Setting Up Recruiting Templates

This chapter provides an overview of recruiting templates and discusses how to:

Set up resume templates.
Set up job opening templates.
Set up job opening posting templates.
Set up screening templates.
Set up interview evaluation templates.
Set up recruitment templates.

Understanding Recruiting Templates

Recruiting Solutions uses templates to control the layout and information on specific pages within Recruiting Solutions. For example, a resume template controls what an applicant sees when they apply for a particular job opening online and a job opening template controls what a recruiter sees when they create a job opening.

There are five different templates:

Resume templates, which define the content that you want applicants to provide when applying for a job online.
Job opening templates, which define the layout and content that goes into creating a job opening.
Job posting templates, which define the layout and content that goes into a job posting.
Screening templates, which define the criteria by which job requirements are matched to applicant qualifications.
Interview Evaluation templates, which define the questions that interviewers ask applicants during an interview.

You can have as many templates as you want. You can create a set of templates based on a specific type of job opening, such as a set for customer service representatives and another set for maintenance personnel.

After these templates are created, you link them together on a recruitment template, which is tied to a job opening. During the recruitment process, the system uses the recruitment template that is tied to the job opening to determine how that job opening is to be processed.

Setting Up Resume Templates

To set up resume templates, use the Setup Resume Template (HRS_RES_TEMPLATE) component.

This section provides an overview of resume templates and discusses how to:

Define basic information for resume templates.
Define resume template pages and sections.
(IRL) Define resume template pages and sections for community background information.

Understanding Resume Templates

Use resume templates to define the content that you want applicants to enter when they use the Careers (HRS_CE) component to apply for jobs online.

Resume templates define:

The pages that appear to an employee or external applicant when they apply for jobs online.
The name of each page.
The sections that appear on each page.

To help you decide what the layout should be, think about these questions:

How many pages do you want an applicant to complete when they apply for a job opening?
What information do you want the applicant to provide regarding the job opening?
In what order do you want the information presented to the applicant?

Note. Resume templates need to match job opening templates. Otherwise, there can be a mismatch between the information applicants enter when they apply for jobs online. For example, if a resume template includes prescreening questions, the job opening template must also include prescreening questions.

See Setting Up Job Opening Templates.

Resume Template Setup Steps

To create a resume template:

Define basic information for the resume template on the Template Definition page.
Specify the structure and contents of the resume template on the Template Sections page.
(IRL) Specify community background information on the Country Specific page.
(Optional) Associate a resume template to a recruitment template.

See Linking Templates to Recruitment Templates.
(Optional) If you use sites, associate a resume template to each site that you create.

See Setting Up Sites.

Resume Template Selection

When an applicant applies for a job opening online, the system uses the resume template that is associated to the job opening. If the job opening to which the applicant is applying is not associated with a resume template, or if the applicant is not applying to a specific job opening, the system uses the resume template that you specify for that online job application site. If an applicant applies to more than one job opening, and none of the job openings have an associated resume template, the system uses the resume template that you specify for that online job application site.

If an applicant applies to multiple job openings that have different associated resume templates, the system merges the associated resume templates—including the resume template that is associated to the online application site—so that all possible sections are included in the new resume template and no sections are duplicated.

During the merge process, the system:

Determines all of the associated resume templates for all job openings to which an applicant applies for a given apply online session.
Determines the number of sections associated to each resume template.
Determines the resume template with the highest number of sections, and uses that resume template as the base template for the applicant’s session.
Determines which sections from the remaining templates are not in the base template.
Creates a new page called Additional Information and adds the sections that are not in the base template to the new page without duplicating any sections that were in the base template.

Note. The Primary Education and Post-Secondary Education sections always appear together to prevent repetition, as they currently appear within one group box if they are both selected. For example, if the Primary Education section belongs to the base template, and the Post-Secondary Education section belongs to one of the other templates, the system adds the Post-Secondary Education section to the appropriate group box within the base template instead of adding the section to the Additional Information page.

Delivered Sections

For the first page of the resume template, PeopleSoft delivers the following sections from which you can choose:

Apply without using a resume
Copy and paste resume text
Upload a resume
Use an existing resume

For all pages in a resume template except pages one and two, PeopleSoft delivers the following sections from which you can choose:

Competencies
Contact Address
Contact Details
Contact Email
Contact Name
Contact Phone
Federal Preferences
Federal Priority Placement
Honors and Awards
Languages
Licenses and Certificates
Memberships
Online Questionnaire
Personal Information
Post-Secondary Education
Preferences
Primary/Secondary Education
References
Referrals
Resume
Submit Resume
Training
Work History

(IRL) Community Background Information

The Fair Employment Act 1989 requires companies in Northern Ireland with 11 or more employees to collect community background information from applicants. Applicants must enter community background information to submit applications online for job openings in Northern Ireland, because an employer in Northern Ireland cannot consider job applications that do not comply with the legislation.

If you select the Use Community Background option on the Country Specific page, the system adds the Apply Now - Community Background Information page to the resume template. The Apply Now - Community Background Information page appears before any other pages in the resume template. When applicants apply for Northern Ireland job openings online, they must select an option in the Select Community field and click Continue on the Apply Now - Community Background Information page before they can select a resume option or enter application details.

See Understanding the Job Application Process.

When you hire an applicant, the system transfers community background information to employee data.

Recruiters can manually enter community background information for applicants when they manually add applicants by using the Add New Applicant - Eligibility & Identity page in the Add New Applicant (HRS_ADD_APPLICANT) component in PeopleSoft Enterprise Talent Acquisition Manager. Community background information fields appear under the United Kingdom flag in the Personal Information group box.

See Adding Eligibility and Identity Information.

Recruiters can update community background information for existing applicants by using the Manage Applicant - Applicant Data: Eligibility & Identity page in the Manage Applicant (HRS_MANAGE_APP) component. Community background information fields appear under the United Kingdom flag in the Personal Information group box.

Pages Used to Set Up Resume Templates

Page Name	Object Name	Navigation	Usage
Template Definition	HRS_RES_TMPL1	Set Up HRMS, Product Related, Recruiting, Templates, Resume Template, Template Definition	Define basic information for resume templates.
Template Sections	HRS_RES_TMPL2	Set Up HRMS, Product Related, Recruiting, Templates, Resume Template, Template Sections	Define resume template pages and sections.
Country Specific	HRS_RES_TMPL3	Set Up HRMS, Product Related, Recruiting, Templates, Resume Template, Country Specific	(IRL) Define resume template pages and sections for community background information. Note. Only users with Northern Ireland in their user profile can access this page.

Defining Basic Information for Resume Templates

Access the Template Definition page.

Resume Template ID

Displays the resume template ID that the system assigns automatically. To determine what number to assign, the system increments the number by one in the Resume Template ID field on the Last Assigned Ids page.

Defining Resume Template Pages and Sections

Access the Template Sections page.

Enforce Linear Application

Select this check box to have the system enforce the order in which an applicant completes pages when they apply for jobs online. If you select this check box, applicants must complete pages in the order in which you set up the pages in the resume template. For example, if there are four page links on the Apply Now - Complete Application page, only the first page link is active. The user must click Next for the second page link to become active and so on. If you clear this check box, all page links on the Apply Now - Complete Application page are active and the applicant can access the pages in any order.

Personal Information

Use this group box to select the types of personal information that you want applicants to specify when they apply for jobs online. These fields are unavailable until you add the Personal Information section to a page in the template and save the template. Country or regional statutes or regulations determine the options that you select.

Marital Status, Date of Birth, and Gender

Select this check box if you want the applicant to provide their marital status, date of birth, and gender.

Template Pages

Use this group box to define the pages for the template, the sequence of the pages, and the sections on each page. Each resume template must have two pages. When you create a resume template, the system creates the first two pages for you and populates the page titles, page sequence numbers, and sections with default values. The first page always contains resume options. You can change the page title and sections for this page. The second page always contains contact details information. You can modify only the page title for this page.

Page Title

Select a page title. Only text IDs with HRAM (RS Applicant Manager) as the object owner identifier appear in the system prompt as valid values. Page titles for all pages other than pages one and two appear as links on the Apply Now - Complete Application page. You click a link to access the page and sections on that page.

When you select a different value in the Page Title field for pages one and two, the system does not change the page titles in the Careers component. To modify the page titles for pages one and two, you must make the change in the text catalog. As delivered, the page titles for pages one and two are Apply Now - Choose Resume and My Profile, respectively.

Page Sequence

Enter the sequence in which this page will appear. You cannot edit this field for pages one and two.

Resume Section Name

Select the resume sections that you want to include on this page. PeopleSoft delivers 27 sections.

The system automatically populates pages one and two with default sections. You can edit the default sections for page one, but you cannot edit the default sections that appear for page two.

(IRL) Defining Resume Template Pages and Sections for Community Background Information

Access the Country Specific page.

Use Community Background

Select this check box to add the Apply Now - Community Background Information page to the resume template. The Apply Now - Community Background Information page appears before any other pages in the resume template.

Setting Up Job Opening Templates

To set up job opening templates, use the Job Opening Template (HRS_JO_TMPL) component.

This section provides an overview of job opening templates, lists a prerequisite, and discusses how to:

Identify job opening templates.
Define job opening template structure.

Understanding Job Opening Templates

Job opening templates are used to define the number of pages and the sections that appear on those pages when a user creates a new job opening by using the Create New Job Opening (HRS_JO_LAUNCH) component.

The layout can be either one long page with all job opening sections or as many as 17 separate pages with one section displaying on page each. Each page can be named according to the sections that appear on the page.

PeopleSoft delivers the following job opening sections from which you can choose:

Competencies.
Education and Experience.
Hiring Manager Assignments.
Honors and Awards.
Interested Party Assignments.
Interviewer Assignments.
Job Information: This always appears on the first page as the first section and cannot be changed.
Job Postings.
Languages.
Licenses and Certificates.
Memberships.
Recruiter Assignments.
Salary Information.
Screening Options.
Screening Questions.
Staffing Information.
Tests.
Works Council Information.

Note. Works Council information only appears if you select the Optional Works Council option on the Recruiting Installation - Installation Options page.

Job opening templates need to coordinate with resume templates. Otherwise, a mismatch may occur between job requirements and the information that applicants supply by applying online. For example, if you want to screen applicants based on their competencies, then you must select the competencies sections on both the job opening template and resume template.

Prerequisites

For the Works Council Information section to appear as an option in the job opening template, you must select the Optional Works Council option on the Recruiting Installation - Installation Options page.

Pages Used to Set Up Job Opening Templates

Page Name	Object Name	Navigation	Usage
Job Opening Template Descr (job opening template description)	HRS_JO_TMPL_DESCR	Set Up HRMS, Product Related, Recruiting, Templates, Job Opening Template, Job Opening Template Descr	Identify job opening templates.
Job Opening Template Structure	HRS_JO_TMPL_STRUCT	Set Up HRMS, Product Related, Recruiting, Templates, Job Opening Template, Job Opening Template Structure	Define job opening template structure.

Identifying Job Opening Templates

Access the Job Opening Template Descr page.

Job opening template IDs are automatically assigned when you create a job opening template.

Defining Job Opening Template Structure

Access the Job Opening Template Structure page.

Note. This is only a partial screenshot.

Job Opening Template

Description	Enter the title that will appear as the link for this page on the Job Opening page.
Page Number	Enter the page number that will be assigned to the current section. This field determines the order in which multiple pages will appear to the user during the Create New Job Opening process. If only one page is defined, all selected sections will appear on one long page.

Job Opening Page Content

Section	Select the job opening section or sections that you want included on this page. The Job Information section will always appear first, on the first page. It's display-only and cannot be edited.
Add Sections	Click to add another job opening section to the page.
Add Pages	Click to add another page. This causes an additional page to appear to the user when the user is creating a new job opening using the Create New Job Opening (HRS_JO_LAUNCH) component.

Setting Up Job Opening Posting Templates

To set up job opening posting templates, use the Job Opening Posting (HRS_JO_PST_TMPL) component.

This section provides an overview of job opening posting templates, lists prerequisites, and discusses how to create a job opening posting template.

Understanding Job Opening Posting Templates

Job opening posting templates are used to define which sections or description types you want included in the job posting. Description types are categories of information that you want to make up the entire job posting. In your job posting, you may want to include statements about your company, the job responsibilities, and required qualifications.

Prerequisites

Before you can set up a job posting template:

Define posting description types.
Create posting descriptions.

See Setting Up Job Postings.

Page Used to Set Up Job Opening Posting Templates

Page Name	Object Name	Navigation	Usage
Posting Template	HRS_JO_PST_TMPL	Set Up HRMS, Product Related, Recruiting, Templates, Job Opening Posting Template, Job Opening Posting Template	Create a job opening posting template.

Creating a Job Opening Posting Template

Access the Posting Template page.

Requisition Pages to Include

The description types that are displayed come from those that are entered on the Posting Descriptions page that have an Active status. The descriptions that you select here will automatically populate the job posting descriptions when you create a job opening.

Selected	Select the check box next to the description that you want included in the job posting.
Seq # (sequence number)	Enter the order in which you want the description to appear in the job posting.

Setting Up Screening Templates

To set up screening templates, use the Screening Template (HRS_SCREEN_TMPL) component.

This section provides an overview of screening templates, list a prerequisite, and discusses how to create a screening template.

Understanding Screening Templates

Screening templates define the number of screening levels and the order in which screening levels are processed. They also define the total points that can be awarded during the screening process. For federal users, they define the crediting and ranking information.

Specific screening criteria is defined when you create the job opening.

See Adding Screening Criteria to Screening Levels.

Prerequisite

Before you begin to set up screening templates, define screening levels.

See Setting Up Applicant Screening.

Page Used To Set Up Screening Templates

Page Name	Object Name	Navigation	Usage
Screening Template	HRS_SCREEN_TMPL	Set Up HRMS, Product Related, Recruiting, Templates, Screening Template, Screening Template	Create a screening template.

Creating a Screening Template

Access the Screening Template page.

Screening Definition

Maximum Total Points	Enter the maximum points that an applicant can accumulate for the entire screening process.
Transmutation	Select this check box if the score is to be transmuted, based on either an hourly or salaried job.
Must Pass Previous Levels	Select this check box if the applicant must pass the previous screening level before being evaluated for the next screening level. This applies only to screening levels, listed in the Screening Levels group box, with a sequence number greater than 1.

(USA) Federal

Raw Augmented Score Limit	Enter the maximum number of points that are to be added to an applicant's total score when special qualifications exist that may not be significant according to the qualification standards, but may contribute to the success in this position.
Raw Veterans Pref Score Limit (raw veterans preference score limit)	Enter the maximum number of points that can be assigned to an applicant's score for veterans preference.
Tie Break Number	Enter a number that can be used as a tie breaker when two or more applicants have the same score.

(USF) Competitive

Rank Candidates of Category 1	Select this check box to indicate that when the ranking process is used, the applicants will be ranked according to category 1. Category 1 ranking is Qualified/Well-Qualified/Best_Qualified Preference Eligibles with Must Select for the given recruitment type.
Rank Candidates of Category 2	Select this check box to indicate that when the ranking process is used, the applicants will be ranked according to category 2. Category 2 ranking is Well-Qualified/Best_Qualified Preference Eligibles with Must Consider for the given recruitment type.
Rank Candidates of Category 3	Select this check box to indicate that when the ranking process is used, the applicants will be ranked according to category 3. Category 3 ranking is Best Qualified Non-Preference Eligibles or Best Qualified Preference Eligibles with None for the given recruitment type.
Rank Candidates of Category 4	Select this check box to indicate that when ranking process is used, the applicants will be ranked according to category 4. Category 4 ranking is Qualified/Well-Qualified Non-Preference Eligibles or Qualified/Well-Qualified Preference Eligibles with None for the given recruitment type.
Veteran Preferred in Tie Break	Select this check box if you want a veteran status to be used as a tiebreaker.

(USF) Noncompetitive

Same as (USF) Competitive.

Screening Levels

Sequence number	Enter a number to use to determine the order in which the system will run the screening level in relation to other screening levels.
Screening ID	Select the screening level that you want to associate with the sequence number.

Setting Up Interview Evaluation Templates

To set up interview evaluation templates, use the Interview Evaluation Templates (HRS_INT_EVL_DFN) component.

This section provides an overview of interview evaluation templates, lists prerequisites, and discusses how to create an interview evaluation template.

Understanding Interview Evaluation Templates

Interview evaluation templates define the information that interviewers enter when they complete an interview evaluation. Using the categories that you created on the Interview Evaluation Categories page, the ratings that you created on the Interview evaluation ratings page, and the statuses from recruiting statuses, you can tailor interview evaluations to fit any situation that is required by your organization.

Prerequisites

Before you to set up interview evaluation templates, you must set up:

Interview evaluation categories.
Interview evaluation ratings.

See Completing Interview Evaluations.

Page Used to Set Up Interview Evaluation Templates

Page Name	Object Name	Navigation	Usage
Interview Evaluation Template	HRS_INT_EVL_DFN	Set Up HRMS, Product Related, Recruiting, Templates, Interview Evaluation Template, Interview Evaluation Template	Create an interview evaluation template.

Creating an Interview Evaluation Template

Access the Interview Evaluation Template page.

Evaluation Categories

Evaluation Category	Select an evaluation category that you want included in the interview evaluation. Evaluation categories are created on the Interview Evaluation Category page.
Create New Category	Click to display the Interview Evaluation Category page.

Recommendation

Use

Select this check box if you want this status used as an available recommendation on the interview evaluation form. Status codes are defined on the Status Effects page. The system automatically lists the status values that are defined for the interview recruitment area. If the default statuses are modified, the system displays the company's statuses here.

Reasons

Click to access the Recommendation Reasons page, where you can view the reasons that are associated with the status values in Description.

Select the reasons that you want to include on the evaluation form. Interviewers select a reason that explains their recommendation

Reasons Required

Select this check box if you want interviewers to select an interview reason when they select the interview status value on the evaluation form. Interview reasons are defined on the Status/Reason Definition page.

See Completing Interview Evaluations.

Rating Scale

Use	Select this check box if you want to use this rating in the interview evaluation form.
Rating	Define the scale that interviewers use to rate applicants in the areas specified in the evaluation categories. The system creates a radio button on the interview evaluation form for each rating that you enter here.
Score	Enter the number of points that are associated with the rating that you enter in Description. The system uses this value to determine the overall score of applicants.
Create New Rating	Click to display the Interview Evaluation Ratings page.

Setting Up Recruitment Templates

To set up recruitment templates, use the Recruitment Template (HRS_RCRT_TMPL) component.

This section provides an overview of recruitment templates, lists prerequisites, and discusses how to:

Link templates to recruitment templates.
Assign segmentation values to recruitment templates.

Understanding Recruitment Templates

Recruitment templates link all the recruiting templates together. The recruitment template is automatically linked to a job opening when you create a job opening. That means that when the link to a recruitment template is made to a job opening, all templates that are assigned to that recruitment template will be used in conjunction with that job opening.

Specific sections are on the job opening template that should coordinate with the sections on the resume template. When you save the recruitment template, the system verifies that when the following sections are included in the job opening template, those same sections are included in the resume template:

Education and Work Experience.
Languages.
Competencies.
Honors and Awards.
Licenses and Certificates.
Memberships.
Training.

When a mismatch occurs between the two templates, an error message appears and you can cancel to correct the problem or save the recruitment template with the mismatch information.

Prerequisites

Before you define recruitment templates:

(Optional) Set up resume templates.
(Optional) Set up job opening templates.
(Optional) Set up job posting templates.
(Optional) Set up screening templates.
(Optional) Set up interview evaluation templates.
(Optional) Set up employee referral programs.

Pages Used to Set Up Recruitment Templates

Page Name	Object Name	Navigation	Usage
Recruitment Template	HRS_RCRT_TMPL	Set Up HRMS, Product Related, Recruiting, Templates, Recruitment Template, Recruitment Template	Link templates to recruitment templates.
Segmentation Values	HRS_SEGMENT_SEC	Click the Segmenting Values link on the Recruitment Template page.	Assign segmentation values to recruitment templates.

Linking Templates to Recruitment Templates

Access the Recruitment Template page.

Templates

Standard Requisition	Select this check box if this template is to be used for job openings that are designated as standard requisitions.
Continuous Job Posting	Select this check box if this template is to be used for job openings that are designated as continuous job postings.
Resume Template ID	Select the resume template that you want to link to this recruitment template.
Job Opening Template ID	Select the job opening template that you want to link to this recruitment template.
Job Opening Posting ID	Select the job opening posting template that you want to link to this recruitment template.
Screening Template ID	Select the screening template that you want to link to this recruitment template.
Employee Referral Program (employee referral program template)	Select the employee referral program that you want to link to this recruitment template. Define employee referral programs by using the Employee Referral Program (HRS_REF_PGM) component.
Interview Evaluation Template	Select the interview evaluation template that you want to link to this recruitment template.
Load Rqmts from Job Profile (load requirements from job profile)	Use this field if you have selected Job Profile in the Template Segmenting Type on the Recruiting Installation - Installation Options page. Select the source from which want the system to pull the competencies and accomplishments into the job opening. Values are: Job Code Job Family Position Salary Grade
Segmenting Values	Click to display the Segmenting Values page.

Assigning Segmentation Values to Recruitment Templates

Access the Segmentation Values page.

The field names that appear on the page depend on the value that you entered in the Template Segmenting Type field on the Installation Options page.

See Defining Recruiting Installation Defaults.

Segmentation Values

Select the appropriate segmentation values for the recruitment template.

The field that appears in the grid is determined by the value entered in the Template Segmenting Type field on the Recruiting Installation - Installation Options page.

When creating a new job opening, the system used the values entered in this grid to determine which recruitment template to associate with the job opening.

See Setting Up Implementation Defaults.

See Creating Job Openings.