Referral Training Exercise 4
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 auditing a certificate and issuing disposition letters to applicants. Auditing a certificate requires you to have a certificate. If you already have certificate that can be audited, complete the information below. If not, 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, and Referral (Exercises 1-3) exercises before proceeding with this exercise.
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 Certificates tab. If the Certificates tab does not automatically display, use the + to select Certificates.
3. Select the Certificate Number next to the certificate you want to audit.
4. If the certificate was returned from a Hiring Manager, some or all of the Audit Codes may be completed. Hiring Managers are not required to complete all Audit Codes before returning the certificate to HR.
5. To complete the audit, ensure all applicants on the certificate have an Audit Code and Return Status.
- Designate any not selected applicants as a Return Status of Available.
- Any decline applicants should have their status set based on the conditions of the declination. For example, if the applicant Declined Location and the announcement had only 1 location, the applicant should be Unavailable. If there were multiple locations, the applicant would be Available.
- Any Selected applicants should be marked as Hired.
You can assign Audit Codes and Return Status two ways:
- Select the Edit icon ( ) next to a name.
- Check the box next to the name(s) and use the Set Return Status button.
6. Once you complete the audit for any Selected, Hired applicants and designate the Request Number, Location, and other required information for that applicant.
- After completing the required fields, select Save and Close.
- The system will display a Save Audit Create New Hire Process pop-up. If you don’t see that pop-up, image 5a below, it means you did not complete all fields in the Audit Application screen.
- A green check-mark will display as the system completes each item.
7. Once all applicants have an Audit Code and Return Status, the system will ask you if you want to toggle the Certificate Audit Complete button. Completing the audit will lock the certificate so you won’t be able to add or remove any applicants from the certificate. Select on the Complete Audit button.
8. You will return to the certificate and the Certificate Audit Complete toggle will be selected. If you need to make a change to any audit codes, you will need to un-toggle the Certificate Audit Complete first.
Your certificate has now been successfully audited.
9. To issue Disposition Letters, return to the Applicant Overview tab. Press the Send Remaining button in the Final Disposition section.
10. The Choose Notification Template pop-up will display a list of all Notification templates for that touchpoint. In this scenario the type is defaulted to Disposition since we selected Send Remaining from Final Disposition. If you do not have any options or the options that you have are not what you need, you will need someone with adequate permissions in Training to create a template. For detailed instructions for creating a notification template see: Creating a notification template – USA Staffing Online Help. Remember, when creating a notification template the Notification Type will control which touchpoint the template is associated with.
11. Select the template you want to use by selecting the Template Name.
12. The Preview Notification page will display a preview of the notifications. You can use the navigation buttons on the lower-right side of the screen to navigate to applicant previews.
Note: If the text of the notifications is not correct or not what you want to send, you, or someone with sufficient permissions in the Training environment, can modify the text of the templates in Admin. Here are instructions: Editing a notification template – USA Staffing Online Help
13. When ready, select the Send Notification button.
Important Note: Before sending the notifications make sure that all e-mail addresses in your applicant list are appropriate to send notifications to. The system will send the notification letter when you press the Send Notification button with any text in it. You will not be able to recall these messages. It would not be appropriate to send letters to any real applicants or agency employees not involved in testing this site. Make sure any e-mail addresses that receive a notice are aware that this is for practice only. If in doubt, skip this step. You will still understand how this process works by setting it up to this point.
14. Now that the Disposition Letters have been sent, the Touchpoint Notifications Sent has updated to 100%.
Your vacancy is now complete and concludes this lesson.
If at any time, in the site, you have questions:
Select the help icon in the upper corner to launch online help. It will open in a separate tab. The help icon provides access to a contextual help page tailored to your current location within the system. To explore other topics, select the USA Staffing Online Help home link, where you can search for a complete list of help topics.