Category: College recruitment administrators

What email notifications are triggered by changing the applicant’s status?

This FAQ is not relevant to job applicants

The Status and Notification list below shows which statuses trigger email notifications:
Active Application: Applicant applies; Application Acknowledged
Hold: Administrator gives status to applicant; No notification fires
Short-list: Administrator gives status to applicant – indicating application forwarded to shortlisting panel; No notification fires
First Interview: Administrator gives status to applicant – Advising Interview invitation will be sent; Invite to Interview
Second Interview: Administrator gives status to applicant – Advising Interview invitation will be sent; Invite to Interview
Offer: Do not use –  No notification fires
Accepted: Administrator gives status to applicant; No notification fires
Application Withdrawn: Applicant withdraws application; Confirmation of Withdrawal
End Application: Administrator gives status to applicant; No notification fires
Not short-listed: Administrator gives status to applicant; Regret not shortlisted
Regret – don’t email: Administrator gives status to applicant; No notification fires
Regret following interview: Administrator gives status to applicant; Regret following interview
Successful Internal Applicant: Administrator gives status to applicant; Do not use – No notification fires

Why can’t I find my vacancy through my IC HRMS iRecruitment responsibility?

This FAQ is not relevant to job applicants

If your vacancy has not yet been created by your HR user then you will not be able to see it in in iRecruitment. If you are uncertain if your vacancy has been advertised please contact your HR user.

You will also be unable to view your vacancy if you have not been entered as a member of the recruitment team. If you are a member of the recruitment team please remember to look for your vacancy under the relevant Approved or Closed status. If you are still unable to view your vacancy please contact your HR user and ask them to check that you have been set up as member of the recruitment team. If you are an HR user please contact your HR Superuser.

Why can’t an applicant open the links in an advert?

This FAQ is not relevant to job applicants

This usually happens when the hyperlinked documents have been saved in Word 2007 format.

Where this problem occurs:

  • Go to the advert from the Employment website and check if the links open for you
  • If you cannot open the links, ask your HR user to check that the links work
  • If not, HR users should resave the job description and person specification as a Word 1997 – 2003 document then recreate the links and update the relevant vacancies with the revised links

HR users should save all job descriptions and person specifications in Word 1997 – 2003 format in Sharepoint in order to avoid this problem.

Can the system accommodate large files being attached to applications, such as publications, etc?

This FAQ is not relevant to job applicants

Yes, applicants can upload up to 20Mb of documentation per application however the system will only accept 1Mb per upload therefore if they wish to upload 20Mb they would need to upload 20 x 1Mb files.

How can I check that an external applicant has successfully registered in iRecruitment?

This FAQ is not relevant to job applicants

1. Ask the applicant if they have received a registration email. If so then their registration has been successful.
2. If they have not received a registration email they may still have registered correctly. As iRecruitment email notifications are system generated, 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 do not appear to have received a registration email ask them for the name and email address that they tried to register with then provide these details to your HR user.
4. HR users should
a) run the Discoverer report “” HR iRec Registration Complete “” which is available to all IC HRMS Personnel General Users
b) enter the applicant’s name and/or email address to check if the applicant has registered – the report provides details of applicant names, email addresses and the dates and times of registration
c) if the applicant has successfully registered, raise the issue with your HR Superuser as this will require further investigation
d) if the applicant has not registered then advise the Departmental user to ask them to try registering again

An external applicant has informed me that they have received a registration email but that they can’t apply for a vacancy.  What should I do?

This FAQ is not relevant to job applicants

Ask the applicant if they were able to view the link in the registration email
If so, check that they clicked on the link to complete the registration process. If not, please ask them to do so.
If they are unable to see the link or url within the registration email, please ask them to try forwarding the registration email to an alternative email account, if they have one. Please note that this problem is often because their email provider disables links within emails for security purposes.
ICT have developed a potential fix for this issue but require applicants to test if it works. Please would Recruitment Administrators please notify HR by raising an iRecruitment Query in ASK HR Policy, Systems and Information should they identify any willing volunteers.

An applicant has informed me that they saved their application for later but that they are now unable to complete it.  What should I do?

This FAQ is not relevant to job applicants

1. Ask the applicant if they can see their application in the Save for Later section on their home page
2. If so then check that the closing date for the vacancy has not passed. If it has then the system will not allow the applicant to complete their application.
3. 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 complete their application in iRecruitment
or
b) Ask the applicant to email/send their application 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 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.