PeopleSoft Enterprise Talent Acquisition Manager 9.1 PeopleBook

Interviewing Applicants

This chapter describes how to:

Maintain interview facilities.
Schedule interviews.
Complete interview evaluations.
Finalizing interviews and sending evaluation reminders.
Make final recommendations.
Review interview schedules and evaluations.

Maintaining Interview Facilities

Interview facilities are specific locations such as meeting rooms where interviews take place. In the context of an applicant's interview schedule, the facility is referred to as the venue. If integration with Microsoft Outlook calendaring is active, the interview facility corresponds to an Microsoft Outlook resource.

Page Used to Maintain Interview Facilities

Page Name	Definition Name	Navigation	Usage
Interview Facilities	HRS_VENUE_PG	Recruiting, Administration, Interview Facilities, Interview Facilities	Maintain information about interview venues.

Maintaining Interview Facilities

Access the Interview Facilities page (Recruiting, Administration, Interview Facilities, Interview Facilities).

Venue Information

Venue ID	Displays a unique identifier that the system assigns when you create the venue.
Status	Select Active or Inactive to indicate whether the venue is available for use on the Schedule Interview page.
Description	Enter the description that users see when selecting this venue to use for an interview.
Email	Enter the email address that is assigned to the Microsoft Outlook resource that corresponds to this venue. If you use full calendar integration, the system uses this email address to identify the venue, confirm its availability, and reserve it for the interview meeting. If you use partial calendar integration or no calendar integration, the email address is informational only.
Location and	Enter the specific location of the venue. When a recruiter adds a venue to an interview, the system copies the location information to the interview schedule. If the recruiter modified the location text in the actual interview schedule, the changes are replicated to the venue definition.
Directions	Enter directions to the venue. The text that you enter is included in the notifications that the system sends to interview participants, including the notification that applicants receive through Candidate Gateway.
Notes and Room Details	Enter any additional useful information about the venue. Information in these fields does not appear on the Interview Schedule page. However, users can access the Interview Facility page from the Interview Schedule page if they want to review this information.

Attachments

Upload any useful attachments such as maps or room-specific instructions. The attachments grid includes a link to the document along with information about who uploaded the file and when it was uploaded.

Attachments do not appear on the Interview Schedule page. However, users can access the Interview Facility page from the Interview Schedule page if they want to review this information.

Scheduling Interviews

This section provides overviews of applicant interviews and calendar integration discusses how to:

Schedule applicant interviews.
Check participant availability.
Set notification options for interview changes.
Modify interview notification text.
Review and print an interview summary.

Understanding Applicant Interviews

Use the Interview Schedule page to schedule interviews at any time in the recruiting process, whether or not the applicant is associated with a job opening. The Interview Schedule page always shows data for a single job opening (or for no job opening, if applicants have applied without selecting a job opening); it can show interview information for one or more applicants.

Navigation and the Manage Interviews Action

To access the Interview Schedule page, use the Manage Interviews action.

See Actions in the Take Action Field.

The Manage Interviews action is available in these locations:

Find Applicants page: Search Results grid (individual action or group action).

To schedule interviews using a group action, all selected rows in the search results must be for the same job or must all have no job opening selected.
Manage Applicant page: Applicant Activity grid (individual action).

This grid shows the jobs that an applicant is linked to, so performing the action brings you to the Interview Schedule page for a single applicant and a single job opening.
Job Opening page: Manage Applicants grid (individual action or group action).

You can also access the Interview Schedule page these ways:

On the Disposition Details - Interview page, click the Manage Interviews link.
On the Job Opening page, click the Interview Schedule link under the Manage Applicants tab.
On the Manage Applicant page, access interview summary information by clicking the Interview Schedule/Evaluation link under the Applicant Activity tab, then click the Manage Interviews link or click the date of an already-scheduled interview.

When you click the Manage Interviews link, the system prompts you to select the job opening for which you are scheduling an interview.

Schedules for Multiple Applicants

The Interview Schedule page always shows interviews for a single job opening, but depending on how you access the Interview Schedule page, it can show schedules for one applicant or multiple applicants. The page includes a collapsible section for each included applicant, even if there is only one.

Recruiters can view only those interview schedules that they created. Administrators can see all interview schedules.

Within the section for a single applicant, there are collapsible sections for each scheduled interview. In this context, a single interview refers to a single block of time that is associated with one or more interviewers. To schedule separate time slots for different interviewers, recruiters need to set up multiple interviews.

This diagram illustrates the data hierarchy on the Interview Schedule page, where one job opening can have one or more applicants, and each applicant can have one or more interviews.

Interview Schedule page layout

Links at the bottom of the page enable you to expand or collapse all sections with a single click.

Interview Information

When you schedule an interview, you provide the following information:

General interview information such as the status, the interview type, and the person who entered the interview information.
The date and the overall start and end time for the interview.
A list of interviewers, including the schedule within the overall time block.
Location information, including both an overall location (such as a particular office building) and specific venues (such as conference rooms) in that location.

Applicant Letters

When you enter interview information, , you can choose a template to use to send the applicant a letter with the interview information.

When you submit the interview schedule, the letter is added to the next run of the HRS Letter Generation process (HRSLETTER), which generates all queued letters as a batch process. When the system generates the letter, it also creates a contact note for the applicant.

As an alternative to letting the batch process produce the letter, you can instead generate the letter from the Interview Schedule page, which removes it from the queue for the HRS Letter Generation process.

To generate a letter from the interview schedule, use these links:

Generate Letter

Click this link to generate an interview letter based on the selected template. The letter opens in a new browser window where you can review and optionally update it. If you make changes, save the modified letter to your local disk so that you can upload the revised version.

When you generate the letter, the system enters the current date in the Date Printed field, generates a contact note for the applicant, and removes the letter from the Generate Recruitment Letters (HRSLETTER) process queue.
Email Applicant

Click this link to access the Send Correspondence page. If you manually generated an interview letter using the Generate Letter link, then the Send Correspondence page includes the interview letter as a default attachment to the email. When you send the correspondence, the system generates a contact note for the applicant; the contact note includes any attachments that were in the email.
Upload Letter

Click this link to upload a letter file from a local disk. Typically, you are uploading a modified copy of the letter that you created by clicking the Generate Letter link.

When you upload a letter, the system creates a contact note for the applicant. The contact note includes the interview letter attachment.

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

Interview Information in Candidate Gateway

When you schedule an interview for an applicant who uses Candidate Gateway (an internal applicant or a registered external applicant), an interview notification appears in the applicant's Candidate Gateway home page. The applicant can click the notification to view interview details.

Understanding Calendar Integration for Interviews

This section provides an overview of calendar integration for interviews.

Integration Setup

To activate calendar integration for interviews in Talent Acquisition Manager, use the Recruiting Installation – General page, where you select the level of calendar integration for your system:

Full integration uses Desktop Integration functionality to integrate with Microsoft Outlook 2007.

PeopleSoft Enterprise Desktop Integration provides integration between Talent Acquisition Manager and Microsoft Office. The integration enables you to pass interview data to Microsoft Outlook and receive updated information when changes are made in Microsoft Outlook. Oracle delivers the framework for this integration as part of the PeopleSoft Enterprise Components that are bundled with every PeopleSoft application.

A PeopleSoft plug-in for Microsoft Outlook (required for recruiters who schedule interviews) enables Microsoft Outlook to maintain a link between the invitation and the original Talent Acquisition Manager transaction.
Partial integration sends interview schedules to applicants as an iCalendar attachment.

The iCalendar file contains only the information that is required for creating a meeting request in an external calendar. The participant can import the iCalendar meeting request and act on it. This is a one-way integration and TAM does not get any response back from the participant.
None indicates that you do not want to integrate with external calendaring systems.

See Defining General Settings for Templates, Approvals, and Integrations.

Full Calendar Integration

When you enable full calendar integration with Microsoft Outlook, recruiters still create the interview schedule using the PeopleSoft system. When the recruiter submits the interview data, the system sends the information to Microsoft Outlook via the Desktop Integration queue. The recruiter or meeting organizer can then send the meeting invitation from Microsoft Outlook.

The Microsoft Outlook meeting owner is the user who originated the interview in the PeopleSoft system. The users who schedule interviews must have the PeopleSoft plug-in for Microsoft Outlook properly installed. People who receive the meeting invitations but do not schedule them do not need the plug-in; to them, the invitation is identical to a standard Microsoft Outlook meeting invitation.

Until the invitations are sent from Microsoft Outlook, users can still make updates to the interview schedule in Talent Acquisition Manager. But after the invitations are sent from Microsoft Outlook, changes to the interview date and time must originate in Microsoft Outlook, not in Talent Acquisition Manager, which makes the relevant fields read-only. A link on the Interview Schedule page enables recruiters to open the meeting in Microsoft Outlook; any changes or cancellations made there are sent back to the PeopleSoft system and reflected on the Interview Schedule page.

Although recruiters cannot modify the interview schedule in the PeopleSoft system after the invitations have been sent from Microsoft Outlook, they can cancel the interview from the Interview Schedule page. The cancellation is sent to Microsoft Outlook, which deletes the corresponding meeting invitation.

The information that the system sends to Microsoft Outlook includes email addresses (not names or aliases) for all participants, including interviewers, venues (which correspond to resources in Microsoft Outlook), and applicants. These participants must have valid email addresses in their personal data records.

Internal participants, including internal applicants, receive Microsoft Outlook invitations.

External applicants are not included in the original meeting invitation, but after all internal participants have accepted the invitation, the PeopleSoft system sends an email with an iCalendar attachment to the external applicant. The system also creates an applicant contact note for the email.

As Microsoft Outlook receives replies to the meeting invitation, it sends the information to the PeopleSoft system, which updates the Interview Schedule page to show the attendees' responses. When all participants have accepted the invitation, the Interview Status changes to Confirmed.

See PeopleSoft Enterprise Human Resources 9.1 PeopleBook: Integration Interfaces

Partial Calendar Integration

Under partial calendar integration, interviewers and applicants (both internal and external) receive a formatted iCalendar attachment when the interview is scheduled. Another iCalendar attachment is sent if an interview is cancelled; recipients can open the iCalendar attachment in their calendaring software to remove the meeting request entry from their calendar.

The system also sends an email notification to the applicant when an interview status is set to Confirmed.

Interview-Related Notifications

In addition to the Microsoft Outlook meeting invitations that are send under full calendar integration and the iCalendar attachments that are sent under partial calendar integration, the system can send standard PeopleSoft email notifications to interview participants. You control these notifications through check boxes on the Interview Schedule page. There are separate check boxes for sending notifications to interviewers and applicants.

The notification options depend on your calendar integration:

Calendar Integration Option	Notify Applicant	Notify Interview Team
Partial	Select to send the applicant both a notification with an iCalendar attachment and a regular notification.	Select to send a regular email notification.
Full	Select to send a notification to Candidate Gateway; no email notification is sent.	Not available; interviewers receive Microsoft Outlook meeting invitations.

You can modify the default notification text for these notifications. You can modify the interviewer and applicant messages separately. Alternatively, you can modify a general notification that is then used for both interviewers

This table lists the interview notifications that the system uses:

Recipient	Conditions	Notification
Interviewer	The interview is submitted and the applicant is linked to job opening.	HRS_INTVW_SCHED_TEAM
Interviewer	The interview is submitted and the applicant is not linked to job opening.	HRS_INTVW_SCHED_TEAM_NOJO
Applicant	The interview is submitted and the applicant is linked to job opening.	HRS_INTVWSCHED_APPL
Applicant	The interview is submitted and the applicant is not linked to job opening.	HRS_INTVWSCHED_APPL_NOJO

Under partial calendar integration and no calendar integration, selecting the notification check boxes also causes the system to sends notifications for cancelled interviews. The system sends these notifications to both applicants and interviewers.

Under full calendar integration, the system does not send cancellation notifications.

This table lists the cancellation notifications that the system uses:

Recipient	Conditions	Notification
Interviewer	The interview is cancelled and the applicant is linked to job opening.	HRS_INTVWSCHED_TEAM_CANCEL
Interviewer	The interview is cancelled and the applicant is not linked to job opening.	HRS_INTVWSCHED_TEAM_NOJO_CANCEL
Applicant	The interview is cancelled and the applicant is linked to job opening.	HRS_INTVW_APP_CANCEL
Applicant	The interview is cancelled and the applicant is not linked to job opening.	HRS_INTVW_CANCEL_APP_NOJO

Note. When the system sends interview notifications to an applicant, it also creates contact notes in the applicant's record.

When an participant's appointment status changes, the system sends a notification to the user who created the interview.

Pages Used to Schedule Applicant Interviews

Page Name	Definition Name	Navigation	Usage
Select Job Opening for Interview	HRS_APP_ACTION	Recruiting, Find Applicants, Find Applicants Search for applicants, then click an applicant name to access the Manage Applicant page. On the Manage Applicant page, click the Interview Schedule/Evaluation link under the Applicant Activity tab, then click the Manage Interviews link.	Select the job opening for which you are scheduling an interview for an applicant.
Interview Schedule	HRS_INT_SCHED	You can access the Interview Schedule page several ways. This list presents the most frequently used methods. Select Manage Interviews in the Take Action field in the Search Results grid on the Find Applicants page or in the Applicant Activity grid on the Manage Applicant page, or in the Take Action field in the Manage Applicant grid on the Job Opening page. Click the Continue button on the select Job Opening for Interview page	Schedule applicant interviews.
Comments	HRS_RCRTR_CMTS_SP HRS_REC_APP_CMT_SP	Click the Comments icon on the Interview Schedule page. There are separate Comments icons for applicant-specific comments, for interviewer-specific comments, and for venue-specific comments.	Add a comment that can be viewed by the interview team on the Interview Schedule page.
Interview Schedule - Applicant Availability Interview Schedule - Interviewer Availability Venue Availability	HRS_APP_AVAIL_SP HRS_INT_AVAIL_SP HRS_VEN_AVAIL_SP	On the Interview Schedule page, click the Availability icon for the applicant, for a specific interviewer, or for the venue.	View the current interview schedule for an applicant, interviewer, or venue.
Interview Data Change	HRS_INTWR_CHNG_SP	Click the Add Interviewer link on the Interview Schedule page.	Choose notification options after making a change to the list of interviewers for an interview. Note. This page is not available if the system is configured for full calendar integration.
Interview Note	HRS_INT_NOTE_PG	Click the Add Note link on the Schedule Interview page. Click the View Notes link for an existing note on the Schedule Interview page.	Maintain interview-related notes. This page functions similarly to the other note-related pages in the system. See Adding Notes to Job Openings.
Interview List	HRS_VW_ALL_INT_PG	Click the View/Print All Interviews link on the Interview Schedule Page.	View a read-only summary of data from the Schedule Interview page, and print the information in this compact format.

Scheduling Applicant Interviews

Access the Interview Schedule page (on the Find Applicants page, select Manage Interviews from the Take Action field).

Page-Level Action Buttons

Print Job Opening	Click to access the Select Job Openings page, where you configure and generate a printed version of the job opening data. See Printing Job Openings.
Submit	Click when you have finished entering the information for scheduling interviews. The system updates the applicant's disposition to Interview. If calendar integration is active, submitting the interview schedule triggers the integration, and the system creates the Microsoft Outlook meeting (for full calendar integration) or iCalendar attachments (for partial calendar integration).
Save for Later	Click to save your changes without generating notifications, updating the applicant's disposition, or creating calendar meetings. Note. Under full calendar integration, the interview is queued for Outlook only when submitted. Clicking the Save for Later button does not queue the interview.
Cancel and Return to Previous Page	Click either of these to return to the previous page without saving any changes.

The system displays a collapsible section for each applicant for whom you are scheduling interviews. The applicant's name appears in the section heading.

Applicant Name, Applicant ID,Applicant Type, and Preferred Contact

These fields display identifying information about the applicant. The applicant types are Employee, External Applicant, and Non-Employee.

Interview-Level Page Elements

For each applicant included on the page, the system displays one or more collapsible sections representing separate interview times. (These interview times can be subdivided for multiple interviewers; there is no need to create separate interviews as long as all interviews occur within the same overall block of time).

The header information for each interview includes these fields:

Interview Status	Note. This field appears only when calendar integration (full or partial) is active. Users can always update the interview status manually. Additionally, under full calendar integration, the system updates the status in certain situations. These are the possible statuses: Unconfirmed is the initial status for new and reinstated interviews. The Recruiter Alerts pagelet in PeopleSoft Enterprise HRMS Portal Pack includes an alert showing how many unconfirmed interviews the user is associated with. See Viewing Recruiter Alerts for Talent Acquisition Manager. Scheduled indicates that the meeting invitation has been sent. Under full calendar integration, the system sets this status when the interview is scheduled in Microsoft Outlook. Confirmed indicates that all participants have accepted the invitation. Under full calendar integration, the system sets this status after all the participants have accepted the Microsoft Outlook meeting; if a recruiter manually sets the status to Confirmed, the system checks if all participants have accepted the Microsoft Outlook invitation and displays a warning if any participants have not accepted the invitation. Completed indicates that the interview has occurred and all interview evaluations are done. The Interview Evaluation Reminder (HRS_INT_EVAL) Application Engine process changes the interview status to Completed when it processes interviews that after their scheduled date. Users can also manually put interviews in Completed status. See Finalizing Interviews and Sending Evaluation Reminders. Cancelled indicates that the interview was cancelled; all interview data for a cancelled interview is read-only. Users can update the status directly (though the change does not take effect until the changes are submitted), or they can click the Cancel button that appears at the end of each interview section.
Scheduler Status	Note. This field appears only when full calendar integration is active. Displays the interview's status with regard to creating an Microsoft Outlook calendar invitation. The available statuses are: Initial - Not Visible: This is the default status when you set up an interview. It indicates that the interview data has not yet been sent to PeopleSoft Enterprise Desktop Integration for scheduling. On Hold - Do Not Schedule: Select this status if you do not want the system to create an Microsoft Outlook meeting. Queued for Scheduling: Select this status if you want the system to queue the submitted interview for scheduling in Outlook.
Interview Type	Select one of the interview types that your organization defined on the Interview Types page. The specific values depend on how your organization chooses to classify interviews. See Creating Interview Types.
Initiator	Displays the name of the user who originally created the interview information.
Applicant Appointment Status	Under partial or no calendar integration, users manually set the appointment status to Accepted, Declined, None(no response), or Tentative (tentatively accepted). Under full calendar integration, the system sets the appointment status based on the applicant's reply to the Microsoft Outlook meeting invitation. Because only internal applicants are included in Microsoft Outlook meeting invitations, recruiters must update this field manually for external applicants, who do not receive meeting invitations.
Applicant Comments	Click to access the Comments page where you can enter applicant-specific comments. These comments appear on the interview details that the applicant views in Candidate Gateway.
Applicant Availability	Click to access the Interview Schedule - Applicant Availability page, which displays all interview dates and times for the applicant. This page does not display information from the applicant's Microsoft Outlook calendar; it displays only interview data from the PeopleSoft system.
Notify Applicant	Select this check box to have an email notification sent to the applicant when the interview is submitted. By default, this check box is initially deselected. Under full calendar integration, the system selects the check box when the interview status changes to Confirmed, thus sending the applicant a notification email at that time.

Interview Details

Date

Enter the date on which the interview is to take place.

Time Zone, Start Time and End Time

Enter the start and end times for the applicant's interview. This time applies to all interviewers. To schedule different interviewers at different times, you must create multiple interviews for the applicant.

The default time zone is the recruiter's own time zone.

Interview Schedule

Use the Interview Schedule grid to schedule specific interviewers during the overall interview time block.

Interviewer ID and Interviewer Name	Identify interviewers by entering their employee IDs; the system then displays the interviewers' name.
Date, Start Time and End Time	Displays the date and time for the interview in the interviewer's own time zone. Every interviewer is scheduled for the entire block of time. To schedule different times for different interviewers, create additional interviews.
Appointment Status (interviewer appointment status)	If you use full calendar integration, and if the initiator receives a Microsoft Outlook calendar response to the invitation, the system updates the interviewer's appointment status accordingly. Otherwise, manually set the appointment status to Accepted, Declined, None(no response), or Tentative (tentatively accepted).
	Click the Comments icon to access the Comments page and enter interviewer-specific comments.
	Click the Availability icon to access the Interview Schedule - Interviewer Availability page, where you can view the interviewer's current interview schedule. This page does not display information from the interviewer's Microsoft Outlook calendar; it displays only interview data from the PeopleSoft system.
Delete	Click the Delete icon to remove a particular interviewer from the interview schedule.
Add Interviewer	Click this link to add another row to the Interview Schedule grid. If you are not using full calendar integration, clicking this link displays the Interview Data Change page, where you choose which participants, if any, to send notifications related to the addition of the new interviewer. Notifications are not necessary under full calendar integration, which automatically includes the additional interviewer in the Microsoft Outlook meeting invitation for the interview. (If the Microsoft Outlook meeting invitation has already been sent, you must use Microsoft Outlook rather than Talent Acquisition Manager to add additional interviewers; Microsoft Outlook then sends information about the new interviewer to the PeopleSoft system so it can add the interviewer to the schedule.)
Notify Interview Team	Select this check box to have an email notification sent to the interviewers listed in the Interview Schedule grid. The system uses the email addresses from the interviewers' Personal Data records (not the email addresses from their User ID security profiles).

Venue Information and Location

Venue and Add/Maintain Venue Information	In the Venue field, select a physical location for the interview. Under full calendar integration, venues correspond to Microsoft Outlook resources. The available values are those that you set up in the Interview Facilities page. To modify venue details, or to add a new venue, click the Add/Maintain Venue Information link to access the Interview Facilities page.
Email	When you select a venue, its email appears in the grid. This is relevant only if you use full calendar integration, in which case the ability to book the venue using Microsoft Outlook depends on the venue email matching the corresponding resource email in Microsoft Outlook.
Appointment Status (venue appointment status)	If you use full calendar integration, and if the initiator receives a Microsoft Outlook calendar response to the invitation, the system updates the venue appointment status accordingly. Otherwise, users manually set the appointment status to Accepted, Declined, None(no response), and Tentative (tentatively accepted).
Location	If there is location information in the venue definition, the system enters that location information here, replacing any existing location text. You can modify the location text, and any changes that you make are saved to the venue definition.

Preview/Edit Meeting Request

Use the links in this section to access the Interview Request page, where you can personalize the text of the meeting invitation for this interview.

Note. This section appears only under partial calendar integration.

General Meeting Request

Click to modify the text used in the meeting invitation that is sent to all participants (interviewers and internal applicants). Clicking this link causes the system to use one general meeting request for both interviewers and applicants; therefore, clicking this link disables the Interview Meeting Request and Applicant Meeting Request links.

Interview Meeting Request and Applicant Meeting Request

Click to modify the text used to notify interviewers and applicants of the interview. Clicking either one of these links causes the system to use separate meeting requests for interviewers and applicants; therefore, clicking either link disables the General Meeting Request link.

Note. Under full calendar integration, only internal applicants receive meeting requests; therefore, the Applicant Meeting Request link is only available for internal applicants.

Letter

Letter	Select a letter that you want to send to the applicant when an interview is scheduled. Talent Acquisition Manager delivers these templates: HRS_INT_LETTER_IS1 HRS_INT_LETTER_IS2 HRS_INT_LETTER_IS3
Date Printed	Displays the date that you printed the letter. The system populates the field when you click the Generate Letter link or when the letter is generated by the Generate Recruitment Letter Application Engine (HRSLETER) process.
Generate Letter	Click this link to generate the letter immediately. The system opens the generated letter in a new browser window, where you can print it or save it locally. Once the letter is generated, the Generate Letter link is no longer available and the letter is removed from the Generate Recruitment Letters (HRSLETTR) process. When you generate a letter, the system creates a contact note entry on the Manage Applicant page: Contact Notes tab. The letter is an attachment to the note. If you subsequently click the Email Applicant link, the system automatically attaches the generated letter to the email.
Email Applicant	Click this link to display the Send Correspondence page, where you can send the applicant email. If you have generated or uploaded a letter, the Attachments grid on the Send Correspondence page includes the letter (although you can remove or replace it if you wish). After accessing the Send Correspondence page, enter the email subject and message, then send it to the applicant. When you send the email, the system creates a contact note on the Manage Applicant page: Contact Notes tab. The email attachments are saved as note attachments. See Sending Correspondence and Recruitment Letters.
Upload Letter	Click this link to upload a saved letter as an attachment. Most commonly, you use this link to upload a modified version of the original generated letter. However, it is not necessary to generate a letter before uploading one. When you upload a letter, the system creates a contact note entry on the Manage Applicant page: Contact Notes tab. The letter is an attachment to the note. If you subsequently click the Email Applicant link, the system automatically attaches the modified letter (rather than the original) to the email.

Attachments and Notes

Attachments

Use the Attachments grid to attach external documents, such as interview scripts, to the interview schedule.

Click the Add Attachment link to add file attachments to the grid; the system prompts you to identify the file to be uploaded.

When a file is uploaded, the default description is the file name. You can modify this description until you save or submit the interview, at which point it becomes read-only.

To view an existing attachment, click its file name. The attachment opens in a new browser window.

Notes

Use the Notes grid to add notes related to the interview. You can also add attachments to individual notes.

These notes are specific to the interview; they are not associated directly to either the job opening or the applicant.

Buttons for Cancelling and Reinstating Interviews

Cancel Interview and Reinstate Interview

Click the Cancel Interview button, which appears only after an interview has been saved and submitted, to cancel the interview. You must then submit or save the interview to complete the cancellation. When the interview is cancelled, the system changes the Interview Status to Cancelled, and all fields for the cancelled interview become read-only.

Under full calendar integration, cancelling an interview also cancels the Microsoft Outlook meeting invitation.

If you cancel an interview and the Notify Interview Team or Notify Applicant check boxes are selected, the system sends notifications to the appropriate recipients.

You cannot cancel interviews that have attached evaluations or where the applicant has proceeded past the Interview disposition.

Reinstate Interview

After an interview is cancelled, the Reinstate Interview button replaces the Cancel Interview button. Click the Reinstate Interview button to change the interview status to Unconfirmed and make the interview fields editable again. You must change the interview date before submitting it.

Under full calendar integration, reinstating an interview creates a new Microsoft Outlook meeting invitation.

Applicant-Level Actions

These page elements appear at the end of each applicant section.

Add Interview

Click this button, which appears once per applicant (at the bottom of the Schedule Interview page) to add an additional interview section for the applicant. It is not necessary to create separate interview sections for each interviewer.

Launch Scheduler

Note. This link appears only under full calendar integration.

Click this link to open Microsoft Outlook so that you can review and update interview meeting invitations.

Recruiters who schedule interviews and therefore originate the Microsoft Outlook meeting invitations must have the PeopleSoft plug-in for Microsoft Outlook installed. The plug-in adds PeopleSoft-specific features to Microsoft Outlook, including the ability to send meeting changes back to Talent Acquisition Manager.

Checking Participant Availability

Access the Interview Schedule page (click the applicant availability or interviewer availability icon on the Interview Schedule page) or the Venue Availability page (click the venue availability icon on the Interview Schedule page).

Setting Notifications Options for Interview Changes

Access the Interview Data Change page (click the Add Interviewer link on the Interview Schedule page).

Note. This page appears only in systems that do not use full calendar integration.

Interview Data Change

Choose which interview participants, if any, to notify of the change to the interview schedule. The default option is to notify only the newly added interviewer. Other options enable you to select all participants, only interviewers, or only the applicant. You can also choose not to send any notification.

Preview / Edit Meeting Request

This section appears only under partial calendar integration. Use the links to preview the text of the notification and make any necessary modifications.

The Applicant Meeting Request link is available only for internal applicants.

Modifying Interview Notification Text

Access the Interview Request page (click the General Meeting Request, Interviewer Meeting Request, or Applicant Meeting Request link on the Interview Schedule page).

Subject and Message

Review the subject and text of the message and make any necessary modifications.

Access

The system saves the message as a contact note for the applicant; choose whether the note is to be Public (the default) or Private. Anyone can view a public contact note; only the creator of the note can view a private note.

Add Attachment

You can optionally add attachments to the message. For example, you could attach a map to the interview venue.

Reviewing and Printing an Interview Summary

Access the Interview List page (click the View/Print All Interviews link on the Interview Schedule page).

This page summarizes the data on the Interview Schedule page in a simple printer-friendly format. The page lists all the interviews for one or more applicants for a single job.

Click the Print this Page link to print the interview list exactly as it appears on screen.

Completing Interview Evaluations

This section provides an overview of interview evaluations, lists prerequisites, and discusses how to:

Complete an interview evaluation.
Update a submitted evaluation.

Note. Only the scheduled interviewers (as entered on the Interview Schedule page) can create evaluations. Only administrators can update submitted evaluations.

Understanding Interview Evaluations

To complete an interview evaluation, you use the Interview Evaluation (HRS_INT_EVAL) component.

Creating Evaluations

To create a new interview evaluation, use the Create Interview Evaluation action, which displays the Interview Evaluation page and is available from these locations:

The search results grid on the Find Applicants page (individual action).
The Manage Applicants grid on the Job Opening page (individual action or group action).

When you use a group action, the Interview Evaluation page includes collapsible sections for each included applicant.
The Applicant Activity grid on the Manage Applicant page (individual action).

You can also create an interview evaluation from the Interview Evaluations grid that appears on the Disposition Details - Interview page and on the Manage Applicant page: Applicant Activity tab: Interview Schedule/Evaluations section.

Completing Evaluations

The evaluation categories that appear on the Interview Evaluation page come from the interview evaluation template that is associated with the job opening's recruitment template.

Evaluators assign ratings to the individual categories, give an overall rating and recommendation, and enter any comments.

There are two options for saving an evaluation:

The Save button saves data without submitting the evaluation; the evaluator can continue to work on the evaluation later.
The Submit Evaluation button saves and submits the data and returns the user to the previous page; the evaluator cannot make any further changes unless an administrator reverses the submission using Send Back functionality.

Reviewing Evaluation Progress and Accessing Existing Evaluations

To view a list of interview evaluations for an application, use the Interview Evaluations grid. This grid appears in two places:

On the Disposition Details - Interview page that appears when you click the disposition Interview on the same three pages where you perform the Create Interview Evaluation action.
On the Manage Applicant page, under the Applicant Activity tab, in the Interview Schedule/Evaluation section.

The Interview Evaluations grid lists all scheduled interviewers and, for submitted evaluations, the overall rating and recommendation. The grid also includes an Action column with links that the user clicks to access the Interview Evaluation page. The link text indicates whether the link is used to create a new evaluation, complete an already-started evaluation, or view a completed evaluation.

Updating Submitted Applications

When you set up your recruiting system, you can give administrators the ability to edit, delete, and send back submitted interview evaluations. To do this, select Yes in the Administrator Evaluation Edit field on the Recruiting Installation - Applicants page.

See Defining Applicant-Related Settings.

When you grant administrators these additional privileges, administrators see an Edit Evaluation link rather than a View Evaluation link next to completed evaluations. Clicking this link displays the Interview Evaluation page, but in this mode, the Save and Submit Evaluation buttons are replaced by buttons that the administrator can use to:

Edit the completed evaluation.

When an administrator edits an evaluation, additional fields show who edited the evaluation and when it was edited. The administrator can also enter comments regarding the changes.
Delete the completed evaluation.
Send back the evaluation, an action that reverses the evaluation submission as if the original evaluator had saved it without submitting it.

Prerequisites

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

See Setting Up Interview Evaluation Templates.

Before administrators can update submitted evaluations, you must select Yes in the Administrator Evaluation Edit field on the Recruiting Installation - Applicants page.

See Defining Applicant-Related Settings.

Pages Used to Complete Interview Evaluations

Page Name	Definition Name	Navigation	Usage
Find Applicants	HRS_REC_SCHAPP	Recruiting, Find Applicant, Find Applicant	Search for and select applicants.
Interview Evaluation	HRS_INT_EVAL HRS_VIEW_INT_EVAL	To create a new evaluation, select Create Interview Evaluation in the Take Action or Group Action field on the Find Applicants page, on the Manage Applicant page, or on the Job Opening page. To access an existing evaluation, click the View Evaluation or Update Evaluation link on the Disposition Details - Interview page or in Interview Evaluations grid on the Manage Applicant page: Applicant Activity tab: Interview Schedule/Evaluation section.	Create, update, or review interview evaluations.
Interview Evaluations	HRS_INT_EVAL_LST	Self Service, Recruiting Activities, Interview Evaluations, Interview Evaluations	Create, update, or review interview evaluations using self-service.
Evaluation Rating Comments	HRS_INT_EVAL_SEC	Click the Comments icon for a rating category on the Interview Evaluation page.	Enter evaluation comments for a specific category.

Creating an Interview Evaluation

Access the Interview Evaluation page (select Create Interview Evaluation in the Take Action or Group Action field on the Find Applicants page, on the Manage Applicant page, or on the Job Opening page).

Evaluator Actions

Save	Click this button to save your work without submitting evaluations or navigating away from this page. If the page includes sections for multiple applicants, the system saves all sections except those for which no rankings have been entered.
Submit Evaluation	Click this button to submit your completed evaluations and return to the previous page. All evaluations on the page must be complete before you can submit them; the system displays error messages if there is any missing data.
Cancel and Return to Previous Page	Click to return to the previous page without saving or submitting your work.

The page displays an expandable section for each applicant you are evaluating. Several read-only fields at the top of this section give basic information about the applicant and the job opening. Additional fields identify the user who submitted the evaluation and the date that the evaluation was submitted.

Interview Date and Interview Type

Displays the date and interview type that were entered when the interview was scheduled. You can override the data in these fields if necessary.

Rate Applicant

Category	The grid lists the rating categories that are associated with the interview template for the job opening.
Interview Rating and Score	Select a rating for the given category. The system displays the score that is associated with the rating you select. Ratings are associated with scores in the interview evaluation template for the job opening.
Comments	Click the Comments icon to access the Evaluation Rating Comments page and enter a comment for the specified category.

Recommendation and General Comments

Overall Rating

Enter an overall rating. Select from the values that were defined in the Interview Evaluation Ratings page.

See Creating Interview Ratings.

Recommendation and Reason

Enter an overall recommendation. Select from the statuses are defined for the Interview recruitment phase.

See Defining Statuses and Reasons Codes.

If the interview evaluation template is configure to require a reason for the rating you select, the Reason field appears. The available values are the reasons that are associated with the status that you selected as the recommendation.

General Comments

Enter freeform text comments about the applicant.

Updating a Submitted Evaluation

Access the Interview Evaluation page in administrative update mode (click the Edit Evaluation link in the Interview Evaluations grid on the Disposition Details - Interview page).

Note. Only administrators can update submitted evaluations. The option for administrators to edit evaluations is available only if activated in the Recruiting Installation - Applicants page.

Administrator Actions

Edit

Click the Edit button to make a submitted evaluation editable. When the page changes to editable mode:

The Send Back and Delete buttons disappear.
The Save button appears.

To exit editable the page without saving changes, click the Return to Previous Page link.
The Edited By, Date Edited, and Edit Evaluation Comments field appear.
The administrator can update the original evaluator's ratings, recommendations, and comments.

Send Back

Click this button to send the evaluation back to the original evaluator. Sending an evaluation back reverses the evaluation submission; it is as if the original evaluator saved it without submitting it.

If the administrator edited the evaluation before sending it back, changes to the original evaluator's data is kept, but the Edited By,Date Edited, and Edit Evaluation Comments fields are cleared.

Delete

Click this button to delete the evaluation entirely. All data is cleared, and the system displays the page from which you accessed the evaluation.

The Interview Evaluations grid no longer displays data for the deleted evaluation. Instead, the Action field displays Complete Evaluation, the text that appears when no evaluation data exists.

Edit Mode Page Elements

These page elements appear after an administrator clicks the Edit button. If the administrator saves changes, these fields remain visible to anyone else who views the evaluation. These fields provide the only audit trail for modified evaluations. If the administrator later sends the evaluation back to the original evaluator, the system clears these fields, but retains any changes to the evaluation itself.

Edited By and Date Edited	These fields display system-generated information about who edited the evaluation and when it was edited.
Edit Evaluation Comments	An administrator who edits an evaluation uses this field to enter comments related to the edit.

Finalizing Interviews and Sending Evaluation Reminders

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

Understanding Interview Finalization and Evaluation Reminders

The Interview Evaluation Reminder (HRS_INT_EVAL) Application Engine process performs these two tasks:

Applies the interview status Completed when all evaluations for an interview has been completed.
(Optional) Sends a notification (HRS_INTVW_EVAL_RMNDR) to interviewers who have not yet submitted evaluations for interviews that are complete.

The run control page for the process includes a check box that you use to indicate whether to perform this task.

To prevent the system from processing every interview in the system, you must specify a date range for the interviews to be processed. You can enter actual dates

Page Used to Finalize Interviews and Send Evaluation Reminders

Page Name	Definition Name	Navigation	Usage
Interview Evaluation and Final	HRS_RUN_INT_REM	Recruiting, Administration, Interview Evaluation Reminder, Interview Evaluation and Final	Run a process to mark interviews complete and to optionally send interview evaluation reminders.

Finalizing Interviews and Sending Evaluation Reminders

Access the Interview Evaluation and Final page (Recruiting, Administration, Interview Evaluation Reminder, Interview Evaluation and Final).

Interviews Scheduled From and To

Enter specific dates to be used when processing interviews. The system processes interviews that are scheduled on or between the dates you enter.

Between and And <number of > days prior to today

Enter two numbers that define how many days to look back when processing interviews. For example, enter 1 and 7 to process interviews that are scheduled for one to seven days before the day that the process runs.

Send Evaluation Reminders

Leave this check box selected if you want the Interview Evaluation Reminder process to send reminder notifications to interviewers who have not completed evaluations for the interviews that the system processes. Deselect this check box to skip reminder processing.

Note. The Interview Evaluation Reminder process always applies the Completed status to completed interviews that it processes. There is no option to deactivate this part of the process.

Making Final Recommendations

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

Understanding Final Recommendations

After all of an applicant's interview evaluations are complete, the recruiter can make a final recommendation regarding the applicant. To make a final recommendation, use the Manage Applicant - Disposition Details: Interview page.

To make a final recommendation, enter a recommendation and an optional reason. These values come from the statuses that are defined for the Interview recruitment phase.

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.

Page Used to Make Final Recommendations

Page Name	Definition Name	Navigation	Usage
Manage Applicant - Disposition Details: Interview	HRS_APP_RCMNT	Recruiting, Find Applicants, Find Applicants In the applicant search results grid, click the Interview link in the Disposition column.	Recommend a disposition for an applicant after interviews are complete.

Page Name

Definition Name

Navigation

Usage

Manage Applicant - Disposition Details: Interview

HRS_APP_RCMNT

Recruiting, Find Applicants, Find Applicants

In the applicant search results grid, click the Interview link in the Disposition column.

Recommend a disposition for an applicant after interviews are complete.

Making Final Recommendations

Access the Disposition Details: Interview page (on the Find Applicants page, click the Interview link in the Disposition column).

Final Recommendation

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

Interview Evaluations

This grid lists all scheduled interviewers and, for submitted evaluations, the overall rating and recommendation.

Action

Displays text that indicates the status of the evaluation. When appropriate, the Action column text is a link that the user clicks to access the Interview Evaluation page. Values in this column include:

Evaluate Applicant: This appears when there is no evaluation data.

This is an active link only for an evaluator's own evaluation. Clicking the link displays the Interview Evaluation page, where the evaluator can begin the evaluation.
Complete Evaluation: This appears when the evaluation has been saved, but not yet submitted.

This is an active link only for an evaluator's own evaluation. Clicking the link displays the Interview Evaluation page, where the evaluator can continue to work on the evaluation.
View Evaluation: This appears when the evaluation has been submitted

This link is active for evaluations other than your own. Clicking the link displays the Interview Evaluation page in read-only mode.
Edit Evaluation: Administrators see this instead of View Evaluation if you enabled administrator evaluation edits by selecting Yes in the Administrator Evaluation Edit field on the Recruiting Installation - Applicants page.

Clicking this link displays the Interview Evaluation page, but in this mode, the Save and Submit Evaluation buttons are replaced by buttons that the administrator can use to edit, delete, or send back the completed evaluation.

Interview Schedule

This group box displays the applicant's scheduled interviews.

Disposition History

This group box displays the applicant's disposition history.

Edit Disposition Details

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

See Reviewing Disposition Details.

Reviewing Interview Schedules and Evaluations

This section discusses how to:

Review applicant interview schedules and evaluations.
Review interview calendars.

Pages Used to Review Interview Schedules and Evaluations

Page Name	Definition Name	Navigation	Usage
Manage Applicant page: Applicant Activity tab: Interview Schedule/Evaluation section	HRS_MANAGE_APP	Recruiting, Find Applicant Click an applicant name link in the Search Results grid on the Find Applicants page. Access the Applicant Activity tab: Interview Schedule/Evaluation section.	Review an applicant's interview schedule and interview evaluations.
Interview Calendar	HRS_INT_CLNDR	Recruiting, Interview Calendar, Interview Calendar Self Service, Recruiting Activities, Interview Calendar, Interview Calendar	Review the interview calendar for scheduled interviews to which you are associated.
Schedule Notes	ER_INTCMNT_MON_SEC	Click the Notes link on the Interview Calendar page	View schedule notes.
Interview Team Schedule	HRS_SEL_TEAM_SCHED	Self Service, Recruiting Activities, Interview Team Schedule, Interview Team Schedule	View a list of job openings or applicants where you are part of the interview team, and access detailed interview schedule information as needed.

Reviewing Applicant Interview Schedules and Evaluations

Access the Manage Applicant page: Applicant Activity tab: Interview Schedule/Evaluation section (on the Manage Applicant page, click the Applicant Activity tab and then the Interview Schedule/Evaluation link).

Interview Schedule

Date	Click this link to display the Interview Schedule page, where you can edit this interview.
Job	Click this link to display the Job Opening page.
Manage Interviews	Click this link to access the Select Job Opening for Interview page, where you select one of the applicant's associated job openings before continuing to the Interview Schedule page to create or edit interviews.

Interview Evaluations

This grid lists all scheduled interviewers and, for submitted evaluations, the overall rating and recommendation.

Action

Evaluate Applicant: This appears when there is no evaluation data.

This is an active link only for an evaluator's own evaluation. Clicking the link displays the Interview Evaluation page, where the evaluator can begin the evaluation.
Complete Evaluation: This appears when the evaluation has been saved, but not yet submitted.

This is an active link only for an evaluator's own evaluation. Clicking the link displays the Interview Evaluation page, where the evaluator can continue to work on the evaluation.
View Evaluation: This appears when the evaluation has been submitted.

This link is active regardless of who created the evaluation. Clicking the link displays the Interview Evaluation page in read-only mode.
Edit Evaluation: Administrators see this instead of View Evaluation if you enabled administrator evaluation edits by selecting Yes in the Administrator Evaluation Edit field on the Recruiting Installation - Applicants page.

Clicking this link displays the Interview Evaluation page, but in this mode, the Save and Submit Evaluation buttons are replaced by buttons that the administrator can use to edit, delete, or send back the completed evaluation.

Reviewing Interview Calendars

Access the Interview Calendar page (Recruiting, Interview Calendar, Interview Calendar).

Note. This is a partial screen shot.

Display Week Of	Enter a date. The calendar shows the calendar for the week (Monday through Sunday) of the date you enter.
Previous Week andNext Week	Click these links to move forward or backwards through the interview calendar.
<Day of Week>	Each weekday has its own section on the calendar; Saturday and Sunday appear together in the last section on the page. Interview data that appears on the calendar includes the applicant's name, the interview start and end time, the job opening, and the interview location. If you use full or partial calendar integration, the interview status also appears for each interview.

Subject and Message	Review the subject and text of the message and make any necessary modifications.
Access	The system saves the message as a contact note for the applicant; choose whether the note is to be Public (the default) or Private. Anyone can view a public contact note; only the creator of the note can view a private note.
Add Attachment	You can optionally add attachments to the message. For example, you could attach a map to the interview venue.