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Entering a Requisition

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					                 Delaware Employment Link
                      Linking you to the future…



                  User Click-by-Click Guide
                    Revised August 2008




                           State of Delaware DEL Training
                            Confidential –Not for Distribution
This document is for the exclusive use of the State of Delaware and is only to be used by
registered DEL users as a help guide. Any photocopying, unauthorized distribution, or
unauthorized use of this document will be considered breach of confidentiality and an
infringement upon the intellectual property rights of OnePlanetWeb, Inc.
Using DEL .......................................................................................................................... 5
Logging In ........................................................................................................................... 5
DEL—The Major Steps ...................................................................................................... 6
Creating a Requisition ........................................................................................................ 8
Requisition Data.................................................................................................................. 9
Request Date ....................................................................................................................... 9
Hire Date ............................................................................................................................. 9
Department Data ................................................................................................................. 9
Department .......................................................................................................................... 9
Division ............................................................................................................................... 9
Section................................................................................................................................. 9
Job Code and Merit Title .................................................................................................... 9
Recruitment Data .............................................................................................................. 10
Only Show Referral/elist for Agency ............................................................................... 10
List Derived from Class Number and Title....................................................................... 10
Type of Recruitment ......................................................................................................... 10
Type of Eligible List ......................................................................................................... 10
Vacancy Information ........................................................................................................ 10
New Position ..................................................................................................................... 11
Replacement ...................................................................................................................... 11
Dual Fill ............................................................................................................................ 11
Shift Hours ........................................................................................................................ 11
Weekend/Holidays Required ............................................................................................ 11
Posting Duration ............................................................................................................... 11
List Requirements ............................................................................................................. 12
Number of Vacancies (#Vac)............................................................................................ 12
Pay Grade .......................................................................................................................... 12
Employment Term ............................................................................................................ 12
Employment Schedule ...................................................................................................... 12
Employment Type ............................................................................................................. 12
Location Detail.................................................................................................................. 12
Notes ................................................................................................................................. 12
Summary Statement .......................................................................................................... 12
Additional Posting Requirements ..................................................................................... 13
External Advertising ......................................................................................................... 13
Hiring Manager ................................................................................................................. 14
Human Resources Notes ................................................................................................... 14
When Finished .................................................................................................................. 15
If the Requisition is not Ready for Routing ..................................................................... 15
Using the HR Approve Button.......................................................................................... 16
Using the HR Process Button ........................................................................................... 17
Using the My Reqs Button................................................................................................ 18
Using the Status Button .................................................................................................... 20




                                                                                                                                        2
The Jobs Tab ..................................................................................................................... 21
   Creating a Recruitment Plan ........................................................................................ 21
   Fields to Fill Out on a Recruitment Plan ................................................................ 22-26
   Basic Tab ..................................................................................................................... 22
      Job Title, Subtitle, Agency, Job Number, Agency HR, Dates, ............................... 23
      Web Posting, JobOpen Date, Supplemental, Job Close Date, Agency, Job Type .. 24
      Salary, Flex Specialties ........................................................................................... 25
      Additional Details, Save .................................................................................... 26-28
   Requirements Tab ........................................................................................................ 26
      Employment Term, Type, Locations, Counties, Shifts ........................................... 27
      Additional Required, Typing, Agency Contact ...................................................... 28
   Selection Procedure Tab ......................................................................................... 28-32
       Exam Type ............................................................................................................. 29
       Exam Date, Exam Purpose, Show Public .............................................................. 30
       Updating the Status Board ..................................................................................... 31
   Comments Tab ............................................................................................................. 32
   Advertisement Tab ....................................................................................................... 33
   Extra Fields Tab ........................................................................................................... 33
   Completing the Recruitment Plan ................................................................................ 34
Creating a Casual/Seasonal Requisition/Recruitment Plan .............................................. 35
Creating a Requisition/Recruitment Plan when Under-filling .......................................... 36
Home Page Features and Dashboard ................................................................................ 37
Reviewing Applications Received .................................................................................... 40
   Sending Notices to Applicants ..................................................................................... 42
   Department Notes ........................................................................................................ 45
   Ap Tab Views .............................................................................................................. 45
   Custom View Reporting .............................................................................................. 47
   Tracking Detail ............................................................................................................ 49
Dispositioning and Scoring Applications ......................................................................... 49
   Quality Control Evaluation Score Changes ................................................................. 50
   Entering Manual T & E Scores ................................................................................... 54
Managing your 180 Recruitments..................................................................................... 56
   Dispositioning Applications to ER .............................................................................. 56
   Make Applications Ready for Referral ........................................................................ 59
   Enter Eligible List Date ............................................................................................... 59
Referral Lists..................................................................................................................... 60
   Transfers/Reinstatements/Voluntary Demotions ......................................................... 61
   Sharing Referrals Lists with HiringManagers ............................................................. 64
   Sharing Casual/Seasonal Recruitments with Hiring Managers ................................... 65
   Dispositioning Applications on a Referral List ........................................................... 66
   Dispositioning a Hire on a Referral List ...................................................................... 67
   Sending Notices to Applicants from a Referral List .................................................... 68
   Reopening a Referral List ............................................................................................ 71
   Adding Names to a Referral List ................................................................................. 73
   Changing the Expiration Date of a Referral List ......................................................... 74




                                                                                                                                    3
Making an Applicant Inactive ........................................................................................... 75
Archiving and Deactiviating a Recruitment ..................................................................... 76
Class Series Recruitments ................................................................................................. 76
Free Names ....................................................................................................................... 79
   Free Name Requirements ............................................................................................ 79
   Free Name Applicant Side .......................................................................................... 83
   Free Name Administrative Side .................................................................................. 87
Posting Rules .................................................................................................................... 91
Notice Templates .............................................................................................................. 94



Note:
The purpose of the click by click guide is to show you how to navigate through the DEL
screens. This guide does not include the various federal and state laws, rules, regulations,
policies, procedures, guides, programs and contract agreements that are to be applied to
the recruitment, screening and hiring of applicants. Many of the State level guidelines can
be found at www.delawarepersonnel.com




                                                                                                                                   4
                                     Using DEL

WARNING: Do not close the program by clicking           at the top of screen.
When you are finished with each page click                    , or              to exit the
program.


When you want to exit DEL completely, click           which is found at the top of the
screen.



Logging In

The website for DEL for non-applicants is: https://www.jobaps.com/de/admin
After entering the website address you will see the following welcome screen:




                              first.last




Before logging in for the first time you will need to set up your profile. Go to ―Create a
New Account‖ and enter information in all fields. Get direction from your Agency HR on
what Agency to use from the drop-down box. You will need to create your own
password. Your password must contain 8-10 characters and contain at least one alpha,
one numeric and one special character. When you click Submit Profile, you will need to
contact the HRM administrator (see e-mails below) to allow access to the site. Once this
is completed, log in, by entering your email address (first.last) and the password you just
created.

Note: If you forget your password, do not create a new profile. Contact HRM
administrators; Cheryl Rice at cheryl.rice@state.de.us or Jane Hahn at
jane.hahn@state.de.us and they can reset your password.




                                                                                              5
DEL—The Major Steps
  Creating a posting using DEL requires several steps. The list below shows the order
  in which the steps should be completed and who should complete them:

  1. CREATE REQUISTION (see page 8 for specifics)-
     Phase I-The Hiring Manager completes a paper requisition which will be
     available online to allow Hiring Managers to e-mail the requisition to Agency
     HR. Agency HR will enter the information into DEL by using the following steps:
           a. Reqs Tab
           b. Create Reqs button
           c. HR Approve button
           d. HR Process button
           e. My Reqs button
     Phase II – The Hiring Manager will complete the requisition online in DEL and
     Route to HR. Agency HR will approve and create the Recruitment Plan.
  2. CREATE RECRUITMENT PLAN- Agency HR (see page 21 for specifics)-
           a. Jobs Tab
           b. Select requisition (job number) created in step 1
           c. Click on Recruitment Plan icon
           d. Fill out appropriate fields and make edits
           e. Enter Ready for Posting Date
  3. POSTING AND SUPPLEMENTAL QUESTIONS-OMB/HRM
           a. Search for all recruitment plans that are Ready for Posting
           b. Posting button
           c. SQ Design button
           d. Agency Reviews the Posting and Supplemental Questionnaire for
               accuracy
           e. Enter a Web Posting date on the recruitment plan-
               Applicants can apply unless the web posting date is future dated
  4. EXAM PLAN AND SCORE PLAN-OMB/HRM
           a. Agency HR will review applications for blatant misrepresentations
           b. HRM will create an exam plan
           c. HRM will push the qualified candidates through to ER status by using
               the exam plan
           d. HRM will mark the requisition Ready for Referral
           e. HRM will enter the Eligible List date in the Recruitment Plan
  5. CREATE REFERRAL LIST-AGENCY HR (see page 60 for specifics)-
           a. Go to Refer Tab
           b. Follow steps to create list
           c. Notices will be sent by Agency HR. (The NQ letter template to those
               that do not meet the job requirements and the Eligible letter template to
               those that make the Eligible List).
           d. Share with Hiring Managers through the Aps Tab in Phase I




                                                                                        6
            e. In Phase II, the Hiring Managers will be alerted through e-mail (only if
               you entered their full e-mail address on the requisition) and will be able
               to view the Referral list in DEL.

   6. FINAL DISPOSTIONS-AGENCY HR (see page 66 for specifics)-
       In Phase I-Agency HR makes final updates/dispositions to Referral list. In
       Phase II, the Hiring Manager completes this and Agency HR will review the
       results to.
           a. Hire candidate
           b. Archive list
           c. Notify HRM to ―Deactivate‖ the recruitment




Note: You should create a log that will track all of the requisition numbers,
recruitment plan numbers and referral list numbers that you create. As you work in
DEL you will find these numbers to be very useful.




                                                                                            7
Creating a Requisition

[home screenshot]


From the home screen, click           tab.




Click


Click

Note: The top of the Requisition screen includes these options:

          —prints the requisition
                 —saves the requisition
         —exits the program WITHOUT saving.


Steps to take when creating a requisition:
          Ensure you have the correct budget position number(s)
            before starting the requisition
          Ensure you have all Selectives, Preferred Qualifications,
            FCE’s, Writing Exercises, Conditions of Hire and/or
            Unique Posting Language approved through OMB/HRM
            before starting the requisition. Note: Agency HR
            coordinates this with OMB/HRM
          Fill out all of the required fields as noted below
          Ensure that the Hiring Manager documents anything that
            is specific to the posting in the field, “Notes to HR”, so
            that the posting can be accurate
          The Hiring Manager will Save and Route to HR once all
            fields are entered
          Record the Req number on a log once you have approved
            and processed the requisition




                                                                     8
Fields to Fill Out on a Requisition



Request Date—
This field will auto-fill- leave blank


Hire Date—                         —enter as mm/dd/yyyy or click     to select the
anticipated date the new hire will begin work.




Department Data




Department— In most cases, your agency name will auto-fill due to your security
access. If it is not filled in, select your agency by clicking   .

Division— select your division by clicking          .

Section—leave blank. This area will automatically fill when the vacancy information
and list requirements are entered.

Job Code and Merit Title—select the job code and merit title by clicking            .
If you are creating a Casual/Seasonal posting or under-filling a position, Hiring Managers
will contact Agency HR for special procedures. These special procedures start on page
68.




                                                                                         9
Recruitment Data




Only Show Referral/elist for agency—leave blank

List Derived from Class Number and Title—This area is used for these
reasons: Class series-Flex Specialties, Under-filling and Casual/Seasonal:

Class Series
In most cases you will have created a requisition for each level (see page 76 for
specifics) so you would not be utilizing this feature for a class series.
In the event that you did not create individual requisitions here is an option:
If you are posting a Nurse I, II, and III you can create a referral list for one particular
level in the series when you have only created one requisition by selecting the level that
you want to create the list for from the dropdown box only after the position closes. For
example you would enter Nurse I in the ―List Derived from‖ and then the referral list
would only include those that were qualified at that level.
Consult your OMB/HRM Employment Services Representative the first time you
have this scenario.

Under-fills- (see page 36 for specifics)
Enter the job code that is at the under-fill level here. Hiring Managers were directed to
consult with Agency HR for the correct code. Remember to under-fill a position, you
must have authorization to do so before you start a requisition in DEL.

Casual/Seasonal- (see page 35 for specifics)
Enter the merit equivalent job code here. Hiring Managers will consult with Agency HR
for the correct code.

Type of Recruitment—Select type (merit, open competitive, in-house, non-merit
exempt, or non-merit Casual/Seasonal) by clicking

Type of Eligible List—leave blank.




                                                                                         10
Vacancy Information




New Position—select if vacancy is a newly established position

Replacement*—select if vacancy is to replace someone leaving position; if selected,
enter previous incumbent name in field (* this will apply to most requisitions)

Dual Fill—select if vacancy is a dual incumbency

Shift Hours—leave blank unless position has hours other than 8:00 am to 4:30 pm or
some slight variation. It should be used when the position will be working a schedule
such as 3:00 pm to 11:00 pm or 11:00 pm to 7:00 am. This information will be
transferred to the posting and allow applicants to decide if they want to work this shift.

Weekend/Holidays Required—specify yes or no


Posting Duration

                                             7

Enter the number of calendar days (between 7 and 180) that this posting should remain
open. Remember that this will be seven in most cases. Refer to the Recruitment
Procedures found on www.delawarepersonnel.com/policies

Note: If the decision is made to post more than seven days but less than 180 days, Hiring
Managers must indicate their justification for this in the ―Notes to HR‖ comments field.




                                                                                             11
List Requirements




Budget Position—Click            to open the budget position chooser
screen. Select the appropriate budget position number by clicking once
on the position.
                                                                                    Example of
Click               on the bottom of the screen.                                      Budget
                                                                                     Position
When you select the budget position, the pay grade, work location and                Chooser
number of hours will fill once you click your mouse on any other box in
this section (See note below for further information on this).

Follow the Posting Rules (page 91) and if you have multiple vacancies
that meet these rules, you can add lines by:
                        Clicking the
                        Choose other BP numbers from dropdown

Note: If you have multiple vacancies, when you create your referral list you will have to
create a separate list for each vacancy (see page 60 for details)
.
#Vac—select the number of positions for this posting by clicking .

Pay Grade—Do not enter any information in this field; this information will
automatically fill when the budget position and the number of vacancies are entered. If it
does not auto-fill, verify against PHRST and determine reason.

Note: If you do not see your budget position number listed, check PHRST if you have
access or contact your Agency HR office to ensure that you have the correct number. If
PHRST needs to be updated, you should wait 24 hours for the upload to take place. (All
entries before 4:30 p.m. and that have an effective date of the same day should show
as an update the next day). You may also enter the appropriate budget number
manually. If you select from list or enter the number manually, the pay grade, work
location, number of hours, and location detail will automatically fill. Do not edit any
location information here. You will be able to edit location information on the
recruitment planner if necessary. If PHRST is correct and the information is not flowing,
contact OMB/HRM and have them review the JobAps location table.

Employment Term—Select from the dropdown –Regular, Casual/Seasonal, Limited
Term


                                                                                        12
Employment Schedule— Select from the dropdown-Full or Part time

Employment Type—Select from the dropdown-Anticipated Vacancy or Actual
Vacancy

Location Detail—This information will automatically fill in; click   to post the same
classification in more than one location.
Please note: You must follow HRM Posting Rules to post for more than one location.
Refer to page 91 for these rules

Notes: leave this area blank


Summary Statement




Only complete if you are adding a position specific summary. If you do so, make sure
you have it typed in exactly like you want the posting to read. Otherwise, the summary
from the job specification will be used on the posting.


Additional Posting Requirements

Select all that apply—If a selective or preferred qualification has been approved by
OMB/HRM, indicate the selective or preferred qualification in the box exactly as you
want the posting to read. Then list the justification for it and the Classification Analyst
that approved.




                                                                                              13
Writing Exercise or Functional Capability Evaluation—no justification or text needed in
the box, just check the box. Note: All of the additional posting requirements listed
above need HRM approval prior to posting.


External Advertising


Select all that apply—in notes enter the journal or newspaper in which you want to
advertise. This is informational. You will be able to track in the recruitment planner your
advertising expenses if you decide to do this.




This is the area where Hiring Managers will let Agency HR know any special language,
requirements, etc. that they want on the posting.


Hiring Manager




Hiring MgrName—list the first and last name of the Hiring Manager

HiringMgrPhone—list the Hiring Manager’s phone

Send Referral List to—list who you want to receive a copy of the referral list— enter a
full valid State e-mail address in the box. Once a referral list is created and the confirm
button is hit, the person listed in this area will receive an e-mail notification. In Phase II-
You must enter the Hiring Managers e-mail in order to have the system alert them
that they can look at the Referral list when you create it.


                         -Do not use this icon

Hiring Persons Name—optional; if using enter the representative’s first and last name




                                                                                            14
Person Responsible for Recruitment, Planning, & Testing—This is your Agency HR
contact that will be responsible for this recruitment.

Contact Phone—Enter the Agency HR phone number

Human Resources Notes—this field is for Agency HR use. List any notes that
you need to convey to OMB/HRM.




When Finished

                     —Click to display the dropdown menu and select the appropriate
person to receive the requisition. In most cases you will choose ROUTE TO HR-




                  —Sends the requisition to HR for processing or to whomever you
routed the requisition; once you click ―save and route‖, your requisition will be
forwarded.

You can print a copy of the requisition for your records, by clicking          at the top
of the screen.


If the requisition is not ready for routing:
                —saves and closes the information allowing you to return and finish later

          —does not save the requisition data; it just closes the program


If you route the requisition to the wrong person, go to             and filter your
requisition.


Click on           —Opens screen to route again. Select the person and click route; you
can add a message prior to sending.




                                                                                        15
Using the HR Approve Button
After a requisition has been created and routed to HR, Agency HR will approve and
process the requisition which will send the information to the recruitment planner. Here
are the steps to approve and process requisitions.


                   -click the button
Find your requisition by filtering with any of the buttons below:




The easiest way to filter is by your division:




Agency HR will be able to view all requisitions from their agency; select the division
from the dropdown to narrow the search and click             .

You will see a Req ID in front of your requisition.
Write this number down on your log!




Select the requisition you are approving from the list by highlighting the row:
Put your cursor on the correct line and click. The line will turn blue.




Click the               button

You will see the Pending Action column change from ―Routed to HR‖ to ―Approved‖




                                                                                         16
Note: If you need the Hiring Manager to make changes on the requisition before

approving it, click the            button and route it back to the manager for changes.
When you receive it back from the Hiring Manager with changes, follow the approval
steps above.


Using the HR Process Button

                --click the button

                                          —View all requisitions from your agency; select
your agency if it does not auto-fill and click         .

Select the requisition you are processing from the list by highlighting the row.



                          —Click to assign an HR analyst (usually yourself)
                                         —select the appropriate analyst from the drop

down menu (in most cases this will be you), click

If you wish, you may add a message to the analyst in the space provided. When finished,
press OK to send the requisition to an analyst.

Make sure the requisition that you are working on is highlighted.

                              Assign your Employment Services Representative

Select the appropriate Representative from the drop down menu, click                . If you
wish, you may add a message to them in the space provided. When finished, press OK to
send the requisition to your Representative. This will alert them that a requisition and
Recruitment Plan are being created. This step is very important, do not skip.

Make sure the requisition that you are working on is highlighted.
                           —press the button. A popup message
will appear telling you the recruitment plan has been created.
Press OK.
Note: Do not click twice or it will create two plans

Make sure the requisition that you are working on is highlighted.




                                                                                         17
            —Press this button and it finishes the processing. Press OK and a pop-up
window indicates that the requisition will be removed from the HR Process list.


You will now be able to complete your Recruitment Plan from the
Jobs Tab. Follow instructions on page 21.



Other Functions in the Reqs Tab-

My Reqs
When you click on this tab, you will see the requisition that you just approved and
processed in your list of requisitions ―assigned to me‖.
             —The top box displays the pending action of all requisitions assigned to
you.




Note: Due to security, you do not have the Inactivate or Delete buttons seen above. If you
need to do either of these functions, contact your Employment Services Representative.

The bottom box displays the pending action of all requisitions assigned by your agency.




                  —This button is used by Agency HR only when you are processing
180 day candidates (see page 56 for specifics). Once the candidates are dispositioned
to ER, you would filter your requisition, highlight the row and click Ready to Refer in



                                                                                        18
order to be able to create a Referral List. For Job Postings that are less than 180 days,
your HRM Employment Services Representative will be handling this step.


             —Opens the selected requisition; if changes need to be made, make changes
then follow steps to save and route.


                    —Do not use this button. You do not have security rights for this. It
will give you an error message if you try to use it.


          —Opens screen to route again. Select the person and click route; you can add
a message prior to sending


            —Displays a detailed history of the requisition.


             —Inactivates the job posting; posting will become inactive and removed
from display. You do not have access to this button. If you wish to see what requisitions
are inactive you can view them by clicking the box
Then


        —Deletes the requisition- Agencies do not have security rights to this button.
Only HRM users will have access. If you need to delete a requisition, contact your
Employment Services Representative.


       — (Found at the top of the screen) exits the system.




                                                                                            19
Using the Status Button




This button lets you review the status of requisitions that your agency created.

                                        —Check the status of all requisitions from your
agency or you can select those from a certain division by using the dropdown box and
then click

                               —Use the requisition ID to view the status of a specific
requisition. You may also use          to find the requisition ID.

                                       —Search for a requisition created on or after a specific
date. Use        to select the date.

                                       — Search for a requisition created on or before a
specific date. Use        to select the date.

                                                —Enter the title to display all requisitions with
the same job title.

                            —Enter the job class to display all requisitions with the same job
class or use       to search for the job class.


Under Status you will see:                      ,                ,                 ,

                   ,                   etc.


Highlight the requisition you are interested in and click                   or             .


               —Displays the selected requisition.


               —Displays the history of the selected requisition.




                                                                                                20
The Jobs Tab
Click on the Jobs Tab




Click on Jobs Button to Create or Review a Recruitment Plan




To filter only jobs that are pending, check the Pending Jobs box in the lower right corner




Creating a Recruitment Plan:
Next to the Job Number boxes



Next to the Job Number boxes, there is a chooser
Select from the drop down list the pending job that you just created

                                                                           Note: Once you deactivate a
                                                                           recruitment, you will no longer see it
                                                                           in the drop-down, you can still retrieve
                                                                           it by manually typing in the
                                                                           recruitment number.


Click

Note: The Recruitment Plan Number is made up of three blocks that the system auto-
fills:
                                    :
The first block is the six digit date that you routed the requisition on and is in this format:
mm/dd/yy. The second is the six digit Job code such as MAAA01. The third is a six digit
tracking number that starts with your agency Accounting Code such as 350500. The last
three digits can be changed if you need to create recruitment plans for the same job class
on the same day.




                                                                                               21
Note: If you have already created your Recruitment Plan and know the number, you can
manually type in the number in the blocks and then filter.

Once you have found your Recruitment Job Number, click the recruitment planner icon

(looks like a calendar)            to open the planner.


Another option if you prefer is to filter your search by selecting your agency, your job
class or Job Title.




Then click on the

To open the Recruitment Plan, click on the                icon
.

Fields to Fill Out on a Recruitment Plan

The Recruitment Plan has several tabs.




When the window opens, you will be on the basic tab

Many fields will auto-fill from the requisition you created earlier.
You will now need to edit the planner for accuracy. You need to check each field to
ensure that it is what you want on the posting. If you do not do this, it can result in errors
on the posting which can cause delays in your hiring process.



                                                                                            22
The Job Number will have auto-filled. WRITE THIS NUMBER DOWN on a log.

Go to:

Note: If you are under-filling a position, check the underfill box to help alert HRM.
If you have a career ladder-check the                   box.

Go to:


Ensure that the correct job title is in the Job Title field (auto fills from Requisition). Edit
as needed. This field does flow to the posting.

Note: If you are doing a class series such as Nurse I, II, III, you will need to enter all
three levels here so that it flows to posting accurately.

Go to:


If your position has a working title, it should auto-flow into this box. If it is not here, you
can edit this field to reflect the working title. This field does flow to the posting.

Go to:

Ensure this is how you want your Agency name to appear on the Posting. Edit as needed.
This field does flow to the posting.

Go to:

Write this number down on your log!
If you try to save and the number indicates that it is already being used, just change the
number in the last box. For example this would change from 650000 to 650001. (The
only time that this would happen is if you try to create two requisitions in the same day
for the same job class and same agency). This field flows to the posting.

Go to:



These fields should auto-fill from when you completed the approval of the requisition.

Go to:



Leave these boxes blank for now. More explanation on these fields will be found later in
the manual


                                                                                              23
Go to:

Leave this field Blank! OMB/HRM will enter this date. This field flows to the posting.

Go to:

Fill in the Job Open Date with the date you want to post the position using the       button.
                                          When you click
                                            on the     icon,
                                            a calendar opens
                                            up
Click on the date to ensure you are using the correct format and the job open date box
will auto-fill. This field does not flow to the posting.

Go to:

Leave this field alone. Do not make any changes here.

Go to:



Click the radio button
Fill in the date that you want your posting to close by using the
(Do not select ongoing. You must specify a date.) This field flows to the posting.

Go to:

Leave this field alone. You can not edit this field. This field flows to the Career
Opportunities Page.


Go to:


Ensure that the correct information flowed from the requisition to this field. Edit your
plan and requisition if wrong. This field flows to the posting.




                                                                                           24
Go to:




In most cases you will click on the third radio button

Ensure that it is the appropriate salary. Once this button is checked, it will auto-fill
into the bottom box.

You are able to edit at this point. This field will flow to the posting. Make sure you take
the Max salary off here. Ensure the correct salary flowed from your requisition. If the
correct salary is not listed, investigate why.
Note: If you have trouble editing, click onto the next tab of the recruitment planner
(Requirements Tab) and then click back to the Basic Tab and you should then be able to
edit.

If you are hiring for an hourly position, you will click the first radio button:

Then edit the bottom box with the hourly rate.


Go to:




This field is for posting a class series on a single posting. If you are posting a Nurse I, II,
III, you would enter the lowest class job title in the first box and its job number. Then
click the to add an additional line. Enter the next class here. Click the again to add a
third line and enter your third class. It will look like this:

                       Nurse I                 031207-MXDG01-35000
                       Nurse II                031207-MXDG02-35000
                       Nurse III               031207-MXDG03-35000

Refer to page 76 for more information on posting a series




                                                                                             25
Go to:


Leave this field alone. Do not make changes here


Go to:
Leave this field alone. Do not check anything

Go to:
The top of the page and click on
It is important to save after you complete each tab so that you do not lose any
information.



Click on the Requirements Tab
This is located at the top of the page

Only a few fields need to be reviewed on this Tab. Do not enter information into any
other fields unless listed below:
                               Hours
                               Locations
                               Counties
                               Agency Contact and Phone

Review the hours per week to ensure accuracy




Note: Disregard that it indicates “If Part-time”.
This box                       should accurately reflect the hours per week required in the
position whether it is full-time or part-time. It auto-fills from the requisition. If the
hours do not match, ensure you have the correct budget number on the requisition.

Review the salary grade-edit if incorrect (Determine why it flowed from the requisition
incorrectly). This information flows to the posting.




                                                                                          26
Review the Employment Term-edit if incorrect (Determine why it flowed from the
requisition incorrectly). This information flows to the posting.




Review the Employment Type-edit if incorrect (Determine why it flowed from the
requisition incorrectly). This information flows to the posting.




Note: When multiple BP #’s are entered on the requisition, you will end up with
duplicate information in the Salary,Grade, Employment Term and Employment Type
fields. Make sure you delete the extra rows to avoid duplicate lines flowing to the
posting.

Review the location and edit when necessary. This information flows to the posting.




Use only one line per location! Do not break the address into two boxes.

The County should auto-fill. If not, enter only the first letter of the county that the
vacancy is located in the County box:

     K=Kent
     N=New Castle
     S=Sussex
     W=City of Wilmington

Note: If you have an approved exception like the correctional officers, you can list all
three counties in the box with a comma between letters. This information flows to the
posting.

Enter the shift if the position has hours other than 8:00 am to 4:30 pm or some slight
variation. This information should flow from the requisition.




                                                                                           27
Do not enter anything under the Additional Required Materials Fields




Leave these fields alone


Enter the Contact Name and Phone. This information flows to the posting. If the
applicant needs further information about the posting this is the person and number they
will call. You can enter Human Resources as the Contact Name if you prefer.




Leave these fields alone


Save again by clicking the          button




Selection Procedure Tab

As you are aware, there is a feature in DEL that allows the applicants to see the
recruitment status of each position. When we started marketing DEL we felt that this was
one area that we needed to promote because applicants were continually asking for the
status of their application and when interviews would occur. In our brochures, employee
pay inserts, and on our web site, we advertise that DEL will allow you to ―Know where
you stand…Track when your application was received. Find out if you met the job
requirements, when interviews will take place and when the position is filled. You will
have first rate communication throughout the process.‖

We need agencies to ensure that this area is filled out by your staff when they are
completing the Recruitment Plan in DEL. This requires you to list the anticipated dates
of when the application review will take place and the anticipated dates for the interview
process. Once the position has been filled, the status board should indicate that the
position has been filled. The more communication you give to the applicants the better.


                                                                                        28
You will attract higher quality applicants and you will reduce the number of phone calls
that your agency receives. Please make sure that this area is utilized and that you take the
time to make updates as needed.

Here are the steps to help you utilize the Status Board:



Click on the Selection Procedure Tab

This tab is your way to communicate with the applicants on the ―Recruitment Status‖
Board. It is vital that you utilize this tab.




There are three fields that you need to fill in:




After entering the required information in all three fields, you can add another line by
clicking the     icon and another row will be added.
Repeat the above steps until you have all exam types that you want for your recruitment.

The steps:

1. Go to the Exam Type Section




                                                                                          29
Note: We are recommending that you select at least the “Application Review” and
“Interview Process” as choices as seen below:




Select the field that you want for your recruitment from the drop down box       such as
Application Review:

                                            The box on the bottom is editable if you want to change the
                                            wording.


2. Click on the date and select a date for the Action entered above. Using the       will put
in a specific date like 6/6/07 or you can put text in this box such as June-July. Just make
it appropriate for your Recruitment.




Exam purpose -Do not enter anything here. This box does not show on the Status
Board.




3. Check the box on the show public box to let the public view these selections



                                                                                           30
                This box MUST be check
                for the Applicants to view



Click
Click the     to add your next selection and repeat the steps above until all desired
information is entered.

Note: These fields are Custom data and we can add additional wording. If you need
something added to the dropdown list, contact your Employment Services
Representative.


Updating the Status Board

After the recruitment has posted or closed, you can update the
Recruitment Status Board by following these steps.

Click on the Comments Tab                             (In the Recruitment Plan)
The second Comment field is to be used if you want to update the information on the
Recruitment Status Board after the position has been posted.




Be careful what you put in this field because it will flow to the Recruitment Status Board
as soon as you hit save. Applicants will be able to view it.

                          Interviews have been
                          postponed until August

For example if you originally indicated that the Interview process would take place in
early July and it was delayed until August, you can put a note like the one above in the
comment box to update the applicants. They will view it on Recruitment Status Board as
seen below:




                                                                                        31
                                                                If you added a comment it would
                                                                show up as a new line labeled
                                                                ―Comment‖ right under the Status




When you fill the vacancy we recommend adding the update below so that
applicants will know the position is filled and they will not call your office:

Position is filled.
Thank you for your interest in the State of Delaware.
Keep checking DEL for new opportunities!


We would like you to keep this notice up for two weeks after the position is filled and
before the recruitment is deactivated (see page 75).



Click         when you are done updating comments.




Click on the Comments Tab
The first field is for internal comments for HR. Any information that you need
OMB/HRM to know about your posting needs to be entered here. Make sure you are very
clear as what you need on your posting. The better you document, the quicker your
Employment Services Representative can post your position.




As we mentioned earlier on page 31, the second field is to be used if you want to update
the information on the Recruitment Status Board.




                                                                                           32
Be careful what you put in this field because it will flow to the Recruitment Status Board
as soon as you hit save. Applicants will be able to view it.




The third and fourth fields on this page are used for comments between you and others.




If you type notes in the one labeled ―Top of RP‖, and then click on                 ,
you will be able to send an e-mail to the Hiring Manager that will give him/her the
preview of the recruitment plan and ability to comment back to you. The comments will
show up in the ―Bottom of RP‖. If a selective or a new summary statement was entered
on the requisition, the wording of these will also show up in these fields.


Click on the Advertisement Tab—




This Tab is optional. It is a way to track your advertisement expenses. Make sure that
everyone in your agency enters the same information in the same fields so that you will
have accurate reports.


Click on the Extra Fields Tab
Check all of the applicable boxes at the bottom of the page if you need any
pre-established language on your posting. By checking the box, you will alert your
Employment Services Representative that you need this language on the posting.




                                                                                          33
Ignore the Score fields:




Completing the Recruitment Plan

Click on the Basic Tab
If you are sure that you are done with the recruitment planner, go to the ―Ready for
Posting‖ date. Enter today’s date. When you enter this date and click SAVE AND EXIT
at top of page, you are giving up your editing rights and HRM will now have control of
the Recruitment Planner. Make sure you have no more changes and you are ready to
send to your Employment Services Representative for them to approve and post.



Note: The Req Approved Date will auto fill- You do not need to use this field.

       HRM will enter a date for the EligListDate when it is time to create a referral
       list. You will enter this for 180 day postings (see page 56).

       Due to security, HRM is the only one that has access to the Deactivate Date.
       When the recruitment is finished and you have archived your list, call your
       Employment Services Representative to deactivate. Tip: You can enter a future
       date and the planner will deactivate when the date arrives.

       ExpireEligList will not be used often because DEL has a default date of one year
       in which the eligible list expires.

       ExtendEligList will be used if you wish to extend the eligible list past the one
       year default date.


Employment Services Representative

Your Employment Services Representative creates the Posting and the Supplemental
Questionnaire. After Employment Services creates the posting, you can view it on the
Recruitment Planner by clicking                     located at the top of the planner. They
will send you a copy of both the posting and bulletin for your final review by e-mail.
Ensure you edit it to avoid having any errors on the posting once it opens. Once you have
given your approval, HRM will post the position in DEL. Applicants Can Then Apply.


                                                                                          34
Creating A Casual/Seasonal Requisition/Recruitment Plan
When creating a requisition for a Casual/Seasonal, you must know the merit equivalent
job code. Follow these steps:


Click


Click

Fill out all the required fields on the requisition as instructed on pages 8-12.

The one change that you will make is this:

When selecting the Job Code and Merit Title, you will enter the
Casual/Seasonal Job Code and title in this box:



Then enter the Merit Equivalent Job Code in this box:



When you create your Recruitment Plan you must use the Merit Equivalent Job Code on
the Planner so that the applicants will be screened for job requirements.



When applicants apply, they will receive an automatic confirmation that their application
was received. This is the only notice that should be sent to the applicants. Do not send
NQ or eligible list notices.

Remember-when sending the Hiring Manager the Casual/Seasonal list, you will send the
entire list including NQ’s. Follow the steps on page 65.

If you have questions about this, contact your OMB/HRM Employment Services
Representative.




                                                                                        35
Creating A Requisition/Recruitment Plan When You Are Under-
filling A Position

When creating a requisition for a position that you are under-filling follow these steps:


Click


Click
Fill out all the required fields on the requisition as instructed on pages 8-12.

The one change that you will make is this:

When selecting the Job Code and Merit Title, you will enter the
Higher level Job Code and title in this box:



Then enter the Under-fill Job Code in this box:



When you create your Recruitment Plan you must use the Under-fill Job Code on the
Planner so that applicants will be screened for the correct job requirements.

                                                      Under-Fill Job
                                                      Code
Note: You also must change the Pay Grade field on the Planner to that of the under-fill
classification.

If you have questions about this, contact your OMB/HRM Employment Services
Representative.




                                                                                            36
Home Page Features and the Dashboard (Home Tab)




    1) Create and Edit Messages to:
                a. HR Department
                b. Hiring Departments
                c. Applicants (Public) via the Employment Opportunities Page




                                                                               37
                    Manage Your Personal Work List




           a. Tasks appear in your work list with the due date and a link to the
              actual task description.
           b. Active recruitments will receive a periodic reminder to Update the
              Recruitment Plan. This will remind recruitment staff to update
              information that will appear for the public on the Recruitment
              Status Boards. The link to the right will take you directly to the
              recruitment plan.
           c. If a Recruitment Plan has been created but the associated Bulletin
              (Job Posting) has not, you will receive a reminder on your work
              list.
           d. If the Supplemental Questionnaire box has been checked on the
              Recruitment Plan and the Supplemental Questionnaire has not yet
              been created, you will receive a reminder on your work list


2) Statistics for My Open Jobs




           e. Statistics for my Open Jobs (those for which you have been
              assigned as the analyst or support staff) include Number of Hits to
              the Job Posting, Days Left until the recruitment closes, Number of
              Aps Started, Number of Aps Submitted, Number of Online Aps
              Submitted, Number of Paper Aps Submitted, Job Title,
              Recruitment Type, and Job/Recruitment Number with a link to
              Jobs 360.
                - You can sort any of the columns by clicking on the column
                    header.


                                                                               38
             -   This same ―Statistics for my Open Jobs‖ report is available in
                 the Reports tab/Jobs Bar under General Reports.

       f. Jobs 360
            - The link in the Job Number column (circled above) will take
               you to Jobs 360. This feature allows you to have a 360
               degree view of the recruitment.
            - You can view reports of all information associated with a
               particular recruitment including requisitions, applications,
               certifications, and more. Click on the folder to view the
               report. You will be able to perform all actions for which you
               have been granted rights for each folder object from here.




5) Statistics For My Closed Jobs




       a. This report available on your Home Page and also as a general
          report on the Reports tab/ Jobs Bar shows you the statistics for
          your CLOSED jobs (those for which you have been assigned as the
          analyst or support staff).
       b. If you click on one of the colored bars you will open up an
          Applicant Disposition Report. You can create a ―custom view‖
          report called ―My Disp View‖ to determine what fields you want
          to appear in this report.


                                                                            39
Reviewing Applications Received:

Go to:


From the dropdown, select your recruitment number.

Click on
And you will see a page like this-




There are several ways to view applications. The first will allow you to annotate or
change the dispositions of the applications. To do this follow these instructions:
Once you have clicked on
Highlight the row of the applicant that you want and click on             . This icon is
located right above the summary of applicants.


                                                                                           40
The application will open and you can view the applicant, disposition the applicant, print
the application and add department notes. Remember only those assigned to your
department will be able to view notes entered here.

To disposition the applicant refer to instructions on page 49.

You can close this application by clicking the      .

Highlight another application and click                 and you will see the next
application.

Another way to view application is to click on                    and then the icon
                 that is located in the top left corner under

Click on this icon and you will be able to view all of the applications by clicking

If you want to go back to the previous application click

You also can print the individual applications from this screen by clicking

You will not be able to disposition or annotate the applications from this view.



Click on
You will get a summary of the applications and their final score and disposition that they
received when answering the supplemental review as seen below-




Note: By clicking on the headings of the columns, you can determine the sort order
of the report:




                                                                                        41
 In this case the Final Score was chosen so when the “Show All” icon is selected the
applicants will be in ascending or descending order on the report. As you continue
to click the heading, the sort order changes. For example, if you clicked the Final
Score once the scores would show up like this: 53, 50, 50, 49, 49… If you clicked the
Final Score twice the scores would show up like this: 10, 10, 11, 14, 15….



The button                        is to be used when you want to re-disposition a set of
applications. Example: Changing all applicants that are at MMQ to ER.
Note: You would only be doing this with 180 day recruitments (See specific instructions
on how to do this on page 56. Your Employment Services Representative will be taking
all other recruitments through the exam plan to update dispositions.


Sending Notices

The button                 is to be used by Agency HR to send notices to applicants.


Click on
A window like this will appear:




Click on                    to see a list of templates that you can send to applicants.


                                                                                          42
We have included the most commonly used letter templates on page 94.

Select the appropriate notice template from the list by highlighting the name




Click on
The names of the applicants for the recruitment will appear in the Send-To List. You
need to move the applicants to the appropriate side. Those that you wish to send notices
to should be on the Send-To List and those that you do not want to send a notice to
should be on the Exclude List



                                                          Names on this side will get a notice




                                                          Names on this side will not get a notice




Move the applicants by using these buttons




                                                                                        43
.

Once you have selected the applicants to send notices to, click on
This will give you a preview of the letter that you are sending.



Note: Do not click                         unless you are manually sending notices through
the mail. If you click this button as a way to preview, the system believes you have
mailed a notice to the applicant and will track it on the notices sent button as seen below:




 Once you have previewed the notice to be sent and are sure no changes are necessary

just click on                           and you will get this screen:




Look carefully at the list of applicants that will be receiving the e-mail. You do not want
to send the applicant the wrong letter.


Type in a subject for the e-mail and click

The applicants listed will all receive an e-mail notice.




                                                                                         44
Department Notes

Click on                   and you can enter notes about the applicant that only your
department will be able to view. At the top of the window it will indicate what
application you are documenting. As seen below:



You will see this screen:




Click on
Enter the details of the note.

Make sure you enter a                                  for the note


Click                            and your note will be saved.




View Screens – in the Aps Tab/View Bar (Top left corner of screen) there are many
different ways to view and organize information. Begin by entering your filter criteria in
the form. Then click on one of the icons on the left to ―View‖ the filtered records.




                                                                                         45
The                 button gives you a summary of submitted applications.


The             button allows you to loop through the entire list of applicants and
annotate or change the disposition on the applicants


The                 button will bring up a pop-up window that allows you to view what
notices have been sent to all applicants as seen below:




Note: If you scroll down the page, you will see the information on each applicant.




The                 button will display the number of applicants that have applied to your
recruitment as seen below:




                                                                                       46
    The                allows you to view applications that are submitted, not submitted, on
    time, and not on-time.




-   Your data set is presented in a table format. You can view applicant information found in
    the Profile and School sections of the online application. You do not have access to #1
    the Delete button. You also should not be using # 2 and #3. These are for HRM use only.
    The table view is just another way to view the application. In this view you can see
    submitted and unsubmitted applications.

    My View
    Create a custom view called ―My View‖ and this will be the ―grid‖ used to display data
    here. Note: The first time that you enter this view you may get the message below if you
    have not created a custom view yet.
    You do not have a personalized "My View" created. Click on "Custom View" in the
    above table and create a custom view to be saved with the report name of "My
    View". This will become the report template used for "My View".

       Custom View
    This view provides an advanced reporting capability that allows you to define database
    fields and the ordering of those fields for reporting purposes. Reports may be saved and
    reused and are available under Standard Reports. A screen shot of some fields follows:




                                                                                           47
You will chose items from the first table that you wish to include in your report and then

click on       and it will move it to the report column.

If you chose an item by mistake, you can click on      and it will make the item return
to the ―All Columns‖ table. Once you have entered all of the fields that you wish to view

in your report to the Report Columns, click on the                   and you will see a
report like below but with your selected fields:




Click on   Sort/Ordering and then highlight a field. Use the arrows to move that field
up and down. Select the sort order from the drop-down next to a field.
You can also choose to      Export Report if you want to export the report to Word,
Excel, ASCII, etc.


                This allows you to show/manage all saved Custom view report
templates.



Another area to find information about the applicant is below. When searching applicants
after you have clicked on                  scroll down past the summary of your
applicants and you will see this screen:




                                                                                          48
                    This allows you to send notices to the applicant highlighted




                                            These two buttons will show you what notices
have been sent to the applicant. The first icon shows notices for the application that you
have highlighted. The second icon shows all of the notices that the applicant has received,
even those received with other recruitments.




                    This button will show all of the notices that have been sent to all of the
applicants in the recruitment.



DISPOSITIONING AND SCORING APPLICANTS
There are many reasons why you would need to disposition or score applications:

      When a Supplemental Questionnaire asks an ―or‖ question the application comes
       in as SUB (submitted) and is not screened.
      An applicant does not self assess correctly
      A manual T & E is needed
      An applicant appeals a decision and it is upheld


                                                                                           49
Once a posting is open and applications are being received. Go in daily if possible to the
APS tab and review your applications. It is important to do quality control checks on
these applications.

Applications at SUB
If you have applications that come into DEL as SUB, it means that the one of the
questions on the Supplemental Questionnaire is an ―or‖ question. The applications come
in without a score and have not been screened. When this happens you need to determine
if the applicants meet the minimum job requirements. On each application you will
change the disposition as outlined below to either MMQ or NQ.
If there are over 30 applicants, you will need to do a manual T & E and enter scores as
outlined on page 54.

Quality Control Evaluation Changes
Changing scores and dispositions on selected applications in a recruitment

If you decide through the quality control checks that an applicant has blatant
misrepresentations you should change the disposition and the score. If you find that
someone was NQ’d and should not have been then you can change their disposition and
score also. You must document your reasons in the HR notepad section of the application
(details below).
Note: To alert HRM that you have changed a particular score, you should change the
disposition to SAR (Score after Review).

If the applicant’s disposition and score needs to be changed, follow these steps:

Go to:


Enter your Recruitment Number
or select from the  to find your recruitment.
Click on


Your applications will appear in a list like this-




                                                                                         50
            Select the application that you want to open by highlighting it and click on

            The application will open and you will see this:




            If you want to accept this particular application and make their status SAR (Score After
            Review) instead of NQ, you will uncheck the Reject 1 box
            And then check the           box

            Check the              box
            You will see the Disp box             change from NQ to MMQ.

            The SQ score will automatically populate to the SQ Score box and the final score box.
            Do not change or delete the SQ score or the Final Score. Enter your manual rater                  Disposition
            score in the Rater score box. You will get the correct answers/scores from your                   to SAR
            Classification Analyst.




Check ―Meet MQ’s‖ if
  they meet theNOTE:
               job                              Manual rater score is       The final score will populate with the SQ
    requirements                                   entered here             score automatically until the recruitment is
                         Never change or
                        delete the SQ score                                 processed through the exam plan by
                                                                            Employment Services. Do not delete or
                                                                            change!




                                                                                                         51
In this situation when not all application scores are being adjusted, you will also need to
change the disposition to SAR (Score After Review). To do this, go to the Disp box-

Change from MMQ to SAR

Document your reason for changing the score in the HR Notepad



Click            and the disposition and raters score and comments will be saved.

It is helpful if you inform your Employment Services Representative that you have
changed some dispositions and scores before they run the applicants through the exam
plan.


If you want to make someone NQ uncheck the                box
Check the

Uncheck the             box

When you reject someone you also need to write NQ in the


Change the score in the rater score as outlined above. The disposition should be NQ and
document your reason for changing the score in the HR Notepad.

Click            and the disposition will be saved.


Remember: If you change the disposition and the applicant has already been sent a
notice, you must also send another notice to the applicant advising them of the change.




                                                                                          52
List of Dispositions
Currently in DEL




                       This is a list of all dispositions currently in
                       DEL. Contact your Employment Services
                       Representative if you want to add
                       additional ones.




                                                                 53
Entering Manual T & E’s on every application in the recruitment

Go to:

Enter your Recruitment Number
or select from the  to find your recruitment.

Click on

Your applications will appear in a list like this-




Select the application that you want open by highlighting it and click on

The application will open and you will see this:




The SQ score will automatically populate to the SQ Score box and the final score box.
Do not change or delete the SQ score or the Final Score. Enter your manual T & E
score in the Rater score box.



      Never change or                 Manual T & E is       The final score will populate with the SQ
     delete the SQ score               entered here         score automatically until the recruitment is
                                                            processed through the exam plan by
                                                            Employment Services. Do not delete or
                                                            change!




                                                                                              54
Document your reason for changing the score in the HR Notepad



Click            and the raters score and comments will be saved.
Click        and you will then highlight the next applicant and repeat the steps listed
above until every applicant has the T & E score entered.

A short cut for clicking through applications is the               button on the top left of
the Aps screen. Click on this icon

To get to the next application, click the arrows        .
Make sure you are updating             each application before proceeding to the next one.




                                                                                          55
Managing 180 Day Recruitments

Agencies will manage their 180 day postings. They will disposition
applicants to ER and make them ready for Referral.

If you have 180 day recruitments, you will need to monitor them and create referral lists
as you get applications. The following steps will outline the steps to take to disposition
applicants and to make a referral list ready to create. Remember only follow these steps
for your 180 day recruitments. Your Employment Services Representative will do
these steps for recruitments less than 180 days.

Dispositioning Applications to ER

Go to:


Enter your Recruitment Number
or select from the  to find your recruitment.

In the box below type in MMQ where the arrow is pointing:




Click on

On the next page you will see an example of what the page will display- but only those
applications with a disposition of MMQ will be showing.




                                                                                         56
Click
You will see this screen:




Click


You will see this:




Highlight




                            57
Click

You will see this:




Enter ER as shown above and click
You will see this:




Click on Preview to ensure you are dispositioning the correct people

If the preview looks accurate, close this window and click             and all
dispositions will be updated.




                                                                                 58
Click on                  to refresh and see your changes.


The next steps are very important steps.
You need to make the list ready so that you can create a referral list. Follow these
instructions:

Ready for Referral
Go to the           tab


Click on


Filter at the bottom of the page

Find the recruitment that you are working on and highlight.

Click                 to ensure it is the right one. Close that screen and when positive that

you have highlighted the correct number, click


Next you need to enter the Eligible List Date

Go to:



Enter your Recruitment Number
or select from the  to find your recruitment.

Click the     and when the Recruitment plan opens, enter the


REMEMBER: this date must be the day before you want to get the list! So if you
want to create the list on 7/10/07, the date you select is 7/9/07.


Go to the top of the page and

The referral list is now ready to be created.




                                                                                          59
REFERRAL LIST
HRM will be releasing applications that are ER to the Eligible List by completing an
exam plan (except in the case of 180 day postings). Once this is done, they will alert you
through e-mail that the applicants are available. When the e-mail is received:

Go to:




Highlight your recruitment in the list and click on



Click on

Note: If you have more than one vacancy on the requisition, you must create a
referral list for each vacancy. For example: if you have two vacancies, you will a
screen like this:




Select the first button and create the referral list by following the instructions below
and then go back to the “Create Referral List” screen and select the other vacancy
and create that list also by following the instructions below. Make sure that when
you create the list you note the ID vacancy (BP number) and you follow the posting
rules. If you need one referral list according to the posting rules, both lists that you
create will be identical.


Click on




                                                                                        60
Click on the recruitment that you want. Check the box ―check to use‖.
Make sure you are selecting the correct recruitment number if
more than one appears.


Note: If there are free names, you will see another line above this one.




Click both ―check to use‖ boxes to include the free name on your list (See page 79 for
more information on free names).


Click on



Click the radio button in the box and add 30 in front of applicants as shown below:


                                                               Use this radio button if you need to view the
                                                               entire list and manually select the candidates for
                                                               any reason.



Note: We recently added the following question to the supplemental questionnaire in
regards to transfers/demotions/reinstatements:

Are you a current State of Delaware merit employee applying for a transfer or demotion
or a former State of Delaware merit employee applying for a reinstatement.

We added this question to make it easier for you to identify those applications that fell
into these categories so that you could add them to your referral list. Applicants do not
always understand the question and may mistakenly answer that they fall under one of
these categories even though they do not. It is critical that Agency HR conducts a quality
control check on these applications to ensure that they really should be on the list and that
we are not at risk of violating the merit rules or policies and procedures. Remember they
receive 500 extra points if they say they fit one of the categories. If you add someone to
the referral list that should not be on it, you are doing a disservice to your hiring


                                                                                               61
                managers.

                When you create your referral list the qualifying transfers, demotions and reinstatements
                are above and beyond your count of 30 plus ties.

                Tip: When creating your referral list add the number of qualifying transfers,
                demotions, and reinstatements that you have to the 30 plus ties and enter this

                number in this block:

                Example: If you had 2 Transfers, the number entered above would be 32.

                DEL will do the work of counting the right number of applicants for you!



                Note: Click on Alphabetical Order if less than 31 names.
                Click on the Score Order if over 30 names.



                Click



                You will get a page like the one on the next page:




                                                                                                             This side
                                                                                                            shows what
This side is                                                                                                   you are
 the actual                                                                                                  removing
referral list                                                                                                 from the
                                                                                                                 list




                 You may remove or add applicants from the Referral List, then click on ―Show New
                 List‖. In most cases, you would not need to remove names from the list.


                                                                                                       62
The screen above will allow you to re-order the applications. You would not be using
this function. Remember the list should be in rank order if over 30 and in alphabetical
order if under 31. On this screen you only need to click on ―Confirm‖
 Note: Clicking on this button ―Confirm‖ will send out an automated email to the Users
 listed on the Requisition tied to this Referral list that the list is ready.

At this point the Referral list has been created and is available to Hiring Managers
who will canvass this Referral list.

Select the items you wish to display for each applicant on the final Referral List and
then click on ―View Final Referral Report‖. You should have the EzID, Candidate
Address, Candidate Phone, Candidate e-mail, Recruitment Number, Type of list on
every list.




                                                                                         63
Note: When you view the final list a Ref # will appear in the top summary-
Write this number down.


Sharing the Referral List with Hiring Managers:
(See page 65 for sharing Casual/Seasonal candidates)

To share the list you will need your Ref #. If you forgot to write it down,
Go to:

Your agency should auto-fill



Put in your recruitment number


Click on

You will see a line appear at the bottom of the screen that looks like this:



The Ref # is located right before the job title. In this case it is #115.


Once the Referral List has been created, Hiring Managers with access to DEL will get an
e-mail alert that they can access the list. For those managers that do not have access to
DEL, once the Referral List has been created, you will then send it to them by following
these steps:

Go to:

Click on


Click on


Enter the referral number in the lower right corner
You must use this number only. If you search by recruitment number you will get a list of
all of the candidates, even those NQ’d.

Click


                                                                                       64
Click on Save Result Set.

Name your search (Ensure you name it so that it is easy to find. We suggest using the
Recruitment number and the job title)

Click on the close icon

Click on



Click on the Share icon         in front of the referral list that you want to share

E-mail will populate. Edit as you wish and send to the Hiring Manager.


The Hiring Manager will receive the Referral List and e-mail back to you the
dispositions.


Sharing a Casual/Seasonal Recruitment with Hiring Managers:
Note: If you post a position as Casual/Seasonal, the Hiring Manager gets the entire list of
applicants (including the NQ’s). To forward the list, follow these steps:

Go to:

Click on


Click on

Enter the recruitment number
(located in the middle of the page on the right)
You must use this number only to get a list of all of the candidates, even those NQ’d.


Click

Click on Save Result Set.

Name your search (Ensure you name it so that it is easy to find. We suggest using the
Recruitment number and the job title).

Click on the close icon.


                                                                                         65
Click on



Click on the Share icon          in front of the Referral List that you want to share.

E-mail will populate. Edit as you wish and send.


The Hiring Manager will receive the list and e-mail back to you the name of the hire.
Update the disposition on this applicant to HR. Do not disposition any other applicants on
the list.
Contact your Employment Services Representative to deactivate the Recruitment Plan.
Note: If the agency calls within 90 days and has another vacancy for the same C/S
position, you can again share the list with them instead of reposting. You would just
need to reactivate the planner.


Dispositioning Applications on a Referral List
If the Hiring Manager has access to DEL, they will disposition all of the applications on
the Referral List in DEL. If they do not have access, Agency HR is responsible for this
task. This step is critical for reporting purposes. It should be done as soon as hiring
decisions are made.

Go to the

Your agency should auto-fill




Put in your recruitment number



Click on

You will see a line appear at the bottom of the screen that looks like this:



Click on the    and you will see this screen




                                                                                         66
           Names of Applicants on
           the Referral List will be
           listed after each




Click on

You will get a summary of the applicants. Each applicant will show up on a line and they
will have a box next to their name like the one on the next page:




Click on the drop down and you will pick a disposition from the list.




                                                         If you are not selecting the candidate
                                                         for an interview-Disposition them as
                                                         AR –App Reviewed-Not Selected for
                                                         Interview



Make any comments necessary. Do these steps for every applicant.

Dispositioning the Hire on the Referral List
From the Referral List, you will approve a hire by checking the box next to Approve Hire
and clicking the Click for Hire Detail link



Enter the Hire Detail information. The information in the Hire Details box is used for
reporting purposes and to update the hired applicant’s Disposition from ER to HR (or
other code). Hires can be approved while the Referral is still active. The importance of
indicating the Hire with the Click for Hire Detail Dialog Box is to link the referral to the




                                                                                         67
application that is being hired and push the hire date into the application record, along
with the Hiring Department and other details.




                                                                     For the Hire Click the ―Yes‖
                                                                     radio button




                                                                     Enter the date the candidate will
                                                                     start in their position.



                                                                     Change the disposition to HR


                                                                     Click Update



The window will close

Click


Notices should be sent to those candidates that you interviewed but did not select. When
you are in the Referral List you do have the option of sending these notices.

Click




                                                                                            68
Click
Select the appropriate notice template from the list:
In the case above the template to use would be ―Interview/Notselec‖.




Move the names on the list to the appropriate side.



                                                            These candidates will receive a notice
                                                                  if you keep them here.



                                                               These candidates will not receive a
                                                                notice if you keep them here.



Move the applicants by using these buttons


         This button moves highlighted names to the right



         This button moves highlighted names to the left



         This button moves all names to the right



         This button moves all names to the left
.




                                                                                      69
Once you have selected the applicants to send notices to, click on
This will give you a preview of the letter that you are sending.

Note: Do not use the ―Print Notices‖ button when you are trying to view notices. When
you go to the notices page of DEL, you will see these icons on the lower right:




If you click on the ―Print Notices‖ Icon, a report appears to open that allows you to see
the notices that you intend to send. What actually happens is the system believes that you
are sending notices through the mail so it tracks when you hit this button.

If you look at the applicant’s notice history after clicking ―Print Notices‖
you will see this:



It appears that a notice was sent by paper to Tiny Tim. Since this can be confusing when
reviewing application notices, if you need to preview the notice before sending it through
e-mail, only use the ―Preview‖ icon.

The only time to use the ―Print Notices‖ icon is if you are actually sending paper notices
to the applicants. When you use this button, the applicant can see a copy of the notice in
―My Applications‖ when they click ―View Notices‖.

If no changes are necessary just click on                            and you will get this
screen:




Type in a subject for the e-mail and click
and the applicants listed under recipients will have received an e-mail.




                                                                                             70
Re-opening A Referral List

If you have posted a position and then receive another request from a Hiring Manager for
another vacancy with the same class title, same Hiring Manager, same location and your
list was issued within the previous 90 days, you can use the same Referral List. To track
this in DEL follow these steps:

Go to
Go to

Filter your requisition that you created for the original vacancy in the bottom section of
the screen:




Highlight your requisition and click review. Your requisition will open. Go to the List
Requirements section and click the to add another line. Enter your new budget number
here. Click on the Pay grade box to get the line to auto-fill. Select the Employment Term,
Employment Schedule, Employment Type and verify the location.




Click

Go to:           Tab


Go to:


                                                                                       71
Type in your Ref #


Filter


Your recruitment information will show at the bottom:


Highlight the row by clicking on the first box in the row.


Click on
You will now be able to recreate a Referral List. After completing the steps below a new
Referral number will be shown. Make sure you write this referral number down.



Click on

Click on

Click on the recruitment that you want. Check the box ―check to use‖. You will be
selecting the past recruitment that you already made the Referral List for before.

Make sure you are selecting the correct recruitment if more than one appears.



If there are free names, you will have two recruitments listed. Click on both to use the
free names (see specifics on page 79).

Click on

Click the radio button in the box and add 30 in front of applicants as shown below:



Click on Alphabetical Order if less than 30 names.
Click on the Score Order if over 30 names.



Click




                                                                                           72
Follow the instructions to complete your final Referral List. Write down the new Referral
List number. Alert your Hiring Manager that the list is ready or send them the list as
instructed on page 64.



Adding New Names to a Referral List
For 180 Day Postings After The Initial List Has Already Been Created or to
Add Names Due To An Appeal

If you have already created a Referral List for a recruitment and you need another
Referral List with new names because it is a 180 day posting or if you have an appeal and
need to add a name to the list, follow these steps:

Go to:
Enter your Recruitment Number
or select from the  to find your recruitment.

Click on

Review the applicants and ensure that everyone that you want on the new list is
dispositioned to ER. If you do not want the names that appeared on the first list to show
on the new list, disposition them appropriately. A disposition of AR - Already on the
Referral List is a choice that you can use. (See page 49 for specifics on changing
dispositions.)

Go to:           Tab


Go to:


Type in your first Ref #


Filter


Your recruitment information will show at the bottom:


Highlight the row by clicking on the first box in the row.

Click on



                                                                                        73
You will now be able to recreate a Referral List. After completing the steps below a new
referral number will be shown. Make sure you write the referral list number down.



Click on

Click on

Click on the recruitment that you want. Check the box ―check to use‖. You will be
selecting the past recruitment that you already made the Referral List for before.

Make sure you are selecting the correct recruitment if more than one appears.



If there are free names, you could possibly have two recruitments listed. Click on both if
you want to use the free names (see specifics on this on page 79).

Click on

Click the radio button in the box and add 30 in front of applicants as shown below:



Click on Alphabetical Order if less than 30 names.
Click on the Score Order if over 30 names.



Click


Follow the instructions to complete your final Referral List. Write down the new Referral
List number. Alert your Hiring Manager that the list is ready or send them the list as
instructed on page 64.

Changing the expiration date of the Referral List

Go to
Click                          or                      (depending on where you are in the process).
Search for your referral number


Highlight your recruitment                                                                       by
clicking the first box. The row will turn blue.


                                                                                                  74
Click          to extend the date
Click                  to change the expiration date
A new box opens and you will enter the revised date and update




                              or


Making an Applicant Inactive for a Particular Position
An applicant responded to an email notice of being qualified that he/she wished to
withdraw his application. The following should be done to make him/her inactive for
that position.

On the Aps Tab, insert recruitment number and the applicant’s name and click on
summary in order to bring up the application. When the applicant’s name appears, click
on the row to highlight it and click on the icon

Change the disposition       from ER to VL (voluntary withdrawal of application),
Check the Reject 1 box
Enter VL as reason for the change under the Check Box Notice
                                .

Then while in the application, copy the email where the applicant has withdrawn his
application and paste it into the lower box called ―HR notepad‖. This will document
his/her withdrawal.



 Click            This will change his disposition so he/she will not be referred to the
agency.




Archiving and Deactivating a Recruitment

When the Agency has hired someone into a position, and they are done with the
recruitment (180 day should be archived after the 180 days have passed) you will need to
archive the Referral list and then deactivate the recruitment. To do this follow these steps:


                                                                                           75
Go to the Referral List and ensure that the Hiring Manager has dispositioned all
applicants and completed the hire details as outlined on page 66-67.
Once this is completed:

Go to:


Go to:                               or
(list will be in the returned list if the Hiring Manager has access to DEL).


Type in your Ref #


Filter


Your recruitment information will show at the bottom:


Highlight the row by clicking on the first box in the row.

Click on
Click on

The list will move into the Archive tab.

Contact your Employment Services Representative through e-mail and alert them to
deactivate the list. Once the Deactivate List date is entered, the Recruitment will be
removed from the Public Status Board and it will no longer appear in the dropdown
lists next to the Recruitment Numbers.
To pull this list up again, you must manually enter the recruitment number into the three
blocks.



Creating One Posting for a Class Series And How To Create
Referral Lists In This Situation

In some cases you may want to create one posting for a class series; for example, one
posting for a Nurse I, II and III. To do this you must create three requisitions (one at each
level) and one Recruitment Plan.

Go to:


                                                                                          76
Go to:


Click

Fill out all the required fields on the requisition as instructed on pages 8-12. On this
requisition you will enter the Job Class code for the lowest level of the series that you are
posting. In the example above, you would be creating the requisition for the Nurse I or
job class -MDG01. Save and route to HR. Approve and process the requisition and create
a Recruitment Plan.

When entering the information in the Recruitment Plan, make sure that under Flex
Specialties, you do this:




This field is for posting a class series on a single posting. If you are posting a Nurse I, II,
III, you would enter the lowest class job title in the first box and its job number. Then
click the to add an additional line. Enter the next class here. Click the again to add a
third line and enter your third class. It will look like this:

                       Nurse I                 031207-MDG00-35000
                       Nurse II                031207-MDG01-35000
                       Nurse III               031207-MDG02-35000

Once you have created a plan, go back into               and create a requisition for the II &
III levels. When the requisition opens, type in the Recruitment Plan number that you just
created for each level. It is located at the top where it has this box:



Your first requisition will have recruitment number:           031207 MDG01 35000
Your second requisition will have recruitment number:          031207 MDG02 35000
Your third requisition will have recruitment number:           031207 MDG03 35000

After creating the requisition for each level ―Save and Route to HR‖, ―Approve‖ and
―Process‖.




                                                                                             77
When you process these requisitions, a Recruitment Plan will be created for each
requisition. You will need to go into the       tab and delete the two pending
Recruitment Plans that you just created.

Select your




You will get a screen like this:




If you scroll to the right, you will see a box like this



Check this box and then click                           to delete the pending plan.
Note: Make sure you do not delete your original Recruitment Plan that you made
with level I.

After deleting the extra plans ensure the Recruitment plan remaining is complete and put
in the ready to post date. Save and Exit.

The position will be posted and the applicants will apply.

On the home page you can monitor what level the applicants are applying to by looking
at the open jobs. Next to your recruitment is

Click on this
You will see this:




This will break down the levels and the dispositions.

When you are creating your Referral List, you will pull the Recruitment number for the
appropriate level. For example, if you are creating it for level II, you would select
Recruitment 032807 MDGB02- 350501 when you get to this part of creating the Referral
List:




                                                                                      78
Click on the recruitment that you want. Check the box ―check to use‖. Make sure you are
selecting the correct recruitment if more than one appears.


                        032807 -MDGB02-350501      032807 -MDGB02-350501
If there are free names, you could possibly have two recruitments listed. Click on both if
you want to use the Free Names.


Free Names Module

In DEL we use the term ―Free Names‖ to encompass appointments that are not part of the
open-competitive process. Examples of such appointments include selective placements,
transfers, reinstatements, voluntary demotions, return to merit, direct hires, union
contracts and other unique situations.

Before you post any position, you should review the Selective Placement (SP)
candidates to determine if they fit your position. If they are what you are looking for, you
can do a direct hire of these candidates without posting the position.

Please refer to the Free Names Requirements below for clarification of when you would
use the Free Names module:



                             Free Names Requirements

Rule: Free Names applications will expire after one year. Applicants must reapply at the
      end of the one year.


1. Reinstatements – Rehiring an individual into the same class within a two year period
   from which the individual left the position in good standing, (M.R. 19.0).

   Two Paths – Agency Decides Appropriate Path:

   1. Applicants can apply to open competitive postings. They will be asked a specific
      screening question to ensure that they are a reinstatement. Agency HR will
      manually verify this and those applicants who pass screening are added to the
      Referral List as an additional name beyond the allowable 30 for the same class in
      which they applied for and previously held.

   2. Agency’s can use Free Names if they have someone they want to reinstate. If the
      agency uses the Free Names process they can hire an applicant from the Eligible
      List rather than the Referral List.



                                                                                          79
          All applicants requesting reinstatement must be verified by HRM.
           Verification will be a manual process outside of DEL.
          All applicants will be screened for the job requirements.
          The application will expire at the end of the two year period from which the
           individual left state service or one year from the time the application was
           submitted, whichever is greater

   For Unique situations listed in #2, they would log onto the posting page under the
   heading ―Special Appointments‖.
   Once logged into this section, they would then have the following choice of
   categories:
       Selective Placement
       Return to Merit
       Other Special Appointments
   In this situation they would click on ―Other Special Appointments‖.


2. Voluntary Demotions - The movement of an employee from a position in a class of
   a higher paygrade to a position in a class of a lower paygrade through a process other
   than reclassification (M.R. 19.0).

   Two Paths – Agency Decides Appropriate Path:

   1. Applicants can apply to open competitive postings. They will be asked a specific
      screening question to ensure that they are a voluntary demotion. Agency HR will
      manually verify this and those applicants who pass screening are added to the
      Referral List as an additional name beyond the allowable 30.

   2. Agency can use Free Names if they have someone that they are going to demote.
      If the agency uses the Free Names process they can hire an applicant from the
      Eligible List rather than the Referral List.

          Agencies must receive approval from HRM to hire an employee as a
           voluntary demotion.
          All applicants will be screened for the job requirements.

   For Unique situations listed under #2, they would log onto the posting page under the
   heading ―Special Appointments‖.
   Once logged into this section, they would then have the following choice of
   categories:
       Selective Placement
       Return to Merit
       Other Special Appointments
   In this situation they would click on ―Other Special Appointments‖.




                                                                                          80
3. Transfers - Any movement between positions in the same paygrade as long as the
   employee meets the minimum job requirements (M.R. 19.0).

   Two Paths – Agency Decides Appropriate Path:

   1. Applicants can apply to open competitive postings. Include question on all
      supplemental questionnaires: Are you requesting a transfer to the same class in
      which you are currently in or to a class with the same paygrade as the class you
      are currently in? Applicants who pass screening are added to the Referral List as
      an additional name beyond the allowable 30, noted as a Transfer.

   2. Agency can use Free Names if they have someone that they want to hire. If the
      agency uses the Free Names process they can hire an applicant from the Eligible
      List rather than the Referral List.

          All employees requesting a transfer must be verified by HRM. Verification
           will be a manual process outside of DEL.
          They will be screened for the job requirements. If an employee does not meet
           the job requirements agencies need to notify HRM. HRM will review the
           application to determine if the applicant does or does not meet the job
           requirements.

   For Unique situations listed under #2, they would log onto the posting page under the
   heading ―Special Appointments‖.
   Once logged into this section, they would then have the following choice of
   categories:
       Selective Placement
       Return to Merit
       Other Special Appointments
   In this situation they would click on ―Other Special Appointments‖.


4. Selective Placement

   1. Agencies must use the Free Names process.

          All applicants applying as a selective placement must be verified by the
           Division of Vocational Rehabilitation or the Division for the Visually
           Impaired as a certified person with a disability.
          They will be screened for the job requirements.
          DVI/DVR employees will enter applicants into DEL as a Free Name.
          Applicants can apply for any class for which they meet the job requirements
           without a posting.
          They do not have to be hired from a Referral List; they can be hired from an
           Eligible List




                                                                                          81
   Note: Once logged into this they would then have the following choice of categories:
                Selective Placement
                Return to Merit
                Other Special Appointments
   In this situation they would click on ―Selective Placement‖.


5. Return to Merit/Special Placement

   1. Agencies must use the Free Names process.

         Instructions will be provided on the HRM website for applicants to contact
          HRM if they are requesting to return to the merit system.

   Note: Once logged into this they would then have the following choice of categories:
                Selective Placement
                Return to Merit
                Other Special Appointments
   In this situation they would click on ―Return to Merit‖.


6. Direct Hires

   Two Paths – Agency Decides Appropriate Path:

   1. For classes that typically have a large number of qualified applicants the agency
      can post the class and hire an applicant from the Eligible List rather than the
      Referral List.

   2. For classes that typically have a small number of applicants or are hard to recruit
      for such as Nurses or Psychiatrists, you will follow the same procedure as above.
      The agency can also use Free Names and hire an applicant from the Eligible List
      rather than the Referral List when they have an urgent need.


   Note: For the unique situations listed in #2, the applicant would log in under the
   heading on the job posting page ―Special Appointments‖.
   Once logged into this they would then have the following choice of categories:
            Selective Placement
            Return to Merit
            Other Special Appointments
   In this situation they would click on ―Other Special Appointments‖.


7. Union Contract Positions




                                                                                        82
   Two Paths – Agency Decides Appropriate Path:

   1. Agency can post union covered positions as In-house postings. We can add a
      separate heading for Union Only Postings.

   2. Applicants can apply to open competitive postings. Include question on all
      supplemental questionnaires: Are you currently a member of XYZ Union.

      They can post when they have positions available or two times a year.

   There may still be some unique situations that we would allow the unions to free
   names.
   Note: Once logged into this they would then have the following choice of categories:
            Selective Placement
            Return to Merit
            Other Special Appointments
   In this situation they would click on ―Other Special Appointments‖.

FREE NAMES-APPLICANT SIDE

Applicants for Free Name appointments can fill out an application from the Delaware
Employment Link Career Opportunities Page by clicking on the Special
Appointments/Free Names Application link.

The applicant will go online at www.delawarestatejobs.com to access this page.

Security Codes
When directing an applicant to the Special Appointment/Free Name module, instruct the
applicant to enter the words ―Free Name‖ and your name in the resume box of the
application so that they are easily identified as a true Free Name.

When they get into the site, they will click either the DEL logo or the Browse Jobs button
to enter the DEL Career Opportunities Page.


DEL Logo
                                                                                 Browse Jobs




From this link, applicants are taken to the DEL Career Opportunities Page. If they scroll
down the page they will see Special Appointments/Free Names.




                                                                                        83
They will click on the title

A page that describes how your agency uses Free Name applications will appear. The
applicant then selects the appropriate type of appointment. The choices are

                       Selective Placement
                       Return to Merit
                       Other Special Appointments

They will click on the radio button next to the correct appointment




Note: Please refer to the Free Names Requirements document (page 82) to gain a better
understanding of what constitutes a Special Appointment/Free Name.



Then click on the box directly below the radio button

                                                                 Selective Placement
                                                                 Return to Merit
                                                                 Other Special Appointments

This will direct them to the Class Specifications page (seen below) so that they can select
the correct Class Title.




                                                                                         84
                              Select the Class Title that you
                              wish to apply to by clicking
                              on the title.




Once an applicant selects the appropriate class title, they should click on the title to be
directed to this page:




Make sure that the applicant chooses the correct level. In this example there is the
Accountant and the Senior Accountant. The applicant must choose the correct level
Note: For certain situations like Selective Placement, they may be interested in several
different levels or class titles. In this case they will have to fill out separate applications
for each class title.




                                                                                                  85
After clicking this



The applicant will be at the registration pages. They will need to scroll down the page
and they will see this:




Check the box



Choose the correct button-
                                 The person has not yet registered in DEL. They will
set up a new USERID and password that will allow them access to DEL.

Or select                                     The person has already set up their USERID
and password in DEL.

Once they have signed in, the application opens and they will see this page:




When the applicant applies, the application will have a special job number indicating that
this is a ―Free Name‖ application as well as the job classification number and a code to
indicate the type of appointment (transfer, reinstatement, voluntary demotion, etc.). In the
example above, the person selected Return to Merit-RM and they are a free name-F.



                                                                                          86
Remember to instruct them to enter the words ―Free Name‖ and your name in the resume
box for easy identification:




       Free Name
       Sally Resources


They need to complete all tabs in the application and send to the State of Delaware
through the send tab. They will receive a confirmation e-mail that the application was
submitted.

FREE NAMES-ADMINISTRATIVE SIDE

Those with access to DEL/Admin will go to www.jobaps.com/de/admin and log in. Once
in the administrative side Free Name applications will appear in the Free Names section
of the Aps Tab. Here you can view, annotate, and set the application expiration date for
the applications.

Free name applications show up here if they have been submitted and not dispositioned.




Dispositions
HRM will monitor the list of Free Names on a daily basis and disposition the applicants
in Free Names to the appropriate disposition code. Three new disposition codes have
been developed for Free Names. They are FN (Free Name), MS (Mistake), and DM
(Deadline Missed).


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HRM will change the dispositions as follows:
  Selective Placement (SP) applicants will change daily from a disposition of SUB to
  ER.

     Return to Merit (RM) and Special Appointments (SA) will change daily from a
     disposition of SUB to FN.

     Applicants that enter Free Names by mistake will be dispositioned daily to MS.
        Note: A notice template is being designed by HRM to notify applicants when they enter the
        module by mistake. HRM will monitor the list of Free Names and will send this notice to the
        applicants that have not provided the word ―Free Name‖ and the name of a HR/DEL
        Coordinator. The notice will give the applicant instructions on how to apply correctly in DEL.
        Remember they will have a disposition of MS.

     Applicants that enter for technical issues with DEL and approved by HRM will
     change from a disposition of SUB to DM as needed.

Viewing Free Names
You will be able to view your Free Names on the ―View‖ button of the Aps Tab.

The verified Selective Placement (SP) candidates will have a disposition of ER. You
will be able to view these applications by going into the Aps tab/View Button and
searching by ―ALL FREE NAMES‖ with a disposition of ER.




Remember to identify Selective Placement Candidates, look for the recruitment number
to start with SP:



To find other free names (SA or RM) search ―All Free Names‖ by the appropriate
disposition (FN or DM)


OR



Click                to get a list of all Free names. Find the candidate that you directed to
enter as a free name or the list of selective placement candidates and view their
applications by clicking

The application(s) will open and you can disposition them accordingly.




                                                                                                         88
If you are interested in hiring the applicant, change the disposition to
HR:

Check the             box

Click

If you want the Free Name to appear on a Referral List, change the disposition to ER:


Click

Note: Selective Placement candidates will already be dispositioned to ER and will appear
when you are creating your Referral List.




Free names will show up as a separate line in addition to your recruitment and will be
listed like RM-MABB01-F. Remember the Free Name will only appear when you are
creating a list for the job class that the Free Name applied for and whose disposition is
ER. Select the ―Check to use‖ box and the Free Name will appear on the Referral List
when you follow the instructions in the DEL User Guide on how to create a Referral list.
You must include all Selective Placement candidates on your Referral List as extra
names. If you fail to disposition your hire as HR, they will continue to show up on
referral lists.


                                                                                        89
                               POSTING RULES


                      Each Individual Position Vacancy is Posted
All vacancies will be posted as individual position vacancies. Only one job posting per
budget position number is permitted.


               Exceptions to Posting Each Individual Position Vacancy

Each department may post for multiple vacancies on one posting under the following
conditions:

      Jobs must have the same class code.
      Jobs must be in the same Department.
      Jobs must have similar or same job duties.
      Jobs must be located in the same county or City of Wilmington (multiple
       vacancies in different counties cannot use the same job posting).




After meeting the above criteria, to help you determine which
vacancies use the same posting, here are some examples:

                                         Scenario 1


 Same location, same class, same/similar job duties and same hiring manager.
  Example:

          Manager Smith has multiple vacancies in the same class at the same location
           and the position duties and responsibilities are homogeneous. Example:
           o Manager Smith has 3 vacancies for Administrative Specialist I and all
              three positions do essentially the same type of work or require essentially
              the same competencies or knowledge, skills and abilities.
           o All vacancies are located at the Haslet Building.

Result: One posting and one Referral List for all positions listed.




                                                                                          90
                                        Scenario 2


 Same location, same class, same/similar job duties but different hiring managers.
  Example:

          Manager Smith, Manager Jones and Manager Lane each have a vacancy.
             o Each manager has at least one vacancy for a Social Worker.
             o All vacancies are located at Herman Holloway Campus.
             o All three managers have agreed to share one posting, referral list and
                 conduct joint interviews

Result: One posting and one Referral List for all positions listed.



                                        Scenario 3


 Different locations within same county or City of Wilmington (not to exceed 5
  locations), same class, same/similar job duties and same hiring manager.
  Example:

           Manager Smith has 3 Administrative Specialist II vacancies, each one at a
           different location in New Castle County.
               o One vacancy is located at the Herman Holloway Campus, one vacancy
                   is at Emily Bissell and one at Cambridge.
               o Although one posting is used, the hiring manager will receive a
                   referral list that has filtered the applicants based on interest expressed
                   for each location.

Result: One posting and 3 Referral Lists, one for each location listed.




                                                                                          91
                                        Scenario 4


 Different locations in the same county or City of Wilmington (not to exceed 5
  locations), same class, same/similar job duties, and different hiring managers.
  Example:

          Manager Smith, Manager Jones and Manager Lane each have at least one
           vacancy for Administrative Specialist I.
              o Manager Smith’s vacancy is located at the Haslet Armory, Manager
                 Jones’ vacancy is located at the Duncan Center and Manager Lane’s
                 vacancy is located at Silver Lake Plaza.
              o Although one posting is used, each hiring manager will receive a
                 referral list that has filtered the applicants based on interest expressed
                 for each location.

Result: One posting and 3 Referral Lists, one for each location listed.




                                        Scenario 5


 Different locations in different counties or City of Wilmington (not to exceed 5
  locations), same class, same /similar job duties and different managers.
  Example:

                 Manager Smith, Manager Jones and Manager Lane each have a
                  vacancy for Administrative Specialist I.
                  o Manager Smith’s vacancy is at the Carvel State Office Building in
                     the City of Wilmington.
                  o Manager Jones’ vacancy is at the Haslet Building in Kent County.
                  o Manager Lane’s vacancy is at the McCardle Building in Kent
                     County.

Result: This option would break the positions down like the example above in #4. You
would have to complete a requisition for each county. You would have one posting
for the Kent County locations and a Referral List for each location in Kent and one
posting for the Carvel location with its own Referral List.




                                                                                          92
                           Letter Templates in DEL
Below is a sample of the most commonly used letter templates in DEL. Remember
when you are selecting a template make sure you do a preview to ensure you have
the correct notice going to the applicants.

Confirmation application was received
Found in DEL as App Confirmation

This is your e-mail confirmation notice that your application for |#Job Title (966)#| |#Job
Num (958)#| was received in the State of Delaware's Office of Human Resource
Management.

Your application was received on |#DateAppl (440)#|. The filing deadline for this job is
|#Deadline (441)#|.

If you want to review your application or submit an application for another job, please
return to the Current Employment Opportunities page at http://www.jobaps.com/de/.

If you need to update your e-mail address, mailing address, phone, or other contact
information, you may do this by returning to the Current Employment Opportunities page
and clicking on the button 'Update Contact Info'.

If you have any questions regarding the application and selection process, please contact
us at jobs@state.de.us.

Thank you for your application.


MMQ Letter-
Found in DEL as MMQ

Thank you for your interest in career opportunities with the State of Delaware. Your
application for |#Job Title (966)#| |#Job Num (958)#| has been screened and determined
that you have met the job requirements. Your application will remain active until the
vacancy is filled or the recruitment is closed. To learn more about our hiring process
please visit Job Seekers Resources located at www.delawarestatejobs.com. You may
check on the status of the vacancy by visiting the Delaware Employment Link (DEL)
Career Opportunities website at http://www.jobaps.com/de and clicking on Status of
Closed Postings.




                                                                                          93
Rejected Application Letter
Found in DEL as NQ

Thank you for your interest in career opportunities with the State of Delaware. Your
application for |#Job Title (966)#| |#Job Num (958)#| has been screened and determined
that you have not met the job requirements. Please refer to the Job Seekers Resources at
www.delawarestatejobs.com for guidelines on completing applications with the State of
Delaware or if you desire to appeal this determination.

If you would like to schedule an appointment with a career counselor, please contact
Human Resource Management offices; Wilmington at 302-577-8277 or Dover at 302-
739-5458 or Georgetown at 302-856-5966. Please visit the DEL Career Opportunities
web page at www.delawarestatejobs.com for other opportunities or if you wish to be
notified of future vacancies, click on "Notify Me of New Jobs" to submit your request.
We wish you success in your career search.


Letter to those not qualified after an initial determination of qualified
Found in DEL as NQ-Review

Thank you for your interest in career opportunities with the State of Delaware. This letter
is to inform you that while you were initially determined to meet the job requirements of
|#Job Title (966)#| |#Job Num (958)#|, a subsequent quality control review has
determined that you do not meet the job requirements. Please refer to the Job Seekers
Resources at www.delawarestatejobs.com for guidelines on completing applications with
the State of Delaware or if you desire to appeal this determination.

If you would like to schedule an appointment with a career counselor to discuss what jobs
you may qualify for, please contact one of the Human Resource Management offices:
Wilmington at 302-577-8277 or Dover at 302-739-5458 or Georgetown at 302-856-5966.
Please visit the DEL Career Opportunities web page at www.delawarestatejobs.com for
other opportunities or if you wish to be notified of future vacancies, click on "Notify Me
of New Jobs" to submit your request. We wish you success in your career search.




                                                                                         94
Letter informing applicants that job is closing
Found in DEL as Close

Due to an administrative decision, the position associated with Recruitment Number:
|#Job Num (958)#| and Job Title: |#Job Title (966)#|, is being closed at this time. We
apologize for any inconvenience this may have caused you. Please visit the DEL Career
Opportunities web page at www.delawarestatejobs.com for other opportunities or if you
wish to be notified of future vacancies, click on "Notify Me of New Jobs".

Thank you for your interest in employment with the State of Delaware, and we wish you
success in your career endeavors.

Letter informing applicants that job is closing and reopening
Found in DEL as Close and Reopen

Due to an administrative error that was discovered after Recruitment # |#Job Num (958)#|
opened, Human Resource Management is updating information on the posting. We are
closing this position and will re-open the position with the new information listed. You
will need to re-apply for the new position when it opens. We apologize for any
inconvenience that this may have caused. If you have any questions or concerns please
contact our Employment Services office at (302) 739-5458.

Thank you for your interest in employment with the State of Delaware.


Letter informing applicants that job is closing and not filling
Found in DEL as Close Not filling

Due to an administrative decision, the position associated with Recruitment Number:
|#Job Num (958)#| and Job Title: |#Job Title (966)#|, will not be filled at this time. We
apologize for any inconvenience this may have caused you. Please visit the DEL Career
Opportunities web page at www.delawarestatejobs.com for other opportunities or if you
wish to be notified of future vacancies, click on "Notify Me of New Jobs".

Thank you for your interest in employment with the State of Delaware, and we wish you
success in your career search.




                                                                                        95
Letter informing applicants that they were not selected after interviewing
Found in DEL as Interview/Not selec

Thank you for your interest in career opportunities with the State of Delaware and for the
opportunity to interview you for |#Job Title (966)#| |#Job Num (958)#|.

We enjoyed meeting you. Selecting from the many people who expressed interest in this
position has been difficult. After careful consideration, our interview panel selected
another candidate.

Your interest in a career with the State of Delaware is appreciated and we encourage you
to continue your career search by visiting the Delaware Employment Link (DEL) web
page at www.delawarestatejobs.com for other opportunities. We wish you success in
your career search.

Letter informing applicants that they are not eligible- In-House only
Found in DEL as NQ- I/HOnly

We received your application for the position of |#Job Title (966)#| |#Job Num (958)#|.
This position was only available for eligible in-house Merit employees. We cannot
process your application because you are not an employee of this agency or you have not
completed your initial probationary period. If you dispute this decision, please contact
the recruiting agency.

Your interest in a career with the State of Delaware is appreciated and we encourage you
to continue your career search by visiting the Delaware Employment Link (DEL) web
page at www.delawarestatejobs.com for other opportunities. We wish you success in
your career search.

Letter informing applicants that they were not selected after Quality Control
Review
Found in DEL as NQ Review

Thank you for your interest in career opportunities with the State of Delaware. This letter
is to inform you that while you were initially determined to meet the job requirements of
|#Job Title (966)#| |#Job Num (958)#|, a subsequent quality control review has
determined that you do not meet the job requirements. Please refer to the Job Seekers
Resources at www.delawarestatejobs.com for guidelines on completing applications with
the State of Delaware or if you desire to appeal this determination.

If you would like to schedule an appointment with a career counselor to discuss what jobs
you may qualify for, please contact one of the Human Resource Management offices:
Wilmington at 302-577-8277 or Dover at 302-739-5458 or Georgetown at 302-856-5966.
Please visit the DEL Career Opportunities web page at www.delawarestatejobs.com for
other opportunities or if you wish to be notified of future vacancies, click on "Notify Me
of New Jobs" to submit your request. We wish you success in your career search.



                                                                                         96
Letter informing applicants that they were not eligible-Merit Only
Found in DEL as NQ- Merit Only

We received your application for the position of |#Job Title (966)#| |#Job Num (958)#|.
This position was only available for eligible State of Delaware Merit employees. We
cannot process your application because you are not a Merit system employee with the
State of Delaware. If you dispute this decision, please contact the recruiting agency.

Your interest in a career with the State of Delaware is appreciated and we encourage you
to continue your career search by visiting the Delaware Employment Link (DEL) web
page at www.delawarejobs.com for other opportunities. We wish you success in your
career search.




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