Assessment Forms Client Guide

March 2018

Assessment forms client guide

Assessment forms are used to help with filtering and shortlisting candidates within Jobtrain.

This guide includes information on:

• Types of assessment forms • Creating an assessment form • Questions

o Creating new questions o Copying questions from the question bank

• Editing an assessment form • Adding an assessment form to a job • Auto-rejecting candidates using assessment forms • Example assessment questions

For information on shortlisting forms, please see the user guide on Shortlisting & Anonymity.

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Types of assessment forms

Assessment forms are used to build two types of assessment: Pre-assessment (killer) questions - key points

• Pre-assessment forms are designed to help stop candidates who do not meet essential criteria progressing to the application form

• Pre-assessment forms precede the application form They are designed to capture answers based on essential criteria

• Completion is mandatory

• They are answered with yes/no answers as they are Pass/Fail type questions

Scored assessment questions - key points

• Scored assessment forms are designed to help gain a greater understanding of a candidate's 'fit' for a role, without having to develop or read many lengthy application forms. The forms can easily supplement a generic application form on a job by job basis

• These forms appear to the candidate just before the declaration page

• The forms can be created with various types of answers. For instance, free type text questions and multiple choice selection questions

• Questions can be set to be scored or not scored - scores can automatically be assigned for each candidate's answers or be manually added by the client as part of shortlisting if preferred.

• If the form is automatically scored, there is an option to also automatically change the status and email the candidates if required, dependent on the percentage score to save on administration time.

Note: Shortlisting forms are also created in this section. For more information on building and using these forms, please see the shortlisting user guide.

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Note: Pass Mark is the score the candidate must reach to be successful.

Creating an assessment form

1. Click User > System Settings, then Assessment Forms on the left-hand menu

2. Under Assessment Forms, click on New Forms Enter the name of the form, pass marks (if required), total score and instructions. Once complete, click Save.

3. A second tab will now appear called Questions. This is where all the questions should be added that candidates will be required to answer

Questions can be added in two different ways - either newly creating questions in each assessment form or copying them from the Question Bank.

Tip: Questions not created in the question bank will not be saved to the question bank. For questions intended to be used regularly, create them in the question bank.

Creating new questions

1. Under the Questions tab on the assessment form, click New Question

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2. A pop-up form will then appear. Complete all required information and click Save

Tips: Complete the question type, question text and maximum points required to pass the assessment. When creating pre-assessment (killer) questions, the questions should be 'Multi-Choice (one answer)'

Creating new questions continued...

3. If either 'Multi-Choice (one answer)', 'Multi-Choice (more than one answer)' or 'Order of importance' is chosen as your question type, you will need to include the options for this on your question.

Once step 2 is completed and save is clicked, a new tab called Options will

appear. Enter all required answers on this page and click save.

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Note: If you are building a scored assessment or pre-assessment question form, please make sure to check the tick-box next to the correct answer(s)for them to work correctly.

Copying questions from the Question Bank

1. Under Assessment Forms, click on the Questions Bank tile.

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2. Click on New Questions and then follow steps 2 to 4 of the Creating new questions section (above)

When all required questions have been added to the Questions Bank, click back and go back into the assessment form tile

3. Create a new form as normal. Enter the form name, Pass Marks (if required), total score and instructions and click save.

4. Under the Questions tab on the assessment form, click Copy From Question Bank

Copying questions from the Question Bank continued...

5. The list of questions stored in the questions bank will then appear. Select all questions to be added to this form, click Copy then close the page.

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6. The chosen questions are saved on the questions tab of the assessment form.

7. If required, the order the questions appear can be changed. Click edit against the questions and change the question numbers. Click save when complete.

Note: If any wording/details are amended on a question in the question bank, these details will automatically update on all assessment forms that question is attached to.

Editing an assessment form

1. Click User > System Settings, then Assessment Forms in the left-hand side menu

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2. Click on the name of the assessment form to be edited. Make all the required changes on the details page of the form and click save

3. If the questions need to be updated, click on the questions tab and click edit against the question you wish to amend. Amend all necessary details on the question, click save, then close the page

4. To add new questions to the form, click either New Question (to create a new question for this form) or Copy from Question Bank (to add a question that is already saved in the question bank). Once added, click save

Adding an Assessment Form to a Job

1. Click Jobs and Talent then open the job you wish to add the form to

2. Click on the Application Form tab, then the Assessment Forms sub-tab

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3. Against Pre-Assessment Form, select the form by either using the search as you type functionality or by clicking the spyglass icon. Select the correct form and click OK

4. Once all required forms have been added, click Save & Continue at the bottom of the page

Note: A different pre-assessment form for internal candidates can be used by using the pre-assessment form for internal candidates section

Auto-rejecting candidates using assessment forms

When adding either a pre-assessment form (killer questions form) or a scored assessment, it is possible to set Jobtrain to auto-reject candidates if they do not achieve the required pass mark for the form. This can speed up the process when shortlisting large numbers of candidates. Setting this up allows the candidate's status to be automatically changed and a notification email to be sent to let them know that they have not been successful.

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1. Ensure the pre-assessment form is saved on the Assessment Forms sub-tab within the job (under the Application Form tab)

Note: If the form is not already saved, the form should be selected (by either using the search as your type functionality or by clicking the spyglass icon and selecting the correct form). Then save the page and return to it to complete the rest of the steps.

2. Click on the red cogs icon (on the left of the page) and the below pop-up page will appear.

Auto-rejecting candidates using assessment forms continued...

3. Complete the form as follows;

Pass Marks: Enter the percentage pass rate for this form (for pre-assessment questions, this should always be set to 100) Check Status: This should always be Active to allow the functionality to work Pass Status: This should be set to the same status that is assigned to candidates who submit an application for a role without a pre-assessment form attached (this is normally New Application or Acknowledged) Pass Email: You do not need to attach an email here. All candidates that pass the pre-assessment questions will receive the usual application acknowledgement email when updated to the pass status. If you did wish to add a bespoke acknowledgement email per role for candidates who successfully pass the killer questions, then this is where you would add the required email template Delay: Choose whether to add a delay on the acknowledgement email being sent to candidates (however there shouldn't normally be a delay on this as these candidates should be treated as any other candidate applying for a role) Fail Status: This status should be set to the status used for rejecting candidates after they first apply (i.e. Reject After Application) Fail Email: The email used here should be the same as that used for rejecting candidates after they first apply (i.e. Unsuccessful Following Application) Delay: Choose whether to add a delay on the rejection email being sent to candidates. This can be delayed for 1, 2 or 3 days or can be sent straight away.

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NB: If emails are already attached to the pass and fail statuses, you do not need to add the emails here or candidates will receive two copies of the same email.

4. Once all details are completed, click OK and close the page.

Assessment forms – example questions

Pre-assessment forms ('killer questions') Yes/no job specific questions

• Do you have a full UK driving licence?

• Do you have any more than 3 points on your licence?

• Have you held your full driving licence for 3 or more years? Have you held your full driving licence for 3 or more years?

• Do you have a minimum of 6 months supervisory experience? Do you have a minimum of 6 months supervisory experience?

• Do you have the Right to work in the UK (Asylum and Immigration Act 1996)

OR

• Are you legally entitled to work in the UK?

Yes/no job specific questions – self-deselecting style • Our retail roles require selling and preparing food, long periods of

standing, and some lifting and carrying, as well as other tasks such as cleaning. Can you confirm that you are comfortable with these elements of the role?

• Our retail roles require working Sundays and holidays, as well as late

hours as part of extended opening. Are you prepared to undertake these hours both generally and short notice?

• Our care roles require some overnight with our clients. Are you prepared

to work unsociable hours and/or overnight shifts?

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Assessment forms – example questions continued...

Scored Assessment Forms Data capture for manual screening (with word limit set)

• Please describe an occasion when you have ensured the safety of yourselves and others.

• In no more than xx words, please provide an example of when you had to make a difficult decision and what you did.

• Please describe a recent situation when you were a great team mate and supported one or more of your colleagues.

• Please give an example of when you had to improve something that did not work well or how it should have done. What did you do?

• Please describe something you have done that delivered great customer service.

Multiple choice with pass mark questions – company culture-fit style We're interested in getting to know you a little better. Please choose only ONE of the following statements that best reflects you:

a) I like to be busy all of the time b) I like to plan things in advance

a) I like lots of variety in my work b) I like to do a job until it's finished

a) I like to work alone and get my job done b) I like to work with and help others

a) I like to follow rules & processes when completing a task b) I like to find shortcuts when completing a task

a) I like to make a decision and act quickly b) I like to leave decision making to others

a) I am curious about people b) I am reserved

a) I can be argumentative b) I respect authority

a) I like working under pressure b) I like to take things as they come

a) I like a job where I can work at my own pace b) I like a job that requires energy

a) I like to take responsibility for my actions b) I sometimes look for other people to blame for things going wrong

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