updating step / status of applicant & create offer...updating step / status of applicant &...

Updating Step / Status of Applicant & Create Offer

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1. Click ‘Recruiting’ at the top left side of the screen or in the menu box.

2. In your dashboard under Requisitions, click Open to pull up a list of all open requisitions.


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3. To view the candidates that have applied and who have passed the HR Screen step, click the number

under the person symbol ( )

4. Click the name of the applicant to view their credentials. Review the candidate’s information by clicking each of the arrows located on the left side of each number. To view other applicants, click the arrows at the top right of the page to navigate through each application.


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5. If the candidate does not meet the minimum qualifications of the job, you will need to update the step/status. Select ‘More Actions’. From the dropdown, select ‘Change Step / Status”

6. The applicant is currently in the “HM Screen” Step and “To Be Reviewed.” To update the status to disqualify the applicant, select the “New Status” dropdown and choose “Rejected.” Click “Save and Close.” You have now disqualified this applicant from the current job posting. Only update the applicants that do not meet the minimum qualifications.


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7. After updating the statuses of those not qualified, you may view your candidate pool and update the statuses of those who have passed the HM screen. Follow the steps below for updating the status.

8. In updating step status, multiple applicants can be changed at once by selected the check box next to their names. Select “More Actions” and “Change Step/status…”


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9. Select “Passed Screening” and then click “Save and Continue.” Place all reviewed applicants on a Screening Matrix and attach the completed Matrix to the requisition. From the pool of candidates who pass screening, you can choose who you will interview.

10. After reviewing the candidates for interview suitability, update the status to one of the following: Pending Interview, Phone Screen, Interview, Passed Interviews, Rejected, Withdrew. The selections that indicate (*) are required for moving forward. If the applicant is selected for interview, select “Pending Interview.” This will indicate you are planning to interview the candidate.


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11. Ensure you are taking adequate notes during the interview step. You will need to attach all interview notes to the candidate. Notes can be attached to the candidate’s record by selecting a candidate and clicking the paperclip icon.

12. After interviews are complete, update the step/status for all candidates interviewed. If the candidate is rejected, select the “Rejected” status under the “Interview Step.”


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13. Once you have selected your finalist(s) and are ready to move them into the offer stage, you will need to update the step/status for the applicant(s) to “Passed Interviews.”

14. To move a candidate to the Offer step, select “More Actions”, “Change Step/status…”, And select “Offer to be Made”. Click “Save and Close”. Note: Do not select “Save and Continue” – this will take you to an invalid screen.


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15. Click on the candidate you want to extend an offer to.

16. From within the candidate’s record, select “More Actions” and “Create Offer”


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17. You will be prompted to complete the offer grid. It is very important that you fill this information out correctly, because it will populate the offer letter and this information will be sent for approval.

18. You may click the arrows to prepopulate


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19. Start Date: the planned start date Expiration Date: the date the offer will expire Position Number: the position number will populate from the requisition Position Type: Indicate Full or Part Time Department: this will feed from the requisition Hiring Manager & Hiring Manager Email: if you did not add this to the requisition, you will need to populate it for the offer letter. The Hiring Manager is the actual hiring official. Salary (Pay Basis): the proposed salary. The req automatically pulls across the minimum salary. If you are proposing a higher salary, you will add the new salary in this field and add comments to your request at the bottom. Remember, salary should be listed as HOURLY or MONTHLY…this is the salary that will feed into PeopleSoft. After you have entered Salary (Pay Basis), click the calculator to determine Annualized Salary. Do not enter a value in Annualized Salary. Exemption Status: FLSA exemption – is the person exempt from overtime (exempt) or not (non-exempt)


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20. Salary Exception: If this offer qualifies as a salary exception, add comments Assignment End Date: if applicable Grade: pulls over from requisition. Internal or Rehire: If yes, indicate PeopleSoft ID) Employment Action: Indicate whether applicant is a new hire, rehire within a year, rehire over a year, or a Transfer


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21. Building and Room Location: Select from dropdown Add Notes and / or Comments as needed. When the Offer is complete, click “Save” and then “Create” to generate the offer.

22. Choose an offer letter from the template dropdown and click “Select”


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23. Select “Next”. This will prompt you to fill in any information necessary to complete the offer letter.

24. Review the system generated offer letter. Make any necessary edits and click Finish.


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25. The Offer Grid will now reflect the fact that an offer has been generated and display the offer template used. Click ‘Save and Close.’

26. Click “Save and Close”

27. Click: “More Actions” and “Request Approval”


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28. The appropriate approvers will populate. You must add comments. Then, click “Done” to begin the approval process.

29. Once all approvals have been submitted, Talent Acquisition will extend the verbal offer to the candidate. If the candidate accepts, a background screen will be conducted before the written offer of employment is made.

updating step / status of applicant & create offer...updating step / status of applicant &...

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