TalentEd Hire Manual

TalentEd Hire Manual

Table of Contents

Overview

Security Access/ Authorization

Getting Started

Submit a Requisition to Post

Requisition Form

Posting Time

Reviewing Applications

Searching Applications

Sorting Applications

Bulk Actions

How to Build Custom Views

Reference Checks

Managing Interviews/Schedules

Scheduling the Interview

Allow the applicant(s) to choose from a range of dates and times

Schedule Later

Interview Emails

View who has accepted or declined your interview invitations

Add Interview Results (not required for all positions)

Manage your Interview Availability

Hiring a Candidate

Starting the Hiring Process:

Steps to Complete Hire

Support

Training Videos

Feedback and Chat Support

Overview

In October 2013, Albemarle County Public Schools and Government switched from our in-house created application system to a third-party vendor maintained application system called TalentEd Recruit and Hire (TalentEd Hire) which is run by Netchemia. Applications for all school positions and most local government positions are now posted at ( routes to this site). The Blue Ridge Juvenile Detention, Albemarle-Charlottesville Regional Jail, and the Albemarle Social Services department require the use of a different application. These jobs are posted separately at

Security Access/ Authorization

  1. Click here to request user access to TalentEd Hire. Click the “Click for form” link on the right hand side.
  1. Fill in all required fields. Click Save.
  1. Notification will be sent to the Generalist chosen on the form. Once your Generalist has approved the request, an HR administrator will set up your profile.
  2. User Name will be your email address.
  3. To Log-in visit
  4. You can also access this by going to the job postings page and click “admin” at the top of the page
  5. Go to “I forgot my password” to receive your initial password.
  6. After you sign-in you can change your password at any time. Please change your password after the first time you log-in.
  7. If you ever forget your password you can click on the link “I forgot my password.” You will be sent an email with your password.
  8. To Change Your Password:
  9. Click on the multi-colored lines on the top right-hand corner of the webpage
  1. Click on Account Settings at the bottom left of the pop-up

  1. Change Password link will be on the bottom of the screen

Getting Started

TalentEdHire has a good 30-minute video designed to show principals and hiring managers the basics of the application system. The video is a good way to get a basic overview on how to navigate through the screens and the basic functions you will perform to post a position and hire a candidate. You can watch the video here.

Prior to managing an application pool, Hiring Managers are required to attend training. This training is provided by Human Resources through the Learning Catalog as well as on a one-on-one basis. The following training is required:

  • Interviewing Guidelines
  • Introduction TalentEd Hire

For Local Government, all interviewers are required to attend interviewing guidelines training, either through the Learning Catalog or as a one-on-one session, including third-party interviewers/those not employed by the County.

Submit a Requisition to Post

  1. To submit a requisition, navigate to the Tools tab and click on the Requisitions link on the left-hand side of your screen.

  1. To create a new requisition, click the New Requisition button in the bottom right-hand of the page.There are many fields on this form. You must complete those marked with a red asterisk. Other fields may or may not be appropriate depending on the position you are filling.

This form allows you to enter basic job information about the position you want to fill. It will also allow you to enter any notes or comments to HR that you may have about the position. You can either save the requisition as a draft and come back to it later, or save and submit the requisition. If you save and submit the requisition, then the form will be sent through the approval workflow to HR for their review.

The Requisitions page also shows the status of all requisitions that you have already created.

Requisition Form

  1. To begin completing the New Requisition form, enter the job title for the position that needs to be filled. For Classroom Teachers, specify the grade and/or subject area of the position (e.g. "Second Grade Teacher" or "Chemistry Teacher"). This will allow you to search and filter applications more easily.
  2. You may skip "Shift Type", "Salary Code", and "Job Category" if it is not relevant or you do not have that information.
  3. Select your Location/Department.
  4. The next two sections, Notes to HR and Requisition Form allow you to enter additional information about the position. You must complete only those fields marked with a red asterisk.
  5. At the bottom, select the appropriate Approval Workflow. Requisitions must be approved prior to posting.
  6. Finally, click either Save Draft if you are not yet ready to submit to HR or click Save and Submit if you are ready to submit to HR.

Posting Time

According to School Board Policy GCDR and Local Government Board Policy §P-24 (Recruitment and Selection of Personnel)

Publicity for job vacancies shall be conducted for a sufficient amount oftime to insure reasonable opportunity for persons to apply and be considered foremployment. Job vacancies shall be formally announced at least ten (10) workingdays prior to the closing date for filing applications. In case of emergency need,exceptions to this time limit may be authorized by the Director of HumanResources.

Reviewing Applications

  1. When you are ready to review the applications that have been submitted for your posting, click on the Tools tab and then on Application Manager.

This page lists all the applications for positions that you have posted. The default view shows all active applications. When you hire a candidate, their application is automatically moved to the deactivated tab and their application status is updated to Hired. Once all vacancy(s) affiliated with a posting are filled, all other applications are also automatically moved to the deactivated tab and their application status is updated to Position Filled/Closed.

  1. To view an applicant's information, click on the blue folder icon on the right.

The application screen has several tabs across the top that allow you to view information about the candidate and perform different actions.

  1. To view the most recent application the candidate has submitted, click the paper icon on the right. (You can also view the application from the application manager by clicking on the same image next to the blue folder.) To view the application along with any attachments click the multiple paper icon next to the paper icon.
  2. To view the applicant's resume and any other documents that they have attached to their application, click on the DOCS tab. (You can also view documents that the applicant submitted with their application by scrolling to the bottom of the application and clicking the imbedded hyperlink. You can also view documents that the applicant submitted by clicking the multiple paper icon next to the paper icon.)
  3. The INTERVIEW tab allows you to schedule an interview with the candidate as well as view previously scheduled interviews and their results (more details on scheduling interviews below).
  4. To view any references that they have included, click the REFERENCE tab. For additional information on the Reference feature, see below.
  5. The TASK and SCREENING tabs are not being used at this time, so you can ignore those for now.
  6. Above the tabs, the EMAIL icon will allow you to email the applicant.
  7. The INTERNAL checkmark denotes someone who has been hired through the system or told the system that they are internal.
  8. The BEGIN HIRE icon begins the hire process (more information below).
  9. The PROFILE icon shows the most up-to-date information submitted by the applicant. If an applicant submits an application and later updates information or belatedly realizes information was incorrect, he/she can update their profile. This will not update the PDF attached to their application (the paper icon) but will update information pulled through the Views tool (described below) and in the PROFILE section.
  10. To return to the main Application Manager screen, click the blue magnifying glass icon at the top left, next to the candidate's name.

Searching Applications

  1. To search for a specific application or to filter applications, click on Start New Search.

You can search by one or more criteria. Select the field you want to search on from the drop-down list, and then enter the specific value you want to search for.

  1. If you have more than one job currently posted, you can search by Job Title to filter your view to the applications for a particular position. You can also add additional search criteria to filter your visible applications further by clicking the + Add Criteria button.
  2. You can save your search for easy access in the future by clicking the Save As button. When you want to use that search again, just select it from the Select a Saved Search drop-down menu.
  3. To go back to seeing all your applications again, click Clear to remove all filters.

To view an instructional video on conducting searches click here.

Sorting Applications

You can highlight your list of applications using four different colors, allowing you to sort your list of applications into groups of your choosing. For example, you may want to highlight your top candidates with yellow and your second-choice group with blue. Highlights are only visible to the person making the highlights (i.e. each Hiring Manager can apply different highlights).

  1. Click on the solid gray box to the left of the candidates' name and select one of the four colors. (you can also do this for multiple candidates at once, see bulk actions below)
  2. To view only the candidates highlighted with a certain color, click that colored tab at the top of the candidate list.
  3. To remove the highlight from a candidate, click the solid gray box again and then click the long gray box below the four colored squares. (you can also do this for multiple candidates at once, see bulk actions below)

Bulk Actions

You can perform a number of actions on multiple applications at once.

  1. Check the box next to the candidates’ names.
  2. Select the action you'd like to perform from the Bulk Actions drop-down menu at the bottom right of your screen. You can add highlights (colors), send emails, schedule interviews, and other functions.
  1. Activate – Will activate an application if it has been deactivated
  2. Deactivate – Will deactivate an application (if you can’t find an application you may want to check the “Deactivated” Tab to ensure it wasn’t accidently deactivated. Applicants can see that an application has been “withdrawn” or deactivated if they check their application status, this does not generate an email.) Once a position has been filled, any remaining active applications are automatically deactivated. Applicants who no longer wish to be considered for a position can “withdraw” their application which deactivates their application (if they do this accidently, changing them back to active will fix this).
  3. Add Highlights – Will Highlight selected applications to help you sort
  4. Application Status – Only those with hire authority will have this option. It updates the application status that the Applicant sees. Be aware that if you change an applicant’s status it will automatically generate an email to the applicant stating “your application status has changed” with what the status has been changed to.
  5. Application Prescreen Rating – Only those with hire authority will have this option. We are not currently using this tool.
  6. Archive Application – DO NOT USE. If you accidently archive an application you will have to contact Human Resources to reverse.
  7. Print – This will print the selected applications to a compiled PDF. It will not print attachments (resumes, cover letters, etc) at this time; those must be accessed and printed individually at this time.
  8. Interview – Use this action to schedule an interview with multiple applicants at the same time. More information below.
  9. Email – This will bulk email applicants. Applicants will be BCC-ed from each other. You can use mail merge like shortcuts listed at the bottom of the Email page. Ex. “Dear [Applicant_FirstName] [Applicant_LastName]” will read “Dear John Doe” “Dear Jane Smith” etc for all selected applicants.
  10. Invite to Career Day–Sends email to interview at a career day event. Not currently being used.
  11. Make Internal – marks the applicant as an internal candidate. This feature is not currently being used.
  12. Remove Internal – marks applicant as external candidate. This feature is not currently being used.
  13. Reference Check Survey – Will automatically email the selected reference check to all of the candidate’s listed references. To only send to one reference or to remind a reference to complete a previously sent survey, go into the candidate’s blue folder to the Reference section.
  1. Click the Go button.

How to Build Custom Views

A View is the horizontal listing of application fields that appears in the blue row in your Application Manager. The Default View is shown below.

  1. To create a new View, click on the drop-down menu and select New View.
  2. Give your View a name.
  3. You can remove any of the default fields by clicking Remove.
  4. To add a field to your new View, click Add Column.
  5. Select the Section of the application that has the information you want, and then choose the particular question from the list that appears. You can also search for questions using the search box.
  6. You can change the name of the field, i.e. how it appears on your blue View bar, by editing the value in the Column Field box.
  7. Once you've added all the fields you want in your new View, click Save. Once the View is saved, you can click Cancel to return to your Application Manager.
  8. Your new custom View will now appear in the View drop-down menu.

For more on creating custom views, click here. Note the View tool lists all available columns including questions that are not being asked in certain applications. You can also share views that you’ve created. If you need help creating a custom view please contact your Generalist.

Reference Checks

Hiring managers can email reference check surveys to references listed by candidates to be electronically completed. Hiring managers may also manually enter reference check information or attach a reference letter/note. Some application processes require a reference, when a reference is required the applicant must provide an email contact (ask your generalist if a reference(s) is required and if a reference check survey is automatically sent). Additional references added through an applicant’s profile outside of the application process do not require an email. You can find references and completed reference checks in an applicant’s blue folder under the Reference tab.

We have pre-created the following reference check surveys. These reference check surveys have been created based on our performance management competencies.

Local Government:

School Licensed:

School Support:

Managing Interviews/Schedules

You can use TalentEd Hireto schedule interviews with a single candidate or multiple candidates at once.

  1. To schedule an interview with a single candidate, go to Tools and then Application Manager. Click the checkbox next to the candidate's name. Scroll down to the bottom of the screen and select Interview in the Bulk Actions dropdown menu. Then click Go.

Alternately, in Application Manager click the blue folder icon of the candidate you wish to interview. Then click the Interview tab and then click the Schedule Interview button.

To schedule interviews with multiple candidates click the checkboxes next to their names in Application Manager, scroll down to the bottom of the screen and select Interview in the Bulk Actions dropdown menu. Then click Go.

  1. The candidate's name(s) and email address(es) will already be filled in the Selected Applicant(s) window.
  1. If you would like to send notification to additional interviewers, such as your assistant principal or other staff members serving on an interview panel, click theAdd Interviewers button on the right under Additional Interviewers. Note that interviewers must be added to the system prior to being able to add them to an interview invitation (to add an interviewer, see Getting Started above to request user access).Interviewers assigned through the add interviewers button can see the applicant’s application and any submitted documentation through the My Interviews tool, even if they would otherwise not have access to these materials.
  2. Under Interview Details select the job posting you are interviewing for and the department/location of the interview.
  3. (Schools only) If you want to send a copy of the interview questions to the other interviewer(s), select the form from the Interview Survey dropdown menu.
  4. You can compose a message that will be sent only to the interviewers and a separate message that will be sent to the applicants. The invitation to interview along with any additional message that the hiring manager adds, will be sent as BCC (blind carbon copy) to applicant’s email addresses from “Albemarle County Public Schools and Government [” (example emails below). Note: to spell check you have to physically click the spell checker. We recommend writing any messages in Word or similar first and then copy/paste it into this system.