Candidate Found on Mandatory Priority ListPriority List candidate that pulls on the report. If there...

Recruiting Mandatory Priority List(s), what to do if a candidate is found

of 14 Document Revised 7/19/2019

Candidate Found on Mandatory Priority List

This job aid will provide step by step instructions on what to do if a candidate is found on a mandatory priority list.

Step 1: If an eligible candidate is found, (1) enter the date the list was checked, (2) select Eligible candidate(s) found and forwarded to hiring manager, (3) select which Mandatory Priority List the candidate pulled on, and (4) click Save for Later.

NOTE: When the questionnaire is saved for later you will have the ability to go back into it if your original candidate declines the position and you need to move onto other candidates on other Mandatory Priority Lists.



Step 2: Contact the agency at time of layoff to see if the candidate has been pulled and is being considered by another agency. This is primarily for the Injured Worker and Secondary Recall Mandatory Priority Lists. Step 3: (1) In the search bar type in the requisition number. Click Enter. (2) Under Categories click Recruiting.

Step 4: In the (1) Search Results click on the Related Actions icon , (2) go to the Job Change menu, (3) and select Edit Job Requisition.



Step 5: Select the Reason from the drop down. For this example Edit Job Requisition > Draft/Update Job Posting has been selected.

Step 6: Check the box under Internal Movement Only. This is an important box that must be checked because it is how the system knows to not post your job requisition to the job page.

Click Next until the Summary screen. Click Submit.



Step 7: You will now need to go in and post your job requisition internally. In the search bar type in the requisition number. Click Enter. Under Categories click Recruiting. Click on the Job Requisition link. This will bring up the job requisition. (1) In the top navigation bar click on Job Postings. (2) Click on Post Job.

Step 8: In the Job Posting Site drop down, select Internal, then check the box next to Internal. Click OK.



Step 9: In the search bar type Create Prospect, select it from the Search Results.

Step 10: On the Create Prospects screen, click Add New From Coworkers, enter the name of the Mandatory Priority List candidate, select the candidate. Click OK.

If the candidate has already been entered as a prospect, the top of the screen will display Prospect Already Exists. Click on View Prospect Profile. Go to Step 11.

If the candidate has not been entered as a prospect, the system will prompt you to Create Prospect. Change the Status and Type fields to Mandatory Priority. Attachments like a resume can be added to the prospect record. Click OK.



Step 11: Go to (1) Related Actions, (2) click Job Application menu > (3) and select Create Job Application.

Step 12: The candidate’s name will default, in the Jobs prompt field type in the job requisition number. Click OK.

Step 13: On the Create Job Application screen click OK. The application for the Mandatory Priority List candidate has been created. Step 14: Notify the Hiring Manager, HR Partner, and Comp Partner there is a Mandatory Priority List candidate on the list.

Step 15: Contact the Mandatory Priority List candidate regarding the position.

Step 16: If the Mandatory Priority List candidate does not meet the qualifications you are done with this candidate and will disposition the candidate. You will repeat all of the steps for any other Mandatory Priority List candidate that pulls on the report. If there are no other Mandatory Priority List candidates, you will need to unpost the job, edit the job requisition, continue drafting the job posting, and open it as an active recruitment. (Skip to step 37).



Step 17: If the Mandatory Priority List candidate meets all of the criteria for the position, move them forward to the Offer step. The Recruiter will need to “push” the Mandatory Priority List candidate through several steps to get to the Offer step.

Step 18: In the job requisition click on the Candidates tab, place a check mark in the box in front of the Mandatory Priority List candidates name, click Move Forward.

This step will be repeated several times to move the Mandatory Priority List candidate to the Offer step.

• The next step will be the Manager Screen. Click OK. • The next step will be either a Manager Interview or Recruiter Interview. Click OK.

o If the Mandatory Priority List candidate pulls from the Statewide Layoff list you will more than likely select Manager Interview and leave them at this step until the job posting closes and all other qualified candidates are placed in the interview step.

o If the Mandatory Priority List candidate pulls on Agency Layoff, Injured Worker, or Secondary Recall you will want to select Recruiter Interview.

• The next step will be Reference Check. Click OK. • The next step will be Offer. Click OK.

Step 19: The Hiring Manager will start the offer process for the Mandatory Priority List candidate. From the Hiring Manager inbox, select the Offer message. Click on the pencil icon, add the hire date, in the Hire Reason select Hire Employee > Hire Employee > Re-Employment from Layoff. If the Mandatory Priority List candidate accepts a limited duration position, the Hiring Manager will need to add a Proposed End Date. When all information on the screen is correct, click Next.



The Hiring Manager will have a chance to look at the information, and if everything is correct, click Submit.

Step 20: The job offer is now routed to the Compensation Partner to complete the Pay Equity Survey. (1) From the inbox, select the relevant message, (2) complete the Pay Equity Assessment Tool, and (3) click Submit.



Step 21: The job offer is now routed back to the hiring manager to review the Pay Equity Survey. From the inbox, (1) select the Pay Equity Survey message. (2) Click the document link to open and review the Pay Equity Survey. (3) Click Submit.

Step 22: The Hiring Manager will now do the Offer Compensation to the Candidate task. Click Open.

Step 23: Scroll down to the Guidelines Box and click the pencil icon to allow for editing. The fields should all be defaulted, but go through them to ensure the information is correct. If the fields do not have default information in them, enter the compensation package of “General Compensation Package”, select the appropriate grade profile (“AA” non-PERs eligible rates, or “AP” PERs eligible rates), and select the step being offered. Once completed, click Submit at the bottom of the page.


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Step 24: The task has now gone to the Compensation Partner to review and approve the compensation being offered. If everything looks good, click Approve.



Step 25: The task goes back to the Hiring Manager to Generate Document for Offer. Click on the task in the inbox, expand the screen to complete the offer letter by clicking in the upper right hand corner of the document on the arrows , and when done, click on Save for Later.

Do not click Submit at this step because the Mandatory Priority List candidate will not receive the email. It is important to click Save for Later.



Step 26: The Hiring Manager will reopen the task and click on View PDF. A pop-up may display saying ‘Your request is being processed’ click on Notify Me Later. The document will be in the Notifications, which is the bell icon next to the inbox icon.

Step 27: In the Document Available, click on the link to open the offer letter.

Step 28: In the upper right hand corner of the screen, click on the download icon. The offer letter will download to the Hiring Manager’s computer to send out to the Mandatory Priority List candidate. The offer letter can now be sent out to the Mandatory Priority List candidate. In the email to the Mandatory Priority List candidate they will need to be told that they need to respond back with their acceptance.

NOTE: The offer letter will need to stay in the Hiring Manager’s inbox until the Mandatory Priority List candidate responds back with their acceptance of the terms and conditions of the offer.

Step 29: The Mandatory Priority List candidate will need to send an email back to the Hiring Manager with their acceptance of the terms and conditions. The Hiring Manager can then go into their inbox and Submit the offer letter.



Step 30: The Hiring Manager will contact the Recruiter notifying them to move forward to the next step.

Step 31: The Recruiter will move the candidate forward to the pre-employment check for the HR Partner to complete the checks. Step 32: The HR Partner will notify the Recruiter the Mandatory Priority List candidate has been marked as ready for hire. Step 33: The Recruiter will need to notify the agency at time of layoff. The agency at time of layoff will go into the candidate profile and update their Mandatory Priority List record. The record update may consist of changing the status to Hired, Hired – Still Eligible, Remove from List, or Expired. If the Mandatory Priority List candidate accepted a lower salary range position, the salary ranges below that will need to be removed. Step 34: If the Mandatory Priority List candidate declines the job offer, contact the agency at time of layoff to update the Mandatory Priority List candidate’s profile to indicate the decline. Step 35: If the Mandatory Priority List candidate requests to be removed from the Mandatory Priority List, direct them to the agency at time of layoff, so they can be reminded of their layoff rights and so their profile can be updated. Step 36: Repeat this process as needed for each Mandatory Priority List until all lists have been exhausted. If there are no Mandatory Priority List candidates hired, the Recruiter can now edit the job requisition and open it to the public. Step 37: The job requisition will need to be edited. In the Search box type in the job requisition, click Recruiting in the left navigation. In the (1) Search Results click on the Related Actions icon , (2) go to the Job Change menu, (3) and select Edit Job Requisition.



Step 38: Click on the pencil icon, select an appropriate Reason from the dropdown menu, and uncheck the Internal Movement Only box. Go through the screens to ensure all information is correct (refer to the job aid Edit Requisition/Draft Job Posting if there are questions) and click Next until the summary screen. You will also refer to the job aid Post Job for instructions on how to post the job requisition. Click Submit.

Step 39: When the Mandatory Priority Lists have all been exhausted, the Recruiter will go back to the Mandatory Priority List Questionnaire that is still in the inbox. Fill in the date(s) for each list that was pulled and add any pertinent HR Comments necessary. Remember all comments and notes placed in the system are subject to public records request. When the questionnaire has been filled out, click Submit.

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