Referral Training Exercise 3
Now that you have completed the online portion of training for Referral, it is time to log into the Training environment of USA Staffing to practice what you have learned. Use this step-by-step guide to help you practice this lesson. Retain your notes to assist you with other lessons.
This practice exercise will walk you through sending a certificate to a Hiring Manager, working a certificate as a Hiring Manager, and returning the certificate to HR. This exercise requires that you have:
1. A Certificate
2. Permissions to log in as both a Human Resources and Hiring Manager User in the Training environment
If you meet both criteria, proceed to step 1 to begin this lesson.
• If you do not have a certificate, you can access the entire practice training series on the USA Staffing Training Resources page at: USA Staffing Online Training Exercises – Advisory Board Resource Center. You will then need to complete the Request, Vacancy, Assessment, Announcement, Application, Referral (Exercises 1 & 2) exercises before proceeding with this exercise.
• If you do not have access to the Training environment as both a HR and Hiring Manager user, someone with Administrator access in your office will need to give you permissions. Here are instructions for editing an existing user account: User Profile Overview – USA Staffing Online Help.
Important Note: Your Hiring Manager access must include the Customer/Office that was selected in the request tied to your certificate so you can receive a Review. See example below.
My Vacancy Number: ____________________________
1. Go into your Vacancy Number. There are several ways to access a Vacancy Number:
- If you know your number, you can type it directly in the Go To box at the top of the page and select Enter.
- You can locate your request in the Requests tab of your dashboard. Once in your request, there is a direct access link under the Vacancy Created section.
- If you have recently gone into this Vacancy Number, it will show up in your dashboard drop-down list.
2. Once in your Vacancy, navigate to the Reviews tab. If the Reviews tab does not automatically display, use the + to select Reviews.
3. Select the Create Review button at the top of the page and select Applicant List.
4. Complete the Review Information tab of Create Review.
- Give the Review a Name.
- Set a Due Date for the Review. The Due Date is the date the review is due to be returned.
- The Auto Recall Date is based on your office’s configuration. If the review has not been returned by that date, the system will automatically return it and the Hiring Manager will no longer have access to it. If this does not appear on your page it means your office has not set this item as a configuration in Admin.
- The Owner is the person who will be notified when the review is returned, typically this will be you.
- Review instructions are instructions you want to give to the Hiring Manager to follow upon receipt of the review. The instructions may not exceed 500 characters. Some agencies use specific wording for all Reviews. If your agency has standard language saved as a template, you can add it by selecting the gear icon and choosing Select Instructions. If not, type ‘sample instructions’.
- You need to have at least one applicant list/Certificate selected but can have more if you want. To add an applicant list/Certificate, select the Add Certificate button. All Certificates that have been issued under this vacancy will display. If you don’t see anything it means this vacancy does not have any issued certificates. You will need to return to the list you were working and issue a Certificate.
- The Requests section will automatically populate. To add an additional request, select the Add Request button.
- Leave the Followers section blank. A Follower receives e-mail notifications about the status of the Review, like when it is returned, but is not granted access to the Review in USA Staffing.
- Once you Save, the Overview and Review Assignments tabs will activate.
5. Go to the Review Assignments sub tab.
- The Review Assignments section is where you add Hiring Manager(s) you will be sending the certificate to. To complete the rest of this activity, you will need to have a Hiring Manager account that has been added in this section. You will use the filters on the left side of the page to locate your Hiring Manager User account. You only need to enter one of the filters, such as your Last Name or E-mail and select the Search box. When you locate your name, select the Add button to the right of your name and then select the Save & Close button. If you do not see your account under the Add Reviewer button, review instructions at the beginning of this lesson. Remember that the Reviewers available are tied to the Customer selected on the Request displaying on this page. If you have troubles getting your name in this section, contact your Office Administrator or submit a help desk ticket by using the ? icon at the top of the page. Select the + next to the Reviewer Name to see what permissions have been assigned.
- You will need to be able to Make selection decisions in order to complete this lesson.
Make sure the Return to HR box is checked. - The Return individual selections box is defaulted based on your agency. Leave it as defaulted.
- Make sure you have View Applicant Documents checked for the document types you want to be able to view as a Hiring Manager. The options in this field will depend on what Supporting Document types were Accepted in your Vacancy.
- When ready, select the Send Review button.
6. The Sent date will populate at the top of the page and the Send Review button will change to Recall Review.
You have now successfully sent a Review. The e-mail address associated with the Hiring Manager account will receive a message indicating a review is ready. Now you will log in as a Hiring Manager to review the Certificate.
7. Log into your Hiring Manager User account by selecting the drop-down arrow next to your name. Select User Type and select Hiring Manager User. These options will only display if you have a Hiring Manager User profile. If not, consult with your Agency USA Staffing Administrators.
8. When you first log in as a Hiring Manager, you will arrive on the Dashboard where you will be taken to Assignments.
9. Under Assignments, you can view all active Assignments or use the Filter at the top to search for other Assignments. To begin, select the Assignment Name you want to view.
10. If you included any Review Instructions, they will display. Select the Close button to close them.
11. To view your certificate you will need to select the circle next to each of the certificates added to My Assignments. When ready, select the Review (X) Lists button.
12. If you have entered Applicant List instructions, they will pop up. You can select the Close button after reading them. This is the Hiring Manager’s view of a certificate. At the top of the page, they can view any Case File Documents you designated as viewable to HM User. They can also pull up the certificate instructions, print the certificate and/or applicant documents, add certificate filters, and view any notes you designated as viewable to HM User.
13. Depending on the choices you selected as Preferences under the Certificate Information, your Hiring Manager may be able to view additional information by selecting the + next to an applicant’s name. In the example below, we granted the Hiring Manager access to everything so you can see the applicant’s Preferences, Eligibilities, and responses to the Assessment Questionnaire by selecting the + next to any of the item headers.
14. To view an applicant’s documents, select the document number indicator on that row and then select the Document Name. How the document opens is dependent on the browser and configurations your agency uses. To close the documents area, select the number again.
15. Hiring Manager can document their selection decisions by:
- Selecting on the Selection Decision row for an applicant record. The pop-up will allow them to select the Decision Code for that applicant.
- Select the selection boxes next to all applicants that will have the same Decision Code and select the Make Selections button. (As indicated below.)
16. Once selection decisions have been documented, the Hiring Manager will change the Approval Status. Once done, select the Next button.
17. Now the Hiring Manager can Return the Review to HR by selecting the button in the lower right corner of the page. Note: If that button does not display for a Hiring Manager it means the permission was not granted in the Review on the Review Assignments page.
18. When you Return a Review to HR you will receive a confirmation message. If you are the only Reviewer on the Review, the message will be the one indicated below. If there are multiple Reviewers, you will receive a slightly different message reminding you that returning a Review will make it unavailable to all other Reviewers.
19. You will then be returned to the Review page.
You have now completed the Hiring Manager review. The user designated as the Owner for the Review will receive an e-mail indicating the review has been completed. Additionally, when logged in the HR User will receive an Alert indicator (envelope icon in the upper-left side of the page) letting them know the review has been returned.
To change your profile back to HR User Type, select the drop-down arrow next to your name. Select User Type and select Human Resources. If your account has access to both HR User and the Hiring Manager interface, the system will log you into the last User Type you were logged into. Remember to switch your User Type back to HR User if this is your primary work type.
This completes this exercise.