Updating Application Responses via Manage Paper Application Process

Overview

The Manage Paper Application process in eRecruit may be leveraged by HR Specialists to update responses to the application questionnaire.

Purpose

This document provides the steps to update an applicant’s responses to the application questionnaire via the Manage Paper Application process.

Considerations

  • Manage Paper Application process is specific to an applicant and is accessed from the Applicant Card
  • Manage Paper Application capability is available regardless of whether the vacancy is open or closed
  • The same rules and restrictions imposed during the on-line application process will be applied to the Manage Paper Application process; e.g. selecting a screen out response on Minimum Qualifications will prevent the HR Specialist from completing the Assessment Questions hurdle
  • Applications cannot be edited once an applicant has been placed on a certificate or referral list.
  • An applicant’s score may be impacted by updating responses. eRecruit will re-score the application based on the revised responses.
  • eRecruit automatically captures and inserts a record into the Applicant Status Log when HR updates and re-submits the updated application. Record in the log captures the user’s name and the date and time stamp of when the action was taken.
  • An Application Snapshot is created each time the application is submitted and re-submitted. Application Snapshots are accessible via the Application Snapshot Log on the Applicant Card.
  • Application Snapshot Log provides insight into the history of the application to include the first application submission captured.

Steps to Update Responses

  1. From the Homepage, click on the announcement number to access the Vacancy Dashboard
  2. Click View Applicant Pool in the Actions panel to display the applicants
  3. Click on the applicant’s name to display the Applicant Card
  4. Click Manage Paper Application under the Actions heading. Page updates to display a multi-tabbed form with the Application Summary tab displayed as depicted in the screen shot below.
  1. Click Edit Application. Page updates to display the Reason for Application Edit.
  2. Edit Application will not be presented if the applicant has been placed on certificate.
  3. Create an Application Note by populating both the Subject and Content fields.
  4. Application Note will be displayed within the Notes Log on the Applicant Card
  5. Application Note enables the HR Specialist to document the reason for editing the application.
  6. Click Submit to return to the Application Summary tab. Responses can now be edited by navigating to the desired tab.
  7. Navigate to the desired tab
  8. In a multi-graded vacancy, click on the “All Grades” or grade-specific button to access the questions contained within each section.
  1. Edit the responses as needed.
  2. Edits made are stored against a new version of the application. The initial application as submitted by the applicant remains untouched.
  3. Iterations of the application can be viewed from the Application Snapshot Log on the Applicant Card.
  4. Click Save and Continue to return to the Application Summary tab.
  5. Click the desired tab if additional updates to responses are needed.
  6. Click Submit Application Now to complete the editing process and re-submit the application. The page updates to display a confirmation message.
  7. Click Submit Now to re-submit the application. The page updates to return to the Application Summary tab.
  8. Selecting “Submit Later” saves the edits made; however, the application will not be added back into the Applicant Pool.
  9. To add the application back into the Applicant Pool, click the “Submit Now” button.

The application has now been updated and re-scored with a new application snapshot taken. Navigating back to the Applicant Pool will display the updated order of applicants and the re-calculated score.

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