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SharePoint: Employee Application System

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Procedure

Introduction 
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Use this page as a guide to review applications in SharePoint.

Steps to Review Resumes

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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.

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You will receive an email invitation to the Human Resources SharePoint site similar to the example below: 

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Access the site using the link provided. You should leverage your existing SharePoint account when accessing this site.

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The email invitation expires after 90 days. Please use the link to sign in before the 90 days has lapsed. Once logged in, it's recommended that

you 

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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Image AddedFor information about how to set alerts, visit Manage, view or delete SharePoint Alerts


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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. 

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

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

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Scroll down to the bottom of the list to review the applicant's resume and cover letter which will be found in the  Attachments Attachments section: 

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  1. Click on the file link to review the resume and cover letter
  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 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 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
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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

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Below is a description of the fields for your reference.  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.

FieldsDescription
Title/CodeThis field contains the title and and job code of the job posting
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
Meets Min QualsThis field denotes if the candidate meets the minimum qualifications for the job 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.  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 per the guidelines above
EmailApplicant's email address
Mobile NumberApplicants mobile number
Pref OfficeThe applicant's preferred office location
Yrs CE ExpThis field denotes the number of years of clean energy experience 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 applicant
AttachmentsThe resume and cover letter are attached  here for review





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