Category: College recruitment administrators

I want to add external applicants to my vacancy.  Is this possible?

This FAQ is not relevant to job applicants

Yes, you can add applicants to your vacancy using the Create Candidate function providing they have an email address with which you can communicate with them through the system.

As with applicants who apply online themselves, applications added into the system cannot be forwarded to shortlisters on the same day that you add them in as, although files will be uploaded, they will not be zipped. The zip process runs once each night, therefore, if you add a document on the day you forward the application it will not be attached to the email as the application will not be zipped until the following night. You should ensure that you can see a zipped document symbol sitting against the applicant’s name in the View Applicants page before forwarding the application for shortlisting.

Please note that you cannot add internal College applicants to your vacancy, they would need to submit their application through their College ‘My Opportunities’ account.

Why do some applicants not have the zipped documents symbol beside their names in the View Applicants page?

This FAQ is not relevant for 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.

Why do I receive an error message when I try to forward applications for shortlisting?

This FAQ is not relevant for job applicants

The error message may be being caused by one of the following reasons:
1) The volume of applications that you are trying to forward in one email exceeds the maximum file size which is limited to 6MB (or 6000KB). You may therefore need to forward more than one email to your shortlisters. If you try to send a file which exceeds this limit you will receive an error message. You can check the file size of each application by looking at the file size column on the View Applicants page.
2) The number of applications that you are trying to forward in one email exceeds the maximum number of applications which is restricted to 33. You may therefore need to forward more than one email to your shortlisters. If you try to send more than 33 applications then you will receive an error message.
3) Either one (or more) of the applicants’ names and/or the shortlisting criteria contains special characters such as ampersands (&), brackets and foreign characters. This will result in an error message. If the problem is being caused by:
a) an applicant’s name:
• Departmental users should contact their HR user and request that they delete the special characters form the applicant’s name.
• HR users should:
o open the applicant’s record using the IC HRMS Personnel General Users responsibility
o delete any special characters then save the record
o advise the Departmental user when this has been done
• Departmental users should then be able to forward the applications for shortlisting
b) the shortlisting criteria then you should delete any special characters from the criteria. This should enable you to forward applications for shortlisting.”

A shortlister is unable to open the zipped applications?  What can I do?

This FAQ is not relevant for job applicants

This may be because:
1) they are unfamiliar with how to open zipped attachments. Ask them to click on the link in the shortlisting email notification which will open up a web page offering advice on how to open zipped attachments using different systems.
2) they use Linux (as a lot of academics do). If so, they can open zipped attachments however they may need to contact the ICT helpdesk for further assistance
3) the applicant has saved their documents with filenames which include special characters such as brackets, colons, ampersands, etc. If this is the case then you will need to open the applicant’s record, click on the Applications, CVs and Supporting documents tab, open and resave their documents without the special characters in the filename and email the documents to the shortlisters.
4) alternatively, you can forward the applicant’s documents by opening the vacancy in iRecruitment, clicking on the number of applicants in the applicants column, clicking on the candidate’s name, clicking on the Applications, CVs and Supporting documents tab, opening each of the documents the applicant has uploaded as part of their application and either save and forward these by email (outwith iRecruitment) or print them off.

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

This FAQ is not relevant for 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

Can the reference request email state that referees should provide a reference on headed paper?

This FAQ is not relevant for job applicants

No, not at present as the reference request email is a standard template which has been set up in the system. The email text is however editable and can be amended accordingly.

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

This FAQ is not relevant for 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.

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

This FAQ is not relevant for job applicants

You will be unable to view a vacancy if you have not been entered as a member of the recruitment team. If you are a member of the recruitment team please 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.