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4. How to search for a vacancy in Web Recruitment

1. All attachments are converted to PDF A format as an applicant submits them The application pack will therefore be a multi page PDF file which should be accessible to most people regardless of their local PC environment oe Note As the CHRIS 5 form is five pages in length an additional blank page has been appended to the back of the application form so that if a pack is printed a second applicant s data is not on the back of the first applicant s form Note The University has a limit on email sizes Where there are a greater number of applicants or where applicants have submitted more attachments you may need to send several emails to circulate the applications for a vacancy 2 5 6 How to view applications for a vacancy You can view individual selected or all applications for a vacancy 1 To view an individual application click on View Application next to the relevant applicant Candidate name 72 Select Submitted Date gt Notes gt Files gt Actions Status gt Courtney Stuart 06 Nov 2013 03 03 13 2 1 D View Application Active A pop up window will appear showing a PDF of the application 2 To view multiple applications either a selection or all applications tick the box to the left of the relevant applicants names or click on Select All as shown below Copyright 2013 University of Cambridge Last Modified November 2013 Page 51 Web Recruitment System s Select All Show only Active Applicants Ca
2. Manage Attachments NRO2129 Research Associate Senior Research Associate1 0 08 Nov 2013 0 v Administrator D View Advert Copyright 2013 University of Cambridge Last Modified November 2013 Page 53 Web Recruitment System qp 2 5 8 Transferring Successful Applicants to CHRIS Once an applicant has been selected as the preferred candidate and they have accepted an offer of employment the vacancy administrator can record this in the system and transfer them into the CHRIS Recruitment Module 1 Tick the box next to the successful applicant s on the tab for the final stage in your selection process in this example Second Interview BES UNIVERSITY OF P CAMBRIDGE HR HR Admin Web Application Home Vacancies Admin Logout All 27 Received 26 Shortlisting 0 Selection One 0 Selection Two 1 Selection Three 0 Committee Board 0 Offer 0 AK02150 Research Assistant Selection stage 2 m Forrejected candidates change their status to Rejected m lfa candidate has withdrawn change their status to Candidate Withdrawn m To progress a candidate to the next stage choose the appropriate option from Set stage to Select All Show only Active Applicants Candidate name Select Submitted Date Notes gt Files Actions Status Cu Jeremy Butcher 12 Nov 2013 02 03 37 2 1 View Application Y Active 1 of 1 1 10 Active Apply ee eter Ae oi OF Oe in Erode WOM ero age iD GIO cowi
3. d i t Uu t Web Recruitment Release 1 0 November 2013 HR Systems Web Recruitment System Ds Contents PEN TOGU ee ee ee ee E eee eee 2 Vel COV ERVICW r 2 Tz Setting up online loo ez ii 9 QNSE 4 2 Overview of the applicant process sssssssssssssseseesenneen nennen nennen nnne nnne nnne nnn nnne nnns 8 3 Logging in to view applications received ccccccseccsccceeeseeeceeeseeeceeeseeeseeseeseeeseeseeeseesseeeseeesaeees 13 2 Managing vacancies and Applicant ccccccccsscccseccseeeceeeeseeecseeeseueeseessueeseeesseessueeseueeseeeseneenees 15 MEE OUO RE 15 2 2 Adding an applicant to a VACANCY ccccecccceeccseecceeeeceeeeseeeceeeeseeeeeeeseueeseeseueeseeeeseeesneeneeeeaes 16 2 3 GIVING others access to a VACANCY cccccsecccseccceecceeeeseeeeseeeceueeseeeesueeceueeseeeseueeseeeeseeesseeeneeesaes 25 2 4 Storing recruitment documents and notes against a vacanoy sssssessssseseeeeeee 29 2 5 Processing ADDIICSE Sasso ceni auae cha cad id di rcn asc Dnus i cna ad cn E e Dad mE DR ni 37 2 5 1 Editing the details of an existing ADPIICANT c ceccceeccececeeeeceeeceueeceeeecseeceueesseesseeessueesseeseas 38 2 5 2 Adding attachments to an existing applicant eese 40 2 5 3 Adding notes to an applicant s record ccccccecceeceeceeeeeceeeeeeeeeeeeseeceeteteseeeeeeeeeeeeseeteeseeeaeees 43 2 5
4. gas UNIVERSITY OF amp CAMBRIDGE HR HR Admin Web Application Home Vacancies Admin Logout Manual Applicant Entry Upload Documents Manual Application Please enter the information below and then attach any relevant forms on the next tab Once complete you will be able to submit this application Personal details Vacancy Details Title Vacancy Reference DD02052 Please Select Vacancy Title Family name ARP Closing Date 02 Feb 2014 Given names Applicant Status Application in progress Address Line 1 Other Details Is the applicant a British European Economic Area Swiss national with right to work in the UK Address Line 2 YesNo If not do they already have permission to work in the UK Address Line 3 YesNo Contact Phone Number Where did they first learn about this vacancy Postcode or equivalent Please Select Country Please Select Equal Opportunities Which country defines their national identity What is their date of birth If they prefer not to say please leave blank Please Select What is their gender Ethnic Origin Please Select Please Select How do they describe their sexual orientation What are their religious beliefs Please Select Please Select How do they describe their gender identity Please Select Do they regard themselves as having any Disabilities Please
5. 27 Received 26 Shortlisting 0 Selection One 0 Selection Two 0 Copyright 2013 University of Cambridge Committee Board 0 Notes Last Modified November 2013 485 Updates Successful Candidates records updated Offer 1 Files Actions Status Iz Selection Three 0 Committee Board 0 Offer 1 NW Page 55 Web Recruitment System Ds 6 he applicant s will be displayed ms UNIVERSITY OF CAMBRIDGE HR HR Admin Web Application Home Vacancies Admin Logout All 27 Received 26 Shortlisting 0 Selection One 0 Selection Two 0 Selection Three 0 Committee Board 0 Offer 1 Offer Applicants appear on this page after you have set their stage to Offer in progress The following statuses are available Conditional offer made set the applicant s status to this once you have made the offer Conditional offer accepted set the applicant s status to this once they have accepted the offer This will make the Transfer to CHRIS option appear in the Actions drop down control N Conditional offer withdrawn set the applicant s status to this if the University withdraws the offer E B B m Conditional offer rejected set the applicant s status to this if the applicant rejects the offer When the applicant has accepted the offer you should transfer their record into CHRIS Refer to the manual for instructions Select All Show only Active Applicants 4 Cand
6. Actions Status gt Anderson Chris 06 Nov 2013 02 14 36 4 2 D View Application v Active Andrews Jeremy 06 Nov 2013 02 16 56 3 1 D View Application E Active 4 Atthe bottom of your list of applicants there is a drop down menu with an Apply button next to it Click on the drop down menu arrow to open up the options You will see in the list that you can either Copyright 2013 University of Cambridge Last Modified November 2013 Page 46 Web Recruitment System Ds e Change the selected applicants status i e to indicate whether they are active in the stage of the process you are currently reviewing or if they have been rejected or withdrawn at that stage OR e Move the applicants to another stage in the process e g if you are inviting them to a first round interview selection event then you would move them to First Selection Stage Set Status To Rejected Candidate Withdrawn Set Stage To Application Received Application progressed to short listing First Selection Stage Second Selection Stage Third Selection Stage To be considered by Appointments Committee Board of Electors Offer in Progress Active 5 Choose the status or stage you wish to allocate to your selected applicants from the drop down list and then click on Apply If you have recorded a new status of Rejected or Withdrawn for certain applicants those applicants will now be hidden in the stage that they were in and in the All tab If you want t
7. D D GP P GP Gm GE GF Recruits click link New appointee information New functionality e a a a a a ap ap ap ap aD aD aD aD aD D ao ao D D Copyright 2013 University of Cambridge Last Modified November 2013 Page 3 Web Recruitment System Ds 1 Setting up online applications To enable applicants for a vacancy to use the online application form you need to take the following steps in new RAS 1 Log onto new RAS and add find a vacancy The new RAS user guide can be found at htto www admin cam ac uk offices misd services staff cam only index shtml 2 Progress as per the normal new RAS process until you reach Step 2 Job Details Here you will see a new section on the page Application Form Form Type CHRIS5 CHRIS6 Apply Online Yes C No Number of Referees 6265 Click the Yes button under Apply Online if you would like applications for the vacancy to be made via the new Web Recruitment system The type of application form CHRIS 5 Application for Employment or CHRIS 6 Cover Sheet for CVs will be defaulted by RAS in accordance with existing University policy as follows Academic CHRIS 6 Research CHRIS 6 Assistant CHRIS 5 Academic related CHRIS 5 or CHRIS 6 so you have the option of stating the required form for this type of vacancy Application Form potm Type CHRIS5 CHRIS6 Apply Online Yes No Number of Referees
8. Research Passport neither OH nor DBS Research Passport OH but no DBS Right to work in the UK Security Copyright 2013 University of Cambridge Last Modified November 2013 Page 5 Web Recruitment System c s 4 In Step 5 Advertisements it is strongly recommended that you upload a HR7 Further Information document formerly known as Further Particulars to be displayed at the bottom of your University s Job Opportunities pages advert You do this by clicking on the Add further information file button before you add an advertisement Viewing a vacancy KA00956 University Senior Lecturer Honorary Consultant STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 Job Type Job Details Funding Permission Advertisements No advertisements for current vacancy Return Add advertisement No further information files for current vacancy Add further information file Providing this information will ensure that prospective applicants have all the information they need to decide whether or not to apply for your vacancy In addition the HR7 Further Information template http www admin cam ac uk cam only offices hr torms hr7 contains a section which prompts you to inform applicants about e The online application process e Upto 5 documents that you would like applicants to upload in their application CHRIS 6 forms only such as a CV covering letter and research publication lists e Who they should speak to if they have any questions a
9. This list is a subset of the titles that are acceptable within the CHRIS system Choose the value that most closely corresponds to the details provided by the applicant 4 Enter the applicant s family name and forename These fields are free format text fields Family name Given names 5 Enter the address details for the applicant A number of the fields Such as town and country are mandatory Copyright 2013 University of Cambridge Last Modified November 2013 Page 19 Web Recruitment System Address Line 1 Address Line 2 Address Line 2 Town County Postcode or equivalent Country Please Select 6 Enter the remaining details for the applicant including right to work details contact details and equality and diversity information Equal Opportunities Which country defines their national identity What is their date of birth lf they prefer not to say please leave blank Please Select SUL Prefer Not To sal E Ua E Ao oremore impairments and or disabling medical conditions Specific learning disability such as dyslexia or dyspraxia General learning disability such as Down s Syndrome A social communication impairment such as Asperger s syndrome other autistic spectrum disorder Long standing illness or health condition such as cancer HIV diabetes chronic heart disease or epilepsy Mental health condition such as depression schizop
10. automatically except where the successful candidate requires a Certificate of Sponsorship as UK Visas and Immigration requires us to retain recruitment documents until a compliance officer has examined and approved them Anonymised candidate information will also be retained for the purposes of equal opportunities trend analysis Further information on this will be provided in future releases of the Web Recruitment System Once you have identified the vacancy you wish to view manage there are then there are five options available to you e Process the applications for the vacancy Add details of a new applicant who has not applied online to the vacancy View add notes to the vacancy Manage permissions so that additional people can access the vacancy Add attachments to the vacancy and Copyright 2013 University of Cambridge Last Modified November 2013 Page 15 Web Recruitment System Ds e View acopy of the advert for the vacancy 2 2 Adding an applicant to a vacancy In certain circumstances an applicant may be unable to apply online for example because they have a disability which means that they cannot use our system Where this is the case applicants are instructed to contact the relevant department institution to request the application form in a medium that they can use Whilst the Web Recruitment System is in the process of being implemented across the University electronic copies of the CHRIS 5 and CHRIS 6 forms will st
11. m if you sift out unsuitable candidates who do not meet one or more essential selection criteria before carrying out a shortlisting stage then you can reject them on this tab m lf you are not sifting out applicants then you will wish to move all applicants from this tab to the Shortlisting stage and reject candidates who you are not interviewing there m You could use Selection One for a preliminary round of interviews selection tests and Selection Two for a second round of interviews You do not need to use all the stages You must move all candidates formally considered by an Appointments Committee or Board of Electors to the Committee Board stage Only use the Committee Board stage when an appointment needs to be approved by an Appointments Committee or Board of Electors formally constituted under the Statutes or Ordinances You must move all candidates you have made a conditional offer to the Offer stage When you are within one of the other stage tabs for a vacancy there are a number of actions that can be carried out Viewing individual applications or downloading and e mailing an application pack to interested parties such as selectors Adding viewing notes for applicants Adding or viewing attachments for applicants Editing the personal details of applicants Managing applicants through the stages of the selection process and Transferring successful applicants to CHRIS The following sections describe these processes Note
12. 1 0 ri Andrews Jeremy 14 Nov 2013 12 02 46 1 0 r7 Brown Donald 14 Nov 2013 12 07 06 1 0 E Cao Komura 14 Nov 2013 12 09 17 1 0 r Cohn Francis 14 Nov 2013 12 13 37 1 0 Process Applicants Process Applicants Actions D View Application z D View Application Y D View Application v A View Application v View Application v View Application View Application z A View Application X v v Access gt Administrator Administrator Administrator Administrator Administrator Status Active Active Active Active Active Active Active Active You can view any applications at other stages in the process by clicking on the relevant tab The All tab shows all applicants for the vacancy stating the stage they have reached e g shortlisting and their status e g rejected You cannot process applicants in the All tab Copyright 2013 University of Cambridge Last Modified November 2013 Page 37 Web Recruitment System Ds a UNIVERSITY OF CAMBRIDGE HR HR Admin Web Application Home Vacancies Admin Logout All 12 Received 12 Shortlisting 0 Selection One 0 Selection Two 0 Selection Three 0 Committee Board 0 Offer 0 DD02218 Investigator Scientist Application Received This shows all applicants whose applications have been received but who have not been assessed You can use the other stages to fit in with your processes For example
13. 4 Managing applicants through the selection process ccccseccssecseeeeeeeneeeeeeeneeeeeeeaeeeneeeneeenees 45 2 5 5 Sending out application packs seesssssssssssesssseeeneene nennen nennen nnn nnns 49 2 5 5 1 Downloadig ari abplicarit DAOK sssssvxvevisdbivesikbe ev hd bici E Ere bb bd nine Eod dti ERE 50 2 0 0 2 Emailing an applicant pack cccccceeccseeeeeeeeeeeeeeeeeeaeeeeeeeeeeeeeeeeeeeeeeeaeeesueesueeneeeseeeaeeenaes 50 2 5 6 How to view applications for a VACANCY ccccseccseccneeeeeeeneeeseeeneeeaueeseeeneeeeeeeneeeaeeeaeeeaeeeneeenaes 51 2 5 Viewing the Vacancy Details cccccccccscccsccceecceccceeeceecceeecseeceeeceeeceeecaeecaeeceeecaeseaeseaesnaeenass o3 2 5 8 Transferring Successful Applicants to CHRIS eeesssesssesssseeeeeenene nennen 54 3 Exceptions to the Standard Process ccccceccsccseeeeeeeeceeceeteeeeeeeeeeeeseenseseeteeseeeseeeeeeeeseeseeseeteeeaees 61 3 1 Re advertising for an existing permission to fill ee cecceeeeseeeeeeeceeeneeeneeeneeeneeeaeeeneeeaeeeneeenees 61 3 2 Studentships Professorships and Marie Curie Fellows eeeseeeeeeeseeeseese 61 3 3 X Applicants sourced through agencies cccccseccceeeeceeeeeeeceeeeseeeceueeseueeseesaueeseeeeseeesueeseeeeaes 61 4 Howto search for a vacancy in Web Recruitment eese 63 4 1 Search Option 1 cceecccceeec
14. A number of departments institutions provided feedback that they want to be able to view applications as soon as they are submitted so that short listing can be conducted on a staggered basis The system has been designed to meet this requirement but you should be aware that this means that e Appointing bodies must carry out benchmarking once the closing date has passed to ensure that they have assessed all applications consistently Only then should applicants be informed of the results Please see the Recruitment Guidance for further information e Applicants cannot amend their application themselves once they have submitted it Departments Institutions can amend contact details add notes and update a successful applicant s details before transferring to CHRIS 2 5 1 Editing the details of an existing applicant If an applicant contacts you during the recruitment process to inform you that his her personal details have changed e g name contact details you can edit these within the system 1 Click on the drop down list in the Actions column next to the View Application option Select Edit Applicant from the list Copyright 2013 University of Cambridge Last Modified November 2013 Page 38 Web Recruitment System Ds Select All Show only Active Applicants Candidate name Select Submitted Date Notes Files gt Actions Status gt r1 Abbott Pauline 13 Nov 2013 07 40 34 1 0 D View Application Active Downl
15. Candidate Withdrawn Set Stage To Application Received Application progressed to short listing First Selection Stage Second Selection Stage Third Selection Stage To be considered by Appointments Committee Board of Electors Offer in Progress Conditional Offer Made M Com In most cases you will only need to record a status of Conditional offer made when you have made an offer of employment to the preferred candidate and then Conditional offer accepted when he she has agreed to take up the post offered Only when your preferred candidate has a status of Conditional offer accepted does the Transfer to CHRIS option appear in the Actions menu as shown below Candidate name Select Submitted Date Notes gt Files Actions Status gt Chapman Andrew 06 Nov 2013 02 47 13 4 1 D View Application Conditional Offer Accepted Download Application 1 of 1 1 10 amp Email Application Add View Notes Conditional Offer Accepted Apply Manage Attachments Edit Applicant Application History Transfer to CHRIS Please see section here for details on transferring your preferred candidate into CHRIS Y Tip Documents relating to the selection process or applicants can be uploaded and saved against the vacancy or relevant applicant as seen in the section on adding notes to an applicant s record 2 5 5 Sending out application packs If members of the appointing body are unwilling for you to give them acces
16. Gorim you ihaw read the stove and ondersuad and accept how fe Leseergity will ume and store my persona data Lien iui bo navem have green n thes app caton for employment tse and any supporting seu Pa mre arie ay e oman o De pooviieon of laise romanon may lead w damas and sobsequert termication of contract of employment jvversit of Carieage mary Carry out veriicaboe process and Mm of the efermatar provided on the apptcaters form gives in references and panini m Enel sadly Ave you a Semen European Economic Ares Swiss national with ght to work in the UK Yes If o do you already have permission to work i the UK Yes If yes pesse specify your visa type asd eed dale e lunderstand that on appontment if offered may A to a eatistactory medical examination andor satmfactory ura e rinde ta I been required io waterst P s pert of the spp caton process understand that the University Canc we vey Be fa sabes a e winch moghi ep mm perderte boa y ed cl swcurtty clearance Pignatore DIGITALLY CONFIRMED Owe 23 May 2013 paren aped o pk pele a gaet WON NES Woe Be eat T OL when vet viii De tor toad Purse Agerey n Cow The PDF A can be printed using File Print Copyright 2013 University of Cambridge Last Modified November 2013 Page 52 Web Recruitment System qs Note The Equal Opportunities and Request for Reasonable Adjustments sections of the application form are not di
17. be provided on the CoS application form Please contact the CHRIS Helpdesk for assistance as required 3 2 Studentships Professorships and Marie Curie Fellows Please note that studentships should not be made available to receive applications using the Web Recruitment System Studentships are not employment contracts and using a system designed for recruiting employees may cause confusion on this matter Applications for Professorships will automatically default to the CHRIS 6 form Salaries in Professorship adverts are hidden and details of salary ranges spot salary requirements competitive rates and any supplements should be entered into the advert itself in new RAS in line with Resident Labour Market Test requirements As the salary for Marie Curies can vary according to the work programme they are funded by the salary is not automatically displayed in the advert You should include salary information within the body of your advert This can be in euros but you should include a note of the value in pounds at the time the advert is placed in order to meet the Resident Labour Market Test Please continue to use the CHRIS 10 appointment form for these roles 3 3 Applicants sourced through agencies Where you have decided to use a recruitment agency to source applicants this should be handled as follows Where you are using an agency as well as advertising the vacancy on the University s Job Opportunities pages and accepting direct
18. eoc 3 Click on the appropriate Form Type Copyright 2013 University of Cambridge Last Modified November 2013 Page 4 Web Recruitment System qs The number of referees for the vacancy will default to two If you require the applicant to provide three referees then click on three Number of Referees An extra space for the third referee will be displayed within the on line application form 3 New RAS will look at the pre employment checks you have selected for the vacancy on Step 2 Job Details to determine which sections of the online application form should be displayed for your vacancy If you have selected or the position already has selected any of the Disclosure and Barring Service DBS checks whether essential before employment or not then the Web Recruitment System will display a DBS section in the application form for applicants to complete If you have selected or the position already has selected the Security check whether essential before employment or not then the Web Recruitment System will display a Security section in the application form for applicants to complete Pre employment checks ESSENTIAL BEFORE EMPLOYMENT Disclosure and Barring Service DBS Disclosure and Barring Service DBS Enhanced Disclosure and Barring Service DBS Standard Honorary Clinical Contract NMC Registration OH Medical Clearance Research Passport both OH and DBS Research Passport DBS but no OH
19. later 16 Once you are satisfied that the applicants details are up to date click on the Transfer to CHRIS button Transfer to CHRIS Note Full details of the validation of this screen can be found in the section on Adding an applicant to a vacancy 17 If the validation on the Transfer is not successful the following message will be displayed fields have been completed Validation Error not all required k and the top of the screen will detail the fields that are required Copyright 2013 University of Cambridge Last Modified November 2013 Page 59 Web Recruitment System Bs Home Vacancies Admin Logout Transfer Applicant to CHRIS E3 Validation Error not all required fields have been completed Address line 3 is required Select an option for gender Transfer Applicant to CHRIS Please review the information below When you are satisfied that the information is correct press the Transfer to CHRIS button Personal details Vacancy Details Title Transfer Status Refresh m Vacancy Reference AK02150 18 Finally you can check whether the transfer was successful by looking at the Transfer Status under the Vacancy Details Vacancy Details Transfer Status Refresh Vacancy Reference LJ01415 Note Where a transfer has been successful this means that an applicant record has been created automatically in the CHRIS Recruitment Module This was a step previously undertaken manually
20. short listing Guidance on long listing and short listing can be found at http www admin cam ac uk cam only offices hr recruitment candidates You could use First Selection Stage for a preliminary round of interviews selection tests and Second Selection Stage for a second round of interviews You do not need to use all the stages You must move all candidates formally considered by an Appointments Committee or Board of Electors to the to be considered by Appointments Committee Board of Electors stage Only use this stage when an appointment needs to be approved by an Appointments Committee or Board of Electors formally constituted under the Statutes or Ordinances 6 When the selection process for the vacancy has been completed and a preferred candidate has been selected you must move him her or them if you have more than one preferred candidate to the Offer in Progress stage Chapman Andrew 1 of 2 11 2 The preferred candidate will move into the Offer tab As the offer progresses update the status of the preferred candidate accordingly The status options at this stage are e Conditional offer made e Conditional offer accepted e Conditional offer withdrawn and e Conditional offer rejected Copyright 2013 University of Cambridge Last Modified November 2013 Page 48 Web Recruitment System Ds Active applicant reject Conditional Offer Accepted Conditional Offer Withdrawn Conditional Offer Rejected
21. vacancy which routes to the relevant advert on Job Opportunities This first release of the Web Recruitment System focuses on e Allowing applicants to apply on line via the University Job Opportunities pages e Automatically acknowledging applications e Allowing recruiters administrators to manage and record the results of the selection process e Allowing recruiters to view the data and e Transferring the successful applicant s into CHRIS Diagram 1 below shows how the different HR systems link together in the recruitment process Departments institutions still record the offer made to the successful applicant in the CHRIS Recruitment Module and return the CHRIS 10 A Appointment Form with supporting documents to the HR New Appointment Team for processing Future releases will add additional functionality including the ability to record details of the offer within the Web Recruitment System Queries relating to Web Recruitment should be directed to the CHRIS Helpdesk by emailing chris helodesk admin cam ac uk Copyright 2013 University of Cambridge Last Modified November 2013 Page 2 Web Recruitment System qs Diagram 1 HR systems linkages in the recruitment process New RAS New academic research post Job advert information or amended existing post information Existing post information Job Opportunities pages CHRIS Gap e GE Gm DPD GP P D GP Ge Ge ape ae
22. 2 Once the status has been changed to Conditional Offer Accepted the option to Transfer to CHRIS will appear in the Actions drop down box Home Vacancies Admin Logout All 27 Received 26 Shortlisting 0 Selection One 0 Selection Two 0 Selection Three 0 Committee Board 0 Offer 1 Offer Applicants appear on this page after you have set their stage to Offer in progress The following statuses are available m Conditional offer made set the applicant s status to this once you have made the offer a Conditional offer accepted set the applicant s status to this once they have accepted the offer This will make the Transfer to CHRIS option 7777777 7 4wn control m Conditional offer withdrawn set the applicant s status to this if the University withdraws the offer Download Application m Conditional offer rejected set the applicant s status to this if the applicant rejects the offer Je amp Email Application When the applicant has accepted the offer you should transfer their record into CHRIS Refer to the manual for instructions Add View Notes amp Manage Attachments Select All Show only Active Applicants 4 Edit Applicant Candidate name Application History Select Submitted Date 3 Notes Files gt Status Transfer to CHRIS Jeremy Butcher 12 Nov 2013 02 03 37 4 1 View Application Jh Conditional Offer Accepted Copyright 2013 University of Cambr
23. C Abbott Pauline 13 Nov 2013 07 40 34 1 0 2 View Application Active Download lication E Andrews Jeremy 13 Nov 2013 07 42 44 1 0 App Active amp Email Application E Cohn Francis 13 Nov 2013 07 53 34 1 0 Add View Note Active Manage Attachments mn Courtney Stuart 13 Nov 2013 07 55 44 1 0 Active Edit Applicant M Davies Edward 13 Nov 2013 07 57 54 1 0 Speen HM Active O Davies Zoe 13 Nov 2013 08 00 04 1 0 D View Application Active The following screen will then be displayed including information about the types of file you can upload Supporting Document Upload Please select any documents you wish to attach to this vacancy applicant and press the upload button The following file types are supported pdf doc docx txt rtf Please note that for security and compatibility all documents are converted to PDF format Choose 3 Upload e Cancel Time Filename Action 2013 11 06T14 14 36 000 Advert Download File fg Choose Fie to Upos i TR Rm m a e 2 iE gt Computer mg666 WinternahhomeWhome directories Mj My Documents X uj Search My Documents Organize v New folder Name v Date modified Ft Favorites RE Desktop Web Recruitment Documentation p New RAS Documentation Internal Change Control Recruitment Programme J New RAS Ji RAS2 B Occupational Health MG FOLDER Occupational Health d Downloads Libraries E Documents 2 Music Pictures E Videos jE Co
24. PUBLISHED 12 November 2013 CLOSING DATE 12 December 2013 When an applicant clicks on the Apply online link they will be taken to the following screen where they can register or if they have applied before they can log back into their account Copyright 2013 University of Cambridge Last Modified November 2013 Page 8 Web Recruitment System Ds UNIVERSITY OF CAMBRIDGE Web Recruitment Login Register Home Welcome to the University of Cambridge s Web Recruitment System which you can use to apply online for job vacancies Please register to create a new account or log in if you have registered with our system before Once you have logged in you will be directed to the application form for the vacancy you have selected on our Job Opportunities web pages The Web Recruitment application is provided and managed by the Unified Administrative Service 2013 University of Cambridge The applicant will be asked to enter a minimal amount of information to register as follows Ges UNIVERSITY OF CAMBRIDGE Web Recruitment Login Register Register Your email address You need to choose the password you will use to log in The password must be between eight and sixteen characters long have atleast one lowercase letter have at least one uppercase letter have at least one number naf contain amy obvius sequences such as qwerny or 12243 We recommend it also contains punctuation characte
25. Select Cancel Save Submit Application This screen is based upon the details needed for successful applicants in the CHRIS Recruitment Module and has two tabs 1 The first tab Manual Applicant Entry allows you to enter a minimum amount of essential Copyright 2013 University of Cambridge Last Modified November 2013 Page 17 Web Recruitment System Ds information about the applicant This includes details such as title name address right to work status and equal opportunities information 2 he screen shows the vacancy details on the right hand side Vacancy Details Vacancy Reference RD00061 Vacancy Title Accounts Clerk Closing Date 2013 12 24 Applicant Status Application in progress Please check that you are editing the correct vacancy Y Tip At any point during the process you can click on the Save button to save the details entered so far and then return to the form later Please Select Do they regard themselves as having any Disabilities Please Select Cancel Ej Submit Application 3 Select the title for the applicant from the drop down list Copyright 2013 University of Cambridge Last Modified November 2013 Page 18 Web Recruitment System Personal details Title Please Select I Please Select Dr Miss Mir Mrz Ms Professor Professor Dame Professor Lord Professor Sir Reverend Or Reverend Professor
26. View applications and see what stage and status they are e View documents uploaded to the vacancy and applicant records oame as above plus e Can change an applicant stage status e Can add notes to an application via the notes window pending e Can upload documentation to the vacancy and application oame as above plus Can add a manual application Can transfer preferred applicant s into CHRIS Can give others access to the vacancy by assigning one of the three user roles to them Can view reasonable adjustments requested in the Notes field for an applicant There are also three roles which can be applied to a user to give them system wide permissions These access levels can only be granted by a SUPER USER normally the MISD systems administrator or the CHRIS Helpdesk and are designed for use by central HR teams and technical development and support Role Available actions SUPER USER Has ADMIN level permission to all vacancies in the system READ ONLY Has READ level permission to all vacancies in the system REPORTER Used by reporting system Will have an associated list of organisational units on which they can report using Discoverer Copyright 2013 University of Cambridge Last Modified November 2013 Page 25 Web Recruitment System qs 2 3 2 Assigning Access Rights To grant other access to a vacancy you are administering 1 Click on the drop down arrow on the right of the Process Applicants bu
27. al s application has been rejected although detailed reasons should be provided on a document such as the HR10 Assessment Record particularly for stages after long listing Please describe the source of the comments for example phone conversation with the applicant or notes from the interview panel Copyright 2013 University of Cambridge Last Modified November 2013 Page 43 Web Recruitment System qs Please note under Data Protection Legislation all applicants are entitled to make a subject access request to see all personal data held on them including documentation from the recruitment process Therefore it is vital that any recruitment documentation stored within the system or elsewhere contains appropriate information which demonstrates that a fair objective process took place 1 Click on the Actions drop down menu for your chosen applicant next to Download Application 2 Select Add View Notes Anderson Chris 06 Nov 2013 02 14 36 3 1 D View Application Active Download lication Andrews Jeremy 06 Nov 2013 02 16 56 3 1 pe Active amp Email Application Butcher Jeremy 06 Nov 2013 02 35 34 2 1 Fa Add View Notes Active Manage Attachments Butler Owen 06 Nov 2013 02 37 54 2 1 Active Edit Applicant Cao Komura 06 Nov 2013 02 40 13 2 1 Application History Active 3 An Add Note to Application pop up window will appear Write your note in the New Note text box and click on Add Note Add N
28. an be added using the Manage Permissions button See the section on this topic for more details The vacancy list displays all the vacancies to which you have any form of access rights Vacancies Below is a list of vacancies you have access to Use the search boxes or page through to find a specific vacancy Show only Closed Vacancies Job Reference Job Title gt Closing Date 2 Applicants gt Actions Access ENO02119 Research Assistant ST 02 123456789 06 Nov 2013 2 amp Process Applicants Administrator NRO2116 Research Associate Senior Research Associate1 0 06 Nov 2013 0 Process Applicants v Administrator NS02117 ST 08 06 Nov 2013 30 Process Applicants Y Administrator DD02118 RA 01 123456789123456789123456789 06 Nov 2013 0 Process Applicants E Administrator LO01836 Research Associate Senior Research Associate 01 Nov 2013 0 Process Applicants v Administrator Only live vacancies meaning those where the closing date has passed are listed by default and these are shown in order of closing date with the latest closing first However you can deselect the Show only closed vacancies filter To look at the history of filled vacancies for example to review the recruitment process the last time the job was advertised then you can use the Job Reference and Job Title search boxes or sort your vacancies based on Closing Date z Note Unsuccessful candidate data older than 12 months will be deleted from the system
29. and moving applicants between stages It is a department institution decision as to whether a member of an appointing body is given this level of access to record decisions made during each stage of the selection process or whether this is done on their behalf A number of stages have been defined and these are e Application Received Received e Progressed to Short listing Short listing e First Selection Stage Selection One e Second Selection Stage Selection Two e Third Selection Stage Selection Three e Tobe considered by Appointments Committee Board of Electors Committee Board and e Offer in progress Offer The brackets in the list above indicate the abbreviated name of each stage as it shows on the tabs across the top of the screen For clarity a full version of each stage name is used in the drop down list where you change the status stages of applicants You can use as many of the stages as are appropriate to fit your local requirements or your particular vacancy Please see the Recruitment Guidance for information on planning your selection process http www admin cam ac uk cam only oftices hr recruitment planning methods html key 1 From the main vacancy screen click on the Process Applicants button next to the vacancy you wish to manage Copyright 2013 University of Cambridge Last Modified November 2013 Page 45 Web Recruitment System Ds Job Reference gt Job Title Closing Date gt Appl
30. applications any applicants forwarded to the appointing body for consideration should have their details entered into the Web Recruitment System using the manual application entry process described in the section on adding an applicant to a vacancy Applications sifted out by the agency which the University does not see review Copyright 2013 University of Cambridge Last Modified November 2013 Page 61 Web Recruitment System Ds do not need to be recorded in the system Where you are using an agency as the only means of sourcing your applicants and are not accepting direct applications through the Web Recruitment System it will not be possible to record details of the applications forwarded by the agency in the system Instead applicants forwarded to you should be asked by the agency to complete a CHRIS 5 or CHRIS 6 form as applicable These should be handled as described in the Recruitment Guidance at http www admin cam ac uk cam only offices hr recruitment candidates applications html In order that the University s equal opportunities data is complete please provide details of the applicants equal opportunities information as described in the information found at http www admin cam ac uk cam only offices hr recruitment candidates closing html Copyright 2013 University of Cambridge Last Modified November 2013 Page 62 Web Recruitment System s 4 How to search for a vacancy in Web Recruitment 4 1 Searc
31. ascular biology inflammation and immune response experience in cell and molecular biology techniques will be advantageous The Cardiovascular Division website can be found at http weww med cam ac ulk divisians Fixed term The funds far this past are available far 3 years in the first instance Informal enquiries are very welcome and should be addressed to Eve Dillon ged27 iimedschl cam ac uk To submit an application for this vacancy please click on the Apply online button at the bottom of this page This will route you ta the University s Web Recruitment System where you will need to register an account if you have not already and log in before completing the online applicatian form Please ensure that you upload your Curriculum Vitae C and a cowering letter add up to 3 further documents needed e g research publication list in the Upload section of the online application If you upload amy additional documents which have not been requested we will not be able to consider these as part of your application Please quote reference RCOZ139 on your application and in any correspondence about this vacancy The University values diversity and is committed to equality of opportunity The University has a responsibility to ensure that all employees are eligible ta live and work in the UK Work experience DEPARTMENT LOCATION Department of Medicine SALARY 27 654 36 298 REFERENCE RCO0Z2139 CATEGORY Research
32. b Recruitment Release 1 manual vi f usc E Web Recruitment Release 1 manual v1 0 f tee Pictures 1 Web Recruitment Release 1 User Manual B Videos Time IM Computer No records found L Do Not Use C GF J Share V ntema amp x MIS Devision or GF da392 irtermal G R Share intern amp Spreadsheets i 3 Unified Adare File name Viewing Applications 2013 University of Cambridge The filename should now appear underneath the Choose Upload and Cancel buttons Copyright 2013 University of Cambridge Last Modified November 2013 Page 22 Web Recruitment System qs Current supported formats are pdf preferred dacx pptx doc ppt rft txt Ifyou have scanned the supporting documents then most scanning software allows you to scan as a pdf otherwise you can paste a copy oftl upload that hereis a maximum uploaded file size of 2MB Please note all uploaded files are converted to pdf documents Where you are uploading something other than a pdf file you are advised to review the converted versions of the uploaded files to check thi Choose 4 Upload e Cancel Applicant Guidance Web Recruitment pdt 212 36 KB e Time Filename Mo records found If you have chosen the correct document to upload you should now click on Upload to start the upload process Choose Time Filename Mo records found On completion of the upload your document will appear in t
33. bout the vacancy 5 When you preview your advert for a vacancy in RAS you will be able to see wording which will be auto inserted for you to direct applicants to e Click on the Apply online button which will be inserted onto your Job Opportunities advert or e Click on a link to the Job Opportunities advert which will be inserted into adverts in external media to route applicants to where they can find the Apply button Copyright 2013 University of Cambridge Last Modified November 2013 Page 6 Web Recruitment System Library Invigilator test Maternity Cover Department Location University Library Cambridge Reference VE02153 Closing date 29 November 2013 Intereting and varied position Maternity cover This post is fixed term until 31 January 2014 or the return of the post holder whichever is the earlier Once an offer of employment has been accepted the successful candidate will be required to undergo a health assessment Note Once you have written your advert s it is essential that you set up the University Job Opportunities pages as a published media type in the Media Bookings section of new RAS Without this there will be no way for applicants to access the Apply button that they will need to click on to be routed to the Web Recruitment System and the online application form Media bookings MEDIA PUBLICATION DATE SENT Not published Publish d Preview Add media University Job Oppo
34. by administrators in departments institutions 19 Finally the vacancy administrator will need to record the details of the offer e g starting salary made to the preferred candidate in the offer screen within the CHRIS Recruitment Module The CHRIS 10A will also still need to be sent to the New Appointment team during this release of Web Recruitment In future this part of the process will be reviewed again with the hope of simplifying it further in subsequent releases of the Web Recruitment system Copyright 2013 University of Cambridge Last Modified November 2013 Page 60 Web Recruitment System Ds 3 Exceptions to the Standard Process 3 14 Re advertising for an existing permission to fill If you have already advertised a vacancy and you need to re advertise because you have not appointed an applicant successfully you will need to use new RAS to detach the vacancy from the CHRIS position and then re advertise the same position requesting that the CHRIS Helpdesk override permissions If you do not do this your vacancy will have the same reference number as when you first advertised it and all new applications received for the vacancy will be delivered into the same received list as the previous batch of unsuccessful applications This is not an accurate record of the process so should be avoided particularly where the successful candidate requires a Certificate of Soonsorship CoS and a summary of the process needs to
35. cant You may wish to save documents relating to an applicant with their record in the Web Recruitment oystem so that all information about them within the recruitment process is found in one place For example you may wish to upload e HR10 Assessment Record http www admin cam ac uk cam only offices hr forms hr1 0 e HH17 Assessor Notes template http www admin cam ac uk cam only offices hr forms hr1 7 e HH18 Conditional Offer letter http www admin cam ac uk cam only offices hr forms hr18 e HR23 Welcome Letter http www admin cam ac uk cam only offices hr forms hr23 Please note under Data Protection Legislation all applicants are entitled to make a subject access request to see all personal data held on them including documentation from the recruitment process Therefore it is vital that any recruitment documentation stored within the system or elsewhere contains only appropriate information which demonstrates that a fair objective process took place 1 To upload an attachment for an existing applicant click on the drop down list in the Actions column for the relevant applicant this is next to the View Application option Select Manage Attachments button Copyright 2013 University of Cambridge Last Modified November 2013 Page 40 Web Recruitment System Select All Show only Active Applicants Candidate name Select Submitted Date Notes Files Actions Status
36. ceeeeceeeeeseeeeseeeeeeeeeessaeeeseeeeseueeesaeeesseeesseeeeseueessgeeesaneesseeeesens 63 Qi ANC OOO E NR 64 Copyright 2013 University of Cambridge Last Modified November 2013 Page 1 Web Recruitment System Ds 1 Introduction 1 1 Overview The recruitment process begins with the identification and definition of a vacancy This includes developing updating the role description and for new academic related and assistant staff vacancies the grading of the post Posts which are graded are set up in CHRIS the HR and Payroll System by the HR Division The new Recruitment Administration System RAS is used to e Find the details of a vacancy which exists in CHRIS posts which have been graded or are being refilled or e Record the vacancy details for a new academic or research post these are not individually graded so are not set up in CHRIS at this point Permission to fill a vacancy is then requested and granted in RAS Once all required permissions for a vacancy have been obtained it can be advertised on the University Joos Pages and in external media In RAS a department institution records whether or not the application method for a vacancy will be using the University s Web Recruitment System Where the Web Recruitment System is to be used RAS will e Insert an Apply online button on the advert for the vacancy on the Job Opportunities pages e Insert a URL in external adverts for the
37. cruitment T Tip If you have added someone incorrectly then just click on the Remove button to delete their access to this vacancy then click Save New f Save Crs ID 1 of 1 1 6 Once you have finished adding access rights then click on the Close button at the bottom right of the pop up window Copyright 2013 University of Cambridge Last Modified November 2013 Page 27 Web Recruitment System Add users to vacancy Fellow Engineer PT Existing Applications Use this form to allow other people to view edit this vacancy and its applicants The roles available are listed in the Applicant Guidance m Click New to add a user m Click Remove to remove a user m Always click Save to save your changes Role Remove ADMIN Remove 1 of 1 1 This will return you to the main vacancies screen Copyright 2013 University of Cambridge Last Modified November 2013 Page 28 Web Recruitment System qp 2 4 Storing recruitment documents and notes against a vacancy 2 4 1 Uploading and storing vacancy documents You may find it helpful to store documents relating to the recruitment process for a vacancy within the system so that you have everything saved in one place For example you may like to upload the following documents for a vacancy HR7 Further Information template hitp Awww admin cam ac uk cam only offices hr forms hr7 HR6 Selection Criteria template http www admin cam ac uk cam on
38. dded by Vacancy Note Note 4 p close Copyright 2013 University of Cambridge Last Modified November 2013 Page 35 Web Recruitment System Ds 3 If necessary use the vertical and horizontal scroll bars on the pop up window until you can see the content of the note at the bottom of it Add Note to Application These notes provide a history of the application they are an auditable trail and can be used to note changes to the applicants details interview notes or other relevant information Please describe the source of the comments eg phone conversation with applicant notes from interview panel etc Note that any notes made here are subject to the Data Protection Act and are disclosable to the applicant New Note 1000 characters remaining m a Add Note Date Added by Vacancy Note Note n close The note will look something like this ication they are an auditable trail and can be used to note changes to the applicants information 2nts eg phone conversation with applicant notes from interview panel etc ct to the Data Protection Act and are disclosable to the applicant y Vacancy Note Note N have dyslexia so will need extra time for any written selection tests may need to complete please A M MEM MI NM 5 WW close 4 Ifthe applicant is invited to the next stage of the selection process you will need to ensure that the reasonable adjustments that have been requested ar
39. dmin Logout Manual Applicant Entry Upload Documents Supporting Document Upload Use this form to upload the application documents such as the applicant s CV covering letter or application users You will need to keep the application documents in their original format as well Current supported formats are pdf preferred dacx pptx dac ppt rft txt If you have scanned the supporting documents then mast scanning software allows you to scan as a pdf othe upload that There is a maximum uploaded file size of 2MB Please note all uploaded files are converted to pdf documents Where you are uploading something other than a pdf file you are advised to review the converted versions o Choose 4 Upload e Cancel Time Mo recards found You can upload documents in any of the following file formats e Pdf e Doc and Docx Microsoft Word Format e Generic Rtf e xt e Ppt and Pptx Microsoft Power Point Note It is highly recommended that PDFs are uploaded wherever possible A maximum limit of 2MB is permitted per file with a limit of five files per application Limits are set because there is a limit to the size of attachments that can be sent via email Appointing Boards or Appointments Committees may need to be emailed an applicant pack including all applications and their attachments and so we have to set limits to uploaded documents to facilitate this process Copyright 2013 University of Cambrid
40. e Set Status To Withdrawn Active ite option from Rejected Candidate Withdrawn Set Stage To Application Received Application progressed to short listing First Selection Stage Second Selection Stage Third Selection Stage 1 To be considered by Appointments Committee Board of Electors Offer in Progress Offer in Progress Copyright 2013 University of Cambridge Last Modified November 2013 Page 54 Web Recruitment System 3 Click on the Apply button cadis 4 The Updates Successful message will be displayed and the candidate s will have moved to the Offer tab 5 UNIVERSITY OF P CAMBRIDGE HR HR Admin Web Application Home Vacancies Admin Logout All 27 Received 26 Selection Two 0 Selection Three 0 Shortlisting 0 Selection One 0 AK02150 Research Assistant Selection stage 2 m For rejected candidates change their status to Rejected m Ifa candidate has withdrawn change their status to Candidate Withdrawn m To progress a candidate to the next stage choose the appropriate option from Set stage to p Updates Successful v Select All v Show only Active Applicants Candidate name Select Submitted Date gt No applicants to show 0 withdrawn or inactive applicant s hidden 1 of 1 10 S lias Apply 5 Select the Offer Tab ums UNIVERSITY OF amp CAMBRIDGE HR HR Admin Web Application Home Vacancies Admin Logout All
41. e put into place If you need advice on accommodating a reasonable adjustment please contact your HR Business Manager Adviser Copyright 2013 University of Cambridge Last Modified November 2013 Page 36 Web Recruitment System 2 5 Processing Applicants c s 1 From the main vacancy listing screen select the vacancy you wish to process and click on the symbol within the Process Applicants button Vacancies Below is a list of vacancies you have access to Use the search boxes or page through to find a specific vacancy Show only Closed Vacancies Job Reference gt Job Title gt Closing Date 2 ENO02119 Research Assistant ST 02 123456789 06 Nov 2013 NRO2116 Research Associate Senior Research Associate1 0 06 Nov 2013 NS02117 ST 08 06 Nov 2013 DD02118 RA 01 123456789123456789123456789 06 Nov 2013 LO01836 Research Associate Senior Research Associate 01 Nov 2013 2 The Applicants screen will be displayed with the Received tab selected This shows all applications that have been received but not yet assessed Applicants 2 0 Actions Process Applicants Process Applicants vv 30 amp Process Applicants v 0 0 v Select All Show only Active Applicants Candidate name Select Submitted Date Notes Files gt r Boyer Bruce 14 Nov 2013 12 04 56 1 0 r Chen Jian 14 Nov 2013 12 11 27 1 0 Courtney Stuart 14 Nov 2013 12 15 47 1 0 E Abbott Pauline 14 Nov 2013 12 00 35
42. eed one 7 override login options for this session Cancel 7 Help The Raven web authentication system is provided and managed by the University Computing Service 2013 University of Cambridge Study at Cambridge About the University Research at Cambridge The system will then use your Raven ID to identify which vacancies should be displayed to you ms UNIVERSITY OF amp CAMBRIDGE HR HR Admin Web Application Vacancies Admin Logout Vacancies Below is a list of vacancies you have access to Use the search boxes or page through to find a specific vacancy Show only Closed Vacancies Job Reference Job Title Closing Date Applicants Actions Access DD02052 ARP 02 Feb 2014 Process Applicants Administrator DD02056 IS DBS Security 290ct1 PT 28 Nov 2013 Process Applicants Administrator DD02057 Fellow Engineer PT 20 Dec 2013 amp Process Applicants Administrator DE02067 SV CHRIS 6 Test 2 31 Dec 2013 Process Applicants Administrator Copyright 2013 University of Cambridge Last Modified November 2013 Page 14 Web Recruitment System Ds 2 Managing vacancies and applicants 2 1 Introduction If you were listed in the new RAS system as the recruiter for the vacancy then initially you will be the only person with the ability to access that vacancy You will have Administrator permission which means that you can view and process applications Additional access of different levels c
43. ge Last Modified November 2013 Page 21 Web Recruitment System Ds To upload a document click on the Choose button pee UNIVERSITY OI P CAMBRIDGE HR Admin HR Admn Web Apphcabon Home Vacancies Visa Requests 0 Successful Applicants 2 Manual Applicant Entry Upload Documents Open G kag G Computer gt RShare internal general R gt Organize New folder 4 3 Ubraoes ansias hb Apphbcations Wi Choose Upload e Cancel d Cheis e Music Jy EMBS BMS Project im Pictures LL Epson scanners B Videos de Greenwich House Training Resources e k hp scanners 4 VM Computer F n No records found Bl Do Net Use C Je List Manager d MISD amp MISO Staff Guide d Orce Kk Payroll Fiche Reports d PeopleSoft Knowledge Center Courses ix J Share enterna GA MIS Division ur GA da392 ierternal a R Share Vuntern E vesdsheets Au x Sp A Reporting Project Unified Adinare File name Navigate to the correct location in your file directory and select the file that you wish to upload before clicking on Open NIVERSITY OI V CAMBRIDGE HR Admin HR Admin Web Appbcation Home Vacancies Visa Requests 0 Successful Applicants 2 Logout Manual Applicant Entry Ipload Documents Open al Gwe m Uncontrolled Project Documents Training Web Recruitment Organize New folder Ub apes 25 Viewing Applications Documents Choose Upload e Cancel M By We
44. h Option 1 Log in to the HR Admin Panel Click on the Vacancies tab On this page you will see a table of the vacancies that you have access to By default closed vacancies are not shown HR HR Admin Web Application Home Vacancies Admin Logout Vacancies Below is a list of vacancies you have access to Use the search boxes or page through to find a specific vacancy Show only Closed Vacancies Job Reference Job Title gt Closing Date Applicants gt Actions Access DD02052 ARP 02 Feb 2014 7 Process Applicants Administrator DD02056 IS DBS Security 29Oct1 PT 28 Nov 2013 Process Applicants Administrator DD02057 Fellow Engineer PT 20 Dec 2013 amp Process Applicants Administrator DE02067 SV CHRIS 6 Test 2 31 Dec 2013 Process Applicants Administrator VK02076 Programme Leader 02 Feb 2014 Process Applicants Administrator SG02082 Marie Curie Fellow 01 Dec 2013 Process Applicants Administrator AK02084 PL for Bulk Applicants 13 Dec 2013 Process Applicants Administrator At the top of the Job Reference column you will see a white search box Enter data into this box to search for specific details on a vacancy how y losed A acae Job Beference DD You should now see a screen with a list all the data that meets your current search criteria Copyright 2013 University of Cambridge Last Modified November 2013 Page 63 Web Recruitment System Vacancies Below is a list of vaca
45. he bottom field of the page Copyright 2013 University of Cambridge Last Modified November 2013 Page 23 Web Recruitment System LT Upload Successful How Do l Administrator v5 docx is uploaded Supporting Document Upload Use this form to upload the application documents such as the applicant s CV covering letter or application form so that they can be made available to the select users You will need to keep the application documents in their original format as well Current supported formats are pdf preferred docx pptx doc ppt rft txt If you have scanned the supporting documents then mast scanning software allows you to scan as a pdf otherwise you can paste a copy of the scanned image into upload that There is a maximum uploaded file size of 2MB Please nate all uploaded files are converted to pdf documents Where you are uploading something other than a pdf file you are advised to review the converted versions of the uploaded files to check that they are true represe Choose 4 Upload e Cancel Filename Action 2013 11 13120 12 48 759 How Do LAdministrator v5 g Download File From here you can see the time and file name of your upload and you can also delete or download a copy of the document To view the uploaded document click on the Download File button in the Action field Your browser will prompt you to save or open the file XX n Tip If you have uploaded an incorrect doc
46. hrenia or anxiety disorder Physical impairment or mobility issues such as difficulty using arms or using a wheelchair or crutches Deaf or serious hearing impairment Blind or serious visual impairment uncorrected by glasses Other type of disabilit Please Select A Note The Equal Opportunities section is mandatory but there is a Prefer not to say option for each question This should only be used if the applicant used this response or left a field blank the downloadable CHRIS 5 and CHRIS 6 forms tell applicants that any blank response will be treated as Prefer not to say Entering an accurate value is important for monitoring our Equal Opportunities policy and for meeting the University s obligation to provide the Higher Education Statistics Agency HESA with complete and accurate anonymised employee data 7 Click on the Save button if you would like to save your work and go on to add an attachment or Copyright 2013 University of Cambridge Last Modified November 2013 Page 20 Web Recruitment System qs return to complete the applicant s details at a later time 8 To upload attachments for an applicant click on the second tab Upload documents This tab allows you to upload an attachment for an applicant If you have received a paper based application then you can scan it and save it as a PDF for upload or if you have received an application by email then you can save it and upload it Home Vacancies A
47. icants Actions Access gt EN02119 Research Assistant ST 02 123456789 06 Nov 2013 2 Process Applicants M Administrator A list of applicants will be displayed Candidate name gt Select Submitted Date gt Notes gt Files gt Actions Status gt Anderson Chris 06 Nov 2013 02 14 36 4 2 D View Application v Active Andrews Jeremy 06 Nov 2013 02 16 56 3 1 D View Application x Active Initially all submitted applications which have been received but not yet assessed appear in the Application Received tab There is also an All tab which lists everyone who has applied for the vacancy and their current stage e g Received Short listing and status e g Active Rejected Applicants will always show on the All tab as well as under the tab for the process stage that they are currently in The number of applicants at a given stage is shown next to the stage name Home Vacancies Admin Logout All 30 Received 16 Shortlisting 0 Selection One 0 Selection Two 0 Selection Three 0 Committee Board 4 Offer 10 2 Click on the tab that reflects the selection stage you wish to view or process This will display the current applicants at that stage of the process When you first begin managing applicants you will be clicking on Received as all applicants will be listed there 3 Tick the box to the left of the applicant s you wish to process Candidate name gt Select Submitted Date gt Notes gt Files gt
48. idate name Select Submitted Date Notes Files gt Actions Status gt Jeremy Butcher 12 Nov 2013 02 03 37 3 1 View Application z Active 1 of 1 1 10 Active Apply 7 Select the applicant s Candidate name Select Jeremy Butcher 8 Select the status of Conditional Offer Made from the Set Status to drop down list ou have made 2 they have at Active Conditional Offer Made ihe University v Conditional Offer Accepted JF 2 applicant reje Conditional Offer Withdrawn ir record into C Conditional Offer Rejected Candidate Withdrawn Copyright 2013 University of Cambridge Last Modified November 2013 Page 56 Web Recruitment System s 9 Click on the Apply button 10 Once the applicant s has accepted the offer select the applicant s and select the status of Conditional Offer Accepted from the Set Status to drop down list ou have made t e they have aci Conditional Offer Made ihe University w 2 applicant rejec Active Conditional Offer Accepted i Conditional Offer Withdrawn ir record into CF Conditional Offer Rejected Candidate Withdrawn Set Stage To Application Received Application progressed to short listing First Selection Stage Second Selection Stage Third Selection Stage 1 To be considered by Appointments Committee Board of Electors Offer in Progress Conditional Offer Accepted E acd M 1 11 Click on the Apply button 1
49. idge Last Modified November 2013 Page 57 Web Recruitment System c s 13 Select the applicant and choose Transfer to CHRIS Offer Applicants appear on this page after you have set their stage to Offer in progress The following statuses are available m Conditional offer made set the applicant s status to this once you have made the offer m Conditional offer accepted set the applicant s status to this once they have accepted the offer This will make the Transfer to CHRIS option 77777 7 7 Astana 4 wn control m Conditional offer withdrawn set the applicant s status to this if the University withdraws the offer Download Application wm Conditional offer rejected set the applicant s status to this if the applicant rejects the offer amp Email Application When the applicant has accepted the offer you should transfer their record into CHRIS Refer to the manual for instructions Add View Notes amp Manage Attachments wv Select All Show only Active Applicants Edit Applicant Candidate name Application History Select Submitted Date gt Notes gt Files gt Status gt Transfer to CHRIS J Jeremy Butcher 12 Nov 2013 02 03 37 4 1 D View s Conditional Offer Accepted as Tip You can also check the whole of the candidate s application documents before you transfer them by clicking on the Download Application button 14 Check the applicant s details and make any correct
50. ill be available on the HR web pages at http www admin cam ac uk offices hr forms Information on providing application forms in alternative formats is found at http www admin cam ac uk cam only offices hr recruitment planning application htmlzfformats Once a non online manual application has been submitted to you basic details about the applicant can be entered onto the Web Recruitment System and attachments uploaded such as a PDF scan of the application This ensures that all of your applicant information is stored in one place that personal details about the applicant can be transferred into the CHRIS Recruitment Module at a later date if they are successful and that the University has complete equal opportunities data To record an applicant who has not applied online 1 Select the vacancy to which you would like to add an applicant Click the drop down menu on the Process Applicants button then click on Add Applicant Closing Date Applicants Actions Access 02 Feb 2014 T amp Process Applicants Administrator 28 Nov 2013 Mn Administrator View Add Notes 20 Dec 2013 Manage Permissions Administrator Manage Attachments 31 Dec 2013 Administrator LO View Advert g 02 Feb 2014 eocess Applicapef Administrator The following screen will be displayed Copyright 2013 University of Cambridge Last Modified November 2013 Page 16 Web Recruitment System qs
51. ing steps 1 Click on the drop down arrow in the Actions column next to the View Application button w Select All Y Show only Active Applicants Candidate name gt Select Submitted Date 2 Notes gt Files gt Actions Status gt Fellows Louise 08 Nov 2013 03 11 25 1 1 D View Application Active of 1 1 10 x Download Application amp Email Application Add View Notes Active Manage Attachments Apply Edit Applicant Application History 2 Click on the Add View Notes option from the menu v Select All Show only Active Applicants Candidate name 2 Select Submitted Date gt Notes gt Files gt Actions Status gt A Fellows Louise 08 Nov 2013 03 11 25 1 1 D View Application v Active Download Application 1 of 1 1 10 amp Email Application Add View Notes Active Manage Attachments Apply Edit Applicant Application History A pop up window as shown below will appear Add Note to Application These notes provide a history of the application they are an auditable trail and can be used to note changes to the applicants details interview notes or other relevant information Please describe the source of the comments eg phone conversation with applicant notes from interview panel etc Note that any notes made here are subject to the Data Protection Act and are disclosable to the applicant m New Note 1000 characters remaining a Add Note Date A
52. ional Requirements Reporting 2 docx g Download File as Tip To check the file content click the Download File button in the action field To delete the document click on the rubbish bin symbol in the action field Copyright 2013 University of Cambridge Last Modified November 2013 Page 32 Web Recruitment System 2 4 2 Recording vacancy notes booked a particular room for interviews Information about individuals should not be recorded here cas You are able to add notes against a vacancy which provide an auditable trail of information You may wish to use this function to record that key events have taken place in the process particularly where there is more than one person providing administrative support for a vacancy For example you may wish to record the date that short listing will be completed by the Appointing Body that you have sent rejection invite to interview emails out or that you have you can also add notes to individual applicants see Section on adding notes to an applicant s record 1 Click on the drop down menu to the right of Process Applicants Vacancies Below is a list of vacancies you have access to Use the search boxes or page through to find a specific vacancy Show only Closed Vacancies Job Reference 7 Job Title gt Closing Date Applicants 2 DD02052 ARP 02 Feb 2014 3 DD02056 Investigator Scientist 28 Nov 2013 0 DD02057 Fellow Engineer PN 20 Dec 2013 0 VG02064 Research Assi
53. ions e g if they have informed you that they have moved house B UNIVERSITY OF CAMBRIDGE HR HR Admin Web Application Home Vacancies Logout Transfer Applicant to CHRIS Transfer Applicant to CHRIS Please review the information below When you are satisfied that the information is correct press the Transfer to CHRIS button Personal details Vacancy Details Title Transfer Status Refresh Miss Vacancy Reference 8B02164 Surname family name Vacancy Title Griggs University Lecturer Application Date 22 Aug 2013 09 29 Forename 1 vargar Margaret Stage in CHRIS Application received Forename 2 Start Date if known Forename 3 Gender Female Copyright 2013 University of Cambridge Last Modified November 2013 Page 58 Web Recruitment System Address Details Address Line 1 19 Harston Street Address Line 2 Long Road Address Line 3 Newton Address Line 4 Cambridge Other Details Contact Number 0777 6124602 Date of Birth 01 Nov 1979 Disability Prefer Not To Say Ethnic Origin WHITE BRITISH Work Permit Number Address Line 5 Work Permit Expires Cambridgeshire Address Line 6 CB22 8PA Country United Kingdom 15 The button bar at the bottom of the screen can be used to assist you if you are part way through the process Transfer to CHRIS Click Save to save the changes and return to them
54. is is made very clear to them within the form itself and in the Applicant Guidance They are advised to postpone submission of their application until nearer to the closing date if they are expecting information within it to change before then Applicants are advised to contact the relevant department institution contact directly if they wish to notify us of a factual change such as a new name or address Applicant guidance and FAQs are available for the applicant should they need extra help or support using the online application Contact details are also shown so that the applicant can Copyright 2013 University of Cambridge Last Modified November 2013 Page 11 Web Recruitment System Ds report technical difficulties applicants are requested to contact the relevant department institution for questions about the vacancy itself For the first six months of the system s operation the applicant is also invited to take part in a survey at the end of the process to give feedback on their experience of the Web Recruitment oystem The results will be monitored by the central HR teams and used to assess future system and policy changes Copyright 2013 University of Cambridge Last Modified November 2013 Page 12 Web Recruitment System Ds 3 Logging in to view applications received Use your Internet Browser to go to https hrsystems admin cam ac uk hr admin ui T Tip For future use you may like to add the above link to your favouri
55. ly offices hr forms hr6 HR11 Selection Results Grid http www admin cam ac uk cam only offices hr forms hr1 1 HR15 Selection Process Schedule http www admin cam ac uk cam only offices hr forms hr15 Please note under Data Protection legislation all applicants are entitled to make a subject access request to see all personal data held on them including documentation from the recruitment process Therefore it is vital that any recruitment documentation stored within the system or elsewhere contains appropriate information which demonstrates that a fair objective process took place To upload such documents to a vacancy that you are administering 1 Click on the arrow on the right of the Process Applicants button next to the vacancy to view a drop down list Process Applicants Use the drop down arrow to select Manage Attachments e Process Applicants 4 Add Applicant View Add Notes Manage Permissions Manage Attachments D View Advert The following screen will then be displayed This includes information about the types of file that can be uploaded Copyright 2013 University of Cambridge Last Modified November 2013 Page 29 Web Recruitment System Supporting Document Upload Please select any documents you wish to attach to this vacancy applicant and press the upload button The following file types are supported pdf doc docx Please note that for security and c
56. mputer amp Do Not Use C GP J Share internal general J EA RE Athena Swan Logo in RAS EA RE SQL script for Web Recruit LIVE instance _ web recruit 0 10 baseline sql b4 RE Approval for new RAS fix EF Project Group Agenda 20130822 i Silver award logo El Room bookiing _ grading reward 2013 09 16 sql EL GR min EF GR min Il SV feedback WR ld new RAS email dist list 9th Sept 13 El Recruitment Projects Release 1 Stakeholder Impact analysis v4 ea test wy Lecturers and Senior Lecturers clinical and non clinical iRecruitment application l empty E Password Validation Script EN Oracle Password Rules EN Functional Requirements Reporting 2 Wi Benefits of the Recruitment Project Report Indi s Version 04 10 2013 17 12 04 10 2013 11 26 03 10 2013 14 01 02 10 2013 19 02 30 09 2013 01 08 25 09 2013 22 21 23 09 2013 11 02 16 09 2013 14 37 13 09 2013 16 25 13 09 2013 16 17 13 09 2013 16 11 11 09 2013 11 33 10 09 2013 14 50 10 09 2013 14 09 10 09 2013 13 36 10 09 2013 13 11 04 09 2013 14 38 04 09 2013 14 24 03 09 2013 18 02 03 09 2013 17 50 Type Outlook Item Outlook Item SQL File Outlook Item Microsoft Word D Compressed zipp Microsoft Word D SQL File Microsoft Excel C Microsoft Excel W Microsoft Excel C Microsoft Word D Microsoft Word D XPS Document Microsoft Word 9 Microsoft Excel C Microsoft Word D Microsof
57. ncies you have access to Use the search boxes or page through to find a specific vacancy Job Reference gt Job Title gt DD Closing Date gt Applicants DD02052 ARP DD02056 IS DBS Security 29Oct1 PT DD02057 Fellow Engineer PT DD02085 Senior Assistant in Research DD02123 Assistant Director of Research DD02147 research analyst post DD02152 ADR Bulk Test 4 2 Search Option 2 02 Feb 2014 28 Nov 2013 20 Dec 2013 20 Dec 2013 18 Nov 2013 14 Jan 2014 25 Dec 2013 Log in to the HR Admin Panel Click on the Vacancies tab On this page you will see a table of the vacancies that you have access to HR HR Admin Web Application Home Vacancies Admin Logout Vacancies Below is a list of vacancies you have access to Use the search boxes or page through to find a specific vacancy Show only Closed Vacancies Job Reference Job Title Closing Date gt Applicants Actions Access gt DD02052 ARP 02 Feb 2014 DD02056 IS DBS Security 29O0ct1 PT 28 Nov 2013 DD02057 Fellow Engineer PT 20 Dec 2013 DE02067 SV CHRIS 6 Test 2 31 Dec 2013 VK02076 Programme Leader 02 Feb 2014 G02082 Marie Curie Fellow 01 Dec 2013 AK02084 PL for Bulk Applicants 13 Dec 2013 Process Applicants Process Applicants Process Applicants Process Applicants e Process Applicants Process Applicants Process Applicants Administrator Administrat
58. ndidate name 7 Select Courtney Stuart Croxford Carl dv Cummins Adam 3 Click on the drop down list next to Select All and choose Download Applications from the options w Select All Show only Active Applicants x Deselect All Candidate name 2 Download Applications amp Email Applications Download Advert D View Advert V Cummins Adam Your browser will then prompt you to save or open the pack 4 Select Open A PDF A pack of the application will be displayed which will include the applicant s application form and in the case of a CHRIS 6 form any attachments they provided NN NYT Moise a CEN c m lcs cis nt File Edit Vew Window Help File Edit View Window Help x amp i se e amp ex HEBIo e get evw s west HISD l Comment d rp rmm puyera reference One nese referees musi be your current or most recent employer f you do m amp OER or recen employer reru pide deta s of your lecturericourse titor ueqpuasd won employer et UNIVERSITY OI A CAMBRIDGE pplication for Employment This form has three parts wet Reference You must ff out Part 1 to provide he formation we need 10 consider your anpication We only need you to amp out Part 2 for poste emere we have Io car m c RR APPLICANT DECLARATION amp DATA CONSENT l provided in Part wil be wed to wil not be n wt oft T eectronca 4 he etMermects cm birra apri i
59. o view Rejected or Withdrawn candidates untick the Show only Active applicants box above the list of applicants v SelectAll Show only Active Applicants f Candidate name Select The applicants will be visible again but will be greyed out and showing a status of Rejected or Withdrawn as applicable Candidate name 72 Select Submitted Date gt Notes gt Files gt Actions Status gt A View Application v Rejected View Application M Rejected If you applied a new stage for certain applicants using the drop down menu they will have moved from the stage they were in e g Application Received and their details will be Copyright 2013 University of Cambridge Last Modified November 2013 Page 47 Web Recruitment System Ds moved to the new stage you selected e g Short listing or First Selection Stage Applicants can be processed through all stages relevant to the selection process for the vacancy Note If you are conducting long listing to sift a large volume of applications down to a manageable number any of those rejected should be given a status of Rejected within the Application Received tab Any applications not sifted out and which you will give a complete review in order to carry out short listing should be moved to the stage Progressed to short listing If you have a small number of applications and intend to carry out short listing on all of them all applicants should be moved to the stage Progressed to
60. oad Application Andrews Jeremy 13 Nov 2013 07 42 44 1 0 aii Active amp Email Application r Cohn Francis 13 Nov 2013 07 53 34 1 0 Add View Notes Active C Courtney Stuart 13 Nov 2013 07 55 44 1 0 Active 7 Davies Edward 13 Nov 2013 07 57 54 1 0 Application History Active C Davies Zoe 13 Nov 2013 08 00 04 1 0 D View Application Active An Edit Applicant Personal Details pop up window will appear as shown below Edit Applicant Personal Details Personal Details Title EJ Mr Given Name s Chris Family Name Anderson Contact Details Primary telephone number 1234567936 close 2 Amend the details you need to change in the relevant field then click on the Save Applicant button at the bottom of the window Town Cambridge County Cambs Postcode or equivalent cb23 6ag Country Aland Islands M Save Applicant close 3 Click on Close at the bottom right hand side of the window Copyright 2013 University of Cambridge Last Modified November 2013 Page 39 Web Recruitment System Ds Town Cambridge County Cambs Postcode or equivalent cb23 6ag Country Aland Islands amp Save Applicant Please note an entry describing the change that has been made when it was made and your CRS ID will be recorded automatically in the Notes for the applicant concerned 2 5 2 Adding attachments to an existing appli
61. ompatibility all documents are converted to PDF format Choose Upload Time No records found e Cancel Filename File Attachment Window 3 Click on Choose Your file directory will then be displayed gol EE EE JO Organize v New folder Ft Favorites RE Desktop Web Recruitment Documentation New RAS Documentation Internal Change Control a Recruitment Programme J New RAS Jy RAS2 di Occupational Health _ MG FOLDER Occupational Health jJ Downloads Libraries B Documents 2 Music Pictures f Videos Computer amp L Do Not Use C SP J Share internal general J S MIS Division internal division MISD K GA mg666 internal home home_directories M Cog R Share f internal neneral RA File name Copyright 2013 University of Cambridge Computer mg666 internal home home_directories M My Documents gt Name b4 RE Athena Swan Logo in RAS 4 RE SQL script for Web Recruit LIVE instance _ web recruit 0 10 baseline sql RE Approval for new RAS fix EN Project Group Agenda 20130822 Silver award logo EN Room bookiing _ grading_reward_2013_09_16 sql EL GR min l GR min ER SV feedback WR wl new RAS email dist list 9th Sept 13 EN Recruitment Projects Release 1 Stakeholder Impact analysis v4 wa test id Lecturers and Senior Lecturers clinical and non clinical iRecruitment application E empty wl Passwo
62. or Administrator Administrator Administrator Administrator Administrator At the top of the Job Title column you will see a white search box Enter data into this box to search for specific details on a vacancy Job Title Research You should now see a screen with a list all the data that meets your current search criteria Copyright 2013 University of Cambridge Last Modified November 2013 Page 64 Web Recruitment System HR HR Admin Web Application Vacancies Admin Logout Vacancies Below is a list of vacancies you have access to Use the search boxes or page through to find a specific vacancy Show only Closed Vacancies Job Reference Job Title gt Research Closing Date gt Applicants gt Actions DD02085 Senior Assistant in Research 20 Dec 2013 Process Applicants AK02091 Research Assistant Post 29 Nov 2013 Process Applicants AK02090 Research Assistant post 22 Nov 2013 Process Applicants DE02104 Research Associate Test security tab 20131106 SV 31 Dec 2013 Process Applicants DD02123 Assistant Director of Research 18 Nov 2013 Process Applicants DD02147 research analyst post 14 Jan 2014 Process Applicants AK02149 Research Assistant Post 31 Dec 2013 Process Applicants AK02150 Research Assistant 31 Dec 2013 Process Applicants Copyright 2013 University of Cambridge Last Modified November 2013 Page 65
63. ote to Application These notes provide a history of the application they are an auditable trail and can be used to note changes to the applicants details interview notes or other relevant information Please describe the source of the comments eg phone conversation with applicant notes from interview panel etc Note that any notes made here are subject to the Data Protection Act and are disclosable to the applicant n New Note 736 characters remaining The applicant telephoned Gill West on 08 11 13 to inform us that he is unavailable for interview on 20 11 13 An alternative interview date has been requested Gill is liaising with the Appointing Body to see if this is possible before going back to the applicant Add Note Date Added by Vacancy Note close 4 Your note the date and your CRS ID will be displayed in the table underneath Copyright 2013 University of Cambridge Last Modified November 2013 Page 44 Web Recruitment System Ds New Note 1000 characters remaining Add Note Date Added by Vacancy Note 09 Nov 2013 08 39 23 ef305 N The applicant telephoned Gill West on 08 11 13 to inform us thi 5 Click Close at the bottom right hand side of the pop up window You will be returned to the main applicants screen for the vacancy 2 5 4 Managing applicants through the selection process An individual with administrator access to the vacancy is responsible for recording the details of the selection process
64. pyright 2013 University of Cambridge Last Modified November 2013 Page 42 Web Recruitment System Ds The document will then be uploaded and displayed in the table of attachments as shown below Choose 4 Upload e Cancel n Time 2013 11 06T14 14 36 000 Advert 73 11 09108 25 04 000 RAPersonnehHR Information sharing folder Recru T Tip To check the file content click on the Download File button in the action field next to the relevant document in the table of attachments To delete the document use the rubbish bin symbol in the action field Action U Download File U Download File Click on Close at the bottom right hand side of the pop up window to return to the main applicants screen 2 5 3 Adding notes to an applicant s record It is possible for you to add notes to an applicant s record which provide an auditable trail of the applicant s progress through the process Notes are automatically added by the system when you amend the stage an applicant has reached or an applicant s status see section 5 1 1 You may record information such as Contact with the applicant for example if he she contacts you to withdraw his her application or to inform you that he she cannot make the interview date time offered That a manual application you have added was screened and put forward by an agency that has been helping you to source candidates Reasons for an action taken for example a summary of why the individu
65. r will then prompt you to save or open the pack oelect Open or Save as required You will be able to print the pack as necessary although other options should be explored first to avoid wasting paper Emailing an applicant pack Once you have selected the applicants you wish to feature in the pack click on the Email Applications option at the top of the screen Copyright 2013 University of Cambridge Last Modified November 2013 Page 50 Web Recruitment System Ds Select All j Y Show only Active Applicants x Deselect All Candidate name Submitted Date Notes Files Actions Status gt Download Applications c Email Applications 13 Nov 2013 07 40 34 1 0 D View Application v Active Download Advert H 1 0 jey i i T H D View Advert 13 Nov 2013 07 42 44 D View Application Active v Cohn Francis 13 Nov 2013 07 53 34 1 0 D View Application v Active Vv Courtney Stuart 13 Nov 2013 07 55 44 1 0 D View Application d Active m Davies Edward 13 Nov 2013 07 57 54 1 0 View Application v Active An e mail will then be sent to your account which has an attachment with the selected applicants details Note The generated pack will reflect the form of the application form for the vacancy For example where the vacancy uses a CHHIS 6 form then for each applicant the pack will consist of the application form followed by the attachments the applicant has submitted such as a CV covering letter and references list
66. rd Validation Script El Oracle Password Rules Ei Functional Requirements Reporting 2 id Benefits of the Recruitment Project Report Indi s Version El Benefits Log Current Version id Job Groups to Add 2 M Lice a email Aiet Bc in ress Last Modified November 2013 Action v Date modified 04 10 2013 17 12 04 10 2013 11 26 03 10 2013 14 01 02 10 2013 19 02 30 09 2013 01 08 25 09 2013 22 21 23 09 2013 11 02 16 09 2013 14 37 13 09 2013 16 25 13 09 2013 16 17 13 09 2013 16 11 11 09 2013 11 33 10 09 2013 14 50 10 09 2013 14 09 10 09 2013 13 36 10 09 2013 13 11 04 09 2013 14 38 04 09 2013 14 24 03 09 2013 18 02 03 09 2013 17 50 03 09 2013 17 49 02 09 2013 14 49 n na n2 12 40 Type Outlook Item Outlook Item 48 KB SQL File 95 KB Outlook Item 44 KB Microsoft Word D 56 KB Compressed zipp 6 092 KB Microsoft Word D 14 KB SQL File 37 KB Microsoft Excel C 3KB crosoft Excel W 9 KB icrosoft Excel C 2 KB icrosoft Word D 15 KB Microsoft Word D 22 KB XPS Document 84 KB Microsoft Word 9 200 KB Microsoft Excel C 1 KB Microsoft Word D 17 KB Microsoft Word D 16 KB Microsoft Word D 36 KB Microsoft Word 9 111 KB Microsoft Excel 97 50 KB Microsoft Word 9 85 KB Mirraery ft Eveel 7 1 VR All Files x Open lY Page 30 Web Recruitment System 4 Select a file to be uploaded and click on Open The file name will be displayed on
67. rs Password Before you can register an account you need to confirm that You have read the section on the Storage and Use of Applicant Data on our HR web pages You understand and accept how the University will use and store your personal data Please tick the box to confirm Copyright 2013 University of Cambridge Last Modified November 2013 Page 9 Web Recruitment System qs When registering for the first time the user will be sent an e mail with a link they will need to use to activate their account Activate account Message HTML Message Insert Options Format Text a ws Cen d E Follow Up Calibri Bod 11 7 A a i i amp aia ae l ui Al v p 23 High Importance Paste v t ji Address Check Attach Attach Signature lt Format Painter Biru Z A ae Book Names File Item M Low Importance Clipboard a Basic Text Names Include From CHRIS Helpdesk admin cam ac uk To Er Subject Activate account This email was sent automatically by the University of Cambridge s Web Recruitment System in response to your recent user registration If you did not recently register with us please ignore this email This request was made from IP address 0 0 0 0 0 0 0 1 Please do not reply to this email as it is sent from an unattended mailbox and replies are automatically deleted Once the applicant has registered and activated their account they will be presented wi
68. rtunities All other steps in new RAS not described here should be completed in the normal way Please see the new RAS User Manual for further details This can be found on the HR Systems Landing pages at http www admin cam ac uk offices misd services staff cam only index shtml Copyright 2013 University of Cambridge Last Modified November 2013 Page 7 Web Recruitment System 2 Overview of the applicant process When a job has been selected for online applications in new RAS an Apply button will appear automatically on the University Job Opportunities advert In addition a link to the Job Opportunities advert will be inserted automatically into adverts placed in external media along with wording instructing applicants how to apply Job Opportunities Jobs Jobs Applying for a job Rightfo work What we can offer Living in Cambridge Temporary Employment Academic Research Professorships Directorships Academictrelated Assistant staff Studentships Research Associate Fixed Term Applications are invited for a post doctoral researcher to work with Professor Ziad Mallat on a project grant to investigate the interaction of immune and vascular cells and their roles in shaping the vascular response ta injury This post is available far 36 manths in the first instance renewable subject to obtaining further funding Applicants must have a PhD degree The preferred candidate will have experience in v
69. rviews close 5 Click Close You will return to the Vacancies screen 2 4 3 Viewing reasonable adjustment requests As explained in the Recruitment Guidance we have a legal duty to make reasonable adjustments to the recruitment process for applicants with a disability In the online application form applicants with a disability are invited to request any reasonable adjustments that they may need Where an applicant makes such a request this will not be shown in their application form This is so that information about their disability or the adjustments that they require are only shared with those making selection decisions when accommodating the type of request they have made makes this unavoidable Only those with administrative access to a vacancy can view reasonable adjustment requests Such Copyright 2013 University of Cambridge Last Modified November 2013 Page 34 Web Recruitment System qs requests are displayed in the Notes for an applicant It is vital that the administrator for the vacancy always checks the Notes where a new application has been received and the screen indicates that a note has been added to it as shown below v Select All Show only Active Applicants Candidate name 72 Select Submitted Date gt Files gt Actions Status gt Fellows Louise 08 Nov 2013 03 11 25 1 D View Application v Active 1 of 1 1 10 To view the reasonable adjustment request made complete the follow
70. s to view applications within the Web Recruitment System or if they are external to the University you can distribute copies of applications to them by downloading and printing an application pack OR by emailing an application pack Depending on the stage of the selection process you may need to provide them with all or a Copyright 2013 University of Cambridge Last Modified November 2013 Page 49 Web Recruitment System Ds selection of applications Therefore you will need to select the applicants whose applications you wish to download into the pack by ticking on the box to the left of each one 2 5 5 1 2 5 5 2 Select Candidate name Sinan Ali Stuart Band David Legge simon Redhead Abu Zubair Downloading an applicant pack Once you have selected the applicants you want to feature in the pack click on the Download Applications button at the top of the screen 4 Select All Y Show only Active Applicants x Deselect A Candidate name Submitted Date Notes Files gt Actions Status Download Applications Email Applications 13 Nov 2013 07 40 34 1 0 View Application T Active Download Advert Po a es 13 Nov 2013 07 42 44 1 0 D View Application v Active v Cohn Francis 13 Nov 2013 07 53 34 1 0 D View Application Active v Courtney Stuart 13 Nov 2013 07 55 44 1 0 D View Application v Active r Davies Edward 13 Nov 2013 07 57 54 1 0 D View Application v Active Your browse
71. screen Supporting Document Upload Please select any documents you wish to attach to this vacancy applicant and press the upload button The following file types are supported pdf doc docx Please note that for security and compatibility all documents are converted to PDF format Choose Upload Cancel Functional Requirements Reporting 2 docx Time Filename Action Mo records found Copyright 2013 University of Cambridge Last Modified November 2013 Page 31 Web Recruitment System 5 Click on the Upload button supporting Document Upload Please select any documents you wish to attach to this vacancy applicant and press the upload button The following file types are supported pdf doc docx Please note that for security and compatibility all documents are converted to PDF format Choose Upload Cancel My CV Nov 13 docx Time Filename Action No records found H File Attachment Window close The document will then be uploaded The time and file name will be displayed as shown below Supporting Document Upload Please select any documents you wish to attach to this vacancy applicant and press the upload button The following file types are supported pdf doc docx Please note that for security and compatibility all documents are converted to PDF format Choose Upload Cancel Time Filename Action 2013 10 04T18 12 38 000 MAMy Documents Funct
72. splayed in this PDF They have been automatically separated out by the system as this information must not be used as part of the selection process 2 5 7 Viewing the Vacancy Details 1 If you want to remind yourself of the advert details when reviewing applicants you can click on the Vacancy reference number and name at the top of the screen Received 2 Shortlisting 0 Selection One 0 Selection Two 0 Selection Three 0 Committee Board 0 Offer 0 Application Received 2 Your browser will then prompt you to save or open Select Open This will display the text from the University Job Opportunities advert for the vacancy Alternatively you can view an advert as follows e By selecting View Advert in the drop down menu available next to the Select All option when processing applicants w Select All Show only Active Applicants La x Deselect All Candidate name Download Applications Email Applications Download Advert e By selecting View Advert from the Actions drop down menu in the Vacancies screen Job Reference 7 Job Title 2 Closing Date 2 Applicants gt Actions Access 7 EN02119 Research Assistant ST 02 123456789 06 Nov 2013 2 Process Applicants gt Administrator Add Applicant DD02124 RA 01 123456789123456 789123456789 08 Nov 2013 0 v Administrator View Add Notes NM02126 ST 03 amp 123456789123456789 08 Nov 2013 0 Manage Permissions v Administrator
73. stant 07 Nov 2013 0 2 Select View Add Notes A pop up window will appear Add Note to Vacancy DD02052 ARP These notes provide a history of the vacancy they are an auditable trail can be used to note interviews or other relevant information New Note 1000 characters remaining Add Note Date Added by Note No records found close 3 Enter your note in the New Note text box Copyright 2013 University of Cambridge Last Modified November 2013 Actions Process Applicants j Add Applicant View Add Notes Manage Permissions Manage Attachments Access Administrator Administrator Administrator Administrator Page 33 Web Recruitment System Ds Add Note to Vacancy DD02052 ARP These notes provide a history of the vacancy they are an auditable trail can be used to note interviews or other relevant information New Note 956 characters remaining Room F28A booked on 18 11 13 for interviews Add Note Date Added by Note No records found close 4 Click on Add Note The details of your note the date it was added and your CRS ID will appear in the table underneath Add Note to Vacancy DD02052 ARP These notes provide a history of the vacancy they are an auditable trail can be used to note interviews or other relevant information New Note 1000 characters remaining Add Note Date Added by Note 04 Nov 2013 11 58 45 et305 Room F28A booked on 18 11 13 for inte
74. t Word D Microsoft Word D Microsoft Word 9 73 KB 48 KB 95 KB 44 KB 56 KB 6 092 KB 14 KB 37 KB 3 KB 9 KB 2 KB 15 KB 22 KB 84 KB 200 KB 1 KB 17 KB 16 KB 36 KB 111 KB 2 MIS Division internal division MISD K GA mg666 internal home home_directories M Cog R Share f internal aenerall RA B Benefits Log Current Version 03 09 2013 17 49 W Job Groups to Add 2 02 09 2013 14 49 EA HACE e mail dict lict in cere Microsoft Excel 97 50 KB Microsoft Word 9 85 KB Micrnenft Furcal C 1 vn gt Al Files no na ni23 12 40 File name 3 Select a file to be uploaded from your file directory Double click on it or click on Open 4 You will be returned to the pop up window You will see the name of the file you have selected Click on the Upload button or icon as shown below to upload the file you can Copyright 2013 University of Cambridge Last Modified November 2013 Page 41 Web Recruitment System qs click on the Cancel button or icon if you have chosen the wrong file Supporting Document Upload Please select any documents you wish to attach to this vacancy applicant and press the upload button The following file types are supported pdf doc docx txt rtf Please note that for security and compatibility all documents are converted to PDF format Choose 3 Upload e Cancel HR10 Assessment Record Dr John C e Smith doc Co
75. tes in your browser or create a shortcut on your desktop T Tip The system can also be found on the HR Systems Landing pages at http www admin cam ac uk offices misd services staff cam only index shtml 1 The screen below will be displayed Click on the link Log in with Raven button to access the system UNIVERSITY OF pa CAMBRIDGE Log in Status You are not currently logged in Please log in using the button below Last Modified November 2013 Page 13 Copyright 2013 University of Cambridge Web Recruitment System Ds 2 Enter your Raven User id and password ES UNIVERSITY OF i CAMBRIDGE Computing service Raven Raven Help Why does this page look different The web resource you requested requires you to identify yourself Help why am I seeing this This resource calls itself HR Web Application and is provided by the website dev hrsystems internal admin cam ac uk You should only proceed if you are happy to be identified to this site Always quit your web browser when you have finished accessing services that require Password authentication Do not disclose your Raven password to anyone Please report attempts to obtain your password in unusual circumstances Raven necessarily uses cookies to manage your authentication details See help on Raven accounts if you want to change your Raven password if your Raven password isn t working or if you don t have a Raven account but n
76. th the correct application form featuring any additional sections for DBS and security checks if required for the vacancy They will then be able to complete their application online For vacancies using the CHRIS 6 form it will be possible for applicants to upload a CV covering letter and up to 3 other documents you have specified as being required in the advert and or HR7 Further Information document 5 documents in total Copyright 2013 University of Cambridge Last Modified November 2013 Page 10 Web Recruitment System Ds UNIVERSITY OF CAMBRIDGE Web Recruitment Home My Applications Logout Personal Details References Upload Equal Opportunities Interview Considerations Submit WP Applying for Vacancy VK00875 Personal Details Address Details Title Please Select Address Line 1 Given Name s Address Line 2 Family N p amily Name Address Line 3 Contact Details Primary telephone number Secondary telephone number Country Please Select Emailaddress m griggs2004 gyahoo co uk l Postcode or equivalent Legal Status Availability UK National Insurance Notice Period number where held Note If the applicant forgets their password at any point then they can request a password reset using the Forgotten Password Link Email address Password Forgotten Password Applicants are unable to amend their application form once they have submitted it Th
77. tton next to the vacancy Process Applicants 2 Select Manage Permissions Process Applicants Add Applicant View Add Notes Manage Permissions Manage Attachments D View Advert The following pop up box will then be displayed Add users to vacancy Fellow Engineer PT Existing Applications Use this form to allow other people to view edit this vacancy and its applicants The roles available are listed in the Applicant Guidance m Click New to add a user m Click Remove to remove a user m Always click Save to save your changes m Save Crs ID Remove Remove 1 of 1 Copyright 2013 University of Cambridge Last Modified November 2013 Page 26 Web Recruitment System Ds 3 Click on the New button and a new row will appear as shown below READ remove 4 Add the CRS ID e g aa999 for the person you wish to give access to the vacancy and select a user role for the person Roles within the Web Recruitment System are explained at the start of this section 5 Click on Save or click on the New button again to add an additional user 2 Note The CRS ID is not being checked for validity so please ensure that it is accurate otherwise the person you have selected will not be able to see the vacancy in the Web Recruitment System 2 Note A single person may have mulpile CRS IDs You will need to ensure that you enter the id that the person wishes to use to log on to Web Re
78. ument then click on the bin icon and the file will be deleted 9 When you have entered details of the applicant and uploaded any attachments return to the Manual Applicant Entry page and click on Submit Application to register the application against the vacancy Please Select Submit Application The applicant should now appear under received applications when the Process button is selected next to the vacancy The application will initially be given a status of received Copyright 2013 University of Cambridge Last Modified November 2013 Page 24 Web Recruitment System qs 2 3 Giving others access to a vacancy 2 3 1 Introduction Web Recruitment roles explained The ability to access a vacancy in Web Recruitment is granted on a vacancy by vacancy basis Initially when the vacancy is imported from RAS there will be a single ADMIN user granted access automatically the RAS user for the vacancy This person will be responsible for assigning user roles to others as required People with a raven password such as people external to the University cannot be granted system access Any external members of appointing bodies will need to be emailed an application pack or provided with hard copies of please see section on emailing an applicant pack for details There are three different user roles for a vacancy that you can assign to anyone with a raven password These are Available actions Has the ability to e

4. How to search for a vacancy in Web Recruitment

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