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5. Managing vacancies

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1. Edit Applicant Personal Details Personal Details Title Given Name s Family Name Contact Details Primary telephone number Secondary telephone number Email address Save Applicant 2 Amend the details you need to change in the relevant field then click on the Save Applicant Address Details Mrs Address Line 1 Pauline Address Line 2 Abbott Address Line 3 Town 01223 456789 County Postcode or equivalent pauline abbott gmail com Country button at the bottom of the window Copyright 2014 University of Cambridge 72 Jeavons Lane Jeavons Lane Great Cambourne Cambridge Cambs CB23 9AG United Kingdom Last Modified July 2014 Web Recruitment System Managing Vacancies and applicants ca S f Save Applicant bae OR MM XL LS s Contact Details i 7 Primary telephone 01223 4567222 4 number E Secondary j telephone number f Email address pauline abbott gmail com j 3 Click on Close at the bottom right hand side of the window n E 2 we N QA TU vay aum s ce se s EE Ru rx a 7 4 i n gu ES EER Fe EE AE EE WEL TEE Sw 2 soe t r t r v PLI om ves el E Fi vo bs es TE c ee J ki Ly ar United Kingdom read adds pauline abbott gmail com z f Save Applicant Please note an entry describing the change that has been made when it
2. July 2014 Page 26 Web Recruitment System Managing Vacancies and applicants ca S Action Download File g Delete File 5 3 2 Recording vacancy notes You are able to add notes against a vacancy which provide an auditable trail of information You may wish to use this function to record that key events have taken place in the process particularly where there is more than one person providing administrative support for a vacancy For example you may wish to record the date that short listing will be completed by the Appointing Body that you have sent invite to interview letters out or that you have booked a particular room for interviews Information about individuals should not be recorded here you can also add notes to individual applicants see the section on adding notes to an applicant s record 1 Click on the Notes option Correspondence Awaiting Confirmation 2 Completed and Others 4 View or Record Correspondence Permissions Notes 1 Attachments 1 The Vacancy Notes screen will be displayed Copyright 2014 University of Cambridge Last Modified July 2014 Page 27 Web Recruitment System Managing Vacancies and applicants Vacancy Notes These notes provide a history of the vacancy they are an auditable trail and can be used to note interviews or other relevant information You can also add notes to individual applicants You should not include personal information about
3. 2013 14 37 13 09 2013 16 25 13 09 2013 16 17 13 09 2013 16 11 11 09 2013 11 33 10 09 2013 14 50 10 09 2013 14 09 10 09 2013 13 36 10 09 2013 13 11 04 09 2013 14 38 04 09 2013 14 24 03 09 2013 18 02 03 09 2013 17 50 03 09 2013 17 49 02 09 2013 14 49 NIMONI 12 40 Outlook Item Outlook Item SQL File Outlook Item Microsoft Word D Compressed zipp Microsoft Word D SQL File Microsoft Excel C Microsoft Excel W Microsoft Excel C Microsoft Word D Microsoft Word D XPS Document Microsoft Word 9 Microsoft Excel C Microsoft Word D Microsoft Word D Microsoft Word D Microsoft Word 9 Microsoft Excel 97 Microsoft Word 9 Micracn ft Fvral c v AllFiles X 73 KB 48 KB 95 KB 44 KB 56 KB 6 092 KB 14 KB 37 KB 3 KB 9 KB 2 KB 15 KB 22 KB 84 KB 200 KB 1 KB 17 KB 16 KB 36 KB 111 KB 50 KB 85 KB 1KR Open lv Action The document will then be uploaded The time and file name will be displayed as shown below Choose Time 28 Jan 2014 10 26 58 17 Jul 2014 14 01 44 di Tip Filename UL LfL jobs ac uk screenshot Pre Installation Checklist Form Action Download File Download File To check the file content click the Download File button in the action field To delete the document select the Delete File option in the action field Copyright 2014 University of Cambridge Last Modified
4. Download Applications amp Create Selection Grid as requ t Email Applications name View Advert 2 Select the format for the grid Copyright 2014 University of Cambridge Last Modified July 2014 Page 48 Web Recruitment System Managing Vacancies and applicants HR1 11 Selection Results Grid Please select the file format you would like for the HR11 Selection Results Grid Generate Report Excel Format xisx Rich Text File rtf 3 Click on Generate Report This will display the selection grid in the format you selected E N NT File Edit View Window Help x Ej eb e 5y ee OP se iil Ed bad UNIVERSITY OF ae P CAMBRIDGE Selection Results Grid EET TE EERS ENE N NN Mr Leonard Alexander Mrs Kelly Alford Mr Chris Anderson N N Mrs Pauline Abbott Mr Jeremy Andrews Copyright 2014 University of Cambridge Last Modified July 2014 Page 49 Web Recruitment System Managing Vacancies and applicants HR S You can now save or print the grid for use by the selectors 6 3 4 Generating applicant and referee reports Please see the Web Recruitment manual on Generating Applicant and Referee reports on the HR systems web pages for details of how to generate reports to use for mail merging selection and reporting 6 4 Updating applicant records and their progress When you are within one of the stage tabs for a vacancy there are a number of actions th
5. Head of Recruitment Having considered the data protection implications of your request he she will be able to authorise an exception being made and you will then be able to ask the CHRIS Helpdesk to mark the vacancy as a purging exception Copyright 2014 University of Cambridge Last Modified July 2014 Page 73 Web Recruitment System Managing Vacancies and applicants HR S 10 Exceptions to the Standard Process 10 1 Studentships Please note that studentships should not be made available to receive applications using the Web Recruitment System Studentships are not employment contracts and using a system designed for recruiting employees may cause confusion on this matter 10 2 Applicants sourced through agencies Where you have decided to use a recruitment agency to source applicants this should be handled as follows Where you are using an agency as well as advertising the vacancy on the University s Job Opportunities pages and accepting direct applications any applicants forwarded to the appointing body for consideration should have their details entered into the Web Recruitment oystem using the manual application entry process described in the section on adding an applicant to a vacancy Applications sifted out by the agency which the University does not see review do not need to be recorded in the system Where you are using an agency as the only means of sourcing your applicants and are not accepting direct applica
6. Health di MG FOLDER Occupational Health Downloads Libraries Es Documents 2 Music i Pictures B Videos jM Computer amp L Do Not Use C amp J Share internal general J Ge MIS Division internal division MISD K ts mg666 internal home home_directories M Cog R Share P Ninternal neneral RY File name b4 RE Athena Swan Logo in RAS 1 RE SQL script for Web Recruit LIVE instance _ web recruit 0 10 baseline sql A RE Approval for new RAS fix ad Project Group Agenda 20130822 3 Silver award logo ial Room bookiing _ grading reward 2013 09 16 sal EL GR min EF GR min EL SV feedback WR ud new RAS email dist list 9th Sept 13 EF Recruitment Projects Release 1 Stakeholder Impact analysis v4 ea test id Lecturers and Senior Lecturers clinical and non clinical iRecruitment application E empty al Password Validation Script al Oracle Password Rules EI Functional Requirements Reporting 2 in Benefits of the Recruitment Project Report Indi s Version E Benefits Log Current Version Job Groups to Add 2 MA LEC aona ror in orr 3 Select a file to be uploaded and click on Open The file name will be displayed on screen Choose Upload HR7 Further Information doc Time No records found Cancel Filename 04 10 2013 17 12 04 10 2013 11 26 03 10 2013 14 01 02 10 2013 19 02 30 09 2013 01 08 25 09 2013 22 21 23 09 2013 11 02 16 09
7. Rules F Functional Requirements Reporting 2 BY Benefits of the Recruitment Project Repor Indis Version a Benefits Log Current Verson 2 lob Groups to Add 2 MO UA anaid dut fort in en File neme 3 Select a file to be uploaded from your file directory Double click on it or click on Open 4 You will be returned to the pop up window You will see the name of the file you have selected Click on the Upload button as shown below to upload the file you can click on the Cancel button if you have chosen the wrong file Applicant admin attachments You can upload documents which relate specifically to this applicant such as a record of any interview notes or assessment scores These documents will not combined with the candidate s application to form part of the application pack Select the documents and press the upload button The following file types are supported pdf preferred doc dor ppt pptx txt rtf Please note that for security and compatibility all documents are converted to PDF format If you have read only access to this vacancy then you will be able to view attachments but not upload or delete them Choose Cancel HR10 Assessment Record doc Time No records found Copyright 2014 University of Cambridge Filename Last Modified July 2014 Page 58 Web Recruitment System Managing Vacancies and applicants The document will then be uploaded and di
8. You can view any applications at other stages in the process by clicking on the relevant tab The All tab shows all applicants for the vacancy stating the stage they have reached e g short listing and their status e g rejected All 30 Received 20 Short Listing 0 Selection One 0 Selection d All Applicants This page shows all applicants for this vacancy Either select an action on an individual 1 down menu at the top of the table un dnd b dif e ad r a uin ad ET c m din Copyright 2014 University of Cambridge Last Modified July 2014 Page 31 Web Recruitment System Managing Vacancies and applicants cA S 6 2 Adding sharing and reviewing applications 6 2 1 How to view applications for a vacancy You can view individual selected or all applications for a vacancy 1 To view an individual application click on Download Application next to the relevant applicant Candidate name Status Notes Files Actions All s Abbott Pauline 0 0 pi Active A pop up window will appear showing a PDF of the application A Note If you are using Internet Explorer and experience any error messages when viewing a PDF this is likely to be due to an issue with plug ins on your PC If this occurs a workaround is to download the file and then open it from your file system This will bypass the Adobe plug ins for Internet Explorer 2 To view multiple applications either a selection or all application
9. candidates You could use First Selection Stage for a preliminary round of interviews selection tests and Second Selection Stage for a second round of interviews You do not need to use all the stages You must move all candidates formally considered by an Appointments Committee or Board of Electors to the To be considered by Appointments Committee Board of Electors stage Only use this stage when an appointment needs to be approved by Copyright O 2014 University of Cambridge Last Modified July 2014 Page 54 Web Recruitment System Managing Vacancies and applicants an Appointments Committee or Board of Electors formally constituted under the otatutes or Ordinances 6 4 2 Editing the details of an existing applicant If an applicant contacts you during the recruitment process to inform you that his her personal details have changed e g name contact details you can edit these within the system 1 Click on the drop down list in the Actions column Select Edit Applicant from the list Candidate name Status otes iles ctions All ir Abbott Pauline 2 0 Download Application z Active at Received amp Email Application Alexander Leonard 2 0 PP Active at Add View Notes Received Alford Kelly 2 0 Admin Attachments Active at Received Edit Applicant Anderson Chris 2 0 M Eu Active at Received An Edit Applicant Personal Details pop up window will appear as shown below
10. enter a minimum amount of essential information about the applicant This includes details such as title name address right to work status and equal opportunities information 2 The screen shows the vacancy details on the right hand side Vacancy Details Vacancy Reference AWO02719 Vacancy Title Research Associate Closing Date 11 Apr 2014 Applicant Status Application in progress Please check that you are editing the correct vacancy T Tip At any point during the process you can click on the Save button to save the details entered so far and then return to the form later Do they regard themselves as having any Disabilities Please Select Cancel 3 Select the title for the applicant from the drop down list Copyright 2014 University of Cambridge Last Modified July 2014 Page 40 Web Recruitment System Managing Vacancies and applicants Personal details Title Please Select Please Select Dr Miss Mr Mrs Me Professor Professor Dame Professor Lord Professor Sir Reverend Dr Reverend Professor This list is a subset of the titles that are acceptable within the CHRIS system Choose the value that most closely corresponds to the details provided by the applicant 4 Enter the applicant s family name and forename These fields are free format text fields Family name Given names 5 Enter the address details for the applicant man
11. in the offer stage of the process From here you will be able to wm Change the status of the affer m Add offer details for a successful applicant and generate a part filled conditional affer letter m Transfer a successful applicant inte CHRIS m Record that a successful applicant requires a Tier 2 Certificate of Sponsorship CoS m Initiate a request to a successful applicant ta provide further details within the system for their CoS application where required Vacancy Configuration Tasks Manage Rejection Correspondence Manage Reference Requests Manage Offers 4 Manage CoS Requests 2 Awaiting Confirmation 0 Completed and Others 3 View or Record Correspondence Step Three Sign off Offer Click the button below to confirm the details of the applicant and transfer their details inta CHRIS Sign Off Offer Permissions Notes 0 Active Active Attachments 0 Offer Complete Please see the section on Managing Offers and Transferring Successful Applicants to CHHIS for details about how to record the progress of offers e g whether the offer has been accepted and transfer successful candidates to the CHRIS Recruitment Module As well as appearing in the Manage Offers screen the applicant moved to Offer in progress will also appear in the Offer tab within the Process Applicants screen Copyright 2014 University of Cambridge Last Modified July 2014 Page 63 Web Recruitment System Managing Vacancies and appli
12. of any unspent criminal convictions they may have If you have selected a security check or the position already has this selected and it remains applicable whether essential before employment or not then the Web Recruitment System will display a security section in the application form for applicants to complete Copyright 2014 University of Cambridge Last Modified July 2014 Page 7 Web Recruitment System Managing Vacancies and applicants ca S amp Screening Checks ESSENTIAL BEFORE EMPLOYMENT DBS Check Disclosure and Barring Service DB5 Enhanced Disclosure and Barring Service DBS Standard OH Medical Clearance Security inical Checks Clinical School checks Honorary Clinical Contract NMC Registration 4 n Step 5 Advertisements it is strongly recommended that you upload a HR7 Further Information document formerly known as Further Particulars to be displayed at the bottom of your University s Job Opportunities pages advert You do this by clicking on the Add further information file button before you add an advertisement Copyright 2014 University of Cambridge Last Modified July 2014 Page 8 Web Recruitment System Managing Vacancies and applicants Viewing a vacancy KA00956 University Senior Lecturer Honorary Consultant STEP 2 STEP 3 STEP 4 STEP 5 Job Details Funding Permission Advertisements No advertisements for current vacancy Add advertisem
13. of what the applicant sees during the online application process This document can also be found on the HR Systems web pages Copyright 2014 University of Cambridge Last Modified July 2014 Page 10 Web Recruitment System Managing Vacancies and applicants HR S 4 Logging in and locating your vacancy applicant 4 1 Logging in to Web Recruitment Use your Internet browser to go to https hrsystems admin cam ac uk hr admin ui T Tip For future use you may like to add the above link to your favourites in your browser or create a shortcut on your desktop yv Tip The system can also be found on the HR Systems landing pages at http www hrsystems admin cam ac uk 1 The screen below will be displayed Click on the link Log in with Raven button to access the system EB UNIVERSITY OF j CAMBRIDGE HR HR Admin Web Application Home Home Welcome to Cambridge University s HR Admin pages Log in Status You are not currently logged in Please log in using the button below Lo g if wit N Ra Ven The HR admin application is provided and managed by the Unified Administrative Service Copyright 2014 University of Cambridge Last Modified July 2014 Page 11 Web Recruitment System Managing Vacancies and applicants HR S 2 Enter your Raven user id and password asa UNIVERSITY OF ji CAMBRIDGE EE UNIVERSITY OF P CAMBRIDGE Raven Authentication Service University of Cambridge Computing
14. see all personal data held on them including documentation from the recruitment process Therefore it is vital that any recruitment documentation stored within the system or elsewhere contains only appropriate information which demonstrates that a fair objective process took place 1 To upload an attachment for an existing applicant click on the drop down list in the Actions column for the relevant applicant Select Admin Attachments Candidate name Notes Files Actions Abbott Fauline 7 0 Download Application Email Application Alexander Leonard ge Add View Motes Alford Kelly 2 D im Admin Attachments d Anderson Chris 2 0 m LWP F c E EERS The following screen will then be displayed including information about the types of file you can upload Applicant admin attachments You can upload documents which relate specifically to this applicant such as a record of any interview notes or assessment scores These documents will not combined with the candidate s application ta form part of the application pack Select the documents and press the upload button The following file types are supported pdf preferred doc docx ppt pptx txt rtf Please note that for security and compatibility all documents are converted to PDF format If you have read only access to this vacancy then you will be able to view attachments but not upload or delete them Choose Time Filename Acti
15. their original format as well m Current supported formats are pdf preferred docx pptx doc ppt rft txt m lf you have scanned the supporting documents then most scanning software allows you to scan as a pdf otherwise you can paste a copy of the m There is a maximum uploaded file size of 2MB m Flease note all uploaded files are converted to pdf documents Where you are uploading something other than a pdf file you are advised to review the converted versions of the uploaded files to check Choose Uploaded Time Filename No records found You can upload documents in any of the following file formats e Pdf e Doc and Docx Microsoft Word Format e Generic Htf e xt e Ppt and Pptx Microsoft Power Point Note It is highly recommended that PDFs are uploaded wherever possible A maximum limit of 4MB is permitted per file with a limit of five files totalling no more than 20MB per application Limits are set because there is a limit to the size of attachments that can be sent via email Selection panels appointing bodies may need to be emailed an applicant pack including all applications and their attachments and so limits have to be set with regards to uploaded documents to facilitate this process Copyright 2014 University of Cambridge Last Modified July 2014 Page 43 Web Recruitment System Managing Vacancies and applicants To upload a document click on the Choose button EA UNIV
16. was made and your CRS ID will be recorded automatically in the Notes for the applicant concerned 6 4 3 Adding attachments to an existing applicant You may wish to save documents relating to an applicant with their record in the Web Recruitment System so that all information about them within the recruitment process is found in one place For example you may wish to upload e HR8 Response to Enquiry http www admin cam ac uk cam only offices hr forms hr8 e HR10 Assessment Record http www admin cam ac uk cam only offices hr forms hr1 0 e HHR13 Invite to Interview Letter http www admin cam ac uk cam only offices hr forms hr13 e HRi7 Assessor Notes template http www admin cam ac uk cam only offices hr forms hr1 7 e HR4 Starting Salary Case http www admin cam ac uk cam only offices hr forms pd04 e HR18 Conditional Offer letter http www admin cam ac uk cam only offices hr forms hr18 e HR23 Welcome Letter http www admin cam ac uk cam only offices hr forms hr23 Copyright 2014 University of Cambridge Last Modified July 2014 Page 56 Web Recruitment System Managing Vacancies and applicants T Tip Store documents against an applicant if they relate to one applicant only Store documents against a vacancy if they relate to the job the recruitment process or multiple applicants Please note under Data Protection Legislation all applicants are entitled to make a subject access request to
17. 0 Download Application Active a t Alford Kelly 0 0 Download Application Active AF Anderson Chris 0 0 Download Application T Active Andrews Jeremy 0 0 Download Application Active Your browser will then prompt you to save or open the pack Do you want to open or save SelectedApplications pdf from staging hrsystems admin cam ac uk Savi Cancel oelect Open or Save as required You will be able to print the pack as necessary although other options should be explored first to avoid wasting paper 6 3 2 Emailing an applicant pack Once you have selected the applicants you wish to feature in the pack click on the Email Applications option at the top of the screen pocas Notes Files Actions Ee All Abbott Pauline 0 0 Download Application Active w Alexander Leonard 0 Download Application Active F Alford Kelly D 0 Download Application d Active 4 Anderson Chris 0 0 Download Application T Active 4 Andrews Jeremy 0 Download Application Active Ce ee a ee m n n De EA EE ER An email will then be sent to your account which has an attachment with the selected applicants details Copyright O 2014 University of Cambridge Last Modified July 2014 Page 47 Web Recruitment System Managing Vacancies and applicants THP S Note The generated pack will reflect the form of the application form for the vacancy For A Note A Note example where the vacancy uses a CHRIS 6 for
18. 2 00 16 00 17 40 07 4 Ifthe applicant is invited to the next stage of the selection process you will need to ensure that the reasonable adjustments that have been requested are put into place If you need advice on accommodating a reasonable adjustment please contact your HR Business Manager Adviser 6 2 3 Adding an applicant to a vacancy In certain circumstances an applicant may be unable to apply online for example because they have a disability which means that they cannot use our system Where this is the case applicants are instructed to contact the relevant department Institution to request the application form in a medium that they can use Whilst the Web Recruitment System is in the process of being implemented across the University electronic copies of the CHRIS 5 Copyright O 2014 University of Cambridge Last Modified July 2014 Page 37 Web Recruitment System Managing Vacancies and applicants HR S and CHRIS 6 forms will still be available on the HR web pages at http www admin cam ac uk offices hr forms Information on providing application forms in alternative formats is found at htto www admin cam ac uk cam only offices hr recruitment planning application html formats Once a non online manual application has been submitted to you basic details about the applicant can be entered onto the Web Recruitment System and attachments uploaded such as a PDF scan of the application This ensures that all of yo
19. 3 1 Uploading and storing vacancy documents You may find it helpful to store documents relating to the recruitment process for a vacancy within the system so that you have everything saved in one place For example you may like to upload the following documents for a vacancy e HR7 Further Information template hitp www admin cam ac uk cam only offices hr forms hr7 e HR6 Selection Criteria template http www admin cam ac uk cam only offices hr forms hr6 e HH11 Selection Results Grid http www admin cam ac uk cam only offices hr forms hr1 1 e HH15 Selection Process Schedule http www admin cam ac uk cam only offices hr forms hr15 Y Tip Store documents against a vacancy if they relate to the job the recruitment process or multiple applicants Store documents against an applicant if they relate to one applicant only Please note under Data Protection legislation all applicants are entitled to make a subject access request to see all personal data held on them including documentation from the recruitment process Therefore it is vital that any recruitment documentation stored within the system or elsewhere contains appropriate information which demonstrates that a fair objective process took place To upload such documents to a vacancy that you are administering 1 Click on the Attachments option Copyright 2014 University of Cambridge Last Modified July 2014 Page 24 Web Recruitment System Managin
20. 30 Received 30 phort Listing 0 Selection One 0 Selection Two 0 Selection Three 0 Application Received This shows all applicants whose applications have been received but who have not been assessed You can use the processes For example m If you sift out unsuitable candidates who do not meet one or more essential selection criteria before carrying out a sfr them on this tab i m lf you are not sifting out applicants then you will wish to move all applicants from this tab to the Shortlisting stage interviewing there js m You could use Selection One for a preliminary round of interviews selection tests and Selection Two for a secon i to use all the stages You must move all candidates formally considered by an Appointments Committee or Board of Electors to the Committe Committee Board stage when an appointment needs to be approved by an Appointments Committee or Board of Elect Statutes or Ordinances m Forrejected candidates change their status to Rejected m Ia candidate has withdrawn change their status to Candidate Withdrawn m To progress a candidate to the next stage choose the appropriate option from Set stage to You must move all candidates you have made a conditional offer to the Offer stage Download Applications A Star indicates an applicant has requested Reasonable Adjustments to the interview process Candidate name Notes Files Actions eS alee MT ale et EP aa I EUR
21. CHRIS Helpdesk and are designed for use by central HR teams and Copyright O 2014 University of Cambridge Last Modified July 2014 Page 20 Web Recruitment System Managing Vacancies and applicants technical development and support Hole Available actions SUPER USER Has ADMIN level permission to all vacancies in the system including the ability to change the retention policy for a vacancy SUPER READ Has READ level permission to all vacancies in the system ONLY REPORTER Used by reporting system Will have an associated list of organisational units on which they can report using Discoverer 5 2 2 Assigning Access Rights To grant other access to a vacancy you are administering 1 Click on the Manage Vacancy button next to the vacancy 4 Manage Vacancy 2 he Vacancy Overview screen will be displayed Select Permissions Home Vacancies Admin Reports Logout 02317 Unestablished Lecturer Vacancy Overview Applicants Vacancy Overview Process Applicants 20 Click to complete recruitment on this vacancy Manage Manual Applicants 4 Welcome to the vacancy management area from here you are able to Vacancy Configuration m View snd manage spplications to this vacancy m Handle rejection communications and reference requests m Manage offers and Certificate of Sponsorship CoS requests Tasks Manage Rejection Correspondence me m Manage vacancy permissions Manage Reference Requests m V
22. EH UNIVERSITY OF tP CAMBRIDGE Web Recruitment Release 3 July 2014 Managing vacancies and applicants HR Systems Web Recruitment System Managing Vacancies and applicants Contents 1 INTRODUCTION TO RELEASE seek Ee Ge Ge ee Ne Ge Rede ER UEATWAR CE TUNER EG ed UMENSUER ra TRA RE Gee Ge EG Ge ed eN Ge Gee CENSURE 2 2 WEB RECRUITMENT AVAILABLE DOCUMENTATION ccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccecccccceccs 5 3 SETTING UP ONLINE APPLICATIONS es sesse soene ee soe eN eo Gee Ve ED Ge Gee eN Ge Ge EG N dee yas EG Ge Ge Ge Ge Ge Ge VG ED Ge Ge Ge Ee GE FOR VS 6 4 LOGGING IN AND LOCATING YOUR VACANCY APPLICANT ccccsccsccscccsccsccecccscceccecccscceccccccscceccecccecceccescceccecceece 11 4 1 LOGGING IN TO WEB RECRUITMENT eeseeeee enne enemies sesso esse esse esse esse esse sesse sesso esse sese sese esse esses se essere sesso ui 11 4 2 HOW TO SEARCH FOR A VACANCY IN WEB RECRUITMENT eeeeeeeene nene ee ee ee ee ee serus etes se esse sesse esse esse sesse sesso esse esses ee 13 42 1 SEARCH OPTION 1 BY STATUS i see dug nueva me paa dd ee ee Ge ee ee ee ee ee enda orae Ux EE wer emuedd axe we FH EE GE ie Ge ee Ge CU T eEE 13 4 2 2 SEARCH OPTION 2 USING THE FILTERS tee scies etin tus ben SG Ge Ge Moa ede ORE ee ee bee Ge adea EM Ge Ge fee Ge GE t ae gud cR ee tuae Asa maoEE 14 4 3 HOW TO SEARCH FOR AN APPLICANT IN WEB RECRUITMENT cccecececccceccccecc
23. ERSITY OF amp CAMBRIDGE HR HR Admin Web Application Home L4 Choose File to Uploa Manual Applicar m gt Computer gt R Share interna general R Chris Public gt X Organize v New folder Supporting Dot Use this form to ug to keep the applica Applications 4 Chris X Applications Archive CHRIS at the ISG N CHRIS Training Where you are upld Ji DP Current supporte If you have scan There is a maxi E E d m Please note all ug Information Team 4 Public gt GP het27 interna homeWhome directories M 4G R Share internal general R Name di Current Project Documents Ftp Incoming i Management Reports di Templates Uncontrolled Project Documents cs Date modified 18 02 2014 07 56 25 02 2012 04 50 25 02 2012 04 50 07 03 2014 12 25 06 03 2014 11 12 el New Microsoft Office Publisher Docume 27 05 2010 13 51 Uploaded Time No records found dJ Current Project Documents a Ftp_Incoming di Management Reports i Templates File name v All Files x Navigate to the correct location in your file directory and select the file that you wish to upload before clicking on Open GE UNIVERSITY OF CAMBRIDGE HR HR Admin Web Application Home Vac Manual Applicar Supporting Dog Use this form to ug to keep the applica Current supporte If you have scant There is a maxi Please note all ug
24. HRIS 5 applications do not require attachments because all the details that any applicant would provide in a cover letter and CV are requested within the form For example the Suitability for the Role section should be used by an applicant to explain using specific examples how they meet the requirements for the role SO a cover letter is unnecessary The number of referees for the vacancy will default to two If you require the applicant to provide three referees then click on three Number of Referees An extra space for the third referee will be displayed within the on line application form 3 New RAS will look at the screening checks you have selected for the vacancy on Step 2 Job Details to determine which sections of the online application form should be displayed for your vacancy If you have selected any of the Disclosure and Barring Service DBS checks or the position already has one selected and it remains applicable whether essential before employment or not then the Web Recruitment System will display a DBS section in the application form for applicants to complete information about any spent or unspent criminal convictions they may have If you have selected a basic disclosure or the position already has this selected and it remains applicable whether essential before employment or not then the Web Recruitment oystem will display a basic disclosure section in the application form for applicants to complete details
25. OR e Move the applicants to another stage in the process e g if you are inviting them to a first round interview selection event then you would move them to First Selection Stage Copyright 2014 University of Cambridge Last Modified July 2014 Page 52 Web Recruitment System Managing Vacancies and applicants Set Status To Rejected Candidate Withdrawn Set Stage To Application Received Application progressed to short listing First Selection Stage Second Selection Stage Third Selection Stage To be considered by Appointments Committee Board of Electors Offer in Progress Active 6 Choose the status or stage you wish to allocate to your selected applicants from the drop down list and then click on Apply 7 The Confirm Action screen will be displayed Confirm Action 4 Applicant s Selected Are you sure you want to change the Status of the following applicants to REJECTED m Alford Kelly m Alexander Leonard m Andrews Jeremy gm Andrews Paul Yes No If you have recorded a new status of Rejected or Withdrawn for certain applicants those applicants will now be greyed out and showing a status of Rejected or Withdrawn as applicable Copyright 2014 University of Cambridge Last Modified July 2014 Page 53 Web Recruitment System Managing Vacancies and applicants HR S A star indicates an applicant has requested Reasonable Adjustments to the interview process Updates Successful Ca
26. Search Option 2 Using the filters Log in to the Web Recruitment System The Vacancies Tab will display all the vacancies that you have access to HR HR Admin Web Application Home Vacancies Admin Logout Vacancies Below is a list of vacancies you have access to Use the search boxes or page through to find a specific vacancy Find Applicant v A star indicates an applicant has requested Reasonable Adjustments to the interview process Job Reference Pt Job Title Status gt All z Closing Date Applicants Actions Access AR02295 Research Fellow UAS 23 Open 12 Apr 2014 0 ft Manage Vacancy Administrator AR02304 Research Fellow UAS 23 Open 12 Apr 2014 0 fi Manage Vacancy v Administrator AR02309 Research Fellow UAS 23 Open 12 Apr 2014 0 ft Manage Vacancy Administrator AT02218 Research Assistant UAS 25 Open 12 Apr 2014 0 ft Manage Vacancy v Administrator AT02230 Research Assistant UAS 25 Open 12 Apr 2014 0 ft Manage Vacancy M Administrator AT02246 Research Assistant UAS 25 Open 12 Apr 2014 0 ft Manage Vacancy Administrator AT02267 Research Assistant UAS 25 Open 12 Apr 2014 0 ft Manage Vacancy X Administrator AT02282 Research Assistant UAS 25 Open 12 Apr 2014 0 fi Manage Vacancy v Administrator Copyright 2014 University of Cambridge Last Modified July 2014 Page 14 Web Recruitment System Managing Vacancies and applicants ca S At the top of the Job Title column you will see a white search bo
27. Service Raven The web resource you requested requires you to identify yourself help why am seeing this This resource calls itself Recruitment Administration System RAS and is provided by the website uat admin cam ac uk You should only proceed if you are happy to be identified to this site RAVEN User id Password override login options for this session help Always quit your web browser when you have finished accessing services that require authentication Do not disclose your Raven password to anyone and only enter it on web pages with URLs that start https raven cam ac uk Please report attempts to obtain your password by other means 2013 University of Cambridge Study at Cambridge About the University Research at Cambridge The system will then use your Raven user id to identify which vacancies should be displayed to you i UNIVERSITY OF CAMBRIDGE HR HR Admin Web Application Home Vacancies Logout Vacancies Below is a list of vacancies you have access to Use the search boxes or page through to find a specific vacancy P Find Applicant Y A star indicates an applicant has requested Reasonable Adjustments to the interview process Job Reference 2 Job Title gt Status All A Closing Date Applicants Actions Access AH02327 Senior Clerk Open 12 Apr 2014 0 ft Manage Vacancy v Contributer Read Only AM02263 Research Assistant Open 11 Apr 2014 307 mr ineo alt Acc
28. Vacancy v Administrator AR02304 Research Fellow UAS 23 Open 12 Apr 2014 0 amp Manage Vacancy v Administrator AR02309 Research Fellow UAS 23 Open 12 Apr 2014 0 ft Manage Vacancy Administrator AT02218 Research Assistant UAS 25 Open 12 Apr 2014 0 ft Manage Vacancy v Administrator AT02230 Research Assistant UAS 25 Open 12 Apr 2014 0 ft Manage Vacancy v Administrator AT02246 Research Assistant UAS 25 Open 12 Apr 2014 0 ft Manage Vacancy v Administrator AT02267 Research Assistant UAS 25 Open 12 Apr 2014 0 fi Manage Vacancy v Administrator AT02282 Research Assistant UAS 25 Open 12 Apr 2014 0 fi Manage Vacancy v Administrator 2 Click the Find Applicant button at the top left of the page Gas UNIVERSITY OF CAMBRIDGE HR HR Admin Web Application Home Vacancies Admin Logout Vacancies A star Pi indicates an applicant has reguested Reasonable Adjustments to the interview process dou ree Job Title 4 Status All x Closing Date Applicants e AH02327 Senior Clerk Open 12 Apr 2014 0 fi AK02161 Research Assistant Open 11 Apr 2014 30 f amp AK02264 Lector Open 12 Apr 2014 0 if AK02290 Lector Open 12 Apr 2014 0 f AM02215 UAS 21 Open 12 Apr 2014 31 f ee ee GET ee P m P Mee EP N Copyright 2014 University of Cambridge Last Modified July 2014 Page 16 Web Recruitment System Managing Vacancies and applicants 3 The Find Applicants window will be displayed This will allow you to search for an appl
29. Where you are upld Choose Uploaded Time No records found Copyright O 2014 University of Cambridge Choose File to Uploa e i Training Web Recruitment Training Organize v New folder d Vetting and Barring a Web Recruitment i Captivate i Core d History d Snag it Images di Training d Wispay Trent di Triaster Diagrams User Panel Ji WISPAY 1 Reporting zip di sa698 di Trent Instances File name Application for Research Position docx Name Search Training el Application for Research Position docx gt AN Files Last Modified July 2014 Page 44 Web Recruitment System Managing Vacancies and applicants ca S The filename should now appear in the file list Document Upload Use this form to upload the application documents such as the applicant s CV covering letter or application form so that they can be made available to the selection panel and other users You will need to keep the application documents in their original format as well m Curent supported formats are pdf preferred docx pptx doc ppt rit txt m If you have scanned the supporting documents then mast scanning software allows you to scan as a pdf otherwise you can paste a copy of the scanned image into a Word document and upload that m There is a maximum uploaded file size of 4MB m Please note all uploaded files are converted to pdf documents Where
30. add find a vacancy The new RAS user guide can be found at htto www admin cam ac uk offices misd services staff cam only index shtml 2 Progress as per the normal new RAS process until you reach Step 2 Job Details Here you will see a new section relating to the application form Application Form Form Type CHRIS5 CHRIS6 Apply Online Yes C No Number of Referees Go 9 Click the Yes button under Apply Online if you would like applications for the vacancy to be made via the new Web Recruitment system The type of application form CHRIS 5 Application for Employment or CHRIS 6 Cover Sheet for CVs will be defaulted by RAS in accordance with existing University policy found at http www admin cam ac uk cam only offices hr recruitment planning application html methods as follows Academic CHRIS 6 Research CHRIS 6 Assistant CHRIS 5 Academic related CHRIS 5 or CHRIS 6 you have the option of stating the required form for this type of vacancy Application Form potm Type CHRIS5 CHRIS6 Apply Online Yes No Number of Referees oC 3 Copyright O 2014 University of Cambridge Last Modified July 2014 Page 6 Web Recruitment System Managing Vacancies and applicants THP S Click on the appropriate Form Type Note The Web Recruitment system will not allow applicants to add attachments a CHRIS 5 Application Form so they must not be asked to do so in job adverts C
31. ancy or selection process Copyright 2014 University of Cambridge Last Modified July 2014 Page 9 Web Recruitment System Managing Vacancies and applicants Library Invigilator test Maternity Cover Department Location University Library Cambridge Reference VE02153 Closing date 29 November 2013 Intereting and varied position Maternity cover This post is fixed term until 31 January 2014 or the return of the post holder whichever is the earlier Once an offer of employment has been accepted the successful candidate will be required to undergo a health assessment Note Once you have written your advert s it is essential that you set up the University Job Opportunities pages as a published media type in the Media Bookings section of new RAS Without this there will be no way for applicants to access the Apply button that they will need to click on to be routed to the Web Recruitment System and the online application form Media bookings MEDIA PUBLICATION DATE SENT Not published Publish G Preview Add media University Job Opportunities All other steps in new RAS not described here should be completed in the normal way Please see the new RAS User Manual for further details This can be found on the HR Systems Landing pages at http Awww hrsystems admin cam ac uk systems systems overview web recruitment system A separate document has also been created that gives an overview
32. any individual applicant in these vacancy nates You can also add notes to individual applicants You should not include personal information about any individual applicant in these vacancy notes If you have read only access to this vacancy then you will be able to view nates but not add or edit them Mew Note 830 characters remaining Interviews will be helo on 1st Augubt Room F25 booked 14 00 to 16 00 2 Enter your note in the New Note text box Vacancy Notes These notes provide a history of the vacancy they are an auditable trail and can be used to note interviews or other relevant information You can also add notes to individual applicants You should not include personal information about any individual applicant in these vacancy nates You can also add notes to individual applicants You should nat include personal information about any individual applicant in these vacancy nates If you have read only access to this vacancy then you will be able to view notes but not add or edit them Mew Note 930 characters remaining Interviews will be helo on 1st Augubt Room F25 booked 14 00 to 16 00 Date D 17 Jul 2014 mg666 the interview are scheduled for Monday 14 03 35 3 Click on Add Note The details of your note the date it was added and your CRS ID will appear in the table underneath New Note 1000 characters remaining Added Date by 13 Mar 2014 het27 Interviews will be held on 03 04 14 Raam F59 booke
33. applications as soon as they are submitted so that short listing can be conducted on a staggered basis The system has been designed to meet this requirement but you should be aware that this means that e Appointing bodies must carry out benchmarking once the closing date has passed to ensure that they have assessed all applications consistently Only then should applicants be informed of the results Please see the Recruitment Guidance for further information e Applicants cannot amend their application themselves once they have submitted it Departments Institutions can amend contact details add notes and update a successful applicant s details before transferring to CHRIS 6 2 2 Viewing reasonable adjustment requests As explained in the Recruitment Guidance we have a legal duty to make reasonable adjustments to the recruitment process for applicants with a disability In the online application form applicants with a disability are invited to request any reasonable adjustments that they may need Where an applicant makes such a request this will not be shown in their application form This is so that information about their disability or the adjustments that they require are only shared with those making selection decisions when accommodating the type of request they have made makes this unavoidable Copyright O 2014 University of Cambridge Last Modified July 2014 Page 35 Web Recruitment System Managing Vacancies and ap
34. at can be carried out on an individual applicant basis e Updating the stage and status of applicants e Editing the personal details of applicants e Adding attachments and e Adding notes The following sections describe these processes 6 4 1 Updating selection stages and statuses An individual with Admin or Write access to the vacancy is responsible for recording the details of the selection process and moving applicants between stages It is a department institution decision as to whether a member of an appointing body is given this level of access to record decisions made during each stage of the selection process or whether this is done on their behalf A number of stages have been defined and these are e Application Received Received e Progressed to Short listing Short listing e First Selection Stage Selection One e Second Selection Stage Selection Two e Third Selection Stage Selection Three e obe considered by Appointments Committee Board of Electors Committee Board and e Offer in progress Offer The brackets in the list above indicate the abbreviated name of each stage as it shows on the tabs across the top of the screen For clarity a full version of each stage name is used in the drop down list where you change the status stages of applicants You can use as many of the stages as are appropriate to fit your local requirements or your particular vacancy Please see the Recruitment Guidance for i
35. caecscasescusuecesnecssaecs 60 6 5 SENDING REJECTION CORRESPONDENCE AND REFERENCE REQUESTS csseseeeee eese eren emere se eese sese ese ese ese ese esee esee 61 6 6 TEE OEFEE STAGE ee Oe IG ee re OES Ge na ets EE GE ee aah oe SG AE AE Ee SR Ge ND AE 62 7 MANAGING OFFERS AND TRANSFERRING SUCCESSFUL APPLICANTS TO CHRIS cccccccceccccccccccccccccccccecccccceecs 65 8 COMPLETING RECRUITMENT FOR A VACANCY ccccssccccsscccccsscccccscccccscsccacsccccanscccesnscccessscccessccccsssccccsccccsnscccesssccces 70 9 PURGING OF APPLICANT IDENTIFIABLE DATA ccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccoscceccs 73 10 EXCEPTIONS TO THE STANDARD PROCESS cccccccsccccccccccccccccscscccsccccccccccccccccccecscecsccccccccccccccccccecececececscccccecees 74 10 1 SUE SEIU S sie se RE oe EG ER 74 10 2 APPLICANTS SOURCED THROUGH AGENCIES 2 rsnti nae ee se ee ee ses ee de FERE ee Ee CN ee FEVER dERe sx KS SOY UE E NU UL ee Ge ie Ge DIE Ge DE 74 Copyright 2014 University of Cambridge Last Modified July 2014 Page 1 Web Recruitment System Managing Vacancies and applicants CD S 1 Introduction to Release 3 The recruitment process begins with the identification and definition of a vacancy This includes developing updating the role description and for new academic related and assistant staff vacancies the grading
36. cal Specialist 2 Moodle Closed 09 May 2014 amp Manage Vacancy v Administrator VD03222 Research Fellow Open 28 Feb 2015 amp Manage Vacancy M Administrator VD03273 Research Fellow Open 28 Feb 2015 amp Manage Vacancy v Administrator VE02991 Bonita Trust Genizah Research Associate Closed 18 Apr 2014 amp Manage Vacancy Administrator VE03099 Deputy Head of Music Collections Closed 25 Apr 2014 amp Manage Vacancy E Administrator VF03229 University Constable Open 28 Feb 2015 amp Manage Vacancy M Administrator VF03280 University Constable Open 28 Feb 2015 amp Manage Vacancy y Administrator VHO3059 Library Assistant LL M Collection Closed 16 Apr 2014 i f Manage Vacancy X Administrator VHO3171 Clinical Lecturer Open 28 Feb 2015 ft Manage Vacancy X Administrator 26 of 28 te e 19 20 24 22 23 24 25 AE 27 28 gt gt o x Copyright 2014 University of Cambridge Last Modified July 2014 Page 70 Web Recruitment System Managing Vacancies and applicants Note Recruitment can only be completed for a vacancy when the vacancy closing date has passed 2 Select Vacancy Configuration from the left hand menu Applicants Process Applicants 11 Manage Manual Applicants 1 The following screen will then be displayed HR HR Admin Web Application Home Vacancies Admin Reports Logout VH03059 Library Assistant LL M Collection Vacancy Overview Applicants Ge Conf
37. cancy from the vacancies list and then the Process Applicants option Vacancy Overview Process Ap ium 30 Vacancy Configuration Tasks Manage Rejected Applicants Manage References Correspondence Tr TES awaiting Confirmatiqg dis Dr The applicant s who has made a reasonable adjustment request will be indicated by a red asterisk in the Notes column Copyright 2014 University of Cambridge Last Modified July 2014 Page 36 Web Recruitment System Managing Vacancies and applicants A star indicates an applicant has requested Reasonable Adjustments to the interview process Candidate name T m Tm Status otes les ctions AN x Abbott Pauline 2 Download Application 2 Click the drop down arrow to the right of Download Application and select the Add View Notes option from the menu A star indicates an applicant has requested Reasonable Adjustments to the interview process Status Candidate name Notes Files Actions s Abbott Pauline Alexander Leonard Alford Kelly f Attachments Edit Applicant Anderson Chris 3 The application notes will be displayed This will include any notes added to the vacancy Date jon Added to Note 12 Feb Reasonable Adjustments requested am dyslexic and would require extra time to 2014 Applicant Application ME RR E 45 23 23 complete any written test 13 Mar 2014 het27 Vacancy Interviews will be held on 03 04 14 Room F59 booked 1
38. cants Home Vacancies Admin Reports Logout VHO03059 Library Assistant LL M Collection Vacancy Overview Applicants Process Applicants 40 All 40 Received 6 Short Listing 6 Selection One 9 Selection Two 11 Selection Three 5 Committee Board 1 Offer 2 Manage Manual Applicants 0 Offer Vacancy Configuration Below is a read only list of all applicants within the offer stage These applicants should now be managed using the Manage Offers area of the system Tasks If any applicants are in this list erroneously they can be moved back to a previous state using the Change Stage feature of the action list Manage Rejection Correspondence Manage Reference Requests Manage Offers 2 Manage These Offers Manage These Offers Super User View Manage CoS Requests 1 C d Candidate name Submitted Notes Files Actions Status Awaiting Confirmation 0 B Ball Emma 09 Apr 2014 13 38 17 2 o Download Active Completed and Others 0 Offer Complete View or Record Correspondence Chen Jian 29 Mar 2014 14 30 20 1 Download Permissions Notes 0 Attachments 0 Here you can still view all applicants at the Offer stage and e Download or email an application e Change the stage for an applicant if they have been moved to offer in error e Add or view notes or attachments and e Edit the application Note each applicant at this stage is managed individually and you can no l
39. ccess to view applications within the Web Recruitment System or if they are external to the University you can distribute copies of applications to them by downloading and printing an application pack OR by emailing an application pack Depending on the stage of the selection process you may need to provide them with all or a selection of applications Therefore you will need to select the applicants whose applications you wish to download into the pack by ticking on the box to the left of each one Pus Candidate name Abbott Pauline Alexander Leonard Alford Kelly Anderson Chris Andrews Jeremy You can select all applicants on a page by clicking on the select all box at the top left of the table of applicants is al af Candidate name Abbott Pauline Alexander Leonard Alford Kelly Anderson Chris Andrews Jeremy Andrews Paul Ball Emma Copyright 2014 University of Cambridge Last Modified July 2014 Page 46 Web Recruitment System Managing Vacancies and applicants 6 3 1 Downloading an applicant pack Once you have selected the applicants you want to feature in the pack click on the Download Applications button at the top of the screen Download Applications emi as requested Reasonable Adjustments to the interview process Candidate name Status Notes Files Actions All x Abbott Pauline 0 0 Download Application Active w Alexander Leonard 0
40. csccaccceaceceaceceaceceacecsaceceaceceasecsacecsaseceaseceacecsasenss 16 5 MANAGING VACANCIES a osoon Ge eina Ge EEEE ea QUE ERANT QUERN DI ORI Ge ee ea C ee ERE 18 5 1 INTRODUCTION m OCOE P Pm V 18 5 2 GIVING OTHERS ACCESS TOA VACANCY ee ee ee dances acu remm dac caeca ee cimi tuse eui etat ea hu ates oe A ee Ge GE 19 5 3 STORING RECRUITMENT DOCUMENTS AND NOTES AGAINST A VACANCY ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee sese ee ee 24 5 4 VIEWING THE ADVERT FURTHER INFORMATION FOR THE VACANCY ee ees ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee 29 6 MANAGING APPLICANTS THROUGH THE SELECTION PROCESG cccccccecccccccccccccccccccccccccccccccccccccccccccccecccecceccs 29 6 1 Vissie ek ed eN ON 29 6 2 ADDING SHARING AND REVIEWING APPLICATIONS ee ese see ee see ee see de se de se ee ee ee ee Ge Ge de esa esse esae Se ee Ge a ee Ee Re Ge de esse Se ee ee ee ee anus 32 6 2 1 HOW TO VIEW APPLICATIONS FORA VACANCY iese see se es en rn se ee ee RUE ee Ge Ge ee Ge ee ee koe Ge ee Ge ok Gee Ge Ge ee Ge Ge Ge ase Ge Ge 32 6 2 2 VIEWING REASONABLE ADJUSTMENT REOUESTS ee ee es ee es ee es ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee eoe 35 6 2 3 ADDING AN APPLICANT TOA VACANCY sees ses eie NS Luxe ee we Ee ee de De ei xa Fa ee ee Ge Ge OE EDU Ge G
41. d 12 00 16 00 17 40 07 Copyright 2014 University of Cambridge Last Modified July 2014 Page 28 Web Recruitment System Managing Vacancies and applicants 5 4 Viewing the advert further information for the vacancy 1 If you want to remind yourself of the advert details when reviewing applicants you can click on the View Advert option from the drop down menu Email Applications pom FEIT TE EET r nz This will display the text from the University Job Opportunities advert for the vacancy AM02263 Research Assistant j Job ref AMO2263 Post Title Assistant post Title UAS 21 Maternity Cover Org Unit Pensions Section Bedford Category Assistant staff Max Salary 15 658 18 005 Published 16 Dec 2013 End date 12 Apr 2014 Maternity cover This post is fixed term for 3 months or the return of the post holder whichever is the e Once an affer of employment has been accepted the successful candidate will be required to undergo DBS and a security check To apply online for this vacancy please click on the Apply button below This will route you to the Unive 3 where you will need to register an account if you have not already and log in before completing the on The further information document is also shown underneath the advert 6 Managing applicants through the selection process 6 1 Introduction Applicants can be managed through the stages of the selection process and actions
42. datory Address Line 1 Address Line 2 Address Line 3 Town County Postcode or equivalent Country Please Select B Copyright O 2014 University of Cambridge Last Modified July 2014 A number of the fields such as Town and Country are Page 41 Web Recruitment System Managing Vacancies and applicants ca S 6 Enter the remaining details for the applicant including right to work details contact details and equality and diversity information Equal Opportunities i Which countny defines their national identiby What is their date of birth If they prefer not to say please leave blank Please Select Prefer Not To Sa TI WE OF more impairments and or disabling medical conditions Specific learning disability such as dyslexia or dyspraxia General learning disability such as Down s Syndrome s A social communication impairment such as Asperger s syndrome other autistic spectrum disorder Long standing illness or health condition such as cancer HIV diabetes chronic heart disease or epilepsy Mental health condition such as depression schizophrenia or anxiety disorder Physical impairment or mobility issues such as difficulty using arms or using a wheelchair or crutches Deaf or serious hearing impairment Blind or serious visual impairment uncorrected by glasses Other type of disability Please Select Note The Equal Opportunitie
43. e PP de de DER 37 6 3 SENDING OUT APPLICATION PACKS AND APPLICATION RELATED INFORMATION ee ese ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee 46 6 3 1 DOWNLOADING AN APPLICANT PACK ie OR Ee seni Ee wis TER SE Ge ee GEREG VEMEN YE x n CRY Ea EE TREE Ue dauern NOME VelG Ee Ge E URDU RAO UNUM EN ede NEC UM 47 632 EMAILINGANAPPEIEANT PACK ei es ee oe ee oe SG Es Re ee N Ge sa qe SE ee fatta tie sme De SE DE fave utr Ce EE 47 6 3 3 CREATING A SELECTION GRID sv ee aes Ge ia reta ede bzu ae EE ae n EG muU TENOR I Ge te IG E 48 6 3 4 GENERATING APPLICANT AND REFEREE REPORTS sees ese es ese es ee ese ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ese esse ese ese esee sese sese 50 6 4 UPDATING APPLICANT RECORDS AND THEIR PROGRESS ese ee ee es ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee sese esse esse sesse essetis esses sesso ee 50 6 4 1 UPDATING SELECTION STAGES AND STATUSES sesse ks se ee se mo ee nha ee ee e Fa es ee re ee ee Uri Pha Ge ee ee pae UR oe Ge Ge ee Ge PNE EA 50 6 4 2 EDITING THE DETAILS OF AN EXISTING APPLICANT ee es ese ese ee ese ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee eee 55 6 4 3 ADDING ATTACHMENTS TO AN EXISTING APPLICANT ceeeeeeen eren ee ee ee ee ee ee ee ee ee ee sese sese esesesee ese ese ese ese ese esses 56 6 4 4 ADDING NOTES TO AN APPLICANT S RECORD scsceccsceccececcsccecscascecescecseececescseaecueascseuecscaseecuseeceseecucuecssaecs
44. ect M Vacancy Title Family name Research Associate Closing Date 11 Apr 2014 Given names Applicant Status Application in progress Address Line 1 Other Details Is the applicant a British European Economic Area Swiss national with right to work in the UK Address Line 2 VOY Yes No If not do they already have permission to work in the UK Address Line 3 MA Yes No Contact Phone Number Media Where did they first learn about this vacancy Postcode or equivalent Please Select v Country Please Select Equal Opportunities What is their date of birth If they prefer not to say please leave blank Which country defines their national identity Please Select What is their gender Ethnic Origin Please Select v Please Select iy How do they describe their sexual orientation What are their religious beliefs Please Select Iv Please Select ea How do they describe their gender identity Mise Selec Do they regard themselves as having any Disabilities Please Select This screen is based upon the details needed for successful applicants in the CHRIS Recruitment Module and has two tabs Copyright 2014 University of Cambridge Last Modified July 2014 Page 39 Web Recruitment System Managing Vacancies and applicants 1 The first tab Manual Applicant Entry allows you to
45. ent No further information files for current vacancy Add further information file Providing this information will ensure that prospective applicants have all the information they need to decide whether or not to apply for your vacancy This file is also visible to referees to assist them in completing a suitable reference In addition the HR7 Further Information template http www admin cam ac uk cam only offices hr forms hr7 contains a section which prompts you to inform applicants about e The online application process e Upto 5 documents that you would like applicants to upload in their application CHRIS 6 forms only such as a CV covering letter and research publication lists e Who they should speak to if they have any questions about the vacancy 5 When you preview your advert for a vacancy in RAS you will be able to see wording which will be auto inserted for you to direct applicants to e Click on the Apply online button which will be inserted onto your Job Opportunities advert or e Click on a link to the Job Opportunities advert which will be inserted into adverts in external media to route applicants to where they can find the Apply button The auto inserted wording about how to apply online means that you do not need to include information in your advert about the application process However please ensure that you do provide details of the person applicants may contact if they have a question about the vac
46. eonard 0 Download Application ra Email Application Alford Kelly 2 i Anderson Chris J 0 Edit Applicant Andrews Jeremy T 0 Copyright O 2014 University of Cambridge Last Modified July 2014 Page 60 Web Recruitment System Managing Vacancies and applicants 3 An Add Note to Application pop up window will appear Write your note in the New Note text box and click on Add Note Application notes These notes provide a history of the application they are an auditable trail and can be used to note changes to the applicants details interview notes or other relevant information Please describe the source of the comments eg phone conversation with applicant notes from interview panel etc Note that any notes made here are subject to the Data Protection Act and are disclosable to the applicant If you have read only access to this vacancy then you will be able to view application notes but not add or edit them New Note 740 characters remaining Kelly Alford telephoned Gill West on 13 03 2014 to inform us that she is unavailable for interview on 03 04 14 An alternative interview date has been requested Gill is liaising with the Appointing Body to see if this is possible before going back to Kelly Add Note 4 Your note the date and your CRS ID will be displayed in the table underneath Date sd eer ye by 12 Feb 2014 Applicant Application 15 23 23 13 Mar 2014 het27 Vaca
47. ersity of Cambridge Last Modified July 2014 Page 22 Web Recruitment System Managing Vacancies and applicants img 1004 1 of 1 4 Add new user m Save permissions 4 Add the CRS ID e g aa999 for the person you wish to give access to the vacancy and select a user role for the person Roles within the Web Recruitment System are explained at the start of this section 5 Click on Save permissions or click on the Add new user button again to add an additional user img1004 mg 1 of 1 A Note The CRS ID is being checked against the CHRIS system to identify the email address for the user If there is not email address in CHRIS you will need to get the user to contact the CHRIS Helpdesk to resolve this before you can add them Only the CRS ID is shown not the name so please ensure that it is accurate otherwise the person you have selected will not be able to see the vacancy in the Web Recruitment System Copyright O 2014 University of Cambridge Last Modified July 2014 Page 23 Web Recruitment System Managing Vacancies and applicants HR S Note A single person may have multiple CRS IDs You will need to ensure that you enter the ID that the person wishes to use to log on to Web Recruitment T Tip If you have added someone incorrectly then just click on the Remove button to delete their access to this vacancy aj23 READ 5 3 Storing recruitment documents and notes against a vacancy 5
48. ess AWQ02219 Research Associate Open 11 Apr 2014 30 fi Manage Vacancy Administrator Read Only AW02269 Research Associate Open 11 Apr 2014 30 amp Manage Vacancy z EE PH02258 University Lecturer Open 12 Apr 2014 0 fi Manage Vacancy Contributer Copyright 2014 University of Cambridge Last Modified July 2014 Page 12 Web Recruitment System Managing Vacancies and applicants 4 2 How to search for a vacancy in Web Recruitment 4 2 1 Search Option 1 By status Log in to the Web Recruitment System The Vacancies Tab will display all the vacancies that you have access to HR HR Admin Web Application Home Vacancies Admin Logout Vacancies Below is a list of vacancies you have access to Use the search boxes or page through to find a specific vacancy Find Applicant v A star indicates an applicant has requested Reasonable Adjustments to the interview process Job Reference Job Title gt Status All E Closing Date Applicants Actions Access AR02295 Research Fellow UAS 23 Open 12 Apr 2014 0 ft Manage Vacancy v Administrator AR02304 Research Fellow UAS 23 Open 12 Apr 2014 0 fi Manage Vacancy Administrator AR02309 Research Fellow UAS 23 Open 12 Apr 2014 0 ft Manage Vacancy v Administrator AT02218 Research Assistant UAS 25 Open 12 Apr 2014 0 fi Manage Vacancy Y Administrator AT02230 Research Assistant UAS 25 Open 12 Apr 2014 0 ft Manage Vacancy v Administrator AT02246 Research Assistan
49. ete will e Be purged of applicant identifiable data automatically 12 months after the closing date in accordance with the University s recruitment document retention policy unless a the successful applicant required a Tier 2 CoS or the standard purging schedule has been overridden with approval from HR e Be detached from the position in CHRIS so that it can be advertised again when necessary in new RAS e Have any successful candidate information saved as a PDF snapshot for future use e Not appear in a users list of vacancies unless a user actively chooses for complete vacancies to be displayed Note It is very important that you do mark a vacancy as complete within 12 months of the closing date for online applications Otherwise you may cause us to retain recruitment documentation for longer than is permitted 1 In order to complete recruitment on a vacancy select the vacancy and click on Manage vacancy Home Vacancies Admin Reports Logout Vacancies w is a list of vacancies you have access to Use the rch boxes or page through D Find Applicant Show vacancies with recruitment complete A A star indicates an applicant has requested Reasonable Adjustments to the interview process Job Title Status gt Job Reference Closing Date gt Applicants Actions Access All VC03115 Business Specialist Moodle Closed 09 May 2014 amp Manage Vacancy Administrator VC03135 Application Specialist Techni
50. focused on e Allowing applicants to copy personal details qualifications and employment history from a previous application e Allowing recruiters to send rejection emails and letters to applicants e Allowing recruiters to send electronic and manual reference requests e Allowing referees to upload their reference into the system Copyright 2014 University of Cambridge Last Modified July 2014 Page 2 Web Recruitment System Managing Vacancies and applicants THP S Release 3 of the Web Recruitment System focuses on Allowing recruiters to select and email applicants at Offer stage who need to provide information for a Tier 2 Certificate of Sponsorship Allowing applicants to log back into their Web Recruitment account to enter the additional Tier 2 CoS information Allowing recruiters to download the applicant details required for a Tier 2 CoS so that it can be attached to the rest of the CoS application and submitted to the Compliance Team for processing Automated marking of an application as eligible for purging 12 months after the vacancy closes including extended deletion dates for those vacancies where CoS retention policies apply Allowing Super Users to mark a vacancy is a purging exception Automated deletion of un submitted applications two months after the vacancy closing date Retaining anonymised data for future trend analysis and management reporting Allowing applicants to enter basic disclosure information whe
51. for applications has not yet passed or vacancies with an Advert closed i e the closing date for applications has passed Status To look at the history of filled vacancies for example to review the recruitment process the last time the job was advertised then you can use the Job Reference and Job Title search boxes or sort your vacancies based on Closing Date Remember to tick the Show vacancies with recruitment complete Copyright 2014 University of Cambridge Last Modified July 2014 Page 18 Web Recruitment System Managing Vacancies and applicants THP S box as required Note To facilitate compliance with the University s existing retention policy for recruitment documentation un successful candidate data older than 12 months will be deleted from the system automatically unless the successful candidate requires a Tier 2 Certificate of Sponsorship This is because UK Visas and Immigration UKVI requires us to retain recruitment documents for 12 months or until a UKVI compliance officer has examined and approved them whichever is the longer period Anonymised candidate information will also be retained for the purposes of equal opportunities trend analysis In exceptional circumstances e g because of ongoing legal proceedings you must contact your HR Business Manager or the Head of Recruitment to agree that recruitment data may be kept for longer than the standard period Once this has been agreed the CHRIS Helpde
52. g Vacancies and applicants Correspondence Awaiting Confirmation 2 Completed and Others 4 View or Record Correspondence Fermissions Notes 0 Attachments 0 The Vacancy Attachments screen will be displayed This includes information about the types of file that can be uploaded AWO2219 Research Associate Vacancy Attachments You can upload documents which relate to the vacancy as a whole such as a selection results grid or Appointments Committee minutes Select the documents and press the upload button The following file types are supported pdf doc docx ppt pptx txt rtf Please note that for security and compatibility all documents are converted to PDF format If you have read only access to this vacancy then you will be able to view attachments but not upload or delete them Choose X a Time Filename Action No records found 2 Click on Choose Your file directory will then be displayed Copyright 2014 University of Cambridge Last Modified July 2014 Page 25 Web Recruitment System Managing Vacancies and applicants TER EEE M cO gt Computer mg666 internahomeWhome directories M My Documents gt EE Organize v New folder Name v Date modified Type wr Favorites EE Desktop d Web Recruitment Documentation d New RAS Documentation Internal Change Control J Recruitment Programme N New RAS Je RAS2 Occupational
53. i ti Contact Information Reference Correspondence Retention Policy Process Applicants 40 neral Configuration Manage Manual Applicants 0 Vacancy Configuration Vacancy Configuration Mark a closed vacancy as recruitment complete Tasks Manage Rejection Correspondence Complete Recruitment on Vacancy Manage Reference Requests Manage Offers 1 Manage CoS Requests 0 Correspondence Awaiting Confirmation 0 Completed and Others 0 View or Record Correspondence Permissions Notes 0 Attachments 0 3 On the General Configuration tab click in the box next to Complete Recruitment on Vacancy Copyright 2014 University of Cambridge Last Modified July 2014 Page 71 Web Recruitment System Managing Vacancies and applicants Complete Racruitmant on Vacancy The following message will be displayed Confirm Complete Recruitment Are you sure you want to complete recruitment on this vacacny VH030589 Library Assistant LL M Collection Hote This action is not reversabie Ho don t complete recruitment Yes complete recruitment Click on Yes complete recruitment A Note You can also mark a vacancy with Recruitment completed from the main vacancy list Show vacancies with recruitment complete A star indicates an applicant has requested Reasonable Adjustments to the interview process Job Laws Job Title 2 Status v Ed v Closing Date Applicants Actions Access 02805 Research A
54. icant across all your vacancies by entering certain data for example Forename Surname Date of Birth Enter the data you wish to sort by and then click on the Search for Applicant button Find Applicants Use this window to search for an applicant accross all af the vacancies to which you have access Clicking on an applicant will navigate to the corresponding vacancy Search results are limited to the first 50 applicants found Forename Date of Birth Vacancy Ref Sumame NI Number Vacancy Title 4 The results of your search will be displayed Brown Donald Brown Louise Applicant Name Vacancy AW02269 Research Associate AND2264 Research Associate A Search for Applicant Search for Applicant Into 6 6 5 You can click on the i icon under the Info column to review the submitted date stage and status details of their application late Full Name Submitted Date Stage Status Copyright 2014 University of Cambridge Brown Amber 12 Feb 2014 15 23 26 Application Received Active Last Modified July 2014 Page 17 Web Recruitment System Managing Vacancies and applicants ca S 5 Managing vacancies 5 1 Introduction If you were listed in the new RAS system as the recruiter for the vacancy then initially you will be the only person with the ability to access that vacancy You will have Administrator access which means that you can view and proces
55. ick on the Change applicant stage button The applicant will be move out of the Offers tab and will appear back in the stage you have selected 7 Managing Offers and Transferring Successful Applicants to CHRIS Write or Admin users should record the progress of an offer within the Manage Offers screen See the section on managing applicants for details of how to transfer the preferred candidate s to this stage There are three steps within the offer process i Send Offer this is confirming that you have made an offer to the successful applicant outside of the system i e by sending an HR18 Conditional Offer Letter confirming the details of any verbal offer already made i Record Offer Outcome this is confirming whether an applicant has accepted or rejected the offer of employment or if you have withdrawn the offer ii Transfer to CHRIS Admin users should transfer the details of the successful applicant into the CHRIS Recruitment Module once an offer has been accepted This will enable the relevant CHRIS user to record the details of the offer e g salary in the CHRIS Recruitment Module without having to create an applicant record manually The system will guide you through the stages in order to that the next stage becomes available at the appropriate point in the process Note In this release you are simply recording the outcome of the offer Future releases of Web Recruitment will offer more support for the offer
56. iew and confirm tasks relating to this vacancy m Maintsin vacancy notes and attachments Manage Offers 0 Manage CoS Requests 0 Applicant amp referee report Correspondence Use the button below to download an Excel workbook containing three worksheets an applicant contact details list a referee contact Awaiting Confirmation 0 details list and an applicant list without contact details Completed and Others 0 Applicant amp referee report View or Record Correspondence Notes 0 Application Stages Media Attachments 7 Application Stages Overview Bl Received Will Short Listing D Selection One IE Selection Twa Wl Selection Three Hl Committee Board Hl Offer Copyright 2014 University of Cambridge Last Modified July 2014 Page 21 Web Recruitment System Managing Vacancies and applicants The Vacancy Permissions screen will be displayed Vacancy Permissions Use this form to allow other people to view edit this vacancy and its applicants The roles available are listed in the Applicant Guidance gm Add new user adds a new user gm Remove removes a user m Always click Save permissions to save your changes Remove Remove pabi nmm31 pam ADMIN Remove pg346 kmjaz mpc52 img1004 1 of 4 Add new user m Save permissions 3 Click on the Add new user button img i004 1 of 1 m Save permissions A new row will appear as shown below Copyright O 2014 Univ
57. ils for a successful applicant and generate a part filled conditional offer letter Transfer a successful applicant into CHRIS Record that a successful applicant requires a Tier 2 Certificate of Sponsorship CoS Initiate a request to a successful applicant to provide further details within the system for their CoS application where required 6696 Abbott Pauline Step Three Sign off Offer Click the button below to confirm the details of the applicant and transfer their details into CHRIS Sign Off Offer Ball Emma Cao Komura first applicant s details will automatically be expanded upon entry to the screen If you have more than one applicant in the Manage Offers screen i e because you have advertised multiple vacancies in one advert click on another applicant s name to expand their details Copyright 2014 University of Cambridge Last Modified July 2014 Page 66 Web Recruitment System Managing Vacancies and applicants BB Abbott Pauline i Conditional Offer Accepted Ball Emma Active Step One Send Offer Click here to confirm that you have sent the offer ta the applicant Mark Conditional Offer Sent 3 Step One confirm that the offer has been sent to the applicant by clicking on the Mark Conditional Offer Sent button This will change the offer status within the system for this applicant Step One Send Offer Click here to confirm that you have sent the offer ta the applicant Mark Co
58. im BEUR EET RIEL TERI N MEWS BOE DO Perens i mr Er Er rd dd AR HIR Pe ED a ase inea ade Be al rege gee MS bee E a n ma sd E ima murum ha acm mm ar ems p e freu aged panem alum The PDF A can be printed using File Print Note The Equal Opportunities and Request for Reasonable Adjustments sections of the application form are not displayed in this PDF They have been automatically separated out by the system as this information must not be used as part of the selection process A Note If you are using Internet Explorer and experience any error messages when viewing a PDF this is likely to be due to an issue with plugins on your PC If this occurs a Copyright 2014 University of Cambridge Last Modified July 2014 Page 33 Web Recruitment System Managing Vacancies and applicants C S df TT Abre radii Sedem workaround is to download the file and then open it from your file system and this will bypass the Adobe plugins for Internet Explorer 5 To look at a bookmarked version of the PDF click on the bookmark icon in the left hand menu as shown below TE SelectedAppiications paf Adobe Reader RR i C mmm File Edit View Window Help x Gis e ad es Comment i MAK UNIVERSITY OF Application for Employment d CAMBRIDGE 2 Senior Investigator Scientist Whipple Library H Vacancy reference 03240 Senior Investigator Scientist You can then see the documents in the pack listed separately by ca
59. ing Confirm Offer dialog box will then appear Confirm Offer 1 Applicant s Selected You are about to move the following applicants to the Offer stage If known please state whether an applicant wil require a Certificate of Sponsorship these CoS requests can be managed under the Manage GoS Requests section Applicant Name CoS Required Ball Emma No don t update applicants Yes update applicants The confirmation window will indicate whether a CoS may be needed by the successful applicant based on his her responses to right to work questions in their application form However you must double check the successful applicant s right to work status with him her and establish if he she needs a Tier 2 CoS As required you can amend the default be selecting from the drop down list Once you have made any changes and you wish to move the successful applicant to the Offer stage click on the Yes update applicants button Copyright O 2014 University of Cambridge Last Modified July 2014 Page 62 Web Recruitment System Managing Vacancies and applicants 2 The applicant s will then be displayed in the Manage Offers screen where you will be routed automatically after moving an applicant to Offer in progress Home Vacancies Admin VHO3059 Library Assistant LL M Collection Vacancy Overview Applicants Offers in Progress Process Applicants 40 Mange Monat Appian Us Below is a list of applicants that are
60. m then for each applicant the pack will consist of the application form followed by the attachments the applicant has submitted such as a CV covering letter and list of research publications All attachments are converted to PDF A format as an applicant submits them The application pack will therefore be a multi page PDF file which should be accessible to most people regardless of their local PC environment As the CHRIS 5 form is five pages in length an additional blank page has been appended to the back of the application form so that if a pack is printed a second applicant s data is not on the back of the first applicant s form Various email systems have different limits on email sizes Where there are a greater number of applicants or where applicants have submitted more attachments you may need to send several emails to circulate the applications for a vacancy 6 3 3 Creating a selection grid A selection grid can be generated and downloaded from the system for selectors to record the results of a selection activity or stage in the process The grid is a version of the HR11 Selection Hesults Grid which is pre filled with the names of applicants who are at the selection stage you are currently in i e the tab you are in when you create the grid 1 If you want to create a selection grid click on the Create Selection Grid option from the drop down menu found before the list of applicants within the relevant selection stage tab
61. n a vacancy has a basic disclosure check selected within new RAS Generating lists of applicant information from within the Web Recruitment application selecting fields saving criteria and exporting results to Excel subject to normal vacancy security and Allowing recruiters to access PDFs using bookmarked pages so that they can navigate more easily around an applicant pack moving between applicants and documents Diagram 1 below shows how the different HR systems link together in the recruitment process Departments institutions should transfer successful applicants to CHRIS using Web Recruitment and can then still record the details of the offer made to the successful applicant in the CHRIS Recruitment Module and return the CHRIS 10 A Appointment Form with supporting documents to the HR New Appointment Team for processing Future releases will add additional functionality including the ability to record details of the offer within the Web Recruitment System Queries relating to Web Recruitment should be directed to the CHRIS Helpdesk by emailing chris helpdesk admin cam ac uk Copyright 2014 University of Cambridge Last Modified July 2014 Page 3 Web Recruitment System Managing Vacancies and applicants Diagram 1 HR systems linkages in the recruitment process Job advert information Job Opportunities pages New RAS New academic research post or amended existing post information Existing post i
62. ncy 17 40 07 13 Mar 2014 het Application 18 45 46 Note Reasonable Adjustments requested am dyslexic and would require extra time to complete any written test Interviews will be held on 03 04 14 Room F59 booked 12 00 16 00 Kelly Alford telephoned Gill West on 13 03 2014 to inform us that she is unavailable for interview on 03 04 14 An alternative interview date has been requested Gill is liaising with the Appointing Body to see if this is possible before going back to Kelly 5 Click Close at the bottom right hand side of the pop up window You will be returned to the main applicants screen for the vacancy 65 Sending rejection correspondence and reference requests Please see the Web Recruitment manual on generating correspondence on the HR systems web pages for details of how to generate and send rejection correspondence to applicants Please see the Web Recruitment manual on generating correspondence on the HH systems web pages for details of how to generate and send reference requests using the system Copyright 2014 University of Cambridge Last Modified July 2014 Page 61 Web Recruitment System Managing Vacancies and applicants 6 6 The Offer Stage 1 When the selection process for the vacancy has been completed and a preferred candidate has been selected you must move him her or them if you have more than one preferred candidate to the Offer in Progress stage v Davies Fraser 3 The follow
63. ndence View at vacancy level whether any of the applicants have requested reasonable adjustments but not which applicant Create an applicant referee report Report on a vacancy Generate an HR11 selection grid WRITE Same as above plus can e Change an applicant stage status e Add notes to an application via the notes window pending Upload documentation to the vacancy and application Configure contact and reference details Customise rejections Re activate rejected candidates Send rejection emails Can switch correspondence to manual and can download pdf rejection and reference documents Can request a reference Can manually upload a reference Record an applicant as requiring not requiring a CoS Request an applicant to provide information for a CoS application View completed CoS information Record an offer made Record an offer outcome ADMIN oame as above plus can Add edit and remove manual applicants Transfer preferred applicant s into CHRIS Give others access to the vacancy by assigning one of the three user roles to them oee at applicant level which applicants have requested reasonable adjustments View reasonable adjustments requested in the Notes field for an applicant Complete recruitment on a vacancy There are also three roles which can be applied to a user to give them system wide permissions These access levels can only be granted by a SUPER USER normally the MISD systems administrator or the
64. ndidate N E aa tm File Edit View Window Help x de O uu Comment la B UNIVERSITY OF Application for Employment 9 CAMBRIDGE P Application Mene tere eim feedback form oe feedback form E f Lee Pinhey PERSONAL DETAILS dee Pinhey EE EE gr Me a Attendees simon01 yahoo com Are you a settled worker i e do you have the permanent right to work in the UK for example as a British or EEA citizen No If no do you already have temporary permission to work in the UK No If yes please specify your visa type and end date You can click on any applicant or document to go directly to their application form or attachments Copyright 2014 University of Cambridge Last Modified July 2014 Page 34 Web Recruitment System Managing Vacancies and applicants Bookmarks cH UNIVERSITY OF Application for Employment P CAMBRIDGE Elf Emma Mayhew LP Application Emma Mayhew P Attachment Demo feedback form P Attachment Demo feedback form SP Lee Pinhey 4 P Application Lee Pinhey LF Attachment Attendees Are you a settled worker ie do you have the permanent right to work in the LIE for example as a British or EEA citizen Mo If nia do you already have temporary permission to work in the UK No F yes please specify your visa type and end date Note A number of departments institutions provided feedback that they want to be able to view
65. ndidate name Candidates records updated Notes Files Ac Ed Abbott Pauline T 1 Download Application Active Download Application i Rejected Download Application Rejected Anderson Chris 2 0 Download Application m Active Download Application Rejected Download Application Rejected If you applied a new stage for certain applicants using the drop down menu they will have moved from the stage they were in e g Application Received and their details will be moved to the new stage you selected e g Short listing or First Selection Stage You can use the Status drop down to view Active Only Rejected Withdrawn or Offer statuses Status Withdrawn Offer Statuses Applicants can be processed through all stages relevant to the vacancy s selection process Note If you are conducting long listing to sift a large volume of applications down to a manageable number any of those rejected should be given a status of Rejected within the Application Received tab Any applications not sifted out and which you will give a complete review in order to carry out short listing should be moved to the stage Progressed to short listing If you have a small number of applications and intend to carry out short listing on all of them all applicants should be moved to the stage Progressed to short listing Guidance on long listing and short listing can be found at http www admin cam ac uk cam only offices hr recruitment
66. nditional Offer Sent Once you have done this the next step will become available 4 Step Two once the outcome of the offer is known select the appropriate option from the drop down list 43 Ball Emma Conditional Offer Made Step Two Record Offer Outcome What was the outcome of this offer Conditional Offer Made Conditional fferMade Londmonal ier Accepted Click on the Record Offer Outcome button If the offer outcome is Conditional Offer Accepted then Step 3 will become available 5 Step Three once the conditional offer has been accepted the Admin user for the vacancy should transfer the applicant s details into the CHRIS Recruitment Module Step Three Transfer to CHRIS Click the button below to confirm the details of the applicant and transfer their details into CHRIS recruitment module For applicants needing CoS information go to the Manage CoS Requests section Transfer to CHRIS Click on the Transfer to CHRIS button and the following screen will be displayed so that Copyright 2014 University of Cambridge Last Modified July 2014 Page 67 Web Recruitment System Managing Vacancies and applicants you can review the details before the transfer 6 Check the applicant s details and make any corrections e g if they have informed you that they have moved house 03240 Senior Investigator Scientist Transfer Applicant to CHRIS Please review the Information below When you a
67. nformation CHRIS SS SE SE SE SE SE SE c c c c SE c Sm Sm m Recruits click link New appointee information New functionality Qe am a a a am SN SN END aD aD END END END END END D END END END mA Copyright 2014 University of Cambridge Last Modified July 2014 Page 4 Web Recruitment System Managing Vacancies and applicants ca S 2 Web Recruitment Available Documentation This manual forms part of the set of documentation for the Web Recruitment application which also includes e Requesting a Certificate of Sponsorship e Generating correspondence within Web Recruitment e Generating Applicant and Referee reports and e Anoverview of the applicant process This guide provides details of the main functions involved in managing vacancies and managing applicant through the selection process The above documents and additional information including a quick reference guide entitled How to request a Certificate of Sponsorship a guide for Selectors Frequently Asked Questions and release notifications can be found on the HR Systems Web Pages Copyright 2014 University of Cambridge Last Modified July 2014 Page 5 Web Recruitment System Managing Vacancies and applicants HR S 3 Setting up online applications To enable applicants for a vacancy to use the online application form you need to take the following steps in new RAS 1 Logon to new RAS and
68. nformation on planning your selection process http www admin cam ac uk cam only oftices hr recruitment planning methods html key 1 From the main vacancy screen click on the Manage Vacancy button next to the vacancy you wish to manage Copyright 2014 University of Cambridge Last Modified July 2014 Page 50 Web Recruitment System Managing Vacancies and applicants AW02219 Research Associate Open 11 Apr 2014 30 2 Select Process Applicants Vacancies Admin Vacancy Overview Applicants Manage Manual Applicants 4 Vacancy Configuration A list of applicants will be displayed ft Manage ari a Candidate name gt Notes Files Abbott Pauline 3 1 Alexander Leonard 3 0 Alford Kelly 2 0 Anderson Chris Fi 0 Andrews Jeremy Pie 0 Andrews Paul Pn 0 Ball pam Actions Download Application Download Application Download Application Download Application Download Application Download Application Download ee eae heart a did Status All Initially all submitted applications which have been received but not yet assessed appear in the Application Received tab There is also an All tab which lists everyone who has applied for the vacancy and their current stage e g Received Short listing and status e g Active Rejected Applicants will always show on the All tab as well as under the tab for the process stage that they are currently in The numbe
69. of the post Posts which are graded are set up in CHRIS the HR and Payroll System by the HR Division The new Recruitment Administration System RAS is used to e Find the details of a vacancy which exists in CHRIS posts which have been graded or are being refilled or e Record the vacancy details for a new academic or research post these are not individually graded so are not set up in CHRIS at this point Permission to fill a vacancy is then requested and granted in RAS Once all required permissions for a vacancy have been obtained it can be advertised on the University Jobs Pages and in external media In RAS a department institution records whether or not the application method for a vacancy will be using the University s Web Recruitment System Where the Web Recruitment System is to be used RAS will e Insert an Apply online button on the advert for the vacancy on the Job Opportunities pages e Insert a URL in external adverts for the vacancy which routes to the relevant advert on Job Opportunities This first release of the Web Recruitment System focused on Allowing applicants to apply on line via the University Job Opportunities pages Automatically acknowledging applications Allowing recruiters administrators to manage and record the results of the selection process Allowing recruiters to view the data and Transferring the successful applicant s into CHRIS The second release of the Web Recruitment System
70. on No records found Copyright O 2014 University of Cambridge Last Modified July 2014 Page 57 Web Recruitment System Managing Vacancies and applicants 2 Click on Choose Your file directory will then be displayed 19 Choose File to Upload E LA als J Computer ma656 unternahihomeheme directories Me My Documents Organize New folder T Favordes BE Desitop de Web Recruitment Documentation dk New RAS Documentation d Internal Change Contre N Recruitment Programme J New RAS N RAS2 Je Occupational Health N MG FOLDER Occupational Health Je Downloads Lu Ubrare Documents d Muse mm Pictures E Videos N Computer L De Not Use Ci GF J Share artermaf general 2 amp MIS Division intermal division MISO K GA mgb66 VUntemalhhomelhome directories M C RB Share PO eternal Seneca P 23 RE Athena Swan Logo in RAS zd RE SQL script for Web Recruit LIVE instance web recruit 0 10 baseline sql ad RE Approval for mew RAS fo Bi Project Group Agenda 20130822 ib She award logo e Room bocknng gradaig reward 2013 09 16 3 A GR mun GR reun B SV feedback WR il new RAS email dist list 9th Sept 13 E Recruitment Projects Release 1 Stakeholder Impact analysis vd m test ste modified Bi Lecturers and Senior Lecturers clinical and mon clinical iRecruitment application 10 05 2012 1 B empty E Password Validation Script Bi Oracle Password
71. ong perform tasks across multiple applicants Note If the requirement for a CoS is recorded for an applicant a CoS task is created under the Manage CoS requests menu item Tasks Manage Fajection Connenponddence Cod Status ieiormurtesn a Mog Regane Pare be L0 apQenatoe andy nd paz det Manage Reference Requests TE gts TEES a Dabs Requested Fest fr CaS apps GERAL Rai EWER PS pet cha HELE Manage Cotes 2 m Dais Fuere Apcecarn toe coer pegged RR CoS PA NEE Manage Ces Ross 1 Cent issie e Awaiting Confirmation 0 Compl aid Others 0 tod Status Action View of Record Correspondence Mal Boequesied Request Deini is aar Please see the manual entitled Requesting a Certificate of Sponsorship CoS for further details of how to then request a CoS If an applicant has been move to offer incorrectly then select Change stage from the action list and you will see the following pop up window Copyright 2014 University of Cambridge Last Modified July 2014 Page 64 Web Recruitment System Managing Vacancies and applicants ca S Change Applicant Stage Please select the stage to which this applicant should be moved The applicant status will be changed to Active Change Applicant Stage Applicaton Received 7 li Application Kecswed Application progressed to short listing First Selection Stage Second Selection Stage Third Selection Stage Appointmernts Commitiee Board of Electors Then cl
72. plicants ca S Where one or more applicants for a vacancy have requested a reasonable adjustment this is indicated on the vacancy screen with a red asterisk next to the number of applicants Job Title Status a FI Closing Date Applicants AHU2327 Senior Clerk 12 Apr 2014 AMU2263 Hesearch Assistant 11 Apr 2014 Only those with Admin access to a vacancy can view reasonable adjustment requests Any recruiters who have only been granted Read or Write access to a vacancy are responsible for checking with a colleague with Admin access if there is anything that they need to be aware of in order to accommodate a reasonable adjustment request Those with Admin access are responsible for checking for reasonable adjustments ensuring that they are put into place and only sharing the information with colleagues as far as is required to accommodate the adjustment Those with Admin access will be able to see which applicants have requested a reasonable adjustment by clicking on Process applicants the notes field next to the relevant applicant will show an asterisk next to the number of notes Candidate name i l Status Submitted Date Notes Files gt Actions All Download Application Rejected Paul Andrews 13 Nov 2013 16 56 28 za Download Application Y Active The reasonable adjustment request made can then be viewed by those with Admin access by completing the following steps 1 Select Manage Va
73. r of applicants at a given stage is shown next to the stage name Copyright 2014 University of Cambridge Last Modified July 2014 Page 51 Web Recruitment System Managing Vacancies and applicants AWO2219 Research Associate All 30 Received 0 Short Listing 0 Selection One 0 Selection Two 0 Selection Three 0 Committee Board 0 Offer 0 Application Received 3 Click on the tab that reflects the selection stage you wish to view or process This will display the current applicants at that stage of the process When you first begin managing applicants you will be clicking on Received as all applicants will be listed there 4 Tick the box to the left of the applicant s you wish to process Alexander Leonard 3 0 Download Application Active wf Alford Kelly 2 0 Download Application Active Anderson Chris 2 0 Download Application Active Andrews Jeremy 0 Download Application Active fs Andrews Paul 2 uU Download Application Active Dail Emma n ime t INI ENT E 5 Atthe bottom of your list of applicants there is a drop down menu with an Apply button next to it Click on the drop down menu arrow to open up the options You will see in the list that you can either e Change the selected applicants status i e to indicate whether they are active in the stage of the process you are currently reviewing or if they have been rejected or withdrawn at that stage
74. re satisfied that the information E correct press the Transfer ta CHRIS bution After the applicant has been transferred Into CHRIS you need to log In to the CHRIS recruitment module and record the detalls of the affer Tau will then need it send a CHRISHOA form and relevant supporting documentation ta tne New Appointments team Personal Details Address Details Address Line 1 132 Test Street Surname family name Walter County Cambrdgeshire Postcode a CE1 NR3 30 pr 2014 Country Algeria Contact Number 234124 7 Click Save to save the changes if you are part way through making amendments and want to return to complete them later Copyright 2014 University of Cambridge Last Modified July 2014 Page 68 Web Recruitment System Managing Vacancies and applicants THP S 8 Once you are satisfied that the applicants details are up to date click on the Transfer to CHRIS button Transfer to CHRIS Note Full details of the validation of this screen can be found in the section on Adding an applicant to a vacancy 9 If the transfer process is successful a message will be displayed giving the status Offer Signed Of This Applicant has now been sent to 115 The applicant s status will also be updated to Offer Complete 10058 Mayhew Emma Offer Complete 1005 Pinhey Lee Offer Complete be Robinson Lucy Conditional Offer Accepted 2 Note Where a transfer has been s
75. s tick the box to the left of the relevant applicants names or click on the select all box as shown below Candidate name gt a Abbott Pauline Alexander Leonard yt Alford Kelly Anderson Chris Ee Click on the Download Applications button Copyright 2014 University of Cambridge Last Modified July 2014 Page 32 Web Recruitment System Managing Vacancies and applicants Download Applications mas requested Reasonable Adjustments to t Candidate name v Abbott Pauline 4 Alexander Leonard yt Alford Kelly d a N Your browser will then prompt you to save or open the pack 4 Select Open A PDF A pack of the application will be displayed which will include the applicants application forms and in the case of a CHRIS 6 form any attachments they provided ED LS me de ee rs derer id n ei VE pies om benda ema s ulli imis pd ETES AD wire Dm dn UNIVERSITY OI CAMBRIDGE Application lor Employment r P AEA v e HEET DEU dr de EE hee bogus e WEER UPC qun rene ns sos nie mors iara Esc inia re HAT oa cap pigs Ur ETE ST us NW BR FF iar wel oar career Med le ou m kasma wy cube cee fermer ir For pea mar oF ma rmm ken rar land ha arai EE Rees rte od EER el Arne ma EE DLE EL EE TEEF did mari re WL Ta ME nass iens wann ER ed pud repente d DES EF den To TE Ed TT GT cry rideo ee ed ER ae slae oor geen AE is LEES ELE INT TUM DT O TE DEGIE ST AI EI IT Lar NIME ue my ra rimum eu
76. s applications Additional access of different levels can be added using the Permissions function See the section on this topic for more details The vacancy list displays all the vacancies to which you have any form of access rights The type of access you have will be shown in the right hand side of the table Vacancies Below is a list of vacancies you have access to Use the search boxes or page through to find a specific vacancy Find Applicant M Show vacancies with recruitment complete A star indicates an applicant has requested Reasonable Adjustments to the interview process Job Reference Job Title Status M All Closing Date Applicants Actions Access 02317 Unestablished Lecturer Advert closed 26 Feb 2014 20 ft Manage Vacancy v Administrator 02694 Fixed Term 3 Year University Lectureship Advert closed 14 Mar 2014 m amp Manage Vacancy Y Administrator 02805 Research Associate in Theological Ethics Advert closed 14 Apr 2014 1 fi Manage Vacancy v Administrator 02862 Research Associate Advert closed 22 Apr 2014 0 fi Manage Vacancy v Administrator All vacancies that have not been marked as Recruitment Complete will not be displayed unless you check the box to see these Show vacancies with recruitment complete Please see the section on completing recruitment for further details You can also change the status to display only those vacancies where there is an Advert live i e the closing date
77. s process so that for example the Copyright 2014 University of Cambridge Last Modified July 2014 Page 65 Web Recruitment System Managing Vacancies and applicants offer details can be entered into Web Recruitment and a letter generated and sent The current process explained above is the first step in developing this expanded functionality To record offer details the system will guide you through the key steps 1 Vacancy Overview Applicants Process Applicants 40 Select the Manage Offers from the menu Admin Rey Manage Manual Applicants 0 Vacancy Configuration Tasks Manage Rejection Correspondence Manage Reference Requests Manage Offers 4 Manage CoS Requests 2 2 The preferred candidate s will then be displayed in the Manage offers screen Home Vacancies Admin Vacancy Overview Applicants Process Applicants 40 Manage Manual Applicants 0 Vacancy Configuration Tasks Manage Rejection Correspondence Manage Reference Requests Manage Offers 4 Manage CoS Requests 2 Correspondence Awaiting Confirmation 0 Completed and Others 3 View or Record Correspondence Permissions Notes 0 Attachments 0 Note The Reports Logout VHO3059 Library Assistant LL M Collection Offers in Progress Below is a list of applicants that are in the offer stage of the process From here you will be able to w Change the status of the offer Add offer deta
78. s record which provide an auditable trail of the applicant s progress through the process Notes are automatically added by the system when you amend the stage an applicant has reached or an applicant s status You may record information such as e Contact with the applicant for example if he she contacts you to withdraw his her application or to inform you that he she cannot make the interview date time offered e hata manual application you have added was screened and put forward by an agency that has been helping you to source candidates e Reasons for an action taken for example a summary of why the individual s application has been rejected although detailed reasons should be provided on a document such as the HR10 Assessment Record particularly for stages after long listing Please describe the source of the comments for example phone conversation with the applicant or notes from the interview panel Please note under Data Protection Legislation all applicants are entitled to make a subject access request to see all personal data held on them including documentation from the recruitment process Therefore it is vital that any recruitment documentation stored within the system or elsewhere contains appropriate information which demonstrates that a fair objective process took place 1 Click on the Actions drop down menu for your chosen applicant next to Download Application 2 Select Add View Notes Alexander L
79. s section is mandatory but there is a Prefer not to say option for each question This should only be used if the applicant used this response or left a field blank the downloadable CHRIS 5 and CHRIS 6 forms tell applicants that any blank response will be treated as Prefer not to say Entering an accurate value is important for monitoring our Equal Opportunities policy and for meeting the University s obligation to provide the Higher Education Statistics Agency HESA with complete and accurate anonymised employee data 7 Click on the Save button if you would like to save your work and go on to add an attachment or return to complete the applicant s details at a later time 8 To upload attachments for an applicant click on the Save and Next button Cancel Save 9 This will take you to the Upload Documents tab to upload an attachment for an applicant If you have received a paper based application then you can scan it and save it as a PDF for upload or if you have received an application by email then you can save it and upload it Copyright 2014 University of Cambridge Last Modified July 2014 Page 42 Web Recruitment System Managing Vacancies and applicants Home Vacancies Logout Manual Applicant Entry Upload Documents Supporting Document Upload Use this form to upload the application documents such as the applicant s CV covering letter or application form so that they can be mat to keep the application documents in
80. sk will need to be instructed to add an exception flag to the vacancy along with a reason to prevent the data being deleted according to the normal purging schedule Once you have identified the vacancy you wish to view manage you can choose to give others access to the vacancy 5 2 Giving others access to a vacancy 5 2 1 Introduction Web Recruitment roles explained The ability to access a vacancy in Web Recruitment is granted on a vacancy by vacancy basis Initially when the vacancy is imported from RAS there will be a single administrator admin user granted access automatically the RAS user for the vacancy This person will be responsible for assigning user roles to others as required People without a Raven password such as people external to the University cannot be granted system access Any external members of appointing bodies will need to be emailed an application pack or provided with hard copies please see section on emailing an applicant pack for details Copyright 2014 University of Cambridge Last Modified July 2014 Page 19 Web Recruitment System Managing Vacancies and applicants ca S There are three different user roles for a vacancy that you can assign to anyone with a raven password These are Role Available actions READ Has the ability to View applications and see what stage and status they are View documents uploaded to the vacancy and applicant records View all pending and completed correspo
81. splayed in the table of attachments as shown below Applicant admin attachments You can upload documents which relate specifically to this applicant such as a record of any interview notes or assessment scores These documents will not combined with the candidate s application to form part of the application pack Select the documents and press the upload button The following file types are supported pdf preferred doc docx ppt pptx txt rtf Please note that for security and compatibility all documents are converted to PDF format If you have read only access to this vacancy then you will be able to view attachments but not upload or delete them Choose Time Filename Action U 2014 03 ED 13118 3754 642 HR10 Assessment Record Download File T Tip To check the file content click on the Download File button in the action field next to the relevant document in the table of attachments Action Download File To delete the document click the drop down arrow next to the Download File button Action Download File Jh Select Delete File Copyright 2014 University of Cambridge Last Modified July 2014 Page 59 Web Recruitment System Managing Vacancies and applicants HR S Click on Close at the bottom right hand side of the pop up window to return to the main applicants screen 6 4 4 Adding notes to an applicant s record It is possible for you to add notes to an applicant
82. ssociate in Theological Ethics Closed 14 Apr 2014 ft Manage Vacancy Administrator 02862 Research Associate Closed 22 Apr 2014 ET ED Administrator AG03061 Category Manager Closed 22 Apr 2014 Manage Vacancy Administrator AG03141 Category Manager Leave Cover Closed 22 Apr 2014 amp Manage Vacancy Administrator AK02928 International Student Administrator Closed 22 Apr 2014 amp Manage Vacancy Administrator AK03309 Esquire Bedell Closed 26 May 2014 amp Manage Vacancy Administrator AR02985 Festival and Outreach Assistant Closed 16 Apr 2014 amp Manage Vacancy Administrator EA03095 Assistant Gardener Closed 22 Apr 2014 ft Manage Vacancy Administrator EWO3060 Research Facilitator Closed 13 Apr 2014 ft Manage Vacancy Administrator GE02803 Graduate Library Trainee Closed 14 Apr 2014 amp Manage Vacancy Administrator 1 of 15 12212 3 4 5 6 7 8 9 40 Ds 10 M Copyright 2014 University of Cambridge Last Modified July 2014 Page 72 Web Recruitment System Managing Vacancies and applicants HR S 9 Purging of applicant identifiable data The Web Recruitment System aims to make it as easy as possible for departments institutions to comply with the University s existing retention policy for recruitment documentation whilst maintaining some flexibility and the ability to generate recruitment management information in the long term Once you have marked a vacancy as complete it will normally be subject to automatic p
83. t UAS 25 Open 12 Apr 2014 0 ft Manage Vacancy z Administrator AT02267 Research Assistant UAS 25 Open 12 Apr 2014 0 ft Manage Vacancy v Administrator AT02282 Research Assistant UAS 25 Open 12 Apr 2014 0 fi Manage Vacancy v Administrator By default All vacancies are displayed Job Reference Job Title Status All 7 Closing Date Applicants Actions AH02327 Senior Clerk Open 12 Apr 2014 f Manage Vacant AKU02161 Research Assistant Open 11 Apr 2014 AM amp Manage Vacant You can display just Open or Closed Vacancies by selecting from the drop down box Status AN Closed Y Copyright 2014 University of Cambridge Last Modified July 2014 Page 13 Web Recruitment System Managing Vacancies and applicants At the top of the Job Reference column you will see a white search box Enter data into this box to search for specific details on a vacancy Job Reference k T AW There is no need to press enter on your keyboard when using the filters just type into the field and the screen will filter automatically to provide a list all the data that meets your current search criteria Job Reference A Job Title Status All A Closing Date Applicants AW AWU2219 Research Associate Open 11 Apr 2014 30 AW02231 UAS 26 Open 12 Apr 2014 31 AWU224T7 Assistant to Stu Open 12 Apr 2014 30 AW02269 Research Associate Open 11 Apr 2014 307 AWO2283 UAS 26 Open 12 Apr 2014 30 4 2 2
84. tions through the Web Recruitment System it will not be possible to record details of the applications forwarded by the agency in the system Instead applicants forwarded to you should be asked by the agency to complete a CHRIS 5 or CHRIS 6 form as applicable These should be handled as described in the Recruitment Guidance at http www admin cam ac uk cam only offices hr recruitment candidates applications html In order that the University s equal opportunities data is complete please provide details of the applicants equal opportunities information as described in the information found at http www admin cam ac uk cam only offices hr recruitment candidates closing html Copyright 2014 University of Cambridge Last Modified July 2014 Page 74
85. uccessful this means that an applicant record has been created automatically in the CHRIS Recruitment Module This was a step previously undertaken manually by administrators in departments institutions 10 Finally the vacancy administrator will need to record the details of the offer e g starting salary made to the preferred candidate in the offer screen within the CHRIS Recruitment Module Please see the Leavers and Recruitment Manual for instructions on how to complete this part of the process The CHRIS 10A will also still need to be sent to the New Appointment team during this release of Web Recruitment In future this part of the process will be reviewed again with the aim of simplifying it further in subsequent releases of the Web Recruitment System Copyright 2014 University of Cambridge Last Modified July 2014 Page 69 Web Recruitment System Managing Vacancies and applicants ca S 8 Completing recruitment for a vacancy A vacancy should be marked as recruitment complete when e A recruitment has been successful all unsuccessful applicants have been rejected and all successful applicants have been transferred to CHIS from the offers stage in Web Hecruitment or e herecruitment process was unsuccessful and no successful candidates were taken forward from one of the selection stages Marking a vacancy as complete will perform a number of actions within the system to benefit administrators A vacancy marked as compl
86. undertaken in relation to applicants by making use of the facilities within the Process Applicants screen 1 From the main vacancy listing screen select the vacancy you wish to process and click on Manage Vacancy button Copyright 2014 University of Cambridge Last Modified July 2014 Page 29 Web Recruitment System Managing Vacancies and applicants Vacancies Below is a list of vacancies you have access to Use the search boxes or page through to find a specific vacancy Find Applicant v A star indicates an applicant has requested Reasonable Adjustments to the interview process Job Reference B Job Title gt Status gt kd All m Closing Date Applicants Actions AH02327 Senior Clerk Open 12 Apr 2014 0 f Manage Vacancy v AM02263 Research Assistant Open 11 Apr 2014 30 ft Manage Vacancy i AW02219 Research Associate Open 11 Apr 2014 30 D AW02269 Research Associate Open 11 Apr 2014 30 amp Manage Vacancy lai PH02258 University Lecturer Open 12 Apr 2014 0 ft Manage Vacancy 2 Select Process Applicants Home Vacancies Admin Vacancy Overview Applicants Manage Manual Applicants 4 Vacancy Configuration The Applicants screen will be displayed with the Received tab selected This shows all applications that have been received but not yet assessed Copyright 2014 University of Cambridge Last Modified July 2014 Page 30 Web Recruitment System Managing Vacancies and applicants All
87. ur applicant information is stored in one place that personal details about the applicant can be transferred into the CHRIS Recruitment Module at a later date if they are successful and that the University has complete equal opportunities data To record an applicant who has not applied online 1 Select the vacancy to which you would like to add an applicant Click the drop down arrow on the Manage Vacancy button then click on Add Applicant Job Reference v AH02327 AM02263 AW02219 AW02269 Job Title Status All Closing Date Applicants Actions Access Senior Clerk Open 12 Apr 2014 0 fi Manage Vacancy v Contributer j gt M V a Read Only Research Assistant Open 11 Apr 2014 30 fi Manage Vacancy NM Research Associate Open 11 Apr 2014 30 Administrator Add Applicant Read Only Research Associate Open 11 Apr 2014 30 Access The following screen will be displayed Copyright 2014 University of Cambridge Last Modified July 2014 Page 38 Web Recruitment System Managing Vacancies and applicants Bs UNIVERSITY OF CAMBRIDGE HR HR Admin Web Application Home Vacancies Logout Manual Applicant Entry Upload Documents Manual Application Please enter the information below and then attach any relevant forms on the next tab Once complete you will be able to submit this application Personal details Vacancy Details Title Vacancy Reference AWO02219 Please Sel
88. urging by the system 12 months after the vacancy s closing date for online applications This means that data which makes it possible to identify individual unsuccessful applicants will be removed but anonymised details including equal opportunities information will be retained so that it is still possible to generate reports and undertake trend analysis for example for Athena SWAN or equal opportunities monitoring purposes Details of the successful applicant including their application will be retained The exception to this purging schedule is where the successful applicant for a vacancy requires a Tier 2 CoS In these circumstances immigration rules require us to retain recruitment documentation for 12 months or until a UKVI compliance officer has examined and approved them whichever is the longer period The system will recognise vacancies where a CoS request has been made It will ensure that they are not purged 12 months after the closing date but retained until UKVI compliance officer has audited them You will be reminded in advance when a vacancy is approaching 12 months after its closing date and is eligible for purging This will be done through on screen messages If at this point or any earlier in the recruitment process you are aware of a legitimate and compelling reason e g ongoing legal proceedings why the vacancy should not be subject to the normal purging rules you must speak with the relevant HR Business Manager or the
89. x Enter data into this box to search for specific details on a vacancy Hesearch You see the screen filter automatically to provide a list all the data that meets your current search criteria Tm Reference 7 Job Title Status 2 v Research Al A Closing Date Applicants AK02161 Research Assistant Open 11 Apr 2014 30 AM02263 Research Assistant Open 11 Apr 2014 307 ARU2217 Research Fellow UAS 23 Open 12 Apr 2014 0 ARD2229 Research Fellow UAS 23 Open 12 Apr 2014 0 ARU2241 Research Fellow UAS 23 Open 12 Apr 2014 0 ARU2245 Research Fellow UAS 23 Open 12 Apr 2014 0 ARO2266 Research Fellow UAS 23 Open 12 Apr 2014 0 ARU2281 Research Fellow UAS 23 Open 12 Apr 2014 0 Copyright 2014 University of Cambridge Last Modified July 2014 Page 15 Web Recruitment System Managing Vacancies and applicants 4 3 How to search for an applicant in Web Recruitment 1 Login to the Web Recruitment System The Vacancies Tab will display all the vacancies that you have access to HR HR Admin Web Application Home Vacancies Admin Logout Vacancies Below is a list of vacancies you have access to Use the search boxes or page through to find a specific vacancy D Find Applicant v A star indicates an applicant has requested Reasonable Adjustments to the interview process a Job Title Status d All z Closing Date Applicants Actions Access AR02295 Research Fellow UAS 23 Open 12 Apr 2014 0 ft Manage
90. you are uploading something other than a pdf file you are advised to review the converted versions of the uploaded files to check that they are true representations Choose Uploaded Time Filename Action 17 Jul 2014 12 49 32 Pre Installation Checklist Form Download File Submit Application From here you can see the time and file name of your upload and you can also download a copy of the document or delete the file To view the uploaded document click on the Download File button in the Action field Your browser will prompt you to save or open the file T Tip If you have uploaded an incorrect document then click on the Delete File option and the file will be deleted Action Download File v g Delete dh 10 When you have entered details of the applicant and uploaded any attachments return to the Manual Applicant Entry page and click on Submit Application to register the application against the vacancy Cancel Submit Application The applicant should now appear under received applications when the Process applicants button is selected in the vacancy The application will initially be given a status of received Copyright 2014 University of Cambridge Last Modified July 2014 Page 45 Web Recruitment System Managing Vacancies and applicants caps 6 3 Sending out application packs and application related information If members of the appointing body are unwilling for you to give them a

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