Applicant

[Recruitment]

Usage

Use this window to record information on a job applicant, such as their name and how long you will keep their application in the system. Additional information such as which jobs they are applying for and their competencies, education, and merits is registered in each tab, as described below. An applicant can be recruited from an external source as well as from within the company.

You can generate a letter of acknowledgement to let the applicant know that your company has received his or her application and is moving forward in processing it. You can also generate a letter to let an applicant know that they do not meet the company's criteria. The system provides document templates for the Job Candidate Appointment Letter and Job Candidate Declining Letter. Both can be used for internal and external recruitment sources. You can also modify the templates or create your own document templates using the Word Template Definition window.

Note: 

• You decide how to assign applicant IDs. For example, you can use the applicant's social security number for their ID. You may want to use their name (to do so, the Type Automatic check box must be clear in the Recruitment Identities window). Or, you may want to assign numbers in consecutive order for applicant IDs (to do so, the Type Automatic check box must be selected in the Recruitment Identities window).
• An applicant may be registered without being connected to a job via an existing job opportunity or personnel requisition. In this way, it is possible to handle what we call unsolicited applicants.
• You can update the applicant information if the status is Pooled or Reserved. You cannot change any registered information in the tab window if the status field is set to Appointed or Employed.
• Some countries and localities have restrictions on the types of information that can be asked of job applicants. Be sure to check the appropriate laws and regulations before completing these optional fields.
• The different tabs in this window are not activate until the header information is saved.

The following options are available via the Operations menu or the right mouse button:

• Show Only Valid Applicants - When you select this option, outdated applicants are not included when populating or making queries. An outdated applicant is one for whom the Date Applied combined with the Keep-on-File-Duration is less than the Current Date.  
• Pool - Changes the status of an applicant from Reserved to Pooled, meaning a job candidate is returned to the applicant pool. Also used to identify the applicants who can be considered as job candidates.
• Decline -  Changes the status of an applicant from Pooled to Declined, meaning the applicant will not be considered for any position in the company.
• Update Competency - Use this function to update the specified record that is selected from External Applicant/Competencies and enabled when the Modify Competency check box is checked. 
• Outdated Application -
Opens Outdated Applications. Use this function to view information from Applicants. It displays a history of the applicant's letter; you can, for example, see if it is no longer valid (field Date Applied + Keep-on-File-Duration is less than the Current Date).
• Element Level... - This function opens Element Level for the specified Competency Element Name. This function is available from Applicant/Competencies.
• Generate Document - Opens a new window in which the available Microsoft Word document templates are displayed.
• Download CV - saves the document submitted by an applicant directly to your local hard drive.
  Note: This option is available only if a file has been uploaded by an applicatnt.

Note: The system provides a number of document templates you can use for different activities in the recruitment process. In the Word Template Definition window you define when the different documents should be used. You can also change the templates, or create your own document templates, using the aforementioned window.

For the description of each tab in the window, follow the appropriate link: Applied Requisitions, Personal Info, Contact Address, Area of Interest, Competencies, Physical, Personality, Education, Licenses, Work Experiences, Merits, References, or Training and Seminar History.

Activity Diagrams

Receive Application Letter