Hiring Center

Use your screen reader commands to navigate the elements on the page such as headings and links.

Overview

The CAPPS Hiring Center is designed to enable you to create requisitions, send them for approval, and post them so that interested applicants can apply. Once applicants are attached to a requisition, you are able to track hiring activities, manage interviews, change the status of an applicant’s application, and create summary reports about applicants and your associated requisitions.

Step Actions

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

• Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
• Screen Samples include detailed screen shots to help complete the transaction.

Transactions Covered in this User Guide

• Hiring Center Home – Navigating to the Hiring Center Home page.
• Global Navigation Bar – Using the Global Navigation bar to use the tabs of the Hiring Center including the Search feature.
• Workbench – Viewing a Requisition Profile, Viewing Requisitions I Need to Approve, Viewing Requisitions Awaiting Approval, Viewing Upcoming Hew Hires.
• Create a New Requisition – Completing a new requisition profile.
• Reviewing Applicants – Completing applicant activities.
• Interviews – Completing Interview Activities.
• Offers – Completing the Offer Workflow Process.
• Recruiter List – Viewing the Recruiter List.
• Reports – Using the Hiring Center Reports.
• Help – Accessing the Hiring Center Help tab.
• Key Things to Remember – Contact information and a summary of important things to help you with Hiring Center activities.

Key Terms

For a complete glossary of terms, click here: CAPPS Glossary

• Requisition � A form utilized to initiate the recruiting process for staff positions.
• Requisition Profile � A completed, approved requisition is called a requisition profile.
• Requisition Type: Perpetual � A requisition identified as Perpetual has a posting duration of 182 days (6 months).

• Requisition Type: Regular � A requisition identified as Regular has a posting duration of 10 days.
• Workbench � The Workbench provides an overview of requisitions at various stages of completion.

_ Hiring Center Home

Accessibility Instructions

Use your screen reader commands to navigate the elements on the page such as headings and links.

Introduction

From the CAPPS Home page, you can access the Hiring Center several different ways. One path to access the Hiring Center is through the links in the CAPPS Menu left navigation. Select the Manager Self-Service menu. Upon selection, the left navigation expands. Select the Recruiting folder to see the Hiring Center link.

Step Actions

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

• Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
• Screen Samples include detailed screen shots to help complete the transaction.

Key Terms

For help with terms used in this User Guide, go to the top of the page. Top of Page

Text Only Step Actions for Accessing the Hiring Center

Follow the steps below to access the Hiring Center.

Steps

Select Manager Self-Service. Upon selection, the left navigation expands to reveal the Hiring Center highlighted under the Recruiting folder. Select Hiring Center to access the Hiring Center.

From the I want to�section of the Portal Home page, select the Access the Hiring Center link under Manager Links.

Accessing the Hiring Center

Follow the steps below to access the Hiring Center.

Steps

Select Manager Self-Service. Upon selection, the left navigation expands to reveal the Hiring Center highlighted under the Recruiting folder. Select Hiring Center to access the Hiring Center.

From the I want to�section of the Portal Home page, select the Access the Hiring Center link under Manager Links.

_ Global Navigation Bar

Accessibility Instructions

Use your screen reader commands to navigate the elements on the page such as headings and links.

Introduction

You navigate in the Hiring Center by using the Global Navigation Bar. The Global Navigation Bar is located at the top of the Hiring Center home page. The section you are working on is always highlighted in red on the Global Navigation Bar so you can easily determine your location within the Hiring Center.

Step Actions

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

• Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
• Screen Samples include detailed screen shots to help complete the transaction.

Key Terms

For help with terms used in this User Guide, go to the top of the page. Top of Page

Text Only Step Actions for Conducting a Quick Search

Follow the steps below to conduct a quick search.

Steps

Make sure the Quick Search bar is showing by clicking the Show Quick Search tab on the Global Navigation bar.

Helpful Hint: To expand your search, use partial spelling by entering the percent sign (%) in the Quick Search input box. The percent sign (%) is called a Wild Card. An example: Jo% in the Quick Search input box returns last names like John, Johnson, Jong, etc.

Conducting a Quick Search

Follow the steps below to conduct a quick search.

Steps

Make sure the Quick Search bar is showing by clicking the Show Quick Search tab on the Global Navigation bar.

Conduct a search by first selecting the desired search criteria from the drop-down menu. Then enter corresponding text in the appropriate field and click the Go button.

Helpful Hint: To expand your search, use partial spelling by entering the percent sign (%) in the Quick Search input box. The percent sign (%) is called a Wild Card. An example: Jo% in the Quick Search input box returns last names like John, Johnson, Jong, etc.

_ Workbench

Accessibility Instructions

Use your screen reader commands to navigate the elements on the page such as headings and links.

Introduction

The Workbench page provides you with a summary of activities to which you are associated. You can also view and approve requisition and applicant activity from the Workbench page. Sections displayed on the Workbench page include:

• My Requisitions � This section allows you to view and access your requisitions. While the Hiring Center Workbench will default to show requisitions created within the last 30 days, you will also have the option to view records created within the last 60 days or all records regardless of create date.

• Requisitions I Need To Approve � This section allows you to view and access requisitions that need your approval. While the Hiring Center Workbench will default to show requisitions created within the last 30 days, you will also have the option to view records created within the last 60 days or all records regardless of create date.

Step Actions

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

• Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
• Screen Samples include detailed screen shots to help complete the transaction.

Key Terms

For help with terms used in this User Guide, go to the top of the page. Top of Page

Text Only Step Actions for Viewing a Requisition Profile

Follow the steps below to view a Requisition Profile.

Steps

Open a requisition profile in a new browser window by right clicking a Requisition Title and selecting Open in a New Window. The requisition profile opens in a new browser window. Doing this gives you the ability to simultaneously work on a requisition and view other information in the Hiring Center.

Helpful Hints:

• You can filter your requisitions by Draft Status, Open Status, and Closed Status or a combination of the three. Please note, only those requisitions in the selected date parameter will be filtered.
• Select the appropriate status to include in your results by clicking the check boxes that are next to Draft Status, Open Status, and Closed Status. If you select all three check boxes, all your requisitions are displayed. To view a requisition profile, select Requisition Title in the Requisition column.

Viewing a Requisition Profile

Follow the steps below to view a Requisition Profile.

Steps

Open a requisition profile in a new browser window by right clicking a Requisition Title and selecting Open in a New Window. The requisition profile opens in a new browser window. Doing this gives you the ability to simultaneously work on a requisition and view other information in the Hiring Center.

Helpful Hints:

• You can filter your requisitions by Draft Status, Open Status, and Closed Status or a combination of the three. Please note, only those requisitions in the selected date parameter will be filtered.
• Select the appropriate status to include in your results by clicking the check boxes that are next to Draft Status, Open Status, and Closed Status. If you select all three check boxes, all your requisitions are displayed. To view a requisition profile, select Requisition Title in the Requisition column.

Text Only Step Actions for Requisitions I Need to Approve

Follow the steps below to view Requisitions I Need To Approve section.

Steps

You can review a requisition by selecting the Requisition Title under the Requisition column. Once you have reviewed a requisition, you can choose to approve or not approve the requisition by selecting Approve or Not Approved under the Action column. If you click Approve, the hiring manager is notified. If you click Not Approved, the hiring manager is notified on the Workbench in the Requisitions Awaiting Approval section that the requisition was not approved.

Helpful Hint: You have the option to email your recruiter any questions that you may have by selecting Email. If you select Email, your default email application opens and a new email with the To field completed appears.

Requisitions I Need to Approve

Follow the steps below to view the Requisitions I Need To Approve section.

Steps

You can review a requisition by selecting the Requisition Title under the Requisition column. Once you have reviewed a requisition, you can choose to approve or not approve the requisition by selecting Approve or Not Approved under the Action column. If you click Approve, the hiring manager is notified. If you click Not Approved, the hiring manager is notified on the Workbench in the Requisitions Awaiting Approval section that the requisition was not approved.

Helpful Hint: You have the option to email your recruiter any questions that you may have by selecting Email. If you select Email, your default email application opens and a new email with the To field completed appears.

Text Only Step Actions for Viewing Requisitions Awaiting Approval

Follow the steps below to view the Requisitions Awaiting Approval section.

Steps

If any of your requisitions are not approved, you can view them in the Declined Requisition section along with the name of the second level manager that did not approve them.

Helpful Hint: You have the option to send an email to the Approver who disapproved your requisition by selecting Send Email to Approver. If you select Send Email to Approver, your default email application opens and a new email with the To field completed appears.

Viewing Requisitions Awaiting Approval

Follow the steps below to view the Requisitions Awaiting Approval section.

Steps

If any of your requisitions are not approved, you can view them in the Declined Requisition section along with the name of the second level manager that did not approve them.

Helpful Hint: You have the option to send an email to the Approver who disapproved your requisition by selecting Send Email to Approver. If you select Send Email to Approver, your default email application opens and a new email with the To field completed appears.

_ New Requisitions

Accessibility Instructions

Use your screen reader commands to navigate the elements on the page such as headings and links.

Introduction

To create a new requisition, you must have your Quick Search Bar displayed under your Global Navigation Bar. If you have clicked the Hide Quick Search, you must click Show Quick Search on your Global Navigation to display the Quick Search Bar. Once displayed, the Quick Search Bar is viewable at the top of all pages in the Hiring Center.

To initiate the requisition, select Create New Req in the Requisitions Quick Search Box.

The Requisition form includes the following sections:

• Basic Information
• Posting Information
• Other Information
• Descriptions
• Interview Team
• Recommended Compensation
• Due Diligence Checklist

Step Actions

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

• Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
• Screen Samples include detailed screen shots to help complete the transaction.

Key Terms

Text Only Step Actions for Creating a New Requisition

Follow the steps below to create a new requisition.

Steps

Open the Quick Search bar and select the Create new Req link. Once the requisition form is open, you click on the Data Selector icon next to the Position Title field to search for positions by Agency, Position Title or Position Number.

Helpful Hints:

• It is recommended that you search by the agency and position number rather than only the position title. Searching by the agency and position number limits the search results that are displayed, making it faster for you to find the position for which you are looking. Also, many positions have the same title so the position number is used to distinguish a position.
• Please note that the agency defaults to your agency. If you select another agency from the drop-down list, remember to click Search to bring up the correct search results.

• Position Title
• Functional Title (The functional title is the title that external applicants see when they view a posting. You have the option to edit the functional title so that it is more appropriate for an external applicant.)
• Position Number
• Job Code
• Salary Group
• EEO Code
• FLSA Status
• Full/ Part Time
• Regular/ Temporary
• Agency
• Department
• Location

• The following fields default based on the position selection in the Posting tab:
• Status - Defaults to Draft when creating a new requisition
• Requisition Type
• Posting Duration
• Requisition Owner - Defaults to the manager creating the requisition
• # of Openings - Defaults to 1

Helpful Hint: If the position does not qualify for telecommuting, leave the Telecommuting Status field value as Select One.

• You can cut and paste information from job descriptions you have on your computer into this section. The job description that you enter in the Job Description field is displayed on the job posting and is viewable to all applicants.
• Please remember to check the spelling on the Job Description as it will display to all applicants

• Position Title
• Functional Title
• Supervisory Level
• Requisition Owner
• Job Description
• Posting Salary From -To

Helpful Hints:

• Notice that the requisition is now called a Profile. Once the requisition is either routed for approval or saved as a draft, it is no longer called a Requisition but a Profile. You have the option to copy and/or edit the profile on this page. If you would like to copy a profile to create a new requisition, select Copy Profile from the right Menu navigation bar. If you would like to edit your profile, select Edit Profile from the right Menu navigation bar. You can still edit the requisition while it is in Draft status.
• You have the ability to choose assessment questions and interview questions to associate with the requisition. You can add an assessment or interview questions to a draft requisition. You cannot add interview questions to requisitions that have been approved.
• Please note that at this point, the requisition appears in Draft status on the My Requisitions section on the Workbench.

Helpful Hint: If you select Clone this Assessment, you can include additional questions that can help you sort your applicants. For example, for an Administrative Assistant position you may feel that it is critical that the applicant know how to use Microsoft Word. You can select Add a Question to this Assessment to add the question “Do you have experience using Microsoft Word?” You can also weight the question. By weighting the question, applicants who respond “Yes” to the question (if Yes is the correct response) will be sorted to the top of the applicant list. Questions that are more important should receive a higher weight.

Helpful Hint: These questions are used to sort the applicants. Applicants are sorted based on the question weight that you assign to each question. If your requisition is for a hard to fill position, it is recommended that you do not add an assessment and review all the applicants.

Helpful Hint: The CAPPS Service Center defaults into the Recruiter field as your level one approver and the Reports To field defaults to your manager. You may also choose an additional approver.

Helpful Hints:

• Notice that the requisition is now called a Profile. Once the requisition is either routed for approval or saved as a draft, it is no longer called a Requisition but a Profile. You are no longer able to edit the requisition profile once you have routed the requisition for approval, however, you do have the option to copy the Profile by selecting Copy Profile from the right Menu navigation bar.
• Notice that once the requisition is routed for approval, it appears on the Workbench page under the Requisitions Awaiting Approval section. The requisition details display the requisition, the CAPPS Service Center Specialist associated with the requisition, and which approver is currently reviewing the requisition.
• Once you have routed the requisition for approval, the Staffing Specialist contacts you to review your requisition form.

Creating a New Requisition

Follow the steps below to create a new requisition.

Steps

Open the Quick Search bar and select the Create new Req link. Once the requisition form is open, you click on the Data Selector icon next to the Position Title field to search for positions by Agency, Position Title or Position Number.

Helpful Hints:

• It is recommended that you search by the agency and position number rather than only the position title. Searching by the agency and position number limits the search results that are displayed, making it faster for you to find the position for which you are looking. Also, many positions have the same title so the position number is used to distinguish a position.
• Please note that the agency defaults to your agency. If you select another agency from the drop-down list, remember to click Search to bring up the correct search results.

Once you select a position title (e.g. Administrative Assistant 00005519), certain information pre-populates from the position selected. The following fields default based on the position selection in the Basic Information tab:

• Position Title
• Functional Title (The functional title is the title that external applicants see when they view a posting. You have the option to edit the functional title so that it is more appropriate for an external applicant.)
• Position Number
• Job Code
• Salary Group
• EEO Code
• FLSA Status
• Full/ Part Time
• Regular/ Temporary
• Agency
• Department
• Location

• The Agency field also defaults based on your agency specific information. Notice that you cannot edit any fields that are in bold on the screen.

• The following fields default based on the position selection in the Posting tab:
  • Status - Defaults to Draft when creating a new requisition
  • Requisition Type
  • Posting Duration
  • Requisition Owner - Defaults to the manager creating the requisition
  • # of Openings - Defaults to 1

1. Under the Posting Information section you select the Requisition Type as either Regular or Perpetual from the drop down. A Regular requisition has a posting duration of 10 days. The Service Center contacts you to extend the advertising date for a regular requisition. A Perpetual requisition has a posting duration of 182 days (6 months). If you select a perpetual requisition, you receive a message upon saving the requisition that you need to coordinate with the Service Center. The Service Center also contacts you to re-initiate a perpetual requisition.

Helpful Hint: If the position does not qualify for telecommuting, leave the Telecommuting Status field value as Select One.

• You can cut and paste information from job descriptions you have on your computer into this section. The job description that you enter in the Job Description field is displayed on the job posting and is viewable to all applicants.
• Please remember to check the spelling on the Job Description as it will display to all applicants

• Position Title
• Functional Title
• Supervisory Level
• Requisition Owner
• Job Description
• Posting Salary From -To

• Notice that the requisition is now called a Profile. Once the requisition is either routed for approval or saved as a draft, it is no longer called a Requisition but a Profile. You have the option to copy and/or edit the profile on this page. If you would like to copy a profile to create a new requisition, select Copy Profile from the right Menu navigation bar. If you would like to edit your profile, select Edit Profile from the right Menu navigation bar. You can still edit the requisition while it is in Draft status.
• You have the ability to choose assessment questions and interview questions to associate with the requisition. You can add an assessment or interview questions to a draft requisition. You cannot add interview questions to requisitions that have been approved.
• Please note that at this point, the requisition appears in Draft status on the My Requisitions section on the Workbench.

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Helpful Hint: If you select Clone this Assessment, you can include additional questions that can help you sort your applicants. For example, for an Administrative Assistant position you may feel that it is critical that the applicant know how to use Microsoft Word. You can select Add a Question to this Assessment to add the question “Do you have experience using Microsoft Word?” You can also weight the question. By weighting the question, applicants who respond “Yes” to the question (if Yes is the correct response) will be sorted to the top of the applicant list. Questions that are more important should receive a higher weight.

Helpful Hint: These questions are used to sort the applicants. Applicants are sorted based on the question weight that you assign to each question. If your requisition is for a hard to fill position, it is recommended that you do not add an assessment and review all the applicants.

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Helpful Hint: The CAPPS Service Center defaults into the Recruiter field as your level one approver and the Reports To field defaults to your manager. You may also choose an additional approver.

Helpful Hints:

• Notice that the requisition is now called a Profile. Once the requisition is either routed for approval or saved as a draft, it is no longer called a Requisition but a Profile. You are no longer able to edit the requisition profile once you have routed the requisition for approval, however, you do have the option to copy the Profile by selecting Copy Profile from the right Menu navigation bar.
• Notice that once the requisition is routed for approval, it appears on the Workbench page under the Requisitions Awaiting Approval section. The requisition details display the requisition, the CAPPS Service Center Specialist associated with the requisition, and which approver is currently reviewing the requisition.
• Once you have routed the requisition for approval, the Staffing Specialist contacts you to review your requisition form.

_ Reviewing Applicants

Accessibility Instructions

Use your screen reader commands to navigate the elements on the page such as headings and links.

Introduction

The complete requisition profile contains a summary of all of the requisition information as well as the ability to add additional information required for the staffing process. Once the requisition is approved, the requisition profile is updated to reflect the approved status. The profile is posted so that applicants can view the posting and apply to the position.

Step Actions

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

• Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
• Screen Samples include detailed screen shots to help complete the transaction.

Key Terms

Text Only Step Actions for Tracking an Application Status

Follow the steps below to track an application status.

Steps

Navigate to the Workbench tab under My Requisitions to track the status of applications to your requisitions. The number under the Applicant Count column indicates how many applicants are attached to (or have applied to) your requisition.

• Applicants
• Requisition Approvals
• Descriptions
• Interview Team
• Compensation
• Applicant Screening
• Interview Questions
• Due Diligence Checklist
• Expenses
• Requisition History

• Requisition Details, Requisition Approvals, Descriptions, Recommended Compensation, Due Diligence Checklist and Requisition History are informational and provide you with information about the requisition. You do not make entries in these sections.
• Applicants, Interview Team, Applicant Screening, Interview Questions and Expenses are all used in the process of reviewing and hiring applicants.

To start reviewing applicants and tracking the hiring process, scroll down the requisition profile to the Applicants section.

Helpful Hints:

• The Applicant section of the requisition is updated with the names of applicants who have applied to the specific requisition and tracks the applicant’s status as the applicant moves through the recruitment process. As the applicant moves through the recruitment process, the bar below the Stage column updates to the stage of the process the applicant is in. Each stage has a color associated with it and the bar begins to fill up as the applicant moves through the process.
• If there are applicants attached to your requisition, you can perform a concept search. Select Click here to search within these Applicants to search applicants attached to your requisition. You only see this link if there are applicants attached to your requisition.
• Once you select Click here to search within these Applicants, a new page appears where the position description is pre-populated in the search field. Review the job description and then click the Search button. Clicking Search compares the job description and conceptually matches it to applications of the applicants on this requisition. This search returns a results page which sorts the applicants according to the match.
• The fields which are returned can be changed by clicking on Change Column Heading. Select Change Column Heading to choose which column headings to display in the Applicants section.

• Incomplete Application
• Application Complete
• Pre-Screening Due Diligence
• Screening
• Pre-Interview Due Diligence
• Interviewing
• Post Interview Due Diligence
• Offer
• Post Offer Due Diligence
• Hired
• Ready to Hire
• Not Selected

• Applicant Details
• Req History
• Activities
• Additional Information
• References
• Due Diligence Checklist
• Candidate Expense
• Resume
• Summary
• Questionnaires

• Applicant Details, Additional Information, Resume, and Summary are informational and provide you with information about the applicant. You do not make entries in these sections.
• Req History, Activities, References, Due Diligence Checklist, Candidate Expense, and Questionnaires are all used in the process of reviewing and hiring applicants.
• There are visual indicators under Name. An applicant can have multiple visual indicators next to the applicant’s name. The following lists a description for each visual indicator.
  • E indicates Employee
  • FE indicates Former Employee
  • RIF indicates RIF Applicant
  • V indicates Veteran
  • VO indicates Veteran Orphan
  • VS indicates Veteran Spouse
  • Asterisk (*) indicates Felony
  1. Various actions can be initiated by you for each of the applicants attached to your requisition:
  2. Send to Requisitions
  3. Review Applicants
  4. Mass Print
  5. Mass Print Employment Applications
  6. Send an Email
  7. Send Job Description via email
  8. Send to Assessment Comparison Chart
  9. Export Applicants (Addresses Only)
  10. Export Applicants and Offers

  Helpful Hints:

  • Check All on This Page � To take action on all the applicants who are displayed in the Applicants tab, select Check All on This Page. You then select the action you want to take from the drop-down menu and click the Go button.
  • Check All on All Pages � To take action on all or a majority of the applicants attached to your requisition, select Check All on All Pages. This selects all the applicants attached to your requisition. If necessary, you can deselect those applicants who you do not want to take action against by clicking the check box on the left side in the applicant’s row. You then select the action you want to take from the dropdown menu and click the Go button.
  • Uncheck All � To deselect all the applicants that you have previously selected, select Uncheck All.

  Helpful Hints:

  • Please note that different activities display based on what stage the applicant is in.
  • Possible activities are: (Activities listed in red are required and you are not able to progress to the next stage without adding them.)
    • Applicant Stage: Prequalification
      • Activity: No Manager Activities
      Activity: No Manager Activities

      • Activity: Due Diligence In Progress
      • Activity: Due Diligence Complete � Passed Results

      • Activity: Reviewed Applicant
      • Activity: Call Applicant

      • Activity: Due Diligence In Progress
      • Activity: Due Diligence Complete - Passed Results

      • Activity: Request Interview
      • Activity: Propose Interview Times to Applicant
      • Activity: Check References
      • Activity: Interview Complete
      • Activity: Selection Summary Form (Required Activity)

      • Activity: Due Diligence In Progress
      • Activity: Due Diligence Complete- Passed Results

      • Activity: Offer Extended (Required Activity)
      • Activity: Create Offer Letter

      • Activity: Fingerprint Check Initiated
      • Activity: Fingerprint Check Completed

      Activity: Hired / Accepted (Required Activity)

      Activity: Ready to Hire (Required Activity)

      • Activity: Applicant Initiated Disqualification
      • Activity: Disposition Letter
      • Activity: Disq Applicant/Multiple Reasons
      • Activity: Disq Applicant/Same Reason
      • Activity: Due Diligence Complete- Failed Results
      • Activity: Manager Disqualified
      • Activity: No Show

      Tracking an Application Status

      Follow the steps below to track an application status.

      Steps

      Navigate to the Workbench tab under My Requisitions to track the status of applications to your requisitions. The number under the Applicant Count column indicates how many applicants are attached to (or have applied to) your requisition.

      • Applicants
      • Requisition Approvals
      • Descriptions
      • Interview Team
      • Compensation
      • Applicant Screening
      • Interview Questions
      • Due Diligence Checklist
      • Expenses
      • Requisition History
      • Requisition Details, Requisition Approvals, Descriptions, Recommended Compensation, Due Diligence Checklist and Requisition History are informational and provide you with information about the requisition. You do not make entries in these sections.
      • Applicants, Interview Team, Applicant Screening, Interview Questions and Expenses are all used in the process of reviewing and hiring applicants.

      

      To start reviewing applicants and tracking the hiring process, scroll down the requisition profile to the Applicants section.

      Helpful Hints:

      • The Applicant section of the requisition is updated with the names of applicants who have applied to the specific requisition and tracks the applicant’s status as the applicant moves through the recruitment process. As the applicant moves through the recruitment process, the bar below the Stage column updates to the stage of the process the applicant is in. Each stage has a color associated with it and the bar begins to fill up as the applicant moves through the process.
      • If there are applicants attached to your requisition, you can perform a concept search. Select Click here to search within these Applicants to search applicants attached to your requisition. You only see this link if there are applicants attached to your requisition.
      • Once you select Click here to search within these Applicants, a new page appears where the position description is pre-populated in the search field. Review the job description and then click the Search button. Clicking Search compares the job description and conceptually matches it to applications of the applicants on this requisition. This search returns a results page which sorts the applicants according to the match.
      • The fields which are returned can be changed by clicking on Change Column Heading. Select Change Column Heading to choose which column headings to display in the Applicants section.
      • Incomplete Application
      • Application Complete
      • Pre-Screening Due Diligence
      • Screening
      • Pre-Interview Due Diligence
      • Interviewing
      • Post Interview Due Diligence
      • Offer
      • Post Offer Due Diligence
      • Hired
      • Ready to Hire
      • Not Selected

      

      Selecting Filter next to Name allows you to define which stages to display in the applicant list, and hides from view those applicants that are in a stage that has been filtered out. This allows you to manage applicant information.

      • Applicant Details
      • Req History
      • Activities
      • Additional Information
      • References
      • Due Diligence Checklist
      • Candidate Expense
      • Resume
      • Summary
      • Questionnaires
      • Applicant Details, Additional Information, Resume, and Summary are informational and provide you with information about the applicant. You do not make entries in these sections.
      • Req History, Activities, References, Due Diligence Checklist, Candidate Expense, and Questionnaires are all used in the process of reviewing and hiring applicants.
      • There are visual indicators under Name. An applicant can have multiple visual indicators next to the applicant’s name. The following lists a description for each visual indicator.
        • E indicates Employee
        • FE indicates Former Employee
        • RIF indicates RIF Applicant
        • V indicates Veteran
        • VO indicates Veteran Orphan
        • VS indicates Veteran Spouse
        • Asterisk (*) indicates Felony
        1. Various actions can be initiated by you for each of the applicants attached to your requisition:
        2. Send to Requisitions
        3. Review Applicants
        4. Mass Print
        5. Mass Print Employment Applications
        6. Send an Email
        7. Send Job Description via email
        8. Send to Assessment Comparison Chart
        9. Export Applicants (Addresses Only)
        10. Export Applicants and Offers

        Helpful Hints:

        • Check All on This Page � To take action on all the applicants who are displayed in the Applicants tab, select Check All on This Page. You then select the action you want to take from the drop-down menu and click the Go button.
        • Check All on All Pages � To take action on all or a majority of the applicants attached to your requisition, select Check All on All Pages. This selects all the applicants attached to your requisition. If necessary, you can deselect those applicants who you do not want to take action against by clicking the check box on the left side in the applicant’s row. You then select the action you want to take from the dropdown menu and click the Go button.
        • Uncheck All � To deselect all the applicants that you have previously selected, select Uncheck All.

        

        1. To track the activities for an applicant, select Add Activity from the Action column in the row with the applicant’s name. Some activities are required activities. You are not able to move past required activities until they are complete.
        • Please note that different activities display based on what stage the applicant is in.
        • Possible activities are: (Activities listed in red are required and you are not able to progress to the next stage without adding them.)
          • Applicant Stage: Prequalification
            • Activity: No Manager Activities
            Activity: No Manager Activities

            • Activity: Due Diligence In Progress
            • Activity: Due Diligence Complete � Passed Results

            • Activity: Reviewed Applicant
            • Activity: Call Applicant

            • Activity: Due Diligence In Progress
            • Activity: Due Diligence Complete - Passed Results

            • Activity: Request Interview
            • Activity: Propose Interview Times to Applicant
            • Activity: Check References
            • Activity: Interview Complete
            • Activity: Selection Summary Form (Required Activity)

            • Activity: Due Diligence In Progress
            • Activity: Due Diligence Complete- Passed Results

            • Activity: Offer Extended (Required Activity)
            • Activity: Create Offer Letter

            • Activity: Fingerprint Check Initiated
            • Activity: Fingerprint Check Completed

            Activity: Hired / Accepted (Required Activity)

            Activity: Ready to Hire (Required Activity)

            • Activity: Applicant Initiated Disqualification
            • Activity: Disposition Letter
            • Activity: Disq Applicant/Multiple Reasons
            • Activity: Disq Applicant/Same Reason
            • Activity: Due Diligence Complete- Failed Results
            • Activity: Manager Disqualified
            • Activity: No Show

            

            Selecting View History in the Applicants section opens a new browser window displaying the applicant’s activity history for your requisition.

            _ Interviews

            Accessibility Instructions

            Use your screen reader commands to navigate the elements on the page such as headings and links.

            Introduction

            To move an applicant through the stages of the applicant process, you add an activity and track the results of that activity. In the sixth stage of the applicant process, you interview the applicants.

            Step Actions

            The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

            • Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
            • Screen Samples include detailed screen shots to help complete the transaction.

            Key Terms

            Text Only Step Actions for Completing Interview Activities

            Follow the steps below to completing interview activities.

            Steps

            For the applicant you want to interview, select Add Activity to request an interview. Select Request an Interview. The following Interview Action Workflow page displays.

            Completing Interview Activities

            Follow the steps below to completing interview activities.

            Steps

            

            For the applicant you want to interview, select Add Activity to request an interview. Select Request an Interview. The following Interview Action Workflow page displays.

            

            The Interview team that you previously added to the requisition appears in this section. You may add additional interviewers in this section. When the interview request is complete, click the Save button.

            

            You schedule an interview by selecting Schedule in the Action column. You enter all necessary information and then click the Schedule button.

            

            Once an interview is scheduled, it displays on your Interview Planner. To view your Interview Planner, select View Interview Planner or click on the Interview Planner icon. A new browser window opens that displays your Interview Planner.

            

            If you want to reschedule an interview, select Reschedule in the Action column next to the interview you would like to reschedule.

            

            After interviewing all your applicants, complete a Summary Selection form for the applicant you chose to hire. This form is used to support your selection of the applicant. This is a required activity that you must complete. You follow the Add Activity process previously described in the Requisition Profile section to generate a Selection Summary form. Once you complete the process, the Selection Summary screen displays.

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            You can document all expenses that you incurred for a requisition. To track the expenses for your requisitions, view your requisitions under My Requisitions on the Workbench page. Select the Requisition Title to view the profile. Scroll down the profile to the Expenses section. Select Add Expenses and complete the expense details form. After you click the Save button, the expense is displayed in the Expenses section.

            _ Offers

            Accessibility Instructions

            Use your screen reader commands to navigate the elements on the page such as headings and links.

            Introduction

            When you are ready to extend an offer to the applicant, select Add Activity from the Applicant’s Tab in the Requisition Profile and initiates the appropriate activity.
            

            Helpful Hint: A hiring manager cannot offer an external candidate more than the maximum salary reflected on the requisition. When offering internal employees a promotion, the 7% rule applies. For lateral transfers between HHS agencies, the HR policy regarding salary determination applies.
            

            The following is the Offer Workflow:

            • Manager initiates the offer approval process
            • Service Center receives offer approval form
            • Service Center reviews offer approval form
            • Service Center routes offer approval form to the manager’s manager
            • Manager’s manager receives offer approval form
            • Department Head (Manager ID) receives offer approval form
            • Manager is notified if the offer is approved/not approved
            • Manager makes a verbal offer to the applicant if the offer is approved
            • Manager sends the applicant an offer confirmation letter

            Step Actions

            The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

            • Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
            • Screen Samples include detailed screen shots to help complete the transaction.

            Key Terms

            Text Only Step Actions for Completing the Offer Workflow

            Follow the steps below to compete the offer workflow process.

            Steps

            To move an applicant through the stages of the applicant process, you add an activity and track the results of that activity. In the eighth stage of the applicant process, you make an offer to an applicant. This is a required activity that you must complete. For the applicant you want to make an offer, select Add Activity to generate an offer approval form. The following Generate an Offer for Approval page displays.

            Helpful Hints:

            • Base Salary (Monthly Amount) pay components are entered on the offer page.
            • Review the Onboarding User Guide regarding Shift Differential Percentage.
            • You are required to enter the monthly compensation on the offer page, even if your requisition was posted as Hourly. The edit checks on the offer page test against the min and max for the monthly salary compensation. If you need to submit an offer outside of the range please contact your HR Professional. The compensation you submit on this form is exactly what the applicant will get paid.

            Completing the Offer Workflow

            Follow the steps below to compete the offer workflow process.

            Steps

            

            To move an applicant through the stages of the applicant process, you add an activity and track the results of that activity. In the eighth stage of the applicant process, you make an offer to an applicant. This is a required activity that you must complete. For the applicant you want to make an offer, select Add Activity to generate an offer approval form. The following Generate an Offer for Approval page displays.

            Helpful Hints:

            • Base Salary (Monthly Amount) pay components are entered on the offer page.
            • Review the Onboarding User Guide regarding Shift Differential Percentage.
            • You are required to enter the monthly compensation on the offer page, even if your requisition was posted as Hourly. The edit checks on the offer page test against the min and max for the monthly salary compensation. If you need to submit an offer outside of the range please contact your HR Professional. The compensation you submit on this form is exactly what the applicant will get paid.

            

            Once the offer goes through the approval process and the applicant accepts your verbal offer, you can send an offer confirmation letter to the applicant. You select Add Activity to generate an offer confirmation letter. Once you complete the process, the Action Workflow page displays.

            

            Once an applicant has accepted your offer, you must change the applicant’s status in the Applicant Tab. You follow the Add Activity process previously described in the Requisition Profile section and select the Hired/Accepted option from the drop down menu. Once you complete the process, the Applicant Start Information page displays.

            

            Before the applicant reports to work you must change the applicant’s status to Ready To Hire in the Applicant Tab on the Requisition Profile.

            _ Recruiter List

            Accessibility Instructions

            Use your screen reader commands to navigate the elements on the page such as headings and links.

            Introduction

            You can view all your recruiters on the Recruiter List page.

            Step Actions

            The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

            • Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
            • Screen Samples include detailed screen shots to help complete the transaction.

            Key Terms

            Text Only Step Actions for Viewing the Recruiter List

            Follow the steps below to view the recruiter list.

            Steps

            Click the Recruiter List Tab and select a recruiter name from the list.

            Viewing the Recruiter List

            Follow the steps below to view the recruiter list.

            Steps

            

            Click the Recruiter List Tab and select a recruiter name from the list.

            _ Reports

            Accessibility Instructions

            Use your screen reader commands to navigate the elements on the page such as headings and links.

            Introduction

            The Report page provides a number of reports that you can generate. A brief description is provided next to each report to help you select the appropriate report.

            Step Actions

            The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

            • Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
            • Screen Samples include detailed screen shots to help complete the transaction.

            Key Terms

            Text Only Step Actions for Using Reports

            Follow the steps below to use the Hiring Center reports.

            Steps

            Click the Reports tab from the Global Navigation bar. The list of available reports displays.

            Helpful Hint: By clicking on the title of any report listed, the report opens in a separate window. You must first enter the filter criteria on the top of the page. You can create a report that only includes information about a specific agency, department, manager or recruiter. You can also specify a time frame. After you have entered all of your filter criteria, select the Filter button to run the report. Once the report is run, you can filter the report results by selecting the column headers (e.g. Created, Created By, Activity, Requisition (ID), Department (on Req), Manager (on Req).

            Button: Export to Excel
            Description: Exports the current report to Excel. You can save the data on your computer and manipulate it.

            Description: Converts report data into a bar graph. The bar graph opens in a new window.

            Description: Converts report data into a pie chart. The pie chart opens in a new window.

            Description: Prints the current report.

            Description: Displays the title and description of the report you selected in a new window.

            Description: Creates a report that displays the filter criteria you selected.

            Using Reports

            Follow the steps below to use the Hiring Center reports.

            Steps

            

            Click the Reports tab from the Global Navigation bar. The list of available reports displays.

            

            Helpful Hint: By clicking on the title of any report listed, the report opens in a separate window. You must first enter the filter criteria on the top of the page. You can create a report that only includes information about a specific agency, department, manager or recruiter. You can also specify a time frame. After you have entered all of your filter criteria, select the Filter button to run the report. Once the report is run, you can filter the report results by selecting the column headers (e.g. Created, Created By, Activity, Requisition (ID), Department (on Req), Manager (on Req).

            

            A Reports Toolbar is located in the upper right corner of each report. Refer to the following table for a description of each button. Button: Export to Excel Description: Exports the current report to Excel. You can save the data on your computer and manipulate it.

            Description: Converts report data into a bar graph. The bar graph opens in a new window.

            Description: Converts report data into a pie chart. The pie chart opens in a new window.

            Description: Prints the current report.

            Description: Displays the title and description of the report you selected in a new window.

            Description: Creates a report that displays the filter criteria you selected.

            _ Help

            Accessibility Instructions

            Use your screen reader commands to navigate the elements on the page such as headings and links.

            Introduction

            The Hiring Center Help provides links to a series of available help resources.

            Step Actions

            The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

            • Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
            • Screen Samples include detailed screen shots to help complete the transaction.

            Key Terms

            Text Only Step Actions for Accessing Help

            Follow the steps below to access the Hiring Center Help.

            Steps

            1. You access all help material by clicking Help on the Global Navigation bar. A new browser window opens and you can search the index for the topic area that you need to review.

            Accessing Help

            Follow the steps below to access the Hiring Center Help.

            Steps

            

            You access all help material by clicking Help on the Global Navigation bar. A new browser window opens and you can search the index for the topic area that you need to review.

            _ Key Things to Remember

            Key Things to Remember

            Service Center Information:

            The Service Center operates between 7:00 a.m. and 7:00 p.m. Central Time, Monday through Friday. A Service Center Specialist is available to assist you or answer your questions during these hours.