Trevor Zelman

Online Recruiting User Guide Recruiting Solutions (PeopleSoft Version 9.2) October 10, 2015 © 2015 Wells Fargo Bank, N.A. All rights reserved. Member FDIC. Internal use only. ECG- Table of contents Part 1: Orientation, tips, and best practices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 1.1 Orientation: Page geography and naming . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 1.1.1 Dashboard (home page) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 1.1.2 Ribbon menu, funnel bar, column headers, and group actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 1.1.3 Recruiter actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 1.1.4 Editing disposition statuses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 1.2 Key features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 1.2.1 Advanced search. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 1.2.1.1 Browse Job Openings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 1.2.1.2 Search Applicants (Advanced) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 1.2.1.2.1 Profile Criteria. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 1.2.2 Manage Job Opening and Manage Applicant pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 1.2.2.1 Icons in common . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 1.2.2.2 Manage Job Opening page features. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 1.2.2.2.1 Navigation features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 1.2.2.2.2 Other Actions and Group Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 1.2.2.2.3 Ribbon menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 1.2.2.2.4 Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 1.2.2.3 Manage Applicant page features. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 1.2.2.3.1 Other Actions and Group Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 1.2.2.3.2 Ribbon menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 1.2.2.3.3 Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 1.2.3 My Job Openings pagelet columns. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 1.2.4 Applicant Activity folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 1.2.4.1 Applicant applied date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 1.2.5 Applicant lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 0 1.2.6 Job Opening notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 0 1.2.7 Three Template ID choices when creating a job. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 0 1.3 Walk-through of daily activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 0 1.3.1 Find Job Opening . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 1 1.3.2 View job qualifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 1 1.3.3 Find applicants in Applied disposition status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 1 1.3.4 View applicant’s resume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 1 1.3.5 View applicant’s application. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 1 1.3.5.1 Find applicant’s qualifying information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 1 1.3.5.2 See how applicant answered questionnaire . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 1 1.3.5.3 Print application. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 2 1.3.6 View notes left about applicant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 2 ii Table of contents 1.3.7 View history of applicant’s progression . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 2 1.3.8 Take action on applicant’s record. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 2 1.3.8.1 Track applicants reviewed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 2 1.3.8.2 Sort applicants by list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 2 1.3.8.3 Add notes about applicant or Job Opening . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 3 1.3.8.4 Edit disposition status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 3 1.3.8.5 Use the Group Actions feature. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 4 1.3.8.6 Decline applicant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 4 1.4 Personalize appearance of pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 4 1.4.1 Personalize dashboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 4 1.4.1.1 Choose which features appear in dashboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 4 1.4.1.2 Choose how features display in dashboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . - Drag-and-drop functionality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 5 1.4.2 Personalize pagelets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 6 1.4.2.1 Customize information filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 6 1.4.2.2 Customize column and sort order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 6 1.4.2.3 Customize display of grid information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 7 1.4.3 Personalize interior pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 7 1.4.3.1 Ribbon menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . - Make the Help link appear on all pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 8 1.4.3.2 Grid personalization and navigation bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 8 1.5 Top tips and best practices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 8 1.5.1 Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 8 1.5.1.1 Keyword search tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 8 1.5.1.2 Distinctions between search tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . - Browse Job Openings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . - Search Job Openings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . - Search Job Openings page vs. My Job Openings pagelet . . . . . . . . . . . . . . . . . . . . . . . . . . . . - Search Job Postings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . - Find Job Openings associated with you . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . - Find Job Openings in Draft status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . - Search Applicants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . - Search Applications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 0 1.5.2 Navigation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 1 1.5.2.1 Quick Links. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 1 1.5.2.2 Bread crumbs and ribbon menu links . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 1 1.5.2.3 Related Content link. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . - Related Content features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 2 iii Table of contents 1.5.2.4 Other navigation tips. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 2 1.5.3 Technical tips. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 2 1.5.4 Other tips to maximize your use of the tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 3 1.5.4.1 Filter applicants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . - Disposition statuses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . - Track correspondence with declined applicants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 4 1.5.4.2 Use View All to increase viewable Job Openings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 4 1.5.4.3 Use Group Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 5 1.5.4.4 Save data as you go . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 5 1.5.4.5 Use the lookup icon. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 5 Part 2: How to perform specific tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 5 2.1 Working with Job Openings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 5 2.1.1 Create Job Opening. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 5 2.1.1.1 Basic Info subfolder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . - Status reason for creating Job Opening . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 6 2.1.1.2 Qualifications subfolder. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 7 2.1.1.3 Hiring Team subfolder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 9 2.1.2 Add position to Job Opening . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 9 2.1.2.1 Add attachment to Job Opening . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 0 2.1.3 Post Job Opening . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 0 2.1.3.1 Using Jibe to post Job Openings to external sites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 3 2.1.4 Clone Job Opening . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 5 2.1.4.1 Clone filled Job Opening . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 6 2.1.5 Fill Job Opening. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 6 2.1.6 Cancel Job Opening . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 7 2.1.7 Edit disposition status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 7 2.1.7.1 Disposition multiple applicants at a time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 8 2.1.8 Link applicant to Job Opening . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 9 2.1.9 Forward applicant or multiple applicants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 0 2.2 Hiring applicants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 1 2.2.1 Hire in Staff Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 1 2.2.1.1 Initials steps in Online Recruiting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 1 2.2.1.2 Next steps in Staff Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . - To route a selection if you can’t complete the hire yourself . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . - If you receive the “Please Complete Hire/Transfer” email . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 3 2.2.1.3 Final hire steps in Online Recruiting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 3 2.3 Exception processes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 5 2.3.1 Create Executive Job Opening . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 5 iv Table of contents 2.3.2 Link applicant to Executive Job Opening . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 5 2.3.3 Create STAR Job Opening . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 6 2.3.4 Create applicant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 6 2.3.5 Edit applicant’s searchable/nonsearchable profile status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 6 Part 3: Appendices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 7 3.1 Where to get support (Contact Us) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 7 3.2 Frequently asked questions (FAQ) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 7 3.3 Glossary of key terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 9 3.4 Disposition statuses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 1 3.4.1 Transitional disposition statuses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 1 3.4.2 Final disposition statuses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 2 3.5 Role definitions and assignments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 2 3.6 Job status code definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 7 3.7 List of known system behaviors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 7 3.8 Displayed features without functionality. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 0 3.9 Working with My Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 0 3.10 Directions for hiring managers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 1 v Part 1: Orientation, tips, and best practices 1.1 Orientation: Page geography and naming Note: Please also see section 1.5 on tips and best practices for getting the most out of the tool. 1.1.1 Dashboard (home page) Note: See section 1.4 on how to personalize the appearance of the pages. 1.1.2 Ribbon menu, funnel bar, column headers, and group actions Note: Only the areas you have permissions for will be visible. Part 1: Orientation, tips, and best practices 1 1.1.3 Recruiter actions 1.1.4 Editing disposition statuses Note: See section 2.1.7 for details on editing disposition statuses. 1.2 Key features 1.2.1 Advanced search Many functions and search fields can help you to find Job Openings, applicants, and other critical information, including the following two search functions: 1.2.1.1 Browse Job Openings From the dashboard, click Browse Job Openings under Quick Links. Down the left side are criteria that allow you to quickly filter down to the information you’re looking for. To do a global search on this page, click Clear All Filters (if you have selected any filters), enter keywords in the search field below the ribbon menu, and click the double arrow icon to the right. To conduct additional global searches, delete any keywords in the search box and click the double arrow icon before entering new keywords. Part 1: Orientation, tips, and best practices 2 1.2.1.2 Search Applicants (Advanced) From the dashboard, click Search Applicants under Quick Links and click the Advanced Search folder. Here you can: • Search using a set of previously established criteria by selecting from the Use Saved Search drop-down menu. • To save a search, enter criteria and click Save Search; you will be prompted to enter a name and returned to the page where you can run that search. Saved searches are viewable at any time from the dashboard by clicking Saved Searches under Quick Links on the dashboard. From Saved Searches you will be able to view all the searches you create. • Search using many new and existing criteria, including profile criteria (see section 1.2.1.2.1 below) and filtering by applicant type and applicant status using the checkboxes on the right side. Note: The Advanced Search function is also accessible from the Manage Job Opening page by clicking the Applicant Search folder, which is defaulted to the Advanced Search subfolder. For search tips and information about the results of each search function, see section 1.5.1 below. 1.2.1.2.1 Profile Criteria You may filter your applicant search using several criteria: Work Experience, Degrees, Licenses and Certifications, Language Skills, Location Preferences, and Travel Preferences. Note: The rest of the displayed Profile Criteria search fields are not functional; no data is gathered for them. 1.2.2 Manage Job Opening and Manage Applicant pages Many columns, icons, and navigation features are available on the Manage Job Opening page (in the Applicants folder) and the Manage Applicant page (in the Applicant Activity folder). Note: Most columns appear only when information is present to populate them; for example, if none of the applicants for a job have received a referral by a team member, the Employee Referral column and icon will not appear on that Manage Job Opening page. Actions can be taken with each of the icons by clicking on them, except Employee Referral. Part 1: Orientation, tips, and best practices 3 1.2.2.1 Icons in common Use the icons to perform common actions for applicants. Icons are visible only when you have the authority to perform the action on a specific applicant. The following icons are found on both the Manage Job Opening page and the Manage Applicant page: • Application. Clicking the icon brings up the Manage Application page, from which you can see the applicant’s resume, preferences, minimum pay requirements, credentials, and more. • Resume. Clicking the icon brings up the applicant’s printable resume. If no icon is displayed, the applicant did not submit a resume. • Mark Reviewed. Click this quick action icon to change an applicant’s status to “20 Resume Review” immediately, without leaving the page. Clicking this icon brings up a confirmation message and adds one to Reviewed (#) on the funnel bar. (These icons are always present on both pages, and are also available on the Manage Application page.) — Multiple applicants can be marked as reviewed at one time by clicking the checkboxes next to the applicant names, then clicking Group Actions > Recruiting Actions > Mark Reviewed. This automatically changes their disposition statuses to “20 Resume Review” and adds the corresponding number of applicants to Reviewed (#) on the funnel bar of the Manage Job Opening page. • Print. Clicking the icon brings up a pop-up box from which you can print the applicant’s application or convert it to a PDF by clicking Convert in the upper left > Convert Web Page to PDF. Part 1: Orientation, tips, and best practices 4 1.2.2.2 Manage Job Opening page features 1.2.2.2.1 Navigation features The grid personalization and navigation bar offers many options for working with Job Openings: • Find link. Click this link and enter a keyword to search the information on the page. To get more targeted search results than you will get with this feature, instead click Search Job Openings from the ribbon menu and select Jobs Associated with me under the My Association drop-down menu. • View link. Click this link to display the full list (rather than having to scroll through it). • Zoom icon. Click this upper-right-pointing arrow to bring up a pop-up box with all the pagelet contents, for easier viewing. • Excel icon. Click the lined sheet icon to open or save the page contents in Excel format. (This icon always appears alongside the zoom icon.) • Scroll through contents. Click the right- and left-pointing arrows in the grid personalization bar to scroll through the page information. Click Last to jump to the end of the list and First to jump to the beginning. Note: These features are also available on the My Job Openings pagelet — but not on the Manage Applicant page. 1.2.2.2.2 Other Actions and Group Actions The features available through Other Actions and Group Actions allow you to move applicants through the recruiting process — as with the quick action icon Mark Reviewed — and all are accessible from one page. Their features are each divided into Recruiting Actions — which relate to the recruiting process for the specific Job Opening — and Applicant Actions, which are more general actions related to the applicant. The menus include only actions that you have permission to perform. To use Other Actions, click the Other Actions link on the applicant’s name row; to use Group Actions, click two or more checkboxes next to the applicants’ names before clicking the Group Actions link below. Note: The items displayed in Other Actions and Group Actions vary with the user’s security role and their association with the Job Opening; this is system-set. For example, users with the Audit security role will not see any Other Actions or Group Actions available to them. Part 1: Orientation, tips, and best practices 5 Recruiting Actions in Other Actions include: • Edit Application Details. Brings up a page of the applicant’s full application — but note: as a recruiter, you can click on Edit Application Details, but security will prevent you from being able to make any changes (the Edit icons will be unavailable for use). • Edit Disposition. All of the disposition statuses available, based on user role, are accessible here. For details on its use and a full list of available disposition statuses, see section 2.1.7. Applicant Actions in Other Actions include: • Add Applicant Note. Make notes about an applicant and add attachments. Added notes are saved in the Notes folder on the Manage Applicant page. • Add Applicant to List. Use this to add an applicant to any list that you have created, or create a new list. Click the list name to add the applicant to the Manage Applicant List page. Add Applicant to List on Other Actions performs the same function as the Add to List ribbon menu item on the Manage Applicant page. • Forward Applicant. See section 2.1.9. • Link Applicant to Job. See section 2.1.8. • Send Correspondence. Use this to send an email to an applicant at any stage in the process, including when they are in a Final Disposition status. • Hire in Staff Management. See section 2.2.1. Tip: Remember to select two or more applicants’ names before clicking Group Actions. Recruiting Actions in Group Actions include: • Mark Reviewed. See section 1.2.2.1. • Edit Applicant Details. (Recruiters should not use this feature. An application is a point-in-time document that should not be altered after it is submitted.) • Edit Disposition. See section 2.1.7. Applicant Actions in Group Actions include: • Add Applicant to List. Add multiple applicants to the same list. Similar function as in Other Actions. • Forward Applicant. See section 2.1.9. • Link Applicant to Job. See section 2.1.8. Part 1: Orientation, tips, and best practices 6 • Send Correspondence. Send the same email message to multiple applicants at any stage in the process, including when they are in Final Disposition statuses. 1.2.2.2.3 Ribbon menu The ribbon menu offers quick access to recruiter actions associated with a page; on the Manage Job Opening page, these include the following: Note: The ribbon menu items available vary by page. For details on personalizing which available items appear in the ribbon menu for any page, and in what order, see section 1.4.3.1. • Clone. Allows you to create a job listing that is exactly the same as an existing Job Opening. The new job will be assigned a unique Job Opening ID, and you will be able to create a new title for the cloned job, but everything else in the listing of the new job will be the same as in the cloned job. However, before saving, you will be required to enter a position number, as that field will be blank. See section 2.1.4. • Add Note. Allows you to add a note for yourself pertaining to a particular job; each note is date stamped and defaults the audience to Public. (See section 1.3.8.3.) After the Job Opening note is added, it will be found on the Manage Job Opening page in the Activity & Attachments folder under the Notes section. • Refresh. Updates your information after you’ve inputted new data (for example, created a Job Opening). Ribbon menu items on other pages include: • Next (or Previous). Allows you to scroll through jobs without having to go back to the Search Job Openings main page. • Create New. Brings up all the blank fields to create a completely new Job Opening. • >> icon. This icon will display additional available ribbon menu items options for searching for jobs and working with them. If the item is not displayed there, click Personalize at the far right of the ribbon menu to see if the item is listed in the Available Controls column. 1.2.2.2.4 Columns The columns unique to the Manage Job Opening page, in addition to applicant name, ID, and type, are: • Application Date/Time. This is the date and time the applicant submitted their application to that particular Job Opening. This column can be sorted in ascending or descending order. Please note that any “019 – Invited to Apply” dispositions do not have an applied date and time, because the applicant has not completed the application submittal. If the applicant completes the application, a second line item will be associated with their name that has an “Applied” disposition displaying the date and time they applied. • Sent Declined Email. This custom field allows you to see at a glance all of the applicants to whom you have sent a decline email. When you send a single or group decline email — see section 1.3.8.6 — the Sent Declined Email checkbox in those applicant rows will be checked. (This field is available only on the Manage Job Opening page.) To filter down to see the applicants you have declined but not yet sent a decline email to, click Decline on the funnel bar, then click the Sent Declined Email header to filter those to whom you have sent emails to the bottom of the list. • Employee Referral. If an applicant has received a referral from a Wells Fargo team member, the nonclickable person icon will appear in their row under the Employee Referral column (otherwise the column does not appear). To view the name of the person who referred the applicant, click the icon in the Application column next to it; the Manage Application page will display, and the Referral Source will be on the lower left. • Screening Score (for Community Banking). This custom field allows you to see at a glance the assessment outcomes for the applicants to this Job Opening. This column can be sorted by ascending or descending assessment outcomes. Note that assessment outcomes are only displayed when Recruiting Solutions has an automated integration with the assessment vendor. • Retain. A checkmark here indicates that an applicant is a displaced team member whose profile has been flagged as Retain in the system. Part 1: Orientation, tips, and best practices 7 Tip: Click the column headers to reverse the ordering of their information. 1.2.2.3 Manage Applicant page features Note: You can access the applicant’s BEQ responses anytime from the Manage Applicant page: click the icon under the Application column header on the Job Opening row, then click the Questionnaire folder. Click View All to see their responses listed on one page, or click the arrows at the right to scroll through the list. 1.2.2.3.1 Other Actions and Group Actions As on the Manage Job Opening page, the features available through Other Actions and Group Actions allow you to move applicants through the recruiting process. Please see section 1.2.2.2.2 for details on the available features. 1.2.2.3.2 Ribbon menu The ribbon menu offers quick access to recruiter actions associated with a page; on the Manage Applicant page, these include the following: • Link to Job. See section 2.1.8. • Forward Applicant. See section 2.1.9. • Add to List. Use this to add an applicant to any list that you have created, or create a new list. Click the list name to add the applicant to the Manage Applicant List page. Add to List performs the same function as the Applicant to List ribbon menu item on the Manage Job Opening page. • Add Note. Make notes about an applicant and add attachments. Added notes are saved in the Notes folder on the Manage Applicant page. Note: The ribbon menu items available vary by page. For details on personalizing which available items appear in the ribbon menu for any page, and in what order, see section- Columns As on the Manage Job Opening page, column headers here are clickable; clicking them reverses the order of the information display. Any disposition status changes made using the Mark Reviewed icon, or the Edit Disposition feature on Other Actions, are immediately reflected in the Disposition column. 1.2.3 My Job Openings pagelet columns On the My Job Openings pagelet on the recruiter dashboard (home page), there are three new “at a glance” columns on the right side: • Days Open. Indicates the number of days a position has been posted. • No Action Taken. Shows the number of applicants in “010 Applied” status (includes applicants in “019 Invited to Apply” status). Part 1: Orientation, tips, and best practices 8 • Total Applicants. Shows how many applicants have applied for a position. 1.2.4 Applicant Activity folder Current Status subfolder: Lists all the Job Openings an applicant has applied to, and their current status on each of them. The Job Openings appear either as active links or greyed out, depending on your association with the Job Opening: • If you are associated with a Job Opening, you can access the Manage Job Opening link and applicants’ applications and resumes for that Job Opening. You can also print their applications for that Job Opening and mark applicants as Reviewed. • If you are not associated with a Job Opening, you can only view the resume for applicants on that Job Opening. History subfolder: Lists the details of the disposition history for the Job Openings listed in the Current Status folder. Notes folder: Displays notes related to an applicant. Applicant Data folder: Displays applicant content information and any references they have received. To find out when an applicant applied to a job, see the Application Date/Time column; click the column header to reverse the applicant listing order. The default order is descending (the applicant who most recently applied is listed first). 1.2.4.1 Applicant applied date There are two places you can see the applicant applied date and time: 1. The applicant applied date and time is available as a column on the Applicants folder on Manage Job Opening. 2. Click Applicant Activity folder > History subfolder on the Manage Applicant page. The date and time they applied to a Job Opening is displayed in the Last Updated column on the row of their “010 Applied” record. Part 1: Orientation, tips, and best practices 9 1.2.5 Applicant lists Use applicant lists to create lists for top applicants to a specific job, to track applicants with special skills in a specific area, and the like. 1. To add an applicant to a list, click the Add to List link in the ribbon menu of their Manage Applicant page. 2. On the Add to Applicant List page, click the name of the list under the List Name column header to add that applicant to the list. • You can also access the Add to Applicant List page through any linked job on the Manage Job Opening page: on the job row, click the Other Actions link > Applicant Actions > Add Applicant to List. • Lists are viewable anytime from the dashboard by clicking the Applicant Lists link under Quick Links. 1.2.6 Job Opening notes You can add notes to a Job Opening: 1. Click a linked job title from the My Job Openings pagelet on the dashboard. 2. From the Manage Job Opening page, click the Add Note link in the ribbon menu, then click Add Note to save it when you’re done. 3. To view the note(s) created for a Job Opening, click the Activity & Attachments folder and view the Notes section. To view or edit the note details, click the pencil icon at the right of the note row. Click the trash icon to delete the note. (You can only delete notes that you have created.) 1.2.7 Three Template ID choices when creating a job When you create a Job Opening (see section 2.1.1 for a description of this process), on the Job Opening page > Basic Info folder > Template ID field: • This mandatory field has three options that can be accessed by clicking the lookup icon: — 2005 Wells Fargo Default: Use this ID for most jobs. — 2006 CloudCords Job: Use this ID when creating a Community Banking Job Opening. — 2004 Wells Executive Management: Use this ID when creating an Executive Job Opening. Note that selecting this template removes all screening criteria from the Job Opening, and the template cannot be changed to 2005 or 2006, even while in Draft status. Note: The Template ID cannot be changed after you have saved the Job Opening (whether it’s in Draft or Open status). If you need to change the Template ID after that point, you must cancel that Job Opening and create a new one. 1.3 Walk-through of daily activities This section walks you through many of the recruiting tasks performed on a daily basis. It starts from the dashboard after you have created a new Job Opening (requisition). Please see Part 2 for instructions about how to do other frequently-done tasks, including creating (section 2.1.1), posting (section 2.1.3), cloning (section 2.1.4), or canceling (section 2.1.6) a Job Opening. Part 1: Orientation, tips, and best practices 10 1.3.1 Find Job Opening Under My Job Openings on the dashboard, click the linked job title if it’s showing in the list of 10 posted jobs. To search for the job there are a few options: • Scroll through the list. Click the right- and left-facing arrows in the grid menu — or use the First and Last links — to scroll through the list of Job Openings. • Expand the list. Click the View All link in the grid menu to see a full list of all the jobs you are associated with. (Click the View 10 link to shrink the list again.) — See a pop-up box containing the full list of Job Openings by clicking the zoom icon (the northeast-pointing arrow) in the grid menu. Click Return at the bottom to get back to the dashboard. — Open, save/download, or print an Excel version of the full list of Job Openings by clicking the square download icon — from either from the pop-up box or the grid menu on My Job Openings. • Search the list. Click the Find link in the grid menu and enter the Job ID or other specific identifying information in the search field of the pop-up box. Click OK. The matching Job Opening(s) will be highlighted. 1.3.2 View job qualifications Click the linked job title, then on the resulting Manage Job Opening page: 1. Click the Details folder and then the Postings subfolder. 2. Click a job title to get to the Posting Information page, where you can remind yourself of the Job Description, Required Qualifications, Desired Qualifications, Other Desired Qualifications, and the Job Expectations. Click OK at the bottom of the page when done. • You may want to determine the job timeline by noting the advertisement Remove Date at the bottom of this page in the Job Posting Destinations section. 1.3.3 Find applicants in Applied disposition status On the Manage Job Opening page, click the Applicants folder (if a pop-up box appears and you have not changed any data, click Cancel). On the funnel bar — which categorizes all job applicants by disposition status — click the Applied (#) filter to see only the applicants who have passed the prescreening questions. If “0” is displayed, there are no applicants in that activity phase. 1.3.4 View applicant’s resume Clicking the resume icon in the row of the applicant’s name opens a File Download pop-up box from which you can Open or Save the applicant’s resume in Word format. Note: A position shows as grayed out (unlinked) for you when you are not associated with that position; you will be unable to perform any actions related to that position unless you get added to the hiring team. 1.3.5 View applicant’s application Click the sheet icon under the Application column header to reach the Manage Application page, which shows the summary information at top. 1.3.5.1 Find applicant’s qualifying information This information is all found under the Application and Resume folder. Click the link under the File Name column in the Attachments section to view their resume. 1.3.5.2 See how applicant answered questionnaire All of the BEQs and required qualification screening questions are now kept in the Questionnaire folder. To see how the applicant responded to the prescreening questions: click that folder, then click the right arrow at the top right of the Questions section to scroll through the list of questions and responses. Required qualification screening questions always follow the BEQs. To view answers to the required qualification screening questions, click Last then use the left arrow icon to view any additional entries. Part 1: Orientation, tips, and best practices 11 1.3.5.3 Print application From the Manage Applicant page, click the printer icon on the Job Opening row. This pulls up a PDF view that you can save or print by clicking the icons in the bottom left of the pop-up window. 1.3.6 View notes left about applicant On the Manage Applicant page, click the Notes folder to see communications that have occurred with this applicant. Click the pencil icon at the far right of the Notes Summary section to send an email to the applicant from within the tool; you can cc/bcc team members and add attachments from this Send Correspondence page as well. 1.3.7 View history of applicant’s progression Clicking the Applicant Activity folder > Current Status subfolder (the page default) displays all the Wells Fargo jobs for which that applicant is currently applying. Clicking the History subfolder to the right allows you to see how the applicant has progressed through the dispositioning process for each of those jobs (grouped by job title). 1.3.8 Take action on applicant’s record 1.3.8.1 Track applicants reviewed This feature is available from the Manage Job Openings > Applicants folder. Use it when an applicant is the “010 Applied” status only. To track that you have reviewed an applicant’s application or resume, click on the green checkmark icon under the Mark Review column header and you will get a confirmation message. The applicant’s disposition will be updated to “020 Resume Review.” When you have reviewed an applicant, click Next in the ribbon menu to move on to the next applicant. Tip: To see the group of reviewed applicants after you have gone through the list of those in Applied status: from the Manage Job Opening page, click Reviewed (#) on the funnel bar. 1.3.8.2 Sort applicants by list Use the Add to Applicant List feature to track applicants that you want to take special note of (for example, by adding them to a Top Applicants list for the hiring manager): 1. Click Other Actions > Applicant Actions > Add Applicant to List at the right of the applicant name row. 2. Click a linked list name on the Add to Applicant List page to add the applicant to that list, or create a new list to add the applicant to. Part 1: Orientation, tips, and best practices 12 1.3.8.3 Add notes about applicant or Job Opening Use the Add Note feature to make notes to yourself about a specific Job Opening or a specific applicant: • To make a note about a Job Opening: from the Manage Job Opening page, click Add Note in the ribbon menu. Job Opening Notes are only viewable from the Manage Job Opening page. • To make a note about an applicant: • From the Manage Job Opening page: Click the Other Actions link (on the applicant’s row) > Applicant Actions > Add Applicant Note; or • From the Manage Applicant page: — Click the Add Note link in the ribbon menu; or — Click the Notes folder and click Add Applicant Note. All notes about applicants are stored in this section. In all cases, enter information for Subject and Details on applicant notes; if you want to add an attachment, you will have to select from the Contact Method drop-down menu. • To add a reason why a final disposition is being changed, under Contact Method, select “Final Disposition Change Reason,” enter the Job Opening number on the Subject line, then enter the summary reason why the final disposition was changed (e.g., wrong disposition detailed reason that was assigned). Note: Applicant Notes are viewable by anyone who has access to view applicant information. For that reason, do not use Applicant Notes to document details related to review, screening, or interview results. 1.3.8.4 Edit disposition status Change an applicant’s disposition status after reviewing their qualifications — and throughout the selection and offer process: 1. Click Other Actions > Recruiting Actions > Edit Disposition from any of three pages: Manage Applicant, Manage Application, or Manage Job Opening on the applicant’s name row. You can perform this action on any Job Opening you are associated with. 2. On the Edit Disposition pop-up box: i. From the Disposition Type drop-down menu, select either Transitional Disposition or Final Disposition. (Transitional Disposition is listed second because PeopleSoft requires drop-down menu items to be in alphabetical order.) ii. From the New Disposition drop-down menu, select the applicable disposition. (The menu items will not populate until you select a disposition type.) Part 1: Orientation, tips, and best practices 13 iii. For Final Dispositions only: • From the Status Reason drop-down menu, select the reason for declining. • From the Detailed Reason drop-down menu, select the detailed reason for declining. This field must be populated when assigning a final disposition, even if there is not an associated detailed reason. If that is the case, “000 N/A” will be available for selection. 3. Click Save. The associated disposition filter on the funnel bar and the status under the Disposition column header reflect the update. 1.3.8.5 Use the Group Actions feature You can assign a new transitional or final disposition to multiple applications using the Group Actions feature. 1. From the Manage Job Opening page, click the checkboxes next to all the applicants to which you want to apply the same disposition status. 2. Click Group Actions (in the menu at bottom) > Recruiting Actions > Mark Reviewed or Decline Applicant. This updates the Reviewed (#) or Decline (#) record on the funnel bar above accordingly. 3. When you are returned to the Manage Job Opening page, click Refresh on the ribbon to see the newly applied dispositions displayed in the Disposition column. 1.3.8.6 Decline applicant From the Manage Job Opening page, decline an applicant by clicking Other Actions > Recruiting Actions > Edit Disposition. (This method allows you to change to the full range of Transitional and Final Disposition statuses, including all decline statuses.) Note: To send the applicant an email afterward, click Other Actions > Applicant Actions > Send Correspondence. Note: All methods of declining applicants increase the funnel bar Decline (#) feature by the corresponding number of applicants declined. To decline multiple applicants at a time, see section 2.1.7.1. 1.4 Personalize appearance of pages 1.4.1 Personalize dashboard You can change the appearance of your dashboard and the information that is displayed there at any time. 1.4.1.1 Choose which features appear in dashboard Part 1: Orientation, tips, and best practices 14 Click the Personalize Content link in the dashboard personalization menu in the upper right of the dashboard to choose which tools appear for you. In the pop-up box, you can do the following: 1. Tab Name. You can make this name anything that will identify the main recruiting page for you; for example, “Recruiting Home.” 2. Welcome Message. You can add a message (optional) that will appear at the upper left of your main page. 3. Arrange Pagelets. See step 2 in section 1.4.1.2 below. 4. Recruiting Solutions. The three “pagelets” — Quick Links, My Job Openings, and Browse Job Openings — are selected by default. Quick Links remains grayed out because it cannot be deleted. Click Save after making your selections. 1.4.1.2 Choose how features display in dashboard Click the Personalize Layout link in the dashboard personalization menu in the upper right of the dashboard. Use the pop-up box to customize how the tools you selected above are displayed on the page, and in which order: 1. Basic Layout. Choose 2 columns or 3 columns depending on how you would like your recruiting dashboard to appear; keep in mind that you can come back and select the other option at any time. Tip: Choosing 2 columns is recommended because it allows more space for your primary My Job Openings pagelet. 2. Add [Arrange] Pagelets: i. To change where a pagelet appears on the page, click the pagelet in either the left or right column — note that Quick Links is fixed in place — to highlight it and use the up/down left/right arrows to the right of the columns to reposition it. If you are in 3 column mode, just click the arrow again to move the pagelet further. You can also move pagelets directly on the dashboard using the drag-and-drop feature (see section 1.4.1.2.1 below). Tips: Try keeping the My Job Openings pagelet at the top center of the dashboard to start with, since you will be using it so frequently. If you choose 2 column mode, it is efficient use of space to keep the Browse Job Opening pagelet just below the Quick Links, with the other two pagelets to the right. ii. To delete a pagelet, click on it to highlight it, then click Delete Pagelet. (All of the pagelets you selected in the Personalize Content pop-up box appear here.) If you want to bring this pagelet — or any other — back in later, use the Personalize Content link. iii. Click Save. 1.4.1.2.1 Drag-and-drop functionality You can also drag pagelets around your dashboard to reposition them: simply hover your mouse over the pagelet name (for example, My Job Openings) to make the 4-pointed arrow appear, hold your mouse down and drag the feature where you want it, then release the mouse. You can change the appearance this way whenever you like. Part 1: Orientation, tips, and best practices 15 Tip: This works for pop-up boxes as well. Simply hover your cursor over the top bar to make the 4-pointed arrow appear, then drag the box wherever you like. 1.4.2 Personalize pagelets From the down-pointing arrow at the upper right of each of the three pagelets — Quick Links, My Job Openings, and Browse Job Openings — you can minimize or expand the pagelets at any time. (Click the refresh icon to refresh the information display.) The My Job Openings pagelet offers many other personalization features:. 1.4.2.1 Customize information filters Change which information is displayed in your pagelet so that it is more targeted to you. For the My Job Openings pagelet: 1. Click the down-pointing arrow and then select Personalize on the pagelet personalization menu (at the upper right of the pagelet). 2. From the Display drop-down menu on the Personalize My Job Openings page, choose the degree of association to Job Openings you wish to have displayed in the pagelet — and similarly for job status and the date the Job Opening was created. Click Save. Note: The My Job Openings area reflects jobs associated with you, except when you have chosen the personalization setting of “All Jobs.” To see only jobs associated with you as the recruiter, select “Jobs Assigned to me” (which displays jobs on which you are a recruiter on the Job Opening); “Jobs Associated with me” (jobs on which you are part of the hiring team); or “Jobs Created by me” (jobs where you are the originator). To change the search personalization settings for My Job Openings, click the arrow in the upper right of the My Job Openings area, click Personalize, click the Display field to select a different value, and click Save. 1.4.2.2 Customize column and sort order Part 1: Orientation, tips, and best practices 16 To change the order of columns and how they are sorted from the Personalize Column and Sort Order pop-up box: 1. Click Personalize on the grid personalization and navigation bar on the pagelet. (The illustration is for the My Job Openings pagelet.) 2. Set the order in which your columns will be displayed from left to right (here, top to bottom): click a name in the Column Order field to highlight it, and use the up and down arrows to move it. To hide a column, click the column name and then click the Hidden checkbox; to freeze a column in place, click the column name and then the Frozen checkbox. 3. Set the numerical order in which your columns will display data: click on a column name on the left that you want to set the order for, and use the right-pointing arrow to move it into the Sort Order field. Then click the Descending checkbox to fix the order as highest to lowest. To remove column names, click the column name and then click the yellow “x.” 4. Click Preview to see how your changes will appear, or click OK. 1.4.2.3 Customize display of grid information The grid personalization and navigation bar on the My Job Openings pagelet (also available on the Manage Job Opening page) offers many options for personalizing how you view the information on a pagelet or page — such as creating Excel documents containing their information. (See section 1.2.2.2.1 for details.) 1.4.3 Personalize interior pages 1.4.3.1 Ribbon menu On the Manage Job Opening page and Manage Applicant page, you can set which icons (with or without accompanying text) appear in the ribbon menu, and in what order. (It’s mirrored in the ribbon menu at the bottom of the page.) Note: You can also customize the order in which columns appear on interior pages and how they sort information using the Personalize link on the grid personalization and navigator bar, as described in section 1.4.2.2 above. To further customize how you see information displayed — for example, to create Excel documents of page contents — see section 1.2.2.2.1). 1. Click Personalize at the far right of the ribbon menu. 2. The features that currently appear in the ribbon menu are displayed in the Selected Controls field; those in the Available Controls field are available for use but not displayed on the ribbon menu. • To move an item into the ribbon menu, click the name of the item under Available Controls to highlight it, then click the right-pointing arrow to move it into the Selected Controls field (and then, if you wish to ensure that it appears on the ribbon menu without having to click “>>” on the ribbon menu to access it, click the uppointing arrow to move it farther to the left in the ribbon menu). • To move an item out of the ribbon menu, click the name of the item under the Selected Controls field to highlight it, then click the left-pointing arrow to move it into the Available Controls field. (You can move it back at any time.) • To change the left-to-right order in which the ribbon menu items appear, click an item in the Selected Controls field to highlight it, then use the up or down arrows to move it left or right, respectively. • To have the items appear as text only, icon only, or both icon and text, select one of the Display Options. 3. Click Preview to see how the ribbon menu items will look, or OK to save your changes. Tip: Click refresh on your browser (or the refresh icon on the tool, if it is visible) to make the new ribbon menu items appear. Part 1: Orientation, tips, and best practices 17 Note: Not all of the tool’s available ribbon menu items appear on every page of the tool; some are unique to particular pages. If ever you cannot find an item on the ribbon menu, click the double right-pointing arrow — “>>” — at the right to display more items. If you still don’t see the item, click Personalize on the far right of the ribbon menu and follow the steps above to work with the ribbon menu items available for that page. 1.4.3.1.1 Make the Help link appear on all pages The Help link to this user guide is housed on the ribbon menu and is built into every page on the tool — except for the Recruiting Home page and the Creating Job Opening page, where there is no ribbon menu. If you don’t see the Help link in the ribbon menu, click the double right-pointing arrow — “>>”— at the right to display more items. If you still don’t see it, click Personalize on the far right of the ribbon menu and follow the first bullet point in step 2 of section 1.4.3.1 above to import it into the ribbon menu. 1.4.3.2 Grid personalization and navigation bar The grid personalization and navigation bar is also available on the Manage Job Opening page; it offers many options for navigating and working with Job Openings — like creating Excel documents containing page information. (See section 1.2.2.2.1 for details.) 1.5 Top tips and best practices 1.5.1 Search 1.5.1.1 Keyword search tips When entering keywords, try using any of the following methods to target your searches with more precision: • Use quotation marks: Put double quotation marks (“ ”) around the words to return results that contain exactly that phrase. (For example: “web application developer”) • Use an ampersand (&): Insert the “&” symbol to specify that all of your keywords must appear in the results. (For example: underwriter & retail) • Use a pipe (|): Insert the “|” symbol to specify that any of your keywords can appear in the results. (For example: “credit analysis experience” | analysis) • Use an asterisk (*): Add a “*” to search for partial strings. (For example: apprais* would return words beginning with “apprais” such as appraisals, appraiser, appraising, appraised) 1.5.1.2 Distinctions between search tools 1.5.1.2.1 Browse Job Openings Browse Job Openings (on Quick Links) is the best way to find the Job Openings that are associated with you specifically (you can see the full list of these jobs on the My Job Openings pagelet). It has a variety of filters down the left side for finding the specific Job Opening you are looking for. • The My Association filter on the left side displays employee IDs of those team members you are associated with: either because they are on the hiring team of a job you created, or because you have been added to one of their jobs as a recruiter or interested party. • Keep clicking the left-side filters to drill down to what you are looking for; the filter bread crumbs appear below the search field at top, and you can click on the “x” next to them to remove the filter. Tip: When conducting searches, you will get better results if you use the search fields on interior pages like Browse Job Openings, rather than the Find feature available on the grid personalization bar of the My Job Openings pagelet. 1.5.1.2.2 Search Job Openings Search Job Openings (on Quick Links) offers a way to find all posted jobs to which you are associated. It’s the fastest way to get to such Job Openings (and returns up to a maximum of 300 Job Openings). Part 1: Orientation, tips, and best practices 18 • You can only view Job Openings that you have a direct association to — that is, if you are a recruiter, hiring manager, or interested party listed in the Job Opening. The person who creates the Job Opening adds people to these roles. If you are not associated to a Job Opening, it will appear as grayed out for you. • Note that Browse Job Openings and Search Job Openings are both defaulted to the Open job status. If you want to search for jobs with other statuses, on Search Job Openings select from the Status drop-down menu. (Browse Job Openings always shows only Open positions.) Tip: To quickly find Job Openings in draft status, select Draft from the Status drop-down menu. 1.5.1.2.2.1 Search Job Openings page vs. My Job Openings pagelet • The My Job Openings pagelet shows Job Openings (requisitions) that have not been filled (closed) or canceled; managers that you associated with those Job Openings also can access those openings here. • By contrast, Search Job Openings allows you to retrieve all Job Openings to which you are associated that match the search criteria you enter, whether or not you created that Job Opening. — To see all the jobs you’re associated with (including those you created or have been assigned to), select Jobs Associated with me from the My Association drop-down menu; to winnow your search further, select either Jobs Assigned to me or Jobs Created by me instead. 1.5.1.2.2.2 Search Job Postings You can reach Search Job Postings by clicking Search Job Openings under Quick Links and then clicking Search Job Postings along the ribbon menu. Linking applicants to a posted job. Using either Quick Search or Advanced Search, here you can quickly pull up information about any job that has been posted. Since all of the jobs you will find here have been created and posted (by default), this is a useful function to make sure that if you are linking an applicant to a job, that job has in fact been posted — and so the applicant will be able to follow the link to the application questionnaire they will receive. 1.5.1.2.2.3 Find Jobs Openings associated with you If the My Job Openings pagelet seems not to be displaying the jobs you expect to see there, or if you would like to narrow down the field of applicants that appears in your My Job Openings pagelet: 1. Click the downward pointing arrow in the pagelet personalization bar and click Personalize. 2. From the Display drop-down menu, select Jobs Associated with me (or whichever category of jobs you wish to see), and change values in the Status and Created Within menus, as needed. 3. Click Save. Selecting the All Jobs option casts the widest net when searching for Job Openings; the next level down of narrowing is Jobs Associated with me, which includes Jobs Assigned to me, Jobs Created by me, and also any jobs on which you have been listed as an Interested Party. (These same “jobs associated/assigned/ created” search options are also available on the Search Job Openings page.) Part 1: Orientation, tips, and best practices 19 1.5.1.2.2.4 Find Job Openings in Draft status From the Search Job Openings page (click from Quick Links on the dashboard), select Draft under the Status drop-down menu, select/find any other criteria, then click Search. (The tool will otherwise automatically default to Job Openings in “Open” status.) 1.5.1.2.3 Search Applicants Search Applicants (on Quick Links) searches all applicants in Active status who have a profile and have indicated they want their information to be “searchable.” If the applicant has applied to any Job Openings, associated application information will be available if the user’s role permits access to that data. Tip: Keep the Search My Applicants checkbox selected. This allows you to focus your search on applicants who have applied for jobs you have created or for which you have been placed on the hiring team. • Use the powerful Advanced Search feature, which is especially useful when you know the specific parameters you wish to search by. Note that you can also drill down using the Applicant Type and Exclude Applicant Status from Search filters available on the right side of the page, and using Profile Criteria at bottom. — Search based on profile information. Use the Profile Criteria From drop-down menu to search criteria related to applicant qualifications. To copy attributes from a Job Opening profile (the only present option), use the lookup up icon to enter the specific Job Opening ID that the attributes will be copied from. 1.5.1.2.4 Search Applications Search Applications offers the broadest overall picture of the applicant field, particularly when accessed through its Advanced Search folder. Tip: Keep the Search My Applicants checkbox selected: this allows you to focus your search on applicants who have applied for jobs you have created or for which you have been placed on the hiring team. Part 1: Orientation, tips, and best practices 20 The differences between Search Applications vs. Search Applicants, in brief: Search Applications: • Gives you a broader picture of the field of applicants. • Allows for a greater degree of filtering (for example, you can search by any disposition status) Search Applicants: • Is preferable when you have some information to work with (that is, when you are looking for specific people or groups of people); it does draw from a smaller field of applicants, however. 1.5.2 Navigation 1.5.2.1 Quick Links Use Quick Links on the Recruiting Home page to navigate around the tool. That’s your best bet, rather than using the main menu bar at the top of the tool. • If you ever find yourself on a page without the possibility of returning to the previous page or Recruiting Home, however, click Main Menu > Recruiting > Recruiting Home. The Main Menu option never goes away. 1.5.2.2 Bread crumbs and ribbon menu links Use bread crumbs and ribbon menu items to navigate: • To go directly to pages you have recently visited, click on the “bread crumbs” that appear along the very top of your dashboard (to the right of Recruiting) as you navigate through the recruiting tool (for example, Recruiting > Recruiting Home > Browse Job Openings > Manage Job Opening). • Click on any of the items in the ribbon menu (such as Next, Create New [Job Opening], Refresh, Add Note) to access those pages directly. Part 1: Orientation, tips, and best practices 21 1.5.2.3 Related Content link Use the Related Content link to see a visual representation of reviewed and applied applications. The Related Content link is located in the upper right of pages where specific job content is displayed (such as Manage Job Opening): • Received Rejected: Select this link to see a bar graph at the bottom of your screen that shows the number of applications received and the number of applicants rejected, by week. (To see the results by month, select from the View By drop-down menu to the upper left of the graph.) • Recruiting Phases: Select this link on the menu to see a pie chart at the bottom of your screen that shows the number of applications in Decline final disposition status for any given job vs. the number of applicants in Applied status. 1.5.2.3.1 Related Content features • You can keep the information on this page easily accessible for any given job: click the down arrow to the left of Related Content under the folder details section to collapse the content (or click the right-pointing arrow to expand it whenever). • Click the Received/Rejected and Recruiting Phases folders to toggle back-and-forth between them. • Move the position of the Related Content section on the page by placing your cursor over the eight horizontal dots at the top of the section and dragging up or down. • Click the down arrow in the upper right of the Related Content section and click Close to close it. (You can also do this in its collapsed form.) 1.5.2.4 Other navigation tips • Click buttons in the tool when they are available instead of hitting Enter on the keyboard. This will ensure that any data you entered is saved properly and will ensure that you are progressed to the correct page. • Use the Return link on the ribbon menu to go back to a previous page instead of the back arrow on your browser, as a best practice. This ensures that your changes remain saved in the tool. — Also use the Return link when reviewing resumes and applications to return to the same page you were previously on. (Using the browser back arrow will return you to a different location.) • Click Cancel rather than OK when you get a pop-up message alerting you that you have unsaved data and you want to change pages anyway. 1.5.3 Technical tips • When you want to open multiple sessions of PeopleSoft — or navigate to Find a Job or any external site — use “New Session” instead of “New Window” (under the browser File menu). Using “New Session” allows you to keep your data entries and navigation distinct, whereas opening a “New Window” (basically, opening a new tab) may lead to issues: being booted out of the tool, receiving error messages, not being able to log in, etc. Part 1: Orientation, tips, and best practices 22 • Try clearing your cache/cookies if you’re experiencing issues with the tool — if, say, you’re not able to log in, your browser is timing out, or you’re receiving error messages. 1. Log out of all sessions of PeopleSoft, and close all browser windows. 2. Double-click the question mark icon on the bottom bar of your browser, then click to open Utilities and doubleclick Clear Cache and Cookies. • Click the Refresh link on the ribbon menu if you enter data and you don’t yet see it reflected in the tool. Tip: When experiencing performance issues with the My Job Openings pagelet (such as information taking a while to pull up), filter down the information coming into them by selecting Personalize in the pagelet personalization menu (down-pointing arrow), and, on the Personalize My Job Openings page, select a closer degree of job association to you from the Display drop-down menu. 1.5.4 Other tips to maximize your use of the tool 1.5.4.1 Filter applicants The funnel bar on the Manage Job Opening page offers multiple ways for you to narrow down your list of applicants: 1.5.4.1.1 Disposition statuses On the Manage Job Opening page, drill down to see only applicants in an activity by clicking the statuses in the funnel bar — such as Applied (#) (the number indicates how many applicants are in each status). Available activities on the funnel bar and the associated dispositions include: • All. Shows all applicants, regardless of assigned disposition • Applied. “010 Applied” disposition • Reviewed. “020 Resume Review” or “021 Resume Reviewed-Pending” dispositions • Screen. “030 Initial Screen,” “034 Exercise Assessment,” “035 Online Assessment” • Hiring Manager Review. “050 Route to Hiring Manager for Review” • Interview. “060 Interview” • Offer. “069 Prepare Offer,” “070 Offer,” “071 Written Offer Accepted,” “072 Verbal Offer Accepted” • Hire. “090 Hired” • Hold. “100 Hold.” Note: Can only be assigned by the system when a Job Opening is in Hold status. • Decline. All final dispositions except “019 Invited to Apply” and “090 Hired” Part 1: Orientation, tips, and best practices 23 Tip: To easily see which applicants are not in final disposition status, click “All (x)” on the middle ribbon menu and then use the funnel bar to view applicants still in statuses other than decline, or click the Disposition column header in the Applicants section to sort applicants in an ascending or descending order and group the decline disposition statuses. 1.5.4.1.2 Track correspondence with declined applicants See at a glance which declined applicants you still need to correspond with: Tip: Filter down to see the applicants you have declined but not yet sent a decline email to by clicking Decline on the funnel bar, then clicking the Sent Declined Email header link to filter those to whom you have sent emails to the bottom of the list. 1.5.4.2 Use View All to increase viewable Job Openings From the Recruiting Home page, click View All on the dashboard to make the full list of Job Openings to which you are associated appear without having to pull up another screen. You can view 100 Job Openings on a page; the limit is 500 (5 pages). The default system settings for how Job Openings appear are shown below. Although “View All” is the default for the Created Within drop-down menu (the time period), you can always set a more restrictive time period (e.g., one year, one month, one week). Part 1: Orientation, tips, and best practices 24 Note: Staffing specialists and admins designated as Interested Party on the Hiring Team should change their Display drop-down menu default to “Jobs Associated with me.” Click the Settings drop-down menu (gear icon), then Personalize to change this setting. 1.5.4.3 Use Group Actions Use this feature to efficiently apply the same action at one time. Group actions are divided into Recruiting Actions and Applicant Actions. (See section 2.1.7.1 for details on applying the same disposition status to multiple applicants at a time.) 1.5.4.4 Save data as you go When you enter data in a page or pop-up box, or need to perform an action that requires you to leave the page, click on the associated on-screen button instead of pressing the Enter key; this will allow all your information to be registered in the system properly and ensures that no stages are skipped. • Similarly, use the Return link in the ribbon menu rather than clicking the back arrow on your browser. 1.5.4.5 Use the lookup icon This feature is present throughout the tool as a mini-search aid to find team members, Job Opening IDs, recruiting locations, and many other items. To get the best use out of it: • It’s a good practice to start with the lookup icon when beginning to work with any particular Job Opening; otherwise, there is the chance you may pull up the wrong information. • Type in the first name or full name of a team member or applicant when looking up their information; if you type in only their last name, you will not get search results. Part 2: How to perform specific tasks 2.1 Working with Job Openings 2.1.1 Create Job Opening 1. Use the position number to pull up the Job Opening information. To search for the position number if you don’t know it, or to enter it if you do: i. From the Quick Links, click Create Job Opening. ii. If you know the position number, enter it at the bottom and click Continue, or if you don’t know it, enter the name of either the person who previously held the position or the hiring manager, and click Search for Position Number. Part 1: Orientation, tips, and best practices 25 2. On the list that appears, click Select next to the job’s position number. 3. The Job Opening page contains the imported job information. Edit/verify the information in the Basic Info, Qualifications, and Hiring Team folders (see sections below for detailed explanations). 4. When finished making any edits or additions, and before clicking the Postings folder to post the Job Opening, click Save as Draft at the top left — this assigns a Job Opening ID (changing it from “NEW”), which is required to post the job externally. Clicking Save as Draft (even before posting internally) also prevents you from losing the information you have entered so far. Note: At least one posting is required before you can Save and Open (unless you are using the ID template 2004 Wells Executive Management). For 2005 and 2006 templates, you are not required to click Save as Draft prior to Save and Open (as long as all required information, including postings, has been entered). 2.1.1.1 Basic Info subfolder • In the Basic Info subfolder, note that: — The Template ID field is defaulted to the “2005” ID; use this for most job postings. Exceptions: “2006” autopopulates for predefined CloudCords jobs and is selectable for use. This Job Opening template is used exclusively by Community Banking, which uses it for Teller and Personal Banker positions. The “2004” ID does not autopopulate and is selectable by the recruiter; it should only be used for executive positions or Job Openings with pre-approved policy exceptions. — If you want to add a recruiting location, do it by clicking Add Location in the Locations section, then click the lookup icon and use the search fields in the pop-up box to find the location you need, or click on one of the links listed below the search fields. This adds the location to the Recruiting Locations section (Add Recruiting Location stays grayed out and nonfunctional). To remove a location, click the trash icon at the right. — The following fields/menus are displayed but are not functional (they are not required to work with Job Openings in the tool): Desired Start Date, Encumbrance Date, Projected Fill Date, Date Authorized, Referral Program ID, and Recruitment Contact. 2.1.1.1.1 Status reason for creating Job Opening In Manage Job Opening > Details folder > Basic Info subfolder: Choose from the Status Reason drop-down list to show why the position is open to fill. • When replacing an incumbent team member, choose Job/Position Vacated. • When filling an existing open position, choose New Authorization. • When creating a new position to fill, choose New Job/Position. Part 1: Orientation, tips, and best practices 26 2.1.1.2 Qualifications subfolder The default Required Qualifications, Desired Qualifications, and Job Expectations associated with a job code are displayed here automatically; they cannot be edited or deleted, nor can their order be changed. Click the button below each section to access the libraries containing additional qualifications and job expectations. You can access the libraries containing additional required and desired qualifications and job expectations by clicking “Add Required Qualification,” “Add Desired Qualifications,” and “Add Job Expectation,” respectively. — To select content from the Required Qualifications, Desired Qualifications, and Job Expectations libraries: — To add Required Qualifications (use the same procedure for adding Desired Qualifications and Job Expectations): 1. Click Add Required Qualification. 2. In the Add Required Qualification pop-up box, click the lookup icon next to the Required Qualifications field (you cannot enter text in this field). 3. In the Look Up Required Qualifications pop-up box, use the available fields to search for the qualifications you are seeking. • If you know only a few words that need to be in the qualification: - Select “contains” for your parameter from the Description field drop-down menu. - In the open text Description field, enter a wildcard search term by typing a percentage sign (“%”) before and after your search term(s) (make sure there is no space between the percentage signs and your first and last search terms). • It is not recommended to use the Content Item ID fields at top to search for qualifications unless you know the specific ID of a qualification you have previously used. Part 1: Orientation, tips, and best practices 27 4. Click Lookup and then click a description link (or its Content Item ID link) from the displayed list. 5. On the Add Required Qualification pop-up box, click Save and Add Another to continue searching the qualifications library, or click Save when you have added all of the Required Qualifications you need from the library. 6. Click Save as Draft or Save and Open. — Assign the order in which added qualifications or expectations will display. The order number of added qualification content defaults to “1.” If you do not change the order number, they will be displayed in the job posting based on the ID number, which is not visible in the system. If the order does not matter, no additional action is needed. If there is an order preference, you can use the Order field to designate the order in which added qualifications are presented in the Job Opening. To do so, use the next sequential number after the defaulted content to assign the order of the added qualification content. After the order is assigned, click Save as Draft to update the order. Note that the new order will only be visible when using the Preview feature on the Postings subfolder. The order will not change in the Job Opening in the Qualifications folder or on the Postings page until you have clicked off the Qualifications subfolder and returned to it after clicking another folder. — To add free-form Desired Qualifications (qualifications that you enter yourself, rather than preset content from the Desired Qualifications library), you will have to do so in the Posting folder. Before clicking the Posting folder, click Save as Draft at the top (or bottom) of the page; then see step #2 of section 2.1.3 for instructions on adding free-form text. It is not permitted to add free-form text for Required Qualifications or Job Expectations. Note about free-form Desired Qualifications: The suggested best practice is to add free-form Desired Qualifications only it is a unique qualification that does not exist in the preset library, so that: a) language is more standardized across Job Openings, and b) all the Desired Qualifications appear in the same section (qualifications added free-form appear in job listings under the separating heading “Other Desired Qualifications”). Note about updating qualifications in draft job Openings: If job code Default Qualifications change after a draft Job Opening is created and saved, you must update these qualifications before posting the job. (Positionspecific qualifications are not affected.) • A warning message will be displayed in the Qualifications folder informing you to use the Refresh Qualifications icon in the Qualifications folder to update the qualifications when the Default Qualifications have changed. • If you attempt to post without updating the qualifications, an error message will display. Note about qualifications overall: • Each Required Qualification has an associated screening question that applicants are required to answer as part of the application process. - Recruiters do not have to add the screening questions; the question associated with a given Required Qualification is automatically added to the application by the system, using the job code profile. - Screening questions are displayed to applicants after the Basic Eligibility Questions (BEQs) on the employment application. • The order and content of the default Required Qualifications and the default Desired Qualifications are preset and cannot be changed in the Job Opening. (The system displays “Default” next to such qualifications.) • If a preferred order of position-specific qualifications is designated, the screening questions will be listed in the same order. Part 1: Orientation, tips, and best practices 28 2.1.1.3 Hiring Team subfolder See section 3.5 for definitions of the Recruiter, Hiring Manager, and Interested Party (Auditor) roles. In the Hiring Team subfolder: • The name of the hiring manager displays here by default. At least one name is required in this section (internal job seekers can use hiring manager name as a search criterion). — If you remove the hiring manager’s name from the Hiring Managers section, he or she will not have access to the Job Opening anymore, unless you add their name in one of the other sections. But removing their name here will not have any effect on the actual reporting relationship for the attached position(s). Note: When a recruiter is associated to a Job Opening, their manager and their manager’s manager are added to the hiring team by default. This allows the managers to view and edit the Job Opening in the same way recruiters can. Managers will only be added if they have the Recruiter role in Online Recruiting. • The Interested Parties section, by default, includes team members who are assigned the proxy role in Staff Management for the hiring manager (of the positions on this Job Opening). Proxies have permission to hire for these positions if they originate the transaction in Staff Management. Including their names here allows them to manage applicants or use the Hire in Staff Management action from the tool as well. — You can delete proxies here if you do not want them to view applicants’ applications. This will not change their permissions in Staff Management. Note that proxies never have permission to act on their own positions, in either tool. — You can add any other team member’s name to this section. • You have the option to add recruiters, hiring managers, or interested parties, but note that the button options for Add Recruiter Team, Add Hiring Manager Team, and Add Interested Parties Team are for display only and are not functional. 2.1.2 Add position to Job Opening Part 2: How to perform specific tasks 29 To add a position to an existing Job Opening, click the Details folder and scroll down to see the Positions section. You may add more positions if the Add Position button is available; if the Job Opening has been open for 45 or more calendar days, you will see an error message and you will not be able to add the position. You also will see an error message if you try to add a position to a Job Opening that has reached the 200-position maximum. Note: Only one Status Reason can be selected per posting. Recommendation: If multiple Status Reasons are needed, create individual Job Openings. To manage applicants from multiple pools, download applicants to an Excel spreadsheet (by clicking the grid icon on the grid personalization and navigation bar on the Manage Job Opening page) and filter by Applicant ID. Note: All positions added should be for the purpose of filling an immediate business need for the same job — so that multiple positions for the same job can be associated with the same Job Opening — not for creating a perpetual Job Opening or a long-term advertisement for the job. 2.1.2.1 Add attachment to Job Opening After you have created a Job Opening, you can go to Manage Job Opening (via any linked job title) > Activity & Attachments folder > Add Attachment (under the Attachments section). There you can add Completed Interview Guides, PDFs of job posting advertisements not captured in the system (such as print ads), and other outreach documentation. 2.1.3 Post Job Opening Most of the information you will need to post a Job Opening is brought over from Staff Management by default after you have created a Job Opening. To add Required Qualifications, Desired Qualifications, or Job Expectations to the Job Opening before posting it, use the Qualifications tab on the Job Opening page. (See section 2.1.1.2 for details.) Note: If the Job Opening does not have a Job Opening ID, assign it one before proceeding. (A Job Opening must have an ID before you post it.) From the draft Job Opening page — see the tip for help in finding it — click Save as Draft before proceeding. This assigns the ID. Alternatively, you can assign the ID by selecting the posting destinations and dates and then clicking Save and Open. Tip: To find the Job Opening if it is in Draft status: from the Search Job Openings page, select Draft from the Status drop-down menu, enter any other identifying information, and click Search. To find an existing Job Opening, enter the Position Number instead and click Search. 1. From the Job Opening page, click the Postings tab and then click Add Job Posting to bring up the Posting Information page. 2. Verify/edit the imported information on the Posting Information page: • On this page, you can directly edit or add content in the Job Description field and you can add desired qualifications by entering free-form content in the Other Desired Qualifications field. - To add free-form Desired Qualifications (note that free-form entries are allowed only for Desired Qualifications and Job Descriptions): 1. Beneath the Desired Qualifications section, click Add Posting Description and select Other Desired Qualifications (not “Desired Qualifications”) from the Description Type drop-down menu. 2. Click the Visible drop-down arrow and select a posting type. 3. Enter free-form qualifications content in the main text box; be sure to add a bullet point in front of any text you enter or paste (so that in the job listing it will match the display of the other sections, which appear with bullet points). 4. Before clicking OK, enter at least internal posting open/close dates to avoid receiving a system error message. To enter external posting open/close dates as well, click Add Posting Destination and select wellsfargo.com from the drop-down menu. 5. Click OK at the bottom, or Preview to see how the listing will display. Part 2: How to perform specific tasks 30 Note: • You cannot add Required Qualifications, Desired Qualifications, or Job Expectations on this page directly; use the libraries in the Qualifications folder to add them. (See section 2.1.1.2 for instructions.) Before accessing the Qualifications folder, to avoid receiving a system error message you will need to input open/ close posting dates for at least the internal posting before clicking OK at bottom. • If you want the street address of the Location to appear in the Job Opening, you must add it on the Posting Information page. (Only the city and state appear by default.) Click Add Posting Description beneath the Job Expectations description box, select Street Address from the Description Type drop-down menu, and select the appropriate option from the Visible drop-down menu depending on where the Job Opening will be posted — Internal Only or Internal and External. The address will auto-populate in the description box based on the locations from the Basic Information tab. Make sure the location(s) are represented correctly in the Basic Information tab before adding this information on the Posting Information page. • If you want the Salary Information for a Job Opening to appear in external job postings (it appears internally by default), click Add Posting Description, select Salary Information from the Description Type drop-down menu, and select External Only from the Visible drop-down menu. (If you select Internal and External, you will get an error message when you attempt to post.) • Content in the Salary Information and Disclaimer fields cannot be altered. • The Description Type fields for Job Description, Required Qualifications, Desired Qualifications, Other Desired Qualifications (if this field is added), and Disclaimer are all defaulted to “Internal and External” visibility. The Salary Information field is defaulted to “Internal Only,” and is pre-populated; Salary Information cannot be set to “Internal and External” — you will get an error message. • “Internal and External” in the Visibility drop-down menus indicates only that the text can be posted internally and externally, not that it must be. The text will not be posted externally unless you select wellsfargo.com in the Job Posting Destination section, as described in step 3 below. • The Template ID drop-down menus on the right sides of text fields are nonfunctional. Tip: To carry over content to include in the posting (e.g., Job Description field), triple-click the content to be imported (to highlight all of it), right-click on the text, select Copy, and paste it into a Word document. This will save you from having to go back into the source material to retrieve it. 3. Select open/close dates for the Job Opening. Under the Job Posting Destinations section, click the calendar icons to the right of the Post Date and Remove Date fields to select open and close dates, respectively, for the internal posting. To add an external posting, click Add Posting Destination, click the drop-down arrow, select wellsfargo.com, and select open and close dates. 4. Click OK to save your information, or Preview to see how the job listing will display for applicants. To post the Job Opening to other external sites (in addition to wellsfargo.com), you must use Jibe. See section 2.1.3.1 below for instructions on using Jibe to post jobs externally. Note: As stated in the on-screen text just above this section, the posting time requirements are normally a minimum of five calendar days or until 40 job seekers have applied for the position — but it’s best to confirm your group’s minimum posting requirements since they may be longer or require more job seekers. • Job Openings can be posted internally only, internally and externally at the same time, or internally with an external posting added later. A Job Opening should never be posted externally only. • You must post a Job Opening before you will be able to open it. (At a minimum, you must post it internally.) You can click the Save as Draft button at any time to save changes you have made, but clicking the Save and Open button before you post the Job Opening will result in an error message. • Job postings can be taken down after being posted for five days or after 40 applications have been received. After reaching five days or 40 applications, job postings can be reposted with a start date up to 90 days out from the current date, and for up to 365 days. Part 2: How to perform specific tasks 31 — The Remove All Postings Now button — located in the Job Posting Destinations section of the Posting Information page — only becomes active after five days have passed since the job was posted or 40 applications have been received. It remains grayed-out until that point. Clicking it when active removes all job postings, both internal and external. If any postings are future-dated, you will get an error message directing you to the individual postings; expire them by changing the end dates and then click the Remove All Postings Now button again. • External job postings can be taken down at any time and with any number of applications received. New external postings can be posted for one to 365 days. • STAR job postings can be posted for one to 365 days but cannot be posted externally. • The job posting database is updated Monday through Friday, every hour on the half hour, starting at 3:30 a.m. and ending at 8:30 p.m. Central Time. If a job posting is taken down at 10:15 a.m. for example, it will be removed at 10:30 a.m., and a job posting taken down at 10:45 will be removed at 11:30 a.m. When a job posting expires, it will be removed at 12:30 a.m. on the next calendar day (not business day) after it expires. • The start date on a new posting must be the current date or up to 90 days out. The start date on an existing posting can be in the past and up to 90 days out from the current date. • The pipe character (“|”) cannot be used in job posting titles. Note: The duration of posting on wellsfargo.com must be at least as long as that for any external vendor job posting, so choose post/remove dates to fit within that parameter. For example, if you specify that the job should be posted on wellsfargo.com for 30 days from the present date, make sure the posting duration for any other external job vendors you add is 30 days or fewer from that date. Tip: Select all of the post/remove dates prior to clicking Preview or OK, to avoid an error message. • To add Required Qualifications, Desired Qualifications, or Job Expectations to the Job Opening before posting it, click the Qualifications tab on the Job Opening page and add them from the libraries. (See section 2.1.1.2 for details on how to access the libraries.) 5. Click Preview to review it before posting. Click Switch to External View or Switch to Internal View to bring up the view that will be seen by external and internal applicants, respectively. 6. Click Return to Previous Page. If there are no further changes, click OK at the bottom left to save your information. 7. Click Save as Draft if you are not ready to post the job yet and want to leave the Job Opening page, or Save and Open when you are ready to post the Job Opening in the selected posting destinations. Note: Locations should not be changed on a Job Opening after it has been posted, because the salary information will not automatically update to reflect those changed locations. If you need to change a location on a posted Job Opening, create a new Job Opening or remove the salary section from the posting and re-add it after updating the locations. Part 2: How to perform specific tasks 32 2.1.3.1 Using Jibe to post Job Openings to external sites You can post Job Openings to multiple job boards with one click and track all postings using the Jibe Post Bookmarklet. With Jibe Post, you can post Job Openings to job boards including: • Craigslist – All U.S. markets • Monster • Efinancial • Indeed • LinkedIn • CareerBuilder Note on the Wells Fargo Login: To access Jibe Post, your log-in information is: • Username: your Wells Fargo email address • Password: wf1234 (for use when logging on for the first time; you will create a password to use going forward) To post a Job Opening externally (after you have posted it on both Jobs and wellsfargo.com): 1. Open the Wells Fargo Jibe Post Bookmarklet (wellsfargo.jibepost.com/bookmarklet), right-click the green Jibe Post button, and add to your Favorites Bar. 2. Log in to PeopleSoft (if you have not already done so), and open the Job Opening you want to post. 3. Verify the job details, enter the AU number, and click Next. (Jibe Post opens directly on top of PeopleSoft.) Note: Make sure that both the city and state are displayed on every Job Opening you post to wellsfargo. com. The Jibe system pulls the city and state information from your Find a Job posting on wellsfargo.com to populate the Location field shown below, and without this city and state information, the job boards cannot accept the jobs from Jibe or make them live in the proper markets. 4. Select the desired endpoint(s). A green circle with a “ü“ will appear for confirmation. You can delete any selection by clicking the job board name. Part 2: How to perform specific tasks 33 5. Input the required job board information. (Note: Required information will differ for each job board, but will remain the same for each Job Opening.) 6. Verify that the job boards and costs are correct. Click Post to automatically post the position to the selected endpoints. Note: After you click Post you will not be able to edit your posting. Part 2: How to perform specific tasks 34 7. After the post is live, you will be able to view it on each job board. From this page you will also be able to Delete if needed and track the click data in real time. 2.1.4 Clone Job Opening Note: To clone a Job Opening, you must have an association to it and be assigned a user role that includes the ability to clone a Job Opening — that is, you must have a Recruiter or Hiring Manager security role assignment. (See section 3.5 for security role definitions.) Therefore, being assigned to the hiring team as an “Interested Party” is not sufficient to be able to clone the Job Opening unless you also have either a Recruiting or Hiring Manager security role. (While the Interested Party security role is automatically assigned to users included as an “Interested Party” on the hiring team, this role is assigned only if the person does not already have a Recruiting or Hiring Manager security role.) 1. Click Search Job Openings on Quick Links and enter information to locate the job you wish to clone (it must have an assigned Job Opening ID). 2. Click the linked job title to get to the Manage Job Opening page. 3. Click Clone a Job in the ribbon menu. 4. In the pop-up box, you can edit the New Position Title field if you wish, then click Clone. 5. Click the linked Job Opening ID at the bottom left of the box (this is the new Job Opening ID; the original one is shown on top). Part 2: How to perform specific tasks 35 • Note that cloning a job creates a new Job Opening that matches the fields from the original job, including customized content from the original Job Opening (such as changes to the job description and any added qualifications). The posting destinations are also carried over; the post date and duration, however, do not, so they will have to be completed in the new Job Opening. • Job code default qualifications will match those included in the original Job Opening. If the default qualifications have changed since the Job Opening was created, the qualifications will need to be refreshed. • You can remove or add new non-default, position-specific qualification content in a cloned Job Opening. 6. On the resulting Job Opening page of the newly-created job opening, make any changes and then save your information by clicking Save and Open or Save as Draft. Note: • If Default Qualifications have changed since the cloned Job Opening was created and saved, you must update these qualifications before posting using the Refresh Qualifications icon in the Qualifications subfolder. (Positionspecific qualifications will not be affected.) - A message will be displayed on the Qualifications tab warning you to update the qualifications when the Required Qualifications have changed. • You will see an error message display: - If you attempt to post without updating the qualifications - If you clone a Job Opening and then try to change the template ID - If you clone a non-Teller or non-Personal Banker 1 Job Opening and then try to change the job codes to Teller or Personal Banker 1. • It is not permitted to clone or create a Job Opening that has multiple job codes. 2.1.4.1 Clone Filled Job Opening To clone a filled Job Opening — one in the “110 Filled” Job Code Status — you must have been associated with that Job Opening. To clone a filled Job Opening: 1. On the Search Job Openings page, select Filled from the Status field, then enter any other relevant information and click Search. 2. In the search results, click the title of the Job Opening you want to clone. This defaults you to the Details folder. 3. Click the Applicants folder and click Clone in the ribbon menu. 2.1.5 Fill Job Opening Job Openings are filled automatically when the final hire is completed and all applicants are in final disposition statuses. Assigning final disposition statuses to every applicant is how Job Openings should be moved into the Job Status Code “110 Filled.” You will be alerted if you do not have the permissions to fill that Job Opening. Tip: Use the numbers beneath the funnel bar categories on the Manage Job Opening page to see which categories contain applicants not in either the “Hire” or “Decline” status, then assign a final disposition status to those corresponding applicants. The Job Opening is then automatically assigned the “110 Filled” Job Status Code. Part 2: How to perform specific tasks 36 2.1.6 Cancel Job Opening 1. From Quick Links, click Search Job Openings. 2. Enter the job ID in the Job Opening ID field. To find the ID if you don’t know it, click the lookup icon and use the Search by drop-down menu to select an item for which you have data, then enter the information in the search field (not case sensitive) and click Look Up. Then click the matching link to populate the Job Opening ID field. Click Search. 3. Click the checkbox under Select, then click Group Actions > Cancel. 4. Select from the Reason drop-down menu, and click OK. Note: • Canceling the Job Opening automatically assigns all applicants who are not already assigned a final disposition into the “120 Wells Fargo Withdrawn” Job Code status. • After a Job Opening is canceled, it cannot be reopened; a new Job Opening must be created instead. 2.1.7 Edit disposition status The Edit Disposition feature allows you to override earlier disposition statuses and by-pass the tool’s standard recruiting workflow. Its format is sequential, so that subcategories of Transitional Disposition and Final Disposition appear only after you select one of those two categories. Part 2: How to perform specific tasks 37 1. Click Other Actions > Recruiting Actions > Edit Disposition. (This action can be performed from the Manage Job Openings page, the Manage Applicant page, or the Manage Application page.) • To change the status of multiple applicants to the same disposition code, click Group Actions > Recruiting Actions > Edit Disposition. 2. On the Edit Disposition pop-up box: i. From the Disposition Type drop-down menu, select either Transitional Disposition or Final Disposition. ii. From the New Disposition drop-down menu, select the applicable disposition. (Again, the menu items will not populate until you select a disposition type.) — For transitional dispositions, the change is complete once a Disposition is selected; click Save. — For final dispositions, use the drop-down menus to enter the Disposition, Status Reason, and Detailed Reason. All three selections require an entry, completed in this specified order. 3. Click Save to register the new disposition in the tool. Note: The Edit Disposition feature allows you to override previous disposition statuses for an applicant, including changing a final disposition. When you select the new disposition from the New Disposition drop-down menu, a pop-up box appears alerting you that the new status is not a successor of the status the applicant had before; click OK to proceed. If you are changing a previously assigned final disposition, a message will appear reminding you to document the reason for the change in the Applicants Notes section. Note: “010 Applied” and “013 Not Screened, Applied” statuses are preset statuses that the tool assigns to any applicant who applies to a position; which status is set is based on the job they apply to. Another preset status is “019 Invited to Apply,” which is assigned to an applicant after they have been invited to apply for a Job Opening (by being linked to it, either by you or another recruiter). 2.1.7.1 Disposition multiple applicants at a time Use Group Actions to perform the same action on multiple applicants at one time. Start from the Manage Job Opening page by clicking the checkboxes next to applicants’ names under the Select column. Click Group Actions at the bottom of the page. From there you can select various Recruiting Actions and Applicant Actions. To disposition groups of applicants into the same disposition status: i. Click the Select checkboxes next to applicants’ names. ii. Click Group Actions > Recruiting Actions > Edit Disposition. iii. On the Edit Disposition pop-up box: a. From the Disposition Type drop-down menu, select either Transitional Disposition or Final Disposition. (The menu items below will not populate until you select a disposition type.) b. From the New Disposition drop-down menu, select the applicable disposition. – For transitional dispositions, the change is complete once a New Disposition is selected; click Save. – For final dispositions, use the drop-down menus to enter the New Disposition, Status Reason, and Detailed Reason. All three selections require an entry, completed in this specified order. c. Click Save and then click the Refresh option on the ribbon menu. (Note: The new disposition statuses will not display on your screen until you click Refresh.) Note: An alternative method for changing an individual applicant’s status to any of the decline statuses is clicking Other Actions > Recruiting Actions > Edit Disposition and changing their disposition status according to the procedure described in section 2.1.7). To send a declined applicant an email, click Other Actions > Applicant Actions > Send Correspondence, then select the applicable correspondence that should be sent. Part 2: How to perform specific tasks 38 2.1.8 Link applicant to Job Opening You must be associated with a Job Opening to be able to link an applicant to that Job Opening. Also note the following: • Linking an applicant to a Job Opening triggers an email informing the applicant that they have been invited to apply to a Job Opening. The applicant will also be notified of this in Jobs or Find a Job in the My Notifications section. A link in the notification will take them to the Job Opening. If the job is still open, they will be able to apply to it. — The act of linking them automatically assigns their statuses to “019 Invited to Apply,” which the tool considers a final disposition status — so no further action is required on your part. The applicant must still apply for the job on their own. If the applicant submits an application, a new line displays with their disposition status set to either a transitional disposition of “010 Applied” or “013 Not Screened, Applied,” or the final disposition “112 NQ-Screening Questions,” indicating that they were auto-declined due to how they answered the knockout BEQs or required qualification screening questions. • To filter out the records in “019 Invited to Apply” status, click the Disposition column header in the funnel bar to send applicants with lower-numbered disposition codes to the bottom of the list. Note: The job posting must be open and posted/advertised for an applicant to be able to apply for it. To link an applicant to a Job Opening, find the Job Opening and then link it to the applicant: 1. From the Manage Job Opening page, click the Applicant Search folder. 2. Enter the appropriate search criteria and click Search. Or: • If you know the applicant you want to invite to apply, click the Quick Search link and enter applicable search criteria, then click Search. 3. When the applicant is found, click the box next to their name, click Actions > Link Applicant to Job and complete the action on the Link Applicant to Job Opening pop-up box. Part 2: How to perform specific tasks 39 Note: • The Send Correspondence? checkbox in the Link Applicant pop-up box offers the option to suppress communication informing the applicant that they have been invited to apply. Located on the lower right of the box, it is checked by default, so to suppress communication with the applicant, uncheck the checkbox before proceeding. If you uncheck the checkbox, the applicant will not receive an email notifying them that they were invited to apply for the position. They will still receive the notification through My Notifications in Jobs or Find a Job. If you want to send a customized email informing them that they have been invited to apply, you can send it manually by clicking Other Actions > Applicant Actions > Send Correspondence. • The tool will alert you if that Job Opening has not been posted. If you continue linking the applicant to that job, the link in the email they receive (see step #4 below) will not be valid because the job hasn’t been posted. • If an applicant applies to the Job Opening to which you have linked them, the tool will create a second record for that applicant, assigning them the applicable transitional or final disposition. Both applicant records will appear unless you filter out the “019 Invited to Apply” disposition. • If an applicant applies and is assigned an “010 Applied” or “013 Not Screened, Applied“ transitional disposition, this is the disposition that will be available for updating as they progress through the recruiting process. If a “112 NQ-Screening Questions” final disposition is assigned, this indicates they failed a BEQ or a required qualifications screening question. 4. Click Link to link the applicant(s) to the Job Opening(s); the disposition status code is set to “019 Invited to Apply” by default. The applicant will receive an email asking them to complete an application questionnaire that is linked from the email. Note: The applicant can apply to the position as long as it is still posted/advertised. After the posting is closed, the applicant cannot apply and will receive an error message if they try. 2.1.9 Forward applicants or multiple applicants When you want to bring an applicant or multiple applicants to the attention of colleagues, you can use this sharing feature to email a link to their profile: 1. Use Search Applicants — found under Quick Links — to locate the applicant, then click the applicant’s name. 2. Click Forward Applicant in the ribbon menu. • If you don’t see the Forward Applicant link on the ribbon menu, click the double right-pointing arrow — “>>” — at the right of the menu to see more options; if you also don’t see the link there, click Personalize at the far right of the ribbon menu, click Forward Applicant under Available Controls to highlight it, then click the right-pointing arrow between the columns and click OK. • To forward multiple applicants at the same time, from the Manage Job Opening page click the checkboxes next to each of the applicants you want to forward, then click Group Actions > Applicant Actions > Forward Applicant. Part 2: How to perform specific tasks 40 3. Enter the email address(es) of the team member(s) you want to send the applicant(s) to. (You will need to know the recipient’s email address; the email function accessed through the Find link is not functional in this tool.) 4. Enter a subject and a message. (The spell check icon is at upper right.) A system-generated link to the applicant’s or applicants’ profile(s) is included in the email, along with their name and ID. 5. To view the system-generated text, click Preview, then Return. 6. On the Forward Applicant page, click Send. Note: For any applicant who has chosen the confidential profile status, the Forward Applicant action cannot be completed. (A message appears about this.) 2.2 Hiring applicants 2.2.1 Hire in Staff Management You will initiate the hire and transfer transactions in the Online Recruiting system. The next steps depend on whether the Job Opening (requisition) has more than one position or location and whether you have permission in Staff Management to hire for this position. Even if you don’t have permission, you can start the process — you’ll complete the preliminary steps and forward to the appropriate contact for completion for the final steps. Note: This process should be completed only after all of the required selection and offer activities have been completed. 2.2.1.1 Initials steps in Online Recruiting 1. From the Manage Job Opening page: in the Applicants folder on the to-be-hired applicant’s row, select Other Actions > Applicant Actions > Hire in Staff Management. If the Job Opening has just one position and one location, skip to step 3. 2. If the Job Opening has multiple positions and/or locations, you will see the Select Position Details for Hire/ Transfer page. Select the position number and/or location. Position Number: All positions on a Job Opening are alike. When a Job Opening is created, any position that is added inherits all the same attributes shown in the Positions section (found in the Basic Info subfolder in the Details folder in Online Recruiting). • For open positions, it does not matter which position you select. Part 2: How to perform specific tasks 41 • For positions with current incumbents, the only difference is that the team member you are replacing will receive a new overlap position number. The incumbent’s position attributes will not change. The new hire’s position details are what should be entered on the Job Opening; these can differ from the incumbent’s position attributes if any were changed when the Job Opening was created. Location: If a Job Opening lists multiple locations, each position can be filled at any of the locations (because locations are assigned to the Job Opening, not to a specific position on it). For example, if you created a Job Opening with three positions — the first location was Phoenix, and you added Minneapolis and San Francisco as alternative locations — then if you fill the first position in Phoenix, you will still have the option to fill the next two positions in Phoenix (or Minneapolis or San Francisco). 3. Click the Continue button. If you have permission to hire for this position, you’ll be taken to Staff Management; if you don’t have permission, see section 2.2.1.2.1 below. 2.2.1.2 Next steps in Staff Management You will see the Hire/Transfer Candidate Selected in the Online Recruiting page, summarizing the position attributes that you selected in Online Recruiting, along with the applicant you selected. The information shown here will be filled into the hire or transfer transaction. Note: Any attributes displayed in blue text mean either that the position information was edited at the time the Job Opening was created, or that it was changed in Staff Management after the Job Opening was created. The blue text only highlights differences; it does not mean there is an error. In most cases, what is shown here should be what you intended. (This page is only visible when you initiate the hire/transfer in Online Recruiting.) • If you need to make changes to the position, you do not need to cancel — you’ll be able to edit any fields once you are in the hire or transfer page. • You should only cancel if you don’t want to hire the applicant. If you cancel, you will be taken to the Current Staff page of Staff Management. To return to Online Recruiting, click its name in menu bar. The status of the applicant will not be changed to Hired and the position will still be unfilled on the Job Opening. 4. Click Continue. If you are transferring a team member, you are now at the page where you enter the effective date. • If the applicant is an external hire, you must first complete the Social Security number entry, and then you will see the effective date screen. Note: • Be sure to double check the Social Security number before entering it. • If the external applicant was a former team member, you will be prompted to search for the former team for transfer or rehire. A link appears at the bottom of the page to search by name. 5. Enter the effective date for the hire or transfer carefully. Click Continue. Warning: If you enter the wrong date and change it later during this transaction, you will lose any changes to the position that were made in Online Recruiting. Instead, the transaction will display the position information previously stored within Staff Management (as of the new date you enter). If this happens, you can either re-enter the correct information, or cancel the transaction and start over again in Online Recruiting to process the hire so that it’s against the Job Opening. 6. Enter any other necessary changes on the applicant page, including compensation as agreed to in the offer. For new hires and rehires, complete the Personal Information section as well. Click Continue. 7. You will see the Candidate Recap page. Review the screen. Use Make Edits if you need to change anything. If all the information is correct, click either Route To (then select a name) or Final Approval, and click Submit Changes. 8. You will see a page confirming that your transaction has been submitted. If this is a new hire, this page will have a link to create a New Hire Kit. Part 2: How to perform specific tasks 42 The disposition status for the applicant you hired automatically changes to Hired (the update may take a couple of minutes). For internal hires, hiring managers receive a notification email when a transfer has been initiated for one of their staff. To update the disposition status of the remaining applicants, go to Online Recruiting and choose the Job Opening. Tip: Remember that you can mass disposition applicants into decline status: from the Manage Job Opening page > Applicants folder, select the checkbox next to each applicant’s name, then click Group Actions > Recruiting Actions > Decline Applicant and select a reason in the Decline Applicant pop-up box. 2.2.1.2.1 To route a selection if you can’t complete the hire yourself If you don’t have permission to hire for this position in Staff Management, you’ll see the Route Candidate/ Position Selection page. This allows you to forward your applicant and position selection to someone who has permission to hire. The Route to the name shown at the bottom of the page will default to the person the position reports to; if the reports-to position is vacant, no name is displayed. The system will allow you to forward to the direct manager (reports-to manager), the manager who is one level higher, a team member who is a Staff Management proxy for either of these managers, or to a recruiter who is assigned the hire role for this position. 1. To change the name to one of these other people, click the Change Name link. On the Find Person pop-up box, search for and select the correct employee. If you entered the name of someone who has permission to hire, you will be returned to the Route Candidate/Position Selection page with the new name displayed. (If not, you will see an error asking you to choose another name.) 2. Click Submit. You will be returned to the My Requisitions page. • The person you selected will receive an email containing a link. The link goes to the Hire/Transfer Candidate Selected in Online Recruiting page described above under section 2.2.1.2. • The applicant’s disposition status will remain unchanged until the hire transaction is completed and approved. 2.2.1.2.2 If you receive the “Please Complete Hire/Transfer” email Anyone who is listed in the Team section of a Job Opening may select an applicant and choose the Hire in Staff Management action. But if the team member does not have Staff Management permission for the position, he or she can’t complete the entire transaction. Team members without Staff Management permission have the option to forward the selection to someone who does have permission. This generates an email with this subject: Please Complete Hire/Transfer in Staff Management. • If you receive this email, you can complete the hire or transfer by clicking the link. Once you sign in (if necessary), you’ll be taken to the Hire/Transfer Candidate Selected in Online Recruiting page described above, under section 2.2.1.2. • Follow the remaining steps there, or you can forward the email to a proxy or a manager above you. 2.2.1.3 Final hire steps in Online Recruiting 1. Update their disposition status to “71 Written Offer Accepted” from the Manage Applicant page (click the linked applicant name to get there): click Other Actions > Recruiting Actions > Edit Disposition. Part 2: How to perform specific tasks 43 2. Click the Application icon on the hired applicant’s line and on the Manage Application page click the Print link on the upper ribbon. 3. Click the printer icon, select Adobe PDF from the Printer drop-down menu, then click Print to make a PDF of the hired applicant’s application. 4. Click the Other Actions link on the job line for which the applicant is hired > Applicant Actions > Hire in Staff Management. Part 2: How to perform specific tasks 44 2.3 Exception processes 2.3.1 Create Executive Job Opening Creating an Executive Job Opening is an atypical process in the Online Recruiting tool. • All Job Openings, including Executive Job Openings, need to be in the tool. • As a recruiter you are able to create an executive as an applicant and to complete the application on their behalf. Because the Wells Executive Management template is used to create the Executive Job Opening, the BEQs must be completed manually outside of the Online Recruiting tool and maintained in the job folder. • Executive Job Openings must be created but they are not required to be posted. Recruiters should comply with applicable policies, guidance, and communicated best practices related to executive recruiting. Create an Executive Job Opening in Staff Management: 1. From the dashboard, click Create Job Opening > Create New Position in Staff Management. (Only necessary for executive jobs that do not have an existing position.) 2. From the default Basic Info folder, click the lookup icon next to the Template ID field, then click Wells Executive Management to populate the Template ID field with 2004. On the pop-up that appears, click OK. 3. Complete the information in the Basic Info folder as appropriate. (Note: Using the Postings folder is optional for Executive Job Openings.) 4. Click the Qualifications and Hiring Teams folders and complete the information as appropriate. 5. Click Save and Open to bring up the new Job Opening in the Online Recruiting tool; or click Save as Draft to complete the opening later. Create the applicant in the tool: 6. Click Search Applicants from the dashboard; on the Search Applicants page, uncheck the Search My Applicants checkbox, then enter any name (e.g., John Smith) and click Search in order to reach the Manage Applicant page. 7. From the Manage Applicant page, click Create Applicant from the ribbon menu. 8. In the Personal Information folder, complete all of the required fields and any other information pertinent to the applicant, including: • Applicant Type (Applicant section) • First Name and Last Name (Name section) • Applicant address (Address section) • Phone Number(s) • Email Address(es) • Status Code (Applicant Status section) • Searchable or Nonsearchable (Profile Status section; this defaults to Searchable, but Nonsearchable is selectable) Note: Nonsearchable allows only those associated with the Job Opening to search for the applicant. 9. Click Save. 2.3.2 Link applicant to Executive Job Opening 1. Click the Applications folder and then click Add Application. 2. Populate any appropriate application information, including. i. Job Opening ID: Use the lookup icon in the Job Openings section to populate the field (and link the applicant to that Job Opening). ii. Resume: Click Add Resume Attachment to attach the applicant’s resume. Part 2: How to perform specific tasks 45 Note: The functional fields are: Areas of Study, Competencies, School Education, Educ and Govt Special Projects, Elements, Geographic Preferences, Honors and Awards, International Preferences, Location, Memberships, Responsibilities, Special Projects, Text or Examinations. 3. Click Save. The applicant is now linked and assigned to the Job Opening. (The tool auto-assigns the “010 Applied” transitional disposition status.) Or use this alternative method to link an applicant that already has an Applicant ID (through having previously applied to the Job Opening): 1. From the Manage Job Opening page, click the Applicant Search folder. 2. Search for the applicant and click their name. 3. Click the checkbox next to their name, then click Other Actions > Applicant Actions > Link Applicant to Job. 4. On the Link Applicant to Job Opening pop-up box, click the lookup icon to search for and select the Executive Job Opening ID. 5. Confirm that Disposition is defaulted to “010 Applied,” and click Link. 6. Click OK through any pop-up boxes (the messages are appropriate), and click OK on the final message confirming that you have successfully linked the applicant to the Job Opening. The Applicant will be added under the Disposition column as “010 Applied.” Note: After you have created and saved an applicant, and exited the Create Applicant process, you will no longer be able to add, edit, or delete the applicant’s application information. However, you can still add, edit, or delete the information in the applicant’s Personal Information. 2.3.3 Create STAR Job Opening Please see this Short-Term Assignment Resource (STAR) Program page on Teamworks for information on how to open a STAR Job Opening (requisition). For further assistance, you can also email- 2.3.4 Create applicant Note: Creating an applicant is an exception process that usually is done for executive applicants only. The normal process for applicants to follow is to use Jobs or Find a Job to submit applications on their own. Any job that has a blue link is one that you can access; you won’t be able to access links that are grayed out. If you create an applicant, here is the information that must be entered as a minimum: • The applicant’s first and last name, phone number, and email address • The application type (for example, External) • Applicant address • The applicant’s status code (such as “010 Applied”) • The search option the applicant has selected (for example, Searchable or Nonsearchable) 2.3.5 Edit applicant’s searchable/nonsearchable profile status Only recruitment administrators are able to edit the status an applicant has opted for (either searchable or nonsearchable) under the Manage Applicant page > Applicant Data folder > Personal Information subfolder. The applicant’s profile status is displayed in the lower right section of the subfolder for administrators, but will not appear for recruiters. Part 2: How to perform specific tasks 46 Part 3: Appendices 3.1 Where to get support (Contact Us) • For email support:-• For phone support: 1-877-HRWELLS -) — For TDD/TTY access:- Customer service representatives are available during normal business hours. • For password reset assistance, browser support, and software upgrade issues: Contact Technology Connection at- and follow the voice prompts. • For Jibe support (posting Job Openings externally): Contact Bethany Devendorf at- 3.2 Frequently asked questions (FAQ) Q: Can an applicant reapply for a job if he or she has been declined automatically? A: No, the applicant can only apply to another job. For the applicant to be able to reapply to a Job Opening for which they were auto-declined, someone associated with that Job Opening would have to contact the HRSC to request a manual update to the applicant’s disposition status. Q: Can I cancel a Job Opening in Draft status? A: No, a Job Opening in Draft status cannot be canceled or deleted. However, the position number can be reissued to another Job Opening. Q: Can I edit a Job Opening after it has been opened? A: If you are part of the hiring team named on the Job Opening, you can edit all of the sections except Licenses and Certifications and Language Skills. If a job has been posted, however, for compliance reasons you should avoid making changes entirely. (It is permissible if no one has applied yet for the job.) If it is necessary, remember that you should reconsider any applicants who applied already. Q: Can I get access to the Job Opening after it has been created, so that I can disposition applicants? A: Yes (for open Job Openings only). To perform this action, you must be a member of the hiring team; ask someone on the team to add your name (you can find them from the Manage Job Opening page > Details folder > Hiring Team subfolder. Here are the steps the owner should take to add you: 1. Click the job title on the Manage Job Opening page and click the Details folder. 2. Click Add Interested Party and click the lookup icon to search for your using your name or employee ID. 3. Click your linked name or employee ID to add you to the Interested Parties list. Your name is now added to the Job Opening. 4. Click Save. Q: Can the number of Job Openings that I have affect my computer performance? A: Yes, more than 300 Job Opening may result in degraded system performance. You should close any Job Openings that you no longer need. You may also use the funnel bar on the Manage Job Openings page to decrease the number of applicants displayed, or use Search Job Openings function. Part 2: How to perform specific tasks 47 Q: Do I have to send correspondence to an applicant that I am linking, forwarding, or declining? A: It is a good idea to communicate with an applicant after completing these actions, but you are not required to do so. Applicants automatically receive an email inviting them to apply for a position after you link them to that position. When declining an applicant, if you don’t want to send an email simply click Decline, instead of Decline and Correspond. Note that when you decline an applicant without corresponding with them, you are no longer alerted of this and must make a note to yourself if you wish to send them an email later. Q: Does a job seeker see all locations attached to a Job Opening? A: Yes, the job seeker sees all locations in the job posting. Q: Does it matter whether I hire someone by starting in Staff Management instead of Online Recruiting? A: It is recommended that you start in Online Recruiting. If you start the hire in Staff Management instead, the Job Opening will not auto fill (will not be updated to Filled in Online Recruiting). Starting in Online Recruiting gives you the most accurate location options and enables better compliance with applicant tracking regulations. It’s fine to begin in Staff Management, though, as long as you have opened a Job Opening for the position you are filling; you will also need to call the HR Service Center to get the Job Opening manually updated to Filled. Q: How often are job postings updated on Jobs and wellsfargo.com (Find a Job)? A: The job posting database is updated Monday through Friday, every hour on the half hour, starting at 8:30 a.m. and ending at 7:30 p.m. Central Time. Q: If an applicant applies for the same Job Opening more than once, will I see all the applications? A: No, because an applicant is only able to apply for a Job Opening once. The system will not allow them to reapply. Q: What is the difference between the hiring manager and the reports-to manager? A: For any given position, the reports-to manager is the position assigned directly above it in the reporting hierarchy, within the HR database and in Staff Management. Hiring manager is not an official title; it is simply anyone who is named on the Job Opening in this role to handle hiring tasks, such as screening applications and interviewing. Q: What responses cause a job seeker to be declined automatically by the system? A: The system checks responses to Basic Eligibility Questions (BEQs) and required qualification screening questions, and may automatically decline external job seekers based on their submitted answers. Note that knockout BEQs are asked of external job seekers in the Prequalify stage of the application process, and the required qualification screening questions are asked later in the Questionnaire stage. The system also declines team members who don’t meet the time-in-job requirement (or don’t have authorization to waive it). The time-in-job “knock out question” for internal applicants reads as follows: “A team member must work 12 months in a position before applying for another job. Have you met this requirement? Or, if you have not met the requirement, do you have the permission of your manager or HR Consultant to apply for other positions?” If the applicant answers “No, I have not met the time-in-job requirement, nor do I have the permission of my manager or HR Consultant to apply for other positions,” they will be declined automatically. If a job seeker answers the initial BEQs and gets declined prior to completing the application, the job seeker may request to be reconsidered. The HR Service Center or Hire Direct can link them to the Job Opening if it is still posted, which will change the job seeker’s status from “Declined” to “019-Invite to Apply.” This will allow the applicant to resubmit BEQs and complete the application process for the same Job Opening (as long as the job is still open). Job seekers alternatively may update their responses in the profile when they apply to future Job Openings if their circumstances change (but they will not be able to reapply to the same Job Opening). If it is related to an eligibility question, they can log into their profile at any time and update the applicable profile information. Part 2: How to perform specific tasks 48 3.3 Glossary of key terms Affirmative Action Plan A policy or a program that seeks to redress past discrimination through active measures to ensure equal opportunity, as in education and employment. Applicant (formerly Candidate) Any person who submits an application with resume for an open position, until that person is hired, declined, or withdraws themselves from further consideration. Applicant ID A unique, system-generated number to identify the applicant. Applicant Tracking Documentation of job applications and hiring records for every job seeker linked to a Job Opening. Required to satisfy government reporting. Disposition Assignment of applicant tracking status (Transitional or Final) using the Online Recruiting tool. To close a Job Opening, a disposition must be entered for every applicant who expresses interest in the position. Diversity Sourcing A recruiting activity focused on finding talent to help meet business unit or organizational goals that promote an inclusive work environment and appropriately represent the communities where we operate. Employee ID A six-digit number assigned to each team member at hire. Employee IDs are never changed and never reissued. The employee ID is not the Social Security number. Employment Classification Exempt or nonexempt from the minimum wage and overtime pay provisions of the Fair Labor Standards Act. External Sourcing Identifying key talent for a position by looking outside the organization through advertising, external career fairs, search firms, online job boards, social media, networking groups, and search engines. Internal Sourcing Searching within the organization to identify key talent for a position, including using Online Recruiting, team member referrals and networking, retained talent pool searches, rotational programs, enterprise recruiting forums, and Team Member Networks. Job Code Specific to a type and level of job (such as teller, administrative assistant, or product manager). Since more than one team member can have the same job, more than one team member can have the same job number. Part 3: Appendices 49 Job Family A group of jobs that share some common characteristics. The job family can have several jobs with the same nature of work but requiring different levels of skill, effort, responsibility, or working conditions. For example, “Systems” is a job family within the Wells Fargo Job Structure. Job Folder The corporate-approved folder (HRS5293) used to maintain any paper records that document the application and selection process. Job Opening (formerly Requisition) Formal notification of the intent to fill an opening for one or more positions. Each numbered Job Opening is housed in Online Recruiting and identifies details of a specific opening: position attributes such as job title and location, number of open positions, text and details of job postings, criteria for screening, pool of applicants and, ultimately, person(s) hired for the position(s). Job Seeker Any person who expresses interest in employment by telephone, the internet (for example, Jobs and Find a Job), or related electronic data technology (whether or not they have the required qualifications or are considered for employment). Location Code The number assigned to the work facility (building) as assigned by the HR system, where the position is located. Market Reference Point (formerly Midpoint) The MRP is the center of the salary range. Most jobs have an MRP for each area differential. It is the best representation of market data for locations in the same area differential, based on survey results, competitors, management understanding of competitive pay for job responsibilities, and internal equity considerations. Some managers will choose to pay more or less than the MRP to meet the actual competitive rates in their business market. Maximum Upper end of the pay distribution range. Position Number Identifies the team member’s position in the company. Like the employee number, the position number is unique to each team member; but the position number stays with the position, not the team member. Posting a Job The act of advertising a Job Opening for an open position either internally on the Jobs site, externally on the Find a Job site and other external job vendors (for example, CareerBuilder.com or Indeed.com), or both internally and externally, to allow job seekers to express interest through profiles and resumes. Posting a job is an optional step in the process of creating a Job Opening in Online Recruiting. Qualified Meets advertised job requirements as determined by reviewing the online profile and comparing the individual’s experience against the job requirements. This can be done through manual review of the profile or resume, electronic search tools, external screening tools such as Gallup, or skills testing. Reports to Position Information about the supervisor (such as name or position number) to whom a team member reports. Screening The process for evaluating job seekers and applicants that is based on required and desired qualifications. Part 3: Appendices 50 Selecting The process of identifying the most highly qualified applicants for a given position. Selection Assessments Any screening device (test or interview question), selection tool, or procedure used to deselect job seekers based on any criteria other than required qualifications and eligibility requirements. Shift All nonexempt positions are designated as “shift 1.” Shift premium eligibility for nonexempt positions is based on hours worked and is calculated and paid via the Wells Fargo time keeping system. Typically, exempt positions are shift 1, but in some cases, certain designated exempt jobs may be eligible for shift premium and team members may be coded as “shift 2.” Sourcing Generic term for the identification and uncovering of job seekers through proactive recruiting techniques. Standard Interview Guides Fully-developed rated assessments designed for use with particular types of jobs with lower hiring volumes, such as administrative assistant or analyst. Research has been conducted to validate their use with Wells Fargo jobs that have substantially the same responsibilities and requirements. Work Opportunity Tax Credit (WOTC) Enterprise Program A collection of hiring tax credit programs regulated by local, state, and federal agencies. The purpose of these tax credit programs is to help employ specific groups of job seekers to increase U.S. productivity and economic growth, and promote workplace diversity. ADP (Automated Data Processing) Tax Credit Services is the external vendor authorized to administer all hiring tax credit programs on behalf of Wells Fargo. 3.4 Disposition statuses For definitions of the disposition statuses listed below, and guidance on how to use them, please refer to the disposition job aids available on the Recruiting Solutions Resources page on Recruiter Central. 3.4.1 Transitional disposition statuses Note: Transitional Disposition statuses require no reasons to be given, so the Status Reason field on the Edit Disposition pop-up box is always blanked out. Transitional Disposition L2 Transitional Dispositions (CloudCords only) 005 Draft 010 Applied 013 Not Screened, Applied 015 Linked 019 Invited to Apply 020 Resume Review 021 Resume Reviewed-Pending 030 Initial Screen RS-None 210 Invited 220 No times available 230 No times work 240 Scheduled 034 Exercise Assessment 034 Online Assessment Part 3: Appendices RS-None 51 L2 Transitional Dispositions (CloudCords only) Transitional Disposition 210 Invited 220 Started 230 Completed 240 Validate details 050 Route to Hiring Manager for Review 060 Interview 069 Prepare Offer 070 Offer 071 Written Offer Accepted 072 Verbal Offer Accepted 100 Hold 3.4.2 Final disposition statuses The full list of Final Disposition statuses and Reasons as they appear in the tool is shown below. Note: These definitions are displayed in the Edit Disposition pop-up box as selections are made in the drop-down menus. L2 Disposition Status L3 Disposition Reason 090 Hired Auto-assigned, never manually selected Pre/Post Offer 110 Declined Job Seeker 005 Not eligible 305 Can’t prove elig work/US Pre-offer 310 Did not meet min age requirement Pre-offer 315 Refused background check Pre-offer 320 TM not in position 12 months Pre-offer 325 Anti-bribery corruption Pre-offer 330 Conflict of interest Pre-offer 335 Not eligible for rehire Pre-offer 305 Required certification(s) Pre-offer 310 Required education Pre-offer 315 Required experience Pre-offer 320 Required language skills Pre-offer 325 Required license(s) Pre-offer 000 N/A Pre-offer 0000 N/A Pre-offer 060 NQ-Required qual questions 0000 N/A Pre-offer 015 NQ-Required qualifications 175 Not reviewed, volume-DMT 112 NQ-Screening Questions 050 NQ-BEQ questions 115 Declined Applicant 165 Accepted offer, withdrew Part 3: Appendices 305 Accepted another external job Post-offer 310 Accepted another WF job Post-offer 315 Benefits Post-offer 320 Compensation Post-offer 52 L2 Disposition Status 195 Desired qualification(s) L3 Disposition Reason Pre/Post Offer 325 Decided not to relocate Post-offer 330 Position responsibilities Post-offer 335 Relocation package insufficient Post-offer 340 Stayed in current position - WF Post-offer 345 Stayed w/ orig comp - not WF Post-offer 350 No contact / no reason given Post-offer 355 Unable to meet start date Post-offer 360 Unable to work hours/schedule Post-offer 365 Work location or commute Post-offer Use a desired qualification disposition status and detailed reason when the applicant meets the required qualifications but one or more desired qualifications are not as complete as applicant(s) with whom you move forward in the process. Choose the primary detailed reason on the decision to not move forward with the applicant. 305 Analytical skills Pre-offer 310 Business development Pre-offer 315 Coaching/mentoring/training Pre-offer 320 Communication skills Pre-offer 325 Customer service skills Pre-offer 330 Decision making Pre-offer 335 Education Pre-offer 340 Industry experience Pre-offer 345 Job experience Pre-offer 350 Languages Pre-offer 355 Leadership skills Pre-offer 360 Licensure / certifications Pre-offer 365 Management/supervisory exp Pre-offer 370 PC skills - general Pre-offer 375 Project management Pre-offer 380 Relationship management Pre-offer 385 Sales Pre-offer 390 Systems Pre-offer 392 Technology Pre-offer 395 Work approach Pre-offer 198 Filled by accom placement 0000 N/A Pre-offer 200 Hire was no show 0000 N/A Post-offer 205 Offer rejected 305 Accepted another ext job Post-offer 310 Accepted another WF job Post-offer 315 Benefits Post-offer 320 Compensation Post-offer 325 Negotiations failed Post-offer Part 3: Appendices 53 L2 Disposition Status L3 Disposition Reason Pre/Post Offer 330 Position responsibilities Post-offer 335 Relocation package insufficient Post-offer 340 Stayed in current position - WF Post-offer 345 Stayed w/ orig comp - not WF Post-offer 350 No contact/no reason given Post-offer 355 Unable to meet start date Post-offer 360 Unable to work hrs/schedule Post-offer 365 Work location or commute Post-offer 305 Can’t prove elig work/US Post-offer 310 Conflict of interest Post-offer 315 Did not meet min age requirement Post-offer 320 Did not pass background check Post-offer 325 Not eligible for rehire Post-offer 330 Anti-bribery corruption Post-offer 335 NQ-Required cert(s) Post-offer 340 NQ-Required education Post-offer 345 NQ-Required experience Post-offer 350 NQ-Required language skills Post-offer 355 NQ-Required license(s) Post-offer 360 Refused background check Post-offer 365 Unable to verify education Post-offer 370 Unable to verify employment hist Post-offer 375 Unable to verify license Post-offer 305 Filled before response Pre-offer 310 Not considered due to vol/timing Pre-offer 315 No appt times available Pre-offer 305 Assessment invitation Pre-offer 310 Initial screen invitation Pre-offer 315 Interview invitation Pre-offer 030 Accepted another ext job 000 N/A Pre-offer 035 Accepted another WF job 000 N/A Pre-offer 065 Did not complete Asmt 000 N/A Pre-offer 070 No show 305 Assessment appointment Pre-offer 310 Initial screen appointment Pre-offer 315 Interview appointment Pre-offer 095 Job Opening canceled 000 N/A Pre-offer 085 No longer interested 305 Benefits Pre-offer 310 Compensation Pre-offer 315 Decided not to relocate Pre-offer 215 Post offer, not eligible 225 SEL activity not completed 120 Wells Fargo Withdrawn 025 No response Part 3: Appendices 54 L2 Disposition Status L3 Disposition Reason Pre/Post Offer 320 No longer interested - other Pre-offer 325 Position responsibilities Pre-offer 330 Stayed w/ orig comp - not WF Pre-offer 335 Can’t meet at available times Pre-offer 340 Unable to work hrs/schedule Pre-offer 345 Unwilling to travel Pre-offer 350 Work env (coworkers/mgmt) Pre-offer 355 Work location or commute Pre-offer 105 Position canceled 000 N/A Pre-offer 130 Profile/resume incomplete 000 N/A Pre-offer 135 Retain period ended 000 N/A Pre-offer 140 WF TM terminated 000 N/A Pre-offer 130 Self-Withdrawn 010 Location or commute Pre- or Post-offer 030 Accepted another job ext Pre- or Post-offer 035 Accepted another WF job Pre- or Post-offer 040 Salary/compensation level Pre- or Post-offer 050 Position responsibilities Pre- or Post-offer 195 No longer interested Pre- or Post-offer 3.5 Role definitions and assignments Members of the recruiting community can request to have the four roles assigned to them in accordance with their employee status in the company and the levels of permissions they require as part of their job responsibilities. The system dynamically assigns users to the appropriate roles when they create a Job Opening or are designated to a role by another with appropriate permissions; otherwise, the role must be assigned manually by submitting an eForm. Role Recruiter_OLR_NW Description Criteria definition How is this role assigned? Recruiter in Online Recruiting. This role will be dynamically assigned to the Recruiters and will give them the ability to perform all the basic recruiting functions like Searching Job Openings or Applicants and hiring applicants for position which are not just limited to their lines of business. FYI – This is the standard recruiter role assigned to recruiters and provides access to all Job Openings. (Access to applicants on each Job Opening is dependent on user association with the particular Job Opening.) For the role to be dynamically assigned, the user must meet the following criteria: The Recruiter role allows view only access to all Job Openings in Online Recruiting, and edit access to those Job Openings they are associated to. Part 3: Appendices The team member will be considered as Recruiter only if: 1. Team member is an active U.S. employee • Status is Active • Employee status • Standard business unit • Job family 25 • Job function 044; see table on the left for which job codes that includes 2. And belongs to the “Human Resource” Job Family and “Employment” Job Function (i.e., should 55 Role Description This role can also be assigned manually to the User Profiles with the approval of business. A valid business reason for the role must be provided. Recruiter_NON_ TEAM_MEMBER_NW Managed Resource Recruiters. This role does not include Staff Management hiring ability. The managed resource recruiter role allows view only access to all Job Openings in Online Recruiting and edit access to those Job Openings they are associated to. This role will be dynamically assigned to the managed resource Recruiters and will provide them ability to perform all the basic recruiting functions like Search Job Openings for Applicants. This role will not allow the user to Hire the Applicant via Staff Management. Hiring_Manager_NW Hiring Manager. This role is normally dynamically assigned to managers with direct reports. It may need to be manually assigned for hiring managers if they do not yet have a direct report. This role can perform general recruiting functions (such functions are normally completed by recruiters.) To include a manager in the hiring manager section of a Job Opening, the manager must have this security role. Part 3: Appendices Criteria definition How is this role assigned? be mapped with any of the following Job Codes): JOB CODE 225044 DESCRIPTION Executive Recruiter 525019 Recruiter 1 525022 Recruiter 2 225023 Recruiter 3 225042 Recruiter 4 125039 Recruiting Manager 2 125024 Recruiting Manager 3 125047 Recruiting Manager 4 125050 Recruiting Manager 5 525010 Staffing Specialist FYI – This role is intended for recruiters who are not employees but acting in a managed resource type position. User will be considered as NonTeam Member if: 1. He/she is an active U.S. non-employee This role can be manually requested, or dynamically if the user meets these rules: • Active status • A non-employee • Standard business unit • Job family is 99 • Job code is C00001 2. Belongs to the Default(99) Job Family and Managed Resource Recruiter (C00001) Job Code. FYI – This is the standard manager role assigned to managers (not intended for managers over recruiters) A team member will be considered as Hiring Manager only if – 1. The team member is an active U.S. employee. 2. Team member should have at least one active position that reports to his/her current position. For the role to be dynamically assigned, the user must meet the following criteria: • Status is Active • Employee • Standard business unit • And a team member who has at least one active position that reports to the user’s position. 56 Role REC_AUDIT_READ_ ENT_ACCESS_NW Description Criteria definition How is this role assigned? Auditor role with Enterprise read only access to Online Recruiting. Intended for users who regularly need enterprise read only access. Some examples are audit, compliance, and legal. This role is only assigned manually. A valid business reason for the access must be provided. This is a super user read only role, and users can use it for enterprise-wide searching of Job Openings and applicants. 3.6 Job status code definitions Four job statuses are currently in use: • Open – The Job Opening is currently posted or working though the many stages of the recruiting process. • Draft – Creation of the Job Opening has been initiated but has not been completed. • Filled – Hire/transfer in Staff Management has been processed and all applicants have been final dispositioned. (After a Job Opening has been filled, it cannot be reopened.) • Canceled – The Job Opening has been canceled. (After a Job Opening has been canceled, it cannot be reopened.) 3.7 List of known system behaviors These are known system behaviors and issues with no planned fix. Please check below before contacting the HR Service Center; you do not need to report a behavior/issue if it is listed here. If the tip does not resolve the behavior/issue you are experiencing, or you do not see it listed, call the HR Service Center for assistance at 1-877-HRWELLS -), options 2, 4, Monday through Friday, 8:00 a.m. to 5:00 p.m. in your time zone. Known behavior/Issue Description Tip Appearance Name fields not consistently displayed on the look ups The look ups for Recruiter and Hiring Manager list last name then first name in the search fields; however, for the Interested Party look up, it lists first name then last name. Interested Party should be consistent with the others. None, functionality is not impacted. Field label for draft Job Openings is different on the Postings tab In the Postings tab of draft Job Openings, only the first row of the Posting Descriptions has the field label of “Visibility”; the rest of the rows show the field label “Visible.” This is a delivered PeopleSoft bug. None, no functional impact. Hiring manager name does not display Within Online Recruiting, a preview of internal job posting does not display the hiring manager name on the posting view. Internal job seekers will be able to view the hiring manager’s name on the job posting on the Jobs site until the posting closes. The “Remove All Postings Now” button for “Remove All Postings Now” button for STAR and Wells Executive Management STAR and Template 2004 postings is not (Template 2004) available all the time. To remove the posting, update the Remove Date or Posting Duration. Linked applicants should not show in the applicant search If the applicant is already linked, no action is needed. Otherwise, link the applicant again. Part 3: Appendices Job seekers who only have been linked should be excluded from the search results. 57 Known behavior/Issue Date limit on the My Job Openings pagelet Description Tip Recruiters cannot see all Job Openings in Online Recruiting, but instead encounter a date limit on the My Job Openings pagelet. Search for specific Job Openings or use other search options. Loading symbol (spinning wheel icon) Users are getting the loading symbol (spinning icon) when trying to move around in Online Recruiting. Users can click the refresh icon or button within Online Recruiting to reconnect; OR, click File > New Session to reset the session; OR sign out of Online Recruiting and sign back in. If the problem persists, call the HRSC. New hiring managers without direct reports cannot access Online Recruiting New hiring managers without direct reports do not automatically have access to Online Recruiting. Assign the new hiring manager to the Job Opening in both “Hiring Managers” and “Interested Party.” The next day, the new hiring manager will have access to the Job Opening. Staff Management date error You may receive an error message when entering a date in Staff Management. Click the calendar icon to select the date from the calendar. If you have an issue selecting from the calendar, please call the HRSC. Log on error messages Log on error messages may occur if logged on to more than one instance of PeopleSoft Tools. Clear the cache and cookies and log on again. When creating an Executive Job Opening, if a user adds a posting then deletes it, an error will occur which prevents the user from moving forward. Cancel the Executive Job Opening and start over. Hiring managers are selecting the “Find a Candidate > Find a Team Member (Transfer or Rehire)” (or > Find or Add an External Candidate (Hire)) link erroneously to hire within Staff Management, causing an error in hiring. Select the “Hire in Staff Management” option within the job posting in Online Recruiting. Interested party cannot see associated jobs in Browse Job Openings The Browse Job Opening view does not populate jobs for an interested party association. Use one of the other search options to find Job Openings. My Job Opening applicant count On Browse Job Opening and My Job Openings, the count for the number of applicants for which no action has been taken does not always match the number of applicants in that status. Use Search Job Openings view to see the full applicant list. Internal and external job posting titles Separate internal and external job posting titles are not available with the posting redesign. Create a single posting title that includes both the internal and external (functional) titles (e.g., Business Systems Consultant. Error messages Executive template posting error Use a new session for each instance of PeopleSoft tools. Go to internet browser > select File > select New Session. Note: If you use a new tab or new window, log on issues will continue. Data/Information Hire in Staff Management using the wrong link This associates the hire with the correct applicant record. 4/Requirements Analyst for SAFE). Note: 200 character maximum Part 3: Appendices 58 Known behavior/Issue Description Tip Terminated team members not showing Applications should move to Withdrawn as “Withdrawn” when internal job seeker has been terminated. Do a manual search and withdraw the applicant. Job Opening Notes (not Public, but need to be) Attachments for Job Opening Notes should always be Public. Select the “Public” option when attaching a document to a Job Opening. Blank email template missing from the communications list The blank email template appears to be missing in the Online Recruiting correspondence list, because it is not named as the “blank template.” Recruiters can click the first option in the list, which appears to be a blank space, but in fact will pull up the blank email template. Special characters Special characters (e.g., &, /, \, >, <) can cause issues with data and may produce an error that will not allow the function to be completed. Do not use special characters in any text fields. Ampersand and other special character or formatting in Print Application Ampersand and other special characters or formatting on applications and resumes is causing an error in the print application functionality (e.g., division or department locations with ampersand) Do not use special characters and/or remove them when possible. Sender for outgoing emails It may appear that you are the sender for outgoing emails. No action necessary. When the applicant receives the email, it displays the general Wells Fargo email address and not an individual email address. Technical/performance Performance issues for high volume Job Recruiters experience slow response times Openings when attempting to open Job Openings with a high number of applicants. Open a Job Opening with very few applicants and remove the personalizations from the applicant grid, then go into a high volume Job Opening and it will open promptly. Some security roles unable to log on Users should clear their cache and cookies and log on again. In some instances, hiring managers and interested parties are receiving an error when they log on to Online Recruiting. This may also happen when new hiring managers with no direct reports try to access the system (see next behavior), and may also happen to users assigned the Interested Party role who do not have any open Job Openings. Search results page changes when returning to results When a user searches for something, like an applicant, they are initially returned a list of results. When they click on something within that list and click “Return” (within Online Recruiting — not the back button in Internet Explorer), they are brought back to a listing of people, but only starting after where they initially clicked. Click View All after you return to the Search Results page. Unintentional deletion Job Opening deletes all locations (in rare cases) Part 3: Appendices If a user creates a Job Opening, adds Start over and create the Job another position, and an additional Opening anew. location, then the system changes both of the new values to “primary” and deletes out the locations. 59 Known behavior/Issue Description Deleting a Job Opening also deletes the On the Job Opening, if you delete all of the screening info positions, the screening information will also be deleted. Tip Recruiters should recreate the Job Opening. 3.8 Displayed features without functionality There are a number of features in the tool that are displayed but not activated. This is intentional and does not represent functionality that was once present and is now lost. Rather, this was done to allow the developers to focus on maximizing the functionality of features most useful to recruiters. The following features in the tool are nonfunctional: • On the Manage Job Opening page: • Applicants folder > Hold (#) in the funnel bar • Applicant Search folder > Advanced Search subfolder: — The following fields in the Profile Criteria section: Areas of Study, Competencies, School Education, Educ and Govt Special Projects, Elements, Geographic Preferences, Honors and Awards, International Preferences, Location, Memberships, Responsibilities, Special Projects, Text or Examinations • Details folder > Basic Info subfolder: — The Desired Start Date, Encumbrance Date, and Projected Fill Date fields (scroll down page to see) are blanked out — The Referral Program ID and the Recruitment Contact drop-down menus are displayed but not functional • Details folder > Hiring Team subfolder: — The “Team” options — Add Recruiter Team, Add Hiring Manager Team, and Add Interested Parties Team • On the Manage Applicant page > Applicant Activity folder: • The Interview Schedule/Evaluation and Expenses subfolders 3.9 Working with My Reports If you are responsible for providing recruiting support or for hiring, you may find it helpful to have reports that summarize recruiting activity and results. My Reports delivers information on your Job Openings (requisitions) within reports that you can view in your browser or save in PDF or Excel format. What your reports will include: Your access to data in My Reports is determined by your HR Systems Security permissions. You may not be able to see reporting results from some parts of the organizational hierarchy, even if you have access to the Job Openings in Online Recruiting. Within the limitations of your permission levels, you have access to current and recent Job Openings data (up to two years old) for all these categories: • All positions that roll up to you, whether or not your name is on the Job Opening • Additional Job Openings on which you are named as originator, hiring manager, recruiter, or interested party • Additional Job Openings on which anyone who rolls up to you is named as originator, hiring manager, recruiter, or interested party (including Job Openings created before the person joined your organization, if its “open date” falls within the date range you enter) All these will be combined in your reports unless you use the Advanced Search fields to narrow the results. More information on filtering by organization or group is available on the Help pages for the individual reports. Please note that no matter what other criteria you specify, your results will never include Job Openings that you don’t have access to. Part 3: Appendices 60 3.10 Directions for hiring managers When hiring managers are notified by the recruiter associated with their Job Opening that the list of qualified applicants is ready, the hiring manager should: 1. Enter the tool from Staff Management through the Online Recruiting link, and click the Search Job Openings link under Quick Links on the dashboard. 2. On the Search Job Openings page, enter the Job Opening ID given by the recruiter, then click Search. 3. Look at the applicants’ resumes, referral sources, and other qualifications to make interview decisions. Hiring managers are requested to only look at the applicant resumes and to not change any disposition status codes. Consult with the recruiting team to determine how to locate the vetted applicants in the tool. • The recruiter can categorize these applicants into the “020 Resume Review” disposition status; or • The recruiter can, at the hiring manager’s request, send an Excel file containing the list of vetted applicants — in which the manager can make notes for themselves and the recruiting team. 4. Communicate to the recruiter: • The short list of applicants to be interviewed. • A reason for each declined applicant, so that the recruiter can correctly classify the final disposition statuses for compliance. 5. Notify the recruiter when an applicant has been selected, along with a runner-up applicant that the recruiter will not put into final disposition until the applicant has accepted the position. • Keep the recruiting team informed when the applicant has been sent a verbal offer, has been sent a written offer, and, lastly, has accepted the position. • The recruiter will send the New Hire Kit for the applicant. Part 3: Appendices 61