JobsNSW - Conveners V2 CR · Interview Scheduling Pages 48 – 53 Interview Outcome pre-referee...

jobs.nswGuide for conveners

Index

Accessing your job requisitions Pages 1 – 5

Preparing your advertisement Pages 6 – 20

Managing your requisition Pages 21 – 23

Review Applicants for Short Listing Pages 24 – 31

Short List Referee Check Outcome Pages 33 – 40

Submit Short List to HRSO Pages 42 – 46

Interview Scheduling Pages 48 – 53

Interview Outcome pre-referee check Pages 54 – 60

Selection Process Outcome Pages 62 – 68

Submit Selection Report to HRSO Pages 70 – 74

Position Offer Pages 75 – 79

e-Learning Materials Page 81

Accessing your job requisitions

Add Jobs.NSW (eRecruitment Pilot) to your Essentials by clicking on My applications

1.

Click on Add to my Essentials


2.

Click on Requisitions


The NSW Department of Education and Communities jobs.NSW home page will open

3.


Click on the vacancy / requisition matching the ID and title of the job for which you are creating the advertisement

The requisition list page will open

Convener / Hiring Manager for this requisition

4.


Job Title and reference number of requisition. This must include the full school name at the end

Click the Edit button to add information – this will automatically open all fields

Click on the arrow to expand and view each sectionNote: all sections will be expanded when in edit mode

5.

Click on this button and select ‘Request Contribution’ if you wish to correspond via email with Staffing Services regarding this requistion

Preparing your advertisement

1. Position Details

2. Administration

3. Vacancy Information

4. Compensation and Panel Details

5. Submit for Approval

6.


The pre-set fields which can’t be changed include:• Schools details• Position details• Approved subjects• Willing to teach subjects• General Selection Criteria

As Hiring Manager / convener you need to check the accuracy of all information

This field must be completed as it is the title that will be used by the system in correspondance

Add the title of the role, for example: Teacher, Assistant Principal, Deputy Principal

7.

You may wish to change the title for teacher position and Head Teacher positions to include the KLA in the title, examples: Head Teacher Mathematics – Test High School Teacher Librarian – Test Public School


As Hiring Manager / convener you need to check the accuracy of all information

You need to select a “Publish Date” for your advertisement

This will always say “Teacher”

8.

If you are nominating another teacher to be the convener, you need to change the details in these fields


Click on the calendar icon to see a large date pad. Select Wednesday in the week you would like to advertise the position

9.


In this section there are four fields to complete:• Position Information• Specific Selection Criteria• Conditions (as necessary)• Special Notes (as necessary)

As Hiring Manager / convener you need to enter this information

Enter information about the school including:• School name• Student enrolment• Relevant student background (do not use acronyms) and number or percentage• Any relevant programs (do not use acronyms)

10.


Sample completed field• You may cut and paste from Notepad• Some format errors may occur if you copy

and paste from other applications• The first sentence must state the full name

of the school and enrolment details

11.


Enter appropriate information, noting that it must align with the Position Details in Section 1

Approval to teach … must reflect subjects in Subjects – Approved in Position Details

Willingness to teach … must reflect subjects in Subjects – Not Approved in Position Details

Other selection criteria relating to the curriculum needs of the school should also be included

12.

General Selection Criteria is prepopulated into executive positions


It is not mandatory to enter anything in this field

For some specialist positions this field will auto-populate

13.


It is not mandatory to enter anything in this field

For some specialist positions this field will auto-populate

You may include a link to the local government website or school website. This is particularly useful for schools in rural or remote areas

14.


Underneath these four fields you are required to add a contact name and phone number

This will be the person a potential applicant will contact for package information and could be you or someone else

15.


This information will auto-populate

16.


Complete details for the convener and each panel member

Add name and select from drop-down menus

17.


If the school has a significant enrolment of students with a language background other than English (60%), the selection panel will include a representative from the local ethnic community

If the school has more than 20 Aboriginal students or 20% of enrolments, the selection panel will include an AECG representative

For further information about selection panel procedures see: Selection Panel Procedures for School Teachers 2012http://www.teach.nsw.edu.au/documents/sel_panelproc12.pdf

18.


19.

At the bottom of this section you will need to complete further information about the panel members from drop-down menus

It is critical that these certifications are completed to allow the requisition / advertisement to be approved


When you are ready to submit the requisition to Staffing for approval, select ‘Yes’ from the drop-down menu

Return to the top of the requisition and click ‘Save and Close’

20.

Take a breakYou now need to wait until your advertisement closes

Managing your requisition

21.

Candidate Selection Workflow (CSW)

Yellow = Hiring ManagerGreen = Staffing Services


Once the advertisement has closed, it will be available for the Hiring Manager / convener to manage the candidates

Select the requisition required and commence the merit selection process

22.

Use this button to change what you can see in this window, eg. include the school name column or remove the ID column from view or move the Applicant Number column to be after the Title column


Status of the requisition

Number of candidates / applicants

Click on the number next to “Candidates for this requisition” to gain access to the candidates’ applications

23.

Managing your requisition‐ Review Applicants for Short Listing

Click on “Review Applicants for Short Listing” to start the short listing process

24.

In the step “Review Applicants for Short Listing”, the Hiring Manager moves the candidates from “Select Step Outcome” to either:• “Actively Considering For Short Listing“OR• “Not Considering For Short Listing”OR• “Candidate Withdrawn” where an

applicant has advised you they wish to withdraw their application


25.

Select each candidate, one at a time, to select them to be Short List for interview

After the candidate has been selected, click on the green arrow to move them to the “Actively Considering For Short Listing” status


26.

Double check the “New Step” and “New Status” are correct

Do not check the “Send correspondence” boxCheck the selection criteria

boxes as appropriate

Comments are mandatory. These should reflect the merit of the written application against the criteria

Select “Save and Close” when you are finished with this candidate


27.

If you wish to see the details of the candidate you are currently moving through the Candidate Selection Process use this link

Instructions for this Step/Status can be accessed at any Step/Status

One candidate has been moved

This process needs to be repeated for each candidate to be short listed


28.

Select the candidates, one at a time, to add them to the “Not Considering For Short Listing” status

Click “More Actions” and then click “Change Step/status” to select the “Not Considering For Short Listing” status


29.


30.

Use the drop-down box to select “Not Considering For Short Listing”

Check the selection criteria boxes as appropriate

Comments are mandatory. These should reflect the reason/s for not considering for interview based on the selection criteria for the position


Do not check the “Send correspondence” box

Check all candidates have been moved to one of the other three statuses in this step

Once all candidates have been moved to another status, you are ready to progress to the next step of the Merit Selection process


31.


A total of 9 candidates applied for this position

4 candidates have been culled and referees would not need to be contacted

5 candidates have progressed in the short listing process and two referees need to be contacted for each candidate before a final decision regarding an interview is made

32.

Two referees for each candidate being considered for the short list for interview should now be contacted

Click on “Short List Referee Check Outcome” to start the referee process

Managing your requisition‐ Short List Referee Check Outcome

33.

In the step “Short List Referee Check Outcome”, the Hiring Manager moves the candidates from “Select Step Outcome” to either:• “Recommended for Short Listing“OR• “Not Short Listed (Unsuccessful)”OR• “Candidate Withdrawn” where an

applicant has advised you they wish to withdraw their application


34.

Select each candidate, one at a time, to move them to the Short List for interview status

After the candidate has been selected, click on the green arrow to move them to the “Recommended for Short Listing” status


35.



Comments are mandatory. These should reflect the referee comments against the criteria



36.


The green tick is confirmation that they have been successfully moved to the next status

This process needs to be repeated for each candidate to be short listed


37.

Select each candidate, one at a time, to move them to the “Not Short Listed (Unsuccessful)” status or “Candidate Withdrawn”

Click “More Actions” and then click “Change Step/status” to select the “Not Short Listed (Unsuccessful)” status


38.

Use the drop-down box to select the “Not Short Listed (Unsuccessful)”

Comments are mandatory. These should reflect the reason/s for not considering for interview



39.


Check all candidates have been moved to one of the other status groups in this step

Once all candidates have been moved to another status, you are ready to progress to the next step of the Merit Selection process


40.


4 candidates have been culled and referees would not need to be contacted – “Review Applicants for Short Listing”

2 candidates have been culled following contact with referees – “Short List Referee Check Outcome”

3 candidates have been moved to the short list step to be reviewed by Staffing Services – “Submit Short List to HRSO”


41.

Managing your requisition‐ Submit Short List to HRSO

Click on “Submit Short List HRSO” to release the requisition to Staffing for review and approval of the candidates short listed

42.


In the step “Submit Short List to HRSO”, the Hiring Manager moves the candidates from “Select Step Outcome” to “All Panel Part of Process” to allow Staffing to consider and approve the Short Listed candidates

43.


This is one of the times you can ‘bulk’ select all candidates to move them to the next status

After all candidates have been selected, click on the green arrow to move them to the “All Panel Part of Process” status

44.




Comments are optional. Please note: any notes made when you are ‘bulk’ moving candidates will only be entered by the system on the first candidate’s application. So if you need to make comments on specific candidates you should move candidates individually instead of using the ‘bulk’ move function

Select “Save and Close” when you are finished

Check this box to certify that all panel members have participated fully in the Short Listing process

45.


Check all candidates have been moved to the “All Panel Part of Process” status

The green ticks are confirmation that the candidates have been successfully moved to the next status

46.


Staffing now need to review and approve the Short List prior to any further action by the Hiring Manager / Convener or contact being made with the candidates to schedule the interviews

47.

Take a breakYou need to wait until you receive asystem generated email to proceed

Click on “Interview Scheduling” to commence the interview process

Managing your requisition‐ Interview Scheduling

48.


In the step “Interview Scheduling”, the Hiring Manager moves the candidates from “Select Step Outcome” to “Interview scheduled” status

49.


Select each candidate, one at a time, to provide their interview details

After the candidate has been selected, click on the green arrow to move them to the “Interview scheduled” status

50.




Enter the interview date

Select the type of interview to be conducted


51.

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The green tick is confirmation that they have been successfully moved to the “Interview scheduled” status

This process needs to be repeated for each candidate to be interviewed

52.


Check all candidates have been moved to one of the three statuses available in this Step. If a candidate is not to be interviewed because for example Staffing Services has advised they are not eligible then move them to the status “No interview scheduled – (Unsuccessful)”. Move candidates to “Candidate Withdrawn” if a candidate advises the panel of their withdrawal from the selection process at this point

Once all candidates have been moved to “Interview scheduled” status you are ready to progress to the next step of the Merit Selection processClick on the double blue arrows to move candidates to the next step


53.

Click on “Interview Scheduling” to commence the interview process

Managing your requisition‐ Interview Outcome pre‐referee check

54.


In the step “Interview Outcome pre-referee check”, the Hiring Manager moves the candidates from “Select Step Outcome” to either:• “Referee to be Contacted“OR• “Unsuccessful at Interview”OR• “Not Eligible” is Staffing Services has advised the panel at this

point that the candidate not eligible to be considered for the position

OR• “Candidate Withdrawn” if the candidate advises the panel they

wish to withdraw their application for the position at this point 55.


Select each candidate, one at a time, to indicate the third referee has been contacted

After the candidate has been selected, click on the green arrow to move them to the “Referee to be Contacted” status

56.


Select each candidate, one at a time, to add them to the “Unsuccessful at Interview” status or “Not Eligible” or “Candidate Withdrawn” where relevant

Click “More Actions” and then click “Change Step/status” to select the “Unsuccessful at Interview” status

57.





Comments are mandatory

58.


Check all candidates have been moved to the another status in this step

59.


Check all candidates have been moved to another status in this step

Once all candidates have been moved to “Referee to be Contacted” status you are ready to progress to the next step of the Merit Selection processClick on the double blue arrows to move candidates to the next step


60.

A total of 9 candidates applied for this position.



1 candidate has been culled following the interviews – “ Interview Outcome pre-referee check”

2 candidates have been successful following the interview. They need to be ranked as:• Recommended applicant • Eligibility List (rank) or • Not Recommended


61.

Managing your requisition‐ Selection Process Outcome

Click on “Selection Process Outcome” to progress the Merit selection process to the next stage

62.


In the step “Selection Process Outcome”, the Hiring Manager moves the candidates from “Select Step Outcome” to either:• “Recommended Applicant“• “Eligibility List (Ranking)”OR• “Not Recommended (Unsuccessful)”OR• “Candidate Withdrawn”

63.


Select the candidate to be recommended for the position

After the candidate has been selected, click on the green arrow to move them to the “Recommended Applicant” status

64.





Comments are mandatoryReasons need to reflect a summary of how the selection criteria was addressed at interview

65.


Select the candidate to be placed on the eligibility list

Click “More Actions” and then click “Change Step/status” to select the “Eligibility List (Ranking)” status

66.




Comments are mandatoryReasons for suitability need to reflect a summary of how the selection criteria was addressed with a degree of difference between applicants


Select the “Merit Rank” for the candidate on the Eligibility list

67.


Check all candidates have been moved to another status group in this step

Select the candidate that is the recommended applicant and click on the double blue arrows to move the recommended applicant to the step “Submit Selection Report to HRSO”

68.




1 candidate has been culled following the interviews – “ Interview Outcome pre-referee check”

1 candidate is on the eligibility list – “Selection Process Outcome”

1 candidate is the Recommended Applicant– “Submit Selection Report to HRSO”


69.

Managing your requisition‐ Submit Selection Report to HRSO

Click on “Submit Selection Report to HRSO” to progress the Merit selection process to the next step

70.


Select the recommended applicant to move them to the next status and certify the panel process and participation

After the candidate has been selected, click on the green arrow to move them to the “All Panel Part of Process” status

71.





Check this box to certify that all panel members have participated fully in the Merit Selection process

72.


Check the recommended applicant has been moved to the “All Panel Part of Process” status

The green tick is confirmation that the candidate has been successfully moved to the next status

73.

Staffing now need to review and approve the “Selection Report” prior to any further action by the Hiring Manager / Convener or contact being made with the candidates


74.

Take a breakYou need to wait until you receive asystem generated email to proceed

Managing your requisition‐ Position Offer

Click on “Position Offer” to progress to the next step of the merit selection process

75.

In the step “Position Offer”, the Hiring Manager moves the recommended and approved applicant from “Select Step Outcome” to either:• “Accepted“OR• “Declined”


76.

Select the Recommended Applicant to move them to the next status

After the candidate has been selected, click on the green arrow to move them to the “Accepted” status


77.


78.




The anticipated Entry on Duty (EOD) date to be provided by the Hiring Manager

These boxes MUST be ticked


Check the recommended applicant has been moved to the “Accepted” status

The green tick is confirmation that the recommended candidate has been successfully moved to the next status

79.

Staffing Services now has the responsibility of finalising the merit selection process

80.


CongratulationsYou have now successfully completedthe Merit Selection eRecrutiment process

81.

e‐Learning Materials

The e-Learning materials for jobs.nsw can be accessed at:http://www.teach.nsw.edu.au/jobsnsw/elearning.htm

JobsNSW - Conveners V2 CR · Interview Scheduling Pages 48 – 53 Interview Outcome pre-referee...

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Transcript of JobsNSW - Conveners V2 CR · Interview Scheduling Pages 48 – 53 Interview Outcome pre-referee...