User Guide Shortlisting Advertised Job
Brief Document Description Overview This User Guide explains how to review applications and shortlist using the erecruitment system for an advertised job. About this Business Process To advertise a position, the Hiring Manager (or delegate) creates the job opening in erecruit and submits for approval. For further information on this process, please refer to the User Guide Create Job Opening. Once advertising has closed the Hiring Team/Selection Committee will need to review applications, provide comments and a identify applicants that will progress to interview. It is highly recommended that the Hiring Team/Selection Committee meet to discuss and decide who to shortlist for interview and enter these decisions on the system. The Chair of the Panel will then notify Human Resources (HR) that the Hiring Team\Selection Committee s decisions in order for interviews to be arranged with shortlisted candidates. For further information, please refer to: Recruitment and Selection Policy Recruitment and Selection Procedures For further assistance using erecruit, please contact HRM on (07) 373 54011 (ext. 54011). 2 P age
Steps Step 1 Step 2A Step 2B Step 3 Step 4 Step 5 Navigate to Recruiting Home Review Applicants Prior to Advertising Closure Hiring Manager/Panel Chair Review Applicants Prior to Advertising Closure Hiring Team/Selection Committee Members Advertising Closed Commence Online Shortlisting Providing Shortlisting Comments and Recommendations Selection Panel Chair Notification of Hiring Team Decision Useful Icons Use this icon to view specific help text * Indicates a mandatory field Use this look up icon to search for data. Use this icon to access the application details of an applicant Step 1 - Login in to Griffith Staff Portal Open the Griffith Home Page. Click on Staff Portal in the top right hand corner of the screen. Log into the Staff Portal using your Griffith ID and Password. 3 P age
The Staff Portal Page displays. My Staff Page can be accessed in two locations within the Staff Portal. The first location is by clicking on My Staff Page under Key Services. Alternatively you can select Employment from the left hand side navigation menu, and click My Staff Page under Human Resource Management. A series of tiles will appear on your Home Page once you have logged in to My Staff Page. 4 P age
Click on the Recruitment tile. The Recruitment Dashboard displays. The layout of the Recruitment dashboard has changed. The new page is divided into two sections. Left hand menu - lists all the menu items under each main heading. The right hand screen - provides functionalities of the menu item chosen on the left hand screen. Click on Recruitment Home. 5 P age
Step 2A Review Applicants Prior to Advertising Closure Hiring Manager/Panel Chair Hiring Managers/Panel Chairs have access to their Job Openings through the My Job Openings on the Recruitment Home menu. Click on My Job Opening sub-menu item. Click on the Job Opening you want to view. The list of applicants for the job opening will display. From this screen you can quickly view the Resume of each applicant by selecting the Resume icon. 6 P age
Click on the Application Icon to view the application details which includes responses to the application questions and attached documentation. Note: Applicant names have been removed from this screen capture. The Manage Application page displays. The Application and Resume tab allows you to view the applicant s: Resume Cover Letter Statements addressing the Selection Criteria (if required) Any other documentation the applicant may have submitted as part of their application. 7 P age
The Questionnaire tab allows you to view the applicant s answers to the application question set. Click on View All to see all the applicant questions associated with your job opening. The Notes tab provides a summary of all the notes placed on the applicant s profile, as well as a copy of all the correspondences. The Route Tab displays everyone the applicant s information has been routed to. To view each Selection Panel members comments click the folder icon in the comments column. 8 P age
Step 2B - Review Applicants Prior to Advertising Closure Hiring Team/Selection Committee Members Hiring Team / Selection Committee members can access Job Openings before the advertising has closed from Recruitment Home. Click Search Job Openings under Recruitment Home menu. Enter Search Criteria (Job Opening Number or Job Posting Title) and click Search. 9 P age
The search results display. Click on the Job Opening you wish to view applicants for. The list of applicants for the job opening will display. From this screen you can quickly view the Resume of each applicant by selecting the Resume icon. Click on the Application Icon to view the application details which includes responses to the application questions and attached documentation. Note: Applicant names have been removed from this screen capture. The Manage Application page displays. 10 P age
The Application and Resume tab allows you to view the applicant s: Resume Cover Letter Statements addressing the Selection Criteria (if required) Any other documentation the applicant may have submitted as part of their application. The Questionnaire tab allows you to view the applicant s answers to the application question set. Click on View All to see all the applicant questions associated with your job opening. 11 P age
The Notes tab provides a summary of all the notes placed on the applicant s profile, as well as a copy of all the correspondences. The Route Tab displays everyone the applicant s information has been routed to. Each Route recipient/selection Panel member is displayed along with their response and the date they responded. To view each Selection Panel members comments click the folder icon in the comments column. 12 P age
Step 3 Advertising Closed - Commence Online Shortlisting Members of the selection panel (Chair or Panel member), will receive an email once advertising has closed and applicants are ready to be shortlisted. Click each applicant name from the list in the email to review their application in the erecruitment system. The Manage Applicant page displays. 13 P age
Click on the Application Icon besides the job opening you are associated with to access the applicant s application information and attachments. The Manage Application page displays. The Application and Resume tab allows you to view the applicant s: Resume Cover Letter Statements addressing the Selection Criteria (if required) Any other documentation the applicant may have submitted as part of their application. The Questionnaire tab allows you to view the applicant s answers to the application question set. Click on View All to see all the applicant questions associated with your job opening. The Notes tab provides a summary of all the notes placed on the applicant s profile, as well as a copy of all the correspondences. The Route Tab displays everyone the applicant s information has been routed to. Each Route recipient/selection Panel member is displayed along with their response and the date they responded. To view each Selection Panel members comments click the folder icon in the comments column. 14 P age
Step 4 Providing Shortlisting Comments and Recommendations Once you have reviewed all the Applicant information you can now add your shortlisting comments and recommendations for each applicant. You can also download a consolidated report on the job openings and all applicants. From the Recruitment page select Shortlisting Online menu item. 15 P age
The Applicants for Job Opening(s) you are currently associated with as a Selection Panel member will display. Click on the first show filters icon to view filters. Filters can be applied by Role, Your Response or Positing Title Multiple actions can be performed for each applicant by clicking on the green arrow next to the Job Opening number. 16 P age
1. Consolidated Report Click on Consolidated Rprt action item to view/download a report on the job opening and all applicants associated with the Job Opening number. A new window will pop up with the results of the report. 2. Job Opening Detail Click on Job Opening Detail action item to view all details of the Job Opening. 17 P age
Manage Job Opening page will be displayed in a new window. 3. Provide Response Click on Provide Response action item to view the Routing Response page. 18 P age
Click on the Recommendation field to view the list of options. One of three options 000 No, 001 Maybe or 001 Yes should be used. The Chair of the Panel is looking for your recommendation as to whether to invite for Interview or Reject. Once you have chosen your recommendation you can then add comments in the Comments field. These comments should be related to your recommendation based on the application details of this applicant. Please ensure your recommendation/comments is your final decision as once these are submitted you cannot edit this recommendation or comment. Click the submit button to save your recommendation and comments. 19 P age
Once you have submitted the following message will appear. Click on OK and then on Pending Request button to proceed. Step 5 Selection Panel Chair Notification of Hiring Team Decision It is the Selection Panel Chair s responsibility to notify the HR Officer in Appointment Services by email that the Selection Panel has completed shortlisting and provide the list of those to be interviewed. Further information Email: hrservices@griffith.edu.au Phone: 373 54011 20 P age