is written on their behalf NB We would like to take this opportunity of thanking you for your assistance in this matter mg We look forward to hearing from you by DATE The character limit is 2000 Yours sincerely Name Job Title Planning Unit School Department Telephone No Attachments Further Particula v lt lt Previous Next gt gt Check To Send E mail iv Send Send All Exit You can attach a document the same way as when you email a single recipient However if you want all recipients to receive the attachment you need to click on the Apply to All button If you do not want all the recipients to receive the attachment you would need to individually attach the document to each recipient You can do this by using the Next and P
28. Employee Q Comments Cancel Next gt gt lt Previously we used the Target End Date field However moving forward the Recruiter would use Contract End Date in step 2 of 4 If your Appointment is open ended the Target End Date field will be blank If Appointment is Fixed there will be a date in the Target End Date field If you need to amend this do the amendment in the Contract End Date field in step 2 of 4 On the FTE Hours field click NB For HTBN Contracts the drop down list to reveal 4 Sub Category NEw NEW options oe FTE Hours 35 Hours i Select which is applicable oe Ee Then press the Tab or Enter key on your keyboard This will populate the FTE and Pensionable Acting Up Ind Secondment E Hours will be 0 Select 35 Hours from the list You need to type 1 into the FTE field then Tab key FTE field For Reference 35 Hours Applicable contract types AC AM TR1 UE 36 Hours Applicable contract types MC 39 Hours Applicable contract types MA 40 Hours Applicable contract types ACN ACN2 ACT AMN AMN2 AMT The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 After the FTE field and the FTE fields are populated click on the Next button Page 69 of 91 eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual The screen below allows you to enter start and end dates and check if the Date of Birth i
29. Location 9 C Filled C Closed Applicant Count 2 Board Convenes Interview Seminar 09 MAY 2013 3 Applicant Status Search Applicant Detail Report Generate Applications Comments Status Date Interview Date 3620 f TERN WAL Applic ant Ap plied 00620 Bloggs Joe EEN Applicant Applied fio MAY 2013 e am a 7 Examination Detail TE Appointment Detail Applicant Detail Application Detail Multiple Applicant Update The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 17 of 91 THE UNIVERSITY of EDINBURGH eRecruitment Recruiter User Manual Filtering applicants within a vacancy can be useful in order to view only applicants with a specific status or when sending emails to applicants with a particular status Vacancy Vacancy Status Date a Vacancy ID 009582 Test Vacancy a Open C Hold Location C Filled C Closed Applicant Count 2 Board Convenes Interview Seminar 09 MAY 2013 Positions 3 Applicant Status All X Search Applicant Detail Report Generate Applications Applicants Schedules Applicant Schedules Applicant 3 ma curs eld Comments Status Date Interview Date 5 uil EXTERNAI pplic ant Ap PR alied 10 2013 inal 29629 bai Joe i f EENM Ie Manlicant Applad GLED pnm en E q z G SS Examination Detail Appointment Detail Applicant Detail Application Detail Mul
30. Mail Merge pir Pamm Maie OOOO Selection make sure Current Record Selection Current Record C All Query Records is selected Send Email Cancel Send Email make sure box is ticked After clicking the OK button the Send E mail screen will appear Send E mail Send E mail From test managen ed ac uk Apply to All To joe blaggs1 gmail com Attach Attachments Apply to All Subject University of Edinburgh Invite for Interview From Type your email address or the email address of another appropriate staff member CONFIDENTIAL Subject Edit as required Dear JB1 Bloggs Main Body Edit as required Vacancy Title Test Vacancy Vacancy Reference 009582 Default text is provided and With reference to your application for the above post am pleased to inform you that you have been selected for interview Please you Can change this to suit log into your University of Edinburgh jobs website account and click on Application History to select an interview date and time You do need to edit the main On arrival please report to the School Department office details and link to map The selection process will comprise an body and remove any of the interview presentation Occupational Personality Questionnaire role play assignment brackets and exam ples Please see the attached document for full details including the membership of the interview panel There is also additional important
31. NIVERSITY of EDINBURGH Recruiter User Manual e How to add or remove an interview or shortlisting panel member to a vacancy Once the vacancy is live and showing in the vacancies listing http www vacancies ed ac uk it is good practice to add the interview shortlisting panel into the vacancy CorePortal SSO eRecruitment eRecruitment is used to complete a variety of recruitment related processes including raising approving Staff Requests arranging for vacancy adverts to be posted short listing applications arranging interviews and appointing successful candidates to roles If you require access to eRecruitment as a new user or if there is a problem with your existing access please contact the HR Systems team for assistance HR Systems ed ac uk or 508126 Launch ERecruitment Click the Launch ERecruitment button to open the software from within myEd Before a staff member or non staff member can be picked as an interviewer in the eRecruitment system the individual needs to be added to the interview panel member list If the Interviewer has not been added to the list they will not be able to see the My Vacancies link in the portal E Online Recruitment My Online Recruitment To view all vacancies and previous applications please selectthe Online Recruitment link above My Vacancies My Vacancies To view vacancies that you are on the interview panel please select the link above If the Inter
32. Sia All Order By Surname Forename v C Show All Show Available Applicants er TF Selected chedule chedule i Applicant No Name Applicant Status Date Time Round No Rating Comments e Then click the A295628 Joe Bloggs wteForFirstitevew D 0 S butt oo Ta a a ave button Then click OK Select All Assign Interview Times button You can confirm all the applicants have been un assigned when the Applicants Selected box is showing 0 To un assign the Interview panel members click on the Interviewers tab a Schedule Assignment Assign Applicant jnterviewer Schedule Type Interview Duration 45 Lead Time U n tick the Round 1 Number 1 Start Date 01 MAY 2013 Select box for Title Test Interviews Start Time 09 00 End Time each applicant Venue Test House 100 Test Avenue Testtown Morning Break Start 11 00 Morning Duration ji k b Assign Type Individual Lunch Break Start 12 30 Lunch Duration c Ick Into DOX Applicant Status Invite For First Interview Afternoon Break Start 15 00 Afternoon Duration to tick or un ian tick Applicants Applicants Selected Schedule Schedule Then click the Surname Forename Interviewer Type Date Time Selec Ashworth James Internal Save button ee m Then click OK button Cancel lt Deselect AIl To exit out of this screen click on the Cancel button After clicking Cancel you are returned to the screen below Vacancy Vacan
33. ailable Applicants er TF Selected chedule chedule i Applicant No Name Applicant Status Date Time Round No Rating Comments e Then click the A295628 Joe Bloggs wteForFirstitevew D 0 S butt oo Ta a a ave button Then click OK Select All Assign Interview Times button You can confirm all the applicants have been un assigned when the Applicants Selected box is showing 0 To un assign the Interview panel members click on the Interviewers tab a Schedule Assignment Assign Applicant jnterviewer Schedule Type Interview Duration 45 Lead Time U n tick the Round 1 Number 1 Start Date 01 MAY 2013 Select box for Title Test Interviews Start Time 09 00 End Time each applicant Venue Test House 100 Test Avenue Testtown Morning Break Start 11 00 Morning Duration ji k b Assign Type Individual Lunch Break Start 12 30 Lunch Duration c Ick Into DOX Applicant Status Invite For First Interview Afternoon Break Start 15 00 Afternoon Duration to tick or un ian tick Applicants Applicants Selected Schedule Schedule Then click the Surname Forename Interviewer Type Date Time Selec Ashworth James Internal Save button ee m Then click OK button Cancel lt Deselect AIl To exit out of this screen click on the Cancel button After clicking Cancel you are returned to the screen below Vacancy Vacancy Status Date Vacancy ID 009582 Test Vacancy ack
34. alise your organis employees Applicant Status i The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 16 of 91 THE UNIVERSITY of EDINBURGH eRecruitment Recruiter User Manual Type your Vacancy number into the Vacancy ID field Press the Tab or Enter key on your keyboard to make sure the description Vacancy Vacancy ID Me Say Q e Ay AAE AERE populates Into the yellow field Open Hold Location P q Filled C Closed i Click on the Search button ECC ovate ee painter ey ona alae EOI Positions 0 Applicant Status All X Search Applicant Detail Report Generate Applications Applicants Schedules Applicant Schedules Interview Schedules References pealt Overall Score Type Applicant Status Comments Status Date Interview Date a p PC CC Gi TEPEDOTIED Examination Detail Appointment Detail Applicant Detail Application Detail Multiple Applicant Update Alternatively you can also search by the description of your vacancy by clicking on the button Vacancy After clicking the Search button your vacancy will return a list of Vacancy ID applicants which have been submitted to back office Location To open an applicant you need to double click into the field which shows the Applicant number C Vacancy Status Date 009582 Olfrest Vacancy Open C Hold
35. ation number SC005336 Page 68 of 91 After clicking on the Yes button to record the offer details the Appointment Offer screen will appear eRecruitment Recruiter User Manual There are 4 steps for Appointment Offer Most of the information will be populated already as this was entered at the time the staff a Appointment Offer with your starting screen being step 1 of 4 request was raised Post Details f i Offer Details Step 1 of 4 mite calle Please enter the offer information for the employee on this screen j Pay Details Ofer enectee Wate 03 JUN 2013 Q Target End Date Q Details such as department job title and cost centre may be entered here Hierarchy Details Appointment Details University 5 UNIVERSITY OF EDINBURGH Post Type N xo Project Support Grp College CS2 Corporate Services Group i Job Category 0011 DISCLOSURE IS NOT REQUIRED Planning Unit Schpe P64 Human Resources Planning Unit ae Ae Job Title g Job Text HUMAN RESOURCES D424 H R Department Human Resources EmployeeStatus N fNo Locatig 6154 9 16 CHAMBERS STREET Sub Status a eee ne 35 Hours Cost Centre 101000 101000 Category N o NEW 36 Hours 39 Hours Job Segment 1 Q pune on Q ee 40 Hours Hours 35 00 FTE Hours ob Segment 3 L2J FTE as FTE ts Responsible To Pensionable a Acting Up Ind a secondment a Action Q Reason Code Replaces
36. cruiter should enter one in the following format NM date of birth in 6 digit format D e g applicant DOB is 12 May 1980 Enter like this NM120580D It is possible for the Recruiter to enter the NI number in step 2 of 4 in the Appointment Details screen However this is not advisable as the NI number will not feed into the Oracle HR database which in turn will stall the process The correct way to enter the NI number is in the Applicant Details screen You get to this screen from the menu Core Personnel gt gt Recruitment gt gt Recruitment Maintenance gt gt Applicant Details The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 57 of 91 From the Portal click on Quick Jump then Core HR This will take you into eRecruitment back office e Recruitment W Internal Vacancies Applications for internal vacancies are only available to existing members of staff a Clinical Trials Statistician Posted 26 Apr 13 Closing 24 May 13 18 00 More Information Apply eRecruitment Recruiter User Manual amp Core e Recruitment a CoreHR My Online Recruitment Ah To view all vacancies and previous applications please 27 select the Online Recruitment link above From within the eRecruitment back office click on Core Personnel Exit Maintenance Recruitment Window Recruitment Enquiries Recruitment Maintenance ta Core Desktop Applicant Detail Recr
37. cruitment link above a Clinical Trials Statistician Posted 26 Apr 13 Closing 24 May 13 18 00 More Information Apply From within the eRecruitment back office click on Core Personnel Exit Maintenance Recruitment Window Recruitment Enquiries gt CEM Applicant Detail Recruitment Reference Applicant Status COF Desktoy My Shortcuts Available Products a Core Desktop Archive Applicants Submit Web Applicants CoreHR Manage all aspects of recruitment through to integrated CoreHR sui CorePay Navigate to the menu at top of screen From this menu choose CorePersonnel Recruitment CorePersonnel Effecti Recruitment Maintenance gt gt aus capitalise your organis i employees Applicant Status i The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 67 of 91 THE UNIVERSITY of EDINBURGH eRecruitment Recruiter User Manual Type your Vacancy number into the Vacancy ID field Press the Tab or Enter key on your PEN keyboard to make sure the description Vacancy ID okt O z it ae sue populates into the yellow field a 9 Filled C Closed Click on the Search button Applicant Count 0 Board Convenes Interview Seminar Positions 0 Applicant Status All Applicants Schedules Applicant Schedules Interview Schedules References past Ov
38. cy Status Date Vacancy ID 009582 Test Vacancy ack Open C Hold Location C Filled C Closed Applicant Count 2 Board Convenes Interview Seminar 09 MAY 2013 Positions 3 Applicant Status Al gt Search Applicant Detail Report Generate Applications Click on the Applicants Applicant Schedules Interview Schedules References Ed it b utton Add Schedule Schedule Assign Type Round No Type Title Interview t 1 Individual Test Interviews DT MAY 2013 Doo i700 Doas Do0 paas Assign Schedule A Start End Lead Board Applicant Time Time Duration Time Convene Count i a Si The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 33 of 91 THE UNIVERSITY of EDIN i eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual a Add Edit Schedule Description Schedule Type Round i E schedule Mo Title Test Interview Assign Type Applicant Status Invite For First Interview scheduling enue Test House 100 Test Avenue Testtown Start Date O1 MAY 2013 Start Time 09 00 End Time Duration 45 Lead Time Breaks Morning Duration Lunch Duration Afternoon Duration Misc Board Convenes special Needs Applicant Selection F Mo Interview Slots Allowed Mo Applicants i Mo Interviewers Cancel Delete You can now make changes to any of the fields After making your changes c
39. d The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 30 of 91 eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual How to edit an interview schedule Before an interview schedule can be edited interview shortlisting panel members and applicants who have previously been assigned to the schedule need to be unassigned temporarily After you have edited the interview schedule and saved the changes you need to assign your interview shortlisting panel members and applicants to the interview schedule To access your vacancy you need to be in the Applicant Status screen within Back office From the Portal click on Quick Jump then Core HR This will take you into eRecruitment back office e Recruitment is tere W Internal Vacancies Online Recruitment amp Core e Recruitment staff To view all vacancies and previous applications please Applications for internal vacancies are only available to existing members of My Online Recruitment select the Online Recruitment link above T Clinical Trials Statistician Posted 26 Apr 13 Closing 24 May 13 18 00 More Information Apply From within the eRecruitment back office click on Core Personnel Exit Maintenance Recruitment Window Recruitment Enquiries Ca Applicant Detail Recruitment Reference Applicant Status Desktop gaCore Desktop cor Archive Applicants Sub
40. d Send All Exit You can attach a document to your email by clicking on the Attachments button The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 83 of 91 eRecruitment Recruiter User Manual ya Add Attachments Attachments Attachment Name Browse Remove is To attach the document from your Browse E Remove a l B OWSe z emove computer click on the Browse button aes _Browse Remove Browse Remove This will open up a window to allow you to select your document It may open Close your My Documents folder by default J images My Adobe Captivate Projects Remote Assistance Logs UoE Word Templates Once you have selected your document click on the Open button Lal Desktop My ms Documents wli Diversity in the Workplace Training completion certificate 1Y wli HR in the org Computer Te File name Test docx a SOLS Files of type Microsoft Word 2010 docx bd Cancel i Attachments The Add Attachments window Attachment Name on will appear again and you can E Remove see your document in the se Remove Remove yellow Attachment Name field Remove Remove Then click on the Save button CorePersonnel 18 2 1 Test You will then see two message windows Click OK to both then click on the Close button P Ya Send E mail You are t
41. e Applications button The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 42 of 91 THE UNIVERSITY of EDINBURGH eRecruitment Recruiter User Manual A Generate Applications Selection Criteria Vacancy 009582 Test Vacancy Delete Merged Application Status All I Batch Mode Detail Application Surname Forename pleat No Status Created Updated Error gt INVITE FOR FIRS T INTERS AEW Not Created Not Created ReSRSaRA REA JK Select All Clear Selection Delete Selected Generate Applications y Merge Applications Not Created You can either select all After you have selected your applications by clicking the Select All applications click on the button or you can select individual applications Generate Applications button by clicking in the box to the right of the application to generate a PDF document Clicking in the box will tick or un tick CorePersonnel 16 2 1 Test 6 The job has been submitted You will receive an email when complete To confirm click on the OK button You will also receive a confirmation email After you click the OK button you will then see the screen below Vacancy Vacancy Status Date Vacancy ID 009582 Test Vacancy j Open C Hold Location C Filled C Closed Applicant Count 2 Board Convenes Interview Seminar 09 MAY 2013 Positions 3 Applicant Statu
42. e Campus Development Printing Services Online PSO Entertainment Wiki Service Finances Financial Information IT Support Tools News People amp Person Then choose eRecruitment Channel details Then click the Add to My Page button eRecruitment Log into eRecruitment Add To My Page Use It Now The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 2 of 91 THE UNIVERSITY of EDINBURGH eRecruitment Recruiter User Manual When you click on the Launch ERecruitment button in MyEd you will be directed to this screen We refer to this screen as the Portal where we initiate the process by way of a Staff Requisition For Recruiters the majority of the work is completed in the Back Office To access the Back Office you need to click on the Quick Jump link cor PORTAL Welcome Back e Recruitment W Internal Vacancies Applications for internal vacancies are only available to existing members of staff Research Fellow Posted 08 Apr 13 Closing 15 May 13 17 00 More Information Apply Posted 19 Apr 13 Closing 2 3 17 00 More Information Apply Post Doctoral Research Fellow Posted 23 Apr 13 Closing 23 May 13 17 00 More In W External Vacancies External vacancies are available to all members of staff and the general public Two Postdoctoral Research Assistants Posted 18 Oct 12 Closing 30 Nov 21 17 00 More Informat
43. e eRecruitment back office click on Core Personnel Exit Maintenance Recruitment Window ga Core Desktop Recruitment Enquiries Recruitment Maintenance Applicant Detail Recruitment Reference Applicant Status D es kto Archive Applicants Submit Web Applicants My Shortcuts Available Products CoreHR Manage all aspects of recruitment through to integrated CoreHR sui CorePay Navigate to the menu at top of screen From this menu choose 2i CorePersonnel Recruitment di i CorePersonnel Effecti Recruitment Maintenance gt gt aus capitalise your organis employees Applicant Status i The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 74 of 91 THE UNIVERSITY of EDINBURGH eRecruitment Recruiter User Manual Type your Vacancy number into the Vacancy ID field Press the Tab or Enter key on your keyboard to make sure the description Vacancy x PEE AR _ Vacancy Status Date populates into the yellow field Open C Hold Location i ge Cbsd Click on the Search button Applicant Count 0 Board Convenes Interview Seminar f BERBER BBB RBBB RBBB RBBB RRR RRP RRR Ree eee eee eee ee EE ANE NENEN NES Positions 0 Applicant Status All X Search Applicant Detail Report Generate Applications Applicants Schedules Applicant Schedules Interview Schedules Refer
44. ecruitment Window Recruitment Enquiries Recruitment Maintenance Applicant Detail Recruitment Reference Applicant Status C O r D es kto Archive Applicants Submit Web Applicants My Shortcuts Available Products ta Core Desktop CoreHR Manage all aspects of recruitment through tf From this menu choose integrated CoreHR duit CorePay Navigate to the menu at top of screen Recruitment gt gt CorePersonnel p CorePersonnel Effecti Recruitment Maintenance gt gt capitalise your organis employees Applicant Detail The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 9 of 91 o eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual Selection Criteria Applicant No QO Search Personnel No Qo NI number Name Address You must press the Tab key on your keyboard to activate a If you know the applicant number you search on the applicant number can type this in the Applicant No field After you press the Tab key the applicant name will populate in the yellow field next to the Applicant No Selection Criteria Applicant No A296830 Q Bloggs3 Joe L Search Personnel No Jo Qo hi NI number fo Name Me Address If you are not sureof the applicant number you can enter all or part of the applicant name in the Name field You now need to click on the Search button
45. ee eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual eRecrultment Recruiter User Manual How to access the eRecruitment SYS CU betty ete gecciucettie ates csi anaE EEEE EEEE nd eer eee es 2 How to accept applications into the Back office submit AN APPLICATION cc eeccccesseccceseccccesececeusececeeececeeecessueceseeeceesenecetsuaeeetees 4 HOW tO UN SUDMIt AN APPLICATION seeeccccsssssececceeseeececaessecccesesseceeeaeseeceeeseeeeeeeseeseeeeeseeseeeessaaseceeeaaaesseeeseaaseeessuaaeeeessuauseeessagasseessaees 7 How tome i 18 e ag e 6 o 4 s a ene ne en ee ne ee eT er ee ee eee 9 How to link an applicant to a vacancy that has not been advertised cccccccssssecccceeseececcsesseccccaeseceeceeasecesseeaeeceesauaeeeessuaaeeeeseeees 12 How to view and filter the list of applicants for your VACANCY sssscccccsesseccccaeseeceecauseeceesaeaeececsseseceesauasecessaeasecessauaeeeessuaaseeessaees 16 How to add or remove an interview or shortlisting panel member tO a VACANCY seecccccssssecccceeseececcaeeeececseeuseceesaueeecessuaaeeeesseees 19 HOW to Set UP AN interview schedule cseecccccesssecccceessececeseeseceesseeeeeeesseeeeeeeeseaeeeeesaaseeeeeaeaseeeessaeseceeseenseeeessansesessaeaseeessaaaeeeessgees 22 How to assign interview panel Members to an interview schedule ccccccccssssccccceeseeccceseseccecauseceeseessecessaeeseeeesaeaeeeeeseaaeeeessages 25 How to a
46. eed to be submitted accepted into the back office before you can do anything with them After applications have been submitted accepted into the back office you can view the list of applicants You can then click into individual applications and view more information and perform more actions To access your vacancy you need to be in the Applicant Status screen From the Portal click on Quick Jump then Core HR This will take you into eRecruitment back office e Recruitment W Internal Vacancies Online Recruitment Applications for internal vacancies are only available to existing members of My Online Recruitment staff To view all vacancies and previous applications please select the Online Recruitment link above a Clinical Trials Statistician Posted 26 Apr 13 Closing 244May 13 18 00 More Information Apply From within the eRecruitment back office click on Core Personnel Exit Maintenance Recruitment Window Recruitment Enquiries ame Applicant Detail Recruitment Reference Applicant Status Desktop gaCore Desktop cor Archive Applicants Submit Web Applicants My Shortcuts Available Products CoreHR Manage all aspects of recruitment through to integrated CoreHR sui CorePay Navigate to the menu at top of screen From this menu choose 2 CorePersonnel Recruitment i CorePersonnel Effecti Recruitment Maintenance gt gt aay capit
47. efined l Forename JOE 6 Events 7 Medical Detail Ld Surname BLOGGS1 Vacancy Detail sa a balls ID Location ae Pina Bounty Referral Detail i EG l a 1 Detail After clicking on 2 Vacancy Detail a list of vacancies for which the candidate has applied to within your area of responsibility will display Find the correct vacancy and click on it With the correct vacancy highlighted right click within the Vacancy ID field Then select View References The referees that the applicant has nominated at the time of their application will appear in a list If you want to include another reference click on the Add Reference Details button Applicant Details Applicant Type External Name Joe Bloggs1 Delete _ Vacancy 009682 Test Vacancy Unsubmit Personal Darcie f CWiclifetion Dati Erialayriant Variis Reference Details Mateetoanene ETAT ES SU GUTTET ETENE Reference Details Add Reference Details Nane Company Position Phone no Email address TEETE test testjob re ftest 1 reftestt com Details Er reftest2f reftest2s SS Pe EEE com Details Details If you wish to create or send reference requests one at a time you need to highlight the particular reference in the list If you are going to send reference requests to all referees at once it doesn t matter which referee is highlighted The University of Edinburgh is a charitable body registered in Scotland with regis
48. egistered in Scotland with registration number SC005336 Page 75 of 91 eRecruitment Recruiter User Manual Applicant Maintenance 9 9 9 wl Applicant Select Detail Applicant No A29628 Q Personal Detail Personnel No Vacancy Detail Applicant Status NI number NM124568D Assessment Detail Location User Defined Forename JOE Events Z Medical Detail Surname BLOGGS1 In the Applicant Maintenance screen click on 5 User Defined Select User Defined Field Hr Fields Misc Pvg Mumber Rehabilitation Offenders Rehires User Defined Field support Statement Source Weer Defined Field From Date To Date Degcription Training Application 009582 Support Statement fest Transfers New View Edit You will then see the Select User Defined Field screen Click on the drop down list to reveal your options When Local HR advise the Recruiter to complete the Rehires User Defined Field usually when the successful applicant is deemed an Ex Employee the Recruiter should check with Local HR that a final process date has been entered for the successful applicant and then do the following User Maintenance Select User Defined Field Select the Rehires User Defined Field ______ option from the list Then click the Source User Defined Field From Date To Date Description New button View Edit The University of Edinburgh is a charitable body regis
49. elephone No Attachments Further Particulars lt lt Previous Next gt gt Sm N __ Send Al After you have checked that all details within the email are correct click on the Send button CorePersonnel 16 2 1 Test A confirmation message will appear Click the OK button The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 85 of 91 eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual Action Edit Block Field Record Query Help Tools Window tn Applicant Status Maintenance View CoreHR Documents Letters lal ololojo o E iy Show Active Employees y Save any pending char a acancy Show Dormant Employees 009502 a Vacancy Status Date f 009582 l fTest va Show All Employees z Vacancy ID Location Q Applicant Count 2 Board Conve Create Reminder View Reminders C Filled C Closed Create Processes 09 MAY 2013 Open C Hold View Processes Positions 3 Applicant St Change Password 2E Search Applicant Detail Report Generate Applications Last Personnel Number Applicants Schedules _ Eield Options Applicant Name Overall Score 29630 Bloggs3 Joe ss EXTERNAL si Type Comments Status Date Interview Date Rbi Experience Below miq SS mwan 23 MAY 2013 To send a reference request to all the references at the same time click on Tools gt gt Letters from the menu at the top
50. en link the second successful applicant to the new vacancy meaning the vacancy would not be advertised Alternatively you could have a vacancy that is not advertised and an applicant who has applied out with the eRecruitment system In this instance you would need to create the applicant and link the applicant to the vacancy To locate an applicant already on the system or to create an applicant you need to be in the Applicant Maintenance screen From the Portal click on Quick Jump then Core HR This will take you into eRecruitment back office e Recruitment W Internal Vacancies E Onine Recniitment amp Core e Recruitment NM CoreHR staff To view all vacancies and previous applications please Applications for internal vacancies are only available to existing members of My Online Recruitment i select the Online Recruitment link above DI Clinical Trials Statistician Posted 26 Apr 13 Closing 24 May 13 18 00 More Information Apply From within the eRecruitment back office click on Core Personnel Exit Maintenance Recruitment Window Recruitment Enquiries Recruitment Maintenance Applicant Detail Recruitment Reference Applicant Status C O r D es kto Archive Applicants Submit Web Applicants My Shortcuts Available Products ta Core Desktop CoreHR Manage all aspects of recruitment through tf From this menu choose integrated CoreHR duit CorePay Navigate to the menu at top
51. ences ee o Overall Score Type Applicant Status Comments Status Date Interview Date a o CC E Yeneney IB lel ee Se es 2 S _ ee ee A S S S a Examination Detail Appointment Detail Applicant Detail Application Detail Multiple Applicant Update Alternatively you can also search by the description of your vacancy by clicking on the 2 button Vacancy Vacancy Status Date Vacancy ID 009582 Olftest Vacancy Open C Hold Location N C Filled C Closed Applicant Count 4 Board Convenes Interview Seminar 09 MAY 2013 Positions 3 Applicant Status Search Applicant Detail Report Generate Applications Applicants Schedules Applicant Schedules Interview Schedules References sel Overall Score Apie Status Comments Status Date Interview Date Biogg52 Jo Joe EXTERNAL o Rbi Experience Below Minim m MAY 2013 1 Bloggs3 Joe ri Rbi Experience Below Minim 23 MAY 2013 BLOGESS JOE JOE EXTERNAL EXTERNAL m Applicant Applied fao MAY 2013 Examination Detail maaan Detail i ET Detail N Application Detai Multiple Applicant Update The Recruiter will notice Local HR has updated the applicant status to reflect the outcome of the before offer check Make sure the successful applicant is highlighted and click on the Applicant Detail button The University of Edinburgh is a charitable body r
52. ent it Aes sa Applicant Detail Recruitment poner Applicant Status lt O r e j D aS KtOK Archive Applicants Submit Web Applicants My Shortcuts Available Products CoreHR Manage all aspects of recruitment through to integrated CoreHR sui CorePay Navigate to the menu at top of screen From this menu choose CorePersonnel Recruitment i a CorePersonnel Effecti Recruitment Maintenance gt gt aus capitalise your organis i employees Applicant Status The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 80 of 91 eRecruitment Recruiter User Manual Type your Vacancy number into the Vacancy ID field Press the Tab or Enter key on your keyboard to make sure the description eee AR _ Vacancy Status Date populates into the yellow field Open C Hold Location _ ge Cbsd Click on the Search button Applicant Count 0 Board Convenes Interview Seminar i ul AA EN Positions 0 Applicant Status All X Applicant Detail Report Generate Applications Applicants Schedules Applicant Schedules Interview Schedules References ate eee o Overall Score Type Applicant Status Comments Status Date Interview Date a Vacancy Search ee ee eee al a a E A N E E E Na OON Z SS E E E A A eS A l Examination Detail Appointment Detail Ap
53. eplying to Details please confirm as soon as possible whether or not you intend to accept this offer and start date A forfnal NB contract of employment will be issued to you upon receipt of your acceptance The character limit is 2000 look forward to hearing from you Yours sincerely Name Job Title Planning Unit School Department lt lt Previous Check To Send E mail Exit You can attach a document to your email by clicking on the Attachments button The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 64 of 91 eRecruitment Recruiter User Manual ya Add Attachments Attachments Attachment Name Browse Remove is To attach the document from your Browse E Remove a l B OWSe z emove computer click on the Browse button aes _Browse Remove Browse Remove This will open up a window to allow you to select your document It may open Close your My Documents folder by default J images My Adobe Captivate Projects Remote Assistance Logs UoE Word Templates Once you have selected your document click on the Open button Lal Desktop My ms Documents wli Diversity in the Workplace Training completion certificate 1Y wli HR in the org Computer Te File name Test docx a SOLS Files of type Microsoft Word 2010 docx bd Cancel i Attachments The Add Attachments
54. er Nm120580D Forename Forename JOE Su rname Surname BLOGGS5 Personal Detail If an applicant does not have an NI number enter one in the following format The applicant DOB is 12 May 1980 Enter like this NM120580D Middle Name Applicant Type EXTERNAL 7 Known As y File Since 29 MAY 2013 Title Mr Initials Title SLA o o O O Qualification Address 1 STRANDINGS LANE Gender Male C Female Unknown Address EDINBURGH Post Code Phone No Post Code EH15 4GH Country Mobile No Phone No 01316501000 Email Mobile No 07771234567 Email joe bloggs5 gmail com 4 Se ect Gender errr ree Then Save this detail by clicking the b icon Then click OK The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 13 of 91 oo o eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual After you click the save button you will see the following screen Applicant Maintenance ojojojo u ojojajy e Applicant Applicant No A30008 Personal Detail Personnel No Vacancy Detail NI number NMM120580D Applicant Status Assessment Detail Location User Defined Forename JOE Events 7 Medical Detail Surname BLOGGS5 Select Detail You can also see more options You can see an Applicant No has been generated j PP 6 available in the Select Detail
55. erall Score Type Applicant Status Comments Status Date a Interview Date a Search Applicant Detail Report Generate Applications a 2 e n Location 2 Gi Examination Detail Appointment Detail Applicant Detail Application Detail Multiple Applicant Update Alternatively you can also search by the description of your vacancy by clicking on the button Make sure the correct applicant is selected and update the Applicant Status to show Applicant Offered Vacancy E Vacancy Status Date Vacancy ID 009582 Test Vacancy Open Hold Location O Filled O Closed Applicant Count Board Convenes Interview Seminar 09 MAY 2013 Positions Applicant Status Al Search Mpplicant Detail Report Generate Applications Applicants Applicant Overall Score Applicant Status Interview Date Comments Status Date pS ede Ses g EXTERNAL Applicant Offered pma ee EXTERNAL Rbi Experience Below Minim gt MAY 2013 28 2013 SE EXTERNAL Rbi Experience Below Minim CorePersonnel 16 2 1 Test You will then see a message asking you if you want to record offer details eo Do You wish to record offer details Click on the Yes button The University of Edinburgh is a charitable body registered in Scotland with registr
56. erview Applicant s When shortlisting has taken place experience is adequate but not as and it has been decided who to experienced as shortlisted applicant s invite to interview Reject before interview Applicant s When shortlisting has taken place experience does not meet minimum and it has been decided who to requirements for the role invite to interview Reject before interview Applicant s When shortlisting has taken place qualifications are adequate but not as and it has been decided who to qualified as shortlisted applicant s invite to interview Reject before interview Applicant s When shortlisting has taken place qualifications do not meet minimum and it has been decided who to requirements for the role invite to interview References are being requested for the When at the stage of contacting References Requested applicant referees to request references It has been decided to keep the applicant as a reserve until it has been confirmed whether l Reserve l As required or not another applicant has accepted the job offer for example You will notice there are more options available on the dropdown list which are not included in the sample above These options may be more applicable to HR and less frequently used by the Recruiter Rbi Experience Adequate But Not Best Rbi Experience Below Minimum Required Rbi Quals Adequate But Not Best Rbi Quals Below Minimum Required NB Before you offer a p
57. etail Appointment Detail Applicant Detail Application Detail Multiple Applicant Update Alternatively you can also search by the description of your vacancy by clicking on the 2 button a jeoj joj uaj jojaj 9 Vacancy Vacancy Status Date Vacancy ID 009582 Olftest Vacancy Open C Hold Location F 9 Filled C Closed Applicant Count 4 Board Convenes Interview Seminar 09 MAY 2013 Positions 3 Applicant Status Search Applicant Detail Report Generate Applications Applicants Schedules Applicant Schedules Interview Schedules References i eee lu Overall Score E a Status Comments Status Date Interview Date a gt N ew Sent 3 mails O o D MAY 201 aE e paza View References 0 EXTERNAL O Rbi Rbi Experience Below Minim Below Minim Rbi Experience Below Minim ba MAY 2013 ai ooo Rbi Rbi Experience Below Minim Below Minim Rbi Experience Below Minim 23 MAY 2013 BLOGGSS DE X Applicant Applied F Applied f1 MAY 2013 From the list of applicants click on the right mouse button in the Applicant No field Then click on View Sent Emails from the pop up list The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 89 of 91 eRecruitment Recruiter User Manual This screen will confirm your email has been sent and it will also give a date stamp There
58. ference Applicant Status Desktor My Shortcuts Available Products Archive Applicants Submit Web Applicants CoreHR Manage all aspects of recruitment through to integrated CoreHR sui CorePay Navigate to the menu at top of screen From this menu choose CorePersonnel Recruitment Bi CorePersonnel Effecti Recruitment Maintenance gt gt aus capitalise your organis employees Applicant Status r The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 39 of 91 THE UNIVERSITY of EDINBURGH eRecruitment Recruiter User Manual Type your Vacancy number into the Vacancy ID field Press the Tab or Enter key on your keyboard to make sure the description Vacancy 7 Vacancy ID oksi Z Vacancy Status Date populates into the yellow field Open C Hold Location Ol ee eset Click on the Search button Applicant Detail Report Generate Applications Search v Positions 0 Applicant Status A Applicants Schedules Applicant Schedules Interview Schedules References aael Overall Score Type Applicant Status Comments Status Date Interview Date IF cc A Vacancy rc A emery IID ri el LC a Location Gi AEE a Examination Detail Appointment Detail Applicant Detail Application Detail Multiple Applicant Update
59. gt IS not used by the Agency Applicants ms University No Personnel No a Surname Score Date Input Date Submitted i oS oe St lt Ci s S a ae as O09 MAY 2013 15 40 55 09 MAYF20t3 t5483 P Potential Duplicate Applicants onsuhmi Dera L 429629 oe Bloggs2 SI o a 2013 15 58 21 o9 mayj2013 16 09 21 Unsubmit Details e230 o e Bogs ss 09 MAY 2073 16 11 04 09 MAY 2013 16 17 38 Unsubmit Details submit Details b Ynsubrnit Details Select Unsuitable Applicants Select All Update Applicant Status Click in the check box to the right of the application that you wish to un submit A tick will appear to confirm that the application has been selected Click on the Unsubmit button a N to the right of the application Unsubmit you wish to un submit Date Updated fo OCT 2012 You will then see an Unsubmit box Click into the Reason field and type the reason for un submitting the application Click on the Save button i CorePersonnel 16 2 1 Test A confirmation message will appear G Applicant s successfully submitted Click on the OK button This action will return the candidates application back into their application history within the Jobs website and they can then edit make changes before submitting again The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 8 of
60. gt gt capitalise your organis i employees Applicant Status The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 22 of 91 THE UNIVERSITY of EDINBURGH eRecruitment Recruiter User Manual Type your Vacancy number into the Vacancy ID field Press the Tab or Enter key on your keyboard to make sure the description Vacancy l Vacancy ID ossi Zm Penan populates into the yellow field ase o C Filled C Closed Click on the Search button Applicant Detail Report Generate Applications Applicant Count 0 Board Convenes Interview Seminar Positions 0 Applicant Status All 7 Applicants Schedules Applicant Schedules Interview Schedules References peit o Overall see Type Applicant Status Comments Status Date Interview Date la _ ee ee ven Search a i C Location E Yel C A SE ee ee eee ee eee eee Lt A I PULLA OADE Examination Detail Appointment Detail Applicant Detail Application Detail Multiple Applicant Update Alternatively you can also search by the description of your vacancy by clicking on the 2 button Click on the Schedules tab Vacancy Vacancy Status Date Vacancy ID N9582 I Test Vacancy j Open C Hold Location C Filled C Closed Applicant Count 2 Board Convenes Interview Seminar 09 MAY 2013 Positions 3 ApNicant S
61. hen returned to your Send E mail window Send E mail test managen ed ac uk You can now see your attachment Satiionadt elomallicar Attach You are not able to remove an attachment from the Send E mail window Subject You have to go back into the Add Attachment window and click the Remove button then the Save button Dear JB Bloggs The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 84 of 91 gt ae o eRecruitment Ua THE UNIVERSITY of EDINBURGH Cave Recruiter User Manual Send E mail test managenr ed ac uk Apply to All joe bloggs1 gmail com Test docx Apply to All University of Edinburgh Reference Request CONFIDENTIAL By e mail Vacancy Reference has applied for the above vacancy and has given your name as a referee If you are willing to provide a reference we would like to ask you to comment on the suitability of the applicant for the role as outlined in the attached Further Particulars in which we draw your attention to the list of Main Duties amp Responsibilities and to the Person Specification Please note that the candidate has the right to request to see any reference which is written on their behalf We would like to take this opportunity of thanking you for your assistance in this matter We look forward to hearing from you by DATE Yours sincerely Name Job Title Planning Unit School Department T
62. iles and password management There is a yellow door logo on the back off ice main screen Click this icon core PORTAL Wie F ORC ie ea A Recruitment Bi bena pik janpi E poetoneeces i kan W riana a E nines Henin Kopian So intel acana ae oeiy eatable Be enating member ot oe Then click on Logout zJ There ate fy arbera arson m at the moment J _ d e e E a e Be ge a a E E a rab al er O TEENE E no PET vacancies athe moment ho iir San Aip By Hig Medi TTS near pour GLA repair prida iiit Bhat berths abr The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 91 of 91
63. ion Apply Research Fellow Posted 08 Apr 13 Closing 15 May 13 17 00 More Information Apply Research Fellow Posted 11 Apr 13 Closing 13 May 807 More Information Apply tan Lab Manager Synthetic Biology Pest d 11 Apr 13 Closing 14 May 13 17 00 More Information Apply Programmer Synthetic Biology Posted 11 Apr 13 Closing 14 May 13 17 00 More Information Apply Research Assistant Posted 11 Apr 13 Closing 14 May 13 17 00 More Information Apply amp home quick jump preferences logout Online Recruitment amp Core e Recruitment G home quick jump preferences logout Online Recruitment v My Online Recruitment To view all vacancies and previous applications please select the Online Recruitment link above My Vacancies My Vacancies To view vacancies that you are on the interview panel please select the link above My Staff Requisitions My Staff Requisitions To view your staff requisitions please select the link gb E Recruitment 42 nnistration Recruitment Administration The E Recruitment Administration option allows you to configure the E Recruitment application forms amp Talent Pool Management Talent Pool Management The Talent Pool Management option allows recruiters to search for and create applicant records and link the applicant to a competition Click on Quick Jump CoreHR My Online Recruitment To view all vacancies and previous
64. is menu choose CorePersonnel Recruitment i CorePersonnel Effecti Recruitment Maintenance gt gt aus capitalise your organis employees Applicant Status r The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 28 of 91 eRecruitment Recruiter User Manual Type your Vacancy number into the Vacancy ID field Press the Tab or Enter key on your keyboard to make sure the description Vacancy z een a _ Vacancy Status Date populates into the yellow field Open C Hold Location i p d Click on the Search button Applicant Count 0 Board Convenes Interview Seminar f BEB BRB BRE RBBB BRR RRR RRR ee eee eee eee eee eee EE ANE NENEN NES Positions 0 Applicant Status All x Search Applicant Detail Report Generate Applications Applicants Schedules Applicant Schedules Interview Schedules References paidat o Overall Score Type Applicant Status Comments Status Date Interview Date a o CC E vacancy ID lel LU Location as Coo 2 o Coo M n PE CCC ee M ee eee E Lt a v I PULLA OADE Examination Detail Appointment Detail Applicant Detail Application Detail Multiple Applicant Update Alternatively you can also search by the description of your vacancy by clicking on the 2 button Vacancy Vacancy Status Date Vacancy ID 009682 Te
65. is no time stamp included in this screen Sent E mails sent a _ subject 22 May 2013 University of Edinburgh Invite far Interview Exit You can open the actual email to check all the details by double clicking in the sent or subject field i Sent E mails E mail Details est manager ed ac uk To joe blaggs1 gmail com Sent 22 MAY 201 3 Subject University of Edinburgh Invite for Interview CONFIDENTIAL Dear JB1 Bloggs Vacancy Title Test Vacancy Vacancy Reference 009552 With reference to your application for the above post am pleased to inform you that you have been selected for interview Please log into your University of Edinburgh jobs website account and click on Application History to select an interview date and time On arrival please report to the School Department office details and link to map The selection process will comprise an interview presentation Occupational Personality Questionnaire role play assignment Please see the attached document for full details including the membership of the interview panel There is also additional important information including eligibility to work which you should read carefully Please confirm whether or not you will be attending the interview by calling the number detailed below Yours sincerely Name Job Title Planning Unit School Department Telephone Number You can now see all the detail on the email to the applicant T
66. it an application you need to be in the submit web applicants screen From the Portal click on Quick Jump then Core HR This will take you into eRecruitment back office e Recruitment Du uuu S f W Internal Vacancies E Online Recruitment amp Core e Recryitment staff To view all vacancies and previous applications please Applications for internal vacancies are only available to existing members of My Online Recruitment select the Online Recruitment link above a Clinical Trials Statistician Posted 26 Apr 13 Closing 244May 13 18 00 More Information Apply From within the eRecruitment back office click on Core Personnel Exit Maintenance Recruitment Window Ree acme Recruitment Enquiries t ee Applicant Detail Recruitment Reference Applicant Status Archive Applicants core Desktofg My Shortcuts Available Products CoreHR Manage all aspects of recruitment through tf From this menu choose pata ESS A CorePay Navigate to the menu at top of screen CorePersonnel Recruitment gt gt l CorePersonnel Effecti Recruitment Maintenance gt gt capitalise your organi i i Submit Web Applicants EENE You can view all the applications within your area of responsibility To do this click on the Search button jojgo BF BODY Selection Criteria Description CO Date Opened From A wo g Vacancy Type OOO 0 eee earn Post Administrator Clear Vacancy S
67. itment THE UNIVERSITY of EDINBURGH yo Recruiter User Manual How to change applicant statuses within Back Office To access your vacancy you need to be in the Applicant Status screen within Back office From the Portal click on Quick Jump then Core HR This will take you into eRecruitment back office e Recruitment m _ 2 W internal Vacancies E Online Recruitment amp Core e Recruitment Applications for internal vacancies are only available to existing members of My Online Recruitment staff To view all vacancies and previous applications please select the Online Recruitment link above D3 Clinical Trials Statistician Posted 26 Apr 13 Closing 24 May 13 18 00 More Information Apply From within the eRecruitment back office click on Core Personnel Exit Maintenance Recruitment Window WTR eet acca Recruitment Enquiries Ci Applicant Detail Recruitment Reference Applicant Status D aS kto Archive Applicants Submit Web Applicants My Shortcuts Available Products CoreHR Manage all aspects of recruitment through to integrated CoreHR sui CorePay Navigate to the menu at top of screen From this menu choose 2 CorePersonnel Recruitment di CorePersonnel Effecti Recruitment Maintenance gt gt aay capitalise your organis employees Applicant Status The University of Edinburgh is a charitable body registered in Scotland
68. k the icon Then click OK The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 14 of 91 THE UNIVERSITY of EDINBURGH eRecrultment Recruiter User Manual Applicant Applicant No Personal Detail Personnel No 2 Vacancy Detail Applicant Status Assessment Detail User Defined JOE Events Medical Detail BLOGGSS Vacancy Detail Application Vacancy ID Location Applicant Status Bounty Referral nng I ITact faranry Ae AH JID OZ a BSL aleal es BA If you want to further verify that the applicant is linked to your vacancy click on 3 Applicant Status This will give you the following screen Vacancy Vacancy Status Date Vacancy ID 009582 E Test Vacancy Open Hold Location j EJ Filled Closed Applicant Count 1 Board Convenes Interview Seminar o9 ma 201 3 Positions 3 Applicant Status Search Applicant Detail Report Generate Applications Applicant Applicant Status Comments Status Date Interviews Date AS30008 BLOGGES JOE E Applicant Applied 24 JUN 2013 26 JUN 2103 10 00 The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 15 of 91 eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual How to view and filter the list of applicants for your vacancy When candidates apply to your vacancy they n
69. le Products CoreHR Manage all aspects of recruitment through to integrated CoreHR sui CorePay Navigate to the menu at top of screen From this menu choose A CorePersonnel Recruitment CorePersonnel Effecti Recruitment Maintenance gt gt aus capitalise your organis i employees Applicant Status i The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 35 of 91 eRecruitment Recruiter User Manual Type your Vacancy number into the Vacancy ID field Press the Tab or Enter key on your keyboard to make sure the description Vacancy TAa AA F Vacancy Status Date populates into the yellow field Open C Hold Location 2 f ne eset Click on the Search button Applicant Count 0 Board Convenes Interview Seminar 3 BEB BBB BRB BERR RBBB RBBB RP RPRPRRRRRReeeeeee eee ee RAAE EE AEAEE Positions 0 Applicant Status All x Search Applicant Detail Report Generate Applications Applicants Schedules Applicant Schedules Interview Schedules References Sones Overall Score Type Applicant Status Comments Status Date Interview Date IF SE ee Vacancy D S emery E lel LC a Location Examination Detail Appointment Detail Applicant Detail Application Detail Multiple Applicant Update Alternatively you can also search by the description of your vacancy by clicking
70. lected your document click on the Open button Lal Desktop My ms Documents wli Diversity in the Workplace Training completion certificate 1Y wli HR in the org Computer Te File name Test docx a SOLS Files of type Microsoft Word 2010 docx bd Cancel i Attachments The Add Attachments window Attachment Name on will appear again and you can E Remove see your document in the se Remove Remove yellow Attachment Name field Remove Remove Then click on the Save button CorePersonnel 18 2 1 Test You will then see two message windows Click OK to both then click on the Close button P Ya Send E mail You are then returned to your Send E mail window Send E mail test managen ed ac uk You can now see your attachment Satiionadt elomallicar Attach You are not able to remove an attachment from the Send E mail window Subject You have to go back into the Add Attachment window and click the Remove button then the Save button Dear JB Bloggs The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 53 of 91 THE UNIVERSITY of EDINBURGH eRecruitment Recruiter User Manual ga Send E mail Send E mail From testmanager edacuk Bly to Al Attach Testdocx 0 Attachments Apply to All Subject University of Edinburgh Invite for Interview CONFIDENTIAL Dear JB1 Bloggs
71. licant Status 7 Within this screen you can submit af or the majority of the candidate applications To do this Click on the Select All button at the bottom of the screen A tick will appear in the check box to the right of each applicant s 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 a Submit Web Applicants aj ojojojo a ojojSjy o Applicant Acceptance Score Rating legend Internal Applicants Search forSumame 2 ss s S Search E gt External Applicants Search for Forename _ _ Clear e gt Agency Applicants B Potential Duplicate Applicants Vacancy is 009562 and description Test Vacancy Applicant No Personnel No Forename Surname Score Date Input Date Submitted 29525 Joe E PTER T MAY 2013 15 40 55 09 MAY 2013 15 48 35 Unsubmit Details 9629 o oe Bogs 09 May 2013 15 58 21 09 may 2013 16 09 21 Unsubmit Details a23530 O Doe Bogs i 09 y 2013 15 11 04 o9 may 2013 16 17 38 Unsubmit Details o BO O g l hn nS E Unsubmit Details fs a tl eee if les ee ees cee Gene Unsubmit Details Select Unsuitable Applicants Deselect All Update Applicant Status Click on the Update button at the bottom of the screen The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 5 of 91
72. lick the Save button NB If you un assigned any applicants or interview panel members you will need to assign them to the interview schedule The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 34 of 91 eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual How to delete an interview schedule Before an interview schedule can be deleted interview shortlisting panel members and applicants who have previously been assigned to the schedule need to be unassigned To access your vacancy you need to be in the Applicant Status screen within Back office From the Portal click on Quick Jump then Core HR This will take you into eRecruitment back office e Recruitment W Internal Vacancies f Online Recruitment amp Core e Recruitment Applications for internal vacancies are only available to existing members of My Online Recruitment staff To view all vacancies and previous applications please select the Online Recruitment link above T Clinical Trials Statistician Posted 26 Apr 13 Closing 24 May 13 18 00 More Information Apply From within the eRecruitment back office click on Core Personnel Exit Maintenance Recruitment Window Recruitment Enquiries a Applicant Detail Recruitment Reference Applicant Status COTE Desktop a Core Desktop Archive Applicants Submit Web Applicants My Shortcuts Availab
73. ll the emails at the same time by clicking on the Send All button If you click on the Send button only the email on your screen will be sent and not the other recipients in the group The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 56 of 91 eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual How to initiate a Before Offer Check You have identified the applicant you want to offer the post to Before an offer is made to an applicant it is imperative a Before Offer Check is conducted to help manage risk of the appointment After the successful applicant is identified the Recruiter will initiate the Before Offer Check by changing the applicant status to Before Offer Check Vacancy Vacancy Status Date Vacancy ID 009682 Test Vacancy ae Open C Hold Location e i C Filled C Closed Applicant Count 1 Board Convenes Interview Seminar 09 MAY 2013 Positions 3 Applicant Status Before Offer Check Search Applicant Detail Report Generate Applications Applicants Schedules Applicant Schedules Interview Schedules Sopian ane Overall Score Type Applicant Statu Comments Status Date Interview Date MEE Bloggst Joe l EXTERNAL Before Offer Check 24 MAY 2013 When the Applicant Status is changed to Before Offer Check this will automatically notify your Local HR by way of a system generated email
74. loyee e Ex Employee Following the notification from Local HR to the Recruiter Local HR will change the applicant status to Successful Check for all of the 4 categories except New Start If the Successful Check is a New Start then the Recruiter can update the Applicant Status to Successful Check NB The Recruiter may be required to carry out further action depending upon the specific results of the successful check This will be communicated to the Recruiter by Local HR e Fora Casual Member of Staff or Current Current and Ex Employee the Recruiter will need to complete the Transfer User Defined fields e Foran Ex Employee the Recruiter may need to complete the Rehires User Defined fields After the Applicant Status has been changed to Successful Check the Recruiter may offer the post to the successful applicant If the Before Offer Check is an Unsuccessful Check Local HR will contact the Recruiter to advise this outcome Local HR will change the applicant s status to Unsuccessful Check in Back Office The applicant will not be offered the post and the Recruiter should advise the applicant they have been unsuccessful The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 61 of 91 eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual How to offer a post to successful applicant from the system via email After your Local HR team has confirmed the Before Offe
75. loyees Applicant Status The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 62 of 91 eRecruitment Recruiter User Manual Type your Vacancy number into the Vacancy ID field Press the Tab or Enter key on your keyboard to make sure the description Vacancy t oe To co populates into the yellow field Open C Hold Location CE C Click on the Search button l Applicant Count 0 Board Convenes Interview Seminar f BERBER BBB RBBB RBBB RBBB RRR RRP RRR Ree eee eee eee ee EE ANE NENEN NES Positions O Applicant Status All v Search Applicant Detail Report Generate Applications Applicants Schedules Applicant Schedules Interview Schedules References paidat Overall Score Type Applicant Status Comments Status Date Interview Date a ont es Ls Ls Vacancy ID ro eo ll E Location 2 ee es ee es a ee a v a Examination Detail Appointment Detail Applicant Detail Application Detail Multiple Applicant Update Alternatively you can also search by the description of your vacancy by clicking on the button After clicking the Search button you will see the Applicant Status Maintenance screen If you are emailing one applicant individually make sure your desired recipient is highlighted in your list of applicants You can
76. lso search by the description of your vacancy by clicking on the 2 button Vacancy Vacancy Status Date Vacancy ID 009682 Test Vacancy Open Hold Location C Filled C Closed Applicant Count 2 Board Convenes Interview Seminar 09 MAY 2013 Positions 3 Applicant Status Search Applicant Detail Report Generate Applications Schedules Applicant Schedules Interview Schedules References Add Schedule Schedule Agsign l Start End Lead Board Applicant Round No Time Time Duration Time Convene Count gmi R a Edit Assign Schedule J i a a oe eee ee a Click on Schedules tab Click on the Assign Schedule button The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 32 of 91 eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual To un assign the Applicants click on the Applicant tab a Schedule Assignmert Assign Applicant Interviewer Un tick the Schedule Type Inteview Duration 45 Lead Time Round Eel Number Aa N Start Date 01 MAY 2013 Select box for Title ffestintewiews SS Start Time po OCC End Time each applicant Venue Test House 100 Test Avenue Testtown Morning Break Start 00 Morning Duration cl ick into box Assign Type individual Lunch Break Start fz30 Lunch Duration k Applicant Status Invite For First Interview Afternoon Break Start 16 00 Afternoon Duration to tick or un tick
77. mit Web Applicants My Shortcuts Available Products CoreHR Manage all aspects of recruitment through to integrated CoreHR sui CorePay Navigate to the menu at top of screen From this menu choose CorePersonnel Recruitment d CorePersonnel Effecti Recruitment Maintenance gt gt Guys capitalise your organis i employees Applicant Status i The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 31 of 91 eRecruitment Recruiter User Manual Type your Vacancy number into the Vacancy ID field Press the Tab or Enter key on your keyboard to make sure the description Vacancy TAa AA F Vacancy Status Date populates into the yellow field Open C Hold Location 2 f ne eset Click on the Search button Applicant Count 0 Board Convenes Interview Seminar 3 BEB BBB BRB BERR RBBB RBBB RP RPRPRRRRRReeeeeee eee ee RAAE EE AEAEE Positions 0 Applicant Status All x Search Applicant Detail Report Generate Applications Applicants Schedules Applicant Schedules Interview Schedules References Sones Overall Score Type Applicant Status Comments Status Date Interview Date IF SE ee Vacancy D S emery E lel LC a Location Examination Detail Appointment Detail Applicant Detail Application Detail Multiple Applicant Update Alternatively you can a
78. ncy Detail Application Vacancy ID Application Detail MEA Test Vacancy i 3 O MAY 2013 09 06 24 Detail ff 3 Detail Once you have confirmed the correct application number click on the Delete button va Delete Application Delete Application box will a ppear Confirm deletion of Joe Bloggs3 s application for the position of Test Vacancy The Delete Application No of Documents A confirmation message will Type into the Deletion No of Qualification Records appear Reason field with an No of Employment History Records Click on the OK button explanation No of Reference Records No of Questionnaire Records of Event Records Then click on the Delete Deletion Reason 7 Applied to wrong vacancy Application button Delete Application Cancel Application records successfully deleted The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 11 of 91 eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual How to link an applicant to a vacancy that has not been advertised When we refer to a vacancy not being advertised in eRecruitment we mean the vacancy will not be visible in the vacancies listing http www vacancies ed ac uk An example of a vacancy which has not been advertised is when you have two applicants that you want to offer a post to and your staff request only indicates one post In this example you would create a new vacancy and th
79. ny names it is possible you haven t added the interview panel member to your vacancy Even though your interviewers are now visible you have to actually select the ones you want to be assigned to the interview schedule To select everyone click on the Select All button Then click Save Then click OK Alternatively you can click in the Select box to the right of each individual Once selected a tick will appear in the box Then click Save Then click OK If a panel member has already been assigned to another schedule at the time you are trying to assign them to your schedule the system will inform you so there is no risk of the interviewer being double booked NB The Recruiter will need to notify the interview panel member of all the details relating to interview including location breaks and the time that the panel is expected to convene When the interview panel member is aware of their involvement they can view the details The interviewer clicks on Launch ERecruitment button within myEd and then clicks on My Vacancies then clicks on the Vacancy number in the Job Id column Current Jobs Recruitment Status Post Date Position Description Location Close Applicants Staff Date Request No In Progress 09 May 13 Test Vacancy 9 16 1305002791 4 Chambers The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 27 of 91 eRecruitment THE UNIVERSITY of EDINBURGH Recrui
80. o be in the Applicant Status screen within Back office From the Portal click on Quick Jump then Core HR This will take you into eRecruitment back office Wpouvcucvavuusbuneseveeswuraes 4 e Recruitment amp home quick jump H preferences logout Ol tere iW Internal Vacancies Online Recruitment Core e Recruitment CoreHR Applications for internal vacancies are only available to existing members of My Online Recruitment ih staff To view all vacancies and previous applications please A select the Online Recruitment link above a Clinical Trials Statistician Posted 26 Apr 13 Closing 244May 13 18 00 More Information Apply From within the eRecruitment back office click on Core Personnel Exit Maintenance Recruitment Window L eee acme Recruitment Enquiries gt aay Applicant Detail Recruitment Reference Applicant Status i C O r D eS kto Archive Applicants Submit Web Applicants My Shortcuts Available Products CoreHR Manage all aspects of recruitment through to From this menu choose integrated CoreHi sui CorePay Navigate to the menu at top of screen CorePersonnel Recruitment i CorePersonnel Effecti Recruitment Maintenance gt gt capitalise your organis employees Applicant Status The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 50 of 91 eRecruitment Rec
81. o leave this screen click on OK Then click the Exit button to take you back to Applicant Status screen The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 90 of 91 THE UNIVERSITY of EDINBURGH eRecruitment Recruiter User Manual How to exit eRecruitment CorePersonnel 16 2 1 Test Action Edit Block Field Record Query Help Tools Window a Applicant Status Maintenance 2l jejejoj a ejoje 4 l 9 Vacancy Al Vacancy ID 009682 OlTest Vacancy Location Qe Vacancy Status Date Open C Hold C Filled C Closed The majority of screens have a red door icon which will return you to the previous level you were at Click the red door until you arrive back to home screen for the back office CorePersonnel Exit Maintenance Reference Recruitment Reports Window gu Core Desktop COre Desktop inn E My Shortcuts Available Products CorePay CoreTine_CorePersonne pg a Manage all aspects of Human Resources from initial recruitment through to eventual retirement with the integrated CoreHR suite of software applications CorePay Manage all functions from Payment through to Payslips Bank Transfer Financial System Integration and End of Year Retums CorePersonnel CorePersonnel Effectively manage workforce planning and capitalise your organisation s most valuable asset your employees CoreSecurity Create and maintain user accounts menu prof
82. of the window When emailing many applicants simultaneously the email is tailored to each individual and will not contain details of other referees Letter Group choose References Letter Type choose Reference Request Options choose Perform Mail Merge Selection make sure All Query Records is selected Send Email make sure box is ticked Generate Letters Module Select Letter Type Letter Group REFERENCES Letter Type REFERENCE REQUEST Options Perform Mail Merge i Selection C Current Record Send Email Iv Cancel After clicking the OK button the Send E mail screen will appear Within Select Letter Type the main difference between single emails and group emails is the Selection field When doing a single recipient choose Current Record When choosing multiple recipients choose All Query Records The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 86 of 91 ee eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual From Type your email address or the email address of another appropriate staff member You need to also click on the Apply to All button to make sure all recipients see this Send E mail Send E mail A From test manager ed ac uk Apply to All Attach Test does Attachments Apply to All Subject Edit as required gt Subject University of Edinburgh Reference Request CONFIDENTIAL fad Main
83. om To Attach gt Subject test manager ed ac uk Apply to All joe bloggs2 gmail com Test docx Attachments Apply to All University of Edinburgh Application Unsuccessful CONFIDENTIAL A By e mail Dear Mr Bloggs2 Vacancy Title Test Vacancy Vacancy Reference 009582 Further to your application for the above post regret to inform you that on this occasion you have not been successful would encourage you to continue to use your account at www ed ac uk jobs where you can view all jobs and request notifications of vacancies that may be of interest to you would like to thank you for your interest in working for the University of Edinburgh and wish you well in your future employment Yours sincerely Name Job Title Planning Unit School De Yv Check To Send E mail Iv Next gt gt Send Send All Exit You can attach a document the same way as when you email a single recipient However if you want all recipients to receive the attachment you need to click on the Apply to All button If you do not want all the recipients to receive the attachment you would need to individually attach the document to each recipient You can do this by using the Next and Previous buttons to scroll between the email recipients It is good practice to review each email to make sure the content and other details are correct When you are happy with this you can send a
84. ost to an applicant you must change that applicant s status to Before Offer Check Before HR can produce a contract it is essential that you have updated all applicant statuses from Applicant Applied to whichever status is most appropriate for each applicant After you have changed a status for the applicant remember to save the change by clicking on the Save icon EJ J e Vacancy Save any pending changes permanently in the database Vacancy ID 009582 l Test Vacancy Vacancy Status Date Open C Hold The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 49 of 91 eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual How to notify an applicant from the system via email The eRecruitment software has the functionality to email applicants from within the system Some examples of emails available to use are e Invite to Interview inviting applicant to interview e Regret Not Shortlisted notify applicant they have not been shortlisted for vacancy e Regret After Interview notify applicant they have been unsuccessful following interview e Post Withdrawn notify applicant the post they applied to has been withdrawn e Withdraw Conditional Offer notify applicant their conditional offer has been withdrawn Typically after an applicant status has been changed email notifications can be sent To access the email facility for your vacancy you need t
85. ou can tell if your applications have already been Merge Applications button merged into one document when a date and time stamp is visible next to the Merge Applications Before doing this make sure the tick button box is checked for your applications In this case we can see it hasn t happened yet You will see a message to advise you will receive an email orePersonne Beas eS j orePersonnel 16 2 1 Test when the Merge is complete T The job has been submitted You will receive an email pben ite NB It can take up to 15 minutes for the Merge to complete depending on the amount of applications you have To confirm click on the OK button You will then see the screen below Vacancy Vacancy Status Date Vacancy ID 009582 Olfrest Vacancy zi Open C Hold Location 9 C Filled C Closed Applicant Count 2 Board Convenes Interview Seminar 09 MAY 2013 Positions 3 Applicant Status All Search Applicant Detail Report Applicants Appian Comments Stee Date Interview Date Bloggs Joe LE EXTERNAL Applicant Applied 10 MAW 2013 zE gt ag Examination Detail ENN asa ce Detail Application Detail Multiple Applicant Update You need to go back into the Generate Applications screen so click on Generate Applications button The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 44 of 91 ee eRecruitmen
86. plicant Detail Application Detail Multiple Applicant Update Alternatively you can also search by the description of your vacancy by clicking on the 2 button Make sure the correct applicant is selected and update the Applicant Status to show References Requested Vacancy C Vacancy Status Date Vacancy ID 009582 Olfrest Vacancy Open C Hold Location i C Filled C Closed Applicant Count 3 Board Convenes Interview Seminar 09 MAY 2013 Positions 3 Applicant Status Search Applicant Detail Report Generate Applications Anniesa ae a Status Comments Status Date Interview Date la A29629 Bloggs2 Joe f EXTERNAL i CE Experience Below Minim 23 MAY 2013 a29530 Bloggs3 Joe P a aaa Rbi Experience Below Minim 23 MAY 2013 aE E 3 Examination Detail Appointment Detail B pant Detail Application Detail Multiple Applicant Update Click on the Applicant Detail button The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 81 of 91 Recruitmen THE UNIVERSITY of EDINBURGH erRecruitment Recruiter User Manual From the Select Detail box click on 2 Vacancy Detail Applicant 7 E Applicant No a29628 Personnel No Select Detail Personal Detail Vacancy Detail NI number INM124568D 3 Applicant Status 4 Assessment Detail Location 5 User D
87. r Check has been successful you can go ahead and offer the post to the successful applicant This can be done either by sending an email via the eRecruitment system or by telephone To send an offer email via the eRecruitment system you will need to firstly access the Applicant Status Maintenance screen From the Portal click on Quick Jump then Core HR This will take you into eRecruitment back office e Recruitment 2 W internal Vacancies Online Recruitment Core e Recruitment staff To view all vacancies and previous applications please Applications for internal vacancies are only available to existing members of My Online Recruitment select the Online Recruitment link above D3 Clinical Trials Statistician Posted 26 Apr 13 Closing 24 May 13 18 00 More Information Apply From within the eRecruitment back office click on Core Personnel Exit Maintenance Recruitment Window Recruitment Enquiries Cag Applicant Detail Recruitment Reference Applicant Status Archive Applicants O r Des kto Submit Web Applicants gaCore Desktop My Shortcuts Available Products CoreHR Manage all aspects of recruitment through to integrated CoreHR sui CorePay Navigate to the menu at top of screen From this menu choose A CorePersonnel Recruitment Di CorePersonnel Effecti Recruitment Maintenance gt gt aus capitalise your organis emp
88. r not you intend to accept this offer and start date A formal contract of employment will be issued to you upon receipt of your acceptance look forward to hearing from you Yours sincerely Name Job Title Planning Unit School Department lt lt Previous j Next gt gt Check To Send E mail Send All Exit After you have checked that all details within the email are correct chekan the Send button CorePersonnel 16 2 1 Test A confirmation message will appear Click the OK button The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 66 of 91 5 eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual C How to complete appointment details once the post has been offered to the successful applicant It should be noted you would only complete the appointment details after the successful applicant has accepted the offer and not before To update the appointment details for the successful applicant you need to be in the Applicant Status screen within Back office From the Portal click on Quick Jump then Core HR This will take you into eRecruitment back office e Recruitment W Internal Vacancies E Online Recruitment Core e Recruitment Applications for internal vacancies are only available to existing members of My Online Recruitment staff To view all vacancies and previous applications please select the Online Re
89. revious buttons to scroll between the email recipients It is good practice to review each email to make sure the content and other details are correct When you are happy with this you can send all the emails at the same time by clicking on the Send All button If you click on the Send button only the email on your screen will be sent and not the other recipients in the group The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 87 of 91 a eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual How to view emails sent to applicants via the system To access the email facility for your vacancy you need to be in the Applicant Status screen within Back office From the Portal click on Quick Jump then Core HR This will take you into eRecruitment back office e Recruitment n W Internal Vacancies E Online Recruitment amp Core e Recruitment Applications for internal vacancies are only available to existing members of My Online Recruitment staff To view all vacancies and previous applications please select the Online Recruitment link above T Clinical Trials Statistician Posted 26 Apr 13 Closing 24 May 13 18 00 More Information Apply From within the eRecruitment back office click on Core Personnel Exit Maintenance Recruitment Window KLE EG A a Recruitment it Aes sa Applicant Detail Recruitment poner Applicant Status
90. rom this menu choose CorePersonnel Recruitment gt gt CorePersonnel Effecti Recruitment Maintenance gt gt capitalise your organis employees Applicant Status The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 59 of 91 eRecruitment Recruiter User Manual Type your Vacancy number into the Vacancy ID field Press the Tab or Enter key on your keyboard to make sure the description Vacancy Vacancy ID okej Z Vacancy Status Date populates into the yellow field Open C Hold Location el CE C ee eosed Click on the Search button Applicant Count 0 Board Convenes Interview Seminar f BERBER BBB RBBB BRB RB BRB RRB RRR RRR RR eee eee eee eee RAAE EE AEAEE Positions 0 Applicant Status All x Search Applicant Detail Report Generate Applications Applicants Schedules Applicant Schedules Interview Schedules References alai Overall Score Type Applicant Status Comments Status Date Interview Date a _ oO E A ie p J Location ell ee es C A A C en ee es 2 ee a v a Cal D Examination Detail Appointment Detail Applicant Detail Application Detail Multiple Applicant Update Alternatively you can also search by the description of your vacancy by clicking on the button After clicking the Search button you will see
91. rsonnel Recruitment io CorePersonnel Effecti Recruitment Maintenance gt gt aus vache your organis employees Applicant Status The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 25 of 91 eRecruitment Recruiter User Manual Type your Vacancy number into the Vacancy ID field Press the Tab or Enter key on your keyboard to make sure the description Vacancy TAa AA F Vacancy Status Date populates into the yellow field Open C Hold Location 2 f ne eset Click on the Search button Applicant Count 0 Board Convenes Interview Seminar 3 BEB BBB BRB BERR RBBB RBBB RP RPRPRRRRRReeeeeee eee ee RAAE EE AEAEE Positions 0 Applicant Status All x Search Applicant Detail Report Generate Applications Applicants Schedules Applicant Schedules Interview Schedules References Sones Overall Score Type Applicant Status Comments Status Date Interview Date IF SE ee Vacancy D S emery E lel LC a Location Examination Detail Appointment Detail Applicant Detail Application Detail Multiple Applicant Update Alternatively you can also search by the description of your vacancy by clicking on the 2 button Vacancy Vacancy Status Date Vacancy ID 009682 Test Vacancy Open Hold Location C Filled C Closed Applicant Count 2 Board Convenes Interview Seminar
92. ruiter User Manual Type your Vacancy number into the Vacancy ID field Press the Tab or Enter key on your keyboard to make sure the description Vacancy a i PENR w O coe populates into the yellow field Open C Hold Location a Click on the Search button l Applicant Count 0 Board Convenes Interview Seminar f BERBER BBB RBBB RBBB RBBB RRR RRP RRR Ree eee eee eee ee EE ANE NENEN NES Positions 0 Applicant Status All v Search Applicant Detail Report Generate Applications Applicants Schedules Applicant Schedules Interview Schedules References gdi Overall Score Type Applicant Status Comments Status Date Interview Date a ont E J Vacancy ID Ell c __ l Location C2 Examination Detail Appointment Detail Applicant Detail Application Detail Multiple Applicant Update Alternatively you can also search by the description of your vacancy by clicking on the button You can choose to email one applicant individually or many applicants simultaneously When emailing many applicants simultaneously the email is tailored to each individual and will not contain details of other applicants If you are emailing one applicant individually make sure your desired recipient is highlighted in your list of applicants You can see A29628 Joe Bloggs1 is highlighted in the screenshot below Action Edit Block Field Record Query Help Tools Window
93. ruiter should not update the DOB field in this screen The Recruiter should email hr systems ed ac uk or phone 0131 650 8126 and request the DOB be added to the applicant number e g A12345 An example of a vacancy which has not been advertised is when you have two applicants that you want to offer a post too and your staff request only indicates one post In this example you would create a new vacancy and then link the second successful applicant to the new vacancy meaning the vacancy would not be advertised The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 lt lt Previous Next gt gt The National Insurance number is not a mandatory field when applying online as some applicants may not have a NI number It is possible for the Recruiter to enter the NI number in this field However this is not advisable as the NI number will not feed into the Oracle HR database which in turn will stall the process The correct way to enter the NI number is in the Applicant Details screen You get to this screen from the menu Core Personnel gt gt Recruitment gt gt Recruitment Maintenance gt gt Applicant Details Click the Next button to take you to the next step Page 70 of 91 eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual You will now see the Salary details screen This screen is step 3 of 4 iAppointment Offer Pay Details
94. rview l a l I l round interview invite for the first stage of interviews When it has been decided who to invite for the second stage of interviews Applicant has been invited to attend a second Invite for Second Interview round interview Reject after interview Applicant s experience is adequate but not as experienced as successful applicant Reject after interview Applicant s experience does not meet minimum requirements for the role When the outcome of the interviews has been decided Rai Experience Adequate But Not Best When the outcome of the interviews has been decided Rai Experience Below Minimum Required The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 48 of 91 eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual Status Deseripton i woe S O Reject after interview Applicant s Rai Quals Adequate But J es a qualifications are adequate but not as Not Best op qualified as successful applicant Reject after interview Applicant s qualifications do not meet minimum requirements for the role When the outcome of the interviews has been decided When the outcome of the interviews has been decided Rai Quals Below Minimum Required When shortlisting has taken place Rbi Application Inadequate Application is inadequate and it has been decided who to invite to interview Reject before int
95. ry can be entered here Allowance Detail Pay Scale 27 UEO3 15 658 a 17 503 iii a 7 s Salary details If the successful Overseas Salar applicant s salary is Rate Annual 7 PP y T Rate Type Off point then select Multiplier 1 000000000000 oe Off Point from the Hours m list Pay Scale 3 Amount 40 poo 3 Point Effective Date Then type the salary Rate E figure into the Multiplier Amount field Salary Comments Salary r Hulse alaney E ee Then click the Next Increment Due Date Q Salary Comments button BEB BBB RBBB RBRBRBRREReeee Cancel lt lt Previous Next gt gt NB If you have an instance where a discretionary point is to be applied this cannot be done via eRecruitment For discretionary salary points refer to your local HR After clicking the Next button you will see the Allowances screen which is step 4 of 4 Appointment Offer Appointment Details Allowance Detail Step 4 of 4 Offer Details Please enter allowance deteails for 39 Pay Details the applicant s job offer as required Code Description Value Start Date End Date OQ 23 pon 4 ly Cancel lt lt Previous If any contractual allowances have been agreed during negations with the successful applicant these would be entered in this screen If no contractual allowances have been agreed click the Save button then the OK button The Universi
96. s All M Search Applicant Detail Report Applicants Applicant Status Comments Status Date Tal A296828 id Invite For First Interview 20 MAY 2013 a aaie Joe EXTERNAL F EXTERNAL Applicant Applied Applied Applicant Applied 10 MAY 2013 Examination Detail Appointment Detail Applicant Detail Application Detail Multiple Applicant Update You need to go back into the Generate Applications screen so click on Generate Applications button The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 43 of 91 THE UNIVERSITY of EDINBURGH eRecruitment Recruiter User Manual You can now see the applications that you generated on the previous step have been recorded in the system with a date and time stamp If you click on an individual date and time stamp it will open the application 72 Generate Applications Selection Criteria Vacancy 009582 Test Vacancy Delete Merged Application Status All Batch Mode Detail Application Surname Forename Applicant No oe Created Updated Error Gem lt i W 8928 VITE FOR FIRST INTERVIEW C 21 May 2013 12 11 59 fa Bloggs2 Joe 29529 i APPLIED E 21 May 2013 12 12 14 E E 7x Select All Clear Selection Delete Selected Generate Applications Merge Applications You can combine all your applications into one document by clicking on the Y
97. s a charitable body registered in Scotland with registration number SC005336 Page 24 of 91 a eRecruitment THE UNIVERSITY of EDINBURGH yo Recruiter User Manual How to assign interview panel members to an interview schedule In order to do this you will need to have created an interview schedule To access your vacancy you need to be in the Applicant Status screen within Back office From the Portal click on Quick Jump then Core HR This will take you into eRecruitment back office e Recruitment f 2 W Internal Vacancies Online Recruitment Core e Recruitment CoreHR staff To view all vacancies and previous applications please Applications for internal vacancies are only available to existing members of My Online Recruitment select the Online Recruitment link above DI Clinical Trials Statistician Posted 26 Apr 13 Closing 24 May 13 18 00 More Information Apply From within the eRecruitment back office click on Core Personnel Exit Maintenance Recruitment Window Recruitment Enquiries Recruitment Maintenance Applicant Detail Recruitment Reference Applicant Status D AS kto Archive Applicants Submit Web Applicants My Shortcuts Available Products a Core Desktop cor CoreHR Manage all aspects of recruitment through to integrated CoreHR sui CorePay Navigate to the menu at top of screen From this menu choose CorePe
98. s in the system Appointment Offer Appointment Details This Screen is step 2 of 4 Offer Details Step 2 of 4 Offer Details Please enter the offer information for the employee on this screen mn Pay Details Details such as department job title and cost centre may be entered here Probation Expiry LW Contract Type x Contract Start Date x Contract End Date R Contract Reason Nf a Contract Purpose Work Authorisation Required a GA Approval Required UL Post Code Ref Comments NI Number INM124568D B Date of Birth 01 JAN 2000 Status New employee For both Open Ended and Fixed Term appointments you need to enter the Contract Start Date In the Contract Start Date field enter the date the employee will start the role You can either type this in the format DD MON YYYY or click on the blue and black icon to the right of the field and select the date from the calendar For Fixed Term appointments if a fixed term duration has been entered on the Staff Request the Contract End Date field will automatically populate If not a Contract End Date needs to be entered Cancel The Date of Birth field is a mandatory field for an online application Therefore in normal circumstances the DOB field will always have a value However if the Recruiter links an applicant to a vacancy which has not been advertised the DOB field will be blank The Rec
99. screen within Back office From the Portal click on Quick Jump then Core HR This will take you into eRecruitment back office e Recruitment W internal Vacancies Online Recruitment Applications for internal vacancies are only available to existing members of My Online Recruitment staff To view all vacancies and previous applications please select the Online Recruitment link above DI Clinical Trials Statistician Posted 26 Apr 13 Closing 24 May 13 18 00 More Information Apply From within the eRecruitment back office click on Core Personnel Exit Maintenance Recruitment Window Recruitment Enquiries i Recruitment Maintenance gaCore Desktop cor Applicant Detail Recruitment Reference Applicant Status Desktor Archive Applicants Submit Web Applicants My Shortcuts Available Products CoreHR Manage all aspects of recruitment through to integrated CoreHR sui CorePay Navigate to the menu at top of screen From this menu choose A CorePersonnel CorePersonnel Effecti capitalise your organis employees Recruitment gt gt Aa Recruitment Maintenance gt gt Guy Applicant Status The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 41 of 91 eRecruitment Recruiter User Manual Type your Vacancy number into the Vacancy ID field Press the Tab or Enter ke
100. secceseeseeceeseeuseceesauaeeeeeseaaeeeesseees 62 How to complete appointment details once the post has been offered to the successful applicant ccccccesseceeeeseceeeeeeeeeeeeees 67 Howto complete the User Defined fields sx cshesnssssacvccosadenssnnansenranetewansacsawsansaiionssasnensisandendensainsdisdaedainenvsauiunsiaea isadenacsavarenstuesaneamoweianttows 74 How to request references from the system via CMaAil cccccssscccccsesseccccseseeccccaesececcaeeeceessuaeeceesseeeeceesaeeeceesaeeseeessaeeeeessugaeeessages 80 How to view emails sent to applicants via the system ccccsssccccccesseccecsesecceceueeceeseeseececseeasececeseeseceeseeaeceesaeesecesseuaeeeessegaeseessaees 88 How to exit GR OCHUITMICIIE wesssacsuceaareontacannaasvoanterienssansne tenstean oanaanaestedneadensannnns edamasibndee nine Models EAEn E EEEE RESA EEEN ENEKE a ai 91 The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 1 of 91 a eRecruitment ANN THE UNIVERSITY of EDINBURGH Rog Recruiter User Manual How to access the eRecruitment system Log in to MyEd via Ease www ease ed ac uk and click on the Admin tab my Customise Site Map Help Report a Problem Logout Se The University of Edinburgh Search the website gt i lf lf Finances Research Services Library Search amp Info Help Customise Add Channel Page Layout Add Tab You
101. see A29628 Joe Bloggs1 is highlighted in the screenshot below Action Edit Block field Record Query Help Tools Window 22 Applicant Status Maintenance View CoreHR Documents Letter a ojo L TE Active Enide YS i o Vacancy C Show Dormant Employees Show All Employees Vacancy Status Date Vacancy ID 009582 j Test Vacan Create Reminder Open C Hold Location View Reminders C Filled C Closed View Processes Positions 3 Applicant Status Change Password Search Applicant Detail Report Generate Applications Last Personnel Humber Field Options thedules References Create Processes Applicant Count 3 Board Convenes 09 MAY 2013 moose Applicant Status Comments AE Date Interview Date Successful Check Ez sono Joe EXTERNAL Rbi Rbi Experience Below Minim Below Minim Rbi Experience Below Minim an MAY 2013 A295630 Bloggs3 Joe EXTERNAL F Rbi Experience Below Minim 23 MAY 2013 After your applicant is selected click on Tools gt gt Letters from the menu at the top of the window The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 63 of 91 _ eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual Letter Group choose Recruitment Generate Letters Module HRO1 Letter Type choose the one that is elect Letter Type applicable to you In this example we
102. ssign applicants to an interview schedule cccccccccsseccccesccceencecssueeccseeeeecseuseessaeecessuecessaueeessaseeseueesseuecessaeeeesaaeeeesaneeees 28 HOW to edit an interview schedule cccccssssccccccseseeeccaeeseceessasseeeeeseeeeeeessesseceesaeeeeeeeseaeeeeeesseaseceesaaaseceesaeeseceeseenseceesaenseeessagaeseessaees 31 How to delete an We Wy schedule org socce caiee onze sreseh sattcatecraes mcm narey neuen oaieaidseeaaeaipemeanpsnoagarGnwstinamehacaaedanvetaagsaesseeataadtuneeetarincincstacnuiaancent 35 How to save the CV and other documents which are attached to an application cccccsesscccccessecceceesecceceeeeeceesaeaeeeesseaeeeeeeseees 39 How to combine all applications for your vacancy into ONE document cccccsssseccccesssececeeesseceecaeseecceseussceeessanseeessauaeeessuanseeessaees 41 How to change applicant statuses within Back Office cc ceescccccssseececeeseeccecaeeeeccesaesseceesseaeeceesaesseceesaeeseeeeseeuseeessanaseeessuaaeeessages 46 How to notify an applicant from the system via email cccsesccccccsseccccsesececcaesececcaeseeceesseaeeceeseaaseceeseeuseceeseeuseeessauaeeeeesagaeeessages 50 How FO Iie lar eC TORS Oner Check apecac cca ee eee rt peeecee tese ces c eceteectevaiee aedeie cue cadieaie nin gan cmie caw ae octieaeene decunaaecur caencvacneasaeeune eee eee 57 How to offer a post to successful applicant from the system Vid email cccccesscccccessecceceeseeccccee
103. st Vacancy j Open C Hold Location C C Filled C Closed Applicant Count 2 Board Convenes Interview Seminar 09 MAY 2013 Positions 3 Applicant Status Search Applicant Detail Report Generate Applications Schedules Applicant Schedules Interview Schedules References Add Schedule Schedule Agsign Start End Lead Board Applicant Round No Time Time Duration Time Convene Count 1 fn o mav fog fzo o Edit Assign Schedule 4 a aa _ p w Zi 4 el Se Click on Schedules tab Click on the Assign Schedule button The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 29 of 91 THE UNIVERSITY of EDINBURGH ga Schedule Assignment Assign Applicant Interviewer eRecruitment Recruiter User Manual Schedule Type Interview Duration 145 Lead Time fo Round 1 Number 1 Start Date 01 MAY 2013 Title Test Interviews Start Time 09 00 End Time 17 00 Venue Test House 100 Test Avenue Testtown Morning Break Start 11 00 Morning Duration 15 Assign Type Individual Lunch Break Start 12 30 Lunch Duration 30 Applicant Status Invite For First Interview Afternoon Break Start 1500 8 Afternoon Duration T Applicants Interviewers een All 7 Order By Sumame Forename C Show All Show Available oe a Schedule Schedule Applicant No Name Applicant Status Date Time Round Wo Rating Comments Selec
104. t A29628 Joe Bloggs1 Invite For First Interview WwW i 29629 Joe Bloggs2 Applicant Applied B O E E O E E E E W mE g Cancel Select All Assign Interview Times k Save AN LIN LIN Click on Applicants tab For applicants that you want to assign to the interview schedule click into the Select box on the far right column You will notice after you click in the box a tick will be visible Alternatively you can click the Select All button and then un tick the ones that are not being assigned to the interview schedule When you have ticks against all the applicants you want to assign Then click Save to the interview schedule click the Assign Interview Times button Then click OK To come out of this screen click on the Cancel button Applicants Interviewers Sl Pol All Order By Surname Forename C Show All amp Show Available Applicants Selected Schedule schedule Applicant No Name Applicant Status Date Time Round No Rating Comments 1829628 Joe Bloggs Invite For First Interview 01 MAY 2013 09 00 f f 7i A296529 Joe Bloggs2 Applicant Applied 01 MAY 2013 09 55 fi fi IA OE Oe r After you click the Save button your applicants are assigned to the schedule and you can see the dates and times they are scheduled for On a cautionary note the system will allow this to happen irrespective of the applicant status as per above illustration Therefore please be sure to check the correct applicants are ticke
105. t THE UNIVERSITY of EDINBURGH Recruiter User Manual When you have received the email to inform you the merge is complete you will then be able to see the date and time stamp next to the Merge Applications button Click on this date time stamp to open up the single document that includes all your applications pH Generate Applications Selection Criteria Vacancy 009582 Test Vacancy Delete Merged Application Status All Batch Mode Detail Application Created Updated Error 21 May 2013 12 11 59 fost 21 May 2013 12 12 14 Surname Forename Applicant No Status Bloggst Joe A295628 INVITE FOR FIRST INTERVIEW Bloggs2 Joe 429629 APPLICANT APPLIED Generate Applications Merge Applications 21 May 2013 12 25 31 LL fs Clear Selection Delete Selected This document is in Adobe PDF format You can save it to your PC and print as you would normally do with other PDF s You can delete selected applications l ans If you want to create a new single document with by clicking on the Delete Selected l l a ae a different selection of applications you need to click the Delete Merged Application button This will remove any stored documents and allow to you start again To leave this screen click on the X at the top right hand corner of the Generate Applications window The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 45 of 91 a eRecru
106. take place z Special Need E e Daa A A ai ii PSARAS Start Time This is the time that the first interview will start Bananas Bite Applicant Selection iv i Allowed End time The time that the final interview will end No Applicants No Interviewers 0 Duration The duration of each in interview in minutes Lead time The period of time between each interview in minutes Cancel Delete Breaks Section Morning The time that the morning break will start Lunch The time that the lunch break will start Afternoon The time that the afternoon break will start Duration The duration of these breaks in minutes Misc Section Board Convenes The time at which the interview panel will meet No Interview Slots The number of interview slots that are required NB The system will automatically make the interviews roll over to the next working day if there are too many slots for the date specified taking into account breaks specified etc Applicant Selection Allowed Applicants have the ability to select an interview slot themselves Click this box if want to use this functionality NB If you select this option enter a number greater than the number of applicants being invited to interview in the No Interview Slots field Special Needs You do not need to do anything with this Once you have completed the details click Save at the bottom right hand side of the screen and then OK The University of Edinburgh i
107. tatus Date Interview Date S Bloggs JE pplic ant Ap pp plied 10 t MAY 2013 429629 Bloggs Joe _____ e aa fa k CELEBS lt Examination Detail Appointment Detail Applicant Detail Application Detail Multiple Appitsant Update When an applicant applies for a vacancy their status is set to Applicant Applied by default You will need to update applicant statuses as appropriate throughout the recruitment process Updating applicant statuses is in effect completing applicant tracking details Further information on applicant tracking is available at http www ed ac uk schools departments human resources recruitment recruitment guide shortlisting applicant trackin The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 47 of 91 eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual Vacancy Vacancy ID 009582 Test Vacancy Location Q Vacancy Status Date Open C Hold C Filled C Closed Applicant Count 2 Board Convenes Interview Seminar 09 MAY 2013 Positions 3 Applicant Status All Search Applicant Detail Repot Generate Applications Applicants Schedules Applicant Schedules Interview Schedules References Applicant Name Overall Score Type Applicant Status Comments Status Date Interview Date Bloggs1 Joe 8 EXTERNAL Applicant Applied 10 MAY 2013 if A296829
108. tatus Search Applicant Detail Report Generate Applications Schedules Applicant Schedules Interview Schedules References n dd Schedule pornn Stat End Lead Board Applicant Time Time Duration Time Convene Count Edit Assign Schedule 5 Edit Assign Schedule Click the Add Schedule button The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 23 of 91 S eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual Description Section The Schedule Type Round and Schedule No fields will ea Add Edit Schedule Description be pre populated You do not need to do anything with schedule Type Interview these fields Round E Schedule No Title Test Interviews Title Assign Type Individual Title of the interviews tests etc Typically includes the Applicant Status Invite For First Interview x title of the role Scheduling Assign Type T Frosi House 100 Test Avenue Testiown Whether the interviews are group or individual Start Date 01 MAY 2013 Applicant Status j 09 00 i 17 00 i zaa i G EndTime Whether you are inviting people for first interview second Durati 45 Lead Ti 10 nea Sennen interview etc Morning Duration 7 Eunch Sion Scheduling Section complete all fields Afemoon Dirakon Venue Where the interview will take place EP Start Date If only on one day enter the date the interviews will
109. tatus c Job Title D o ee Department 2 Vacancy Total no Manual on line Updated Input Outstanding Total Vacancy Id Yacancy Description Applicants toCore Applicants Applicants Applicants Post Administrator Open date Close date SS S Ss Sst SSS ie SSS Baa Sa CS ey fe a ee ees eee ey eee ees The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 7 of 91 j eRecruitment THE UNIVERSITY of EDINBURGH CX G Recruiter User Manual Vacancies will display in Vacancy Reference number Vacancy ID order with the highest Vacancy Reference number most recently created vacancy at the end of the list Use the scroll bar on right of page to move up and down list Vacancy Total no Manual on line Updated Input Outstanding Total Vacancy Id Vacancy Description Applicants to Core Applicants Applicants Applicants Post Administrator Open date Close date Double Click on Vacancy Number you are working on You will then see the Applicant Acceptance screen with a list of applicants who have apple for the vacancy ya Submit Web Applicants NB Disrega rd the aj ojojojoj aj jojajy Score column and anything relating Applicant Acceptance a l Score to Score as this Vacancy is 009582 and description Test Vacancy C Internal Applicants Seah et eee gay a part of the system _ External Applicants A E Search for Forename Clear
110. ter Interview panel members need to be assigned to the interview schedule so the panel member can view applications and times of interviews Prior to adding panel members to the interview schedule they need to be added as an interview panel member for the vacancy To access your vacancy you need to be in the Applicant Status screen within Back office From the Portal click on Quick Jump then Core HR This will take you into eRecruitment back office e Recruitment W internal Vacancies Online Recruitment amp Core e Recruitment A oCoreHR staff To view all vacancies and previous applications please Applications for internal vacancies are only available to existing members of My Online Recruitment D select the Online Recruitment link above a Clinical Trials Statistician Posted 26 Apr 13 Closing 24 May 13 18 00 More Information Apply From within the eRecruitment back office click on Core Personnel Exit Maintenance Recruitment Window Ree acme Recruitment Enquiries CE Applicant Detail Recruitment Reference Applicant Status i C O r D eS kto Archive Applicants Submit Web Applicants My Shortcuts Available Products CoreHR Manage all aspects of recruitment through to integrated CoreHR sui CorePay Navigate to the menu at top of screen From this menu choose CorePersonnel Recruitment gt gt CorePersonnel Effecti Recruitment Maintenance
111. ter User Manual How to assign applicants to an interview schedule In the first instance it is good practice to have e accepted applications into the back office submit web applicants e formed an opinion on which applicants will be shortlisted for interview e updated applicant status to invite for first interview or invite to second interview e created an interview schedule To access your vacancy you need to be in the Applicant Status screen within Back office From the Portal click on Quick Jump then Core HR This will take you into eRecruitment back office e Recruitment n W Internal Vacancies FS Online Recruitment teinien Applications for internal vacancies are only available to existing members of My Online Recruitment staff To view all vacancies and previous applications please select the Online Recruitment link above a Clinical Trials Statistician Posted 26 Apr 13 Closing 24 May 13 18 00 More Information Apply From within the eRecruitment back office click on Core Personnel Exit Maintenance Recruitment Window 1h eet acne Recruitment Enquiries Recruitment Maintenance Applicant Detail Recruitment Reference Applicant Status COTE Desktop My Shortcuts Available Products Archive Applicants Submit Web Applicants CoreHR Manage all aspects of recruitment through to integrated CoreHR sui CorePay Navigate to the menu at top of screen From th
112. tered in Scotland with registration number SC005336 Page 76 of 91 eRecruitment Recruiter User Manual User Maintenance You do not need to User Data enter anything in the Applicant No A296290 Joe Bloggs1 Date From and Date To fields Rehires Enter the Date to be ARE 9 paid from and DateTo o Continuous Service Date to be Paid from 03 JUN 2013 Q dates in the format Continuous Service 01 OCT 2012 Q DD MON YYYY or click on the icon and Delete Cancel Letters select date from the calendar After entering your dates click on the OK button Then click OK button on the confirmation message Transaction Complete User Maintenance Select User Defined Field User Defined Field Rehires v Then click on the Close button SOUFCE User Defined Field From Date To Date Description View Edit When Local HR advise the Recruiter to complete the Transfers User Defined Field usually when the successful applicant is deemed a Current Current amp Ex Employee the Recruiter should do the following User Maintenance Select User Defined Field pn caia aaaa Select the Transfers option from the list Then click the Source User Defined Field From Date To Date Description New button View Edit l Close l The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 77 of 91 User Data eRecruitment
113. the Applicant Status Maintenance screen 23 Applicant Status Maintenance ls olejejo j ajejaj a Vacancy Vacancy ID 009682 Test Vacancy Open C Hold Location C Filled C Closed Applicant Count 3 Board Convenes Interview Seminar 09 MAY 2013 Vacancy Status Date Positions 3 Applicant Status Search Applicant Detail Report Generate Applications Applicants Spee 5 i Eie Status Comments Status Date Interview Date Bloc gs1 Joe EX PNAL fier Check z JAN AY A 13 a29629 Bloggs2 Joe l EXTERNAL O O H X Rie Experience Below Minim P ba MAY 2013 A29630 Bloggs3 Joe m Rbi Experience Below Minim 23 MAY 2013 This is where you would change the applicant status to Before Offer Check which would notify your Local HR team The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 60 of 91 eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual When your Local HR team receive the notification they will assess the situation and then notify the Recruiter of the outcome This will be in the form of either a Successful Check or an Unsuccessful Check If the outcome is a Successful Check Local HR will contact the Recruiter with details of how to proceed Within eRecruitment the Successful Check falls into 4 main categories e New Start e Casual Member of Staff e Current Current and Ex Emp
114. the end of the list Use the scroll bar on right of page to move up and down list Vacancy Total no Manual l on line Updated Input Outstanding Total Vacancy Id Vacancy Description Applicants to Core Applicants Applicants Applicants Post Administrator Open date Close date poss82 festVacancy b b BB tvs ft JS S SAS A A d G O Oo SAS es ee A S eee eee Double Click on Vacancy Number you are working on You will then see the Applicant Acceptance screen with a list of applicants who have applied tor the vacancy E Submit Web Applicants 7 NB Disre ga rd the 3 lojojo ba jojajly Score column and Applicant Acceptance ee 4 rl Vacancy is 009582 and description Test Vacancy EE gt C Internal Applicants Seach for Bumame ENEAN EE gt part of the system _ External Applicants z Search for Forename Clear gt IS not used by the Agency Applicants me lt Un Potential Duplicate Applicants nive rsity Applicant No Personnel No Forename Surname Score Date Input Date simm Date Submitted Joe oT 09 MAY 2013 15 40 55 09 MAY 2013 15 46 35 Unsubmit Details E 429629 Joe Bloggs2 I 09 May 2013 15 58 21 09 MAY 2013 16 09 21 Unsubmit Details 429630 Joe Bloggs3 I 09 May 2013 16 11 04 09 may 2013 16 17 38 Unsubmit Details Unsubmit Details Unsubmit Details Select Unsuitable Applicants Select All Update App
115. tiple Applicant Upthate Your applicants are listed in full To change this via a filter click the Applicant Status drop down list Vacancy Vacancy ID 2 Location Applicant Count U Board Convenes Interview Seminar Positions 1 s Ag 5 All the available filter options Applicant Applied al are listed Applicants a Applicant Offered RARI Application Withdrawn Applicant heme Before Offer Check Declined Offer Failure To Attend Interview Scroll down the page to allow you to choose Ar Use Only ___ ivite For First Interviews B For Second Interviews E Frogress e s Fai Experience Adequate But Not Best J Ral Experience Below Minimum Required Quals Adequate But Mot Best Quals Below Minimum Required ain Inadequate COO Ex Experience Adequate But Mot Best E Fbi Experience Below Minimum Required E Quals Adequate But Not Best E ce Quals Below Minimum Required OOo References Requested O C Reserve Successtul Check Once you have selected one you need to click on the Search button to activate the filter bila delea 2 E i SSS ay a D aE Es E o _ __ a e raj Unsuccessful Check Examination Detail Appointment Detail Applicant Detail Te The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 18 of 91 yo eRecruitment THE U
116. tment Offer Salary details Pay Rate Type Scale Point Pay Scale UEOS Point 3 23 Rate Annual Multiplier 1 000000000000 Hours Amount Effective Date Salary Comments Holiday Balance Increment Due Date Cancel VE03 15 658 17 503 Pay Details Step 3 of 4 Offer Details 39 Pay Details Please enter pay related information for the employee on this screen Details such as pay scale point and salary can be entered here Allowance Detail Overseas Salary details Overseas Salary E Rate Type Currency Pay Scale Point Rate Multiplier Salary Effective Date Salary Comments lt lt Previous Pay Details Step 3 of 4 Offer Details 5 gt Pay Details Next gt gt Please enter pay related information for the employee on this screen Details such as pay scale point and salary can be entered here Allowance Detail Overseas Salary details Overseas Salary fis Rate Type Currency Pay Scale Point Rate Multiplier Salary Effective Date Salary Comments lt lt Previous Next gt gt Page 71 of 91 eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual iAppointment Offer Salary details Pay Details Step 3 of 4 BE RUE Please enter pay related information for 39 Bay Delale the employee on this screen Pay Rate Type Off Point g Details such as pay scale point and sala
117. to open the list Personnel No darw v Phone No This list displays in alphabetical Interviewer Type Darwin Charles 123456 order by surname Title Page 1 of 1 ae 3 Forename Type the first 3 or 4 letters of the Sumame Surname Address Type Address When you can see your interviewer click on the full name Country v Post Code Save After you have chosen the interviewer the Forename and Surname will automatically populate into the relevant fields Interview Panel In the Interviewer Type field click on Fersonnel No Darwin Charles 123456 Fhone No the down arrow to open the list This allows you to choose if they are i staff or non staff Interviewer Type Title External Internal Forename Click on the type Page 1 of 1 Surname wore The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 20 of 91 eRecruitment Recruiter User Manual Interview Panel Personnel No Darwin Charles 123456 Phone No Interviewer Type Internal Extension No Title Gender Forename Charles Email Surname Darwin Address Type Address Now click the Save button Country Fost Code erdeke Tey ae When adding a panel member if you are unable to OK button find the person you are looking for on the list send RE RE i SPS AL Ray an email request to hr systems ed ac uk or phone 0131 650 8126 requesting your panel member be
118. tration number SC005336 Page 82 of 91 Action Edit Block Field Record Query Help Tools Window View CoreHR Documents Letters i Applicant Details 9 0 0 0 eRecruitment Recruiter User Manual Show Active Employees Save any pending chan z Applicant Details Show Dormant Employees C Show All Employees External Create Reminder Vacancy 009582 Test Ve View Reminders Create Processes Applicant Type Delete Unsubmit View Processes Gualifeation Wetale Change Password Last Personnel Number Field Options Pereonall Dere Reference Details Add Reference Details Name Company Position IM reftest1 sreftest1 i ltest1 estjob e Details ipeNonnalte Detale Document Detaile Phone no Email address i reftest1 reftest1 com Details Miss reftest2f reftest2s lreftest2 reftest2 reftest2 reftest2 com Details Details After your applicant is selected click on Tools gt gt Letters from the menu at the top of the window Letter Group choose References Letter Type choose Reference Request Options choose Perform Mail Merge Selection make sure Current Record is selected Send Email make sure box is ticked Letter Type Generate Letters Module Select Letter Type REFERENCES REFERENCE REQUEST Options Perform Mail Merge Letter Group Selection Current Record C All Query Records Send Email Cancel
119. tters from the menu at the top of the window Generate Letters Module Letter Group choose Recruitment HRO155 Letter Type choose the one that is Select Letter Type applicable to you In this example we etter Group RECRUITMENT OoOO a are regretting unsuccessful apps Letter Type Options choose Perform Mail Merge opine Perform Mail Merge Selection make sure All Query Selection C Current Record All Query Records Records is selected Send Email Cancel Send Email make sure box is ticked After clicking the OK button the Send E mail screen will appear Within Select Letter Type the main difference between single emails and group emails is the Selection field When doing a single recipient choose Current Record When choosing multiple recipients choose All Query Records The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 55 of 91 eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual From Type your email address or the email address of another appropriate staff member Subject Edit as required Main Body Edit as required Default text is provided and you can change this to suit You do need to edit the main body and remove any of the brackets and examples NB The character limit is 2000 a Send E mail You need to also click on the Apply to All button to make sure all recipients see this Send E mail Fr
120. ty of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 72 of 91 eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual Appointment Offer Appointment Details Allowance Detail Step 4 of 4 Offer Details Please enter allowance deteails for 3 gt Pay Details the applicant s job offer as required f Code Description Value Start Date End Date 200 MOBILITY ALLOWANCE 500 00 f30 JUN 2013 2 e fe Cancel lt lt Previou Save To add an allowance click the o icon This will open up a list for you You do not to choose an After you have need toenter sn allowance type Find chosen your an End Date allowance you Description In this example CONTRACTUAL OVERTIME Mobility need to type the After you have MOBILITY ALLOWANCE Aour eie allowance entered the NON CONTRACTUAL RESEARCH SUPP b h amount in the details of the OVERSEAS SUPPLEMENT sae EROS ea Value field onac ICK ON PREMIUM BAND Mobilit allowance click WELCOME TRUST ALLOWANCE il y Then enter a Start Date the Save button WELCOME TRUST FELLOWSHIP owance Enter in a DD MON YYYY then OK button T 2 Themeickthe format or click the Q OK button icon to choose from a calendar Appointment Offer ARREMAN Dorais If you have entered an Allowance Detail Step 4 of 4 Sua een er allowance incorrectly ease enter allowance detealls tor 3 gt Pay Details the applicant
121. uitment Reference Applicant Status COT Desktops aas My Shortcuts CorePay Navigate to the menu at top of screen From this menu choose Recruitment gt gt Recruitment Maintenance gt gt Applicant Detail Selection Criteria Applicant No Q Personnel No Q NI number Name Address Available Products CoreHR Manage all aspects of recruitment through to integrated CoreHR syit an CorePersonnel CorePersonnel Effecti we capitalise your organis Gy employees Search New Clear Type the applicant number into the Applicant No field and press Tab or Enter key on your keyboard to activate a search on the applicant number This will populate the applicant name in the Selection Criteria Applicant No 429630 Qe Bloggs3 Joe Personnel No Qe NI number Name Address If you are not sure of the applicant number you can enter all or part of the applicant name in the Name field The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 next to the Applicant No Search New You now need to click on the Search button to will show the applicant details Page 58 of 91 eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual Selection Criteria Applicant No 929628 Bloggs1 Joe ss S Search Personnel No Eo E NI number A i Name Do OS Address ooo
122. viewer cannot see the My Vacancies link they should contact the Recruiter and request to be added to the Interview Panel members list within eRecruitment Alternatively contact the HR Systems team by email hr systems ed ac uk or phone 0131 650 8126 Click the My Vacancies link and you will see the following screen E Current Jobs Job Id Recruitment Status Post Date Position Description Location Close Applicants Staff Date Request No 009582 In Progress 09 May 13 Test Vacancy 9 16 2 1305002791 Chambers aspen ae ee Within Current Jobs section you will see a magnifying glass icon gt on the far right of each vacancy E Interviews due in next 5 days Interviews due within the next 5 days O Click on the magnifying glass to view panel members Interview Details Actions The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 19 of 91 oo a eRecruitment THE UNIVERSITY of EDINBURGH Recruiter User Manual Interview Panel Recruitment Information Recruitment ID 009582 Post Date 09 May 2013 home quick jump preferences logout Status In Progress Close Date Description Test Vacancy Applicants 2 Location 5154 Staff Request No 1305002791 Title Name Email No interview panel Click on the Add button Page 1 ofOo PF I Ng Adfa to display Close In the Personnel No field click on Interview Panel tne down arrow
123. which will bring up the applicant details NB If you are attempting to delete an application and cannot locate the application via the search it is possible the application hasn t been submitted into the back office Selection Criteria Applicant No A296830 Q Bloggs3 Joe ss S Search Personnel No f Qo ic SE NI number fo Name GP Address Applicant Detail Applicant No Name Personnel No Applicant Type Address Home Phone Mobile Phone Email Address EXTERNAL Bloggs3 Joe 1 The Stranded Edinburgh 0777 1234567 joe bloggs3 gmail com ss ee Double click on the Applicant number in the Applicant Detail section The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 10 of 91 eRecruitment Recruiter User Manual r Applicant Select Detail Applicant No 1 Personal Detail Personnel No Vacancy Detail NI number INM253614D Applicant Status Assessment Detail Location User Defined Events Medical Detail Forename JOE Surname BLOGGS3 Vacancy Detail Application Vacancy ID Applicant Statu Detail Te AP Q AP Detail Detail The Vacancy Detail screen will list all the The Vacancy Detail screen has a lot of columns vacancies which have been made by an so you will need to scroll horizontally to the right applicant and have been submitted to until you see a Delete button back office Vaca
124. will see various channels on this page and may automatically have the eRecruitment Channel loaded for you CorePortal 550 eRecruitment eRecruitment is used to complete a vanety of recruitment related processes including raising approving Staff Requests arranging for vacancy adverts to be posted short listing applications arranging interviews and appointing successful candidates to roles If you require access to eRecruitment as a new user or if there is a problem with your existing access please contact the HR Systems team for assistance HR Systems ed ac uk or 508126 Launch ERecruitment Click the Launch ERecruitment button to open the software If you cannot see the eRecruitment Channel on your Admin page then add the channel You can do this by clicking Add a Channel within the Customise bar my Customise Site Map Help Report a Problem Logout The University of Edinburgh f 1 z f Today myStuff Admin Finances Research Services Library Search amp Info Help Customise Add Channel Page Layout Add Tab Add a Channel From the tab called Browse Channels Browse channels ESSEE Column Careers Service Student and Graduate Tracking Accommodation Ever Destination of Leavers from Higher Education Choose Career amp Development All categories eRecruitment Buildings amp Rooms Event Booking Career amp Development Event Booking Admin Communication amp Eve Mobil
125. window Attachment Name on will appear again and you can E Remove see your document in the se Remove Remove yellow Attachment Name field Remove Remove Then click on the Save button CorePersonnel 18 2 1 Test You will then see two message windows Click OK to both then click on the Close button P Ya Send E mail You are then returned to your Send E mail window Send E mail test managen ed ac uk You can now see your attachment Satiionadt elomallicar Attach You are not able to remove an attachment from the Send E mail window Subject You have to go back into the Add Attachment window and click the Remove button then the Save button Dear JB Bloggs The University of Edinburgh is a charitable body registered in Scotland with registration number SC005336 Page 65 of 91 THE UNIVERSITY of EDINBURGH eRecruitment Recruiter User Manual Send E mail Send E mail From _ testmanager ed acuk sss tg Attach eee Attachments Apply to All Subject University of Edinburgh Offer of Employment Vacancy Title Test Vacancy Vacancy Reference 009582 am pleased to confirm the offer of employment to the above post as follows Start date To be confirmed Duration Open ended Grade Grade Salary To be confirmed Hours Full time Part time hours week Location Human Resources By replying to Details please confirm as soon as possible whether o
126. with registration number SC005336 Page 46 of 91 THE UNIVERSITY of EDINBURGH eRecrultment Recruiter User Manual Type your Vacancy number into the Vacancy ID field Press the Tab or Enter key on your keyboard to make sure the description Vacancy i Vacancy ID oksi z Vacancy Status Date populates into the yellow field Open C Hold Location Ol C Filled C Closed Applicant Count 0 Board Convenes Interview Seminar Positions 0 Applicant Status All 7 Applicants Schedules Applicant Schedules Interview Schedules References paidat o Overall Score Type Applicant Status Comments Status Date Interview Date a Click on the Search button Applicant Detail Report Generate Applications Search a a LU Location re oo PE CCC LCCC Lt a v I Examination Detail Appointment Detail Applicant Detail Application Detail Multiple Applicant Update Alternatively you can also search by the description of your vacancy by clicking on the 2 button Vacancy Vacancy Status Date gt ae Vacancy ID 009582 Ojfrest Vacancy a Open C Hold Location C Filled C Closed Applicant Count 2 Board Convenes Interview Seminar 09 MAY 2013 Positions 3 Applicant Status All Search Applicant Detail Report Generate Applications Applicants Applicant i aidai Status Comments S
127. y on your keyboard to make sure the description Vacancy err AA Vacancy Status Date populates into the yellow field Open C Hold Location 2 f ne eset Click on the Search button Applicant Count O Board Convenes Interview Seminar Se ere ne a Positions 0 Applicant Status All x Search Applicant Detail Report Generate Applications Applicants Schedules Applicant Schedules Interview Schedules References aael e Overall Score Type Applicant Status Comments Status Date e Interview Date a SE ee Vacancy D S emery E lel ee el Examination Detail Appointment Detail a Applicant Detail Application Detail Multiple Applicant Update Alternatively you can also search by the description of your vacancy by clicking on the 2 button Vacancy Vacancy ID 009682 Test Vacancy Open C Hold Location C Filled C Closed Vacancy Status Date Applicant Count 2 Board Convenes Interview Seminar 09 MAY 2013 Positions 3 Applicant Status Search Applicant Detail Report Applicants Schedules Applicant Schedules Interview Schedules References Applicant Name Overall Score Applicant Status Comments Status Date Interview Date a Bloggs2 Joe EXTERNAL feet Syed oo Applied Applicant Applied AE MAY 2013 Examination Detail ETT Detail ic PETET Detail Application Detail Multiple Applicant Update Click on Generat

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