eRecruit: E-mail Messages - Support Material

Overview

This document describes the computer and user generated e-mail messages sent during the recruitment, selection, and hiring processes in eRecruit. These e-mail messages fall into three general categories:

Messages generated as part of the system work flow and automatically sent to Approvers and Additional Hiring Team members when filling a job opening.
Messages automatically sent to Applicants.
Messages sent to a new employee after (s)he is hired, providing information and instructions for finalizing the hiring (onboarding) process.

Messages Sent to Approvers and Members of Hiring Team

The following table describes the e-mail messages automatically sent during the course of creating and filling a job opening. These messages are sent by the eRecruit system and classified either as:

Requests, which alert the recipient to an action that they need to perform.
or
Reminders, which either alert the recipient to something that has occurred or remind him/her of an upcoming event.

Number/Topic	Recipients	Description/Purpose	Request/Reminder
1. Job Opening Approval	Approvers	Requests a specified user to Approve/Deny the job opening. The request is sent to all Approvers sequentially (as specified by the job creator). If an Approver denies, the job opening is cancelled.	Reminder
2. Job Approval Denied	Job Opening Creator	Informs the Hiring Manager and Unit HR that an Approver has denied the job opening, which closes it.	Request
3. Job Approval Process Terminated	Job Opening Creator	Informs the Job Opening Creator that the approval process terminated due to an Approver making a change to one of the following fields in the Job Opening: Target openings, Job Code, Hours, Salary Range From, Salary Range To, Full/Part Time, Regular/Temporary.	Reminder
4. Job Opening Approver Pushback	Previous Approver	Notifies previous Approver that the job opening was pushed back for review.	Request
5. Job Opening Approved and Posting Confirmation	Hiring Team and Job Opening Creator	Confirms that the job opening was approved.	Reminder
6. RIF Candidates Applied to Job Opening	Hiring Team	Identifies a RIF Applicant has applied to the Hiring Team’s job opening.	Reminder
7. Interview Scheduled Notification	Interview Team	Notifies a recipient that an interview has been scheduled for a particular date and time with an Applicant.	Request
8. Interview Cancelled Notification	Hiring Team	Notifies hiring team that the interview has been cancelled.	Reminder
9. Affirmative Action Email	Hiring Team and Job Opening creator	Sends hiring goals for a specific job opening.	Reminder
10. Forward Applicant	[any UM employee with an eRecruit security role]	Sends recipient an e-mail with the Applicant’s resume attached. Note: The e-mail sent to recipients also has a link to the Applicant’s Manage Applicant page in eRecruit. An eRecruit role is required to view this page.	Request
11. Route Applicant	[any UM employee with an eRecruit security role]	Sends recipient an e-mail with two links. The first link opens the Applicant’s Disposition Details page, requesting a response regarding whether to invite the Applicant for an interview. The second link opens the Manage Applicant page for the job opening where the application and resume can be viewed.	Request
12. Interview Evaluation Form Complete	Interview Creator	Notifies the interview creator that an evaluation form has been completed.	Reminder
13. Offer Approval	Offer Approvers	Requests a specified user to approve/deny the offer. The request is sent to all Approvers sequentially, with the EPC as the last Approver. If an Approver denies, the offer is cancelled.	Request
14. Offer Approval Denied	Offer Creator	Notifies the Job Offer Creator that an Approver has denied the offer, which cancels it.	Reminder
15. Offer Approver Pushback	Previous Approver	Notifies previous Approver that the offer was pushed back for review.	Request
16. Offer Approval Process Terminated	Offer creator	Notifies offer creator when an Approver has been deleted from the workflow. This starts the approval process again.	Reminder
17. New Person Starting	Hiring Team	Notifies the hiring team when the hire is finalized and submitted to Human Resources by the EPC.	Reminder
18. Outstanding Self-Service Notice	Job Opening Dept. Contact	Notifies the Department/Posting Contact for temporary and GSA hires when onboarding has not been completed.	Notice
19. GSA Admin Dept Change	Previous Admin Department	Notifies the previous Admin Department when Admin Department is changing for a GSA hire.	Notice
20. GSA 60-Day Retro Hire	Academic HR	Notifies Academic HR (Acadhr@umich.edu) when a GSA appointment is processed with a start date greater than 60 days retro.	Notice

Messages Sent to Applicants

Number/Topic	Description/Purpose
1. Welcome to the Careers Website	Confirms applicant successfully created new profile on Careers website.
2. Confirmation of Successful Application	Confirms the application was received by U-M.
3. New Password Reminder	Assigns a new system-generated password after the Applicant requests a new password.
4. User Name Reminder	Notifies the Applicant of their new user name.
5. Restricted Table Applicants	Notifies Applicant that they are restricted from applying to jobs at the U-M.
6. Closed/Filled	Alerts Applicant that the job applied for was filled or closed.
7. Email to a Friend	Forwards job opening information to an Applicant’s friend.
8. Notification Interview Scheduled	Notifies Applicant when the interview is scheduled.
9. Cancelled Interview	Notifies Applicant when the interview is cancelled.
10. Contingent Offer	The EPC sends this message to the selected Candidate following their acceptance of the Hiring Manager’s verbal contingent offer. Confirms the details of the verbal offer and informs the Candidate about the background check.
11. Michigan Medicine Welcome Letter	Welcome letter sent to new employees of Michigan Medicine after successful completion of the background check. This letter contains information regarding the required orientation program(s).
12. Academic Welcome Letter	Welcome letter sent to new non-instructional employees of academic campuses after successful completion of the background check.
13. Nursing/PA Welcome Letter	Welcome letter sent to new nurses or physician assistants providing details about their employee orientation.

Messages Sent to New Employees

Number/Topic	Recipients	Description/Purpose	When Sent
1. Welcome to the U-M Community (IMPORTANT INFORMATION)	All new employees except current students	Provides U-M Employee ID (UMID). Alerts new employee that they will receive a series of e-mail messages.	When status set to Ready to Hire OR evening Search Match issues resolved and EmplID assigned.
2. Action Needed: U-M Uniqname & Account Setup	New employees who do not have a uniqname	Instructs employee to create uniqname and UMICH password. Provides link to Uniqname creation page.	Daily until new employee completes task.
3. U-M Computing Setup (ACTION REQUIRED)	New employees who do not have a uniqname	Instructs employee to create uniqname and UMICH password. Provides one-time identifier (OTID) needed to complete task.	Daily until new employee completes task.
4. Verify Information for U-M Employment (ACTION REQUIRED)	All new employees except current students	Reminds new employee to access New Hire Self Service page to verify personal information. Note: Employee will initially have been instructed to do this at the end of the uniqname creation process.	Daily until new employee completes task.
5. U-M Employee Business Self-Service	All new regular employees excluding current students	Outlines services available through Employee Self-Service area of Wolverine Access and notifies new employee that they may begin using it.	After new employee verifies personal information through New Hire Self Service page.
6. U-M Employee Business Self-Service (TEMP)	All new temporary employees	Outlines services available through Employee Self-Service area of Wolverine Access and notifies new employee that they may begin using it.	After new employee verifies personal information through New Hire Self Service page.