CHRS Knowledge Base

Recruitment Processes

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  • The recruitment process refers to the process through which an applicant is moved from the time the application is received to the applicant being hired.
  • Each campus has its own recruitment processes for different types of jobs. However, all recruitment processes have some things in common:
    • Each recruitment process consists of a set of predefined application statuses. Each applicant is assigned a status within that recruitment process. The applicant’s status changes throughout the course of the recruitment to reflect where the applicant is in the process.
    • Status changes can trigger actions. For example, if an applicant does not pass an interview, that applicant’s status is changed to “Interview Unsuccessful.” This status change can be configured to automatically send the applicant an email notification (or an SMS), and the applicant is removed from the recruitment process.
    • Actions can trigger status changes. For example, when an applicant accepts an offer, their status automatically changes to “Offer Accepted.”
    • Application status can be changed manually. A user with the appropriate permission can change the applicant’s status at any time during the recruitment process. Status changes can then trigger actions. For example, moving an applicant to the Search Committee Review status notifies the search committee members that applicants are awaiting a review.

Definitions

Term
Definition

Applicant card  

 The applicant card is a complete summary of an applicant in the system, including their personal details and application history.
Application status  
 A single stage of a recruitment process. Campuses pre-determine their recruitment processes based on the type of recruitment. Application status identifies where an applicant is in that process.

Example: First Interview Successful.
Recruitment process

Recruitment processes define the stages that applicants will progress through after they have submitted an application for a job. Each campus has its own recruitment processes for its job types. Recruitment processes are visible system-wide, so they must adhere to the CSU naming convention. 

Example: SD - Staff Process

Generic recruitment diagram

This diagram shows a generic recruitment process. Your campus processes will differ.

Process steps

  1. The applicant applies for a job and must pass initial reviews.
  2. If the applicant passes the reviews, the applicant is invited to an interview.
  3. If the applicant accepts the interview, the interview is conducted.
  4. If the interview was successful, additional interviews might be scheduled.
  5. If the applicant succeeds through all interviews, the hiring authority creates an offer.
  6. If the offer is approved, the hiring authority conducts a background check.
  7. If the applicant passes the background check, the final offer is made.
  8. If the offer is accepted, the applicant is moved to Onboarding, and recruitment concludes with the position filled.

Note: If at any point the applicant does not meet the screening criteria, the applicant status records the result, and applicant can be removed from the recruitment process.

Application statuses

Step Status Sends email Sends SMS Current Recruitment
1. New Applicant
 X
X
2. Initial Review

X
3. Initial Review Successful

X
4. Initial Review Unsuccessful
 X

5. Invite for Interview Event 1

X
6. Interview Event 1 Accepted
 X

7. Interview Event 1 Declined
 X

8. Interview Event 1 Unsuccessful
 X

9. Invite for Interview Event 2

X
10. Interview Event 2 Accepted

X
11. Interview Event 2 Declined
 X

12. Interview Event 2 Unsuccessful
 X

13. Reference Check In Progress

X
14. Reference Check Unsuccessful
 X

15. Prepare Offer - Recommendation to Dean

X
16. Revised Offer

X
17. Conditional Offer Extended
 X
X
18. Conditional Offer accepted

X
19. Conditional Offer declined


20. Background Check In Progress
 X
 X
 X
21. Background Check Unsuccessful


22. Formal Online Offer Extended
 X
X
23. Formal Offer Accepted


24. Offer Accepted/Paperwork Returned


25. Removed
 X

26. Withdrawn
 X

27. Ineligible
 X

28. Incomplete

X
29. Submitted

X

View an Applicant’s Status

  • You can view a list of selected applicants by opening one of several applicant management pages from the Main Menu.
    • Open the Main Menu.
    • Click any of the following links:
      • Manage applications
      • My applicants
      • Shortlisted applicants
    • Each of these applicant lists has a Status column that shows the applicant’s status.
View an Applicant’s Status MENU

How to view an applicant’s status from a job

  • You can view application statuses from the job requisition, also known as the Job Card.
    • On the job requisition, click View Applications at the top of the page.
  • On the applicants list, find the Status column.
  • You can click the header in an applicant list to order the applicants by that header. For example, you can use this to find all the Interviewing applicants.
  • Applicants that are displayed in an applicant list can belong to different recruitment processes, so they display application statuses from different processes. For example, one applicant might show Interview 1, while another might show Interviewing.
example list of applicants

Change an Applicant’s Status

  • For some stages in some recruitment processes, a user must move the applicant to a new status. For example, a user might move an applicant to Conditional Offer, which automatically sends a notification to the applicant.
  • When you confirm a status move, you might need to complete one or more of the following actions:
    • Prepare a communication to the applicant.
    • Create an event booking invitation for the applicant.
    • Specify a reason for the status change.

Move the applicant to the new status

  • Open the job requisition.
  • On the job requisition, click View Applications.
view applications page
  • Click the status of the applicant to open the Change application status page.
applicant status example
  • Select the status to move the applicant to.
list of statuses
  • Click Next. The Confirm status change page opens.
    • NOTE: If you click Submit instead of Next, the status is changed, but any actions that are associated with the status change (such as notifications) do not occur.
  • Complete the required actions on the Confirm status change page.

Confirm the status change

  • Depending on the status that you are moving the applicant to, you might need to do one of the following activities when you confirm the status change:
    • Prepare an email to the applicant
    • Create an event booking invitation
    • Provide a reason for the status change
    • Assign an applicant to a talent pool
    • Add a note to the applicant history
  • Important: Some statuses require multiple actions. Always scroll down and complete all necessary actions before you complete the status change.
Email Communications
  • You must ensure that the email notification is personalized, properly branded, and accurate.
    • Review the E-mail Applicant message.
    • Click the Yes option to enable this communication.
    • Review or complete the From, Subject, and Body email fields.
    • Optionally add Merge fields.
    • When sending emails, you can attach files by dragging them into the drag and drop area below the email body.
    • Optionally add a Delay before email is sent.
Email Communications page
  • Scroll down to review E-mail to Additional users from Job. This communication will be sent to the internal users selected.
    • Click the Yes option to enable this communication.
    • Select the user roles. Click the magnifying glass search button to find users who are not from the job.
    • Review or complete the From, Subject, and Body email fields.
    • Optionally add Merge fields.
    • When sending emails, you can attach files by dragging them into the drag and drop area below the email body.
    • Optionally add a Delay before email is sent.
Email Communications template
  • Scroll down to complete any other actions.
    • Provide a reason
    • Create an event booking invitation
    • Add a note to the applicant history
    • Update the job status
  • Click Move now.
How to provide a reason
  • Moving an applicant into a status that removes them from consideration require the user to select a reason. If a status change requires a reason, a list of reasons is provided for you to choose from.
    • Select the reason from the list.
  • Scroll down to complete any other actions.
    • Create an event booking invitation
    • Add a note to the applicant history
    • Update the job status
  • Click Move now.
    • The reason is recorded in the applicant’s history on the applicant card.
How to create an event booking invitation
  • If a status change involves an interview event, you can book the event before confirmation.
    • Select whether to allow the applicant to choose the event or select an event from the events calendar. To select an event, the event must already exist in the events calendar.
  • Select whether to allow the applicant to choose the time slot. If you specify the timeslot, the event and time slot must exist in the events calendar.
  • Scroll down to complete any other actions.
    • Add a note to the applicant history
    • Update the job status
  • Click Move now.
How to add a note to the applicant history
  • When you move an applicant to a new status, you can optionally include a note. If you type a note in the note field, that note is added to the applicant’s history on the applicant card.
    • Type a note in the notes field.
  • Scroll down to complete any other actions.
    • Update the job status
  • Click Move now.
    • The note is included in the applicant’s history timeline on the applicant card.
How to update the job status
  • Job status reflects the phase of recruitment for the job as a whole, as opposed to the status of an individual applicant.
  • When moving an applicant into a new application status begins a new phase of the job status, you have the option to automatically update the job status. For example, moving the first applicant into an interview invitation status can be used to move the job into “Interviewing.”
    • Select whether to update the job status.
  • Click Move now.
    • The job status is updated.

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