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SharePoint: Employee Application System

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Info
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Procedure

Introduction 
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Use this page as a guide to accessing and reviewing employee review applications in SharePoint.

Steps to Review

Employee Applications

Resumes

Warning
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Applicant resumes are classified as having moderate confidentiality and should only be shared with the Hiring Manager and Interview Team. Please do not forward resumes externally. In addition, please print in secure mode so resumes are not left unattended at the printer. Staff should open the attachments within the browser, Data Governance policy prohibits downloading files from Office 365 Platforms (OneDrive, SharePoint, Teams) to a personal device. If resumes are printed, please ensure they are shredded after use.

UI Steps
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UI Step

You will receive an email invitation to the

Employment Applications

Human Resources SharePoint site similar to the example below:

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UI Step

Access the site using the link provided in the email that will be sent to you. The link appears after Go to. You . You should leverage your existing SharePoint account when accessing this site.

UI Step

The email invitation expires after 90 days. Please use the link

in this email

to sign in before the 90 days has

elapsed

lapsed. Once logged in,

we recommend that you Follow 

it's recommended that you Follow the site for easier access from your Microsoft Office account by clicking

the Follow 

the Follow option in the upper right-hand corner of the window

.

: 

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UI Step

Once you have gained access to the Human Resources External SharePoint site, you will only see your respective job postings in the navigation sidebar. Click on the posting you wish to review. Image Removed 

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titleHow to set alerts in SharePoint...

Click on the three dots when you are on the posting you wish to receive alerts for:

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Click "Alert me":

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Choose your alert preferences: 

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UI Step

A list of applicants will be displayed. The default view presents the most recent applications at the top of the list (indicated by three blue lines). Click on the each Title/Code to review an application.  A new window will open to view the application details per the below.

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The following form will appear: - should we delete this senetnece.

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(Analyst, Strategy...) to access the list/drop down menu: 

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After clicking on each Title/Code, the following will appear:

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Scroll down to the bottom of the list to review the The applicant's resume and cover letter may which will be found at the bottom of the form in the Attachments section. Review :

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UI Step
  1. Click on the file link to review the resume and cover letter
.  After you review the cover letter and resume, please
  2. After reviewing a resume, if you recommend an interview (either an initial phone screen or interview), click on the Heart icon. This field will count the number of likes by each interview team member so consensus can be gained on which candidates should be interviewed
  3. Once team consensus is gained on which candidates should be interviewed, either the hiring manager or their designee, will update the Interview field by selecting Yes or No
    1. Once it's been determined which candidates to phone screen or interview, please work with your admin to schedule those
  4. The hiring manager or their designee will add relevant notes in the Notes field by clicking on the Pencil icon & then the Save button to save. Review the following guidelines below before adding notes:
    1. Do NOT note any personal information, only job-related information
      1. If you are unsure, a good rule-of-thumb is to ask yourself this: Does this relate directly to the job and the candidate’s ability to perform a specific task associated with that job?
    2. Acceptable notes include:
      1. Doesn’t meet minimum qualifications (ONLY used if HR ISN’T initially screening resumes)
      2. Rejected due to skills/experience
      3. Candidate withdrew & reason
      4. Offer
      5. Hired
      6. Declined offer & reason
UI Step

For more information on how to filter and sort a SharePoint list, visit: Use filtering to modify a SharePoint view and Use sorting to modify a SharePoint view (need values) if you would like to interview the candidate.  Also, add any comments in the Notes field if applicable. Refer to the guidelines below before adding comments.  This sentence can be moved below. Image Removed

UI Step

Below is a description of the fields for your reference.

All bolded attributes

 All highlighted fields require additional action to be taken by either the Hiring Manager, their designee or hiring team members. Please note abbreviations needed to be utilized due to screen width limitations for ease of readability purposes.

Attribute
FieldsDescription
Manager Action  - may not need this column
Title/CodeThis field contains the title and job code of the job posting
N/A
Number of LikesThis field allows each interview team member to "like" an applicant by clicking on the Heart icon
LC PicksThis field will contain a checkmark if the candidate is recommended by HR
N/A INSERT ACTION AND SCREENSHOT
Meets Min QualsThis field denotes if the candidate meets the minimum qualifications for the job
.  Laura, even though this field does not show up in the list, it cannot be deleted once the Manager opens the application.  Jim can move this field to the end being the manager is only getting applicants that you screen.
as initially reviewed by HR
Interview?This field is for the Hiring Manager or their designee to denote if they wish to interview the candidate.
 Select Yes or No (what are the values or is it just yes) whether or not you wish to move forward with an interview for each applicant by...INSERT ACTION AND SCREENSHOT -
 This field should be completed after the interview team has reached consensus on which candidates should be interviewed
NotesThis field is for the Hiring Manager or their designee to add comments for HR
.  Laura to add guidelinesINSERT ACTION AND SCREENSHOTFname

Applicant's first name

N/ALnameApplicant's last nameN/AAddressApplicant's street addressN/AAddress 2Applicant's street addressCityStateZip
per the guidelines above
EmailApplicant's email address
N/A
Mobile NumberApplicants mobile number
N/A
Pref OfficeThe applicant's preferred office location
N/A
Yrs CE ExpThis field denotes the number of years of
relevant
clean energy experience
the applicant has in the Clean EnergyN/A
each applicant selected from a dropdown box when they applied (e.g. 1 - 10+ years)
EducThis field denotes the highest level of education completed
by the applicantN/AHow LearnThis field denotes how the applicant learned about the job postingOtherThis field is used for the applicant to enter U.S AuthThis field denotes is the applicant is authorized to work in the US - verifySponsorshipThis field denotes if the applicant will need to be sponsored to work in the USSignatureThis is the applicant's electronic signatureApplication IDThis is generated
by
Seamless DocsReference IDThis is generated by Seamless DocsTracking NumberThis is
the
tracking number that the
applicant
receives in the web confirmation once their application has been successfully submitted.
AttachmentsThe resume and cover letter are
attached
attached  here for
Manager's review.Review all attachments submitted prior to making any decisions.
review





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