Viewing & Managing Your Applicants
using the online employment system
I. Viewing Your Applicants General Tips
You may use the Online Employment System (OES) to view and/or print Hiring Manager Site Applicant Site
applications, cover letters, resumes and one other document such as a list of http://careers.brown.edu/hr http://careers.brown.edu
references or a letter of recommendation, uploaded by applicants. You can If you have questions or need guidance viewing
access these materials by taking the following steps: and/or managing your applicants, please get in touch
with your HR Generalist by calling the Human
1. Open your browser, type http://careers.brown.edu/hr into the address field Resources front desk at 401 863.3175.
and hit ENTER. You should arrive at a login screen.
The OES is optimized for use with Internet Explorer.
2. Enter your user name and password in the corresponding fields and click on
The browser's navigation buttons are disabled while
LOGIN.
you are in the OES. One should use the system's
3. You should arrive at a screen that displays your open position title, its internal links to navigate.
assigned job number, the number of applicants you have in the pool, etc. One should use the scroll wheel on the mouse with
caution while in the system. The scroll wheel can,
If after logging in you do not see your position listed, click on the instead of scrolling down the page, scroll through one
VIEW PENDING link on the left side of the screen to see where in the of the page's dropdown menus and populate the field
incorrectly.
opening process your position is.
4. Click on the blue VIEW link under the POSITION TITLE heading.
5. This is the APPLICANTS page, where the position's active applicants are
displayed. Here you will be able to view the names of your applicants and the
materials they have submitted for your review. Click on the appropriate link. A
new window will appear and you will be able to view the document in Adobe
Reader. From here you can print the materials for your records and/or save
them to your hard drive.
II. Managing Your Applicants
Managing your applicants is a way to keep yourself organized, as some applicant
pools can get large and become unwieldy. Doing so periodically throughout the
screening process will also help expedite the completion of the online hiring
report.
Changing a Single Applicant's Status
1. While on the APPLICANTS page, click on the blue CHANGE STATUS link
that corresponds to the applicant whose status you want to change.
2. On the next page, under the STATUS column, choose the desired status
from the dropdown menu. Click on the CONTINUE TO CONFIRM PAGE
button, then click on the CONFIRM button to save the changes.
Click None to deselect all your candidates.
Changing Multiple Applicant's Statuses
Click All to select all of your candidates
1. Select the applicants whose statuses you would like to change either by and change multiple statuses at once.
clicking on the checkboxes to the right of each applicant or by clicking on the
ALL link (see image to the right) to select all your applicants at once.
2. Click on the CHANGE MULTIPLE APPLICANT STATUSES button. The button is
located at the bottom of your active applicants list.
3. This brings you to the CHANGE APPLICANT STATUS page. Here you can
change the status if all the applicants at once or individually. Please refer to the
image on the following page for guidance.
Selecting a status from the dropdown menu in the top
row will change the statuses of all applicants that fall
below.
You may select the desired status for each
individual applicant by selecting it from the status
dropdown menu next to their name.
4. After making the changes, scroll down to the bottom of the page and click on
the CONTINUE TO CONFIRM button.
5. On the page that follows, scroll down to verify that the status for each
applicant is correct and click on the SAVE STATUS CHANGES button.
A Word on Active and Inactive Applicants Pools...
There are both active and inactive applicant pools in which your applicants are
placed based on the status you assign them. Active applicants are visible on the
APPLICANTS page while inactive applicants are not.
Changing an applicant's status to NO INTEREST TO INTERVIEW,
APPLICATION WITHDRAWN or FAILED TESTING will place him/her
in the inactive pool.
To view your inactive applicants you will need to use the
REFRESH function located at the bottom of the APPLICANTS
page.
1. Click on the checkbox next to INACTIVE APPLICANTS.
2. Uncheck the box next to ACTIVE APPLICANTS.
3. Click on REFRESH.
4. The following page will display all your inactive applicants
for the position. If you would like to move an applicant back
into the active pool, click on the CHANGE STATUS link below the applicant's
name and change the status to UNDER REVIEW BY HIRING MGR.
Suggestions for Effective If you know you will not want to bring an After interviewing applicants you should change
Applicant Management applicant in for an interview, change their status their status to INTERVIEWED, SELECTION
to NO INTEREST TO INTERVIEW so that they PENDING, specify a SELECTION/NON-
are moved into the inactive pool. SELECTION reason from the dropdown menu to
the right, and elaborate on your reason in the
As you decide on which applicants to bring in for
DETAILS box.
interviews, you should change the status of those
applicants to INTERVIEW PENDING.