Talent Acquisition - Taleo How to Move Candidates Through ... Documents/3... · 1. New 2. Recruiter Interview 3. Hiring Manager Review 4. Interview 5. Offer 6. Pre-Employment 7. Hire

Talent Acquisition - Taleo

How to Move Candidates Through the Candidate Selection Workflow – RECRUITER VERSION

SSM Health | How to Move Candidates Through the Candidate Selection Workflow – RECRUITER VERSION

Page 1 Revision Date: 11/6/2016 Copyright © 2016 SSM Health

Introduction

It is important for the recruiter and hiring manager to understand the expectations and timeframes for a candidate’s movement through the workflow. The recruiter and hiring manager typically establish these expectations in the intake meeting to make sure they both know how to coordinate. The candidate selection workflow (CSW) is a series of steps and statuses that candidates pass through as they progress from their application submission to hire. As the recruiter or hiring manager makes decisions on a candidate’s progression, they will select the appropriate status for each step. Each step has a passing status which qualifies the candidate to move to the next step.

Compliance Considerations

The recruiter and hiring manager should only advance the most qualified candidates. The recruiter is responsible to take appropriate action on candidates who do not advance. The recruiter and hiring manager need to document key events and decisions in Taleo so that we have a record of the candidate’s history.

Candidate Experience

Candidates want timely feedback regarding the status of their application, whether they are advancing in the process or being told they are no longer being considered. Accurately moving a candidate in the workflow allows them to stay updated on progress.

Objectives

After completing this training, you will be able to:

1. Take appropriate actions in Taleo by selecting steps/statuses as needed for candidates in the first four steps of the Candidate Selection Workflow.

2. State which tasks may only be handled by the recruiter and only by the manager, and which tasks the manager can delegate to the recruiter.

Goals and Measurements

We strive for recruiters to utilize the Taleo workflow in a timely and consistent manner to show progress of candidates on a requisition.

We strive for hiring managers to be active participants in advancing the candidate through the workflow in Taleo.

We strive for no candidate to remain in same step/status for more than 14 days. We will measure how long candidates are stalled in any step.





How to Move Candidates through the Candidate Selection Workflow

There are seven steps in the candidate selection workflow. This document covers steps #1 – 4.

1. New 2. Recruiter Interview 3. Hiring Manager Review 4. Interview 5. Offer 6. Pre-Employment 7. Hire

The table below summarizes each step and how candidates advance.

STEPS 1. New 2. Recruiter

Interview 3. Hiring Manager

Review 4. Interview

Step Description

Recruiter validates minimum qualifications are met.

Recruiter reviews applicant for fit.

Manager reviews applicant for job fit and decides who to interview.

Manager interviews applicants and determines final candidate.

Advancement Through

Meeting minimum qualifications.

Considered a strongly qualified applicant.

Considered among the most qualified applicants after validation of screening.

Manager decides to make an offer.





STEP 1: NEW This process starts after the candidate completes the application. The candidate’s initial status in this step depends on whether the candidate passed the pre-screening questions posed on the application. I copied the original table and added the revised instruction changes. Did that on all tables.

STEP New

Step Description Recruiter validates minimum qualifications are met.

Advancement Through

Meeting minimum qualifications

ATS Status

To Be Rejected - Does not meet BQ (Basic Qualifications) Candidates who fail pre-screening questions will land here. Integration moves candidates to Rejected at 9am on Tuesdays and Fridays.

To be Reviewed Candidates who pass prescreening questions will land here. You will review them and move them to one of the statuses below.

Considering - Waiting on Recruiter, Waiting on Hiring Manager, Actively being considered on another req When you are not sure you want to advance or reject a candidate, move them here as a placeholder. You must indicate your reason for doing so.

To be Rejected - Other When candidates will be rejected for reasons other than not meeting BQ, move them here. You must indicate your reason. Integration moves To Be Rejected candidates to Rejected at 9am on Tuesdays and Fridays.

Resume Review Qualified* Move candidates who are advancing to phone screen here.

Resume Review Qualified-Typing Test Sent* Move candidates who are advancing to phone screen and need a typing assessment here.

Rejected Candidates rejected for any reason will move to Rejected status and automatically receive an auto-rejection email.

Withdrawn

* = Signifies a passing status for each step.

NOTE

Only a recruiter has the ability to advance a candidate to Rejected or

Withdrawn in any step of the process.





Candidates who do not pass pre-screening questions will land in New – To Be Rejected – Does not

meet BQ (Basic Qualifications).

NOTE

You do not review candidates who do not pass pre-screening questions. A program will run on Tuesdays and Fridays at 9am to automatically move the candidate to a Rejected status with the disposition reason of “does not meet basic qualifications.” An automatic rejection email will also be sent to the candidate at that time.

1. Candidates who pass pre-screening questions will land in New-To be Reviewed.

You will review candidates in New-To Be reviewed and make one of the following decisions:

a. If the candidate is qualified and you want to advance them to the next step, click the checkmark

icon to move the candidate to Resume Review Qualified.

b. If the candidate is qualified and you want to advance them to next Step but the position requires

a typing assessment:

1) Select More Actions-Change Step/status.

2) Select Resume Review Qualified – Typing Test Sent from the drop down.

3) Click Save and Close. This action automatically generates an email to the candidate with a

link to a typing test. The candidate is in Resume Review Qualified – Typing Test Sent

status.





c. If the candidate is qualified but you are unsure if you will be advancing, move the candidate to

Considering using the question mark icon. Select the appropriate reason. You should move the

candidate out of Considering status within 14 days.

1) Click the question mark icon. The status updates to Considering.

2) Select the reason (Details or Disposition) for moving the candidate to Considering.

NOTE

The reasons you may place a candidate in Considering status are:

Waiting on Recruiter – You feel the candidate is qualified but want

to wait for additional candidates to see if this is a top candidate to

proceed with.

Waiting on Hiring Manager – You want to obtain the manager’s

feedback to be sure you are on right track.

Actively being considered on another req – You know the

candidate is being pursued on another req.





3) If you select Waiting on Recruiter or Actively being considered, enter comments

(optional), then click Save and Close.

4) If you select Waiting on Hiring Manager:

a) Click the Share candidate box.

b) Enter the last name of the manager you want to share information with, in the Name

field under Quick Filters.

c) Click Refresh (arrows to right of name).

d) Click Select next to the managers name at right. The manager’s name appears in the

top screen.

e) Click Next, bottom right.

f) In the Section window, check the information you want to share. Make sure to

UNCHECK the profile box as there is sensitive information here that the hiring

manager should not have access to.

g) Click Save and Close. The manager will receive an email with the information

attached.

If you select Waiting on Recruiter or Actively being considered, enter optional comments then click Save and Close.

Click Waiting on Hiring Manager.

a) Click the Share candidate box.





NOTE

Below is a sample email the manager receives. It includes attachments

(resume, etc.), so the manager can review information without logging into

Taleo.

As noted, advance or reject a Considering candidate within 14 days.

d. If you review New – To Be Reviewed candidates and find candidates who do not meet basic

qualifications, move them to To Be Rejected – Does not meet basic qualifications.


2) Select To be rejected – Does not meet BQ.

3) Click Save and Close.

e) Click Next.

d) Click Select by manager’s name. The name appears at the top.

b) Enter last name of manager in Name field.

c) Click Refresh (arrows).

f) Select or de-select the information to share with the manager. Make sure to UNCHECK the profile box as there is sensitive information here that the hiring manager should not have access to.





e. If you reject a candidate for reasons other than not meeting basic qualifications, move them to

To Be Rejected Other. You will need to indicate your reasons.


2) Select To be rejected – Does not meet BQ.


NOTE

The To Be Rejected Other reasons are:

Not eligible for rehire/transfer

Poor work history

Salary expectations are not in line with role

More qualified candidate selected

Lack of relevant skills/aptitude/experience





NOTE

Candidates placed in To Be Rejected – Does not meet BQ or To be rejected –Other will automatically be moved to a Rejected status with the appropriate reason. An automatic rejection email will also be sent to the candidate. This programs runs on Tuesdays and Fridays at 9am.

f. If you move a candidate to Withdrawn status, you will need to give your reasons.


2) Select Withdrawn.

3) Select the reason for withdrawing the candidate.






STEP 2: RECRUITER INTERVIEW Candidates who advance to Step 2 of the process are considered strongly qualified applicants. This is the first step a Hiring Manager can view a candidate in Taleo. The recruiter will either schedule a phone screen (“PS”) with the candidate by phone or email or alert the hiring manager to review the candidate first in some high volume or specialized roles. In these special situations, the hiring manager is actually determining who the recruiter will phone screen. When a candidate is placed in the status called “(Optional) HM Review” an email is automatically generated to Hiring Manager to review candidate and Hiring Manager can make decision to move candidate to Invited to PS- Email or To Be Rejected (with mandatory comments). After the phone screen, the recruiter will advance candidates who pass the phone screen to the next step.

STEPS Recruiter Interview

Step Description Recruiter reviews applicant for fit

Advancement Through

Considered a strongly qualified applicant

ATS Status

Invite to PS Phone/PS To Be Scheduled Place candidate here if you will call them to schedule a phone screen

Optional HM Review Place candidate here if hiring manager wants to review candidate prior to recruiter phone screen. Hiring manager will receive email to alert them of a candidate to be reviewed.

Invited to PS - EMAIL Place candidates here to have them receive an auto email to schedule a phone screen

PS Scheduled

To be Rejected

PS Passed/Reference Check in Process Candidates who are advancing to interview and need a reference check should be placed here. This automatically orders the reference check.

PS Passed (NA or Manual Order)* Candidates who are advancing to interview but do not need a reference check should be placed here.

Rejected Candidates placed here will receive an auto rejection email.

Withdrawn

1. The initial status of this step is Invite to PS Phone/PS To Be Scheduled. You will contact the

candidate to arrange a PS call.

a. If you will reach out to a candidate by phone to arrange the phone screen, click More Actions, Change Step/Status and update to this status. Click Save and Close.

b. If you will contact the candidate by email to set up a phone screen:





1) Select Invite to PS-EMAIL status.

2) Click Save and Close. The status changes to Invited to PS – EMAIL.

NOTE

Invited to PS – Email will generate an automatic email to the candidate

asking for availability. The candidate’s reply will come to the recruiter’s

Outlook email. If the recruiter assistant is noted on the requisition, that

person will be copied on the candidate’s response.

2. After the phone screen, the recruiter updates the candidate’s status. Select one of the statuses

shown below.

To Be Rejected – Select this if you don’t want to send rejection correspondence immediately. Click More Actions-Change Step/Status and select a new status of To Be Rejected. Enter comments to help yourself remember what to do with the candidate later. Click Save and Close.

Rejected – Click the Rejected icon when you are ready for rejection correspondence to go out.

You will be prompted to select the appropriate disposition reason. Click Save and Close.

PS Passed (NA or Manual Order) – Use this when you want the candidate to be eligible to move

to the next step, but you do not want an automatic reference check ordered. Click More Actions-

Change Step/Status and select a new status of PS Passed (NA or Manual Order). Click Save

and Close.

PS Passed/Reference Check in Process– Click the green checkmark icon to advance the

candidate to this status. This makes the candidate eligible to move to the next step. ***This

status also automatically orders the reference check through SkillSurvey.***





3. HIRING MANAGER REVIEW

STEPS Hiring Manager Review

Step Description Manager reviews applicant for job fit and decides who to interview.

Advancement Through Validation of screening, considered among the most qualified applicants

ATS Status

To be Reviewed Auto email to Hiring Manager (HM) to review candidate. HM must make decision to reject or interview candidate.

To be Rejected

To be Interviewed

Rejected Candidates placed here will receive an auto rejection email

Withdrawn

1. When you (the recruiter) are ready to advance the candidate to the manager:

a. Select more Actions-Change Step/status. b. Select Manager Review – To Be Reviewed. c. Click Save and Close.

NOTE

Manager Review status will generate an automatic correspondence to the

hiring manager alerting them that they are required to review a new

candidate.





This is the email the manager will receive. It prompts them to log into Taleo to review the candidate.

2. After the manager has reviewed the candidate, the manager updates the candidate’s status by :

a. Selecting more Actions-Change Step/status. b. Selecting the new status (see list below) c. Clicking Save and Close.

Choose from these statuses:

To Be Rejected – The manager will be prompted to enter comments on reason for rejection.

These comments will help the recruiter select the appropriate disposition reason when they move

the candidate to a Rejected status.

To Be Interviewed – In Wisconsin and Mid Missouri entities, this action will generate an email to

the recruiter to schedule the interview. In all other entities this is just an indication that the

interview is to be scheduled. This status allows the candidate to advance to the next step.





4. INTERVIEW In this step, the manager can advance candidates through the statuses in Taleo, or, if agreed, delegate these actions to the recruiter.

STEP Interview

Step Description Manager interviews applicants and determines final candidate

Advancement Through Decision to make an offer

ATS Status

HM Interview Scheduled (Insert date of Interview)

Additional Interview To Be Scheduled

Additional Interview Scheduled (Insert date of Interview)

All Interviews Passed

To be Rejected

Ready to Proceed with Offer * (Auto email to recruiter to work up offer)

Rejected Candidates placed here will receive an auto rejection email

Withdrawn

1. When interview has been scheduled for an interview with the Hiring Manager (HM), go to:

a. More Actions – Change Step/Status. Leave the candidate in the initial status of HM Interview

Scheduled. b. Insert the date of the interview in the Event Date field. c. Click Save and Close when finished.

2. After the HM Interview, update the candidate status to:

To Be Rejected – Enter comments on the reason for the rejection. These comments will help the

recruiter select the appropriate disposition reason when they move the candidate to a Rejected

status. Click Save and Close.

Rejected – When the recruiter is ready for the rejection correspondence to go out, click the

Rejected icon, choose the appropriate disposition reason and then click Save and Close.

Additional Interview to be Scheduled – If more interviews are required, click More Actions-

Change Step/Status and select the new status. Click Save and Close.





All Interviews Passed – If no more interviews are required, click More Actions-Change

Step/Status and select the new status. Click Save and Close.

3. After peer interviews, update the candidate status to:

To Be Rejected – Enter comments on the reason for the rejection.

Rejected – When the recruiter is ready for the rejection correspondence to go out, click the

Rejected icon, choose the appropriate disposition reason and then click Save and Close.

All Interviews Passed - Click More Actions-Change Step/Status and select the new status.

Click Save and Close.

4. When the hiring manager has decided which candidate to proceed with, the recruiter or hiring manager can update the selected candidate’s status to Ready to Proceed with Offer.

NOTE

This status will generate a correspondence to the recruiter that this is the candidate that the hiring manager wants to proceed with.

5. The recruiter is then responsible for updating the status of any remaining active candidates on the

requisition to Rejected.

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