Interviewing Applicants

This chapter describes how to:

Schedule interviews.
Complete interview evaluations.
Send interview evaluation reminders.
Make final recommendations.
Review interview schedules.

Scheduling Interviews

This section provides an overview of applicant interviews and discusses how to schedule applicant interviews.

Understanding Applicant Interviews

Interviews can be scheduled at any time in the recruiting process with or without a job opening. The Interview Schedule page is accessed from:

The Job Opening page, by selecting the check box next to one or more applicants applicant in the Applicants grid and then selecting Manage Interviews from the Group Action field. The Interview Schedule page displays the applicants you selected.
The Job Opening page, by selecting the Interview Schedule link. The Interview Schedule page displays all applicants linked to the job opening.
The Find Applicants page, by selecting the check box next to one or more applicants in the Search Results grid and then selecting Manage Interviews from the Group Action field. The Interview Schedule page displays the selected applicants.
The Manage Applicant page, by selecting Manage Interview from the Take Action field in the Applicant group box. The Interview Schedule page displays that applicant.

If the applicant is linked to a job opening, you see information about the job opening. Complete the information relevant to scheduling the interview. You can indicate that you want the interview team and applicant notified that an interview has been scheduled.

You can identify the interview letter you want sent to the applicant. However, the letter cannot be printed until the interview appointment has been saved. You have three options of printing letters:

Generate Letter, Generate Letter displays a copy of the letter that can be edited and printed immediately. The system automatically populates the Date Printed field with the system date. The letter is removed from the Generate Recruitment Letters (HRSLETTER) process. The system generates a contact note that displays on the Manage Applicant - Contact Notes page.
Email Applicant, Email Applicant is available after you have generated the letter. The system displays the Send Correspondence page where you can add the generated letter as an attachment. The system generates a contact note that displays on the Manage Applicant - Contact Notes page.
Upload Letter, Upload Letter is available after you have generated a letter and the letter template is not locked in the report definition. It allows users to upload an interview letter that has been saved to disk. The system generates a contact note that displays on the Manage Applicant - Contact Notes page.

If you do not choose one of the above options, the letter can be printed using the Generate Recruitment Letters component.

Note. Talent Acquisition Manager uses Oracle XML Publisher to generate recruitment letters.

Pages Used to Schedule Applicant Interviews

Page Name	Object Name	Navigation	Usage
Find Applicant	HRS_REC_SCHAPP	Recruiting, Find Applicants, Find Applicants	Search for and select applicants.
Interview Schedule	HRS_INT_SCHED	Select Manage Interviews from the Take Action field next to that the appropriate applicant and job opening row in the Search Results group box on the Find Applicants page.	Schedule applicant interviews.
Comments	HRS_RCRTR_CMTS_SP	Click the comments icon on the Interview Schedule page.	Add a comment that can be viewed by the interview team on the Interview Schedule page.
Interviewer Availability	HRS_INT_AVAIL_SP	Click the availability icon on the Interview Schedule page.	View the interviewer's current interview schedule.

Scheduling Applicant Interviews

Access the Interview Schedule page.

Save

Click to save the data, but not update the disposition.

Save & Submit

Click when you have finished entering the information for scheduling interviews. The system updates the applicant's disposition to Interview.

Notify Interview Team	Select this check box to have an email notification sent to the interviewers listed in the Interview Schedule grid. If the applicant is linked to job opening, the system sends the notification HRS_INTVW_SCHED_TEAM. If the applicant is not linked to job opening, the system sends the notification HRS_INTVW_SCHED_TEAM_NOJO.
Notify Applicant	Select this check box to have an email notification sent to the applicant. If the applicant is linked to job opening, the system sends the notification HRS_INTVWSCHED_APPL. If the applicant is not linked to job opening, the system sends the notitication HRS_INTVWSCHED_APPL_NOJO.
Letter	This link is available after you have entered and saved an interview appointment. Select the letter you want to send to the applicant when an interview is scheduled. Talent Acquisition delivers the following templates: HRS_INT_LETTER_IS1 HRS_INT_LETTER_IS2 HRS_INT_LETTER_IS3
Generate Letter	Click this link to print the letter immediately. The system displays the letter and you can make any necessary modifications. Once the letter is printed, the Generate Letter link is no longer available and the letter is removed from the Generate Recruitment Letters (HRSLETTR) process. The system creates a contact note entry on the Manage Applicant - Contact Notes page.
Email Applicant	Click this link to display the Send Correspondence page, which enables you to send the interview letter as an attachment to the email. The system creates a contact note entry on the Manage Applicant - Contact Notes page.
Upload Letter	Click this link to open a browser window and upload a saved interview letter. The system creates a contact note entry on the Manage Applicant - Contact Notes page.

Interview Schedule

Interview Date	Enter the date on which the interview is to take place.
Start Time	Enter the time the interview is scheduled to begin.
End Time	Enter the time the interview is scheduled to end.
Time Zone	Enter the time zone in which the interview is to occur.
Interviewer ID	Select an interviewer. The system automatically displays the members of the interview team that are associated with the job opening.
Interview Type	Select the type of interview. Define interview types on the Interview Types page.
Location	Enter the location of the interview.
	Click to access the Comments page.
	Click to access the Interviewer Availability page, where you can view the interviewer's current interview schedule.
	Click this icon to delete the schedule interview. If the Notifiy Interview Team or Notify Applicant check boxes are selected, the system sends a notification to interviewers listed in the Interview Schedule grid or to the applicant notifying them of the cancelled interview. The interviewers receive: HRS_INTVWSCHED_TEAM_CANCEL if there is a job opening linked to the applicant. HRS_INTVWSCHED_TEAM_NOJO_CANCEL if there is no job opening linked to the applicant. The applicant receives: HRS_INTVWSCHED_APPL_CANCEL if there is a job opening linked to the applicant. HRS_INTVWSCHED_APPL_NOJO_CANCEL if there is no job opening linked to the applicant.
Add Interviewer	Click this link to add another row to the Interview Schedule grid.

Attachments

This group box displays a list of job opening related attachments. Job opening attachments are added using the Job Opening page: Activities and Attachments tab.

Notes

This group box displays a list of job opening related notes with an audience equal to Interview. Job opening notes are added using the Job Opening page: Activities and Attachments tab.

Rescheduling Interviews

Access the Interview Schedule page

See Scheduling Interviews

To reschedule an interview:

Delete the old interview appointment.
Add the new interview appointment.

Checking Interviewer Availability

Access the Interviewer Availability page.

Completing Interview Evaluations

This section provides an overview of interview evaluations, lists a prerequisite, and discusses how to complete an interview evaluation.

Understanding Interview Evaluations

To complete an interview evaluation, you use the Interview Evaluation (HRS_INT_EVAL) component. You can access the Interview Evaluation component from:

The Find Applicants page by selecting Create Interview Evaluation from the Take Action field in the Search Results group box.
The Job Opening page by selecting Create Interview Evaluation from the Take Action field in the Applicants group box.
The Manage Applicant page by selecting Create Interview Evaluation from the Take Action field for the appropriate job opening in the Applicant Activity group box.

Prerequisite

Before you can interview applicants, you must set up the interview evaluation definition template.

See Setting Up Interview Evaluation Templates.

Pages Used to Complete Interview Evaluations

Page Name	Object Name	Navigation	Usage
Find Applicants	HRS_REC_SCHAPP	Recruiting, Find Applicant, Find Applicant	Search for and select applicants.
Interview Details - Interview Evaluation	HRS_INT_EVAL	For the person for whom you want to complete an interview evaluation, select Create Interview Evaluation in the Take Action field on the Find Applicants page.	Complete interview evaluation forms.
Evaluation Rating Comments	HRS_INT_EVAL_SEC	Click the Comments Link icon on the Interview Details - Interview Evaluation page.	Enter evaluation comments for a specific category.

Completing an Interview Evaluation

Access the Interview Details - Interview Evaluation page.

Interview Date

Enter the date on which the interview was held.

Interview Level

Select the level of interview.

Rate Applicant

Interview Rating	Select a rating for the given category.
	Click to access the Evaluation Rating Comments page and enter a comment for the specified category.

Recommendation

Overall Rating	Select an overall rating.
Recommendation	Select an overall recommendation.

Sending Interview Evaluation Reminders

This section provides an overview of interview evaluation reminders and discuss how to send interview evaluation reminders.

Understanding Interview Evaluation Reminders

When you run the Interview Evaluation Reminder Application Engine process (HRS_INT_EVAL), you must enter a date by which the check is run. The system sends a notification (HRS_INTVW_EVAL_RMNDR) to all those interviewers who have had their interview date passed and have not submitted an interview evaluation.

Page Used to Send Interview Evaluation Reminders

Page Name	Object Name	Navigation	Usage
Interview Evaluation Reminder	HRS_RUN_INT_REM	Recruiting, Administration, Interview Evaluation Reminder, Interview Evaluation Reminder	Send interview evaluation reminders.

Sending Interview Evaluation Reminders

Access the Interview Evaluation Reminder page.

Enter the date from which you want to run the reminders in the Interviews Scheduled From field.

Click Run to run this request. PeopleSoft Process Scheduler can run the process at user-defined intervals.

Making Final Recommendations

This section provides an overview of final recommendations, lists a prerequisite, and discusses how to make final recommendations.

Understanding Final Recommendations

Once all the interview evaluations are complete, you can make final recommendations on the applicants. To make a final recommendation, use the Manage Applicant - Disposition Details: Interview page.

To make a final recommendation, select the appropriate status and reason code. You can specify which letter you want sent to the applicant telling them of your recommendation. However, you must save the entered data and then return to the Disposition Details - Interview page to print the letter immediately or send it using email. Otherwise, the letter can be printed using the Generate Recruitment Letters component.

Prerequisite

Before you make a final recommendation, you must have interview evaluations forms completed.

See Completing Interview Evaluations.

Pages Used to Make Final Recommendations

Page Name	Object Name	Navigation	Usage
Find Applicants	HRS_REC_SCHAPP	Recruiting, Find Applicants, Find Applicants	Search for and select applicants.
Manage Applicant - Disposition Details: Interview	HRS_APP_RCMNT	Click the Interview link in the Disposition column on the Find Applicants page.	Make final recommendations.

Making Final Recommendations

Access the Manage Applicant - Disposition Details: Interview page.

Final Recommendation

Final Recommendation	Select a final recommendation.
Reason	Select a reason for the final recommendation.

Interview Evaluations

This group box displays a list of the completed interview evaluations.

Interview Schedule

This group box displays the applicant's scheduled interviews.

Disposition History

This group box displays the applicant's disposition history.

Click icon to edit disposition details

Use this group box to edit the applicant's disposition status.

Reviewing Interview Schedules and Evaluations

This section provides an overview of interview schedules and discusses how to:

Review applicant interview schedules and evaluations..
Review interview calendars.

Pages Used to Review Interview Schedules and Evaluations

Page Name	Object Name	Navigation	Usage
Find Applicant	HRS_REC_SCHAPP	Recruiting, Find Applicant	Search for and select applicants.
Manage Applicant	HRS_MANAGE_APP	Click an applicant name link in the Search Results grid on the Find Applicants page.	Manage an applicant.
Manage Applicant - Applicant Activity: Interview Schedule/Evaluation	HRS_MANAGE_APP	Click the Applicant Activity link and then the Interview Schedule/Evaluation link on the Manage Applicant page.	Review an applicant's interview schedule and interview evaluations.
Interview Calendar	HRS_INT_CLNDR	Recruiting, Interview Calendar, Interview Calendar	Review the interview calendar for scheduled interviews to which you are associated.

Reviewing Applicant Interview Schedules and Evaluations

Access the Manage Applicant - Applicant Activity - Interview Schedule/Evaluation page.

Interview Schedule

Date

Click this link to display the Interview Schedule page where you can edit this interview appointment.

See Interviewing Applicants, Scheduling Interviews

Job

Click this link to display the Job Opening page.

See Creating Job Openings

Manage Interviews

Click this link to display the Select a Job Opening page, (HRS_APP_ACTION) which begins the process for adding a new interview appointment for a selected job opening.

See Interviewing Applicants, Scheduling Interviews

Interview Evaluations

This group box displays the list of interviewers that are to complete an interview evaluation.

Create New Evaluation

Click this link to display the Select Job Opening for Evaluation page, (HRS_APP_ACTION) which begins the process for completing an interview evaluation for a selected job opening.

Reviewing Interview Calendars

Access the Interview Calendar page.

Display Week Of

Select the week that you want to view.

Previous Week

Click to change the displayed calendar to the prior week.

Next Week

Click to change the displayed calendar to the following week.

Save	Click to save the data, but not update the disposition.
Save & Submit	Click when you have finished entering the information for scheduling interviews. The system updates the applicant's disposition to Interview.

Interview Date	Enter the date on which the interview was held.
Interview Level	Select the level of interview.

Display Week Of	Select the week that you want to view.
Previous Week	Click to change the displayed calendar to the prior week.
Next Week	Click to change the displayed calendar to the following week.