UBC eRecruit User Guide

eRecruit
User Guide – Staff Positions
UBC Human Resources - HR Management Systems
3/19/2015
Please refer to the most recent revision at: http://www.hr.ubc.ca/information-systems/hrms/hrms-manuals/
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Contents
Contents ......................................................................................................................................................................... 3
1
2
Accessing the Position Management/Recruitment Portal ......................................................................................... 5
1.1
Campus-Wide Login ............................................................................................................................................. 6
1.2
The Management Systems Portal ........................................................................................................................ 7
Job Openings/Postings............................................................................................................................................... 9
2.1
2.1.1
Search for a position ................................................................................................................................... 10
2.1.2
Enter information as required .................................................................................................................... 12
2.1.3
Create new job posting or repost ............................................................................................................... 15
2.2
3
Create a Job Opening ......................................................................................................................................... 10
Job Opening/Posting Approval Process ............................................................................................................. 24
2.2.1
Approver is notified and accesses worklist ................................................................................................. 24
2.2.2
Approver enters approval or pushback ...................................................................................................... 25
2.2.3
Job Opening is approved............................................................................................................................. 26
2.3
Repost a Job Posting .......................................................................................................................................... 30
2.4
Cancel a Job Posting ........................................................................................................................................... 33
Applying for Jobs ...................................................................................................................................................... 35
3.1
Apply for a Job Opening ..................................................................................................................................... 36
3.1.1
Internal applicants ...................................................................................................................................... 36
3.1.2
External applicants...................................................................................................................................... 37
3.1.3
View and select the job posting .................................................................................................................. 38
3.1.4
Upload your resume or CV.......................................................................................................................... 41
3.1.5
Enter your work experience........................................................................................................................ 45
3.1.6
Enter your work experience........................................................................................................................ 45
3.1.7
Enter your education history ...................................................................................................................... 46
3.1.8
Complete the questionnaire ....................................................................................................................... 46
3.1.9
Complete the referral information ............................................................................................................. 47
3.1.10
Submit the application ............................................................................................................................ 47
3.1.11
Agree to terms (External Applicants) ...................................................................................................... 48
3.1.12
Confirmation email.................................................................................................................................. 48
3.1.13
My Applications ....................................................................................................................................... 49
3.2
Careers Home..................................................................................................................................................... 49
3.3
My Careers Tools................................................................................................................................................ 50
3.3.1
Application Status ....................................................................................................................................... 50
3.3.2
Application Withdrawal .............................................................................................................................. 50
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3.3.3
3.4
5
Search for Jobs ................................................................................................................................................... 52
3.4.1
Basic Searches ............................................................................................................................................. 52
3.4.2
Advanced Searches ..................................................................................................................................... 53
3.5
Job Alerts ............................................................................................................................................................ 54
3.6
Manage your Profile/Career Tools ..................................................................................................................... 55
3.6.1
My Profile – External Applicants ................................................................................................................. 55
3.6.2
My Profile – Internal Applicants ................................................................................................................. 57
3.7
My Saved Jobs .................................................................................................................................................... 58
3.8
Draft or Incomplete Applications ....................................................................................................................... 59
3.8.1
Save for Later .............................................................................................................................................. 59
3.8.2
Draft Status ................................................................................................................................................. 60
3.9
4
Replace Resume/CV .................................................................................................................................... 51
Interview Schedules ........................................................................................................................................... 61
Managing Openings and Applicants ......................................................................................................................... 63
4.1
Manage Applicants Page Overview.................................................................................................................... 64
4.2
Manually Add Applicants ................................................................................................................................... 65
4.3
Applicant Priority Assignment – Staff Job Openings. ......................................................................................... 68
4.4
Review Applicants .............................................................................................................................................. 69
4.5
Reviewing Applicants – Interview/Selection Team ............................................................................................ 70
4.5.1
Routing/Shortlisting Applicants .................................................................................................................. 70
4.5.2
Opening and Printing Resumes/CVs ........................................................................................................... 75
4.5.3
View Application Data................................................................................................................................. 76
4.6
Schedule Interviews and Review Interview Schedule ........................................................................................ 77
4.7
Download Applicant List .................................................................................................................................... 84
4.8
Decline Applicants .............................................................................................................................................. 86
4.9
Email Applicants ................................................................................................................................................. 88
4.10
Making an offer .............................................................................................................................................. 90
4.11
Manage and View Applicant Checklists .......................................................................................................... 96
4.12
Manage and View Applicant Attachments ..................................................................................................... 98
4.13
Offer Approval Process ................................................................................................................................. 100
4.14
Prepare Applicant for Hire............................................................................................................................ 101
Appendix ................................................................................................................................................................. 113
5.1
Worklist ............................................................................................................................................................ 114
5.2
My Workflow Profile ........................................................................................................................................ 116
5.3
Opening/Viewing Attachments - Troubleshooting FAQs ................................................................................. 117
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1
Accessing the Position
Management/Recruitment
Portal
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1.1 Campus-Wide Login
A portal page for Position Management and eRecruit has been developed to ease system navigation. To access this
page, log in to www.msp.ubc.ca using your CWL login credentials.
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1.2 The Management Systems Portal
eRecruit
Once logged into the Management System Portal, select the Administrator Self Service tab to access the portal page
(alternatively you can click on the HRMS Live hyperlink from the Home tab, or the HRMS Reporting hyperlink from
the Applications tab, if you wish to bypass the portal navigation page below).
Once in PeopleSoft, you can choose to use the PeopleSoft Navigation Menu (below), or return to the Portal page to
navigate to different areas within the recruitment process.
Position Management
eRecruit
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2
Job Openings/Postings
2.1 Create a Job Opening
Navigation:
Recruitment>New Job Openings/Postings>Create New Job Opening/Posting
2.1.1 Search for a position
All job openings are created using an approved position which includes a job description.
Enter the Position Number you wish to use to create your Job Opening/Posting or if you don’t know the code, click on
the magnifying glass
Department, etc.).
for a list of valid values or search for it using the various search fields (Campus, VP/Faculty,
Click on
Only those positions which match the criteria below will be available for selection:


Overall position status is ‘OK for eRecruit and ePAF’;
‘Will you be posting this position?’ checkbox in Position Management is checked on.
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Select the position you wish to create a job opening for.
Click on
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2.1.2
Enter information as required
Complete fields indicated below as required.
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
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Available Openings: Enter the number of positions available to be filled.
Location: Choose the building location where the employee will be located.
Recruiting Location: Indicates where the job opening is located (Point Grey Campus, Hospital Site, Agassiz,
Robson Square, Kelowna).
Desired Start Date: The approximate start date of the job once filled. This date can be changed at the job offer
recruiting stage.
Job End Date: For term positions, the last anticipated date of work.
Ongoing?: For non-term positions, indicate that the job is ongoing.
Possibility of Extension?: For term positions, indicate if there is a possibility that the job will be extended. If
unsure, leave field blank.
Employees Being Replaced – Name: Enter the name(s) of the former incumbents of the job opening. For
informational purposes only.
Employee Type: Indicate if the job will be filled on an hourly compensation rate basis or a salaried (semimonthly) basis. This field defaults to ‘Salaried’ for all Faculty job openings.
FTE: Indicate Full-Time Equivalent percentage. 1.000000 = 100% time; 0.500000 = 50% time. Defaults to
1.000000 is ‘Full-Time’ is selected.
Full/Part Time: Defaults to Full-Time if FTE = 1.000000 or to Part-Time if FTE is less than 1.000000
Employee Classification: Use for select unionized positions only. Values are: BCGEU (UBCO) – Auxiliary, CUPE
116 Seasonal, Leave Replacement, CUPE 2950 Sessional. This field does not appear for Faculty job openings.
On Call: Use for select unionized positions only. This field does not appear for Faculty job openings.
Under Review: Clicking on this checkbox will remove hiring salary information from the posting and replace it
with the wording ‘Under Review’.
Interviewers: Enter the selection committee/interview team here. People identified as interview team members
can access applications via self-service. Only active UBC employees can be added as interview team members.
Create New Job Posting/Repost: Click on this hyperlink to create new job postings or repost a posting which was
closed within the last 90 days (postings closed more than 90 days ago require a new Job Opening).
Comments: Add your comments in respect to this job opening (for yourself or for your approvers).
Click on
at any time to save partially completed Job Openings.
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2.1.3
Create new job posting or repost
Click on the ‘Create New Job Posting/Repost’ link in the Job Opening page. The ‘Posting Information’ page will open.
This page has four sections:




Optional Introductory Wording
Job Description
Additional Closing Wording
Job Posting Destination
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Optional Introductory Wording
This section is completely optional.
Any text can be added which will appear as the first paragraph in your job posting, above the job description.
This is where Internal Riders notification statement can be added for non-union positions. Or if you’re re-posting
your job opening for the purposes of accepting applicants responding to a positing advertised externally (i.e.,
newspaper, job board), you can insert the ‘External Ad’ text notification statement.
Important: Spell check any text you enter using the
icon.
Job Description

The above box is representative of the 7 paragraphs normally found in a staff job description. The job
Description section is mandatory and defaults from Position Management.

Text in this section is display only and cannot be modified on this page.

Modifications must be made in the Position Management and may require you to create a new Job Opening.
Important: Spell check any text you enter using the
icon.
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Additional Closing Wording

The Equity/Immigration Statement is mandatory and automatically appears on all postings. This text is nonupdateable. Changes to the equity statement must be requested through Faculty Relations or Human
Resources Advisory Services.

Additional wording with pre-written text is currently available for:
o
Free form text
o
Hyperlink to Department website
Important: Spell check any text you enter using the
icon.
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Job Posting Destinations

Destination: ‘UBC Careers Website’ defaults for all postings and is mandatory. To add more posting
destinations, click on the ‘Add Posting Destinations’ hyperlink. Additional destination values are: AUCC
University Affairs, CAUT Bulletin, Executive Search, Globe & Mail, Other, UBC Careers Website, Vancouver
Province, Vancouver Sun. Note that UBC eRecruit is not integrated with these additional posting destinations.
Their use is for informational purposes only.

To record the name of a publication not included in the drop-down list, select ‘Other’. A text box will then
display where you can enter the specific name of the publication.

Posting Type: Defines posting audience – Internal/External Applicants. All UBC postings are open to internal
and external applicants.

Post Date: First day posting will appear in UBC Careers website. Defaults to the next calendar day, to ensure
postings are available to applicants for the full number of days in the posting period, but may be changed to a
future date. Post dates will be automatically adjusted if Job Opening/Posting approval is received after the
original post date. For example, you create a job opening March 1, post date is March 2 and you receive
approval on March 3. The post date will be adjusted to March 4, the day following the approval.

Remove Date: First day posting will not appear in UBC Careers website (i.e., removed at 0:00 on ‘remove
date). Defaults to the posting close date based on the posting duration prescribed by the given employment
group (note that some employment groups do not have prescribed posting periods).

Posting Duration: System calculates the posting duration in calendar days as well as business days,
excluding public holidays.

Upload Publication Ad: Upload a scanned version of your publication ad. Click on the garbage can to delete
it.

Posting dates are based on a 24-hour clock.

Posting first appears on UBC Careers at 0:00 on the ‘Post Date’ specified.

Postings are removed from UBC Careers at 0:00 on ‘Remove Date’ specified -- postings will
not appear on the ‘Remove Date’.
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View Job Posting
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Submit Job Opening for Approval
Before you can Save & Submit a Job Opening for approval, you need to first confirm the approvers.
Click on
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Click on
to save Job Opening/Posting and submit for approval.
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Approval page appears with name of the person the Job Opening was routed to for approval.
Note: All job openings/postings require approval.
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2.2 Job Opening/Posting Approval Process
2.2.1
Approver is notified and accesses worklist
Approver is notified and accesses approval request either through the email notification or the PeopleSoft Worklist
page.
Sample approval request email sent automatically to approver:
Approver’s Worklist:
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2.2.2
Approver enters approval or pushback
Reason for pushback must be provided in the comments section and must be entered prior to clicking on the
pushback button. Comments should include instructions to the originator as to what needs to be modified in the Job
Opening/Posting in order to obtain approval.
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2.2.3 Job Opening is approved
Click on Approve and the workflow reflects the current status.
In the case of full approval, originator is informed of Approver’s decision via email and Worklist entry is created.
Worklist Item Approved:
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Originator can access the Job Opening to review approval and any comments from approver.
Once approval on Job Opening is received, the job posting will become available to applicants the following day or on
the ‘Post Date’ if in the future. In all cases, postings will not become available to applicants until approval has been
received.
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Job Opening is pushed back
Click on PushBack and the workflow reflects the current status.
In the case of a pushback, originator is informed of Approver’s decision via email and Worklist entry is created.
Sample email of a pushback notification:
Worklist Item for pushback:
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Originator accesses the Job Opening to review comments from Approver and reason for pushback.
Originator makes recommended changes to Job Opening/Posting and clicks on
process repeats itself until an approval is received.
button and approval
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2.3 Repost a Job Posting
Job postings can be reposted within 90 days without re-approval. Reposts after the 90-day period, require you to
create a new job opening and go through the approval process.
To repost a job, navigate to: Manage Applicants and Openings. Open your Job Opening and click on the Job Opening
Details link.
Go to the bottom of the page to the ‘Job Postings and Posting Periods’ section. Click on Create New Job
Posting/Repost to insert a new posting.
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In the Job Opening-Posting Information page, go to the bottom of the page to the ‘Job Posting Destinations’ section.
Review the posting dates to determine when your posting will be reposted and click on
button.
Note that viewing the job posting at this point using the
button, will not show that the posting is a
‘Repost’. You must save your data before the posting preview is updated.
Your additional posting should now indicate (Repost) in the ‘Job Postings and Posting Periods’ section.
Click on
to save your work. Your repost will appear the following working day in myCareers.
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2.4 Cancel a Job Posting
To remove or cancel a job posting, navigate to: Manage Applicants and Openings. Open your Job Opening and click
on the Job Opening Details link. Go to the ‘Job Postings and Posting Periods’ section at the bottom of the page and
click on the job title, under the ‘Postings’ heading, to be taken to the ‘Job Opening/Posting information’ page. Scroll
down to the ‘Job Posting Destinations’ section.
To remove or cancel a job posting, change the ‘Remove Date’ of the posting to the same date as the ‘Post Date’. This
will remove the posting from the Careers site immediately.
Note: If applicants have already applied for a posting which you are now cancelling, you should inform them of such
(see section 4.10 – Email Applicants).
Click on
to save your work.
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3
Applying for Jobs
3.1 Apply for a Job Opening
Internal applicants and former employees can view job postings and apply for jobs via UBC’s HRMS Self Service
application at www.msp.ubc.ca. Applicants must have a valid CWL account.
NOTE: Former employees must have been employed at UBC within the past 18 months and have had an active CWL
account prior to leaving the university, otherwise they must use the External applicant method described later in this
chapter.
3.1.1
Internal applicants
Go to the myCareer portal pagelet.
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3.1.2
External applicants
External Applicants log in to system via the Human Resources website at: www.hr.ubc.ca/careers. They can view
and search for job postings but must register themselves in order to apply for jobs. Job postings will appear in the
lower portion of the page.
If an applicant has registered previously, then they can login with the email and password they registered with.
Otherwise, they will need to register by clicking on ‘Register Now’. The following page will appear for them to enter
their registration information.
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3.1.3
View and select the job posting
After the applicant has registered or logged in, they will be presented with their careers home page.
Full job descriptions and more details about the job can be viewed by clicking on the job title hyperlink.
Applicants can also select the job(s) they would like to apply for and click the
button to continue.
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This is the page that shows the full description of the job (after clicking the job title hyperlink).
After reviewing the posting, they can save the job, apply for the job, or Return to Previous Page. Saving the job will
take you to the list of currently saved jobs.
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Complete your profile (for new registrations). If the applicant is newly registered on the site, they may be asked to
complete their profile before applying.
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3.1.4
Upload your resume or CV
The first step of the application process asks how you’d like to proceed with your resume/CV submission.
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Clicking on ‘Upload a new resume/CV’ brings you to the following page:
Upload all documents attachments which make up you complete resume package (resume/CV, cover letter, etc.).
Continue to click on Add Attachment until all your individual documents are uploaded. The system will prompt you
to find and upload your documents after you click on Add Attachment.
Click on
button to select and upload your file.
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Once you have selected a file to upload, the page will be updated with the current set of uploaded documents. You
may continue to add additional documents by clicking on ‘Add Another Attachment’.
All documents uploaded will be merged into one single PDF document. Ensure that the documents you’ve uploaded
appear in the order you’d like them to appear in the final merged document (i.e., cover letter first, then resume/CV).
Click on
once all your documents have been uploaded. The following page will appear.
Click on OK to continue or Return to Previous Page.
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The next step is to complete the remainder of their application. The top part of the application page shows the job
applied for, as well as any attachments that were uploaded for this application. It is important for applicants to open
their merged resume/CV document to ensure their documents were merged as they expected. Click on the
on the Complete Application page to open the merged resume/CV.
icon
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3.1.5 Enter your work experience
Complete the on-line application – Preferences.
Provide information on desired start date, work days and full time or part time.
3.1.6 Enter your work experience
Complete the on-line application – Work Experience section.
Click on Add Work Experience to add employment history details.
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3.1.7 Enter your education history
Complete the on-line application – Education History section.
Select ‘Highest Education Level’ from list of values and enter education history by clicking on education hyperlinks.
3.1.8 Complete the questionnaire
Complete the on-line application – Application Questionnaire section:
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3.1.9 Complete the referral information
Complete the on-line application – Referral Information section.
Select from list of referral sources. Complete ‘Specific Referral Source’ if referral source not listed.
3.1.10 Submit the application
Click on
button to submit application.
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3.1.11 Agree to terms (External Applicants)
Review the Terms and Agreements. You will not be permitted to submit your application if you do not agree to the
terms stipulated.
3.1.12 Confirmation email
Applicants receive a confirmation to the email address provided in their profile.
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3.1.13 My Applications
My Applications provides the applicant with information on the status of their application, the ability to withdraw an
application and to replace a resume/CV.
Application status will be updated to indicate progress (i.e., applied, interview, position filled, etc.)
Applicants may withdraw their application at any time by clicking on the
push button.
Applicants may also update their resume at any time by drilling into your application. From the Careers Home page,
applicants can access their applications by clicking on the ‘# Applications’ hyperlink under My Career Tools.
3.2 Careers Home
This is the main page where applicants access job postings and tools to manage their application environment.
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3.3 My Careers Tools
This page shows applicants their current applications.
3.3.1 Application Status
From My Career Tools, application status will be updated to indicate progress (i.e., applied, interview, position filled,
etc.)
3.3.2 Application Withdrawal
From My Career Tools, applicants may withdraw their application at any time by clicking on the
push button.
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3.3.3 Replace Resume/CV
From My Career Tools, applicants can replace their resume/CV by clicking on the hyperlinked posting name in the
Application column of the My Applications section.
Once on the ‘Apply Now’ page, Click on ‘Remove and Replace Resume/CV’. The system will prompt you through the
resume/CV upload process.
After you’ve uploaded you’re updated resume/CV, click on the
button:
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3.4 Search for Jobs
There are several methods to search for job openings.
3.4.1 Basic Searches
Basic Searches can be performed on the Careers Home page or from the Job Search page – Job Search link. Search
for jobs that contain key words that fall within specific posting dates.
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3.4.2 Advanced Searches
Advanced searched enables you to enter additional search criteria. You can save your search criteria as a saved
search or as a ‘Job Alert’. As new job openings are posted, the system will automatically notify you if any new job
openings match the search criteria set up in your Job Alert. You will receive an email with a link to the UBC Careers
site and your job alert search results. The system also posts a notification in the Notifications box on the Careers
Home page.
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3.5 Job Alerts
Select criteria for Job Alert and then click on
to save and run your Job Alert.
Save Search/Job Alert.
Run the search manually or let the system notify you automatically. Click on My Saved Searches to access your saved
searches/Job Alerts
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3.6 Manage your Profile/Career Tools
3.6.1 My Profile – External Applicants
For external applicants, profile information is created and maintained within the Careers site. Changes to Profile
information should be made prior to submitting applications.
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3.6.2 My Profile – Internal Applicants
For internal applicants, profile information is retrieved from your personal data information entered in UBC’s Human
Resources Management System (HRMS). Therefore, any changes to your profile information appearing in myCareers
must be made via UBC’s HRMS Self Service application. Profile information appearing incorrect in myCareers needs to
be corrected in HRMS Self Service prior to submitting your application.
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3.7 My Saved Jobs
Save jobs that you may be interested in and apply to these jobs at a later date (but before the closing date).
View your saved jobs by clicking on the My Saved Jobs link.
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3.8 Draft or Incomplete Applications
3.8.1
Save for Later
You can save a draft of your application and submit the application at a later time (but before the closing date). To
save a draft, click the ‘Save for Later’ button at the bottom of the application page.
Your saved application appears under status ‘Draft’.
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3.8.2
Draft Status
You can see the application in ‘My Career Tools’ with a status of ‘Draft’.
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3.9 Interview Schedules
Hiring managers can elect to notify applicants of upcoming interviews by email and via a notification on the
applicant’s myCareer home page.
Click the subject link in the Notifications area to access the Interview Details page.
The interview schedule includes the date and time, the name of each interviewer, and location of the interview.
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4
Managing Openings and
Applicants
4.1 Manage Applicants Page Overview
Once you have created your job opening and posting, most of the remaining recruiting tasks can be launched from
one central page we call the ‘360-degree Page’. From this page you’ll be able to:











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Review job opening/posting details
Review applicant data including resume attachments
Review internal applicants’ relationship with UBC (i.e., current Job, Service Date, Seniority, etc.)
Download an applicant list to Excel
Manually add applicants
Shortlist applicants
Decline applicants
Manage interviews
Prepare job offers
Produce offer letters
Manage pre-hire checklists
Manage and upload pre-hire documents (i.e., signed offer letters, copy of SIN card, etc.)
Prepare applicants for hire
Send emails to applicants
Review applicants’ current application ‘Disposition’ status
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4.2 Manually Add Applicants
Manually linking applicants to job openings may be required for recall candidates, applicants who do not have access
to a PC and have submitted paper applications or a preferred candidate being hired into a posting with an internal
rider.
Navigation:
Recruitment>Manage Your Applicants>Manage Applicants and Openings
or
Recruitment>Manage Your Applicants>Add New Applicant to Opening
Click on the ‘Add New Applicant’ link.
In the Add New Applicant page, you have the option of adding an internal (or former employee) or external
applicant.
To add an internal applicant, enter the Employee ID. Personal information will automatically populate from their
HRMS record.
To add an external applicant, leave the ‘Applicant Type’ value set to ‘External’. Manually add personal information.
Click on
Link Applicant to Job to continue.
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Enter the reason (optional) for manually adding the applicant and then click on the Submit button.
On the next page, you can add Applicant Notes (optional), and Applicant Data (which includes the ability to upload
the applicant’s resume, by clicking on the View Application link that is located there). Applicant data should be added
for applicants you are forwarding on to your interview team for review. To skip this step, click on the ‘Return to
Applicant List’ link.
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4.3 Applicant Priority Assignment – Staff Job Openings.
The system assigns applicant priority numbers based on the employment group of the job opening. Applicant
prioritization is completed when job postings close. Prioritization for CUPE 116, CUPE 2950 and BCGEU-UBCO job
postings are reviewed and finalized by central Human Resources as postings close.
Rule of Thumb
Applicants with the lowest priority numbers have highest priority
Non-unionized postings, all priority numbers = 99 (no priority)
Note: Duty to Accommodate applicants always have #1 priority for all job postings except Faculty jobs.
Central Human Resources is responsible for reviewing and releasing applicants against job postings for CUPE 116,
CUPE 2950 and BCGEU-UBCO positions. This is to ensure that prioritization numbers are set correctly and that all
recall/placement/duty to accommodate applicants are appropriately dealt with.
Note: Applicant priority numbers do not appear for Faculty job openings.
Priority Number Assignment
CUPE 2950 Postings
Priority Priority Group
#
1
Internal Applicants - Duty to Accommodate
2
Internal Applicants - Placements & Recalls
3
Internal Applicants - Active CUPE 2950
4
Internal Applicants – Non CUPE 2950 and all external applicants and former employees
CUPE 116/IUOE Postings
Priority Priority Group
#
1
Internal Applicants - Duty to Accommodate
2
Internal Applicants – Active CUPE 116, IUOE – Union Code, Department Code same as posting
3
Internal Applicants - Active CUPE 116, IUOE – Union Code same as posting, Department Code and
Job Code different than posting
4
Internal Applicants – Non CUPE 116, IUOE
5
External Applicants & Former Employees
BCGEU-UBCO Postings
Priority Priority Group
#
1
Internal Applicants - Duty to Accommodate
2
Internal Applicants – Active BCGEU-UBCO
3
Internal Applicants – Non BCGEU-UBCO
5
External Applicants & Former Employees
All Other Postings
Priority Priority Group
#
1
Internal Applicants - Duty to Accommodate
99
All other applicants
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4.4 Review Applicants
From the 360-degree page, drill into Applicant Names to view applicant data and attachments.
Click on the Resume icon, if present, to open the Resume attachment. You may need to allow pop-ups or adjust your
internet security to enable file downloads (see below).
Drill into ‘Current Relationship with UBC’ values to view current employment information for internal applicants.
Click on ‘Return to Applicant List’ link to return to the 360-degree page.
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4.5 Reviewing Applicants – Interview/Selection Team
4.5.1
Routing/Shortlisting Applicants
Interview Team members you designated in your Job Opening, can review applicant details as soon as you change an
applicant’s disposition to ‘Route/Shortlist’ or ‘Interview’. Applicant will only be available to your interview team
members when they are moved to one of these two statuses. Moving applicants to a different status (i.e., Prepare
Job Offer, Decline, etc.), will cause those applicants to be removed from the page the interview team uses.
To route all applicants to your interview team, select Select All¸Group Action: Route/Short List Applicant.
Click on the
button to continue.
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If you wish, select a reason for the routing and then click on the
button.
Important Note:
Applicant disposition statuses are visible to the applicant in their ‘myCareer’ home page.
However, some disposition statuses are changed for the applicant:
What you See
What the Applicant Sees
Applied
Route/Shortlist
Interview
Draft Offer
Offer Pending
Offer Approved
Prepare for Hire
Hired
Decline
Withdrawn
Applied
Reviewing Resumes
Interview
Applied
Applied
Applied
Hired
Hired
Position Filled or Cancelled
Withdrawn
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All designated interview team members (as listed in the Job Opening Details page), will receive a notification email as
soon as applicants are changed to disposition status ‘Route/Shortlist’:
Interview team members use a self-service page to review applicants.
Navigation: HRMS Self Service>myRecruitment>Review applications
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Click on Job Opening ID link to move to the applicant listing.
Click on the
push button to see the original job posting.
Use the Email me when New Applicants Apply checkbox to turn on/off email notifications you receive (as an
interview team member) as new applicants are routed to you for review. Ensure you click on the
button if
you use this feature.
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Drilling into the Job Opening ID in the first page of the Review Applicants component, displays this secondary page:
This page lists all applicants routed to the interview team members by the department recruiter.
All displayed values can be re-sorted by clicking on a column header.











Applicant Name: Displays name supplied by the applicant (LastName,FirstName).
Applicant ID: Applicant Identification number assigned by the system.
Current Relationship to UBC: External Applicant, Former Employee or current UBC employee and
current employment affiliation.
CDN Citizen/Perm.Resident: Canadian citizenship Y/N based on information supplied by applicant.
Priority#: Applicant priority number (staff only). Click on What do priority numbers mean? link for more
information on priority numbers.
Date Resume/CV Updated: Indicates the date and time an applicant updated their resume (if blank no
updates have taken place).
Open Resume/CV: Open individual resume/CV packages by clicking the
button. If
button is greyed out, no resume/CV package exists for that particular applicant. See instructions on next
page for how to open and print multiple resume/CVs.
View Application: Click on the View Application link to view an applicant summary page. See View
Application information section on page 108.
Application Reviewed: Keep track of applications you have reviewed by selecting this checkbox. Ensure
you click on the
button if you use this feature.
Date Applications Reviewed: Records the date and time you selected the ‘Applications Reviewed’
checkbox.
My Ranking: Free-form field to record a ranking or comment for each applicant. Ensure you click on the
button if you use this feature.
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4.5.2
Opening and Printing Resumes/CVs
Use the
and the
resume/CV packages, individually or in bulk.
buttons in the Review Applicants page to open
Note: If button is greyed out, no resume exists for that particular applicant.
To open and print an individual resume/CV package, click on the
button against a single applicant.
The system will open a secondary window which displays a PDF version of the applicant’s resume/CV package.
For problems with opening resume/CV attachments, refer to section 5.3 Opening/Viewing Attachments Troubleshooting FAQs below on page 117. The resume/CV package can now be printed using your browser’s print
functionality.
To open and print multiple resume/CV packages, select the applicants’ by using the individual checkboxes or use the
Select All hyperlink to select all applicants with resume/CV attachments.
The screenshot below illustrates how to open and print all resume/CV’s submitted by all applicants:
The system will open a secondary window which displays a PDF version of all applicants’ resume/CV packages,
merged into one single document which can then be printed.
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4.5.3
View Application Data
When selecting the View Application link against a single applicant, the following applicant data summary page will
display:
Click here to retrieve
reference contact information
Enter comments you want to share with your departmental recruiter and interview team members in Public
Comments. Enter comments only you can see in My Private Comments.
NOTE: Both public and private comments about an applicant may be disclosed in accordance with terms of the
Freedom of Information and Protection of Privacy Act.
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4.6 Schedule Interviews and Review Interview Schedule
Similar to shortlisting, you can manage interviews for individual or multiple applicants. This is an optional step.
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Important Note:
Applicant disposition statuses are visible to the applicant in their ‘myCareer’ home page.
However, some disposition statuses are changed for the applicant:
What you See
What the Applicant Sees
Applied
Route/Shortlist
Interview
Draft Offer
Offer Pending
Offer Approved
Prepare for Hire
Hired
Decline
Applied
Reviewing Resumes
Interview
Applied
Applied
Applied
Hired
Hired
Position Filled or
Cancelled
Withdrawn
Withdrawn
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 Details into this page should only be entered after applicants and interviewers have been contacted outside of
this system and they have agreed to dates and times.
 Enter the Interview Date, Interview Type, Start Time, End Time and Location.
 Clicking on ‘Notify Interview Team’ and/or ‘Notify Applicant’ will generate and send notification emails to
Interview Team/Applicant. Note that these emails assume that interviewers and applicants have already been
contacted with the interview details.
 Click on ‘Add Interviewer’ link to add additional interviewers. However, it is advisable to add additional
interviewers to your Job Opening before scheduling interviews, as interviewers added to the Interview
Schedule page will not be able to view applicants via Faculty/Staff Self Service. Only those designated in the
Interview Team in your Job Opening will be given access to review applicants.
Disposition values update to ‘Interview’ for applicants selected. These applicants will be accessible by your interview
team.
You can review individual interview schedules for applicants by clicking on their ‘Interview’ disposition or click on
Interview Schedule link to review the entire interview schedule.
Page 79 of 120
Page 80 of 120
Review Interview Schedule for all applicants.
Note that John Smith was not shortlisted nor selected for interview but appears on this page with no interview
date/time.
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Interview Team members you designated in your Job Opening can review Interview Schedules as soon as you
schedule interviews in the system.
Interview team members use a self-service page to review Interview Schedules
Navigation: HRMS Self Service>myRecruitment>Interview Schedule
An interview schedule will appear for each job opening the interviewer is designated as an interview team member
and interviews have been scheduled.
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Interview Team Interview Schedule page:
Page 83 of 120
4.7 Download Applicant List
You may download a list of applicants along with key information about each applicant, into an Excel spreadsheet.
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Click on the Download Applicant List hyperlink. The following dialogue box will appear:
Select ‘Open’ to view a ‘read-only’ version of the spreadsheet.
Select ‘Save as’ if you wish to edit the spreadsheet.
Sample Excel report:
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4.8 Decline Applicants
Similar to shortlisting and managing interviews, you can decline individual or multiple applicants.
This is an optional step. The system will automatically set all unsuccessful applicants to the ‘Decline’ disposition after
you have hired your successful applicant via eRecruit.
Enter the reason applicant was declined (optional). Comments may also be added.
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Applicant’s Disposition status changes to ‘Decline.
Important Note:
Applicant disposition statuses are visible to the applicant in their ‘myCareer’ home page.
However, some disposition statuses are changed for the applicant:
What you See
What the Applicant Sees
Applied
Route/Shortlist
Interview
Draft Offer
Offer Pending
Offer Approved
Prepare for Hire
Hired
Decline
Withdrawn
Applied
Reviewing Resumes
Interview
Applied
Applied
Applied
Hired
Hired
Position Filled or Cancelled
Withdrawn
Page 87 of 120
4.9 Email Applicants
Similar to routing/shortlisting, managing interviews and declining applicants, you can email individual or multiple
applicants.
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As the originator of the email, your email address will be added as a ‘bcc’, but may be manually removed.
This email address is extracted from your self-service information (primary email type).
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4.10 Making an offer
Once the interview process is over, you should be ready to offer the job to one of your applicants.
Select the applicant you’d like to prepare a job offer for by using the Take Action value of ‘4-Prepare Job Offer’:
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Complete all required fields in Prepare Job Offer page and click on the ‘Save’ button:
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Ensure you enter all fields in sequence, as they appear on the page in order to avoid an error message.

The Total Offer Amount should reflect the total monthly base compensation amount. This would include
things such as administrative stipends, honoraria, non-university funds (NUF) or memo appointment
earnings(MAP). However, ensure to separate out different types of earnings in the Account and
Compensation section (i.e., REG=$5000, ADM=$1000).

Appointment Start Date, Appointment End Date and the Ongoing fields default from the Job Opening but
may be overridden on the Offer page.

Foreign Worker is a required field and must be completed before the offer letter is generated. If your offer is
not being made to a foreign worker, select ‘Not Applicable’.

All job offers require that an offer letter be generated. Click on Generate Offer Letter after completing all
fields preceding the link.

Enter any comments for yourself or for your approver.

Earnings Code, Speedchart and Account are required fields and must be completed prior to submitting your
offer for approval.

Once your offer has been approved, offer details cannot be modified and will be transferred to the Prepare for
Hire step.

You may be required to provide your approver with further documentation on your applicant, such as the
signed offer letter, immigration documentation for foreign workers, copy of Social Insurance Card, etc. All
these types of documents can be uploaded (scanned copies) and reviewed by your approver (see: Manage
and View Applicant Attachments). Ensure that any documentation you want available to your approver is
uploaded prior to submitting your offer.
Complete all required fields in Prepare Job Offer page and click on the
button. If you have not already
done so, you may be asked to click on ‘Review and Confirm Approvers’ to confirm the approvers for this transaction.
Click on ‘Review and Confirm Approvers’ and you will be presented with a list of approvers which have been
determined by the rules entered into the Workflow Rules Repository for your department.
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If the list is correct, confirm this by selecting Yes and click on
.
If the list is not correct, select No and click on
. Contact your department workflow admin to
review and modify the rules that has been setup for your department. After the problem has been fixed, re-submit
the position for approval and review the list again.
After your job offer has been submitted, an ‘Approvals’ page appears indicating who the job offer was routed to for
approval and review.
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All job offers require approval from approvers which have been determined by the rules entered into the Workflow
Rules Repository for your department.
As each approver submits their approval, the next approver will be notified via email that there is an outstanding job
offer requiring their approval.
The ‘Pending’ approval status changes to ‘Approved’ (or ‘Pushed Back’ if not approved) once the approver submits
their approval. Then the next approver is automatically routed the job offer for their approval.
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This example of an outstanding job offer approval has been approved by the first approver and has been routed to
the second person for approval:
You may also insert additional approvers and reviewers between steps by clicking on
allow you to select the user as well as their role in the approval process.
. A panel will appear to
Only once all three approvals are received, the approval status changes to ‘Offer Approved’ and the applicant can
then be pushed to the next and final recruiting step, Prepare for Hire.
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4.11 Manage and View Applicant Checklists
The Pre-Hire Checklist is most often used for faculty job openings, but can also be used for staff. It includes typical
documentation which may be required prior to hiring an applicant.
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All items in the checklist below are typically required for all Faculty Tenure/Tenure Track job offer approvals, but can
also be adapted to Staff job offers. This is an optional feature for your information only.
Responsible ID: Enter the Employee ID of the person responsible for gathering these documents (usually the
departmental recruiter). Click on the magnifying glass to search by name.
Status & Status Date: Select the current status of obtaining the document and the status date.
All items with a status of ‘Uploaded’ should exist in the applicant’s ‘Pre-Hire Document’ upload page (see Manage
and View Applicant Attachments).
Select the
buttons to add or delete checklist items.
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4.12 Manage and View Applicant Attachments
Use the ‘Applicant Attachments’ page to upload documents required for the Job Offer/Hire.
Page 98 of 120
Upload all required documents.
What information/documents are required?




Signed offer letters for all Faculty and M&P job offers are required before you will be permitted to proceed to
the ‘Prepare for Hire’ step.
The applicant’s Social Insurance Number and copy of the applicant’s SIN card or application if they are an
external applicant.
Citizenship country and status is required for all foreign hires (do not complete for Canadian citizens or
permanent residents).
Visa Permit information and copy of appropriate work permit for all foreign hires.
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4.13 Offer Approval Process
The designated approver will receive an email notification advising them that a Job Offer has been entered which
requires their approval. The approver can click on the provided hyperlink embedded in the email to access their
‘Worklist’ or access their Worklist directly by logging into the system. Click on the hyperlink to access the job offer.


Approver selects ‘Approve’ or ‘Pushback’. ‘Pushback’ requires comments as to why approval is not being
granted.
Approved and Pushbacked approvals are routed back to the originator via their Worklist and a notification
email.
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4.14 Prepare Applicant for Hire
After the job offer to the applicant has been approved and verbal acceptance of the job has been obtained from the
applicant (signed offer letter required for Faculty and M&P jobs), you can now proceed to the ‘Prepare for Hire’ step.
This step replaces the need for a Staff or Faculty appointment form.
Select ‘7-Prepare for Hire’ in the ‘Take Action’ field for the appropriate applicant.
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Complete required fields in Preliminary Data page.




Verify that all non-updateable fields are correct.
Applicant Ranking: Indicate if this applicant is your first, second or third choice applicant pick.
Type of Hire: Click on the Need help completing this? link to assist you in selecting the correct value.
Employee ID: This field will display for External applicants only. Click on Assign/Verify Employee ID.
Page 102 of 120
Former employees who have applied through the external Careers site (and not Faculty/Staff Self Service), will not be
connected to their former Employee ID. Prior to hiring any applicant through eRecruit, we need to ensure that all
data being transferred is associated with an Employee ID if one previously existed for the applicant. Using the
existing ‘Early Assignment of HRMS Employee ID’ functionality will do this for you.

Social Insurance Number: If the applicant’s SIN was entered in the ‘Pre-Hire Documents’ page at the offer
stage, the SIN will automatically populate for you. If not, enter the SIN manually and click on ‘Search’. Note:
in order to proceed with the 'Prepare for Hire', you must provide a SIN number for your applicant.


If the SIN entered does not exist in the system, this page will display.
Birthdate: If the applicant’s birthdate was entered in the ‘Pre-Hire Documents’ page at the offer stage, the
birthdate will automatically populate for you. If not, enter the birthdate manually and click on ‘Search’.
Note: If the SIN entered does exist in the system, you will be prompted to reactivate the EmployeeID associated with
the SIN supplied.
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
Click on
results.
to add new Employee ID if no name matches applicant’s name in the search

All fields should auto-populate for you from data already supplied in previous recruiting steps. Complete any
missing fields.

Click on
button.
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Confirmation of new Employee ID. Click on Return to Prepare for Hire
Complete required fields in Employee Personal Information page.
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If all data has been previously supplied either by the applicant or in the ‘Pre-Hire Documents’ upload page, then the
only required fields left on this page should be ‘Gender’. Otherwise complete all other required fields. Note that
foreign worker hires must have a temporary SIN# (i.e., 900-series SIN#) and work permits uploaded in order to
submit the ‘Prepare for Hire’.
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Complete required fields in Appointment Information page.
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






Action Reason: Select from the list of values. Note that some Actions will not have Action Reasons
associated with them or the Action Reason may be the same as the Action.
Full/Part Time: Click on ‘Override’ button if value needs to be changed.
FTE: Click on ‘Override’ button if value needs to be changed.
Employee Class: Click on ‘Override Button’ if value needs to be changed.
Other Employment Details (appears on Staff Job Openings only): Check off any values as applicable.
Note that Account and Compensation section cannot be altered in the ‘Prepare for Hire’ step. If incorrect,
you must submit another offer with the correct funding information and re-obtain approval.
Print Appointment Details: Click on this link to produce an ‘Appointment Information Submission’ report if a
paper confirmation is required for your records. DO NOT SUBMIT THIS APPOINTMENT FORM TO
PAYROLL. The hire transaction will be electronically submitted to Payroll from eRecruit.
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Your ‘Prepare for Hire’ has now been successfully submitted to Payroll. Payroll will review the information
submitted, contact you if there are any problems, and transfer the data to HRMS. You will receive a confirmation
email from the system confirming that the data has been transferred to HRMS.
Please review the HRMS data after you receive the notification email to ensure all data was transferred correctly.
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Once the successful applicant has been transferred to HRMS, the successful applicant’s ‘Disposition’ value will change
to ‘Hired’ and unsuccessful applicants’ ‘Disposition’ values will be changed automatically changed to ‘Decline’. The
job opening will also then be closed.
An automated email will be sent to you once Payroll has successfully transferred the successful applicant(s) to HRMS.
NOTE: Applicants changed to ‘Decline’ disposition status will see ‘Position Filled or Cancelled’ in their ‘My Careers’
page.
Page 110 of 120
Page 111 of 120
5
Appendix
5.1 Worklist
Navigation: Worklist > Worklist
The worklist contains transactions that either require your approval or are present for notification purposes. Note
that you must only work on or approve transactions wherein you are the Primary Approver or were otherwise
notified to work on a transaction.

Approver Category:
To help identify transactions, you can filter them using the ‘Approver Category’ drop down list.

Work Item (Work List Filters):
You can also identify transactions by status using the ‘Work List Filters’ drop down list.
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
Priority:
You can also set the priority of a transaction but this does not affect how approvals are routed. It is simply a
label you can assign to transactions for your own use.

Link:
Clicking on the hyperlinks under Link will take you to the page where you can approve the transaction.
You may also re-assign an approval by clicking on
If you have worked on an item on your worklist but it continues to remain there, click on
remove it from your worklist.
to
Page 115 of 120
5.2 My Workflow Profile
Navigation: My Workflow Profile
This page allows you to specify an alternate approver and gives you the ability to update your workflow email
address.





Alternate Approver Name: The person who will be approving transactions on your behalf.
Click on the magnifying glass
icon for a list of valid values. Note that only valid approvers will be shown.
From Date (Starting at 12AM): Enter the start date when the alternate approver is in effect.
To Date (Ending at 11:59PM): Enter the end date when the alternate approver is in effect.
Email Address: Enter the email address you wish to receive notifications on. Note that your Workflow email
address must be a UBC or UBC hospital site email address.
Send me Workflow Email Notifications: Check this box if you wish to receive emails when a transaction
enters your worklist and requires your approval.
Page 116 of 120
5.3 Opening/Viewing Attachments - Troubleshooting FAQs
Question:
My pop-up blocker is not allowing me to open my Resume or other attachment.
Answer:
Adjust security settings to allow pop-ups from *.adm.ubc.ca:
Internet Explorer Settings:
Adjust settings when the site is blocked by pop-up blocker:
Or adjust security settings directly:
Page 117 of 120
You can also try adding our system as a ‘Trusted Site’.
Navigate to Tools >Internet Options.
Click on ‘Security’ tab, select ‘Trusted sites’ zone, and then click on ‘Sites’ button:
If you’re already in the Careers site, the website will automatically populate for you. Otherwise, type the website
address below manually and then click on the ‘Add’ button:
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Firefox Settings:
Adjust settings when the site is blocked by pop-up blocker:
Or adjust security settings directly:
Page 119 of 120
Question:
Answer:
When I try to open an attachment using Internet Explorer,
a new window appears briefly and then disappears.
Adjust Internet Explorer security to allow downloads.
Page 120 of 120
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