Taleo - managing Candidates and Preparing an Offer of Employment

7/26/2019 Taleo - managing Candidates and Preparing an Offer of Employment

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Taleo User Guide:

Managing Candidates andPreparing an Offer of Employment

This user guide provides the steps to Managing Candidates and Preparingan Offer of Employment using Taleo. It contains five parts:

• Part A: Logging on to the Taleo recruiting module

• Part B: Viewing candidate job submissions and resumes

• Part C: Moving candidates through the Candidate Selection Workflow

• Part D: Creating an Offer of Employment

• Part E: Final approval & sending offer details to Recruitment/HR Advisor

Once all steps have been completed, your chosen candidate/s will receive aLetter of Offer from your Recruitment/HR Advisor.

Part A: Logging on to the Taleo recruiting module

Step 1: For PC users: Please use Internet Explorer (IE) 7 or 8.For Mac users: Please use Firefox 3.6 for Mac OS X 10.4 and later.

Enter the following URL into your browser: https://mq.taleo.net

Step 2: You will be presented with a Legal Agreement – read the Conditions ofUse and select I agree.



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Step 3: Enter your OneID (mq followed by your staff number), Password and then click the Log Me In Now! button.

If you need your password reset, please contact the Informatics HelpDesk on (02) 9850 4357 or email [email protected]

Step 4: Select the Recruiting module.

Step 5: On the Welcome Page, select the link: View Requisitions.



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Part B: Viewing candidate job submissions and resumes

Step 6: You will see a list of requisitions that you own or collaborate on.

Click on the number next to the relevant requisition. This numberindicates how many candidates have applied for the requisition.

Step 7: Next you will be presented with the Candidate List. Note thefollowing features on this page:

a) Selection Workflow Box – gives a quick view of the number ofcandidates at each step of the selection process.

b) Red Flag Icon – indicates a candidate file requiring attention (i.e.a new candidate at the beginning of the selection process).

c) Blue House Icon – indicates that this candidate is an internalcandidate (i.e. works at Macquarie University).

d) Assets, Requirements Column – displays how many assets andrequirements have been met by the candidate (if you havestipulated assets and requirements in your prescreening questions).

a) b) c) d)



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Step 8: At this stage, each collaborator (selection panel member) will need toview the job submission and resume for each candidate.

Click on the Print to PDF button to view and/or print job submissions.

Step 9: A pop-up window will appear.

a) Click on the Candidate File Details button.b) Tick the Job Submission Sections you wish to view and/or print.c) Click on the Print (PDF) button.

Step 10: To view resumes, click on the name of the first candidate.



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Step 11: Click on the Attachments Tab. Then select the file name to viewthe resume or other attachments submitted by the candidate.

When finished viewing, click on the Move Up button to return to theCandidate List.

Part C: Moving candidates through the Candidate SelectionWorkflow (CSW)

Step 12: After all panel members have reviewed the job submissions and metto decide which candidates they would like to shortlist for aninterview, the Hiring Manager (or Hiring Manager Assistant) can commence moving the candidates through the CSW.

There are 7 steps that make up the CSW:

1. New 5. Reference Checks2. Shortlist 6. Offer3. 1st Interview 7. Hired4. Selection Committee Decision

At each step of the CSW, the Hiring Manager will:

a) Make successful candidates progress to the next step, andb) Email unsuccessful candidates and mark as unsuccessful.

To begin, ensure you are on the Candidate List as shown below:



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Step 13: For Successful Candidates:

Click on the appropriate step in the Selection Workflow Box.

In this case, click on New.

Step 14: a) Tick all the candidates on the list which you would like toprogress to the next step (in this case from the New step to theShortlist step).

In this example, we will move 5 of the 8 candidates to the nextstep. A tick box will appear and the row will be highlighted.

b) Click on the More Actions button.c) Click on the drop-down menu item called Change Step/Status.

Step 15: A pop-up window will appear – change the New Status field to showProgress to Next Step. Then click on Save and Continue.



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Step 16: A second pop-up window will appear stating that the candidateshave reached the next step. Just click on Save and Close.

Step 17: For Unsuccessful Candidates:

You will now need to mark all remaining candidates not progressingthrough to the next step as unsuccessful, and send themcorrespondence (an email) to advise them of this decision.

Note that once a candidate has been marked as unsuccessful,this status will be visible to the candidate in their profile.

a) Tick all the unsuccessful candidates remaining on the list.

In this example, we will select the 3 candidates that will not beprogressing from the New step to the Shortlist step. A tick boxwill appear and the row will be highlighted.

b) Click on the More Actions button.c) Click on the drop-down menu item called Change Step/Status.



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a) Change the New Status field to show Unsuccessful.b) Tick the box marked Send Correspondence.c) In the Details or Disposition box select the appropriate reason

why the candidate/s are unsuccessful.d) Click the Save and Continue button.

Step 19: To email the unsuccessful candidates:

a) Click on the Template Selector button.b) Choose the template ‘Unsuccessful prior to interview’ by clickingthe Select button at the end of the line (see 2nd screen below).

c) Click on the Next button.



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Step 20: The email which will be sent to the unsuccessful candidates is nowdisplayed. If you wish to edit the message click on the Edit button.

When email is ready to be sent, click Send and Close.

Step 21: After completing each step, click on the Clear the Selection buttonin the Selection Workflow box to return to the full Candidate List.

Step 22: In our example, 3 candidates have been marked as unsuccessful atthe New step, and have been sent an email. The other 5 successfulcandidates are now at the Shortlist step and are ready to continuemoving through the CSW.

REPEAT STEPS 13-16 to move successful candidates from the Shortlist step to the 1st Interview step.

REPEAT STEPS 17-21 to mark candidates as unsuccessful at the

Shortlist step and to send them an email.



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Step 23: At this stage, candidates at the 1st Interview step are interviewed.

In our example, 5 candidates were interviewed - 3 of whom weredeemed appointable, and 2 who will be marked as unsuccessful.

REPEAT STEPS 13-16 to move successful (appointable)candidates from the 1st Interview step to the SelectionCommittee Decision step.

REPEAT STEPS 17-21 to mark candidates as unsuccessful at the1st Interview step and to send them an email. You may wish tocontact the unsuccessful interviewed candidates by phone prior tothis action.

Step 24: At the Selection Committee Decision step, the selection panelmembers will be required to rank all the appointable candidates.

In our example, 3 candidates were deemed appointable. Each of the3 appointable candidates will need to be ranked 1st, 2nd and 3rd atthe Selection Committee Decision step. This will be noted on theSelection Committee Report (Form 7.08a) which may bedownloaded from the forms section of the HR website.

REPEAT STEPS 13-16 to move the 1st ranked successfulcandidate from the Selection Committee Decision step to theReference Checks step.

NOTE: At Step 15 (the Change Step and Status pop-up window):

a) Change the New Status field to show Progress to Next Step.b) In the Details or Disposition box, click the button to state that

the Selection Committee Report will be attached to the requisition.c) Click the Save and Continue button.



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Step 25: Attaching the Selection Committee Report:

As mentioned in Step 24, the Selection Committee Report will needto be attached to the requisition.

Click on the Title of the Requisition.

Step 26: a) Click on the Attachments Tab.b) Click on the Browse button to search your computer for the

Selection Committee Report to attach.c) Click on the Add button. The file will appear below.

Step 27: Now to return to the Candidate List, click on the Candidate number

in the left panel (in this example, 8).



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Step 28: At the Reference Checks step, the Hiring Manager will now need tocomplete and upload at least two reference checks for the1st ranked appointable candidate who is currently at this step.

Please visit: http://staff.mq.edu.au/human_resources/recruit_and_induct_new_staff for further information on reference checking and to access thePro-forma Reference Check (Form 7.08b) which will be used tocomplete each reference check.

REPEAT STEPS 25-27 to attach the two reference checks to therequisition.

Step 29: Providing that the reference checks are favourable for the candidate:

REPEAT STEPS 13-16 to move the 1st ranked appointablecandidate from the Reference Checks step to the Offer step.

NOTE: At Step 15 (the Change Step and Status pop-up window):

a) Change the New Status field to show Progress to Next Step.b) In the Details or Disposition box, click the button to state that

the two reference checks have been attached to the requisition.c) Click the Save and Continue button.

Step 30: Click on Offer to return to the 1st ranked appointable candidateat this step who is about to receive an offer.



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Part D: Creating an Offer of Employment

Step 31: At this stage, the Hiring Manager will now create an Offer ofEmployment for the candidate at the Offer step.

Click on the name of the candidate.

Step 32: Click on the More Actions button followed by Create Offer.

Step 33: The Offer Form will now be displayed. 3 columns make up the form:

a) 1st Column – enter in this column all the offer details to be placedin the Letter of Offer (as drafted by your Recruitment/HR Advisor)

b) 2nd Column – this column has existing information from therequisition form. Click on the Copy Button to copy informationdirectly from the 2nd (requisition) column to the 1st (offer) column.

c) 3rd Column – this column is not used.

1st Column 2nd Column 3rd Column

Use Copy Button tocopy from 2nd columnto 1st column (offer)



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Step 34: The full Offer Form is shown below. Mandatory fields are markedwith a red asterisk.

Once you have completed all relevant fields in the 1st column of theform, click the Save and Close button.

Date which candidate has indicatedthey can commence work

For fixed-term positions only

In whole dollars, if appropriate

For positions outside of the EnterpriseAgreement only

Select Step 1, unless a higher step hasbeen negotiated (justification required)

For part-time positions only

For positions outside of the E.A. only HR Director a roval is re uired

Enter only if relocation is offered



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Part E: Final approval and sending of offer details to

Recruitment/HR Advisor

Once the Offer Form has been completed, there are two options:

a) Requesting Offer Approval - If you have any special conditionsagreed to in the negotiation process that require approval by a

higher authority, COMPLETE STEPS 35-36.

OR b) If no further approval is required, COMPLETE STEPS 37-40.

Step 35: Requesting Offer Approval:

You will be at a summary screen of the Offer Form which you have just completed for the candidate at the Offer step.

Click on the More Actions button followed by Request Approval.

Step 36: A pop-up window will appear. Please complete the following:

a) Untick the Suggested Users Box on the left.b) Select one or more Approvers from the list (your Faculty HR

Manager/local HR staff can advise you of suitable approvers).c) Enter a comment in the Comments field. d) Click on the Done button.

You will receive an email once the offer has been approved. Nowplease read the Final Tasks section on the last page of this guide.



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Step 37: If no further approval of the offer is required:

You will be at a summary screen of the Offer Form which you have just completed for the candidate at the Offer step.

You will now need to send the Offer details directly to yourRecruitment/HR Advisor.

Click on More Actions button followed by Send Correspondence.


a) Click on the Template Selector button.b) Choose the template ‘MQ LOO request’ by clicking the Select

button at the end of the line (see 2nd screen below).

c) Click on the Next button.



Step 39: A summary of the correspondence to be sent to the Recruitment/HRAdvisor will appear. Click the Send button.

Step 40: A final screen will appear.

a) Untick the Exclude messages that contain missing values box.b) Click the Send button.

Final Tasks:

Your Recruitment/HR Advisor will now draft the letter of offer and send to the1st ranked candidate. They will also move the candidate from the Offer stepto the Hired step if the candidate takes up the offer.

Please remember to notify the other ranked candidates that the position hasbeen filled by another candidate, and mark them as Unsuccessful at theSelection Committee Decision step.

If the candidate declines the Offer, please complete reference checking for the2nd ranked candidate and complete STEPS 24-40 to create a new offer.

This completes the hiring process through Taleo.

Documents

Taleo - managing Candidates and Preparing an Offer of Employment