Manage Applicants - Quick Reference

Overview

This Quick Reference Sheet describes the business process and other important information regarding working with Applicants who apply for a job opening in eRecruit. During this part of the process:

  • Hiring Managers or Administrative Facilitators review and screen Applicants and set up interviews.
  • Unit HR Representatives and Employment Process Coordinators (EPCs) work with affirmative action goals, help build applicant pools, check personnel files, and check for restricted records.
  • Other employees may be involved in the process when reviewing Applicant resumes or as members of interview teams.

Table of Contents

1. Review Applicants

2. Applicant Summary Report

3. Disposition Applicants

4. Screen Applicants

5. Interview Schedule

6. Determine Viability of the Applicant Pool/Improving Applicant Pool

7. Checking the Onboarding Status

8. Other Helpful Information

1. Review Applicants

When Applicants begin applying for a job posting through the Careers website, the applications and resumes are immediately available to view by the job opening Creator and Hiring Team/Approvers. The information is viewable on the Manage Applicants page of the Job Opening. This information can be downloaded into a Microsoft Excel spreadsheet if it needs to be shared. The application lists general information such as name and address, along with Applicant responses for preferences, work experience, and education history. The application also lists the Applicant’s answers to pre-screening and screening questions. The resume, only available if submitted by the Applicant, displays the document uploaded by the Applicant when applying for the job posting. For more information, see Manage Job Opening and Applicants – Field Descriptions.

Applying for a Non Posted Job Opening

In order for Applicants to apply to job openings not posted on the Careers website, they may need assistance with finding the job opening. For more details, see Applying for a Non Posted Job Opening - Support Material.

2. Applicant Summary Report

The Applicant Summary Report provides a listing of Applicants that have applied to a job opening. The report runs as a Comma Separated Values (.csv) file and can be saved as a Microsoft Excel file. It contains person specific race and gender information that must be deleted prior to being shared with the person/people responsible for the hiring decision. Unit HR Representatives and EPCs use this report to assess the diversity of the applicant pool. For more information, see Run Applicant Summary Report.

3. Disposition Applicants

Dispositions identify an Applicant’s standing during the selection process. Dispositions are used for reporting purposes by HR. It is imperative the correct disposition appears for each Applicant prior to preparing a job offer on the job opening. For more information, see Disposition Applicants.

The unit sets the disposition of Reviewed, Interviewed, or Reject.

Note: The Ready and Hired dispositions are updated automatically by the system and should not be set manually.

4. Screen Applicants

The screening functionality helps manage large pools of Applicants. For more information, see Screening Applicants.

5. Interview Schedule

The Interview Schedule feature assists in maintaining interview information such as date, time, and location for each Applicant. If you are using the Notify Applicant checkbox, it is recommended that the interview details be finalized with the Applicant and interview team prior to creating the interview in eRecruit. For more information, see Manage Interviews.

6. Determine Viability of the Applicant Pool/Improving Applicant Pool

At the end of the posting period the Applicant Summary Report can be run and used to compare the composition of the pool to the labor market availability information supplied by the Office of Institutional Equity, and to review the qualifications of the Applicants. If the applicant pool needs to be expanded or additional outreach is required, Unit HR or the EPC can help improve it by:

a. Searching the eRecruit applicant database for potential external Applicants who have not applied to the job opening. For more information finding Applicants, see Search Applicants & Save Search.

b. Reposting the job opening on the Careers website, if necessary. The Hiring Team should work together to ensure that the job posting’s description and requirements are optimized to attract qualified Applicants.

Note: Reposted job openings must be available to both Internal and External Applicants.

c. In addition to reposting the job opening, conducting outreach efforts such as placing an advertisement in a newspaper or other resource also helps build the pool. Further diversity information is available at http://hr.umich.edu/empserv/diversity/.

Note: Units may want to start outreach efforts for job openings identified as having a goal, as soon as the job is initially posted on the Careers website.

7. Checking the Onboarding Status

From the Manage Job Opening page, view the Onboarding Status from the Other Actions > Recruiting Actions drop-down list for the selected Applicant.

8. Other Helpful Information

  • For questions regarding recruiting, selecting, and hiring business processes and guidelines at the University of Michigan, please contact an EPC. Remember that a list of EPC names exists on the University of Michigan Human Resources eRecruit page.
  • For questions or assistance regarding the use of the eRecruit system, contact the ITS Service Center at 734-764-4357 (4-HELP), or send e-mail to 4HELP@umich.edu.

Related Links

The following links may contain additional useful information.