Online Recruitment procedure September 2013
Recruitment and Selection
From 6 March 2012 a new online recruitment system was introduced at the University
which has meant reviewing all of the Recruitment and Selection procedures. The
system is Lumesse.
The attached is a DRAFT procedure broken down in to the 15 steps of the Recruitment
and Selection process.
The document is structured in 3 parts:
1. A very brief overview of the process in the form of a flow chart
2. A summary of the process giving the key points
3. A detailed process giving related processes and operations and is a step by step
user guide.
Please let me know if any steps are not clear or incorrect and I will be updating this and
finalising in September.
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Online Recruitment procedure September 2013
Contents Page
Page
3
5
Process step
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
Item
Flow Chart of Recruitment
Overview of the process
Identify a vacancy
Logging in
Completing the requisition
The approval chain
The job content
Grading
Redeployment
Posting and advertising
Closure process
Shortlisting
Return of shortlist
Interview arrangements
Interview attendance
Post interview
Closure of process
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Online Recruitment procedure September 2013
Online Recruitment Procedure
Action
By Who
1. IDENTIFYING A VACANCY
The Recruiting Manager and HR Officer
Manager should discuss the vacancy with the
HRO and agree on the role to be advertised
Recruitment Officer
2
LOGGING IN
Manager needs to contact their Recruitment
Officer (RO) to be set up as a user and to
receive support in completing the requisition
Recruiting Manager
(see guidance on completing the Requisition)
3
COMPLETING REQUISITION
This form includes all of the post details
required for financial approval.
The HR Officer – the list of recognised
approvers will be as in the SLA for the
College or Department.
4
THE APPROVAL CHAIN
The Approval Team members need to be
identified and the Approval Chain started.
5
THE JOB CONTENT
The existing Proformas should continue to be
used and the details transferred onto Lumesse
by the Recruitment Officer.
Recruitment Officers will contact the Manager
to request details when the financial approval
has been agreed. As now some Managers
will provide this in advance.
6
GRADING
This must be done before advertising and will
continue to be a process outside of Lumesse
Recruitment Officer
7
REDEPLOYMENT
All posts to be advertised for one week to staff
on the redeployment list
If no redeployment
Applicants
Recruitment team will circulate the vacancy
link by email and follow up any online
applications received.
If redeployment
Applicants
GO TO 9
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8
POSTING AND ADVERTISING
The post will be published externally for
Academic/Research/Specialist posts above
grade 7 for 4 weeks, others may be less.
Advertising costs recorded on Lumesse.
The RO will post the advert on the web and in
any other media and take screen shots for
BIA purposes. Applications are received
online and appear as New on Lumesse and
the up to date list is shown on the Jobs App
9
CLOSURE PROCESS
Managers need to log in to Lumesse to view
online applications. RO will give user access to
shortlisting panel members.
Recruitment Team will pass applicants
through the pre-screening stage of the
selection process (to be reviewed) and email
shortlisting paperwork
10
SHORTLISTING
Panel – ensure gender balance and enough
time scale between closing date and interview.
Panel members to complete online statement
and paper shortlisting form. Individual and
panel forms to be emailed / returned to RO
11
RETURN OF SHORTLIST
Shortlisting forms checked and Lumesse
updated. Unsuccessfuls emailed from system
Recruitment Team to check and process
rejected applicants and then pass on to the
HR Officer
HR Officers and HR Assistants in liaision
with College / Department. This part of the
process not tested and will be developed in
Lumesse in phase 2.
12
INTERVIEW ARRANGEMENTS
Where possible dates will have been stated in
the advert and panels arranged in advance.
Emails to be sent to candidates inviting them to
interview from Lumesse or as current process
13
INTERVIEW ATTENDANCE
Interview forms will be unchanged
Department / College interview panel to
include a HR Officer
14
POST INTERVIEW
Unsuccessful informed. Successful receives a
further information form. Offer letter sent which
includes pre-employment checks and references
HR Officer has 3 new steps to complete on
Lumesse: reject unsuccessful, send request
for further information to successful and
define conditions of the job.
Recruitment Team
Systems Team
15
CLOSURE OF PROCESS
All applicants processed and vacancy archived.
Report run to transfer details to Oracle
Quality survey from successful candidate
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Online Recruitment procedure September 2013
The Recruitment Procedure July 2012
Background
1
Identify a vacancy
At the point when a vacancy is identified the Human Resources Officer (HRO) will
discuss the vacancy with the Manager and should refer the Manager on to the
nominated Recruitment Officer (RO) to start the process. The HRO should also
ensure that the Manager has received Recruitment and Selection training and if not
provide details on Marshall Online Training as a minimum requirement
http://swansea.marshallacmtraining.co.uk/
A vacancy is when there is a post to be filled and is usually a result of:
A colleague leaving
Other temporary reduction in staffing such as a colleague takes maternity
leave, reduces hours or goes on long term sick.
Additional resources become available eg research funding
New posts are identified in the College / Department strategy
It is important to think about how the vacancy will be filled before doing anything –
things to consider may be:
Do we want to replace the person leaving on a job for job basis?
Has the job changed and will this have an impact on the grade
Are the other better ways to deliver the service?
Are there other colleagues who would be interested in additional hours?
Could existing resources be reallocated?
Your HR Officer will discuss the options with you and agree the best way to
proceed.
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Online Recruitment procedure September 2013
2
Logging in
When you have decided to recruit you will need to talk to you Recruitment Officer about
the process and ask to be set up as a Lumesse user.
The Recruitment Officer will set the new Lumesse User and provide details on how to
log in to the system at https://emea3.mrtedtalentlink.com/
The system is compatible with Firefox, Internet Explorer (version 6 and above) and safari
Pop ups will need to be enabled.
On the first log in the default language is English US which must be changed to English
UK or Welsh. The system is also enabled in Welsh but no other language in the list.
The URL to the site is: https://emea3.mrtedtalentlink.com
The company name is : Swansea University
Your logins: as in your email address (without the @swansea.ac.uk)
Password: Lumesse1
Change the language to English UK first before entering details
A more detailed procedure on logging in and navigating the system is available at 2.1
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Online Recruitment procedure September 2013
3
Completing the Requisition for approval
Log into Lumesse and enter the details (as on the L6666 previously)
This is stage 1 of the Job Opening. This form replaces the L6666 and all of the details
required for financial approval must be completed.
The Recruitment Officer will provide support and guidance with completing the new job
opening form. The guidance can be found at step 3.1- Completing the requisition
There is an up to date list of the fields in the requisition available at 3.2
A red asterix * denotes a required field
The new fields you may not be used to seeing are:
Post Number for established posts – explain.. this is the responsibility of the Manager if
this is known or the HRO for replacement posts and Finance for new posts
Expected Grade – this is completed before confirmation of the grade by the RO
This should default to A blank form so go to next and leave as default.
Import Requisition description Content from
An existing job opening
A blank form
Funding Code. It is the responsibility of the manager to detail the funding details so if
there is a split code the details of how the funds should be split need to be documented
fully (eg the % against each code and the time against each code)
Sirius calculation – this needs to be completed at www.siriusweb.leeds.ac.uk and
copied and pasted into the requisition. The box is small but can hold up to 4 sirius
calculations which can be viewed in full later on.
Is a Logo required? This is essential for some posts which can not be advertised
without displaying the funder’s logo. This needs to be selected from the drop down list
but if not there please advise the RO as soon as possible.
Is there the full salary range
A limited point or a fixed salary?
The usual expectation is that the full salary range is advertised but this is not
always possible if the post has been costed at the minimum point or a middle
point.
The full explanation of all of the fields on the requisition is attached as step 3.2
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Online Recruitment procedure September 2013
When this requisition is completed click on CREATE to save the requisition and go
back later.
You have now created the Requisition ready for financial approval (or the L6666)
Or click next to identify the teams involved.
The details will be saved on Lumesse and a number allocated. This number will be used
as the vacancy reference number. The system generates a number depending on
whether the post is in
Academic College – reference will be AC 00001, AC 00018, etc
Support Department – reference will be SD 00001, SD 00018 etc.
To go back into a requisition to edit go to the job content tab and the Job Requisition sub
tab:
All of the details you have entered will appear on the Job Requisition screen
You must ensure that you identify the Recruitment Officer and the HR Officer on the
system. That way the vacancy will be flagged on the home page of the Recruitment
Officer and themselves. It will also be viewed by the HR Assistant who will be able to
deal with any queries on where the post is in the process and to be able to deal with any
queries in the absence of the HRO.
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Online Recruitment procedure September 2013
You now need to notify your HRO of the post and discuss the job details and grading
with the RO.
For HR information:
Some of the documentation required for advertising will be outside of Lumesse such as
the grading forms and any correspondence or information. Vacancy folders will continue
to be set up on the H: Drive but these will be split between Academic College (AC) posts
and Support Department (SD) posts. The folders are located in
H:Vacancies/2012/Academic Colleges
H:Vacancies/2012/Support Departments
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4
The Approval Chain
Approving vacancies will now be done online. The Manager will have completed the
requisition up to the end of the financial details, added the Recruitment Office, HR
Officer and approval team. It is very helpful if you also then inform the HRO who will
assist you with following up the vacancy.
The HRO is responsible for checking that the approval team is correct against agreed
names with approving authority in a College or Department. All approvers will be named
in the Service Level Agreement (SLA) to be circulated.
The approval will be sent electronically (depending on funding) to Head of College/Dept,
HRO, Financial approval, Recruitment
The Approval chain depends on the type of funding :
a) Established funding (core business plan, HEFCW funding) approval chain:
Head of College / Department (or their named representative)
HRO
Finance – who may refer on to PAWG or SMT
Recruitment Team
b) External Funding
Head of College / Department (or their named representative)
HRO
DRI
Recruitment Team
c) Mixed Funding
Head of College / Department (or their named representative)
HRO
Finance – who may refer on to PAWG or SMT and DRI
Recruitment Team
You will need to add in the relevant approvers on the Job Approval tab. If more than one
colleague is named at an approval step then the system will require both to approve it
before the requisition moves to the next step. Unless there are exceptional reasons only
one name should be added at each step of the process. If the wrong name is added it
can be amended or forwarded by the incorrect person to the correct person.
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Online Recruitment procedure September 2013
Adding the Approvers
To progress the job you need to allocate approvers to the Job Approval Process:
The next step is to start the Approval chain. In the Job Approval tab in the job click on
the blue square with a white cross where you have 2 options:
Edit Team Members – where you can add or change team members
Start Approval Chain – this is needed as the approval chain does not start
automatically.
The Approval chain will only be
started when the correct number
of names are entered – at least
one name at each step of the
approval
One the approval chain has been started an email will appear which is a standard email
but can be changed if you want to add any information or personalise the email.
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Online Recruitment procedure September 2013
Click on Submit to send the email and start the approval chain
The approver will be notified in their Inbox as well as in the Task box on their Lumesse
homepage.
The process for Approvers is attached at step 4.1.
As a manager you will need to check the progress of your requisition and any comments
made during the approval stage will be recorded in Lumesse. This may include rejection
comments.
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Online Recruitment procedure September 2013
Requisition rejection
If the requisition is rejected at any stage then this needs to be discussed outside of the
system and the reasons for the rejection notified to the Manager.
The requisition will then need to be edited as required and then saved.
When the changes have been made then this needs to be communicated to the HRO
who can re-submit the job for approval.
At times the post needs to be forwarded to others for approval – most usually the Post
Approvals Working Group (PAWG) or the Senior Management Team (SMT)
This is done by the finance team forwarding the requisition to the user Post Approvals
Working Group so that the requisition can be picked up and added to the agenda of the
meeting.
When the minutes are returned Lumesse will be updated and the post can progress if
this is approved. The PAWG procedures are attached at step 4.2
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5
Job Content
The Manager should complete the proformas which are available at
www.swansea.ac.uk/personnel/recruitmentselection/recruitmentforms to include the
following.
The Job Description
The Person Specification
The Role Description
Questions relating to the job:
- Welsh language requirements
- Health surveillance
- Criminal record disclosure
The proforma must be emailed to the Recruitment Officer. It is the RO’s responsibility to
enter the details on the system and where necessary to amend the details.
Further information on what needs to be included in the proformas is at step 5.1
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6
Grading
These details above provide all of the information needed to grade a job.
All posts will be graded prior to advertising. This will be done by the Recruitment Officer
and will remain a separate process outside of Lumesse. Grading can still be done while
the approval is going through if the forms have been completed and submitted.
Any queries about the grade of a post will be dealt with directly between the Recruitment
Officer and the Manager.
In the case when a post is approved at a lower grade but the HERA outcome is a higher
grade the post will need to go back through the approval chain to ensure financial
approval at the higher grade.
Grading is done using HERA (Higher Education Role Analysis) to ensure that new
posts being advertised are consistent with the grading structure at Swansea
University.
To reach the final grading decision the Recruitment Officer may ask follow up questions
about the job, or seek further clarification.
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Online Recruitment procedure September 2013
7
Redeployment Advertising
Following the approval and grading outcome the job will be prepared for posting. The
vacancy will be circulated to the redeployment list of staff for one week in the first
instance. The vacancy will be circulated by email and the link to the vacancy will be
attached so that staff on the redeployment list can apply online.
The eligibility of the applicants will be verified by the RO. If there are eligible applicants
for the post then these will be forwarded to the Manager with the usual shortlisting forms
for consideration. The HRO will be copied into any correspondence so that they are
aware that there is an application being processed. The usual shortlisting process
needs to be followed see process stage 10 and if the candidate is not suitable the
justification needs to be provided to the RO together with the relevant paperwork. If the
candidate is suitable for interview follow process stage 12.
The HRO will follow up unsuccessful applicants at interview stage and will notify the RO
if the post needs to be advertised more widely.
If there are no applications the post will be advertised externally and the Manager and
HRO informed of this. The vacancy will then be advertised more widely.
The current University redeployment policy is attached at 7.1.
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8
Posting and Advertising
Posts will always be advertised on the University website, the Job Centre Plus and
jobs.ac.uk (for academic and related posts) and in any other media that the Manager
thinks is appropriate. If this is the printed press then the Recruitment Officer will liaise
with AdsFab, the advertising agency. Costs and a proof of the advert will need to be
approved by the recruitment team in liaision with the Manager / budget holder.
All academic posts are automatically advertised on jobs.ac.uk and all posts will be
advertised in the Job Centre Plus.
Jobs can be advertised in the Social Media sites LinkedIn, Facebook and Twitter if
required. The Social Media policy is currently being developed.
Screen shots will be taken from the relevant media and stored on the H: Drive.
All academic, research and other specialist jobs above grade 7 will be advertised for a
minimum of 4 weeks. All Advertising costs will be recorded against the vacancy by the
Recruitment Officer. See procedure 8.3 on recruitment costs
Applicants will be received and an up to date list is available on the HRO, HRA, and
Recruitment Officers homepages of Lumesse.
This table can be accessed by clicking on the left side toggle bar and selecting jobs.
All jobs listed here. Applicants received here. If the job is posted is clearly visible here.
The table shows candidates that are new, in process and offered.
In order to save time in the Recruitment team and to reduce the clerical tasks involved in
the process for some jobs we have set up Routing Rules which progress applicants
through the pre-screening part of the process as soon as they apply rather than this
being a manual task after the closing date. This means that managers will have the
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Online Recruitment procedure September 2013
ability to see candidates details before the closing date. See step 8.2 for further
information on Routing Rules (for Recruitment Team or information only).
While Managers may be able to see candidates before the closing date best practice
would require that shortlisting does not take place until after the closing date to be fair on
all applicants. The shortlisting paperwork will not be sent until the closing date at which
time managers should arrange time to shortlist in a consistent way. See further
information on shortlisting at step 10.
At advertising we now have the flexibility to change the application process for each job.
This allow us to develop job specific application forms which ask candidates to
demonstrate how they meet the required criteria for the job. The benefits of this are:
All applicants are clear about the requirements of the post
All applicants are clear on how to apply
All applicants understand that they need to give relevant example
Shortlisting becomes more streamlined
Further information on how to create the job specific application is available at step 8.1
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9
Closure Process
The first stage in Lumesse is the pre-screening stage which is undertaken by the
Recruitment Team unless Routing Rules have been applied as described above.
Following pre-screening, the shortlisting panel members will be able to view the
applications online. The Recruitment team will prepare all of the shortlisting forms – (the
individual shortlisting form and the Shortlisting panel declaration form)
It is helpful at an early stage if Managers identify panel members so that we can check
that they have been trained and set them up as users on Lumesse. Managers should
notify the Recruitment Officer in advance if additional shortlisting panel members are
required.
Managers may prefer to forward the applications by email – this is only recommended if
there are low numbers of applicants otherwise the recipients inbox will be overloaded.
To create a pdf of the candidate pack which includes all of the applications submitted
see process step 9.1
There is a guide for individual Shortlisting at process step 10
The Recruitment Team receive daily reports showing the jobs that are closing so will be
in touch with Managers to discuss the shortlisting process.
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Online Recruitment procedure September 2013
10
Shortlisting
Recruitment Officers will assist panels in shortlisting. The process will not change
initially as panel members will still need to complete a paper tick sheet for each
candidate reviewing their application against the criteria on the person specification.
There needs to be a form completed online for each applicant but initially this will be a
very straightforward form confirming that the application has been considered.
The Manager will need to arrange a shortlisting panel and this will have been discussed
with them during the process. The panel must be balanced in terms of gender and panel
members must have been trained in recruitment and selection. HROs or members of
the recruitment team may assist with the shortlisting process if required.
Managers should shortlist applicants against the criteria on the person specification and
should only interview those who meet all of the essential criteria.
The process will be:




View applications online
Record on the tick sheet whether essential and desirable criteria have been met
Confirm on the applicant’s online record that the application has been considered
Meet at the panel shortlisting stage and complete the panel shortlisting form
identifying the candidates to be invited to interview and those that are reserves.
Online shortlisting has been trialed in a limited number of posts with some success and it
is anticipated that this will be rolled gradually as the system becomes more embedded
and colleagues more used to using Lumesse.
The Online shortlisting process is available at step 10.1 and if you would like to use this
as an alternative to the paper tick sheet then please contacts the Recruitment Officer.
Shortlisting – general principles
It is the responsibility of the Manager to make shortlisting decisions. You will be
accountable for decisions made and if there is a request for feedback, a query or
even a complaint you will have to be able to justify all shortlisting decisions.
Decisions must be based on evidence provided by the candidate so avoid making
assumptions and refer only to the information provided.
Shortlists will not be routinely checked so if you need assistance or guidance with the
process please discuss this with your Recruitment Officer and if you require training this
can be arranged.
Following shortlisting the process becomes the responsibility for supporting the process
changes from the Recruitment team to the HR Officer.
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Online Recruitment procedure September 2013
11
Return of shortlist
The completed shortlisting forms and applications need to be returned to the
Recruitment Officer. Shortlists will not be routinely checked so if you need
assistance or guidance with the process please discuss this with your Recruitment
Officer and if you require training this can be arranged
Unsuccessful candidates will be rejected in Lumesse and an email will be sent out.
Feedback will be provided by the Recruitment Team if this is straightforward and evident
from the documentation. Where it is difficult to justify the reasons for rejection the
feedback request will be passed on to the Manager who is responsible for the decision.
For the online recruitment process there will be no paper forms to return but Managers
will need to email the Recruitment Officer with the names of the applicants who have
been shortlisted.
Following shortlisting the process becomes the responsibility for supporting the process
changes from the Recruitment team to the HR Officer.
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Online Recruitment procedure September 2013
12
Interview Arrangements
HROs are responsible for all interview arrangements. The dates and panels will have
been discussed in advance and where possible the interview date will have been
included in the advertisement. HROs should discuss the details with the Manager and
send an email / letter of invitation to candidates. This can be done through Lumesse
and a standard email has been prepared however this part of the process has not been
thoroughly tested and will need to be developed following implementation.
HROs should prepare the interview forms and the agenda and save all documents as
well as any emails or other correspondence in the electronic vacancy folder. Panel
members will be able to print off their own applications or view these online in the
interview where they have an ipad, laptop or other technology.
The HRO/HRA should ensure panel members receive the interview papers including the
agenda and candidate notes (form L9158) for each candidate. The Chair should have in
addition the panel score summary (form L9160) and Interview Panel form (L9157).
All arrangements such as travel and accommodation issues will be dealt with by the
HROs and any cost should be recorded on Lumesse. Costs are a new part of the
process but this is something Managers said they would find helpful. Costs can be
recorded only against the vacancy or against a named candidate.
Each vacancy has a Budget and Cost tab to record costs – in the attached example
there are costs for advertising and travel. This can also be used to record CRB,
relocation or other recruitment costs.
To add a cost click on the orange arrow and the following window will appear to be
completed:
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Online Recruitment procedure September 2013
See procedure 8.1 on recruitment costs
13
Interview Attendance
HROs will attend all interviews where this is deemed appropriate. HROs should ensure
that there is gender balance and that panel members have been trained. The HR
representative should explain the use of the forms and ensure these are completed fully.
The recommended composition of interview panels is attached at 13.1
The forms need to be returned to the HRO
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Online Recruitment procedure September 2013
14
Post Interview
a) Rejecting unsuccessful candidates.
b) For successful candidate HRO to proceed to the next step which generates a
template email: request for additional information (HESA form)
c) Define conditions for the job
See Process 14.1
Following the interview, the HRO should update Lumesse and contact the successful
and unsuccessful applicants. It is the HRO responsibility to provide feedback and to
follow up the appointment process for the successful candidate.
In Lumesse the successful candidate’s status becomes offered. At this stage they are
sent a further form to capture the information required to appoint them – mainly the
HESA information. All unsuccessful candidates need to be changed to rejected in the
system.
The HRO sends out the formal letter of appointment and carries out pre employment
checks and chases references. This can in time be done through the system but to date
has not been tested and the correct proformas and letters not yet added to the system.
For all candidates the employer’s reference needs to be received before the
appointment can be confirmed. The HRO also follows up any post interview issues such
as Certificate of sponsorship, CRB or relocation expenses.
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15
Closure of Process
The HRO should collect all short listing and interview monitoring forms and applications
and pass to the Recruitment Officer for archiving. It is intended that these will be
scanned and saved electronically in time. Following implementation the very reduced
amount of paperwork will still be saved in a folder and filed in a numbered box and sent
to the storage (dungeon!)
For good housekeeping the Recruitment Officer will ensure the vacancy is finalized on
Lumesse and a quality survey sent to the successful candidate.
The vacancy folder on the H: will be moved to Archives 2012
The full closure process is at 15.1
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List of further processes:
Appendix Number
Title
2.1
3.1
3.2
4.1
4.2
5.1
8.1
8.2
8.3
Logging in and Navigation
Completing the Requisition
the fields on the Requisition
Approving a requisition
Post Approval Working Group
The Job content
Creating a job specific application
Creating a routing rule
Recruitment costs
The redeployment policy
9.1
10.1
10.2
11
12 .1
To create a Candidate pack
Shortlisting
Online Shortlisting
14.1
15.1
Post Interview process
Closure process
Interview arrangements on Lumesse
26
Still to be
completed
Online Recruitment procedure September 2013
2.1 Logging in and Navigation
Logging in
You will need to be set up by the Recruitment Officer and your access rights will depend
on what you need to do in the system. This may be setting up a job, shortlisting and
interviewing or just viewing.
The URL to the site is: https://emea3.mrtedtalentlink.com
The company name is: Swansea University
Your login is: your email address (without the @swansea.ac.uk) j.c.jones
Password: Lumesse1
Please change the language to English (UK) or Welsh. No other language has been
activated at Swansea.
Set the URL as your favourites to save time logging in the future – Favourites, Add to
Favourites bar
To change the password go to the top grey tool bar and select the User Preferences
button where you will have the options:
User preference
User Data
Change Password
number.
-to change timezones or standard formatting of your workspace
-to add in personal information if required
- the password rules - least 8 characters, one capital and one
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Online Recruitment procedure September 2013
Navigation
Left Dynamic Menu
The navigation menu available on the left of the workspace provides direct access to all
pages of the application through a classic tree-based navigation. The items available to
you in the navigation menu are displayed according to your rights and roles. Use
to
expand the collapsed links, such as Reporting, Settings, and to display further items.
Dynamic Navigation Menu
Items
Home
Explanation
Returns you to the workspace.
Jobs
Displays all job openings you can access.
Candidates
Displays all the candidates you can access.
Communication Centre
Takes you to your messages, tasks and calendar.
Reporting
Takes you to all reports you can access (standard reports,
ad hoc reports, referrals and OFCCPs).
Settings
Takes you to system administration and template
management (Admin users only).
Workspaces
Takes you to the list of available workspaces.
New
Enables you to create new items (job openings, external
candidates or employees and new messages).
Advanced Search
Gives you access to the advanced search engine on
candidates and jobs, and to your search favourites.
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Online Recruitment procedure September 2013
Using the Header
The header has two sections: upper and lower.
The upper section is visible by default, but can easily be hidden using the fold/unfold
icon on the lower section. It displays the name of the user, as well as giving access to
the Help Centre, User Preferences, and Logout.
The lower section has controls to fold/unfold the upper section, perform a Quick Search
on Candidates and Jobs (see page 29), open the Help file
, and Logout
, access User Preferences
.
Quick Search on Candidates and Jobs
The Quick Search bar is in the lower section of the Header.
To perform a quick search:
1.
Select Candidates or Jobs for your search (the icon changes accordingly).
2.
Type in the text you want to search for, then click
.
A quick search on Candidates returns a list of candidates whose first name, last name,
email or candidate Id contains the requested text.
A quick search on Jobs returns a list of jobs where the Title or Job Number contains the
requested text.
Please note that during the open period of a job candidates may be anonomous so not
located using the search facility.
To find your jobs
 The action to do to find all jobs that you are involved requires
 Opening the left side toggle arrows
 Go up to Jobs and enter:
29
Online Recruitment procedure September 2013
 The action to do to find all
jobs that you are involved
requires
 Opening the left side toggle
arrows
 Go up to Jobs and enter:
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Online Recruitment procedure September 2013
3.1 Setting up the Requisition:
Log onto the system using the following URL;
https://emea3.mrtedtalentlink.com/
Key in the following:
Company Name: Swansea University
Login ID: as in your email address without the @swansea.ac.uk
Password: - remember passwords are case sensitive
Language: English UK or Welsh
Set the URL as your favourites to save time logging in the future – Favourites, Add to
Favourites bar
The process for Managers to follow at this stage:
1
Creating a Requisition
2
Gaining Financial Approval
3
Completing Job details
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Online Recruitment procedure September 2013
1
Creating a Requisition
To create a new requisition:
Click on the left toggle bar to open an action box. Click on New and then Job Opening.
This will open up a blank Requisition form which needs to be completed. Some of the
fields are mandatory and others are not. The mandatory field have a red asterix * Most
of this form needs to be completed by the Recruiting Manager but there are some fields
which need to be filled in by either the Department for Research and Innovation (DRI) or
Management Accounts depending on where the post is funded from.
There is a list of fields available to assist you in the process at step 3.2.
Go through each of the fields and the pages by selecting next.
You will then need to identify the Recruitment Officer and the HR Officer. These are
important names to add into the process and without these the job will not appear on the
HRO or RO homepage automatically. You will need to over-ride your own name which
defaults to the Recruitment Officer. You should be added as the Recruiting Manager. If
one of the names you need is not available in the drop down list or in the search then
please contact the Recruitment Officer as they may not have been set up on Lumesse.
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Online Recruitment procedure September 2013
Identifying team members
Select the Recruiting Team here – please add your Recruitment Officer from the drop
down field. The job will then appear on their home page so that they are aware of the
new post.
Select the HR Officer in the Operational Team from the drop down list and the job will
also then appear on their home page
You will be identified as the Recruiting Manager
All other team members can be added at a later stage but without adding one
Recruitment Officer and one HR Officer there will be no notification to follow this up. It is
good practice to identify colleagues who will be involved in shortlisting and the interviews
at an early stage so that they can be set up with a user account and will have the time to
undertake the required training.
Human Resources Officer and Recruitment Officer
When these names have been added please select CREATE and you have set
up the requisition.
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Online Recruitment procedure September 2013
Gaining Financial Approval
When the Requisition has been created and the teams involved in the rest of the
process have been identified then the approval chain needs to be added and
then approval chain started.
The approval chain is:
1 Head of College / Department
2 HR
3 DRI and / or Management Accounts
4 Recruitment Team
The exact Approval chain depends on the type of funding :
Established funding (core business plan, HEFCW funding) approval chain:
Head of College / Department (or their named representative)
HRO
Finance – who may refer on to PAWG or SMT
Recruitment Team
External Funding
Head of College / Department (or their named representative)
HRO
DRI
Recruitment Team
Mixed Funding
Head of College / Department (or their named representative)
HRO
Finance – who may refer on to PAWG or SMT and DRI
Recruitment Team
You will be able to see where the job is in the approval chain from your jobs
home page.
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Online Recruitment procedure September 2013
The attached are the fields in the requisition:
Field
Response
Job Title
Free text
Organisation
This can be either Academic
Colleges or Support Departments
(and is likely to be pre-populated
for your area.
Organisational
Structure
Contract Type
Type of
funding
Import
Requisition
description
Content from
Next
Completed by
Recruiter
Recruiter
Comments
Exceptions
You have access only
to the your own areas
of responsibility
There may be some posts
funded by more than one
College or Department – there
needs to be one selected to be
considered the employing
department but more than one
research code may be used
This gives the College or
Department hierarchy to choose
the relevant Department or section
Choose from permanent, fixed
term etc
The options chosen here drive the
approval process
Recruiter
The departments and
sub sections are for
reporting only.
Recruiter
Established will be
approved by
Management Accounts
External by DRI
Mixed funding will
involve approval by
both DRI and
Management Accounts
Existing job opening
Blank form
Recruiter
This allows the
revision of a previous
job rather than creating
new each time
This takes you to the
box to define the job
requisition.
Recruiter
Recruiter
35
For posts funded from external
sources but this becomes
established funding please
select established – for
example if the NHS are part
funding a Medical position in
the University
Online Recruitment procedure September 2013
The job title and
College or Department
will be pulled forward
and the job number
pending
Due date
Location
Post number
The expected start date
Free text
This is for established posts only
and is on the establishment
Type of
funding
Job family
Recruiter
Recruiter
Recruiter if
replacement
and established
or Finance if
new established
position
Recruiter
Should be pre populated from
previous field
These are the standard job families Recruiter
in use
Reason for the Select options
Recruiter
recruitment
Expected
1-11 or miscellaneous
Recruiter
Grade
If fixed term
please state
reason
Finance code
Free text
Recruiter
Free text
Recruiter
36
If this is a new post
please leave blank and
it will be completed by
Finance
For all Senior positions
– Director or Chair
please select grade
11. This can change
subject to HERA
approval
This will need to be
clear before the post
will be approved
The requisition can not
Miscellaneous will only be
used in exceptional adverts
such as KTP appointments.
Online Recruitment procedure September 2013
be approved without
this
Subjective
code
Please enter
the Sirius
calculation
here
Total cost
Drop down
Recruiter
The Sirius calculation needs to be
done on
www.siriusweb.leeds.ac.uk and
copied into the requisition
Copy from the above Sirius
calculation
Recruiter
Is a logo
required
Chose logo or select NO
Recruiter or DRI
Post included
in business
plan?
If No how is
post to be
funded?
Source of
funding
Please provide
the justification
for the post
College /
Department
Yes or No
Recruiter
Drop down list
Recruiter
Drop down list with other if the
source of funding is not included
Free text to explain the reasons –
financial or academic justification
Recruiter
Please select from drop down
Recruiter
Recruiter
This is for ease of
reference for the
financial approver
This is essential for
some externally
funded positions such
as EU funding, for
audit purposes
If externally funded this
is not relevant
For established posts
only
Recruiter
37
This is repeated
because this selection
is what shows on the
Online Recruitment procedure September 2013
Is the full
Free text and this should be as
range of salary costed in the Sirius calculation
scale available
or up to a fixed
point
Recruiter or DRI
/ Finance
End date of
funding
Funders
statement
If external only
DRI
This is completed by DRI if there is
a statement which is required in
the advert, Job Description and
contract of employment
Select from the dropdown list
DRI
HESA code
Grade Group
Contract Section of the Job Requisition
Number
This is the number of posts to be
available
advertised
Contract Type Select from drop down
Expected
Enter information in dd/mm/yyyy
contract dates format
Standard rates This is not required but is for use if
employing contractors – not used
Recruiter
Recruiter
Recruiter
Recruiter
Recruiter
N/A
38
web site and may be
different
The usual expectation
is that the full salary
range is advertised but
this is not always
possible if the post has
been costed at the
minimum point or a
middle point
This is a further
breakdown needed for
reporting.
Online Recruitment procedure September 2013
Duration
at Swansea but can not be
removed.
The length of the contract
Recruiter
Schedule type
Select from drop down
Recruiter
Working hours
Recruitment
form
About the post
Where do you
want to
advertise the
post?
Number per week usually
Select external and employee in all
cases
Recruiter
Recruiter
Free text, please list
Recruiter
Shortlisting
panel
members
List names and email addresses
would be helpful
Recruiter
Interview
panel
members
Is Welsh an
essential
requirement of
the post?
As above
Recruiter
Options are essential or desirable
or not applicable which if selected
needs to be justified in the Admin
comments section. If no
Recruiter
39
This could be different
from the contract dates
This is about working
patterns, full time, part
time etc
This would be the web,
job centre plus as
standard and jobs ac
uk for all academic
posts as standard
Helpful if this is
indicated early on in
the process so that
these individuals can
be created in the
system and set up as
users
As above
The assumption is that
as a Welsh Institution
Welsh should usually
be a desirable – if it is
Online Recruitment procedure September 2013
justification is provided then the
post will have Welsh as desirable
as the default position
Will the post
involve contact
with under 18s
or vulnerable
adults?
Has the Health
Surveillance
form been
completed
Recruiter
Has the role
description
been
completed
Recruiter
Administrative
comments
CREATE
Recruiter
Free text
not then please
provide information on
why in the admin
comments section
To ensure CRB checks
are carried out as
required
This ensures that we
comply with the HSE
legislation and is
essential at the pre
employment medical
stage of the
appointment process.
This is essential for
non academic posts to
ensure the post is
graded and it can not
be advertised without
completing this stage
of the process
Recruiter
Recruiter
40
This allows the
requisition to be
approved before
completing the job
details.
Online Recruitment procedure September 2013
NEXT
Recruiting
Team need to
be selected
Operational
Team need to
be selected
Approver
Team need to
be selected
Job details
need to be
created
This should not be
used by the Recruiter
as it will delay the
financial approval
being submitted.
HR Officer
HR Officer
HR Officer
Recruitment
Officer
41
This will need to be
sent directly to the
Recruitment Officer –
using the current pro
formas for the
implementation period
Where the post is copied from
an existing requisition – such
as a Research post in a
college which is advertised
regularly. In this case the
Recruiting Manager can
amend previous details.
Online Recruitment procedure September 2013
User Guide for Approvers
Logging in
The URL to the site is: https://emea3.mrtedtalentlink.com
The company name is : Swansea University
Your logins: the beginning of your email address – without the @swansea.ac.uk
Password: Lumesse1
Please change the language to English (UK) or Welsh. No other language has
been activated at Swansea.
Process
Log in as above. On your desktop you will see:
A task App with the Tasks you have to deal with and the due by date and a
What’s New box
To see all of the jobs in your area you will need to run a report. There is a report
set up which is detailed in the section called reports.
The new Approval Process:
The actions you will need to carry out in the system are:
Viewing a Requisition
Approving the request
Rejecting the request
Forwarding the request
Running a report on the requisitions processed or outstanding
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Online Recruitment procedure September 2013
1
Viewing a Requisition
The requisition can be viewed in 3 ways,
from an email which means you don’t need to log into the system at all
From your task app on your home page
From in your communication centre in the system accessed from the left
toggle menu.
2
Approving the request
Your role in the process is to ensure that there is sufficient funding to advertise
the post as requested. The details you need to check should be completed. If
they are not you can either make notes in the Administration section or you can
return to the Recruiting Manager to complete.
You can not make changes to the requisition.
If you are happy that there is sufficient funding available and that the details are
correct then you should Approve the requisition
3.
Rejecting the request
If you are not satisfied that there is sufficient funding for the post or that the
details are incorrect – such as the FTE or the finance code then you should
REJECT the requisition and provide your reasons in the Administration
comments section.
4. Forwarding the request
It may be that the requisition needs to go to a colleague and you have this facility
if you log in to the system and choose FORWARD. You could also forward the
email from your inbox however this will not update the task in the system. You
will need to forward on occasion to the Post Approvals Working Group and the
Senior Management Team for example. The PAWG is set up as a user on the
system so the approval can be forwarded to this user Post Approvals Working
Group
5
Reports
As approvers you have access to the reporting tool.
There are adhocs reports set up for approvers to be able to run existing reports
or to set up specific reports. There will be follow on guidance for developing
reports.
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Online Recruitment procedure September 2013
4.2 Post Approvals Working Group
The Post Approvals Working Group (PAWG) is the 2nd level of financial approval for
posts which can not be authorised by the accountants. Following the implementation of
Lumesse it has been agreed that the PAWG will continue to meet to consider new posts,
replacement posts, amendments to contracts and contract extensions / renewals and
that there will be 2 separate procedures :
a) Renewals or amendments to contract will continue to be processed with no
change using L6666 forms
b) Replacements or new posts – this is process 4.2 in the Online Recruitment
procedures.
Requests on Lumesse will be considered in a new way following the implementation of
Lumesse:
All posts that are agreed by DRI or Management Accounts – no need to report to
PAWG.
Phil Gough to confirm whether these need to be minuted to be reported to SMT or
circulated with the minutes to heads of Colleges / Departments and Finance / HR
colleagues.
Posts which can not be agreed by Management Accounts (and / or DRI on an
exceptional basis) will be referred to PAWG,
If a post requires approval from the PAWG the Management Accountant will forward the
request on Lumesse to the user Post Approvals Working Group User: This has been set
up and linked to the email address [email protected].
Forwarding an approval can be done from the users inbox,Taskbar of the homepage or
within the requisition approval tab. From the task bar click on Forward but ensuring that
the comments and the reasons for referring to PAWG are clear in the comments box
PAWG need to know the
reasons/background or they
will not approve the post
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Online Recruitment procedure September 2013
The post needs to be forwarded to another Lumesse user and this is Post Approvals
Working Group:
By forwarding the approval to the user PAWG a copy is sent to the PAWG email account
accessible by Bethan Price, Trish Davies and Julie Jones.
Before the PAWG meeting a requisition is prepared from Lumesse with all of the
information required about the post including the Management Accountant comments.
(this is attached at process step 4.3. This is passed to Bethan or Trish to add to the
agenda. (In order to improve this a report will be created to make this a simple process
of linking tables).
Following a meeting with the Post Approvals Working Group the following has been
agreed:
Bethan circulates the minutes as decisions as previously
If requisitions are approved - Julie goes into Lumesse as Post Approvals working
group user and approves the requisition noting the date of approval on the
requisition. The pst then continues through the approval chain to advert.
If the requisition is not approved this is rejected by the Post Approvals Working
Group user and the manager informed.
If the requisition needs to be forwarded to SMT then this is noted in Lumesse but
no further forwarding is required in the system.
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Online Recruitment procedure September 2013
4.3 An example of a requisition
PROFESSOR IN GERONTOLOGY
COLLEGE OF HUMAN AND HEALTH SCIENCES
Administrative Data
Job number
AC00197
Established (Business Plan, HEFCW, Core University
Type of Funding
funding)
Job Family
Professor
Grade Group
PR2 (Professorial)
Reason for the
New Post
recruitment
Expected Grade
11
Finance Code
is
SGD001
Full Time
Equivalent
Total Cost
=
1.0
63213 (MINIMUM COST)
Is post included in
yes
Business Plan
Please provide full
justification for the
post
This post has been costed at the minimum for Professorial
on the understanding that the salary is likely to be higher.
The post has been included in the Business Plan and
approved by SMT
Finance Comments
Post will need to be referred to PAWG as it is a
Professorial Grade.
Post included in Business Plan going forward - £67k
included in BP for 12/13
Christopher Morris 6.7.12
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Process Step 8.1 Creating a job specific application
The job specific application is a tailored application form changed for each post.
This is very helpful to enable candidates to provide relevant examples against the stated
Person Specification criteria and it is also very helpful to shortlisters who do not need to
search various attachments to decide whether the criteria has been met or not.
This method of application is more transparent and fair because all candidates are clear
on what information is required. The clearer we can be to applicants the fairer the
process will be. CVs can be required or optional or not permitted. It is preferable to be
clear to all applicants whether CVs are to be submitted so that all candidates have the
same opportunity and can be compared fairly.
If similar jobs are advertised then a previous form can be copied, saved under the new
job reference and amended.
To create the form - go to the left toggle arrows - Settings, Forms and Questionnaires.
AT the top of the page select Questionnaire and at the bottom select Create
new form.
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Online Recruitment procedure September 2013
You will then need to give the form a title – use the job reference and title and in the form
description call it application for ref.....
Go to Save and Edit
The blank form will open:
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Online Recruitment procedure September 2013
The questions need to be dragged in from the menu on the left. For these job specific
questionnaires:
Add in 2 section questions at the start as these do not need a response.
The 1st section question should be:
Please provide evidence against all of the following criteria. This information will
be used in the shortlisting process so examples should be used to evidence your
answers.
If you are shortlisted then the selection process will involve an interview and an
occupational test for which no preparation is required or a presentation (to be
amended as required)
The 2nd section question should be:
Essential Criteria
The other question should be free text questions relating to the person specification
criteria in order:
Essential Criteria
1. The ability to understand HR policies and procedures and to apply these to the
working environment.
2. Previous experience of working in a HR / Personnel environment or other transferable
experience which is demonstrably relevant
3. Excellent communication skills with the ability to explain procedures and regulations to
staff and managers.
4. Demonstrable organisational and planning skills to be able to manage a varied
workload with conflicting demands.
5. Evidence of attention to detail and a high degree of accuracy in written work.
6. Good IT skills in particular working knowledge of MS Office packages or equivalent.
7. The ability to work with confidential information.
8. The ability to prioritise work and meet deadlines.
9. Evidence of the ability to provide a high quality customer experience
10. An understanding of and a commitment to equal opportunities principles.
Desirable Criteria
11. Experience of using an HR Database, or similar.
12. Demonstrable experience of processing purchase orders
13. Knowledge of the HE / FE sector
14. Welsh speaker.
Change the criteria into questions so the form looks like the attached:
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Online Recruitment procedure September 2013
The free text questions need to be Huge (8 lines) and the question required:
A section question needs to be inserted to show the desirable criteria. The desirable
should not be required but should still be huge – 8 lines.
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Online Recruitment procedure September 2013
Please provide any additional information to support your application is the last question.
NOTE - Some questionnaires may be reused for jobs which do not change – these are
currently Research posts, grade 7, 8 and 9.
To use the job specific questionnaire you need to go into the job and into the Posting
tab. Click on the Blue cross next to the job and select Edit Application Process.
What you want to include in the application process is flexible. If you want to attach the
job specific questionnaire this is Questionnaire which is always on the default
questionnaire. Click on the eye icon to view options. (Ensure you are in Questionnaire)
and select the one you have created with the job reference on.
The Application process must include:
The Personal Information Form (PIF)
The Structured CV
Questionnaire 2 (which is the diversity form)
and attachments may be required, optional or removed completely.
When you have defined the application process you want for your job click on Save and
Close. You can then post the advert with the defined process in place.
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Online Recruitment procedure September 2013
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Online Recruitment procedure September 2013
Creating a Dispatching Rule
Dispatching rules are created on the Posting tab of the Job opening.
1.
Click No Routing Rules displayed to the right of the Job
Advertisement.
2. To add a routing rule, click Add new rule.
If a dispatching rule already exists and you want to add a new rule, click
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Online Recruitment procedure September 2013
Routing Rules Are Defined to the right of the Job Advertisement.
3.
Type the name for the Rule and add a description –
4.
Select the rule type from the dropdown list - generally we will be
using the prescreening rule which is defined as below:
The following types of rule are available:
Reject Applicant - candidates are automatically rejected
based on criteria pre-selected in the rule.
o
Link to Job - candidates are automatically linked to
another Job opening (pre-selected by the creator of the rule).
o
Start automatically the selection process - candidate files
are automatically processed (sent to the recruiters in charge).
o
5.
Then click on Edit Filter Criteria to use to set out the rule:
For prescreening select the OR button
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Online Recruitment procedure September 2013
Use the structured CV and select the first question:
Are you eligible to work in the UK at the moment?
Yes
No
6.
If you select multiple criteria, you must ensure that the operator
between the different criteria is correctly set: either or or and.
7.
Select the criteria for the rule (answers within the profile) and
then click Create local rule.
8.
Click save and close
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Online Recruitment procedure September 2013
Adding recruitment costs to Lumesse
This is a new function that will assist in monitoring recruitment costs and can be used for
auditing purposes. To add a cost in Lumesse go to the job and under the Job Content
go to budget and cost and click on the orange arrow – choose add new cost entry
The options are straightforward and there is an “other” for costs not covered.:
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Online Recruitment procedure September 2013
The costs can be Actual where this is known or estimates where it is uncertain. For
general costs such as the advert then the cost is not linked to a candidate but where this
is related to an individual such as travel or accommodation this can be linked to the
candidate by clicking on the down arrow next to candidate.
.
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Online Recruitment procedure September 2013
If an estimated cost changes
you can amend by going into
the job and clicking on the
pencil to edit – make the
changes then save
Also from the orange arrow is a report option – this will open an excel file with all
costs relating to this post. For a more detailed report on costs you will need to
run an adhoc report.
Costs will need to be completed by a number of colleagues throughout the
process:
Cost
Advertising / Agency
Accommodation
Who should complete
Recruitment team
HR Operations team / department or
college
HR Operations team / department or
college
HR Operations team
HR Operations team
HR Operations team
HR Operations team / department or
college
Various depending on cost
Travel
CRB
Visa / Certificate of sponsorship
Relocation
Interview / Assessment centre
Other recruitment costs
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Online Recruitment procedure September 2013
9.1 Procedure to Create a Candidate Pack
You can select the documents that you want to include – by clicking on the arrows at the
side of the documents you will open up the options. Generally I would suggest that you
remove the external PIF (Personal Information Form) as this is an additional paper that
doesn’t add to the selection process.
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Online Recruitment procedure September 2013
10.1 Shortlisting Guide
As a Hiring Manager you will have access to the candidates using the online
system for shortlisting. You will need to log onto the system using the following
URL;
https://emea3.mrtedtalentlink.com/
Key in the following:
Company Name: Swansea University
Login ID: initial.lastname – as in your email address (without the
@swansea.ac.uk)
Password: - remember passwords are case sensitive
Language: English UK (change this before you enter your password or you will
need to re-enter this)
Set the URL as your favourites to save time logging in the future – Favourites,
Add to Favourites bar
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Online Recruitment procedure September 2013
Shortlisting from the Task App
As soon as you log in you will see the following screen:
Apps
Here you will find Apps
such as your tasks, what’s
new and requisitions
(jobs) in progress
The selection process will begin with the Recruitment Team sending you
candidates to review. These will appear in your TASKS App and you will need to
click on each candidate to review and asses their suitability for the role.
When you click on the candidate a new box will open detailing the instructions
required for you to perform the short list
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Online Recruitment procedure September 2013
Short list task box – click on
candidate name “Cand One” to
open their details
This will then open up the full candidate details.
Job Title
Candidate details,
application form
etc
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Online Recruitment procedure September 2013
Shortlisting from the Homepage
It is possible to shortlist even if the tasks have not been assigned to your task
box. In this case you need to seach for your job by one of the following methods:
Go to the Search bar at the top of your home page and change the drop down to
Job Opening. Enter the job reference number here. Or go to the toggle bar on
the left of the screen and move the cursor up to the jobs tab:
This will bring up your job. Go to the Selection / Hiring tab along the top and this will
show you the list of applicants:
You need to click on these one by one and read the documents submitted and complete
the shortlisting forms as described below.
The candidate details will hold:
Personal Information form (PIF) which contains only the applicant’s basic contact
information and will not assist in the shortlisting process.
Structured CV which is the basic application form which outlines qualifications,
work experience and references for example
Questionnaire 1 which is the space for applicants to outline how they meet the
requirements of the post, the skills, experience and background as specified in
the person specification.
CV and any other attachments
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Online Recruitment procedure September 2013
You will need to open each of these attachments in order to consider the evidence
provided by the candidate against the criteria in the person specification. You will then
record your decision on the short listing form L9153 which will be emailed to you by the
Recruitment Team.
Once you have considered all the candidates please also complete the short list panel
form and return these to the Recruitment Team. If colleagues have also considered the
applicants they should also complete their short listing form and sign the panel form
indicating which candidates should be invited for interview. Once the Recruitment Team
receive the short list, they will verify and discuss any issues with you and then proceed
the candidate to interview stage where your HR Officer will take forward the process as
usual.
Shortlisting – general principles
It is the responsibility of the Manager to make shortlisting decisions. You will be
accountable for decisions made and if there is a request for feedback, a query or
even a complaint you will have to be able to justify all shortlisting decisions.
Decisions must be based on evidence provided by the candidate so avoid making
assumptions and refer only to the information provided.
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Online Recruitment procedure September 2013
Shortlists will not be routinely checked so if you need assistance or guidance with the
process please discuss this with your Recruitment Officer and if you require training this
can be arranged.
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Online Recruitment procedure September 2013
10.2 Online Shortlisting
To shortlist online you will need to have the job description and person
specification printed on your desk. You may wish to take additional notes but all
other papers will be on the desktop. There are 2 ways to navigate to online
shortlisting – from the Job page or from your Tasks App on your home page.
Shortlisting from the Job Page
Log in to Lumesse and go to the job by putting the reference number in the
search bar at the top, or by going to Jobs in the left hand toggle menu and
filtering on the department / college.
When you are in the job go to the Selection and Hiring tab and then choose the
applicants In Process:
Click on the first Applicant – this may be a name or a number and it will take you
into that applicant’s details and list the details of who shortlisting has been
assigned to. Click on the blue box next to your name and select Perform.
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When you click PERFORM
it will open up a new
window with the Feedback
Form (below)
You will also need to open the application from here
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Online Recruitment procedure September 2013
Leave the feedback form open and go back one step using the icons on the bottom of
your page to the applicant details and open up their application form:
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Online Recruitment procedure September 2013
To move between the application form and the feedback form use the Lumesse
icons at the bottom of your screen.
The decision on each application can be to Proceed, Reject or Put on Hold. This
is just your individual view and candidates will not be contacted until the
Recruitment Officer has formally rejected them.
Once you have individually shortlisted all candidates a shortlisting panel meeting
needs to take place and all shortlisters can discuss and agree the final shortlist.
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Shortlisting from the Task App
As soon as you log in you will see the following screen:
If you click on the Applicant’s name it
will take you to their details.
The feedback form can be opened from
this Task box too
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14.1 Post interviews
There are 3 actions required in Lumesse following an interview which should be the
responsibility of the HR Officer.
1. Rejecting unsuccessful candidates.
2. For successful candidate HRO to proceed to the next step which generates a
template email: request for additional information (HESA form)
3. Define conditions for the job
 Log into Lumesse
 Go to the job
 Go to the blue selection & hiring tab
 Go to candidates in process – these are the candidates that were not rejected
at shortlisting. The system will automatically show All candidates.
 Follow the instructions for each of the actions:
1. Rejecting unsuccessful candidates
Highlight all unsuccessful candidates by ticking in the box to the left of their name, then
when the names are highlighted click on the orange tab and go down to reject
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Online Recruitment procedure September 2013
This will open a new window (see below) and you need to complete:
a) Reason for rejection [reasons are general and for reporting purposes only] if this
is to be used for feedback then individual reasons would need to be provided but
this is not the intention now. There are no plans to report on this and if this
changes we will review the process.
b) Administrative Comments (optional to record any relevant information)
c) Contact Candidate – to email candidates from Lumesse choose Contact
Candidate by email
Or you can select ‘do not contact’ if feedback will be done more personally by
telephone after the interview. Link to Pool – We are currently not using any
talent pools so this needs to be left unticked.
It is the HRO responsibility to provide feedback and to follow up the appointment
process for the successful candidate.
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Online Recruitment procedure September 2013
2. For successful candidate
Go to Candidates in Process and you should be left only with the successful candidate.
Click in the box next to the successful candidate’s name
This time select Proceed with selected Candidate:
In the new window choose request for additional information [This is HESA & other
questionnaires to be completed by the successful candidate]
Click OK
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Online Recruitment procedure September 2013
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Online Recruitment procedure September 2013
The email template below opens – no need to change the message but you can - You
can view the message by clicking on the underlined sentence Do you want to edit the
message?
Add any contacts in to the BCC field – such as line manager/recruitment officer
Check the box ‘save email in candidate history’
You can add an attachment [may want to develop this to attach Terms & Conditions of
Employment etc]
-
Click send
The candidate step becomes ‘Request for Additional Information’
The system is set up to select the Offer form automatically.
In Lumesse the successful candidate’s status becomes offered.
The HRO sends out the formal letter of appointment and carries out pre employment
checks and chases references. This can in time be done through the system but to date
has not been tested and the correct proformas and letters not yet added to the system.
For all candidates the employer’s reference needs to be received before the
appointment can be confirmed. The HRO also follows up any post interview issues such
as Certificate of sponsorship, CRB or relocation expenses.
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Online Recruitment procedure September 2013
3. Define conditions for the job
This is important because it confirms the job information which needs to be transferred
into Oracle.
This time click on the name of the successful candidate and this will open a new screen.
Go to the Hiring Process
Then click on the Blue cross
and Define Conditions.
Some of the details will follow through from the job requisition, others you will need to
confirm. The form can be set as Agreed when the details are know by you and are final
– or it can be set to Approval Request if you need to confirm details with another – such
as the line manager.
We are looking at changing some of the fields such as :
Schedule type is the working pattern – choose full time part time etc.
The base salary may be changed to agreed salary as that is the required information in
that field.
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Online Recruitment procedure September 2013
This is now complete on Lumesse. The recruitment team will be responsible for
housekeeping and finalising the job on the system.
The HR Officer will follow up the appointment.
There will be a data file of all of the information provided to be confirmed by the HRO
before being transferred into Oracle.
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Process Step 15 – Closure of Process and housekeeping
When all of the interviews have been completed the paperwork need to be returned to
the Recruitment Officer who is responsible for the housekeeping of the paperwork and
the systems. The closure process involves 3 steps:
1. Lumesse System
The job needs to be checked. The final stage is that there are no candidates in
“in process”, one in hired and all other applicants are in “closed”. If there are
outstanding candidates these need to be moved on to the hire stage or to reject
them (though unlikely to need a communication at this stage).
The job status needs to be changed to Closed/Filled – this is done by going into
the job home page and changing the job status in the job requisition tab – Edit
Job Status
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Online Recruitment procedure September 2013
2. The H drive
The folder should be in the folder H:vacancies/2012/Academic College or
Support Department/All closed posts. It will need to be cut and pasted into
H:Vacancies/archive/2012/Academic College or Support Department
3. The paperwork
The papers which include the interview notes and maybe application forms that have
been printed need to be archived. Log the location on the spreadsheet in
H:Vacancies/Archive/Archived vacancies.xls. Put the papers into the numbered box.
Procedure for PAWG
On Lumesse any posts that need approving by PAWG (Post Approvals Working
Group) are forwarded on the system by the relevant accountant.
To ensure these are considered we need to go into the pawg user and follow up
any outstanding tasks. On Lumesse the user log in is pawg and the password is
Lumesse1.
On the home page of pawg there will be the task menu. Look only at the new
tasks in bold, or anything since the last meeting and you need to use the
information to create a requisition.
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Online Recruitment procedure September 2013
You need to go go into the job – so find this on the search menu and pull up the
job:
Copy everything from the job title to the bottom of the left column. Not all of
this needs to be saved on the requisition but it is easier to copy then delete lines
in word later.
Paste this into a new word document and save it in the vacancy folder on the H:.
Quite often this is at the start of the process so a folder may not exist – you may
need to create the folder first.
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Online Recruitment procedure September 2013
The word document just needs to be tidied up taking out the parts not required
by PAWG and leaving in:
Job Title
College / Department
Reference number
Type of funding
End date of funding (if fixed term)
FTE
Reason for the post
Total cost
Is the post included in Business Plan
Please provide full justification for the post
Administrative comments
The other thing that must be there is the Finance comments. To get these you
need to go into Lumesse and into the Post Approval Process tab. Then click on
view history
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Online Recruitment procedure September 2013
This opens up the finance comments which need to be copied and added to the
requisition. PAWG will not be able to approve without the finance comments.
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Online Recruitment procedure September 2013
When the requisition is completed this needs to be sent to Bethan Price and
added to the Pre-consideration table to be added to the agenda. If you email
the HRA responsible and Bethan and ask the HRA to add to the pre-consideration
table.
On Lumesse if you can go into the requisition – edit job requisition then in the
admin comments write the date – Going to PAWG on ….2013 then everyone is
clear about where the job is in the process.
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Online Recruitment procedure September 2013
To approve when the minutes are circulated:
When Bethan circulates the minutes then go back into PAWG user and on the
task menu open up the task and the attached box appears:
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Online Recruitment procedure September 2013
Approved PAWG
…..2013
Write in “Approved by PAWG and the date” then click Approve . This will move
the job onto the next stage which is the Recruitment Officer stage.
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Thank you for taking the time to read the procedures – if any of the steps are
not clear please contact Julie Jones at [email protected] or telephone
01792 602833 to discuss and the process will be amended.
The procedures will be reviewed as the Lumesse system becomes embedded
and any comments or feedback on any part of the recruitment and selection
process would be very welcome.
July 2012
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