Screening and Routing Applicants

This chapter provides an overview of the screening process flow and discusses how to:

Review applicants linked to job openings.
(USF) Run priority placement.
Rate applicants.
Review screening levels.
Review and edit screening criteria.
Run screening levels.
(USF) Assign competitive and noncompetitive statuses to applicants.
(USF) Rank applicants.
Route applicants.

Understanding the Screening Process Flow

Screening is the process used by recruiters to evaluate a list potential candidates and narrow the list to a few qualified applicants that can be interviewed or hired. To screen applicants:

Review applicants linked to a job opening.
(USF) Run the priority placement process.
Review applicants' competencies and accomplishments.
(Optional) Rate applicants' competencies and accomplishments.
Review and edit screening requirements.
Run screening levels.
(USF) Assign competitive and noncompetitive statuses to applicants.
(USF) Rank applicants.
(USF) Run the Certificate of Eligibles process.
Route applicants.

Review Applicants Linked to Job Openings

This section discusses how to review applicants linked to job openings.

You can start the screening process when you have all the applicants who applied for a job opening linked to the job opening.

Pages Used to Review Applicants Linked to Job Openings

Page Name	Object Name	Navigation	Usage
Find Job Openings	HRS_JO_FIND_JOB	Recruiting, Find Job Openings, Find Job Openings	Search for and select job openings.
Job Opening - Manage Applicants	HRS_JO_360	Click the job opening link in the Search Results group box on the Find Job Openings page.	Review applicants linked to a job opening and perform various tasks.
Job Opening - Screen Applicants: View All Applicants	HRS_JO_SCR_LIST	Click the Screen Applicants link on the Job Opening - Manage Applicants page.	Review applicants linked to a job opening and perform various tasks related to screening.

Review Applicants Linked to Job Openings

Access the Job Opening - Screen Applicants: View All Applicants page.

Return to Job Opening

Click to access the Job Opening page.

View All Applicants

Click to refresh the current page.

View Screening Levels

Click to access the Job Opening - Screening Levels: View Screening Levels page

Run

Click to run screening levels and to run the Priority Placement process for federal users.

Applicants

This group box lists all applicants linked to the job opening.

Name	Click to access the Manage Applicant page.
Resume	Click the Resume icon to access the Manage Applicant - Resume page.
Rate	Click to access the Screen Applicants - Rate Applicants page.

(USF) Running Priority Placement

This section provides an overview of the priority placement processing, lists prerequisites, and lists the pages used to run priority placement.

Understanding the Priority Placement Processing

Applicants with priority placement entitlements have special placement considerations at an equivalent or higher series and grade combination than that of the jobs being filled. Applicants with priority placement preference that have not applied for specific job openings may be linked to job opening through the Priority Placement process

The Priority Placement process identifies those applicants that have the same Pay Plan and Occupational Series, and also ensures that the applicant's Salary Grade is equal to or greater than the grade specified on the job opening. The process then compares those applicants with all active job openings that have that priority place code.

When an applicant has two priority placement codes for a particular job, and only one priority placement code method can be considered for that job series, the process determines which code to use by looking at the recruiting type that was defined on the job opening.

After an applicant has been linked to a job opening via the Priority Placement process, the applicant’s status is set to Applied. The applicant will then be subject to the same level of screening as other applicants, based on the criteria defined in the screening level(s).

The Priority Placement process is run after the closing date of the job posting and before Screening Levels are processed.

Prerequisites

Before you begin processing applicants with priority preference:

Set up priority preference programs.
Enter applicant priority placement information.
The job posting is closed.

See Setting Up Priority Placement Codes.

Pages Used to Run Priority Placement

Page Name	Object Name	Navigation	Usage
Find Job Openings	HRS_JO_FIND_JOB	Recruiting, Find Job Openings, Find Job Openings	Search for and select job openings.
Job Opening	HRS_JO_360	Click the job title link in the Search Results group box on the Find Job Openings page.	Review job opening information and perform various tasks related to job openings.
Job Opening - Screen Applicants: View All Applicants	HRS_JO_SCR_LIST	Click the Screen Applicants link on the Job Opening page.	Review screening information and perform various tasks related to screening.
Process Priority Placement	HRS_PRI_PLCM	Select Priority Placement in the Runfield and click GO, on the Job Opening - Screen Applicants page.	Runs the priority placement process.

(USF) Rating Applicants

This section provides an overview of rating applicants and discuss how to rate applicants.

Understanding Rating Applicants

Rating an applicant is an optional step. First review an applicant's competencies and accomplishments as related to the job opening screening criteria. If necessary, assign a score to the areas where the system could not determine whether the applicant has met the screening criteria.

To rate applicants, use the Screen Applicants - Rate Applicant page. This page displays the accomplishments and competencies defined as screening criteria and whether the system determined if the applicant has met the accomplishment and competencies criteria. The competency section displays the most recent ratings for an applicant, if they exist.

Pages Used to Rate Applicants

Page Name	Object Name	Navigation	Usage
Find Job Openings	HRS_JO_FIND_JOB	Recruiting, Find Job Openings, Find Job Openings	Search for and select job openings.
Job Opening	HRS_JO_360	Click the job title link in the Search Results group box on the Find Job Openings page.	Review job opening information and perform various tasks related to job openings.
Job Opening - Screen Applicants: View All Applicants	HRS_JO_SCR_LIST	Click the Screen Applicants link on the Job Opening page.	Review screening information and perform various tasks related to screening.
Screen Applicants - Rate Applicant	HRS_RATE_APP	Click the Rate link for the applicant you want to rate in the Applicants group box on the Job Opening - Screen Applicants: View All Applicants page.	Runs the Rate (HRS_APP_RATING) process.

Rating Applicants

Access the Screen Applicants - Rate Applicant page.

Review the competencies and accomplishments the system was able to rate and apply ratings to those it was not.

Save	If you manually rate the applicant, click Save to save your rating.
Previous Applicant	Displays the results of the previous applicant in the list of applicants linked to the job opening.
Next Applicant	Processes and displays the results of the next applicant in the list of applicants linked to the job opening.

Reviewing Screening Levels

This section discusses how to review screening levels.

Pages Used to Review Screening Levels

Page Name	Object Name	Navigation	Usage
Find Job Openings	HRS_JO_FIND_JOB	Recruiting, Find Job Openings, Find Job Openings	Search for job openings.
Job Opening	HRS_JO_360	Click the job title link in the Search Results group box on the Find Job Openings page.	Review job opening information and perform various tasks related to job openings.
Job Opening - Screen Applicants: View All Applicants	HRS_JO_SCR_LIST	Click the Screen Applicants link on the Job Opening page.	Access the screening component to review screening information and perform various tasks related to screening.
Job Opening - Screening Levels	HRS_JO_SCR_LVL	Click the View Screening Levels link on the Job Opening - Screen Levels page.	View screening levels associated with the job opening.

Reviewing Screening Levels

Access the Job Opening - Screening Levels page.

Job Opening / Jobs

This group box displays the information about the job opening and the screening levels associated with the job opening. If there are multiple job associated with the job opening, you can select the next job opening in the scroll area.

Screening Level Description

This group box displays the name of each screening level associated with the job opening and the date on which the screening level was last run. You can click the Edit link to update the screening criteria associated with the screening level.

Reviewing and Editing Screening Criteria

This section discusses how to review and edit screening criteria.

Pages Used to Review and Edit Screening Requirements

Page Name	Object Name	Navigation	Usage
Find Job Openings	HRS_JO_FIND_JOB	Recruiting, Find Job Openings, Find Job Openings	Search for job openings.
Job Opening	HRS_JO_360	Click the job title link in the Search Results group box on the Find Job Openings page.	Review job opening information and perform various tasks related to job openings.
Job Opening - Screen Applicants	HRS_JO_SCR_LIST	Click the Screen Applicant icon on the Job Opening page.	Access the screening component to review screening information and perform various tasks related to screening.
Job Opening - Screening Levels: View Screening Levels	HRS_JO_SCR_LVL	Click the View Screening Levels link on the Job Opening - Screen Applicants page.	View screening levels associated with the job opening.
Screening Levels - Screening Criteria	HRS_JO_SCR_DTL	Click the Edit link next to the screening level you want to edit on the Job Opening - Screening Levels: View Screening Levels page.	Edit the screening criteria.

Reviewing and Editing Screening Criteria

Access the Screening Levels - Screening Criteria page.

This page is the same as when you created the job opening and defined the screening criteria. You can modify screening criteria here to meet your needs. To add criteria, use the Job Opening page.

See Adding Screening Criteria to Screening Levels.

Running Screening Levels

This section provides an overview of screening levels, lists prerequisites, and discusses how to:

Run screening levels.
Review screening results.
Review scoring details.

Understanding Screening Levels

Screening levels are defined used the Screening Definition page. They are then associated to a screening template, which in turn is linked to a recruitment template, that is ultimately used when a job opening is created. Screening levels contain the requirements for the job, and when processed, compare those requirements to the applicant's data. When applicable, points are assigned to the applicant, based on the screening level definition. The screening template associated with the job opening determines the screening levels available for you to run. The screening criteria defined on the job opening determines which criteria the applicant is compared to and the number of points assigned.

This table summarizes the possible job requirements that can be included in a screening level and what it is compared to on the applicant information:

Job Opening Field	Applicant Field
Citizenship Status	Are you a U.S. Citizen?
Gender	Gender
Draft Status	Military Status
Maximum Age	Date of Birth
Minimum Age	Date of Birth
Minimum Salary	Minimum Pay
(USF) Minimum Pay Grade	(USF) Minimum Acceptable Pay Grade
Full/Part Time	Full/Part Time
Shift	Desired Shift
Regular/Temporary	Regular/Temporary
(USF) Recruiting Type	(USF) Previous Federal Employee (USF) Current Federal Employee (USF) Previous Agency Employee (USF) Current Agency Employee
Location	First Choice Second Choice
RS Location	First Choice Second Choice
Start Date	Desired Start Date
Standard Hours/Week	Desired Hour Per Week
Travel Percentage	Willing to Travel

Other screening requirements can be:

Education and Experience.
Competencies.
Languages.
Honors/Awards.
Licenses and Certificates.
Memberships.
Training.
Required Tests.
Screening Questions.

Prerequisites

Before you begin running screening levels:

Define screening definitions.
Create screening templates.
Link screening template to recruitment template.
Define job opening requirements.
Add screening requirements to screening levels, using the screening template on the job opening.
(USF) Run priority placement process.

See Understanding Screening Definitions.

See Setting Up Screening Templates.

See Setting Up Recruitment Templates.

See Adding Screening Criteria to Screening Levels.

See (USF) Running Priority Placement.

Pages Used to Run Screening Levels

Page Name	Object Name	Navigation	Usage
Find Job Openings	HRS_JO_FIND_JOB	Recruiting, Find Job Openings, Find Job Openings	Search for job openings.
Job Opening	HRS_JO_360	Click the job title link in the Search Results group box on the Find Job Openings page.	Review job opening information and perform various tasks related to job openings.
Job Opening - Screen Applicants: View All Applicants	HRS_JO_SCR_LIST	Click the Screen Applicants link on the Job Opening page.	Review screening information and perform various tasks related to screening.
Job Opening - Screening Results: View Screening Results	HRS_JO_SCR_RSLT	Click the View Screening Results link on the Job Opening - Screen Applicants: View All Applicants page.	Review the results of the screening levels.

Running Screening Levels

Access the Job Opening - Screen Applicants: View All Applicants page.

Run

Select the screening level you want to run.

Go

Click to run the screening definition selected in the Run field.

(USF) Rank

Click to access the Screen Applicants - Rank Applicants page.

See (USF) Ranking Applicants.

Applicants

Displays a list of the applicants linked to the job opening. All applicants with a status less than Screened appear.

Name	Click the name link to access the Manage Applicant page.
Resume	Click the Resume icon to access the Manage Applicant - Applicant Resume page.
Rate	Click the Rate link to access the Screen Applicants - Rate Applicant page.

Reviewing Screening Results

Access the Job Opening - Screening Results: View Screening Results page.

Note. When multiple job codes are defined on the job opening, the Screening Results group box has multiple scroll levels, allowing each job code to be viewed after processing a given screening level. When a screening level is processed, it runs against all job codes that have screening criteria defined.

Run	Select the screening definition you want to run.
Go	Click to run the screening definition selected in the Run field.
(USF) Rank Applicants	Click to access the Screening Applicants - (USF) Rank Applicants page.

Screening Levels

Screening Level

Click the screening level name link to access the Screening Levels - Screening Criteria page.

Applicants

Displays the screening results for each applicant linked to the job opening.

Score

Click the score percentage link to access the Screening Details page.

Route

Displays the Route Applicants - Route Applicants page.

See Routing Applicants.

Reviewing Scoring Details

Access the Screening Applicants - Screening Details page.

This page provides the details behind the applicant's screening results and score. Click the View Questionnaire Results link to access the applicant's answers to the questionnaire that they completed.

(USF) Assigning Competitive and Noncompetitive Statuses to Applicants

This section discusses how to assign competitive and noncompetitive statuses.

Pages Used to Assign Competitive and Noncompetitive Statuses to Applicants

Page Name	Object Name	Navigation	Usage
Find Job Openings	HRS_JO_FIND_JOB	Recruiting, Find Job Openings, Find Job Openings	Search for job openings.
Job Opening	HRS_JO_360	Click the job title link in the Search Results group box on the Find Job Openings page.	Review job opening information and perform various tasks related to job openings.
Job Opening - Screen Applicants: View All Applicants	HRS_JO_SCR_LIST	Click the Screen Applicants link on the Job Opening page.	Review screening information and perform various tasks related to screening.
Job Opening - Screening Results	HRS_JO_SCR_RSLT	Click the View Screening Results link on the Job Opening - Screen Applicants: View All Applicants page.	Review screening results and assign competitive and non competitive statuses.

Assigning Competitive and Noncompetitive Statuses

Access the Job Opening - Screening Results: View Screening Results page.

Run

Select the screening definition you want to run.

Go

Click to run the screening definition selected in the Run field.

Rank Applicants

Click to access the Screening Applicants - Rank Applicants page.

Screening Levels

Screening Level

Displays the name of the screening level for which the results are given. Click this link to access Screening Levels - Screening Criteria page.

Applicants

To assign competitive and noncompetitive status to an applicant, select the check box next to the applicant name, select the appropriate status in the Competitive Status field, and click Go.

Score	Displays the percent the applicant has achieved as a result of running the screening levels.
Points	Displays the points the applicant has received as a result of running the screening levels.
Applicant Name Link	Click the applicant name link to access the Manage Applicant page.
Disposition	Displays the disposition for the applicant.
Status	Displays whether the applicant has passed or failed screening levels.
Competitive Status	Displays the assigned competitive status.

(USF) Ranking Applicants

This section provides an overview of how to rank applicants, list a prerequisite, and discusses how to rank applicants.

Understanding How to Rank Applicants

Using the Screen Applicants - Rank Applicants page, use these steps to rank applicants:

Define the natural breaks in the rating score and apply to competitive and noncompetitive candidates.
If any candidates have the same score, apply a tie-breaker method.
Adjust the ranking, if necessary.
Run the process to create the Certificate of Eligibles.

The system looks at the ranking that is assigned to the screening template and ranks the applicants according to that criteria.

Following is used to determine the ranking status:

Category 1: Qualified/Well-Qualified/Best Qualified Preference Eligibles with “Must Select” for the given recruiting type.
Category 2: Well-Qualified/ Best-Qualified Preference Eligibles with “Must Consider” for the given recruiting type.
Category 3: Best-Qualified Non-Preference Eligibles with an effect of “None” for the given recruiting type.
Category 4: Qualified/ Well-Qualified Non-Preference Eligibles or Qualified/Well-Qualified Preference Eligibles with an effect of “None” for the given recruiting type.

Prerequisite

Before you can rank applicants, you must run a screening level. All defined screening levels should occur before ranking applicants so that an applicant would have been awarded all possible points first.

Pages Used to Rank Applicants

Page Name	Object Name	Navigation	Usage
Find Job Openings	HRS_JO_FIND_JOB	Recruiting, Find Job Openings, Find Job Openings	Search for job openings.
Job Opening	HRS_JO_360	Click the job title link in the Search Results group box on the Find Job Openings page.	Review job opening information and perform various tasks related to job openings.
Job Opening - Screen Applicants: View All Applicants	HRS_JO_SCR_LIST	Click the Screen Applicants link on the Job Opening page.	Review screening information and perform various tasks related to screening.
Screen Applicants - Rank Applicants	HRS_JO_RANK	Click the Rank Applicants button on the Job Opening - Screen Applicants: View All Applicants page.	Rank applicants.

Ranking Applicants

Access the Screen Applicants - Rank Applicants page.

Competitive

Displays the list of candidates that were identified as competitive during screening level processing. When entering the page for the first time, the applicants will have a Qualifications score of Eligible/Not Rated.

Rank	Initially this field is blank. When you qualify the applicants the system assigned a ranking to the applicant. This field can be overridden.
Score	Displays the percent of those points to the total possible accumulated points.
Points	Displays the accumulated points the applicant has received in all screening levels.
Name	Click the name link to access the Manage Applicant page.

Noncompetitive

Displays the list of candidates that were identified as noncompetitive during screening level processing. When entering the page for the first time, the applicants will have a Qualifications score of Eligible/Not Rated. The fields are the same as those in the Competitive group box.

Qualify Applicants

Used to define best qualified and well qualified scores, then apply to competitive and noncompetitive candidates.

Best Qualified Score

Enter the minimum score that is considered best qualified.

Well Qualified Score

Enter the minimum score that is considered well qualified.

Qualify Applicant

Click to have the system apply the best qualified and well qualified scores to the applicants score and assign a ranking to each applicant.

This appears in the Category column of the Competitive and Noncompetitive grids. In addition, the Qualifications Determination column are updated with the appropriate status, based on the entered scores and the ranking defined for the screening criteria.

Create Certificates

This group box is used to process the Certificate of Eligibles.

Applicants to Consider	Enter the number of applicants you want included in the certificate.
Certificate Number	Enter the number of the certificate.
Create Certificate	Click to process the certificate of eligibles.

Tie Breaker

If any of the applicants are tied, use this section to apply a tie breaker method.

Tie Breaker Option

Select one of the tie breaker methods and click the Apply Tie Breaker button. Options are:

Augment: Criteria identified as Augmenting on screening levels are used to break tie's between applicants.
Name Request: Applicants listed on the Applicant Name Request page on the job opening are used to break tie's between applicants.
Random Number: - An algorithm based on the OPM definition are used to break ties between applicants.

Routing Applicants

This section discusses how to route applicants.

Pages Used to Route Applicants

Page Name	Object Name	Navigation	Usage
Find Applicants	HRS_REC_SCHAPP	Recruiting, Find Applicants, Find Applicants	Search for an applicant.
Route Applicant - Route Applicant	HRS_GACT_APP_RTE	Select Route Applicant in the Take Action drop-down list box for the applicant in the Search Results group box that you want to route. Select the check box next to one or more applicants in the Search Result group box on the Find Applicants page and then select Route Applicant in the Group Action drop-down list box.	Route an applicant to another employee in order move the applicant to the next step in the recruiting process.

Routing Applicants

Access the Route Applicant - Route Applicant page.

Routing Details

Overall Routing Status	Select a routing status. Options are: Routed: Default value. Invite for Interview. Hold. Reject. Withdrawn.
Status Date	Select the date this status was assigned. The default value is the system date.
Status Reason	Select a reason for the assigned status.
Route Date	Enter the date the route was sent. The default value is the system date.
Route To	Select to whom this applicant is to be routed.
Response Due	Select the date on which the reviewer should respond with recommendation.
Response	Reviewers select a response.
Response Date	Reviewers enter the date on which that entered their response.
Submit	Send a notification (HRS_APP_RTE) to the person identified in the Route To field.

Return to Job Opening	Click to access the Job Opening page.
View All Applicants	Click to refresh the current page.
View Screening Levels	Click to access the Job Opening - Screening Levels: View Screening Levels page
Run	Click to run screening levels and to run the Priority Placement process for federal users.