welcome to irecruit

Internal Candidate User Guide November 2013 Page 2 of 45

WELCOME TO IRECRUIT iRecruit is our online job search and application system.

iRecruit allows you to manage your applications, e-offers and contract renewals in one place. You can also use iRecruit to keep up to date with the latest

advertised opportunities at UTS through the iRecruit Job Alerts.

Use this guide to help you as you navigate your way through the system.

Contents:

Step 1: Login and Setup My Account ...................................................................... 3

Step 2: Search For Jobs and Job Basket ................................................................ 18

Step 3: Apply for Jobs .......................................................................................... 25

Step 4: Accept or Reject e-offer ........................................................................... 37


STEP 1: LOGIN AND SETUP MY ACCOUNT Description This topic demonstrates how to login and set up an iRecruitment account for the first time using neo HR and Finance System. It is relevant to internal staff who are applying for a position, accepting a contract or renewing a contract. In this scenario you will login to neo, navigate to iRecruitment and update your My Account information. Pre requisites - neo login credentials - resume (optional) - social media service login eg Google+, Linkedin, Facebook (optional). Results At the completion of this topic staff will be able to: - apply for positions - accept a contract - renew a contract.


Step Action

1. Begin on the UTS: neo FINANCE & HR SYSTEM Login page. Enter your neo User Name and Password credentials to login.


Step Action

2. Click the Login button.

3. The Oracle Applications Home Page displays. Use this page to navigate around neo. Next, use the Main Menu to access iRecruitment.


Step Action

4. Click the UTS Employee Self Service link.

5. Click the My Recruitment link.

6. Click the My Applications link.

7. The iRecruitment: Home - General page displays. Use this page to search, apply for, and view job applications. This page is also used to manage new contracts and contract renewals.


Step Action

8. Click the My Account link.

9. The iRecruitment: Home - My Account - Personal Information page displays. Use this page to review, enter and update your personal information.


Step Action

10. Information on your neo employment record will automatically populate some of the Basic Details fields. Review these fields to ensure they are correct, and update any incorrect or missing information. Note: Fields with * are mandatory.

11. Click the scrollbar.

12. Choose from an existing or create a new Recruiting Address. For this example we will select an existing address.

13. Click the Recruiting Address list.

14. Click an entry in the list.

15. The page will refresh. Click the scrollbar to move back down the page to the Recruiting Address section.

16. The selected address displays.

17. Next, add or review Phone Numbers.

18. Select the desired time to call for the relevant phone number. Click the Times to Call list.

19. Click an entry in the list.


Step Action


21. The next step in setting up your account is to upload a resume. Use the Upload Resume button to import your resume and populate your qualifications and employment history.

22. Note: Staff setting up an account to renew or accept a contract are not required to upload a resume but can do so at a later date if required. However, staff are still required to complete the Terms and Conditions. This will be demonstrated later in this document.


Step Action

23. The next few steps in this document assume you will upload a resume.

24. Click the Upload Resume button.


Step Action

25. The Upload Resume page displays. Locate your resume using the Browse button.

26. Click the Browse... button.

27. Select the resume.

28. Click the Open button.


Step Action

29. Click the Upload button.

30. The iRecruitment: Home - My Account: Personal Information page displays.


Step Action


32. The resume has been uploaded. The resume appears in the Resume & Additional Documents section.


Step Action

33. Note: Importing a resume may overwrite some personal detail fields. Review all fields and make amendments as required.

34. After all personal details have been updated click the Save button.

35. Note: An error message will appear to advise that the Terms & Conditions have not been accepted. This will be addressed on the Preferences tab.

36. Click the Qualifications & Employment History tab.

37. The iRecruitment: Home - My Account - Qualifications & Employment History page displays. The Employment History has been populated from the uploaded resume. If you have not imported your resume you can manually update these details.

38. Review the Employment History and update as required. Note: Imported information may not populate correctly and will need changing manually.


Step Action

39. The Qualifications have also been populated from the uploaded resume. Review these fields and update or add qualifications as required. Note: You may see existing qualifications previously entered into neo.

40. Use the Add a Qualification button to add qualifications.

41. After all qualification and employment history details have been updated click the Save button.

42. Click the Preferences tab.

43. The iRecruitment: Home - My Account - Preferences page displays. All staff are required to complete the Terms and Conditions section. Use the I Agree dropdown to accept.

44. Note: If you choose not to Agree, you will be unable to complete your My Account setup. This means you will be unable to apply for jobs, accept new appointments or renew employment contracts.

45. Click the I agree list.

46. Click the Yes list item.


Step Action

47. Note: Do not uncheck the tick box. If you uncheck this box you will not be able to accept or renew contracts.

48. Use the Keywords, Job Category and Employment Status fields to setup e-mail job alert preferences. These fields are not mandatory.

49. iRecruit can send you job alert e-mails according to your preferences. Tick this box to receive emails. Un-tick this box to unsubscribe from emails. Use the Frequency of Emails dropdown to select email frequency.

50. After all preference details have been completed click the Save button.

51. My Account setup is now complete, and all updates have been confirmed.

52. Note: The Re-set Password tab will re-set your password access for the whole of neo.

53. Use the General link to return to the iRecruitment: Home - General page.

54. Click the General link.


Step Action

55. The Login and Setup My Account topic is now complete. Key Points: - Use your provided credentials to login to neo - Update the Personal Information, Qualifications and Employment History, and Preferences tabs to setup My Account - All staff are required to complete the Terms and Conditions section End of Procedure.


STEP 2: SEARCH FOR JOBS & JOB BASKET

Description This topic demonstrates how to search for a vacancy and place a job in the job basket for the first time using neo HR and Finance System. It is relevant to internal staff who want to search for available positions. In this topic you will navigate to iRecruitment, complete an advanced job search and select a job for the job basket. Pre requisites - neo login credentials Results At completion of this topic staff will be able to: - search for a job using the Advanced Search function - place a job in the Job Basket for later reference - delete a job from the Job Basket.


Step Action

1. Begin on the Oracle Applications Home Page. Navigate to the UTS Employee Self Service link.


Step Action

2. Click the UTS Employee Self Service link.



5. The iRecruitment: Home - General page displays. Use this page to search, apply for and view job (position) applications. This page is also used to manage contracts and contract renewals.

6. Next navigate to the Quick Links in the top right hand corner of the screen. There are two search options.


Step Action

7. For this example click the New Jobs (Last 7 days) link.

8. The iRecruitment: Jobs - Available Jobs page displays. On this page you can do an Advanced Search. All available positions are displayed by default. Scroll down to view these.


Step Action

9. Use the Simple Search button to limit your search criteria. For this example we will do an Advanced Search.

10. Enter any Keywords to refine your search (optional).

11. Choose the relevant Employment Status options from the drop down list (optional).

12. Select the relevant job category (optional). Note: More than one job category can be selected at a time. Hold down the Control key on the keyboard whilst right clicking the mouse on the second category.

13. Choose the relevant Date Posted from the drop down list (optional).

14. Once you have entered all your criteria click the Go button to search.

15. The available position that matches your search criteria displays.

16. For more information about the position click the Reference Number link.

17. Detailed information about the position displays. To return to the list of Available Positions based on your search criteria click the Jobs: Available Jobs link.

18. The original job search criteria have been retained. To clear these criteria for new job searches click the Clear button.


Step Action

19. To view a position at a later stage you can add the position to the Job Basket.

20. Click the Checkbox option.

21. Click the Add To Basket button.

22. To view the job that you have placed in the Job Basket click the Job Basket link.

23. The Job Basket page displays.

24. To remove the job(s) that you have placed in the Job Basket select the check box next to the role to be removed.

25. Click the Remove From Basket button.

26. The job has now been removed from the Job Basket.

27. To return to the iRecruitment Home page click the Home tab.

28. The iRecruitment: Home - General page now displays.


Step Action

29. The Search For Jobs topic is now complete. Key Points: - Enter criteria in Advanced Search to refine search results. - Add positions to the Job Basket for later reference. End of Procedure.


STEP 3: APPLY FOR JOBS Description This topic demonstrates how to apply for a vacancy as an existing member of UTS staff using neo HR & FINANCE SYSTEM. It is relevant to existing UTS staff who wish to apply for a current UTS vacancy. In this scenario you will navigate to iRecruitment, perform an advanced search for a vacancy and make an application for a specific vacancy. Prerequisites - An internal staff member must be registered as an applicant on the iRecruitment system and have activated their account - A current vacancy must exist for which the internal staff member wishes to make an application Results At completion of this topic internal UTS staff will be able to: - Search for a current vacancy - Submit an application for a current vacancy - Confirm that an application has been correctly submitted


Step Action

1. Begin on the neo FINANCE & HR SYSTEM login page. Enter your neo User Name and Password. Click the Login button.


Step Action

2. The Oracle Applications Home Page is now displayed. Navigate to UTS Employee Self Service. Click the UTS Employee Self Service link.


Step Action



5. Your iRecruitment Home page displays. From this page you can: - view your most recent notifications - review previous applications - view confirmed interviews - search for jobs under Quick Links.

6. Important: To search and apply for roles you must have activated your iRecruitment, My Account. If you have not activated your account your searches will come back empty. For detailed instructions on how to activate My Account refer to the Login and Setup My Account topic.


Step Action

7. Use the Quick Links at the top right hand side of the screen to search for advertised jobs. For this example, click Search for Jobs option.


Step Action

8. The Jobs: Available Jobs page is now displayed. Click the Advanced Search button.

9. Using the Advanced Search functionality will allow you to refine the parameters of your search.

10. The Employment Status field allows you to refine your search by appointment type. For example, you could select to only search for Casual roles.

11. The Job Category field allows you to select specific search parameters.

12. The Date Posted field allows you to search for jobs by date.

13. Once you have entered all your criteria click the Go button to search.

14. The Advanced Search results are now displayed. Move down the page to see the all the results.

15. For more information about the position click the Reference Number link.

16. Select the position that you wish to apply by clicking in the check box.

17. Click the Apply Now icon.

18. The Application: Review Account page is now displayed.

19. Click the scrollbar to move down the page to review the information that has flowed through from your iRecruit profile.


Step Action

20. The Documents section shows which documents are currently attached to your application.

21. Important: Any documents in the Documents section will be made available to Selection Panel recruiting this role. You must delete any documents you do not want the Selection Panel to view as part of this application. This includes any documentation tailored for other applications you have previously made in the iRecruit.

22. To add a document click the Add Another Document button.

23. The Upload Document page is now displayed. Click the Browse... button.


Step Action

24. The Choose File to Upload pop up screen is now displayed. Click the document to be uploaded.


Step Action

25. Click the Open button.

26. You can enter information into the Description field.


Step Action

27. Click the File Type list.

28. The File Type section requires you to specify the type of file that you are adding. Select the most relevant File Type.

29. Click the Upload button.


31. The newly uploaded document is displayed.

32. To delete a document click on the Delete icon at the end of the row.


34. Review the Employment History and Qualification sections. Update, delete or add as needed.

35. Click Add Another Employer or Add Another Qualification buttons to insert a missing position or qualification. Click on the Delete icon at the end of the row to remove information.

36. Once you have made all your amendments you are ready to move to Step 2.

37. Click the Next button.

38. The Application: Other Info page now displayed.

39. The Equal Employment Opportunity section has been prepopulated from information held in neo. This cannot be amended.


Step Action

40. Click the Next button.

41. The Review Application page is now displayed.

42. Review the information displayed on this page to ensure that the content is correct before proceeding. Use the Back button to correct information if required.

43. Important: Once you click Finish you cannot add or amend any application information.

44. Click the scrollbar to review content further down the page.

45. Review the information to ensure that all the information is correct before proceeding.

46. Click the Finish button.

47. The Jobs: Available Jobs screen is now displayed.

48. A Confirmation message will appear at the top of the screen to indicate the completion of the application process.

49. To return to your iRecruitment Home page click the Home link.

50. The UTS iRecruit Home page displays.

51. The Jobs Applied For section now displays the details of your application for IRC18538 and its current Status. This section also displays details of any other jobs for which you have previously applied.


Step Action

52. The Apply for Jobs topic is now complete. Key points: - You must activate your iRecruitment My Account before you can search and apply for jobs - Delete any CVs or documents from My Documents you do not want to submit with your application. Any documents in this section will be submitted to the Selection Panel for review - Ensure you review and attach all information before clicking Finish as you cannot make changes after this point End of Procedure.


Step 4: Accept or Reject e-offer Description

This topic demonstrates how to view and accept an e-offer of employment. It is relevant to internal applicants who have received an email or notification advising them that they have been sent an e-offer of employment from UTS. In this scenario you will login to neo and open the e-offer of employment from your notifications and accept the offer. Pre requisites - neo login credentials Results At completion of this topic internal applicants will be able to: - open an e-offer from their notifications - review an e-offer of employment - accept an e-offer of employment or - decline an e-offer of employment Following acceptance of the e-offer you are now ready to start your new contract. For new roles start date will be confirmed.


Step Action

1. Begin on the Oracle Applications Home Page. Click the Congratulations you have received an offer from the University link under Notifications.


2. The notification displays including a welcome statement from the Vice Chancellor. From this notification the e-offer is viewed.

3. Click View Offer link.

4. The e-offer will open as a PDF document from within iRecruitment. It is important that you carefully review the e-offer before accepting the offer. The e-offer letter should be exported by clicking the Export button and saved as a PDF for future reference. It can however be reviewed from within iRecruitment.


Step Action

5. This e-offer can be reviewed by using the scroll bar. If you have any questions about the e-offer please contact the Hiring Manager.


Step Action

6. At the top of the screen read the terms and conditions of acceptance. When you accept this offer you are accepting these terms and conditions. Note: Electronic acceptance of this e-offer has the same status as a signed contract.


Step Action

7. From this page you can Accept or Decline the e-offer using the Accept Offer or Decline Offer buttons. Note: Before declining an e-offer please contact the Hiring Manager to discuss.

8. For the purposes of this document we will assume you will accept the e-offer. Click the Accept Offer button.

9. A message displays confirming that you have accepted the offer. If you would like to add a comment to your acceptance you can do so by typing in the comment box before submitting your acceptance of the e-offer.

10. When the review of the e- offer is complete and all comments inserted, click the Submit button to send a notification to the Hiring Manager.


Step Action

11. Click the Submit button.

12. The iRecruitment: Home page displays confirming that you have accepted the e-offer. Status has changed to Accepted.


Step Action

13. Click the Home link.


Step Action

14. The Internal Applicant Accept or Reject e-offer topic is now complete. Key Points: - Open e-offer from your notifications on Oracle Applications: Home Page. - View the e-offer as a PDF and check details before accepting the e-offer. - Contact the Hiring Manager if you have any questions about the e-offer. End of Procedure.