Month: June 2011

An applicant has informed me that they received an error message when uploading their application documents. What should I do?

This FAQ is not relevant to job applicants

1. Ask the applicant what the error message said.
2. If the applicant received an upload limit warning, advise them that although they can upload up to 20Mb of documentation the system will only accept 1Mb per upload (therefore if they wish to upload 20Mb they would need to upload 20 x 1Mb files).
3. If the applicant received a different error message, please ask them to email you a screen print of the message (ctrl + prnt scrn) and forward this to your HR Superuser for further investigation.

An applicant has informed me that they have uploaded the wrong document, can they delete it?

This FAQ is not relevant to job applicants

Applicants can currently only add, amend or delete documents from their application if they have Saved (their application) for Later.

Once they have submitted their application they are, unfortunately, unable to add, amend or remove  documents from their application. 

If they wish to submit an amended document as part of their application then they should email this to you so that you can forward this to the shortlisting panel for consideration.

An applicant has asked if we have received their application. How can I check this?

This FAQ is not relevant to job applicants

1. Ask the applicant if they have received an email confirming receipt of their application.
2. If not, please ask the applicant to look in their junk/spam email folder in case the email has been filtered by their email service provider.
3. If they have not received a confirmation email :
a) Check that the applicant has successfully submitted their application. You can do this by checking that their name appears in the applicant list for the vacancy using your IC HRMS iRecruitment Department User responsibility.
b) If you can see their name in the applicant list then ask them to log into their iRecruitment account to see if they can view a copy of the email notification from the notifications box on their home page.
c) If they cannot please advise your HR Superuser.
d) HR Superusers should raise this issue with ICT Support.

Can applicants submit applications through the online recruitment system after the closing date for the vacancy has passed?

This FAQ is not relevant to job applicants

No, however if you wish to accept the applicant’s application after the original closing date has passed then you can either:
a) Ask your HR contact to extend the vacancy display end date to allow the applicant to submit their application in iRecruitment
or
b) Ask the applicant to email/send their applications outside of iRecruitment. Recruitment Administrators can also add applicants to their vacancies through their IC HRMS iRecruitment Department responsibility after the closing date has passed.

An internal applicant has reported that they receive an error message whenever they try to open iRecruitment.  What could be the problem?

This FAQ is not relevant to job applicants

Staff who have an ICIS application open when they try to access the job search pages of the online recruitment system will receive an error message. To resolve this problem, please advise internal applicants to turn on in-private browsing on their web browser.  For further instructions, staff may wish to view our demonstration on How to access ICIS and job search pages simultaneously.  Staff should select the See It! button once they have opened the demonstration.

Why do some applicants not have any documents attached to their application?

This FAQ is not relevant to job applicants

This may be because:
1) the applicant has uploaded documents but these have not yet been zipped. The ‘zip process’ runs once each night therefore if an applicant has submitted their application on the same day that you view the record, you will not see the zipped documents symbol in the View Applicants page nor will you be able to forward their documents for shortlisting as their documents will not be zipped until that night. You will therefore need to wait until the next day before forwarding applications for shortlisting.
2) the applicant did not upload any documents. You can check this by opening the applicant’s record and clicking on the to the CVs, Application Forms and Supporting documents tab.

When I forward applications to the shortlisting panel not all of the applicants documents were attached.  Why is this?

This FAQ is not relevant to job applicants

This may be because:
1) the applicant has uploaded documents but these have not yet been zipped. The ‘zip process’ runs once each night therefore if an applicant has submitted their application on the same day that you view the record, you will not see the zipped documents symbol in the View Applicants page nor will you be able to forward their documents for shortlisting as their documents will not be zipped until that night. You will therefore need to wait until the next day before forwarding applications for shortlisting.
2) the applicant did not upload any documents. You can check this by opening the applicant’s record and clicking on the CVs, Application Forms and Supporting documents tab.

Why can’t an applicant see an advert?

This FAQ is not relevant to job applicants

If an applicant cannot see an advert (aplease check that:
1. the applicant is accessing the correct url (www.imperial.ac.uk/employment) and that they can see the Employment website
2. you can see the advert from the Employment website
3. if you cannot see the advert, please contact your HR user.
4. HR users should check:
a) that the vacancy status is open
b) the vacancy display dates in the Job Posting screen; if the display end date has passed then it cannot be viewed by applicants.

Why can’t I find my vacancy on the Employment website?

This FAQ is not relevant to job applicants

If your vacancy has not yet been created in iRecruitment by your HR user then you will not be able to find the advert on the Employment website. If you are uncertain if your vacancy has been advertised please contact your HR user.

Alternatively, if the vacancy display end date has passed then your vacancy will be removed from display on the Employment website. You will still be able to view your vacancy through your IC HRMS iRecruitment Department responsibility.

When I’m creating an advert, can I include a link to any application form?

This FAQ is not relevant to job applicants

Yes, the hyperlinks to the application forms are available in the job posting template. HR users should ensure that they delete those which are not required to leave the one(s) they do need then copy the relevant link(s) into the job posting section in iRecruitment.