HR> Applicant Screening

Screen Applicants in HR

 

Summary

 

The Applicant Screening process allows you to evaluate and hire internal and external applicants for an open position.

 

If your organization utilizes the Applicant Tracking online application, citizens can submit and manage their applications online. These applications will automatically be added to the Applicant Screening process for consideration.

 

Related Links

 

Click here for more information on creating qualifications.

Click here for information on Position Control Maintenance.

Click here for information on Position Maintenance.

Click here for information on Employee Maintenance.

Click here for information on Plan Maintenance.

 

Step by Step

 

1     Create an Applicant Screening batch. 

 

  • Select the Applicant Screening palette in HR> Applicant Screening. This will expand the Applicant Screening palette and display the steps of the batch process.
  • Modify an existing batch or create a new Applicant Screening batch.
    • Select a batch number from the drop-down menu at the top of the palette to select an existing batch.
    • Select New from the Applicant Screening batch number drop-down menu to create a new batch. This will open the New Batch window. Click here for information on the New Batch window.
    • Click here for information on processing batches.
      • The Batch Month and Batch Year of the Applicant Screening batch is used for reference only and is not necessarily the fiscal month and year the transactions in the batch will be posted to.
      • Click the Generate icon to populate the Batch Number field with the next available batch number. Batch numbers are limited to five digits and must be unique within the batch month of the batch year.
      • You can also manually create a new batch by entering a Batch Number and clicking the Save icon .

 

2     Enter the batch settings. 

 

  • Open the Settings window (HR> Applicant Screening> Settings).
  • Check each desired Area of Interest.
  • Enter an optional Recruitment Number for the batch. This is an informational field that can be used for internal tracking.
    • This field is limited to 40 alphanumeric characters.
  • Click the Department field label and select the department that contains the open position.
  • Click the Position field label to select the position to be filled through the screening batch.
    • Positions are created and maintained on the Position Maintenance window (HR> Maintenance> Position). This is also where plans and qualifications can be attached to a position. Click here for information on Position Maintenance.
    • The position to be filled must be associated with the specified department on the Position Control Maintenance window (HR> Maintenance> Position Control> Select a Department). Click here for information on Position Control Maintenance.
    • This is a required field and cannot be edited once an application is added to the batch.
  • The Control Point field is used to specify a position control point that will be filled when the batch is committed.
    • This is not a required field. If a control point is specified, the Hire step will only allow the number of available control points to be filled.
  • The Plan drop-down menu is used to select a plan that is associated with the position selected above.
  • Enter a Default PAF or click the field label to select a default personnel action form to the batch.
    • Personnel action forms are used to automate various HR processes. For example, the PAF associated with an applicant screening process could be set up to trigger the first step of the hiring process for the applicant chosen in the batch.
    • Personnel action forms are created and maintained on the PAF Template Maintenance window (HR> Personnel Action Forms> PAF Template). Click here for information on PAF Template Maintenance.
    • The default PAF will be triggered when the applicant screening batch is committed.
  • Enter application date ranges in the Internal Application Open, External Application Open and Application Close Date fields or select the dates from the drop-down menus.
    • For internal applicants (Applicant Tracking users who are associated with an existing PR Employee record), the position will be displayed online between the internal application date and the application close date.
    • For external applicants (Applicant Tracking users who are NOT associated with an existing PR Employee record), the position will be displayed online between the external application date and the application close date.
    • The external application opening date must be specified in order to continue to the next step.
    • In order to avoid issues with new applications being submitted after the screening process has already been started, Sprinbrook recommends processing the Applicant Screening batch after the specified application close date.
  • Click the Save icon when complete.

 

3     Select the applicants to evaluate for the position. 

 

  • Open the Applicants window (HR> Applicant Screening> Applicants).
  • The Applicants window will display any applicants that have either been manually added to the screening batch or have successfully submitted an application through the Applicant Tracking online application.
  • Use the Select All drop-down to select all the applicants in either the Eligible section or the Rejected section.
  • Highlight an applicant in either the upper Eligible section or the lower Rejected section and click the Display Applicant icon to open the applicant record.
  • Click the Add Applicant icon to add an existing applicant to the batch.
    • This will open the Applicant Selections window, displaying all of the existing internal and external applicants. Applicants are created and maintained on the Applicant Maintenance window (HR> Maintenance> Applicant). Click here for information on Applicant Maintenance.
    • Highlight an applicant and click the Confirm icon to add that applicant to the screening batch.
  • Click the Reject Applicant icon to remove the highlighted applicant from the batch. 
    • This will open the Rejection Reason Selection window.
    • Select the desired rejection reason and click the Confirm icon .
    • The rejected applicant will be moved from the Eligible section to the Rejected section of the Applicants window.
    • A rejected applicant can be moved back into the Eligible section by highlighting the applicant and clicking the Reactivate icon .
  • Click the Send Notifications icon to generate an applicant notification in either email or form letter format. This will open the Notify Applicants window.
    • These notifications can be completely customized to meet a variety of needs. For example, they can be used to notify rejected applicants that they will not be considered for the position, or to notify accepted applicants that they have successfully moved to the next stage of the application process.
    • Click the Notification Type drop-down menu to specify whether the notification will be in email or form letter format.
    • Click the Notification Template field label to select the email or form letter that will be generated.
    • The Recipients section will display all the applicants that will receive the notification. Click the Confirm icon to generate the notifications.
  • Highlight an applicant and click the Display Application Answers icon to see how the applicant responded to the application questions associated with the position.
    • This will launch the Applicant Answers window. Use the Search Criteria section to filter the answers displayed below.
  • Click the Comments icon next to an applicant to view existing comments or add a new comment to the applicant record. This will open the Comments window.
    • The Comments window will display all the comments attached to the applicant and associated with the current position. Highlight a comment in the Comments section to see the comment details in the Maintenance section below.
    • Click the Create icon to add a new comment to the applicant. This will create a new line item that displays the current date, time and Springbrook user and enable the Maintenance section below.
    • The Job Posting field is a read only field. This field will automatically populate with the position's department, position control point and position title.
    • Enter a Subject for the comment. This field can accommodate up to 128 alphanumeric characters.
    • Enter the Comment. This field can accommodate up 1024 alphanumeric characters.
    • Click the Save icon to add the comment to the applicant record.
    • Highlight a comment and click the Delete icon the remove a comment from the applicant record.
  • Click the Save icon to complete the Applicants step.

 

4     Review the applicants. 

 

  • Open the Review window (HR> Applicant Screening> Review).
  • The Review Applicants window displays any active applicants that have either been manually added to the screening batch during the Applicants step or have successfully submitted an application through the Applicant Tracking online application.
    • Applicants that were rejected during the Applicants step will not be displayed. In order to add a previously rejected applicant back into the screening batch, you must return to the Applicants step, highlight the rejected applicant and click the Reactivate icon .
  • Many of the icons on the Review window function the same way they did on the Applicants window.
  • Highlight an applicant and click the Mark for Hire icon to change the applicant's status from Active to Hire.
    • Applicants in Hire status will be displayed in the following Hire step. From the Hire step applicants can be hired or, should you change your mind, rejected and removed from the Applicant Screening process.
  • Highlight an applicant and click the Reject Applicant icon to reject the highlighted applicant.
    • This will open the Rejection Reason Selection window.
    • Select the desired rejection reason and click the Confirm icon .
    • The applicant's status and rejection reason columns will update with selected details.
  • Highlight an applicant and click the Forward icon to send an email to another Springbrook user in order to bring the applicant to that user's attention.
    • Please see the next step (5) for more information on applicant email notifications and review.
  • Highlight an applicant and click the Display Applicant icon to display the applicant details.
  • Click the Send Notifications icon to generate an applicant notification in either email or form letter format. This will open the Notify Applicants window.
    • These notifications can be completely customized to meet a variety of needs. For example, they can be used to notify rejected applicants that they will not be considered for the position, or to notify accepted applicants that they have successfully moved to the next stage of the application process.
    • Click the Notification Type drop-down menu to specify whether the notification will be in email or form letter format.
    • Click the Notification Template field label to select the email or form letter that will be generated.
    • The Recipients section will display all the applicants that will receive the notification. Click the Confirm icon to generate the notifications.
  • Highlight an applicant and click the Display Application Answers icon to see how the applicant responded to the application questions associated with the position.
    • This will launch the Applicant Answers window. Use the Search Criteria section to filter the answers displayed below.
  • Click the Comments icon next to an applicant to view existing comments or add a new comment to the applicant record. This will open the Comments window.
    • The Comments window will display all the comments attached to the applicant and associated with the current position. Highlight a comment in the Comments section to see the comment details in the Maintenance section below.
    • Click the Create icon to add a new comment to the applicant. This will create a new line item that displays the current date, time and Springbrook user and enable the Maintenance section below.
    • The Job Posting field is a read only field. This field will automatically populate with the position's department, position control point and position title.
    • Enter a Subject for the comment. This field can accommodate up to 128 alphanumeric characters.
    • Enter the Comment. This field can accommodate up 1024 alphanumeric characters.
    • Click the Save icon to add the comment to the applicant record.
    • Highlight a comment and click the Delete icon the remove a comment from the applicant record.
  • Click the Save icon to complete the Review step and proceed to the Hire step.

 

5     Approving or rejecting applicants via email. This is an optional step. 

 

  • When an applicant record is sent via email to another Springbrook user for approval, the email will include a hyperlink that allows the recipient to directly open the Review window.
    • The Review window will display any applicants that are being brought to the reviewer's attention.
    • Click the Display Applicant icon to see the applicant details.
    • Click the Display Application Answers icon to see how the applicant responded to application questions.
    • Click the Comments icon next to an applicant to view existing comments or add a new comment to the applicant record.
    • Click the Approve or Reject icon to provide your feedback on the applicant.
      • The Review field below will populate with Hire or Reject based on which icon you clicked.
      • You can then provide an explanation for your decision in the Review Detail field below.
    • Click the Save icon to save the review details and update the Review step of the Applicant Screening process.

 

6     Hire an applicant for the position. 

 

  • Open the Hire window (HR> Applicant Screening> Hire).
  • The Hire window will display any applicants that were updated to Hire status in the previous Review step.
  • Highlight an applicant and click the Reject Applicant icon to reject the highlighted applicant.
    • This will open the Rejection Reason Selection window.
    • Select the desired rejection reason and click the Confirm icon .
    • The applicant's status and rejection reason columns will update with selected details.
  • Highlight an applicant and click the Display Applicant icon to display the applicant details.
  • Click the Send Notifications icon to generate an applicant notification in either email or form letter format. This will open the Notify Applicants window.
    • These notifications can be completely customized to meet a variety of needs. For example, they can be used to notify rejected applicants that they will not be considered for the position, or to notify accepted applicants that they have successfully moved to the next stage of the application process.
    • Click the Notification Type drop-down menu to specify whether the notification will be in email or form letter format.
    • Click the Notification Template field label to select the email or form letter that will be generated.
    • The Recipients section will display all the applicants that will receive the notification. Click the Confirm icon to generate the notifications.
  • Once you are ready to make the hire, highlight the desired applicant and specify the Control Point, Hire Date and PAF.
    • Enter a Control Point or click the Ellipsis icon to select one from a list. This field will automatically populate with the control point specified on the Settings step above.
      • The control point is used to specify a position control point that will be filled when the applicant is hired. Position control points are set up and maintained on the Position Control Point Maintenance window (HR> Maintenance> Position Control). Click here for information on Position Control.
      • If your organization utilizes position control, a control point must be selected in order to complete the hiring process.
    • Specify a Hire Date for the new hire. This is a required field.
    • Enter an optional PAF (Personnel Action Form) or click the Ellipsis icon to select one from a list. This field will automatically populate with the PAF specified on the Settings step above.
      • Personnel action forms are used to automate various HR processes. For example, the PAF associated with an applicant screening process could be set up to trigger the first step of the hiring process for the applicant chosen in the batch.
      • Personnel action forms are created and maintained on the PAF Template Maintenance window (HR> Personnel Action Forms> PAF Template). Click here for information on PAF Template Maintenance.
  • Click the Save icon to finalize the hire.

 

7     Commit the Applicant Screening batch. 

 

  • Open the Commit Batch window (HR> Applicant Screening> Commit).
  • Click OK to commit the batch. This will close the batch and create a PR Employee record for the hired applicant.
  • If a control point was specified, it will now be closed.
    • If an existing employee is being replaced at the specified control point, that employee will be removed from the control point but will remain in the system as an active employee.
  • If a PAF was specified, it will be triggered when the batch is committed.