Screening and Routing Applicants

This chapter discusses how to:

Screen applicants.
Route applicants.

Screening Applicants

This section provides an overview of the screening process, describes the prerequisites for screening applicants, and discusses how to:

(USF) Run priority placement.
Review applicants linked to job openings.
Rate applicants.
Review and edit screening levels and criteria.
Run screening levels.
Review and apply results.
(USF) Assign competitive and noncompetitive statuses.
(USF) Rank applicants.
(USF) Process Certificate of Eligibles.

Understanding the Screening Process

Screening is the process used by recruiters to evaluate a list of potential candidates and narrow the list to a few qualified applicants that can be interviewed or hired. The following diagram illustrates the PeopleSoft screening process:

Process flow for screening applicants

(USF) Running Priority Placement

Applicants with priority placement entitlements have special placement considerations at an equivalent or higher series and grade combination than that of the jobs being filled. Applicants with priority placement preference that have not applied for specific job openings may be linked to job opening through the Priority Placement process.

The Priority Placement process identifies those applicants that have the same Pay Plan and Occupational Series, and also ensures that the applicant's Salary Grade is equal to or greater than the grade specified on the job opening. The process then compares those applicants with all active job openings that have that priority place code.

When an applicant has two priority placement codes for a particular job, and only one priority placement code method can be considered for that job series, the process determines which code to use by looking at the recruiting type that was defined on the job opening.

After an applicant has been linked to a job opening via the Priority Placement process, the applicant’s status is set to Applied. The applicant will then be subject to the same level of screening as other applicants, based on the criteria defined in the screening level(s).

The Priority Placement process is run after the closing date of the job posting and before Screening Levels are processed.

Reviewing Applicants Linked to Job Openings

Before you begin running screening levels, you may want to check the list of applicants linked to a job opening. This will tell you the number of candidates with which you will be processing.

If you want more applicants linked to this job opening, consider running an applicant search to match applicants qualifications to the job opening criteria. If you find new applicants, link them to the job opening.

See Searching for Applicants.

See Linking Applicants to Job Openings.

Rating Applicants

Rating an applicant is an optional step. First review an applicant's competencies and accomplishments as related to the job opening screening criteria. If necessary, assign a score to the areas where the system could not determine whether the applicant has met the screening criteria.

To rate applicants, use the Screen Applicants - Rate Applicant page. This page displays the accomplishments and competencies defined as screening criteria and whether the system determined if the applicant has met the accomplishment and competencies criteria. The competency section displays the most recent ratings for an applicant, if they exist.

Reviewing and Editing Screening Level and Criteria

Based on the applicants that have applied for the job opening, you may need to revise the screening criteria to either increase or decrease the number of applicants.

Running Screening Levels

The following diagram illustrates the parameters the system uses to run a screening level:

Running Screening Levels

Screening levels are run using the Screen Applicants, Screening Levels, and Screening Results pages. Make sure the screening levels are run in the order in which they are listed in the Applicant Screening group box on the Job Opening page.

If the Must Pass Previous Level check box is selected in the Applicant Screening group box on the Job Opening page, the system looks at applicant's screening status to see if it is Pass or Fail. If the applicant failed the previous screening level, the system stops processing that applicant and moves on to the next applicant in the list. If there was a letter defined in the Screening Option Description on the Job Opening Screening Criteria page, the system creates a letter that can be printed using the Print Recruitment Letters component.

The system determines which screening criteria is to be used by checking to see if the Use in Screening check box is selected on the Job Opening Screening Criteria page. If the box is selected, the system looks for the corresponding field in the applicant's data. If a match is found, the points are added to the applicant's score in the appropriate category.

For Federal users, the system also considers whether the Augment or Selective check boxes are selected to determine which category the points should be placed.

The last step is to determine the applicant's screening status. The system looks at the rules defined in Scoring Definition group box on the Job Opening Screening Criteria page. Based on those parameters, the system will assign a screening status. However, if the Manually Assign Status check box is selected in the Scoring Definition group box on the Job Opening Screening Criteria page, the recruiter or administrator can assign the status using the Screening Results page.

Reviewing and Applying Screening Results

After the screening levels have been run, review the results. If you are satisfied, then apply those results, by clicking the apply button. The system then writes the scores to the applicant's record.

(USF) Assigning Competitive/Noncompetitive Statuses

This is a process where you assign a competitive or noncompetitive status to the applicants.

(USF) Ranking Applicants

After evaluating and qualifying the applicants, rank the applicants according to the category you defined on the screening template.

(USF) Applying Tie Breakers

If two or more applicants have the same score in the same category, you can apply one of three tie-breaker methods:

Augmenting Factors, which uses criteria identified as Augmenting on the screening criteria.
Name Request, which uses the name you entered on the job opening.
Random Number, which uses an algorithm based on the OPM definitions.

(USF) Processing Certificate of Eligibles

After you have ranked the applicants, you are ready to certify the best-qualified applicants for the position. The OPM regulates the definition of eligibles and the order in which they should appear on the certificate. Once you create the certificate, use the Certificate of Eligibles component to print it.

Prerequisites

Before you begin running screening levels:

(USF) Define priority placement codes.
(USF) Define veteran preference codes.
Define screening definitions.
Create screening templates.
Link screening templates to recruitment templates.
Create job openings.
1. Define job requirements.
2. Define screening criteria for each screening level.

See Understanding Screening Definitions.

See Setting Up Screening Templates.

See Setting Up Recruitment Templates.

See Adding Screening Criteria to Screening Levels.

See (USF) Setting Up Priority Placement Codes.

Pages Used to Screen Applicants

Page Name	Object Name	Navigation	Usage
Find Job Openings	HRS_JO_FIND_JOB	Recruiting, Find Job Openings, Find Job Openings	Search for and select job openings.
Job Opening	HRS_JO_360	Click the job opening link in the Search Results group box on the Find Job Openings page.	Review applicants linked to a job opening and perform various tasks.
Screen Applicants - View All Applicants	HRS_JO_SCR_LIST	Click the Screen Applicants link on the Job Opening page.	Review applicants linked to a job opening and perform various tasks related to screening.
Screen Applicants - Rate Applicant	HRS_RATE_APP	Click the Rate link for the applicant you want to rate in the Applicants group box on the Job Opening - Screen Applicants: View All Applicants page.	Runs the Rate (HRS_APP_RATING) process.
Screening Levels	HRS_JO_SCR_LVL	Click the View Screening Levels link on the Job Opening - Screen Levels page.	View screening levels associated with the job opening.
Screening Criteria	HRS_JO_SCR_DTL	Click the Edit link next to the screening level you want to edit on the Job Opening - Screening Levels: View Screening Levels page.	Edit the screening criteria.
Rank Applicants	HRS_JO_RANK	Click the Rank Applicants button on the Screen Applicants - View All Applicants page.	Rank applicants.

(USF) Running Priority Placement

To run the Priority Placement (HRS_PRI_PLCM ) process:

Access the Screen Applicants - View All Applicants page.
In the Run field, select Priority Placement.
Click the Go button.

After the process has completed, the system displays a message next to the Go button stating the process has been run. If applicants were found that matched the priority placement code assigned to the job opening, their names will appear in the Applicants grid.

Reviewing Applicants Linked to Job Opening

Access the Screen Applicants - View All Applicants page.

View All Applicants

Click this link to refresh the current page.

View Screening Levels

Click this link to access the Screening Levels page.

View Screening Results

This link displays if a screening level has been run.

Click this link to access the Screening Results page.

Run

Select the screening level you want to run.

Go

Click the Go button to execute the screening level selected in the Run field.

(USF) Rank Applicants

This button displays if a screening level has been run.

Click this link to display the Rank Applicants page.

Applicants

This group box lists all applicants linked to the job opening.

Name	Click the name link to access the Manage Applicant page.
Resume	Click the Resume icon to access the Manage Applicant - Resume page.
Rate	Click to access the Rate Applicants page.

Rating Applicants

Access the Rate Applicant page.

Use this page to review the competencies and accomplishments that were identified as part of the screening criteria and to enter a rating for the applicant if the system could not verify that the applicant met this requirement.

Save	If you manually rate the applicant, click Save to save your ratings.
Previous Applicant	Displays the results of the previous applicant in the list of applicants linked to the job opening.
Next Applicant	Processes and displays the results of the next applicant in the list of applicants linked to the job opening.

Reviewing Screening Levels

Access the Screening Levels page.

Job Opening / Jobs

This group box displays the information about the job opening and the screening levels associated with the job opening. If there are multiple job associated with the job opening, you can select the next job opening in the scroll area.

Screening Level Description

This group box displays the name of each screening level associated with the job opening and the date on which the screening level was last run. You can click the Edit link to update the screening criteria associated with the screening level.

Reviewing and Editing Screening Criteria

Access the Screening Criteria page.

This page is the same as when you created the job opening and defined the screening criteria. You can modify screening criteria here to meet your needs. To add criteria, you must use the Job Opening page.

See Adding Screening Criteria to Screening Levels.

Running Screening Levels

To run a screening level:

Access the Screen Applicants page.
Select the screening level in the Run field
Click the Go button.

See Viewing Applicants Linked to Job Openings

Reviewing Screening Results

Access the Screening Results page.

Note. When multiple job codes are defined on the job opening, the Screening Results group box has multiple scroll levels, allowing each job code to be viewed after processing a given screening level. When a screening level is processed, it runs against all job codes that have screening criteria defined.

Run	Select the screening definition you want to run.
Go	Click to run the screening definition selected in the Run field.
(USF) Rank Applicants	Click to access the Screening Applicants - (USF) Rank Applicants page.
Apply	Click to apply the most resent screening results for an applicant and apply the screening result disposition to the applicant's job opening disposition. If there are multiple jobcodes associated with the job opening, the process goes through all the screening results and takes the best jobcode disposition found and applies that status to the job opening disposition.

Screening Levels

Screening Level

Click the screening level name link to access the Screening Levels - Screening Criteria page.

Applicants - Results Tab

Displays the screening results for each applicant linked to the job opening.

Score	Displays the percent the applicant has achieved as a result of running the screening levels. Click the score percentage link to access the Screening Details page.
Points	Displays the points the applicant has received as a result of running the screening levels.
Applicant Name Link	Click the applicant name link to access the Manage Applicant page.
Disposition	Displays the disposition for the applicant.
Screening Result	Displays whether the applicant has passed or failed the screening levels. If Manually Assign Status is selected on the Screening Criteria page, then you can select the status Pass or Fail.
(USF) Competitive Status	Displays the assigned competitive status.
Route	Displays the Route Applicants - Route Applicants page. See Routing Applicants.

Applicants - Applicant Data Tab

Access the Applicant Data tab.

This grid displays the applicants screened for this job opening and the date the screening level was run.

Reviewing Score Details

Access the Screening Details page.

This page provides the details behind the applicant's screening results and score. If the applicant has failed the screening level, an explanation displays in the Status Reason field.

Note. Augmentation Points, Selective Factor Points, Veterans Preference Points, and Priority Placement Points display only for Federal users.

Click the View Questionnaire Results link to access the applicant's answers to the questionnaire that they completed. Only applicants that applied online will have questionnaire results.

Applying Results

Once you have reviewed the screening results and are satisfied with the result, you can apply the results. When you apply the results, the system takes the most recent screening result for an applicant and applies the screen result disposition to the applicants job opening disposition. The screening disposition is determined by the screening level setup. If the applicant passes the level, the disposition is set to the disposition specified on the Pass or Fail Disposition fields on the Screening Setup page.

If there are multiple jobcodes associated with the job opening, the process goes through all of the screening results for all the jobcodes and applies the best disposition it finds.

Note. Only applicants that have been screened can have results applied.

(USF) Assigning Competitive and Noncompetitive Statuses

Access the Job Opening - Screening Results: View Screening Results page.

To assign competitive or noncompetitive statuses:

Select Competitive or NonCompetitive in the Competitive Status field.
Click the check box next to applicant's score.
Click the Go button next to the Competitive Status field.

(USF) Ranking Applicants

Access the Rank Applicants page.

Competitive

This grid displays that were identified as competitive during the assigning competitive status step. When entering the page for the first time, the applicants will have a Qualifications score of Eligible/Not Rated.

Rank	Initially this field is blank. When you qualify the applicants the system assigns a ranking to the applicant. This field can be overridden.
Score	Displays the percent of those points to the total possible accumulated points.
Points	Displays the accumulated points the applicant has received in all screening levels.
Name	Click the name link to access the Manage Applicant page.

Noncompetitive

This grid displays that were identified as competitive during the assigning noncompetitive status step. When entering the page for the first time, the applicants will have a Qualifications score of Eligible/Not Rated.

The fields in this grid are the same as those in the Competitive group box.

Qualify Applicants

Use this group box to define best qualified and well qualified scores, then apply to the ompetitive and noncompetitive candidates. Follow these steps to qualify applicants:

Define the natural breaks in the rating scores and enter those numbers in the Best Qualified Score and Well Qualified Score fields. These numbers should be the minimum score that is considered to fall into each category.
Click the Qualify button.

The system will rank each applicant listed in the Competitive and Non-Competitive grids according the defined parameters.

Create Certificates

This group box is used to process the Certificate of Eligibles.

Applicants to Consider	Enter the number of applicants you want included in the certificate.
Certificate Number	Enter the number of the certificate.
Create Certificate	Click to process the certificate of eligibles.

Tie Breaker

If any of the applicants are tied, use this section to apply a tie breaker method.

Tie Breaker Option

Select one of the tie breaker methods and click the Apply Tie Breaker button. Options are:

Augment: Criteria identified as Augmenting on screening levels are used to break tie's between applicants.
Name Request: Applicants listed on the Applicant Name Request page on the job opening are used to break tie's between applicants.
Random Number: - An algorithm based on the OPM definition are used to break ties between applicants.

(USF) Processing Certificate of Eligibles

Access the Rank Applicants page.

See Ranking Applicants

Routing Applicants

This section discusses how to route applicants.

Pages Used to Route Applicants

Page Name	Object Name	Navigation	Usage
Find Applicants	HRS_REC_SCHAPP	Recruiting, Find Applicants, Find Applicants	Search for an applicant.
Route Applicant - Route Applicant	HRS_GACT_APP_RTE	Select Route Applicant in the Take Action drop-down list box for the applicant in the Search Results group box that you want to route. Select the check box next to one or more applicants in the Search Result group box on the Find Applicants page and then select Route Applicant in the Group Action drop-down list box.	Route an applicant to another employee in order move the applicant to the next step in the recruiting process.

Routing Applicants

Access the Route Applicant - Route Applicant page.

Routing Details

Overall Routing Status	Select a routing status. Options are: Routed: Default value. Invite for Interview. Hold. Reject. Withdrawn.
Status Date	Select the date this status was assigned. The default value is the system date.
Status Reason	Select a reason for the assigned status.
Route Date	Enter the date the route was sent. The default value is the system date.
Route To	Select to whom this applicant is to be routed.
Response Due	Select the date on which the reviewer should respond with recommendation.
Response	Reviewers select a response.
Response Date	Reviewers enter the date on which they entered their response.
Submit	Send a notification (HRS_APP_RTE) to the person identified in the Route To field.

View All Applicants	Click this link to refresh the current page.
View Screening Levels	Click this link to access the Screening Levels page.
View Screening Results	This link displays if a screening level has been run. Click this link to access the Screening Results page.
Run	Select the screening level you want to run.
Go	Click the Go button to execute the screening level selected in the Run field.
(USF) Rank Applicants	This button displays if a screening level has been run. Click this link to display the Rank Applicants page.