Guidelines for Conveners:

Correspondence

Glossary:Requisition - Job Advertisement (open Advertisement or Pool Merit Process)Hiring Manager – ConvenerCandidate - Applicant HRSO – Human Resources Support OfficerCSW – Candidate Selection Workflow

jobs.nsw

NSW DEPARTMENT OF EDUCATION AND COMMUNITIES WWW.DEC.NSW.GOV.AU V4. 21Oct13

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Correspondence

NSW DEPARTMENT OF EDUCATION AND COMMUNITIES WWW.DEC.NSW.GOV.AU V4. 21Oct13

In previous modules it was advised not to check the ‘send correspondence’ box. It is advisable to send correspondence to candidates once the merit selection process is complete. Sending correspondence to confirm interview scheduling details was covered in module 7b. Instructions on how to send other correspondence is contained in this module.

Correspondence

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NSW DEPARTMENT OF EDUCATION AND COMMUNITIES WWW.DEC.NSW.GOV.AU V4. 21Oct13

The templates that are provided will vary depending at what Step the candidate has been left in the CSW as templates available at a given Step are only those relevant to that Step (as illustrated above).

Candidates generally will be at different Steps of the CSW.

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Correspondence

NSW DEPARTMENT OF EDUCATION AND COMMUNITIES WWW.DEC.NSW.GOV.AU V4. 21Oct13

Select the Step where candidates are located to access these candidates to send the correspondence relevant to that Step.

There are a number of way to access candidates to send them correspondence. The following is the most common method.

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Correspondence

NSW DEPARTMENT OF EDUCATION AND COMMUNITIES WWW.DEC.NSW.GOV.AU V4. 21Oct13

Select the candidate you wish to send correspondence to by checking the box next to their name. Then clicking on ‘More Actions’ and select ‘Send Correspondence’ from the drop down.

Depending on where the candidate is at on the workflow, this grey dialogue box may appear different . Click on the ‘Send correspondence’ box and ensure all other components are completed then click on ‘Save and Continue’

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Correspondence

NSW DEPARTMENT OF EDUCATION AND COMMUNITIES WWW.DEC.NSW.GOV.AU V4. 21Oct13

The correspondence will automatically default to sending by email. Select ‘From template’ and press the selector, then the next button.

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Correspondence

NSW DEPARTMENT OF EDUCATION AND COMMUNITIES WWW.DEC.NSW.GOV.AU V4. 21Oct13

Correspondence

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NSW DEPARTMENT OF EDUCATION AND COMMUNITIES WWW.DEC.NSW.GOV.AU V4. 21Oct13

You will have the option of choosing one of the above templates. Remember you will only be provided with certain templates based on where the candidate is sitting on the candidate selection workflow list. Click on ‘Select’ to choose the template you wish to use.

Check the recommended applicant has been moved to the ‘Accepted’ status.

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Correspondence

NSW DEPARTMENT OF EDUCATION AND COMMUNITIES WWW.DEC.NSW.GOV.AU V4. 21Oct13

Once you select a template you will be brought back to this screen. The template name will appear in the bar. If this is the template you wish to use, click the next button. If it is not then select the cancel button and chose again.

The majority of the required information will be auto populated by the system , however some details may still need to be entered and will be requested through this pop up box.

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Correspondence

A preview of the letter will be made available to you. At this point you can select the ‘Edit’ button to edit the letter. It is advisable to ensure the letter has been auto populated correctly. To do this click on the ‘Review All’ button.

NSW DEPARTMENT OF EDUCATION AND COMMUNITIES WWW.DEC.NSW.GOV.AU V4. 21Oct13

Once you select the ‘Review All’ button you will be shown this screen, with the name of your selected candidate on the left hand side highlighted in blue. If your letter contains any errors, they will be noted on the right hand side under ‘Total Errors’.

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Correspondence

NSW DEPARTMENT OF EDUCATION AND COMMUNITIES WWW.DEC.NSW.GOV.AU V4. 21Oct13

Click on the candidate to review the correspondence item you will be sending them.

In this mode, you can correct the yellow highlighted errors by typing over or deleting them as necessary.

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Correspondence

NSW DEPARTMENT OF EDUCATION AND COMMUNITIES WWW.DEC.NSW.GOV.AU V4. 21Oct13

Once the candidate is selected you will be brought to their correspondence. Note that any errors contained in the letter will be highlighted in yellow and will also be noted in this box

When you have completed your amendments and there are no more errors, select ‘Save’. This will return you to the previous dialogue box where you can send the correspondence ..

As errors are amended the values in this error box will automatically decrease. When the value is ‘0’ there are no errors that require attention for this piece of correspondence.

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Correspondence

NSW DEPARTMENT OF EDUCATION AND COMMUNITIES WWW.DEC.NSW.GOV.AU V4. 21Oct13

If you wish to see the letter as it will be sent to the candidate, you can select the ‘Print’ button.

Once you select the ‘Print’ button you will be shown a preview of the letter. You may select ‘Print’ for your records or ‘Close’ to return to Send Correspondence box and continue to send the correspondence to the candidate.

Now that the correspondence has been checked and there are no errors the letter can be sent electronically to the candidate by selecting the ‘Send’ button.

This will immediately send the email and return you to the candidate list in the requisition.

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Correspondence

NSW DEPARTMENT OF EDUCATION AND COMMUNITIES WWW.DEC.NSW.GOV.AU V4. 21Oct13

Correspondence items sent to the candidate are stored in the history tab for that candidate.

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Correspondence

NSW DEPARTMENT OF EDUCATION AND COMMUNITIES WWW.DEC.NSW.GOV.AU V4. 21Oct13

You can view the item by clicking on the item in the details column.