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					HR - Short Listing and Interview Booking




 Introduction ........................................................................................................................................ 2
 Closing Date ....................................................................................................................................... 2
 Creating the Applicant Tracking Form ............................................................................................ 2
 Create Interview Slots ...................................................................................................................... 3
 Adding members of the Panel to Slot(s) ........................................................................................ 4
 Deleting / Removing Slot(s) ............................................................................................................. 5
 Inviting Candidates to Interview – Self Selection ........................................................................ 5
 Inviting Candidates to Interview – Adding a Candidate manually to a slot .............................. 7
 Inviting Candidates to Interview – By Letter ................................................................................ 8
 Edit Interview Slots ......................................................................................................................... 10
 Removing a candidate from a slot ................................................................................................ 10
 Creating Interview Tracking Form ................................................................................................ 11
 Recording Interview Feedback / Notes ........................................................................................ 11
 Rejecting Applicants ........................................................................................................................ 11




                                                                       -1-                                                                           1
Introduction

The system allows interviews to be set up in various ways. Candidates can be invited to
interview through self selection of slots and be added manually. This guide will show you how
to process the shortlist and arrange interviews.

Closing Date
On the closing date you will need to email the Recruiter the Applicant tracking form. This is
what the Recruiter returns to you with their short list and interview information. You will also
need to change all candidates are at NEW to WITH DEPARTMENT FOR SHORTLISTING

       Go To
       Select all candidates at NEW, by checking the white box next to them
       Change status to WITH DEPARTMENT FOR SHORTLISTING




Creating the Applicant Tracking Form
This can be created in Reports. Navigate to the Reports under the Left Hand Menu




           Select




                                              -2-                                              2
In the Super User tab, click         next to the Applicant Tracking Form




Un tick the null box and enter the reference number, click




This will list the names of all candidates and columns for Recruiters responses.
This then needs to be exported to Excel so that it can be saved and emailed out to the
recruiter

Select Excel / PDF from the drop down (The option you choose will be dependant on whether
you want the report emailed back)




           Click         and save in the normal way

Once this is returned you can create the interview slots


Create Interview Slots

To book an interview, time slots must be created so that a candidate can either book
themselves in to a slot or HR can manually add someone in to a slot.

       From the current work select the vacancy you wish to create interviews for and follow
        the steps below:
       RHS menu



                                              -3-                                          3
       Interviews

Please note the top section (displayed below) is for search purposes only.




Use the section titled Interview Slots to                  The are now created and listed
set up the required slots;

       Enter the time the interviews are
        from and to
       Enter the date the interviews are
        to take place
       Enter the duration of each
        interview (please note, you may
        want to take account of breaks
        between candidates here, as the
        system doesn‟t do this
        automatically)

       Enter the number of concurrent
        slots (the number of interviews
        you would like taking place at one
        time, the default is 1)
       Select the Interview Location
        (building) the interview is taking
        place in.
       Select the type of interview taking
        place

       Click on



Adding members of the Panel to Slot(s)

Adding anyone involved in the interviews will ensure they are reminded of the date of
interview and this will be represented in their current work.

Select the slots you wish to add the Interviewer to, by ticking the check box next to each slot
or selecting the              option.

Click on the Add Interviewer to Selected Slot(s) drop down, this will be populated with people
added to the team for this vacancy. If someone from the panel‟s name is missing, add them
to the team and they will appear in this list. Select the name you want




                                              -4-                                             4
The message                                   will appear at the top of the screen and stars will
appear against the slot to indicate the person has been added.




    Deleting / Removing Slot(s)

    You may need to delete a slot for many reasons the most common will be to allow the panel
    a lunch break, as the system doesn‟t take account of this.

    Select the slots you wish to remove, by ticking the check box next to each slot or selecting
    the               option.


    Navigate down the page to the Remove Selected Slot(s) option and click on




    Inviting Candidates to Interview – Self Selection (email)

    You can now invite candidates to attend interview.

             Using the Left Hand Menu Select the Applications page for the position
             Select the candidates you wish to invite to interview by ticking the check box next to
              each candidate
             Select PENDING INTERVIEW from the Set Selected Items to drop down at the top of

              the screen and click on




                                                   -5-                                              5
A dialogue box will open, click on the interview type, it is essential that the Interview Type
matched the type that was selected when setting up the slots.




This will generate a status change for the candidate to PENDING INTERVIEW.




These candidates are now in a mailing queue to be sent an email. In order to send the email;
    Navigate to the Mailings tab on the Right Hand Menu
    This will produce a list of mailings, and the Interview option will have a number
        under the pending column and display the          icon.
       Click on the word Interview




                                               -6-                                               6
This will produce a list of Interview types with Pending columns
     Navigate to the relevant interview type
     Click on the red envelope to open the master email template
     Make any changes to the master email required and save




You are now required to confirm the interview type again;
    Navigate to the bottom of the page
    Select the interview type from the “Invite applicants for interview on interviews of
        type” drop down menu

       Click on




A message will appear at the top of the screen confirming the number of candidates emailed,
the candidates status will automatically be changed to INVITED FOR INTERVIEW. These
candidates will receive an email asking them to log in and book an interview slot.


Inviting Candidates to Interview – Adding a Candidate manually to a slot

This option will be used for Grade 7 and above as well as for candidates who have requested
communication by letter.

       Using the Left Hand Menu Select the Applications page for the position
       Select the candidates you wish to invite to interview by ticking the check box next to
        each candidate
       Select PENDING INTERVIEW from the Set Selected Items to drop down at the top of

        the screen and click on




                                             -7-                                             7
A dialogue box will open, click on the interview type, it is essential that the Interview Type
matched the type that was selected when setting up the slots.




This will generate a status change for the candidate to PENDING INTERVIEW.




These candidates are now in a mailing queue to be sent an email. In order to send the email;
    Navigate to the list of slots in the Interviews menu
    Select the required slot by clicking on the word empty




This will produce a list of candidates:
      Select the required candidate by clicking on GO
      Empty will be replaced with the candidates surname

 The applicants‟ status is automatically changed to INVITED FOR INTERVIEW. These
candidates will receive an automated interview confirmation email.




Inviting Candidates to Interview – By Letter

If a candidate is to receive a Letter, the Preferred Mail type dropdown on the candidate
Personal Details page needs to be set to „Letter‟. This allows i-Grasp to flag when a user tries
to send an email to the candidate that the candidate is to be contacted via letters instead.
This will generally occur when a candidate has submitted a hard copy application.



                                               -8-                                               8
If you change candidates to Pending Status and try to email, the system will flag that the
candidate has not received an email.




If you go back into the specific mailing area, you will see that the system has links showing
the last mailings sent:




                                              -9-                                               9
Click on the name of the last export, this will export the information to a CSV file where you
can see the candidates noted as Mail merge required




This information can then be used to mail merge a letter.


Edit Interview Slots

Interview Location, Location Group and Interview Type can be amended by:
     Select the slot(s) you wish to change by ticking the check box next to each slot
     Navigate to the bottom of the page and select from the Interview Location Group /
        Set Selected Slot(s) to Location / Set Selected Slot(s) to Interview Type drop down at
        and click on GO




All information including Interview dates and times can be amended by clicking on the date
of a slot and editing the information.


Removing a candidate from a slot

This action has to be performed by HR.
     Click on interview date
     Click on REMOVE




You will be asked to confirm this action and the candidate will be removed from the slot. If a
candidate is changing slots, you will need to now book them in manually.




                                             - 10 -                                          10
Creating Interview Tracking Form

Follow the instructions above for creating the Applicant Tracking Form, this time selecting the
Interview Tracking Form.

Email this out to the recruiter prior to the interviews taking place, confirming all interviews
have been booked.


Recording Interview Feedback / Notes

Interview notes that are both typed and hand written can be saved in the system:
     Within the application, navigate to the Interviews page in the right hand menu
     Open the individual interview record by clicking on the date of the relevant
        candidates‟ interview record.
     Notes can be typed directly into the Free Text field, please note the name of the
        individual providing the feedback in this entry.
     Notes can be uploaded by navigating to the bottom of the page and using the browse
        button to add the document containing the notes, then click on Upload.




Notes can also be faxed into the system:



       Navigate to the          icon and print the cover sheet produced
       Use the cover sheet to fax the document into the system, these will be attached the
        the relevant records.

Please be mindful that candidates have the right to request these notes under the DDA, so
please see the guidelines on the HR website or check with your HR Officer if you are unsure
about the content of any notes.


Rejecting Applicants

Applicants can be rejected at all stages of the process; the method for rejecting applicants is
the same regardless.

The different rejection types are determined by HR to track the stage a candidate is rejected:
    Vacancy Withdrawn
    Pre Shortlisiting
    Post Shortlisting
    Post Interview
    Post Offer

Each rejection type is linked to a specific email with content to accommodate the different
stages when an applicant is rejected and the reason.




                                               - 11 -                                             11
Processing rejections involves selecting applicants for rejection and then sending them an
email.
       Within the job go to the                  page
       From the applicant list select those to be rejected by ticking the box next to their
        name




       Select UNSUCCESFUL CORRES PENDING from the Set Selected Items to drop down

        at the top of the screen and click on




       This will produce the rejection selection window




       Navigate to the relevant Rejection Type Dropdown e.g Post-Interview, Post-Offer,
        Post-Shortlisting, Pre-Shortlisting or Vacancy Withdrawn
       Select the reason the candidate has been unsuccessful




                                                - 12 -                                         12
      and click on
      This will update the applicants page and prepare the email
      The information in brackets next to the status shows what stage the applicant was
       rejected at and for what reason




These candidates are now in a mailing queue to be sent an email. In order to send the email;
    Navigate to the Mailings tab on the Right Hand Menu
    This will produce a list of mailings, and the Rejection option will have a number under
       the pending column and display the            icon.
      Click on the word Rejection




This will produce a list of rejection types with Pending columns
     Navigate to the relevant interview type
     Click on the envelope to open the master email template
     Make any changes to the master email required, save and close




                                            - 13 -                                         13
You are now required to confirm the rejection type again;
    Navigate to the bottom of the page
    Select the interview type from the “Reject applications of type” drop down menu

      Click on




A message will appear at the top of the screen confirming the number of candidates emailed,
the candidates status will automatically be changed to UNSUCCESFUL.




           You will need to repeat this process for each rejection reason. This will ensure
           the correct rejection reason is attributed to that candidate.




                                             - 14 -                                           14

				
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