Evergreen Hiring
Evergreen hiring is used in continuous hiring situations such as retail stores where employers want to enable candidates to apply at all times, and also want a ready supply of candidates available to move quickly when a need is identified.
Often such employers will want to implement a definite validity period and expiration for the candidate's submission, with the easy ability for the candidate to re-apply after his/her submission expires. It is not uncommon for workers in the hourly retail world to have held several different jobs within the span of a year. Employers need to ensure they are collecting all of the most recent information regarding a candidate's relevant history. This may also help to limit legal exposures in addition to confirming candidate's continued interest in employment with the employer.
A submission validity period may be enabled for any requisition, before that requisition reaches the Sourcing status. The number of days for the validity period is inherited from a default setting (initially 90 days), but may be changed for specific requisitions by users with sufficient permissions. The Validity Period and Validity Period Enabled fields may also be inherited from a requisition template. The submission validity period must be between 1 and 730 days (2 years).
The validity period starts when a candidate submits his/her completed submission. The candidate submission remains valid for the number of days defined in the requisition. For submissions created when matching or referring a candidate, the period starts on the date that the candidate was matched or referred. If a submission is incomplete and the candidate later completes it, the validity period is restarted.
The Evergreen Hiring feature basically works as follows:
For the Evergreen Hiring feature to be available, the system administrator must make the following two requisition fields available in the Recruiting application:
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Validity Period Enabled
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Validity Period
If desired, the security level can be set for those fields to hide them from some users. Once these fields are activated, the system administrator can add them to the requisition and/or requisition template, in the Identification block. It is necessary to have the Validity Period Enabled field in either the requisition template and/or the requisition file in order to enable submission expiration.
In the Recruiting application, when creating a requisition or requisition template, users can use the default validity period set by the system administrator or set a different validity period for the requisition or requisition template being created. The validity period must be set before the requisition is posted. The submission validity period is displayed in the requisition card (located on the left hand side of the requisition), when hovering the mouse over the Submission Expired icon.
Once the requisition is posted, candidates applying on the requisition will be informed of the expiration date of their submission on the Thank You page. Within the Recruiting Center, the submission validity period is displayed in the candidate submission card, when hovering the mouse over the Submission Expired icon.
If the candidate's submission has expired and the requisition is still posted, the Modify link is replaced with the Reapply link on the candidate's My Jobs page. When candidates re-apply for a job:
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The submission's validity period and expiration date are reset.
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A summary of the candidate's current information will be displayed to allow him/her to make any necessary changes.
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Depending on how the zone was configured, the candidate selection workflow of the submission may be reset back to the beginning.
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A tracking history is automatically added in candidate file History tab. If during the reapply process, the system forces the candidate selection workflow to be reset, a second tracking history is added in the History tab stating that.
Once candidates have applied on the requisition, the column in the Requisitions list indicating the candidate count considers if the submission validity period is enabled or not for the requisition. If the validity period is enabled, the count only includes candidate submissions that are not expired.
The system administrator also has the ability to add the following columns in the candidate lists and requisition lists. When these columns are made available in list formats, users can select them to display the desired information:
| Candidate List Columns | Description |
|---|---|
| Submission Expired | This column is represented by the Submission Expired icon. When a submission is expired, the red icon is displayed. |
| Latest Submission Date | Date when the candidate has submitted his/her submission or has reapplied. |
| Submission Expiration Date | Date when the candidate submission expires/expired. |
| Days before Submission Expiration | Displays as a countdown the number of days left before the expiration of the submission. |
| Requisition List Columns | Description |
|---|---|
| Submission Validity Period Enabled | This column is represented by the Submission Expired icon. |
| Submission Validity Period | Number of days of the validity period. |
The Hide expired submissions quick filter can be added to Candidates list to let users show or hide expired candidate submissions. Expired submissions are hidden by default. This filter is only available for requisition-specific candidate list formats.
The system administrator can also enable a setting to determine under which conditions the Candidate Selection Workflow (CSW) is reset to the initial step/status after a candidate re-applies for the same requisition (after submission expiration). Note that the CSW will never change if the submission has reached the Offer step or if an interview has been scheduled.
Configuration
| Setting | Description | Default Value | Location |
|---|---|---|---|
| Default Submission Validity Period | When enabling the submission validity period on a newly created requisition, the default number of days before a submission shall be considered "Expired". Must be between 1 and 730 days. | 90 | Configuration > [Recruiting] Settings |
| Reset Candidate Selection Workflow after Candidate Re-applies | Reset the candidate selection workflow to the 1st step/status after a candidate re-applies for the same requisition (after submission expiration). By default the candidate's status remains the same. The CSW will not change if the submission has reached the "Offer" step or if an interview has been scheduled. | If the submission has reached the status Hired, Inactive or Withdrawn | Configuration > [Recruiting] Settings |