Understanding Recruiting Statuses

The Six Status Areas

PeopleSoft Talent Acquisition Manager has six areas (known as recruitment areas) in which statuses are tracked:

1. Job Openings: helps identify where to focus efforts regarding a job opening.

   For example, the job opening status can indicate whether a job opening is Pending Approval, Open, or Filled/Closed.

2. Applicants: helps identify who to act on, and what actions to take.

   For example, the applicant status can indicate whether the applicant is Active, Inactive, or Hired.

3. Recruitment Summary: indicates an applicant's overall status with regards to a particular job opening.

   For example, the recruitment summary status, or disposition, can indicate that an applicant has Applied, been Reviewed, been Screened, been Interviewed, received an Offer, or been Hired or Rejected.

   Although the disposition is specific to a single job opening, applicants can also apply without identifying any job openings. The "no job selected" application also has a disposition.

   Important! On recruiting pages, the status in this area is called the applicant's disposition.

4. Route: indicates the options for further steps to take for an applicant after screening or other preliminary assessment.

5. Interview: identifies the progress of an applicant within the interview stage and the options for further steps to take for the applicant.

6. Offer: identifies the progress of an applicant within the offer stage.

Status codes within the recruiting areas provide a convenient way to assign consistent business rules to your recruiting activities. When you define status codes, you can also define status change effects so that a status change in one recruitment area can affect the status in another recruiting area. This cascading effect relieves you of the responsibility for managing some of your recruiting processes.

For example, when you hire an applicant into a job opening, you can set the status of the applicant to Hired, the status of the job opening to Filled/Closed, the dispositions of all other applicants for that job opening to Reject - Another Applicant Was Hired, and the hired applicant's disposition with regards to any other job openings to Reject - Selected for Other Position.

Dispositions and Phases

Dispositions (the statuses in the Recruitment Summary area) track the progress of an applicant through the entire recruiting process. Non-draft dispositions are associated with predefined phases. On the Manage Job Opening page: Applicants tab, you can filter the list of applicants based on these phases.

The predefined phases are, in order:

1. Applied

2. Reviewed

3. Screen

4. Route

5. Interview

6. Offer

7. Hire

8. Hold

9. Reject

The Route and Interview Status Areas

The Route and Interview status areas serve a slightly different purpose than the other status areas.

For example, consider the delivered statuses for the Interview area: Interview, Make Offer, Hold, Reject, Withdrawn, and Withdrawn Application. These do not suggest the stages of the interview process (which might be more like scheduled, cancelled, and complete). Rather, these statuses indicate the beginning of the process (Interview) and then the possible next steps that you might want to take when the interview takes place.

When managing an applicant's interview, the interview statuses are used in two ways. First, the statuses are available in the interview evaluation form, where interviewers select a status to indicate what action they recommend. Recommending a status does not update the status, it simply provides feedback to the recruiter who eventually does update the status. Second, the statuses are available as choices when the recruiter selects a final recommendation after all interviews are complete. When the recruiter selects a final recommendation, status change effects update the applicant's disposition accordingly. For example, if the final recommendation (and thus the final interview status) for the applicant is Reject, and if you use the delivered status change effects, the system updates the applicant's disposition to Reject

The Route status area works the same way. The delivered statuses are Routed, Invite for Interview, Hold, Reject, Withdrawn, and Withdrawn Application. The recruiter sends out a request for routing recommendations, the recipients of that request recommend one of the statuses, the recruiter selects a final routing status, and status change processing in turn updates the applicant's disposition.

Default Statuses

The system applies different default statuses at different stages:

Status Progression

For each status code, you can define the progression from one status code to another by indicating the statuses that typically occur after the current status.

For example, the next status for a job opening with a status of Open might be Hold, Filled/Closed, or Canceled.

If a user manually updates the status to one that is not configured as a successor, the system displays a warning. The user can choose to ignore the warning and save the new status anyway.

For dispositions (but not for other status areas), flexible recruiting processes can prevent users from manually changing a disposition to an invalid successor.

See Understanding Flexible Recruiting Processes.

Effect of Status Changes

When the status of an applicant, job opening, or application changes, this can affect the status of other records.

For example, when a recruiter decides to hire an applicant, this affects the Recruitment Summary status of other applicants and affects the job opening status. The following table explains the delivered rules for the Hire status.

There are restrictions on the changes allowed. For example, changing an applicant's status to Inactive, doesn't have an impact on the status of a job requisition, but it does have an impact on the status of the applicant's open applications. The following example illustrates how status values in each recruitment area impact statuses in other recruitment areas.

You define the rules for changing status values on the Effects of Status Change page.

For each rule, you define:

• Recruitment area affected.

• The records within the recruitment area that are affected by the status change.

• The new status and reason code that the system applies to those affected records.

Image: Example of the Effects of Status Change page

This example illustrates the Effects of Status Change page for the Hired status.

In this example, when an applicant's application is set to 090 Hired, the following rule is applied:

• The recruitment area that is affected is Job Opening.

• The new status that the system applies is 110 Filled/closed.