4 January 2017 1 © NHS Jobs 2017

Copying applications between vacancies

Summary NHS Jobs has implemented an enhancement to allow applications from one vacancy to be copied to another vacancy. This document describes the process from the employer’s perspective and also demonstrates what the applicant will see. Following legal advice obtained by the Department of Health, an employer will need explicit consent from an applicant in order to take advantage of this new feature to copy an application to a new vacancy. Employers will be responsible for contacting the applicant directly to explain why they wish to copy their application to a new vacancy, BEFORE, making an online request. The training environment provides a safe environment to try out and explore the feature further before making a request to copy real applications. Please note it is not possible to copy an application from a vacancy using a Standard application form to a vacancy with a Medical and dental application form.

How will this work? A new action ‘Request copy’ is available against online applications in most states. The request copy action will not be available for applications in any of the following states: ‘Invited to Interview’ ‘Interview Booked’ ‘Stopped’ ‘Reset’ ‘Incomplete’ or for offline applications.

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The action can be taken against individual applications, or as a group action against multiple applications, provided they are being copied to the same vacancy.

After selecting the ‘Request copy’ action you will be presented with a screen (see below)

which asks you to enter the new vacancy you wish to copy the application(s) over to. In

addition you will be asked to confirm that your organisation has notified the applicant(s)

that you wish to copy their application.

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Once you have confirmed the action, the status of the application will change to ‘Copy

Requested’. The applicant will need to confirm their acceptance online via their NHS Jobs

account before the copy action will be completed by the employer.

Please note: an applicant can only give their consent via their NHS Jobs account.

Application forms can only be copied to similar forms, therefore, an application submitted

using a Standard application form can be copied to a new vacancy using a Standard

application form. It is not possible to copy an application submitted using a Standard

application form to a vacancy with a Medical and dental application form

What will the applicant see?

The applicant will be sent an email informing them of the request to copy their application. They will also receive a notification in their NHS Jobs account. They will have the option to ‘confirm’ or ‘decline’ the copy request, and will also be able to add an optional comment which will be included in the email notification to the recruiter. Their comment will also be viewable within the applicant’s notes. The email sent to the applicant will be similar to the example below:

Subject: Request to copy your application for Staff Nurse submitted on 12/09/2016 to a new advertised post Dear Anthea, NHS Test Employer Havant would like to copy your application for Staff Nurse (job reference: ME2-COPYAPP-VAC-5), submitted on 12/09/2016, to the following advertised vacancy. * New job title: Staff Nurse * New job reference: ME2-COPYAPP-VAC-6 To either approve the copy of your application to this new post or decline, please log into your NHS Jobs account and access the 'Copies Requested' area of 'My Applications'. Or click the link below: Link to copy requests

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In giving your approval, please note you may be required to provide answers to some questions that have not been asked in your original application in order for your new application to be considered. Once completed, your application and any associated pre-employment checks information will be copied to the new advertised post. The new application will then appear in your list of 'Submitted' applications. The original application will also be listed, but with a status of 'Copied'. You can decline the copying of your application via 'My Applications' / 'Copies requested'. Your original application will continue to be available in your list of 'Submitted' applications. On making your decision, you can add additional notes which will be made available to the recruitment team responsible for the new post. Kind regards, The NHS Jobs Team

Details of the copy request will appear in the ‘My Applications’ section of the applicant’s

account under ‘Copies requested’ with ‘Decline copy’ and ‘Confirm copy’ options available

as shown in the image below:

Confirming the copy request The applicant may be required to answer additional application form questions for the new vacancy. The applicant will be made aware of this with the following notification on the ‘Copies requested’ page:

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If the applicant chooses to confirm the copy request, they will be required to agree to a mandatory declaration (see image below).

If the applicant would like to send any additional information to the recruiter relating to the new vacancy, they can add this in an optional text box which will be revealed by ticking the ‘Do you wish to send the employer any information about this new application?’ checkbox (highlighted in the image below). Applicants will be able to include up to 4,000 characters of text here.

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Any additional information entered here is included as a note on the application and is included in the email confirmation that the recruitment team receives. Once the copy has been completed successfully, an on screen confirmation will be displayed to the applicant. Additionally, the ‘Copies requested’ area of the ‘My Applications’ page of their account will show the details of the copy:

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The new application will be listed under ‘Active applications (submitted)’:

Applicant declines the copy request

If the applicant decides they do not wish to have their application copied, they can decline

the copy and optionally send the recruitment team a message.

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What will the recruiter see? The recruitment officer will be notified by email of the applicant’s response. The email will include any information the applicant may have chosen to include when confirming or declining the copy request. This information will be available to the recruitment team as a note on the application form for that applicant. On the vacancy the application was copied from, the application status will indicate whether the application was copied or the copy request declined (see below):

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The history of the copy request activity will also be recorded in the application history which

is accessed by clicking on the application status. For example:

Application history for declined copy

Application history for confirmed copy

On the vacancy the application is copied to, the application will be shown with a status of

‘New’ with the following icon to indicate it is a copied application.

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The application history will indicate the application was created from a copy:

If the applicant declines the copy request, the Recruitment Officer will be notified by email

and the application status will show as (Copy Declined).

If the applicant accidentally chooses to confirm or decline the copy in error, they will need

to contact the recruiting organisation directly for further assistance to ensure the copy is re-

requested, or the copied application is withdrawn from the new vacancy as appropriate.

Withdrawing a copy request

If you have made a copy request in error, or no longer wish to copy that application, it is

possible to cancel the copy request through the ‘Actions’ button on the relevant application.

The applicant will receive an email informing them that the request has been cancelled and

the application will return to the state that it was in prior to the copy request.

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Note: once the applicant has confirmed the copy request, it will no longer be possible to

withdraw a request.

What happens to the source application after it has been successfully copied?

Once an application has been successfully copied to another vacancy, it will have a status of

‘Copied’.

This is considered to be a ‘terminal state’ and it will not be possible to perform any further

actions other than to request a copy to another vacancy (if required).

If the application was at a state where Pre-Employment Checks (PECs) were active, the PECs

will be considered to be complete for that particular application.

Note: where pre-employment check information exists for an application that is being

copied (e.g. reference check information), these will be copied with the application to the

target vacancy.

Restrictions on copying applications It will not be possible to copy an application if:

1. The applicant has not confirmed their acceptance

2. The applicant has already made an application directly to the target vacancy

3. The source and target vacancies are using different applications forms e.g. it is not

possible to copy an application from a vacancy using a standard form to a vacancy

with a medical and dental vacancy form

4. The target vacancy needs to be at either ‘Advert open’ or ‘Advert closed’

5. The source vacancy needs to be at either ‘Advert open’ or ‘Advert closed’

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Appendix A: email formats

Copy request email sent to applicant

Subject: Request to copy your application for Staff Nurse submitted on 12/09/2016 to a new advertised post Dear Anthea, NHS Test Employer Havant would like to copy your application for Staff Nurse (job reference: ME2-COPYAPP-VAC-5), submitted on 12/09/2016, to the following advertised vacancy. * New job title: Staff Nurse * New job reference: ME2-COPYAPP-VAC-6 To either approve the copy of your application to this new post or decline, please log into your NHS Jobs account and access the 'Copies Requested' area of 'My Applications'. Or click the link below: Link to copy requests In giving your approval, please note you may be required to provide answers to some questions that have not been asked in your original application in order for your new application to be considered. Once completed, your application and any associated pre-employment checks information will be copied to the new advertised post. The new application will then appear in your list of 'Submitted' applications. The original application will also be listed, but with a status of 'Copied'. You can decline the copying of your application via 'My Applications' / 'Copies requested'. Your original application will continue to be available in your list of 'Submitted' applications. On making your decision, you can add additional notes which will be made available to the recruitment team responsible for the new post. Kind regards, The NHS Jobs Team

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Notification email to recruitment officer that copy request has been accepted

Subject Your application copy request for AR-291-039-43 (Applicant: Susie Mai), requested on 17/11/2016, to the new advertised post has been accepted by the applicant Dear colleague Your application copy request for AR-291-039-43 (Applicant: Susie Mai), requested on 17/11/2016, to the new advertised post has been accepted by the applicant. Details are as follows: Source post: * Post Title: 9022 - CCN 36 1 * Post Reference: LEC-A-16-0377 Destination post: * Post Title: 9022 - CCN 36 2 * Post Reference: LEC-A-16-0384 New Application: * Application Reference: AR-291-040-01 * Applicant Name: Susie Mai Kind regards, The NHS Jobs Team

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Notification email to recruitment officer that copy request has been declined

Subject Your application copy request for AR-291-040-19 (Applicant: Jim Smith), requested on 17/11/2016, to the new post has been declined by the applicant Dear colleague Your application copy request for AR-291-040-19 (Applicant: Jim Smith), requested on 17/11/2016, to the new post has been declined by the applicant. Details are as follows: Source post: * Post Title: 9022 - CCN 36 1 * Post Reference: LEC-A-16-0377 Destination post: * Post Title: 9022 - CCN 36 2 * Post Reference: LEC-A-16-0384 Application requested for copy: * Application Reference: AR-291-040-19 * Applicant Name: Jim Smith <Decline reason, if given, is provided here> If you wish to copy the application to a different post please request the copy again. Kind regards, The NHS Jobs Team

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Notification to applicant that copy request has been cancelled

Subject Application Copy Request for Staff Nurse requested on 22/11/2016 has been cancelled Dear Karin, NHS Training Employer has cancelled its original request to copy your application for Staff Nurse (job reference: NTE-JJ-NOV-12A), requested on 22/11/2016, to the new post. If this is not what you expected, please contact the organisation directly. Your original application (Reference: AR-290-507-41) to the vacancy referred above is still listed in your NHS Jobs account as a 'Submitted' application and you can access this application via "My Applications": My applications Kind regards, The NHS Jobs Team

Notification email to recruitment officer on target vacancy that application has

been copied from another vacancy

Subject Application created in Staff Nurse (NTE-JJ-DOE-SALARY) via copy Dear colleague An application from Susie Mai has been added to Staff Nurse (NTE-JJ-DOE-SALARY) by being copied from another post. This has been done with the applicant's approval. The application reference is AR-290-508-85. Note from the Applicant: Please note that I am now on holiday for two weeks. The details of the original post and application are as follows: * Post title: Staff Nurse * Post reference: NTE-JJ-NOV-24A * Application reference: AR-290-507-47 Kind regards, The NHS Jobs Team