rol applicant help manual 2009-final

7/31/2019 ROL Applicant Help Manual 2009-Final

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Recr u i t m en t On l i ne ( ROL)

App l i can t Help Man u a l

Version date: 6 July 2010


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Disclaimer: While all attempts have been made to ensure that all content is correct,

there may be, due to any system changes made and approved, an impact on the visual

representation or the functionality of the software.


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Contents

Contents

RECRUITMENT ONLINE (ROL) FUNCTIONS ............................................................. .................5

END TO END RECRUITMENT PROCESS ..................................................................................................6 RECRUITMENT ONLINE NAVIGATION........................................................................................7

APPLICANT ACTIVITIES ...................................................... ............................................................ 8

REGISTERING AS EXTERNAL USER .......................................................................................................8 CURRENT EMPLOYEES........................................................................................................................10 CHANGE/FORGOT MY PASSWORD ......................................................................................................11 SETTING UP A PROFILE .......................................................................................................................12

SEARCHING FOR AVAILABLE JOBS...........................................................................................14

BASIC SEARCH ...................................................................................................................................14 ADVANCED SEARCH ...........................................................................................................................17

SAVING A SEARCH ..............................................................................................................................19 Job Search Agent ..........................................................................................................................20 RETRIEVING SAVED SEARCHES ..........................................................................................................22 SAVING JOBS ......................................................................................................................................22

CREATING AN ONLINE RESUME............................................................. .................................... 24

ACCESSING MY ONLINE RESUME ...................................................................................................25 NAVIGATING THROUGH YOUR ONLINE RESUME................................................................................26 SELF IDENTIFICATION SECTION ..........................................................................................................27 PREFERENCES SECTION ......................................................................................................................28

Employment Preference............. ............................................................... .................................... 28Location Preference................................................. ................................................................ .....29Subject/Duty Preference ...............................................................................................................32

Education Section ............................................................... .......................................................... 33Highest Education Level..................................................... .......................................................... 34Post Secondary Education .............................................................. .............................................. 34Teaching Methods.........................................................................................................................36

Licenses and Certificates ................................................................ .............................................. 37LANGUAGES SECTION.........................................................................................................................38 EMPLOYMENT HISTORY SECTION.......................................................................................................39 ATTACHMENTS SECTION ....................................................................................................................42

SAVING YOUR ONLINE RESUME............................................................. .................................... 44

SUBMITTING YOUR ONLINE RESUME INTO TALENT POOL.............................................. 45

WITHDRAWING YOUR ONLINE RESUME FROM THE TALENT POOL............................. 46

APPLYING FOR AN ADVERTISED POSITION............................................................................47SELF IDENTIFICATIONSECTION ..........................................................................................................49 EDUCATION SECTION .........................................................................................................................50

Highest Education Level..................................................... .......................................................... 50Post Secondary Education .............................................................. .............................................. 51Teaching Methods.........................................................................................................................52

Licenses and Certificates ................................................................ .............................................. 53LANGUAGES SECTION.........................................................................................................................54 EMPLOYMENT HISTORY SECTION.......................................................................................................55 SUBJECT/DUTIES SECTION..................................................................................................................57 ONLINE QUESTIONNAIRESECTION .....................................................................................................57 ATTACHMENTS SECTION ....................................................................................................................58

SUBMITTING

YOUR

APPLICATION

......................................................................................................60 CHECK THE STATUS OF YOUR APPLICATION ........................................................ ...............61

ROL Applicant Help Manual last updated 6 July 20103


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Contents


WITHDRAWING YOUR APPLICATION ............................................................. ..........................63

PROVISIONAL APPOINTMENTS...................................................................................................65

EXCESS REFERRAL..........................................................................................................................66

TROUBLE SHOOTING......................................................................................................................68

ASSISTANCE FOR APPLICANTS............................................................................................................68 TIME-OUT/AUTOMATIC LOGOUT ......................................................................................................68 ACCESSING RECRUITMENT ONLINE USING TEACHER LAPTOPS..........................................................68 MICROSOFT INTERNET EXPLORER 7 .............................................................. ..................................... 68USING INTERNET BROWSER CONTROLS .............................................................................................68 SORTING RESULTS IN LISTS ................................................................................................................68 REFINING SEARCH CRITERIA ..............................................................................................................69


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ROL Functions

Recruitment Online (ROL) Functions

Recruitment Online enables the following functionality:

For internal and external applicants to:

View information about current job openings in Schools.

Search for job openings that match their interests.

Save job search criteria.

Save job openings.

Save online resumes before they have been completed.

Submit job applications for specific job openings.

Submit resumes to the Talent Pool.

Attach responses to Selection Criteria, employment references, cover letters, andother documents.

Maintain and update their personal profile information

For Recruiters to:

Search for Applicants in the Talent Pool

Create new job openings

View job openings and complete the recruitment process.



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ROL End to End Recruitment Process

End to End Recruitment ProcessBelow is a flowchart showing the full recruitment process for applicants, recruiters andselection panel members using Recruitment Online.



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ROL Common Look & Feel

Recruitment Online Navigation

Below is a list of the common links, icons and buttons used throughout ROL.

Link/Icon/Button PurposeReturns the applicant logged in, to theCareers Home Page.

HelpThis link in the top right hand corner of eachscreen takes the user to a webpage wherethey can access the online help manual.

fTakes user to the previous section

Take user to the next section

Clicking on any of the Add . . . . links or

clicking on the + sign will add a new entry forthat sub-section. Once added, the relevantinformation will need to be entered.

Look Up Icon: Presents the user with a list ofvalues that they can chose from.

Trash Icon: Deletes the current row ofinformation. The user is prompted first toconfirm the delete.

Show All Columns Icon: Presents the userwith viewing more columns in the table

Calendar Icon: Clicking on the icon with the31 on it, opens up a calendar so you canpick a date. This also indicates that the fieldfor entry is a date field and will accept a validdate format.Any label that has an asterisk (*) next to itindicates that it is a mandatory field and thatinformation must be entered.

Saves the changes you have made.

Saves the changes you have made. Clickingon the Save button does not submit theonline resume into the talent pool or submit itfor a particular job openingSubmits the online resume to the talent poolor to the specified job opening for Applicants.For Recruiters, it submits the form they areworking with.Exits the online resume function withoutsaving. Takes the Applicant back to theCareers Home Page.Opens a new window with a display of theresume for the user. From this window, theuser can click on the print button to print theresume.Withdraws the online resume from the talentpool or from a specific job opening that the

Applicant has applied for



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Applicant Activities


All potential applicants looking for job openings with Victorian Government Schools will bepresented with the Careers Home Page.

From this Home Page, all potential applicants can perform a basic or advanced job searchbased on job categories. There is no need to log into the system to perform a job search.

You can access comprehensive online help on recruitment online byclicking on the Help link at the top right hand corner of each screen.

Registering as External UserIf you are a potential applicant but not currently employed in a Victorian Government Schoolyou can also search and apply for job openings.

Before you can use the system to save jobs you are interested in, submit a resume to thetalent pool or apply for a position, you must first register into the system. Remember, you

dont have to be a user or logon to the system to do a search.

To register as an External User, click on the Click here to Registerlink.



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This will take you to the registration screen. On this screen, you will need to enter a username and a password. The password needs to be entered twice to confirm it. This ensuresthat no mistakes are made while entering the password.

There are no restrictions on the content of your User Name, but there are in relation to yourpassword, as follows:

it is case-sensitive, so if you create a password with capital letters, then you mustuse capital letters whenever you enter that password;

passwords must contain a minimum of eight (8) characters; and

it must be alpha-numeric, that is, it must contain at least one number and at least oneletter of the alphabet.

If the user name you entered already exists in the database, a message will be displayedinforming you that the user name you chose already exists. When this happens, you willneed to enter a different user name, re-enter the password and try again.

This process can continue until you have entered a unique user name that can be stored in

the database.



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Current Employees

To log onto the system, enter your eight (8) digit employee number, including any leadingzeros and then enter your Edumail password.

Once you have logged into ROL, you will be presented with the ROL Careers Home Page.This page displays the top level menu, the My Careers Toolssection, Basic Job SearchCategories section, plus any notifications from any job agents you have set up. Once youhave logged into the Careers Home Page the Provisional Appointments section is removed



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Note: If you are an External Applicant you will not have access to the Applicant ReferralResponse Link in the above screen shot

Change/Forgot My Password

The Change/Forgot My Password function is available to both current employees andexternal users.

If you are a current employee and you have forgotten your password you can click theForgot/Change Password link under the heading DEECD Employees Only and follow theprompts.

If you are an external user and you have forgotten your password or your user name, thenyou can click on the Login Helplink on the Login screen.

You will then be presented with the Login Help screen where you can enter your user name toget a new password, or enter your email address to obtain your user name. The informationis then emailed to you at your preferred email address.

To be able to use this function, you must have entered the system and set up your emailaddress in your profile. If this is not done, the system cannot email your details to you.



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Setting up a Profile

Once you have logged into the ROL system, you will have the opportunity to change, or addyour profile details.

Click on the My Profilelink to add or update your contact details and VIT registrationdetails (if applicable).

All teachers in Victoria must obtain registration or permission to teach from the VictorianInstitute of Teaching (VIT) before they can commence employment in any VictorianGovernment schools. However, if you are soon to graduate from your teaching course or

your application for registration is in progress and you wish to register your details and/orapply for a job online, you should select Not Registered and indicate QualificationIncomplete or Registration Pending, as appropriate, in the Reason field on the My Profilepage. If offered employment, you must be registered by the VIT and have updated yourprofile accordingly, in order for a school to complete the hire process on ROL.

For more information and details on the registration requirements and process forobtainingregistration select the link to the Victorian Institute of Teaching.

http://www.vit.vic.edu.au/content.asp?Document_ID=1http://www.vit.vic.edu.au/content.asp?Document_ID=1


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The following table shows, for internal and external users, what information is automatically

loaded and what can be changed.

User Type InformationDefaulted from the

payroll?Changeable?

Internal Name

Address

Email Address

Phone

VIT Registration Status

External Name N/A

Address N/A

Email Address N/A

Phone N/A

VIT Registration Status N/A


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Applicant Activities Provisional Appointments

Searching for Available JobsYou do not have to be logged into the ROL system to perform a job search, although you willneed to be logged in to save a particular search or to apply for a job opening.

Basic SearchTo perform a basic category search, click at least one job category you want to search for andthen click on the Searchbutton.

Search categories are:

Education Support Teacher

Leading Teacher

Principal

Assistant Principal

Executive Class

The search results will display the currently open jobs in the Job Search results screen, whichmatch the basic search criteria you have entered.

The following information is available at the search results screen:

Description of the Position

Subject/Duty

School

When to apply by

Classification Code

Note: if there are more than 300 jobs in the Results, not all will be displayed. You may wishto select Advanced Search and enter more criteria.



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The following table explains the purpose of the buttons, links and icons on the Search ResultsPage

Icon/Link/Button Description

Clicking on the More Info tab, will display moreinformation about the job openings.

Clicking on the Show all columns button willreveal more information about the Job Openings

Clicking on any of the Position Description links fora Job Posting will allow you to view the Job

Description in more detail.

Scroll through the pages to view all Job Openingsby clicking on the Next, Previous buttons. Bydefault, the Job Openings are displayed indescending order of Job Number.

Selection check box. Click in check box toperform an activity with the Job Opening

Selects all Job Openings returned in searchresults section.

Unselects all Job Openings returned in searchresults section.

Saves the selected jobs to access at a later date.



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The following is an example of viewing extra columns when the Show all columns buttonhas been clicked.

Column Name Description

Position Description Description of the Job Opening

Subject/Duty Displays the Subject or Duty for the Job Opening

SchoolDisplays the School or Regional Office where thevacancy is located

Apply By Displays the date by which you need to apply forthe position

Classn CodeDisplays the Classification Code for the JobOpening (e.g. EXRT = Expert Teacher)

T/FDisplays time fraction or percentage of full-timeweekly hours (e.g. 0.4 is equal to 15.2 hours).

Employ TypeDisplays the employment type, Ongoing or FixedTerm

Employ ModeDisplays the condition of the employment salarystructure

Employ CondDisplays the employment condition for the Job

OpeningJob No. Displays the ID Number for the Job Opening.

To find out more information about a job opening, click on the position description link of thatparticular job opening.



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When the Job Description has been opened, you have the choice to either save the job soyou can attend to it later, apply for the job or return to the previous page.

Advanced Search

By clicking on the Advanced Search link, you will be presented with a screen where more

search parameters can be entered to further refine your search criteria.

The items that you can enter in the advanced search section are:

Job Opening ID (i.e. Job number)

Location Preferences (Local Government Area (LGA), Region or School)

Job Categories (e.g. Teacher, Education Support)

Job Classification Preference (avoid entering details here as all available jobs maynot be returned in search results. The exception is if you only want to search for jobsadvertised under one of the special recruitment programs specifically targeting recentgraduates, i.e. the teacher graduate program or the teaching scholarship scheme)

Subject/Duty Preference (e.g. Health Education, French, Mathematics )



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NOTE: For a more effective job search, a person wishing, for example, tofind SOSE/English teaching jobs, should enter the two subjects separatelyin the Subject/Duty section (entering both will include all those whichinclude English and all those which include SOSE).

Employment Preferences (avoid selecting options here as all available jobs may notbe returned in the search results)

When the search criteria have been entered, click on the Searchbutton, and the results, ifany, will be displayed.



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At this point, the Advanced Job Search area is automatically collapsed to show you thesearch results that have been retrieved.

To expand the Advanced Job Search area, click on the arrow icon. This will expand theAdvanced Search criteria section.

You can re-sort the results by clicking on the underlined headings at the top of each of theresults columns. Click on the heading a second time to change a sort from ascending todescending (or vice-versa).

Saving a search

ROL allows you to save your search criteria as a saved search for future uses. Theadvantage of this function is that you do not need to re-create your search criteria each timeyou wish to search for jobs.

Click on the Save Searchbutton, to be taken to the section where you can name yoursearch and save it.



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Enter a meaningful name for the search so that when it is retrieved later, it will be clear to youwhat the search was used for. The search name can be up to 20 characters long, includingspaces.

When you have named your search, click on the Save Searchbutton.

Job Search Agent

ROL also allows you to save your search criteria as a job agent. When you do this, ROL willcheck on a daily basis for job openings that match your saved search criteria. If there are newjob openings that match the job agent search criteria, the system sends an email to you tonotify you of those job openings.

Click on the Use As Job Agentcheckbox to select your saved search as your Job Agent.ROL will prompt you for an email address.



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The content of the email will use the summary information about job openings that match yoursaved search criteria, including the View/Apply link that when clicked on takes you to thelogin page.

ROL will also post a notification in the Notificationsarea on the Careers Home Page.Applicants can click the subject link on the notification to view the job agent search results.

You can only have one of your saved searches set as a Job Agent.

Click on the Save Searchbutton to save your search as a Job Agent.

You should regularly check that the search criteria you entered are still appropriate. You canchange it or stop it any time.


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Applicant Activities Creating an Online Resume

Retrieving Saved Searches

To access your saved searches, click on the My Saved Searcheslink. Thiswill take you to the list of your saved searches.

From here you can run your saved search by clicking on the Run Searchbutton. You can delete or edit your saved searches from this area.

With the Editfunction, you can rename your search, change the email addressthe alerts are sent to, or decide to use a search as your Job Agent, or deactivateit. Remember, you can only have one of your searches set as a Job SearchAgent.

You can deactivate the Job Search Agent at any time by removing the tick fromUse as Job Agent by clicking on the checkbox, then clicking the Save Changesbutton at the top. The status of your Job Agent for the search you selected willhave changed to Not used as job agent.

Saving Jobs

You can select and save job openings that are of interest to you and view orapply for these jobs at a later date. You can save jobs from several pages in theCareers component and view your saved jobs on the My Saved Jobspage.There is no limit to the number of jobs you can save.

After finding jobs you are interested in, if you wish to include a response to theSelection Criteria (which is strongly recommended), you should prepare it in anelectronic document outside of the ROL system (e.g. MS Word document). Toavoid having to find the jobs you are interested in again, you should Save Jobs in

the search results. Once you have finished preparing your Selection Criteriaresponse(s), you can logon and go straight to My Saved Jobs to continue toapply for the jobs.

ROL does not automatically remove Closed or Withdrawn jobs from your savedjobs list. You will need to manually delete these saved job openings.



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To save any jobs you wish to view or apply for, click in the check box next to thejob to be saved and then click on the Save Jobsbutton.

After saving your jobs, ROL will navigate you to the My Saved Jobsscreen,

where you can view the jobs that you have just saved.

Clicking the link Position Description will allow you to view the details of thatparticular Job Opening.



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To navigate to your saved jobs from any other screen, click on the menu link MySaved Jobsand the list of jobs will be presented to you.

Creating an Online Resume

ROL allows you to create an Online Resume to:

Save and keep for future use

Submit to the Talent Pool to be potentially searched by any Recruiter

Submit to an advertised position within ROL

At any time in the process of creating your Online Resume, you can save whatyou have done and come back at a later stage to complete it.



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Accessing My Online ResumeThe Online Resume you create can become the basis for all your online jobapplications you decide to make or be used for the talent pool if you elect to

place your details on that site.

To create an online resume, click on the My Online Resumelink on theCareers Home page.

The initial screen you will be presented with explains that this section is to createan online resume for either the talent pool or for a specific position. Click theContinuebutton to progress with creating the online resume. If you do notwant to proceed, click on the Return to Previous Pagelink.

On initial entry to the Online Resume/Application section, the system will informyou that your resume has not yet been submitted to the Talent Pool. You cansave your Online Resume at any time, without submitting it to the Talent Pool.You can complete it later, and then submit it, if you wish.



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You will then be prompted to fill out the necessary information for the OnlineResume.

Sections that are available for input are:

Self Identification

Preferences

Education

Languages

Employment History

Attachments (Limit 1)

Navigating Through Your Online Resume

To navigate through the different sections, you can either use the NextandPreviouslinks or you may choose to click on the sections link to take youdirectly to that section for the online resume. Do not use the internet browsersBack and Forward buttons as these will log you out of the site.



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Self Identification Section

Enter the details required in the Self Identification section. The table belowgives a description of the fields and whether those entries are mandatory

(required) or not.

Section Fields Description Mandatory?Self

IdentificationDate of Birth Enter your birth date

Gender Click on drop down arrow toselect your gender

Ethnicity Click on drop down arrow toselect your Ethnicity

Note: the Date of Birth and Gender fields will default in if you are a Departmentemployee.


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Preferences SectionThe Preferences Section allows you to add your preferences for Start Date, EmploymentType (Fixed Term or Ongoing), Desired Work Days, Location Preferences and your

Subjects and Duties.

The Job Categories section must be completed in order to save your resume.

Employment PreferenceYou can enter your employment preferences in the first section. If there are no specificpreferences for this section, you can leave all the values as their default value.



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Section Fields Description Mandatory?Preferences Desired Start Date Click on calendar icon to select a

date or type in your desired startdate

Employment Type Click on drop down arrow to select

your preferred employment type ofeither fixed term or on-going

Desired Work Days Click on your preferred workingdays (ROL will default to Monday toFriday)

Full/Part-Time Click on drop down arrow to changethe default of Either to Full Time orPart Time

Desired Hours Per Week You can enter your preferred hoursper week

Section Fields Description Mandatory?Preferences -

JobCategories

Job Categories Click on the desired job categoriesof Education Support, Teacher,Leading Teacher, Principal, andAssistant Principal.Multiple selections can be made.

Location Preferences Allows you to add whichpreferences by location you wouldprefer. The location can be either aRegion, Local Government Area(LGA) or school

Subject/Duty Preference Allows you to add the subjects and

duties you are qualifiedfor/interested in.

NOTE: It is preferable to indicate your Subject/Duty Preference beforeyou submit your Online Resume into the Talent Pool.

Location Preference

This section allows you to select your preferred location preferences. If you have no

specific preferences, you can leave this section blank.

Clicking on the Addicon or the Add Location Preference link will navigate you to the

Add Location Preferencesscreen. You can search for location preferences either byRegion, LGA or School



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Location Preference Drill Down Function

ROL allows you to drill-down in the locations to be able to view:

LGAs within a RegionSchools within a LGA

If you know the LGA or School you wish to search for, you can enter the details directly tosearch for a particular LGA or School.

In the above example, the initial criterion was to search by Region, where the RegionLocation began with the letter E.

This listed Eastern Metropolitan Region. To view all the LGAs within this region, we wouldclick on the List All Locations Withinlink.

To view all the schools within any of the LGAs, click on the List All Locations Withinlink. Click on any of the Selectcheck boxes to select that school.



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Schools Online Access

nline website for more information about Victorianocation

You can browse the Schools OGovernment Schools. To access this website, click on the map of Victoria in the LSearch Criteria screen.



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Subject/Duty Preference

This section allows you to add your preferences for Subjects and Duties. It is preferable toindicate your preferences in this section.

Clicking on the Addicon or the Add Subject/Duty Preferencelink will add a new lineentry where you can enter your preferred Subject//Duty.

Click on the Look Upicon (magnifying glass) to display a list of Subjects/Duties that youcan select from. Enter the Level for that particular Subject/Duty to indicate your Levelpreference(s).

For education support jobs, select Education Support in level.

To select a Subject/Duty, click on the particular Subject/Duty that is underlined. This willthen bring that value to the previous screen and populate the field.

Note: When entering subject/duty preference, do not select values with the word methodincluded in brackets in the description as these relate to teaching qualifications.



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Education Section

The Education Section allows you to enter in your Post Secondary Education, your

Teaching Methods and any Licenses or Certificates which you may hold



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Highest Education Level

This section allows you to indicate the highest education level you have attained.

Click on the drop down arrow for Highest Education Level, to select the highesteducation level that you achieved.

Post Secondary Education

Clicking on the Addicon or the Add Post-Secondary Education Historylink will takeyou to a screen to enter the relevant post secondary education information

On the Add Post-Secondary Educationscreen, the Country will default to Australia. Ifyou achieved a qualification outside of Australia, click on the drop down arrow and selectthe relevant country.

Enter the relevant State and then click on the Look Upicon to select the school.

Click on the dropdown arrow to select your Qualification. Click on the Look Upicon toselect your Field of Study.



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If your School, Qualification or Field of Study does not appear in the lists, please enter thedetails in the relevant Otherfields.

Click on the Graduated tick box, if you have graduated and enter the year of completionin the Completion Yrfield.

Note: If your field of study is not available in the look up list or you arenot able to find its closest match, you may wish to select the valueother.

Adding Major Subjects to Post Secondary Education

Once you have entered the details of the school and qualification, you will need to enter thedetails of the Major and/or Sub Major for that qualification. Multiple entries can be made ifyou have majored in more than one subject. You must select at least one major/sub majoror otherwise you cannot include the post secondary education information.



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Click on the Addicon or Add Majorlink to add a Major or Sub Major to yourqualification.

Note: If there is no Major for your qualification, select Not applicable from the list ofMajors.

Once you have entered your details:

Click on theSave & Returnbutton to preserve your entries and return you to the

Education History page. Click on the Save & Add Morebutton to save what you have done and clear out

the fields ready for your next entry.

Click on the Cancelbutton to return you to the Education History page withoutsaving any of your changes.

Teaching MethodsWhere you have entered a teaching qualification, click on the Addicon or the Add

Teaching Methodsto add your teaching methodology (teaching area studied) that youundertook as part of your course to become a qualified teacher.

This will present you with a new entry field to enter your Teaching Methods.

Click on Look Upicon to view a list of teaching methods. When entering this information,select Teaching methods in the Search by drop down list. Enter M in the beginswith field on the Look up teaching methods page. By doing so, as all teachingmethods have a prefix of M, only teaching methods will be returned, rather than the fulllist.



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To select the Teaching Method, click on the Description of the Teaching Methodrequired.

Licenses and Certificates

To enter any Licenses and Certificates you feel would enhance your online resume, click onthe Addicon or Add Licenses and Certificateslink to add a new entry.

This will take you to an entry screen where you can enter the details of the License orCertificate you wish to record.



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Click on the License/Certificatedrop down arrow to view a list of theLicenses/Certificates that you can select from.

Enter the details of the organisation that has issued this license or certificate and enter thelicense/certificate number and the date that it was issued.

Once you have entered your details: Click on the Save & Returnbutton to preserve your entries and return you to the

Education History page.

Click on the Save & Add Morebutton to save what you have done and clear outthe fields ready for your next entry.


Languages SectionClick on the Addicon or the Add Languageslink to add any languages that you arefamiliar with to enhance your online resume.

This will take you to a screen to enter the language and your speaking, reading and writingproficiency. Click on the Look Upicon to display a list of languages. Click on the dropdown arrow to select from a list of Low, Moderateor Highfor your speaking, reading orwriting proficiency in that language.


Click on the Save & Returnbutton to preserve your entries and return you to theEducation History page.




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The Save button is the only button which saves all of theinformation you have entered in the current session on ROL. Alwayssave before exiting the system, otherwise you will lose all that

information and it cannot be retrieved.

Employment History Section

Click on the Addicon or the Add Employment Historylink to add your employmenthistory to your online resume.

Enter the information that is relevant to your employment history.



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Section Fields Description Mandatory?Employment

HistoryStart Date Enter the start date of your

employment

End Date Enter the end date of youremployment. If you are stillemployed with this employer, thenleave this blank.

Employer Enter the name of your employer or

the school (not the Victorianeducation department) that youwere employed at

Ending Job Title Enter the job title or ole that youheld at the end of this employment,or if still there, your current title

Telephone Enter the contact telephonenumber of your employer

Comments Enter your key responsibilities ormajor accomplishments in that role.

Address Enter address details of theemployer

Repeat these actions for each employer/school as required. You should enter theinformation in the order of most recent first.



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Once you have entered your details: Click on the Save & Returnbutton to preserve your entries and return you to the

Employment History page.


Click on the Cancelbutton to return you to the Employment History page

without saving any of your changes.

The Save button is the only button which saves all of the information youhave entered in the current session on ROL. Always save before exitingthe system, otherwise you will lose all that information and it cannot beretrieved.



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Attachments Section

In this section you may attach a document you have prepared separately (MS Word format)which provides relevant additional information as part of your online resume, such asreferees and professional learning undertaken.

There is a limit of 300kb for the attached document.

Attachments will be checked for Viruses upon viewing files, if a Virus is foundrecruiters will be unable to access the attachment. It is advisable that youperform your own virus check prior to submission to ensure that your file isaccepted by the system.

Click on the Addicon or the Add Attachmentlink, to be presented with a screen onwhich you can add your document.

Click on the Add Attachmentlink, to display the browse screen to search your computerfor the document to be attached. When you have located your document, click theUploadbutton



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Click on the Save & Return button to save your attached document and return to theprevious screen. You can only attach one document for an online resume that is notassociated with an advertised position.

Attachments do not carry through when using the Online Resume toapply for an Advertised Position. They must be re-attached.


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Applicant Activities Saving an Online Resume

Saving your Online Resume

To save your Online Resume at any time, click on the Savebutton.

.The Save button is the only button which saves all of theinformation you have entered in the current session on ROL. Alwayssave before exiting the system, otherwise you will lose all thatinformation and it cannot be retrieved.

Clicking on the Exit Without Savingbutton will exit you from your OnlineResume without saving any of your changes.



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Applicant Activities Withdrawing an Online Resume

Submitting Your Online Resume into TalentPool

Once you are happy with the contents of the online resume, you can submit thatinto the Talent Pool.

Submitting your Online Resume to the Talent Pool allows any recruiter to haveaccess to your resume by searching the Talent Pool. This Online Resume is notattached to any particular Job Opening.

Other Applicants that do not have Recruiter Access will not be able to search foryour resume that you submit into the Talent Pool.

The Talent Pool refers to the applicants, internal and external, whohave proactively completed an online rsum and are genuinely

interested in and available for employment in Victorian GovernmentSchools.

Click on the Submitbutton to submit your resume into the Talent Pool.

You will be prompted to agree to the Privacy and Disclaimer terms. Click the Iagree to these termsto be able to submit your Online Resume into the TalentPool. The Privacy Provisions and Disclaimer for Recruitment Online are availablein links within the footer of all pages in the system, clicking on each will open anew window with the corresponding information. You should ensure you haveread this information prior to submitting your resume or application.



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Applicant Activities Withdrawing an Online Resume


A confirmation email will be sent to you to advise you that you have submittedyour resume into the Talent Pool.

When you re-enter the online resume section by clicking on the My OnlineResumelink from the Careers Home Page, a message is displayed informingyou that your resume is currently in the Talent Pool.

You can make any changes required and click on the Submitbutton to submit

the updated resume. .

Withdrawing your Online Resume from theTalent Pool

You can withdraw your Online Resume from the Talent Pool at any time.

From the Careers Home Page, click on the My Online Resumelink, to takeyou into your Online Resume.

To withdraw the resume from the Talent Pool, click on the WithdrawApplicationbutton

This will withdraw your Online Resume from the Talent Pool, and your details willno longer be searchable by Recruiters, although your rsum will still be storedin the system.


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Applicant Activities Applying for Position

Applying for an Advertised PositionYou can lodge an application through Recruitment Online up until midnight on theadvertised closing date. Applicants who are unable to access or useRecruitment Online may submit a written application (hard copy) which must

reach the school no later than the advertised closing date. Late applications maybe accepted at the discretion of the principal.

Whilst applying for a job, you can use the Save button at any time to save yourwork without submitting the application.

Once you have saved and/or submitted an application or online resume (filling inEducation, Languages, Employment History etc.), you will not have to re-enteryour Self-Identification, Education, Languages, Employment History because itwill default in, based on what you entered previously. You will still be able toupdate any information if it is out of date.

When you have located a job opening that you wish to apply for, you will need to

formally apply for that position and submit your online resume for that position.

The position may be one that was located by an ad-hoc search, one of yoursaved searches, or a result from your job agent search that runs on a nightlybasis.

To apply for a position, you must first go into the details of that job opening. Thisis done by clicking on the name of the Position Description. This will open upthe details of that particular job opening.



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Click on the Apply Nowbutton to start the process of applying for the JobOpening. You will be taken to a confirmation screen, and you will need to clickon the Continuebutton to continue the process of lodging your application.

After you click on the Continuebutton, you will be taken to the Online

Resume/Application screen where you create/update your online resume for thisposition.

If you have previously created an Online Resume, ROL will use that as a basisfor the Online Resume to be submitted for the Job Opening. You can modify anysection of your resume in order to tailor it to the Job Opening.

If you have not created an online resume previously in ROL, then you will need toenter all the relevant details. Be aware that the information you submit this waywill only be saved in this particular application.



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To navigate through the different sections, you can either use the Nextand

Previouslinks or you may choose to click on the sections link to take youdirectly to that section for the online resume.

Self Identification Section

Enter the details required in the Self Identification section. The table below givesa description of the fields and whether those entries are mandatory (required) ornot.

Section Fields Description Mandatory?Self

IdentificationDate of Birth Enter your birth date

Gender Click on drop down arrow toselect your Gender

Ethnicity Click on drop down arrow toselect your Ethnicity


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Applicant Activities Checking Status

Education Section

The Education Section allows you to enter in your Post Secondary Educationinformation, your Teaching Methods and any Licenses or Certificates which you

may hold

Highest Education Level

This section allows you to indicate the highest education level you attained.

Click on the drop down arrow for Highest Education Level, to enter the highesteducation level that you achieved.



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Post Secondary Education

Clicking on the Addicon or the Add Post-Secondary Education Historylink will take you to a screen to enter the relevant post secondary educationinformation

On the Add Post-Secondary Educationscreen, the Country will default toAustralia. If you achieved a qualification outside of Australia, click on the dropdown arrow and select the relevant country.Enter the state and then click on the Look Upicon to select the school.

Click on the dropdown arrow to select your Qualification. Click on the LookUpicon to select your Field of Study.

If your School or Qualification does not appear in the lists, please enter thedetails in the relevant Other fields.

Click on the Graduatedtick box if you have graduated and enter the year ofcompletion in the Completion Yr field.



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Note: If your field of study is not available in the list or you are not able to find itsclosest match, you may wish to select the value other.

Adding Major Subjects to Post Secondary Education

Once you have entered the details of the school and qualification, you will needto enter the details of the Major and/or Sub Major for that qualification. Multipleentries can be made if you have majored in more than one subject. You mustselect at least one major/sub major otherwise you cannot include the postsecondary education information.

Note: If there is no Major for your qualification, select Not applicable from the listof Majors.

Click on the Addicon or Add Majorlink to add a Major or Sub Major to yourqualification.


Click on the Save & Returnbutton to preserve your entries and returnyou to the Education History page.

Click on the Save & Add Morebutton to save what you have doneand clear out the fields ready for your next entry.

Click on the Cancelbutton to return you to the Education History

page without saving any of your changes.

.The Save button is the only button which saves all of theinformation you have entered in the current session on ROL. Alwayssave before exiting the system, otherwise you will lose all thatinformation and it cannot be retrieved.

Teaching MethodsWhere a teaching qualification has been entered, you must click on the Addicon or the Add Teaching Methodsto add your Teaching methodology (orteaching area studied) that you undertook as part of your course to become aqualified teacher.

This will present you with a new entry field to enter your Teaching Methods.



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Click on Look Upicon to view a list of teaching methods. When entering thisinformation, select Teaching methods in the Search by drop down list.Enter M in the begins with field on the Look up teaching methods page.By doing so, as all teaching methods have a prefix of M, only teaching methodswill be returned, rather than the full list.

To select the Teaching Method, click on the Description of the Teaching Methodrequired.

Licenses and Certificates

To enter any Licenses or Certificates you feel would enhance your onlineresume, click on the Addicon or Add Licenses and Certificateslink to adda new entry

This will take you to a screen to enter the details of the License or Certificate youwish to record.



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Click on the License/Certificatedrop down arrow to view a list of theLicenses/Certificates that you can select from. Enter the details of who hasissued this license or certificate; enter the license/certificate number and the datethat it was issued.




Click on the Cancelbutton to return you to the Education History

page without saving any of your changes.

Languages Section

Click on the Addicon or the Add Languageslink to add any languages thatyou are familiar with to enhance your online resume.

This will take you to a screen to enter the language and your speaking, readingand writing proficiency. Click on the Look Upicon to display a list oflanguages. Click on the drop down arrow to select from a list of Low, Moderateor Highfor your speaking, reading or writing proficiency in that language.



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Click on the Cancelbutton to return you to the Education Historypage without saving any of your changes.

The Save button is the only button which saves all of theinformation you have entered in the current session on ROL. Alwayssave before exiting the system, otherwise you will lose all that


Employment History Section

Click on the Addicon or the Add Employment Historylink to add youremployment history to your online resume.



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The Employment History page allows you to record your employment historyincluding your current employment details and/or teacher placements undertakenduring training.Section Fields Description Mandatory?

EmploymentHistory

Start Date Enter the start date of youremployment

End Date Enter the end date of youremployment. If you are stillemployed with this employer, thenleave this blank.

Employer Enter the name of your employer orthe school (not the Victorian

education department) that youwere employed at

Ending Job Title Enter the job title or ole that youheld at the end of this employment,or if still there, your current title

Telephone Enter the contact telephonenumber of your employer

Comments Enter your key responsibilities ormajor accomplishments in that role.

Address Enter address details of theemployer

Repeat these actions for each employer/school as required. You should enter theinformation in the order of most recent first.


Click on the Save & Returnbutton to preserve your entries and returnyou to the Employment History page.


Click on the Cancelbutton to return you to the Employment Historypage without saving any of your changes.

The Save button is the only button which saves all of the

information you have entered in the current session on ROL. Alwayssave before exiting the system, otherwise you will lose all thatinformation and it cannot be retrieved.



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Subject/Duties Section

The subjects or duties that are relevant to the job you are applying for, asentered by the Recruiter will be listed for you in this section, except if it is aPrincipal or Assistant Principal position you are applying for.

You must complete this section.

For teacher jobs, you will need to indicate a level for each subject that has beenentered.

For education support jobs, select Education Support.

Online Questionnaire Section

In this section you are required to answer any questions (if any) that theRecruiter has deemed important for this job opening.



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Attachments SectionSelection criteria documentThis section allows you to attach to the online application a document in whichyou have responded to the Selection Criteria for the Job Opening. It is stronglyrecommended that you attach this document for each job you apply for.

You may also include other relevant information in this document, such asreferees, references, and professional learning undertaken.

When completing your online resume you will not be prompted in the system toenter this information. You should include your list of generally up to 3 nominatedreferees at the end of the document with your responses to the Selection Criteria.You should include for each of your nominated referees:

Title (e.g. Mr, Mrs, Miss, Dr)

First Name and Family Name

Job Title (e.g. Principal, Co-ordinator) and Employer Contact details-telephone number(s), email address

Reference type (e.g. personal, professional or both)

As there is a limit of 300KB for this document, it is recommended that thedocument contains text only and not images which will increase the documentsize.

Note: If you require a significant amount of time to prepare the attachment, it isadvisable that you click on the Savebutton to ensure that all your previousinformation is maintained.

.The Save button is the only button which saves all of theinformation you have entered in the current session on ROL. Alwayssave before exiting the system, otherwise you will lose all that


Compassionate Transfer Approval letterIf you have been granted compassionate transfer status, the electronic version ofthe letter granting you this status should be attached in this section.

Click on the Addicon or the Add Attachmentlink, to browse your computerto attach the document.



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Click on the drop down arrow for the Attachment Type to select SCResponse/Additional Info and then Compassionate Transfer Approval (onlyif applicable to you).

The Attachment Purpose field is a free text area and you can enter up to 30characters (including spaces) in this field.

Once you have uploaded your document: Click on the Save & Returnbutton to save your attachments and

return you to the Attachments section.

Click on the Save & Add Morebutton to save your current attachmentand clear out the fields ready for your next attachment (if applicable toyou).

Click on the Cancelbutton to return you to the Attachment sectionwithout saving any of your changes.

Note: You should ensure your system performs regular up to date virus scans.Recruitment Online will perform a virus check on attachments prior to them beingviewed. If a virus is detected, the file will not be available to recruiters or you.You will not receive any notification if a virus was detected.



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Submitting Your Application

Once you are happy with your responses for the job opening and have attachedthe relevant Selection Criteria document, you will need to submit yourapplication.

Clicking on the Savebutton, saves your application with a Not Appliedstatusbut does not submit your application to the recruiter. You will need to return laterin order to submit your application.

You can lodge an application through Recruitment Online up until midnight on theadvertised closing date. Applicants who are unable to access or useRecruitment Online may submit a written application (hard copy) which mustreach the school no later than the advertised closing date. Late applications maybe accepted at the discretion of the principal.

You must click on the Submitbutton to submit your application to the recruiter.You will be sent an email confirming that you have submitted your onlineapplication.

When you have saved or submitted your application for the job opening, theApplications link at the Careers Home page will increase from zero (0) to one (1).

As you apply for more positions, this will change the number on that link. Thisnumber is only visible to you.

You will be prompted to agree with the Privacy and Disclaimer terms. Click onthe I agree to these termsto be able to submit your Online Application for thisJob Opening.

A confirmation email will be sent to you to advise that you have applied for the

position.



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If an Applicant submits an Application without an Attachment they will bepresented with the following message

Once you have submitted an application, you cannot modify the application. Youare advised to open the existing application, withdraw it, and then submit a newapplication. When entering details for the second time, many of the details willdefault from your previous application but not subject/duties, questionnaireanswers or your attachments, these must be re-entered/reattached.

Check the Status of Your Application

To view the status of your application, click on the Applicationslink in the MyCareer Toolssection of the Careers Home page. This will navigate you to thelist of positions that you have applied for (including those which you have savedbut not submitted) and those applications you have withdrawn online andapplications that youve been linked to.

Alternatively, click on the My Careers Toolson the Application Menu area.



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From this section, you can see what Job Openings you have applied for or havebeen linked to, and your status regarding that application. The following statusesare shown:

Status Description

Applied You have submitted an application, or a recruiter has linked youto the job opening.Not Applied You have saved the application without submitting it.Withdrawn You have submitted the application, and then withdrawn it.

Linked A Recruiter has linked you to the Job Opening

If you have many applications, you can filter the results by clicking in theDisplay application from drop down list and selecting the relevant period.Click on the Refreshbutton, to re-display your applications.


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You need to check your email account regularly, as emails are used withinRecruitment Online to notify you of the status of applications, any job searchagent results etc. You will be notified by phone or email, based on yourpreference, to organise an interview, for a job offer or to confirm a hire.

If you are getting a pop-up message advising you that the status of the job

vacancy you wish to apply for online has changed, that job is no longer availableas it has been withdrawn by the school. When a vacancy is withdrawn, this isprocessed overnight by the system and the position which is visible butwithdrawn on the day of the withdrawal will no longer be visible from the nextday. You may wish to contact the school directly for further information anddetails.

Withdrawing Your Application

If you wish, you can withdraw your application at any time up until the closingdate of the job opening.

After the closing date has passed, you will need to contact the school in writing,where the Recruiter can withdraw your application on your behalf.

To withdraw your application before the closing date, go to your applicationslisting by either clicking on the Applications link or clicking on the My CareerToolslink.

Click on the name of the Job Opening that you wish to withdraw from.



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Click on the Withdraw Applicationbutton, to withdraw your application fromthis particular job opening.

The status of your job application will be Withdrawn and an email will be sent

to your nominated email address to inform you that you have successfullywithdrawn your application.


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Provisional appointments

The transfer or promotion of an ongoing member of teaching service to anotherongoing position in the teaching service (i.e. assistant principal, leading teacher,

teacher or education support class employee) is provisional and subject to reviewby the Merit Protection Board (MPB).

Appointments under the teaching service are not subject to review by the MPB incases where staff who have priority status, such as those who have beendeclared excess or granted compassionate transfer status, have been referredand selected for an advertised vacancy.

The details of a provisional appointment, including the grievance closing date,will be available from the day after applicants have been notified through theRecruitment Online system of the selection outcome. The details will beaccessible through the Provisional Appointments link onthe Careers pageonRecruitment Online for fourteen (14) calendar days for all applicants to viewand determine their eligibility to lodge a selection grievance.

Note: if there are more than 300 provisional appointments in the Results, not allwill be displayed. You may wish to click on Find, and then enter the JobOpening number(s) you are interested in.

To browse the Departments policy information regarding selection grievances,including determining your eligibility to lodge a grievance, click on theProvisional Appointments Policy link on the Provisional Appointmentspage.

Appointments can only be confirmed following advice that no grievances havebeen lodged or that any grievances have been resolved.

The Return to Previous Page link will get you back the Careers Page



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Excess Referral

If you have been declared in excess, your principal will need to search for

appropriate job vacancies and forward them to you through the RecruitmentOnline System. You should also be searching for suitable vacancies.

You will only be able to access these through your internal EduMail account.You will receive an email containing the job(s) your Principal wishes to refer youto and a link to the Recruitment Online system. Click on the link, and follow theprompt to login. You will then be presented with the Referral Response Page.

To review and respond to the jobs that have been sent to you, click on theApplicant Referral Responselink. You will be shown the list of job openingsthat have been referred. You can click on the Position Description to viewdetails of the job.

Once you have decided whether you wish to accept or decline the referral(s),check the corresponding box alongside each job opening and click the Savebutton.

You will receive an email informing you of the jobs you have accepted referral to.

Your principal who referred the job(s) will also be informed of your choice.Additionally, the principal(s) of the school(s) advertising the jobs you haveaccepted will be informed of your acceptance (i.e. to apply for the job).

To continue to apply for the job, you can follow the link provided in the email orreturn to Career Home and click on the My Saved Jobs link at the top of thepage.



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Note that My Saved Jobspage will include any job(s) you have saved in additionto the referred job(s) you have accepted.

To proceed with an application for the job, click on the Position Descriptionlink and apply for the job as you would any other job.

Excess employees are strongly encouraged to provide a response to theselection criteria for the job as part of their application.



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Trouble Shooting

If you are experiencing difficulties in using Recruitment Online, thisinformation may assist you in resolving your problem.

Assistance for Applicants

This Applicant Help Manual is available on the Departments HR websiteHRWeb by clicking here Applicant Help Manual and can also be accesseddirectly at any time once you are in the Recruitment Online system, by clickingon the Help link in the top right hand corner of each screen.

Time-out / Automatic Logout

To ensure system security, Recruitment Online will automatically log you outafter 20 minutes of inactivity. If you plan to be inactive for more than 20 minutes,please ensure you save your work.

Accessing Recruitment Online Using Teacher Laptops

Some teaching staff have experienced issues when using their laptop to accessROL from home due to the proxy server settings on the laptop for connecting tothe schools domain. To enable access from home, laptops should have thelaptoplogin.vbs script installed to support different login scripts based on IPaddress. Details are available in the IBM r52 Install Instructions and Scripts

(http://www.eduweb.vic.gov.au/techroom/forums/20160/ShowPost.aspx)

Microsoft Internet Explorer 7

Microsoft has available for download version 7 of Internet Explorer (IE7).Recruitment Online is based on a PeopleSoft platform which is yet to be certifiedfor use with the new version of Internet Explorer. Recruitment Online users whohave downloaded IE7 are unable to successfully log in to Recruitment Online.Currently there is no setting that can be altered to overcome this issue.Instructions for de-installing IE7 are available from the Microsoft web site

(http://msdn.microsoft.com/ie/releasenotes)

Using Internet Browser ControlsRecruitment Online (ROL) does not handle the use of your Internet Browser's(e.g. Internet Explorer, Safari, Mozilla...) navigation buttons. It is strongly advisedthat you do not click the Back or Forward buttons whilst you are in ROL.

Sorting Results in Lists

After performing a search, clicking on the Look Up icon or viewing a list ofresults, you can always re-sort the result by clicking on the headings atop theresults. Click on the heading a second time to change a sort from ascending todescending (or vice-versa).

http://www.eduweb.vic.gov.au/hrweb/careers/rol89_help/rol_help_applicants.htmhttp://www.eduweb.vic.gov.au/techroom/forums/20160/ShowPost.aspxhttp://msdn.microsoft.com/ie/releasenoteshttp://msdn.microsoft.com/ie/releasenoteshttp://www.eduweb.vic.gov.au/techroom/forums/20160/ShowPost.aspxhttp://www.eduweb.vic.gov.au/hrweb/careers/rol89_help/rol_help_applicants.htm


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Refining Search Criteria

On search results screens (e.g. Job Search, Job Opening Search), you canreview and refine your search criteria without returning to the search screen andre-entering all criteria. To do this, look for the text 'Click icon to...' above thesearch results and click on the >icon, this will display your search criteria for

refining your criteria or saving the search. The following image illustrates this.

rol applicant help manual 2009-final

Documents