Managing Applicants - City University of New York...applicant-related recruiting tasks. Use the Browse Job Openings screen to view those Job Openings within your Campus for which you

TAM REFERENCE GUIDE

Managing Applicants

TAM SERIES: GUIDE 2

ROLES: RECRUITER AND CHIEF DIVERSITY OFFICER

OHRM Strategic Planning and Technology

Professional Learning and Development Management

SEPTEMBER 2013 VERSION 2

OHRM Strategic Planning and Technology Professional Development and Learning Management

TABLE OF CONTENTS

OVERVIEW - RECRUITER RESPONSIBILITIES AFTER JOB OPENING HAS BEEN POSTED .................................................1

VIEW APPLICANT DATA AND MODIFY APPLICANT ACTIVITIES .............................................................................2

Display a Job Opening and View the Applicant List with Browse Menu .............................................. 2

Display a Job Opening and View the Applicant List with the Find Job Openings Menu ...................... 4

Manage the Applicant List ................................................................................................................... 6

View an Applicant’s Application and Contact Information .................................................................. 7

View and Add a Contact Note to the Applicant’s Application ............................................................. 9

View an Applicant’s Current Application Status and Update the Applicant’s Disposition ................ 11

View and Add an Expense to the Applicant’s Activity ....................................................................... 13

Review the Applicant’s Interview Schedule Created by the Search Chair or Interested Party ......... 14

View an Applicant’s Completed Interview Evaluation ....................................................................... 16

ADD AN EXTERNAL APPLICANT TO A JOB OPENING (MANUALLY) ...................................................................... 17

Add the Applicant .............................................................................................................................. 17

Input Contact Details ......................................................................................................................... 17

Input Application ............................................................................................................................... 20

SCREEN APPLICANTS .............................................................................................................................. 22

Check the Screening Questions and Requirements Before Screening .............................................. 23

Screen for Minimum Qualifications ................................................................................................... 26

Screening for Preferred Qualifications .............................................................................................. 30

Apply the Screening Results and View the Updated Dispositions ..................................................... 33

VIEW AND PRINT RESUMES ..................................................................................................................... 35

View and Print an Applicant’s Resume .............................................................................................. 35

View an Applicant’s Resume and Attachments ................................................................................. 36

Print a Group of Applicants’ Resumes, Cover Letters, and Attachments .......................................... 39 continued on next page

OHRM Strategic Planning and Technology Professional Development and Learning Management

SEND EMAIL CORRESPONDENCE TO AN APPLICANT ........................................................................................ 43

Select an Applicant and the Send Correspondence Menu ................................................................ 43

Send an Email Message to an Applicant ............................................................................................ 44

Email an Applicant a Predesigned OHRM Letter (Rejection, Search Cancellation or Search Hold)... 45

SEND EMAIL CORRESPONDENCE TO A GROUP OF APPLICANTS .......................................................................... 46

Select the Applicants and the Send Correspondence Menu ............................................................. 46

Send an Email Message to a Group of Applicants ............................................................................. 47

Email a Group of Applicants a Predesigned OHRM Letter (Rejection, Search Cancellation or Search Hold) ................................................................................................................................................... 48

SEND A RECRUITMENT LETTER THROUGH THE POSTAL SERVICE ........................................................................ 49

Select an Applicant and the Send Correspondence Menu ................................................................ 49

VIEW AND MANAGE INTERVIEW SCHEDULES ................................................................................................ 51

View Your Weekly Interview Schedule .............................................................................................. 51

Schedule an Applicant Interview ....................................................................................................... 52

Schedule an Applicant Interview and Send Notification ................................................................... 52

Schedule an Applicant Interview and Send an Email with an Attached Interview Letter (created by OHRM) ................................................................................................................................................ 56

SAMPLE LETTERS CREATED BY ORHM FROM THE SEND CORRESPONDENCE MENU ............................................... 63

Overview - Recruiter Responsibilities After Job Opening has been Posted

Human Resource Management Strategic Planning & Technology Professional Development and Learning Management 1

OVERVIEW - RECRUITER RESPONSIBILITIES AFTER JOB OPENING HAS BEEN POSTED

After the Job Opening has been posted, the Recruiter is responsible for:

Viewing and Managing the Applicant List

Screening the Applicant List for Qualified Applicants

Sending Correspondence to Applicants

Creating and Submitting the Job Offer

After the Job Opening has been posted on the CUNY website, external websites, newspapers, and agencies, employees and non-employees will apply to the job posting.

The Recruiter, College HR, and the Chief Diversity Officer will be able to manage many activities for the specific Job Opening such as reviewing applicants, manually adding any applicants who may need assistance into TAM, and adding notes, attachments and expense data.

Soon after the Closing Date/Review Date, the Recruiter reviews the list of applicants who applied for a specific Job Opening and screens the list for Minimum and Preferred Qualifications. Applicants who pass the screening will have their disposition status changed to Screen. Applicants who do not pass the screening will have their disposition status changed to Not Selected. Recruiters can send email notification through TAM to all applicants with a Not Selected disposition. Sending correspondence is not automatic.

Following the automated Review Date/Close date, either the Recruiter or the Chief Diversity Officer will enter data on the Search Committee which will give them security access to review individual applications. Search Committee members review applications with a disposition of Applied or Screen. They may either download the application materials or view them online.

When a hiring decision has been made, the college official will prepare and manage the job offer for the candidate outside of CUNYfirst. Once the final offer has been made and accepted by the applicant, the Recruiter will record the job offer into CUNYfirst. The Chief Diversity Officer, Recruiter, Campus Budget Officer, Department Head, and Campus President will all be responsible for approving or denying the job offer in CUNYfirst.

After the offer has been approved and accepted by the applicant in CUNYfirst, College HR/Recruiter will be able to manage pre-hire activities and the Prepare for Hire function in TAM. When the Prepare for Hire has been completed, an HR employee will automatically be notified to perform the Manage Hire process in the Workforce Administration module of HCM (Human Capital Management).

When the applicant has been hired in CUNYfirst, his/her disposition on the Job Opening will change to Hired. In addition, the Job Opening’s status will be updated by the system to “Filled/Closed.” At this point, whichever candidates have not had a status change to Not Selected will have their disposition changed as part of the close-out process. Recruiters must complete any notifications to candidates who were not selected; this is not automatic.

View Applicant Data and Modify Applicant Activities


VIEW APPLICANT DATA AND MODIFY APPLICANT ACTIVITIES

DISPLAY A JOB OPENING AND VIEW THE APPLICANT LIST WITH BROWSE MENU

The Job Opening page provides a single point from which the Recruiter can complete many job- and applicant-related recruiting tasks. Use the Browse Job Openings screen to view those Job Openings within your Campus for which you are part of the Recruiting or Hiring Team.

1. OPEN THE FIND JOB OPENINGS PAGE

From the CUNYfirst Menu, navigate to: Recruiting > Browse Job Openings

2. FIND THE JOB OPENING USING THE DISPLAY FIELDS

Click the down triangle for the first Display field and select Job Associated to me

Note: You can view Job Openings based on four criteria: Job Assigned to Me: jobs for which you are the primary Recruiter; Jobs Associated to Me: jobs for which you are the creator or a member of the recruiting or hiring team; Jobs to be Approved by Me: jobs for which you are part of the approval process; and All Jobs.

Keep the Status display field as Open

Note: This field filters by the Job Opening status. Other options are: Draft, Open, and Pending

Keep the Active within Display field as Active within View All

Note: This option filters by the most recent activity that incurred for the Job Opening. Options for this field are: View All, Last 2 weeks, Last 3 days, Last Month, Last Week, Last Year, Today, and Yesterday.

Click the Refresh icon to display the list of Job Openings in which you are associated



3. SELECT THE APPLICABLE JOB OPENING

Click on the Job Opening Title link in the Open Job Openings box

4. VIEW THE JOB OPENING DETAILS AND LIST OF APPLICANTS

Review the Job Opening details at the top of the screen

Notice on the light blue header bar that the Job Opening menus default to the Manage Applicants and View Applicants (select Manage Applicants if not already selected)

Scroll down to the Applicants Grid and view the Applicant List

Click the down triangle for the disposition Display field to list applicants with All dispositions or a selected disposition, i.e., Applied, Linked, Screen, or Interview

Note: Applicants are listed in the order in which they applied. You can sort the applicants in alphatbetical order by Applicant Name, ID, Applicant Type, or Disposition by clicking on the column header.

Job Opening Details

Job Opening Menus – Manage Applicant and View Applicants

Applicants Grid and Applicant List

Disposition Display Field

Column Headers



DISPLAY A JOB OPENING AND VIEW THE APPLICANT LIST WITH THE FIND JOB OPENINGS MENU

In addition to using the Browse Job Opening menu, you can also use the Find Job Openings page to search for specific Job Openings associated with you. You will only be able to see those Job Openings within your Campus for which you are part of the Recruiting or Hiring Team.

1. OPEN THE FIND JOB OPENINGS PAGE

From the CUNYfirst menu, navigate to: Recruiting > Find Job Opening

2. FIND THE JOB OPENING

Keep the Status as Open (other Job Opening statuses are Cancelled, Closed, Denied, Draft, Hold, and Pending)

Enter the search criteria for the Job Opening you want to find (e.g., input the Job Opening ID into the Job Opening ID field and/or the Job Code Number or part of the Posting Title in the Title field)

Click



3. SELECT THE APPLICABLE JOB OPENING

Click applicable Job Opening by clicking on the Job Opening Title link

4. VIEW THE JOB OPENING DETAILS AND LIST OF APPLICANTS

Review the Job Opening details at the top of the screen

Notice the Job Opening menus listed in the light blue header bar default to the Manage Applicants and View Applicants (select Manage Applicants if not already selected)

Scroll down to the Applicants Grid and view the Applicant List

Click the down triangle for the disposition Display field to list applicants with All dispositions or a selected disposition, i.e., Applied, Linked, Screen, or Interview

Note: Applicants are listed in the order in which they applied. You can sort the applicants in alphatbetical order by Applicant Name, ID, Applicant Type, or Disposition by clicking on the column header.

Job Opening Details

Manage Applicants and View Applicants Menus

Applicants Grid and Applicant List

Disposition Display Field

Column Headers



MANAGE THE APPLICANT LIST

Use the Applicants grid on the Job Openings page to view and manage the list of applicants who applied for the job.

1. ACCESS THE JOB OPENING (IF NOT ALREADY DISPLAYED)

From the CUNYfirst menu, navigate to and select: Recruiting > Browse Job Openings > Jobs

Associated to Me, Open, Active within View All and > the specific Job Opening

2. VIEW AND MANGE THE APPLICANT LIST

Scroll down the Applicants Grid to find an applicant or click the Find link in the Applicant’s Navigation Bar to type and search for the applicant’s name

Use the Navigation Bar to view additional pages and note the total number of applicants

Click the Download button on the Navigation Bar to download the Applicant List to Excel

Use the selection box to the left of an applicant’s name to select the applicant

Click the applicant’s name to display the applicant’s Manage Applicant page

View the first three columns for the Applicant Name, ID, and Type (Internal or External)

View the Disposition column which indicates the applicant’s recruitment status

View the Resume column which indicates if the applicant submitted his/her resume

Note the most recent time the application was submitted or updated

View the Take Action column which indicates the recruitment actions the Recruiter can perform

Note: You can sort applicants in alphabetical order by Applicant Name, ID, Applicant Type, or Disposition by clicking on the column heading.

Applicant List

Find Link, Excel Download Button and Navigation Bar

List of Actions Recruiter Can Perform

Column Headings



VIEW AN APPLICANT’S APPLICATION AND CONTACT INFORMATION

The Manage Applicants - Applicant Data page provides a central location for reviewing applicant data and performing applicant-related tasks for the Job Openings in which you are part of the Hiring Team.

1. ACCESS THE JOB OPENING AND DISPLAY THE APPLICANT LIST (IF NOT ALREADY DISPLAYED)


Associated to Me, Open, View All and > the specific Job Opening

Select the Manage Applicants link, if not already selected or greyed out

2. VIEW APPLICANT’S APPLICATION

Scroll down the Applicants grid to find the applicant’s name

Click the applicant’s name to display the Manage Applicant page

Click Applicant Data link in the light blue header bar

Notice the Applications & Resumes link is automatically selected/greyed out

In the Applications Grid below the View Application heading, click the View Application link to display the applicant’s application for a specific Job Opening

Scroll down to review the application details, e.g., Resume, Attachments, Preferences, Work Experience, Education, Licenses, and Languages

If the applicant uploaded a resume, view the resume with the View Resume Attachment link

After viewing the application details, click Return to Previous Page

Continue with the next step to view Contact Information



3. VIEW APPLICANT’S CONTACT INFORMATION

From the applicant’s Manage Applicant screen, click the Applicant Data link if not already selected/greyed out

Click the Contact link

View the applicant’s name, address, email address, and phone number

To return to the Applicant List, click the Applicant List link above the light blue header bar



VIEW AND ADD A CONTACT NOTE TO THE APPLICANT’S APPLICATION

The Manage Applicant – Contact Notes page is used to track communications regarding the applicant and to create a new note about interactions you had with the applicant. Interactions can be inbound or outbound phone calls, emails, faxes, etc. Contact notes can be created by the Recruiter and Chief Diversity Officer. However, only the creator can read his/her note.

A contact note will also be created whenever either the Recruiter or Search Chair generates a recruitment/interview email or letter. The note will be listed in the applicant’s Contact Notes and the Job Opening’s Contact History screen, which will enable Recruiters to keep track of all communication that was sent to the applicant via CUNYfirst.

1. ACCESS THE JOB OPENING



2. FIND THE APPLICANT

Scroll down the Applicant List to find the applicant or click the Find button in the Applicants header bar to type and search for the applicant’s name

Click the applicant’s name to display the Manage Applicant screen

Down



3. VIEW THE APPLICANT’S CONTACT NOTE (IF APPLICABLE)

Click Contact Notes link in the top light blue header bar

View the Contact History section to see if there are any existing notes. If a note is listed, click the Note’s Subject link to view the note

4. ADD A NOTE TO THE APPLICANT’S DATA

Below the Contact History box, click Add Contact Note link

Input the Contact Date to specify when the communication took place (the default value is the current date)

Click the down triangle for the Contact Method to select the type of communication you had with the applicant

Keep the Note Audience option set to Public

Enter a Subject and input the Note

Note: You can also add an attachment to the note by using the Add Attachment link

Click Save & Return



VIEW AN APPLICANT’S CURRENT APPLICATION STATUS AND UPDATE THE APPLICANT’S DISPOSITION

The Manage Applicant – Current Status page is used to view and track the applicant’s disposition and how far the applicant has progressed in the recruitment process for the Job Opening(s) to which the applicant has applied. As a Recruiter, you will see all the Job Openings the applicant has applied to within your campus.





Scroll down the Applicant List to find the applicant or click the Find button in the header bar to type and search for the applicant’s name

Click the applicant’s name to display the Manage Applicant screen



3. VIEW APPLICANT’S CURRENT RECRUITING STATUS FOR THE JOB OPENING

Click the Applicant Activity, Current Status links, if not already selected or greyed out

View the Applicant Activity grid (you will see the Job Openings the applicant has applied to within your Business Unit and how far the applicant is in the recruiting process)

The View Activity History link at the bottom of the grid displays the applicant’s previous dispositions for those Job Openings in your Business Unit where the disposition has changed over time; the Current Activities view shows only the applicant’s current dispositions

Note: See example below.

4. VIEW AND UPDATE AN APPLICANT’S RECRUITING DISPOSITION

From the Manage Applicant screen, select the applicant’s disposition link in the Disposition column

Click the white triangle on the blue bar which displays the message, “Click icon to edit disposition details”

Input the updated Status Code and Status Reason, i.e., Status Code: Not Selected, Status Reason: No Show for Interview

Save the changes and then select Return to Previous Page

Job Openings



VIEW AND ADD AN EXPENSE TO THE APPLICANT’S ACTIVITY

The Manage Applicant – Expenses page summarizes expenses that were incurred recruiting a specific applicant. Links in this section enable you to view expense details and create expense records.



Associated to Me, Open, View All and > the Job Opening


Scroll down the Applicant List to find the applicant or click the Find button in the Applicants header bar to type and search for the applicant’s name

Click the applicant’s name

The applicant’s Manage Applicant page displays

3. VIEW EXPENSE DETAIL

Click the Applicant Activity link if not already selected or greyed out

Click the Expenses link to view any detailed expense information

4. ADD A NEW APPLICANT EXPENSE

Click the Add New Expense link

Click the Expense Code triangle to select an expense category, i.e., Parking, Meals, and Referral Fee

Input the Expense Amount

Input the Charge Date

Use the magnifier icon to select the Business Unit and Department

Click OK to save the expense information and return to the Manage Applicant screen



REVIEW THE APPLICANT’S INTERVIEW SCHEDULE CREATED BY THE SEARCH CHAIR OR INTERESTED PARTY

The Manage Applicant - Interview Schedule page summarizes the interview activity for the applicant for the Job Opening(s) within the business unit. The Search Chair or Interested Party will create the interview schedule for the applicant. However, the Recruiter will be able to manage and update the interviews from this section as well.

1. ACCESS THE JOB OPENING AND DISPLAY THE APPLICANT LIST (IF NOT ALREADY DISPLAYED)

From the CUNYfirst menu, navigate to and select: Self Service > Recruiting Activities >

Browse Job Openings > Jobs Associated to Me, Open, View All and > the Job Opening

Scroll down the Applicants grid to find the applicant or click the Find link in the Applicants header bar to type and search for the applicant’s name

2. REVIEW THE APPLICANT’S INTERVIEW SCHEDULE

Note: You will be able to see the interview schedule for the selected applicant. The Chairperson/Interested Party can create or manage interview schedules using each applicant’s Take Action menu in the Job Opening – Applicants List.

Click the applicant’s name to display the applicant’s Manage Applicant page


Click the Interview Schedule/Evaluations link

If an interview(s) has been scheduled for the applicant, the interview will be listed in the Interview Schedule grid

Click the Comment icon located next to the Job Opening name to see if there is a note regarding the applicant and/or interview

Click the Date link to display the Interview Schedule screen



Note: You can edit the fields in the Intervew Schedule grid. If you are making any changes to the interview schedule, notify the applicant and committee members by selecting Notify Team and Notify Applicant and then Save & Submit.

To return to the Applicant List from the Interview Schedule, click the Applicant List link above the light blue header bar



VIEW AN APPLICANT’S COMPLETED INTERVIEW EVALUATION

After interviewing an applicant, interviewers (Search Committee members) evaluate the applicant using a paper evaluation form. The Search Chair can create a summary interview evaluation of the applicant in CUNYfirst and indicate an overall rating and recommendation. After creating the evaluation, the Search Chair/Interested Party will save and submit the evaluation.

The Search Chair’s/Interested Party’s recommendation will be either Interview which indicates the applicant should continue on to interview with the Hiring Manager; Hold which indicates the committee is not recommending the applicant move on in the recruiting process at this time; or Withdrawn which indicates the committee is not recommending the applicant for the position.

1. ACCESS THE JOB OPENING AND APPLICANT LIST (IF NOT ALREADY DISPLAYED)



Scroll down the Applicants Grid to find the applicant or click the Find link in the Applicants header bar to type and search for the applicant’s name

2. VIEW THE APPLICANT’S COMPLETED EVALUATION

Note: You will only be able to see the evaluation of the applicant who applied for a job for which you are part of the recuriting or Hiring Team.

Click the applicant’s name from the Applicants Grid to display the applicant’s Manage Applicant page


Click the Interview Schedule/Evaluations link

If the applicant’s interview evaluation has been created, the evaluation will be listed in the Interview Evaluations box

Click the View Evaluation link to read the evaluation

Add an External Applicant to a Job Opening (Manually)


ADD AN EXTERNAL APPLICANT TO A JOB OPENING (MANUALLY)

The Recruiter can add an applicant to a Job Opening if the applicant cannot access CUNYfirst. However, all applicants should be encouraged to use the CUNY website to apply to all Job Openings.

The applicant data includes the following sections: Contact Details: the applicant's name and contact information, Verification: the applicant's references; Eligibility and Identity: demographic and regulatory information; and Applications: job qualifications, usually including a resume.

ADD THE APPLICANT

From the CUNYfirst menu, navigate to and select: Recruiting > Add New Applicant

INPUT CONTACT DETAILS

1. INPUT APPLICANT INFORMATION

Check to verify the following: Status Code: Active; Applicant Type: External; Status Date: Current Date

Verify the Employee ID field is blank (it will automatically be entered after the Add New Applicant information has been inputted and saved)

Click the pull down triangle for Preferred Contact and input the applicant’s preference



2. INPUT APPLICANT NAME AND ADDRESS

Input the applicant’s name and address into the Name and Address fields

3. INPUT APPLICANT EMAIL ADDRESSES

Click the Add Email Address link

Click the down triangle for Email Type and select the applicant’s preferred email address for recruiting correspondence

Input the email address in the Email Address field

Select the Preferred box (this is especially important if the applicant uses more than one email address)



4. INPUT APPLICANT PHONE NUMBERS

Click the Add Phone Number link

Click the Pull Down Triangle for Phone Type and select the applicant’s preferred phone for recruiting communications

Input the telephone number in the Telephone field

Select the Preferred box (this is especially important if the applicant uses more than one phone number for communications)

Click the Save link to save the Contact information



INPUT APPLICATION

1. INPUT RESUME

Note: The Applications link will appear after the Contact Details are saved. Click the Save link, if necessary.

Note: The Recruiter should have the applicant’s resume saved on his/her computer.

From the Add New Applicant page, click the Applications link

Click the Edit Application link under the Edit Application header in the Applications box

Click the Add Resume Attachment link in the Resume Text section

Click the Browse button to find and select the resume file

Click the Upload button to attach the resume

2. INPUT ATTACHMENTS (COVER LETTER)

Note: The Recruiter should have the applicant’s attachment file saved on his/her computer.

Click the Add Attachment link in the Attachments section

Use the Browse button to find and select the resume file

Click the Upload button to upload the attachment

Click the selection box to select the cover letter in the Attachment box



3. INPUT PREFERENCES

Input any Preferences into the Preferences field, if known

4. INPUT JOB CODE TO ATTACH APPLICANT TO A JOB OPENING

Note: In order to attach an applicant to a Job Opening, you must know the Job Opening ID.

Scroll down the page to the Job Opening link

Click the Job Opening ID magnifier icon to access the Job Opening ID Look Up page

Find and click the Job Opening ID

Note: If you cannot find the ID in the Look Up results, use the Advanced Lookup link to help you find the correct ID.

5. COMPLETE AND SUBMIT THE APPLICATION

Scroll down the page to complete any sections for which you have information from the applicant

Once you have entered all the information available for the applicant to apply for this Job Opening, click Save & Submit

Click the Manage Applicant Activity link at the top of the screen to see if the application was linked to the Job Opening

To return to the Job Opening, click Applicant List link

Note: The applicant is added to CUNYfirst and listed as an applicant with an Applied disposition in the Job Opening ID selected.

Screen Applicants


SCREEN APPLICANTS

Screening is the process used by Recruiters to evaluate a list of potential candidates and narrow the list to only qualified applicants that can be interviewed or hired. During the online application process, applicants will be required to answer the screening question(s) that were assigned when the Job Opening was created.

After the Job Opening’s Review/Close Date has passed, the Recruiter will run the screening process, which will evaluate all the applicants for the Job Opening against the criteria for the Minimum and/or Preferred qualifications.

The results include a Screen (for pass) or a Not Selected (for fail) result for the applicant. After viewing the screening results, the Recruiter then applies the results, which will update the applicants' dispositions on the Applicant List.

Screen Applicants


CHECK THE SCREENING QUESTIONS AND REQUIREMENTS BEFORE SCREENING

1. ACCESS THE JOB OPENING AND THE SCREEN APPLICANTS PAGE, IF NOT ALREADY DISPLAYED


Associated to Me, Open, View All and > the selected Job Opening

2. DISPLAY THE SCREEN APPLICANTS PAGE

Select the Manage Applicants link in the light blue menu bar if not already selected or greyed out

Select Screen Applicants in the light blue header bar

3. VIEW THE SCREENING QUESTIONS AND REQUIREMENTS FOR THIS JOB OPENING

Select View Screening Levels on the light blue menu bar

Screen Applicants


Scroll down to the Job Opening/Jobs section and view the Screening Level Description area

Click the Edit button for the Minimum Qualifications in the Screening Levels Description grid

Note: In the example below, the Bachelor’s Degree Minimum question is the only criteria for Minimum Qualification. The question was set to be used in the screening and was required to be answered by the applicant when he/she applied for the job.

Click OK to return to the previous screen

Screen Applicants


Click the Edit button for the Preferred Qualifications in the Screening Levels Description grid

Note: In the example below, there are two screening questions for the Preferred Qualifications, Exp-aHEO Pref and Edu-Bachelor’s Related. Both questions were selected to be used in the screening and were required to be answered by the applicant when he/she applied for the position.

Click OK to return to the previous screen

Click Return to Job Opening to begin the screening process

Screen Applicants


SCREEN FOR MINIMUM QUALIFICATIONS

1. ACCESS THE JOB OPENING AND THE SCREEN APPLICANTS PAGE, IF NOT ALREADY DISPLAYED


Associated to Me, Open, View All and > the selected Job Opening

2. DISPLAY THE SCREEN APPLICANTS PAGE

Select the Manage Applicants link in the light blue menu bar if not already selected or greyed out

Select Screen Applicants in the light blue header bar

Screen Applicants


3. VIEW THE SCREEN APPLICANTS PAGE

Note: The Screen Applicants grid displays the list of applicants that will be included in the screening process. If an applicant applied more than once for the Job Opening, the system will remove the duplicate entries and only the applicant’s answers to the screening questions in the latest application will be included in the screening process.

Select View All Applicants in the light blue header bar if not already selected

View the Screening grid for list of names, disposition and type

Note: Notice each applicant’s disposition before the screening is Applied. If you already ran the screening, those applicants with a Screen or Not Selected disposition will not be screened again.

4. RUN THE SCREENING FOR MINIMUM QUALIFICATIONS

Select the Pull Down triangle for the Run field

Note: The Run field lists the screening levels that are associated with this Job Opening, i.e., Minimum and/or Preferred Qualifications.

Select Minimum Qualifications

Click Go to run the process

Click the Process Monitor link to open the Process List window

Screen Applicants


5. CHECK THE SCREENING PROCESS

Click the button until you see a Run Status of Success and a Distribution Status of Posted

After the Run and Distribution statuses update, close the Process Monitor tab at the top of the screen to return to the Screen Applicants window

6. VIEW THE SCREENING RESULTS

Click the green Refresh icon to update the screen results

Click the View Screening Results link in the blue header bar to view the screening results

Screen Applicants


7. VIEW THE ROWS AND APPLICANT RESULTS

The Screening Results page displays a list of the applicants that were processed in the Minimum Qualifications screening level.

Displayed in the Applicants grid are the scores and points (passing is 100%, failing is 0%), the Name and ID, the Disposition after screening, and the Screening Results. Notice that applicants who passed the screening were assigned a 030 Screen Disposition and a Passed screening result. Applicants who failed the screening were assigned a 110 Not Selected Disposition and a Failed screening result. Be aware that applicants who did not answer the screening questions or were manually added to the Job Opening will fail the screening.

At this point, the Screening Levels grid displays the applicants’ screened dispositions. However the results have not been applied to the Job Opening’s Applicant List. You have to select the Apply Results button to update the Job Opening disposition for each screened applicant. However, you may not decide to apply the results at this point.

When you do select Apply Results, the applicant’s disposition will be updated and the screened applicants will not be included in any subsequent screening processes. Therefore, if screened applicants need to be included in Preferred screening, click the Apply Results button after the Preferred Screening has been run.

If you are using Preferred Qualifications, continue with the next step (Screening for Preferred Qualifications) on the following page. If you are using only the Minimum Qualifications to screen applicants, continue to the next section, Apply the Screening Results on page 33.

Screen Applicants


SCREENING FOR PREFERRED QUALIFICATIONS

1. RUN THE SCREENING RESULTS FOR PREFERRED QUALIFICATIONS, IF APPLICABLE

Note: The Preferred Qualifications will only screen those applicants who have passed the Minimum Qualifications.

Select the pull down triangle for the Run field

Note: The Run field lists the screening levels that are associated with this Job Opening, i.e., Minimum and/or Preferred Qualifications.

Select Preferred Qualifications

Click Go to run the process

Click the Process Monitor link to open the Process List window

2. CHECK THE SCREENING PROCESS

Click the Refresh button until you see a Run Status of Success and Distribution Status of Posted displayed

After the both the Run and Distribution Statuses updates, close the Process Monitor tab at the top of the screen to return to the Screen Applicants window

Screen Applicants


3. VIEW THE SCREENING RESULTS

Click the green Refresh icon to update the screening results

Click the View Screening Results link in the blue header bar to view the screening, if not already selected or greyed out

4. VIEW THE ROWS AND APPLICANT RESULTS FOR THE PREFERRED SCREENING

Note: The Preferred Qualifications screening results page will not automatically display. After the Preferred screening is processed, the blue Screening Levels Navigation Bar will display two levels. (Prior to Preferred screening, the bar displayed one level.) You will need to move to the second level to display the Preferred Qualifications screening results.

Click the Show Next Row arrow on the Screening Levels Navigation Bar to display the Preferred Qualifications results

Screen Applicants


Displayed in the Applicants grid are the Preferred screening results. Notice that applicants who passed the screening were assigned a 030 Screen Disposition and a Passed screening result. Applicants who failed the screening were assigned a 110 Not Selected Disposition and a Failed screening result

Display the different screening levels by using the next and previous arrows on the Screening Levels Navigation Bar

Click the View All button on the Screening Levels Navigation Bar to view the Minimum and Preferred Qualifications on one screen

To return to viewing each screening level separately, click View 1 link on the Screening Levels Navigation Bar.

Screen Applicants


APPLY THE SCREENING RESULTS AND VIEW THE UPDATED DISPOSITIONS

The screening dispostion is not automatically assigned to the applicant’s disposition in the Job Opening’s Applicant List until the Apply Result button has been applied.

The Recruiter will decide which screening results to apply to the Applicant List. For example, there may be times when the Preferred Screening results will display too few applicants. In that situation, the Recruiter would not apply the results to the Preferred Qualifications. He/she would navigate back to the Minimum Qualifications Screening Levels page and apply the results there.

1. DECIDE WHICH SCREENING RESULTS WILL BE APPLIED TO THE APPLICANT LIST AND APPLY

THE RESULTS

Decide if you are going to apply the Minimum or Preferred Qualifications

o To apply the results to only the Minimum Qualifications, use the Screening Levels Navigation Bar to display the Minimum Qualifications (check the Screening Level to be sure you are in the Minimum Qualifications level)

o To apply the results to the Preferred Qualifications, use the Screening Levels Navigation Bar to display the Preferred Qualifications (check the Screening Level to be sure you are in the Preferred Qualifications level)

Click Apply Results button to update the applicants’ Dispositions on the Job Opening Applicant List based on the screening results

Screen Applicants


A message will appear confirming you want to apply the screening results and update the Job Opening disposition for each screen applicant, click OK to proceed

Note: If you are not sure about applying the results, click Cancel

2. VIEW THE JOB OPENING DISPOSITION FOR EACH SCREENED APPLICANT

Click the Return to Job Opening link to view each applicant’s updated disposition based on the screening results. In the sample below the applicants’ dispositions changed to Screen or Not Selected

View and Print Resumes


VIEW AND PRINT RESUMES

The Applicant List is used to locate an applicant and view and/or print his/her resume.

VIEW AND PRINT AN APPLICANT’S RESUME

1. ACCESS THE JOB OPENING AND APPLICANT LIST, IF NOT ALREADY DISPLAYED



2. VIEW AND PRINT RESUME

Scroll down the Applicant List to find the applicant or click the Find link in the Applicants header bar to type and search for the applicant’s name

Click on the applicant's Resume icon in the Resume column

If the Open Document screen displays, click OK to open the document in Microsoft Word

Note: Depending on your computer set up, you may need to accept firewall pop-up messages to display the resume

The resume will display, giving you the ability to view, save, or print the document

After reviewing and/or printing the resume, close the window and return to the Job Opening Page



VIEW AN APPLICANT’S RESUME AND ATTACHMENTS

The Applicant’s Take Action menu enables you to download an applicant’s resume and other attachments.

1. ACCESS THE JOB OPENING AND APPLICANT LIST, IF NOT ALREADY DISPLAYED



2. VIEW AND PRINT RESUME

Scroll down the Applicant List to find the applicant or click the Find link in the Applicants header bar to type and search for the applicant’s name

Click the selection box for the applicant whose documents you want to review

Select the down triangle for the applicant’s Take Action field

Select Download Documents

3. PRINT THE RESUME AND ATTACHMENTS

The Document screen defaults to All Attachments. Leave this selected if you want to print all the attachments for the applicant or follow the two steps below to specify which attachments should be printed.

o De-Select All Attachments

o Select Resume, Cover Letter, and any other attachment you wish to print

Notice the Date Range defaults to the dates the Job Opening has been opened

Click OK

Note: See example on next page.



4. UNZIP THE RESUME AND ATTACHMENTS

Note: The directions in steps 4, 5, and 6 are for campuses using WinZip. Depending on your campus’s technology, your zip screens may look and work differently. If your screen works differently, follow your screen and answer the questions to upzip the resumes (continue with step 7 after upnzipping the files) . Note: You may need to accept firewall pop-up messages to display the resume.

Select Open with WinZip, if not already selected

Select OK



5. EXTRACT THE RESUME AND ATTACHMENTS

Note: The applicant’s resume and attachments will appear in the WinZip window in a file list. After extracting them, you can save them to a folder, an external drive, sharepoint, or DVD. If saving to a folder, it is a good idea to create a Resume folder before beginning the Extract.

Select Actions from the menu bar

Click Select All

Select Extract icon from the toolbar

6. SELECT THE FOLDER OR LOCATION TO SAVE THE RESUME AND ATTACHMENTS

Select the folder or location to which the files should be extracted

Select Extract

When the extract is complete, close the WinZip window

7. FIND AND DISPLAY/PRINT THE RESUME AND ATTACHMENTS

Click the Folder icon at the bottom of the screen on the Window’s Taskbar to find the folder or location in which you saved the documents

Note: If the Folder icon is not displayed on the Window’s Taskbar, click the Window’s Start Button and select Documents from the right side of the Window’s menu to find the folder and documents

Double-click the document to view and/or print each one



PRINT A GROUP OF APPLICANTS’ RESUMES, COVER LETTERS, AND ATTACHMENTS

The Manage Applicants - Group Actions menu is used to print resumes for a group of applicants. If the Job Opening has been screened, you will download the documents for the applicants with a Screen disposition. If the Job Opening has not been screened, you will download the documents for the applicants with an Applied disposition.

1. ACCESS THE JOB OPENING AND APPLICANT LIST (IF NOT ALREADY DISPLAYED)



2. SELECT A GROUP OF DOCUMENTS

Select from the Display field, the disposition, i.e., select “Screen” to display those applicants who passed the screening criteria or “Applied” if screening has not been applied to the job opening

Click the selection box for each applicant whose documents you want to review, or click the Select All link to print all the applicants’ resumes and other attachments/documents

Verify the correct applicants are selected.

Scroll down to the bottom of the Applicant List

Select the down triangle for the Group Action field

Select Download Documents and select GO

Sorted and Individually Selected by Applied

Display field with “Screen” selected



3. PRINT THE RESUMES AND ATTACHMENTS

The Document screen defaults to All Attachments. Leave this selected if you want to print all the attachments for the applicant(s) or follow the two steps below to specify which attachments should be printed.

o De-Select All Attachments

o Select Resume, Cover Letter, and any other attachment you wish to print

Notice the Date Range defaults to the dates the Job Opening has been opened

Click OK

4. UNZIP THE RESUMES

Note: The directions in steps 4, 5, and 6 are for campuses using WinZip. Depending on your campus’s technology, your zip screens may look and work differently. If your screen looks different, follow your screen and answer the questions to upzip the resumes (continue with step 7 after upnzipping the files) Note: You may need to accept firewall pop-up messages to display the resume.

Select Open with WinZip, if not already selected

Select OK



5. EXTRACT THE RESUMES

Note: The resumes will appear in the WinZip window in a file list. After extracting them, you can save them to a folder, an external drive, sharepoint, or DVD. If saving to a folder, it is a good idea to create a Resume folder before beginning the Extract.

Select Actions from the menu bar

Click Select All

Select Extract icon from the toolbar

6. SELECT THE FOLDER OR LOCATION TO SAVE THE RESUMES

Select the folder or location to which the files should be extracted

Select Extract

When the extract is complete, close the WinZip window

7. FIND AND DISPLAY/PRINT THE RESUMES

Click the Folder icon at the bottom of the screen on the Window’s Taskbar to find the folder or location in which you saved the documents

Note: If the Folder icon is not displayed on the Window’s Taskbar, click the Window’s Start Button and select Documents from the right side of the Window’s menu and find the folder and documents

Double-click the document to view and/or print each one

Note: Follow the next step if you have Acrobat Acrobat Pro 9 and would like to save all the resumes in one PDF file to easily read and distribute.



8. MERGE ALL THE RESUME FILES INTO ONE PDF USING ACROBAT PRO (OPTIONAL)

In a merged PDF, all the converted resumes and attachments will be stored into a single PDF. This PDF file can be used to easily view and print the resumes. You will need Acrobat Pro to perform this feature.

Within Acrobat 9 Pro, select File > Combine > Merge Files into a Single PDF

At the top of the Combine Files box, click the down triangle for the Add Files field

To add Folders

₋ Select Add Folders

₋ Find and select the folder in which the resumes are saved

₋ Click OK

To add Files

₋ Select Add Files

₋ Find and select the folder in which the resumes are saved

₋ Select the files (depress the Ctrl key and click each file to select multiple files)

₋ Select Add Files button

After adding the folder or the files, the Drag and Drop Screen displays, which enables you to re-order the files. Click a file and use the Move Up or Move Down icons to reorder the list of files

When finished arranging the files, click Combine Files

Note: The Combine Files process will take a few minutes. After it is done, the documents will display in the Adobe screen.

From the Adobe screen, you will see a Binder.pdf document has been created. Use the blue previous and next arrows to view the documents

When the Combine Files is complete, select File > Save As

Select the folder to save the PDF, input a file name, and click Save

Open the PDF and view the documents

Note: You can also email the PDF to members of the committee so they can easily view and print the resumes.

Send Email Correspondence to an Applicant


SEND EMAIL CORRESPONDENCE TO AN APPLICANT

The Send Correspondence menu enables you to send a letter, email message, and attachments to an applicant regarding the recruitment process. When you send the correspondence to an applicant, TAM saves the message as a contact note so that you can view in the Contact History group box on the Manage Applicant – Contacts Notes page. Contact Notes can only be seen by the person who created the contact note, not by others at the College or Central Office.

You have two options for using CUNYfirst to email correspondence to one or a group of applicants: (1) email a message (which can include a campus-specific attachment) or (2) email a template letter designed by OHRM.

You can also generate a letter to send to an applicant through the postal service. This method enables you to use a template letter designed by OHRM and edit it for campus-specific or personal information.

SELECT AN APPLICANT AND THE SEND CORRESPONDENCE MENU

1. LOCATE THE APPLICANT

From the CUNYfirst menu, navigate to and select: Recruiting > Browse Job Openings > Select Jobs Associated to Me > Select the Job Opening

Click the Manage Applicants link if not already selected

2. SELECT SET CORRESPONDENCE

In the Applicants grid, find the applicant and select from the Take Action menu Send Correspondence



SEND AN EMAIL MESSAGE TO AN APPLICANT

1. INPUT THE CORRESPONDENCE DETAILS

Follow the steps on the page 43 to select the applicant and the Send Correspondence menu, if not already done

Click the down triangle for Contact Method and select Email if not already selected

Leave the Letter field blank

The recipient’s name will be displayed in the To: field

Input the email addresses for any person who should get a blind copy of the email (use the Find button to add additional names)

Decide if you want the Interested Party to receive a copy of the correspondence (if not, deselect the selection box for Include Interested Parties)

The Recruiter’s name should be listed in From field (the Recruiter’s email address will not display on the applicant’s email)

Input a subject and type the message for the email

The Access should be listed as Public

Optional, click the Add Attachment link at the bottom of the screen if you want to attach a document with campus-specific information (use the Browse button to find the document, select Upload button to attach the document and then click in the filename’s selection box to send the attachment with the email)

Click Preview (attachments do not display in Preview)

Click Return to go back to the correspondence screen from the Preview screen

Click Send to email the correspondence to the applicant



EMAIL AN APPLICANT A PREDESIGNED OHRM LETTER (REJECTION, SEARCH CANCELLATION OR SEARCH

HOLD)

This correspondence method is the most efficient for sending an applicant a “not selected” or a search cancellation/hold letter. However, you will not be able to modify the letter using this method of correspondence. (Sample letters are displayed in the back of the guide.)


Follow the steps on the page 43 to select the applicant and the Send Correspondence menu, if not already done


Click the pull down for the Letter field and select a letter template (e.g., Reject After Screen, Reject Finalist, Reject Initial Interview, Search Cancel, Search Hold)

The recipient’s name will be displayed in the To: field

Input the email addresses for any person who should get a copy or blind copy of the email (use the Find button to add additional names)

Decide if you want the Interested Party to receive a copy of the correspondence (if not, deselect the Selection Box for Include Interested Parties)


Input a Subject for the email


Click Preview (attachments do not display in Preview) and then click Send

Sample Letter – Reject after Screening

Send Email Correspondence to a Group of Applicants


SEND EMAIL CORRESPONDENCE TO A GROUP OF APPLICANTS

The Send Correspondence link from the Group menu enables the Recruiter to send messages and attachments to a group of applicants. The entire list of applicants will appear in the To: field as recipients, but the applicants will not see the other names when they receive the email.

When you send the correspondence to an applicant, TAM saves the message as a contact note so that you can view in the Contact History group box on the Manage Applicant – Contacts Notes page.

SELECT THE APPLICANTS AND THE SEND CORRESPONDENCE MENU

1. SELECT THE GROUP OF APPLICANTS TO RECEIVE THE EMAIL

From the CUNYfirst menu, navigate to and select: Recruiting > Browse Job Openings > Select Jobs Associated to Me > Select the Job Opening-


Sort the list to easily group the applicants, i.e. you can change the Display field to “Not Selected” to group all applicants who were not selected for the position

Click the selection box for each applicant to whom you want to send the email or, click the Select All link, if applicable

At the bottom of the Applicant grid, click the down triangle for the Group Action and select Send Correspondence

Click Go



SEND AN EMAIL MESSAGE TO A GROUP OF APPLICANTS

The correspondence method is used to send an email message to a group of applicants.


Follow the steps on the page 46 to select the applicants and Send Correspondence menu, if not already selected


Leave the Letter field blank

The recipients’ names will be displayed in the To: field

Note: The To: acts like a BCC field. The applicants in the list will not see each other’s names or letters

Input the email addresses for any person who should get a copy or blind copy of the email (use the Find button to add additional names)

Decide if you want the Interested Party to receive a copy of the correspondence (if not, deselect the Selection Box for Include Interested Parties)




Input the message

Optional, click the Add Attachment link at the bottom of the screen if you want to attach a document with campus-specific information (use the Browse button to find the document, select Upload button to attach the document and then click in the filename’s selection box to send the attachment with the email)


Click Return to go back to the correspondence screen and then click Send



EMAIL A GROUP OF APPLICANTS A PREDESIGNED OHRM LETTER (REJECTION, SEARCH CANCELLATION OR

SEARCH HOLD)

This correspondence method is the most efficient for sending a “not selected” or search cancellation/hold letter to a group of applicants. However, you will not be able to modify the letters using this method of correspondence.


Follow the steps on page 46 to select the applicants and the Send Correspondence menu, if not already selected


Click the pull down for the Letter field and select a letter template (e.g., Reject After Screen, Reject Finalist, Reject Initial Interview, Search Cancel, Search Hold)

The recipients’ names will be displayed in the To: field

Note: The To: acts like a BCC field. The applicants in the list will not see each other’s names or letters

Input the email addresses for any person who should get a blind copy of the email (use the Find button to add additional names)

Decide if you want the Interested Party to receive a copy of the correspondence (if not, deselect the selection box for Include Interested Parties)




Select Preview and then click Send to email the correspondence to the applicants

Sample Letter to a Group of Applicants

Send a Recruitment Letter Through the Postal Service


SEND A RECRUITMENT LETTER THROUGH THE POSTAL SERVICE

Some campuses prefer to send certain recruitment letters to applicants through the postal service and not email.

SELECT AN APPLICANT AND THE SEND CORRESPONDENCE MENU

1. LOCATE THE APPLICANT

From the CUNYfirst menu, navigate to and select: Recruiting > Browse Job Openings > Select Jobs Associated to Me > Select the Job Opening-


2. SELECT SEND CORRESPONDENCE

In the Applicants grid, find the applicant and select from the Take Action menu Send Correspondence

Send a Recruitment Letter Through the Postal Service



Click the down triangle for Contact Method and select Letter if not already selected

Select a letter from the Letter field


Preview the letter

Select Generate

Click Open with Microsoft Word and then OK

The letter appears on the screen where you can now edit and print the letter to send to the applicant

View and Manage Interview Schedules


VIEW AND MANAGE INTERVIEW SCHEDULES

The Interview Calendar page is used to view all your scheduled interviews for a specified week. The default week is the current week.

VIEW YOUR WEEKLY INTERVIEW SCHEDULE

1. ACCESS THE INTERVIEW CALENDAR

From the CUNYfirst menu, navigate to and select: Recruiting > Interview Calendar

To change weeks, either enter a specific date in the Display Week of field or click the Previous Week or Next Week link

Note: To view the applicant’s resume or application, click the Applicant’s Name link (you will exit the Calendar and open the Manage Applicant page).



SCHEDULE AN APPLICANT INTERVIEW

It is best practice to input each applicant’s interview schedule into CUNYfirst. By doing so, the applicant’s disposition on the Applicant List will change to Interview. This will enable the Recruiter and Chief Diversity Office to easily track the applicants being interviewed for the Job Openings within the campus.

For Job Openings in the HEO series, the Search Chair or Interested Party is responsible for scheduling applicant interviews. However, there will be other types of Job Openings in which the Recruiter will be scheduling the interviews.

When an interview is scheduled, an automatic notification or a more detailed email/letter can be sent to the applicant.

SCHEDULE AN APPLICANT INTERVIEW AND SEND NOTIFICATION

1. ACCESS THE JOB OPENING, (IF NOT ALREADY DISPLAYED)




Find the applicant with whom you want to schedule an interview



2. SELECT THE MANAGE INTERVIEW ACTION


Select Manage Interviews

3. VIEW OR EDIT THE LIST OF INTERVIEWS

Note: The list of interviewers (Search Committee members) that was inputted into the Job Opening’s Hiring Team will automatically populate in the Interview ID and Name fields.

To delete an interviewer from the list, click the Delete icon to the right of the Interviewer’s Name

To add an interviewer, click the Add Interviewer link at the bottom of the Interview Schedule and input the additional Interviewer’s ID



4. INPUT THE INTERVIEW DETAILS

Note: The Interview Schedule Notification email can be sent to the interviewers (Search Committee members) and the applicant.

Select Notify Interview Team to send an Interview Schedule Notification email to each interviewer (Search Committee member) when the interview schedule is saved and submitted

Select Notify Applicant to send an Interview Schedule Notification email to the applicant when the interview schedule is saved and submitted

Input the following into the Interview Schedule for each Interviewer:

Note: The information below will be listed on the Interview Schedule Notifcation email.

o Interview Date

o Start and End Time

Note: CUNYfirst uses military time. If you are setting an interview up for 2:00 pm, it will be entered as 1400 in the Start Time field, or you could type 2:00 with the pm.

o Time Zone (type the “e” and then click the magnifier icon to easily find the EST Time Zone)

o Interviewer ID

Note: If the Interviewers were listed on the Job Opening’s Hiring Team, their IDs and Names will automatically populate. If the Interviewers are not listed, use the magnifer icon to find and select the Interview’s ID and Name.

o Interview Type (application reviews, in person, phone, presentation demonstration, video conferencing, or webcast)

o Location (use up to 60 characters to include building, office, and room location)

Click the Comments icon enter interviewer-specific comments

Input the schedule for each member of the Search Committee

Click Save



5. SEND THE INTERVIEWERS AN INTERVIEW SCHEDULE NOTIFICATION EMAIL

After completing Step 4 and selecting Notify Interview Team and Notify Applicant, select Save and Submit

Below is a sample of the email notification reminders sent to the interviewer

Below is a sample of the email notification reminders sent to the applicant



SCHEDULE AN APPLICANT INTERVIEW AND SEND AN EMAIL WITH AN ATTACHED INTERVIEW LETTER

(CREATED BY OHRM)

In addition to or instead of sending the Interview Schedule Notification, you can send an interview letter to the applicant. OHRM created several Interview Schedule letter templates that you can use to send applicants. There are three steps to sending these interview letters: Generate, Upload and Email.

You can also upload/attach other documents to the applicant’s email, e.g., directions to the campus.

Contact Notes, which appear on the Manage Applicant page, will be created when you generate the letter.

1. ACCESS THE JOB OPENING AND APPLICANT LIST

Navigate to CUNYfirst Main Menu and select: Self Service > Recruiting Activities > Browse

Job Openings > Jobs Associated to Me, Open, View All and > the Job Opening

Click the Manage Applicants link, if not already selected or greyed out

Find the applicant with whom you want to schedule an interview and send a letter



2. SELECT MANAGE INTERVIEWS FROM THE TAKE ACTION MENU


Select Manage Interviews

3. VIEW OR EDIT THE LIST OF INTERVIEWS

Note: The list of Interviewers (Search Committee Members) that was inputted in the Hiring Team of the Job Opening will automatically populate in the Interview ID and Name fields.

To delete an interviewer from the list, click the Delete icon to the right of the interviewer’s name

To add an interviewer, click the Add Interviewer link at the bottom of the Interview Schedule and input the additional Interviewer’s ID



4. INPUT THE INTERVIEW DETAILS

Select Notify Interview Team to send an Interview Schedule Notification email to each Interviewer (Search Committee Member) when the interview schedule is saved and submitted

Do not select Notify Applicant since the Interview letter will be sent to the applicant

Note: If you select Notify Applicant and email a letter attachment, the applicant will receive the Interview Schedule Notification email and the Interview Schedule email with the letter attachment.

Input the following into the Interview Schedule:

Note: The information below will be listed on letter.

o Interview Date

o Start and End Time

Note: CUNYfirst uses military time. If you are setting an interview up for 2:00 pm, it will be entered as 1400 in the Start Time field, or you could type 2:00 with the pm.

o Time Zone (type the “e” and then click the magnifier icon to easily find the EST Time Zone)

o Interviewer ID

Note: If the Interviewers were listed on the Job Opening’s Hiring Team, their IDs and Names will automatically populate. If the Interviewers are not listed, use the magnifier icon to find and select the Interview’s ID and Name.

o Interview Type (application reviews, in person, phone, presentation demonstration, video conferencing, or webcast)

o Location (use up to 60 characters to include building, office, and room location)

Click the Comments icon to enter interviewer-specific comments

Input the schedule for each member of the Search Committee

Click Save



5. GENERATE THE LETTER TEMPLATE

Select the down triangle for the Letter: field and select the letter

Do not populate the Date Printed: field as the system automatically populates this field after you manually generate the letter

Select the Generate Letter link to generate an interview letter based on the selected template

Note: If the Generate link is greyed out, save the Save button.

Click OK to open the letter in Microsoft Word

Note: The system merges applicant data into the selected letter template and opens the resulting letter in a browser window where you can review it.

View a copy of the letter on the screen

If you need to modify the letter, make the modifications, save the modified version to a folder on your computer (remember where you save the file because you will need to upload/attach it to the email)

Close the document window and browser window

Note: If you do not need to make any modifications to the letter, you do not need to save a copy. Close the window and continue with the Email Applicant Link. Note: Depending on your computer set up, you may need to accept firewall pop-up messages to display the document



Sample of an Interview Schedule Letter

6. UPLOAD THE LETTER

To attach the revised letter to the applicant’s email, click the Upload Letter link

Select Browse

Find and double-click the document

Click the Upload button

7. EMAIL THE LETTER

Click the Email Applicant link

Leave the Contact Method as Email

Leave the Letter field blank in the Send Correspondence screen when emailing an attached Interview Schedule letter

Notice the applicant’s name is in the To: field, the Search Committee Chair is in the CC: field, and the Include Interested Parties is selected

Add any additional people to the BCC or CC list who need to be informed of the interview schedule

Notice the person who is sending the email is listed in the Sender Information field


Keep the Access as Public

Input a message to the applicant and include information about the attached letter



Click the selection box for the attachment’s filename in the Attachments section to attach the file to the email

Note: Use the Add Attachment link to attach another document to the email


Select Return to exit Preview and return to the Send Correspondence screen

Review the email to ensure the information is correct and attachment is selected

Click Send button to send the email

Click Save and Submit from the Interview Schedule screen to submit the schedule

Sample of the email with the letter attachment sent to the applicant



8. CONFIRM THE INTERVIEW SCHEDULE

After saving and submitting the interview schedule, the Manage Applicant screen appears where you can confirm the details listed on the job page

Click the Interview Schedule/Evaluation link (if not already selected) to view and confirm the schedule

Sample Letters Created by ORHM from the Send Correspondence Menu


SAMPLE LETTERS CREATED BY ORHM FROM THE SEND CORRESPONDENCE MENU

Letter 1: Reject After Screen

June 18, 2013

Jane Doe

123 Main Street

New York, NY 10014-3669

Dear Jane Doe:

Thank you for your interest in employment at The City University of New York.

We have reviewed applications for the following position to which you applied: Job ID 8235 -

Example 2A: Financial Aid Coordinator (aHEO) - 400013 at ABC College.

As a result of this review, we are writing to inform you that you are no longer under active

consideration for this position.

We appreciate the time you took to apply and encourage you to continue to review our job

openings on the CUNY web site.

Best wishes for your future endeavors.



Letter 2: Reject Finalist

June 18, 2013

Jane Doe

123 Main Street

New York, NY 10014-3669

Dear Jane Doe:

Thank you very much for interviewing for the position of Example 2A: Financial Aid Coordinator

(aHEO) - 400013 400013 - Job ID 8235 at ABC College.

I am sorry to inform you that after careful consideration, the position has been offered to and

accepted by another applicant.

We appreciate the time and effort that went into your application, as well as your interest in our

organization. We encourage you to continue to review our job openings on the CUNY web site.

We wish you well in your search and future endeavors.

Sincerely,

Search Committee Representative



Letter 3: Reject Interview

June 18, 2013

Jane Doe

123 Main Street

New York, NY 10014-3669

Dear Jane Doe:

Thank you for speaking with us in detail about your qualifications for the position of Example

2A: Financial Aid Coordinator (aHEO) 400013 - Job ID 8235 at ABC College.

After careful consideration, we have decided to move forward with other candidates and we will

not be able to continue with your candidacy.

We appreciate the time you took to apply and your interest in our organization. We encourage

you to continue to review our job openings on the CUNY web site.

We wish you well in your search and future endeavors.

Sincerely,

Search Committee Representative



Letter 4: Search Cancel

June 18, 2013

Jane Doe

123 Main Street

New York, NY 10014-3669

Dear Jane Doe:

Thank you for your interest in employment at The City University of New York and your

application for Example 2A: Financial Aid Coordinator (aHEO) 400013 - Job ID 8235 at ABC

College.

We are writing to inform you that we have decided not to fill this position at this time.






Letter 5: Search Hold

June 18, 2013

Jane Doe

123 Main Street

New York, NY 10014-3669

Dear Jane Doe:

Thank you for your interest in employment at The City University of New York and your

application for Example 2A: Financial Aid Coordinator (aHEO) - 400013 - Job ID 8235 at ABC

College.

We are writing to inform you that we have decided to put this search on hold for the time being.

We will advise you of a future change in status.






Interview Letter - CUNY Generic Interview Letter


98

NOTES: