Reference Guide JobAps – Sending Notices (Aps Tab) Contents Notices Overview ....................................................................................................... 1 Creating A New Notice Template ................................................................................ 2 Editing An Existing Template ...................................................................................... 7 Sending the Notice ................................................................................................... 11 The information contained in this document is to be used solely as a resource for City and County of San Francisco (CCSF) JobAps administrative users. This document must not to be copied or re-distributed to other individuals or external parties, nor should it be posted in a public domain, such as the Internet, without written permission or approval from the CCSF Department of Human Resources management.
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Contentsmission.sfgov.org/DOCUMENT_CENTER_DOCUMENTS/DC4212.pdfReference Guide JobAps – Sending Notices (Aps Tab) August 2015 Page 3 Step Action 6. You have navigated to the Notice
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Creating A New Notice Template ................................................................................ 2
Editing An Existing Template ...................................................................................... 7
Sending the Notice ................................................................................................... 11
The information contained in this document is to be used solely as a resource for City and County of San Francisco (CCSF) JobAps administrative users. This document must not to be copied or re-distributed to other individuals or external parties, nor should it be posted in a public domain, such as the Internet, without written permission or approval from the CCSF Department of Human Resources management.
Reference Guide
JobAps – Sending Notices (Aps Tab)
August 2015 Page 1
Notices Overview You can utilize the Send Notice feature in JobAps to send various types of correspondence to applicants. In some cases your notices may accomplish multiple things in one step. Sending your notices through JobAps will store a record of correspondence in the applicant’s profile. Typical Types of Notices: Not Qualified Notice - To notify applicants that they are not qualified for the position. Qualified Notice - To notify candidates that they are qualified for the position. Incomplete Application Notice - To notify applicants that additional information is required to complete their application. Suspension Notice - To notify applicants that the recruitment has been suspended. Cancellation Notice - To notify applicants that the recruitment has been cancelled. Written/Performance/Oral examination Notice - To notify candidates that they have been invited to a written/performance/oral examination. (Another module details the steps of scheduling and notifying applicants through JobAps). Test Result Notice - To notify candidates about their test results. Results Notice - To notify candidates of their eligibility, final scores and ranks on an eligible list. Interview Notice - To notify candidates that they have been invited to an interview. Not Selected Notice - To notify candidates that they are not being selected for the position. Selected Notice - To notify candidates that they have been selected for a position. It is important to note that you are required to include the following information within the body of all of your notices to applicants that may contain a determination or results that could be subject to appeal or protest:
Civil Service Commission Rules for the City and County of San Francisco specify announcement, application and examination policies and procedures, including applicant appeal rights. They can be found on the Civil Service Commission website at http://www.sfgov3.org/index.aspx?page=300. Copies of specific rules can also be obtained at 1 South Van Ness, 4th Floor, San Francisco, CA 94103.
You can create new notice templates, or edit existing templates to meet your needs. Please note, when editing a template, unless it is your own personal template, it is best to save a new copy for your own file or to the recruitment you are working on, rather than changing the original template.
Reference Guide
JobAps – Sending Notices (Aps Tab)
August 2015 Page 2
Creating a New Notice Template
Step Action
1. Click the Aps tab.
2. Enter your recruitment ID in the Recruit # or use the chooser to select it. Also, enter any other filtering criteria of
the applicants to which you want to send a notice.
3. Select the Summary View of Applicants by clicking the Summary button.
Check the Summary View screen to make sure it includes the correct candidates. If an error was made, fix your
filtering criteria and click Summary again. Failure to reload the Summary view will result in notices being sent
to the original search of candidates.
4. Click the Send Notices button above the Summary box.
5. If you have an exam plan set up for the recruitment already, a pop-up window will prompt you to indicate if you
want to pull in any scheduling information.
If you do not need to merge in scheduling information for your notices, click “No.”
If you click “Yes” a new pop-up window will appear. In this window you will need to select the exam from which
you want to merge data into your notice. Only one exam row can be utilized for sending notices. It is
recommended to use the Exam tab instead when sending this kind of notice. (Scheduling and use of the Exam
tab is covered in the Exam Rows manual.)
Reference Guide
JobAps – Sending Notices (Aps Tab)
August 2015 Page 3
Step Action
6. You have navigated to the Notice Editor window. You can type your notice directly into the Message text box.
However, we encourage you to prepare your notice template in MS Word first and paste it into the JobAps text
box.
To the right of the text box, notice the list of data fields that can be selected and placed in the template. You
must use at least one of these data fields in your template.
In the lower part of the page, the Send-To-List displays the names of the applicants selected previously from
Summary View. If there is an applicant you do not wish to notice, you can move them to the Exclude List by using
the arrows.
buttons move only the highlighted applicant between lists (one at a time).
buttons move the entire list on one side to the other.
Note: You may sometimes find that the “Send-To List” is actually empty despite your Summary View having
shown results. This is often due to another action being performed between the time you clicked Summary View
and then clicked on Send Notices, causing JobAps to no longer connect the data. If this happens, close the
message editor, re-run Summary view and click Send Notices again.
Reference Guide
JobAps – Sending Notices (Aps Tab)
August 2015 Page 4
Step Action
7. The merge data fields are separated into sections. Please see below for some useful information about each
section:
Common – Fields that are either determined by JobAps to be common to notices or simply do not fall into other
categories. Common Uses: Current Date, Scheduling links, CCSF Logo, Cert Rule (number only), Department, Job