Employee Applicant Tracking
A Guide
for
Hiring Managers
What is UT JOBS?
New Employee Applicant
Tracking System (ATS)
for the
University of Tennessee
What’s Different for
Departments?
• Online Requisitions Through IRIS
• Approvals Using IRIS Approval
Workflow
• Seven Business-Day Minimum Posting
Period for Exempt and Non-exempt
Positions
• One Stop for Approval from Office of
Equity and Diversity (OED)
• Ability to Manage the Applicant Hiring
Process Online
What’s Different for
Applicants?
• Ability to Search for Jobs by Campus or
Institute, Geographic Region, Zip Code
or Job Function
• Ability to Create Profile and Set Up
Social Network Notifications
• Ability to Submit Resume to Partially
Complete the Application
• Ability to Check their Application
Status
Getting Started
Access IRIS
Choose IRIS
Production
Enter Your IRIS
User Name &
Password
Access Position Create/
Change E-Form
Double
Click
Enter Effective Date. You
can use the current date.
Note: If this is a new position then you must
first email a PDQ to Dan Webb at DanWebb@utc.edu and copy MelanieSadler@utc.edu. Once approved, HR will
initiate this e-form on your behalf.
If the position exists in IRIS,
enter Position Number. If
unknown, the Position Number
can be located in IRIS PA20 by
searching for the current
incumbent.
Click “Yes” Radio Button to
Create Requisition.
Click Refresh Button to Find
Position. This is required to display
position in the area below.
Highlight Position.
Click Change
Example of completed
position request form.
Note: You may also
request changes to
the position among
this form.
If there are no other
changes, click Submit for
Approval.
The request will now be sent through the approval process. If an
approver rejects the request for any reason, you will receive an email
notification. Contacting the approver would be necessary at this
time. Once final approval is given, the initiator will receive a
notification e-mail. This only indicates completion of the approval
process. The position is not posted at this time. Melanie Sadler,
Laure Rodebaugh, or Jackie Strand will contact you, via e-mail once
approval is complete, to create the job advertisement content and
post the position in Taleo.
Viewing
Your
Requisition
In Taleo
Viewing Your Requisitions
• Access Requisitions Online
– https://ut.taleo.net
• If you are not logged into the UT
Network, sign into the ATS using
your netid and password.
• If you are logged into the UT
Network, you will automatically
be directed to the ATS menu.
Viewing your Requisitions
This is the screen you will see if you
are not logged into the UT Network.
Log in using your netid
and password. Any IRIS
user should have log in
access to Taleo.
To view your
requisitions, click
Recruiting.
On the Main Menu, click
View Requisitions to find
detailed information
about your job
requisition(s).
Each requisition is established in Taleo by an HR recruiter
once the position request approval process is complete. A
requisition will be viewable in Taleo by a hiring department
once the recruiter completes the process and posts the
position to the active external and internal career sites.
Note: Search Committee members may access the Taleo
System if names are provided to the HR recruiter when the
requisition is being developed.
When you are in the Taleo System, you will see this
information in the upper, right-hand corner of the
screen.
Your Name
Click to
return to
the Main
Menu.
Shows
information
about you
as a Taleo
user.
Click here
to log
completely
out of the
Taleo
System.
You will be presented a list of your active requisitions. Note
the number beside each requisition indicates the number of
applications you currently have for the requisition.
To view detailed information, click on the
requisition title.
You will be presented information about the requisition.
Use the scroll bar to see additional information .
The additional sections of the requisition are listed below.
Click on the arrows to expand each section.
•Administration describes the budgeting information.
•Description (External) shows the job description that
appears on the External Career Site.
•Description (Internal) shows the job description that
appears on the Internal Career Site.
•Prescreening shows the prescreening questions assigned to
the requisition.
After reviewing a specific
requisition, click the Return to the
Requisition List button to return
to the full requisition list.
Viewing
Applications
Viewing Applications
• A 7 business-day advertising period is
required before requesting to view
applications for your position(s). You may
contact Melanie Sadler, Laure Rodebaugh, or
Jackie Strand to request to view new
applications.
• The HR recruiter will log into Taleo and
review each received application to
determine if they meet the minimum
qualifications of the position. Those meeting
minimum qualifications will be released to
the hiring department for further review.
Those not meeting minimum qualifications
will remain in the Taleo system without being
further reviewed by the hiring department.
Viewing Applications
cont.
• Notice of applications to review are received
via email by the hiring department.
– Separate email for each application.
– PDF format or login to view.
• Enables search committee chair to forward
applications to search committee members.
Open the email as
normal. This example
reflects an email for
each applicant referred
by your Recruiter.
To send to other
search committee
members, simply
forward the email.
After entering a message and the email address(es) of the
Search Committee Member(s), click the Send Button to
forward information.
Note: This functionality allows
information to also be sent to nonUT search committee members, if
applicable.
Click on pdf link to
view application in
pdf. To view the
resume, click the
resume link.
Click on this link to take you directly into
the Taleo System to view the application
and resume. Viewing applications within
the system continues on Slide #35.
Note: Authorization to the applications in
Taleo is dependent on being named as a
hiring manager, hiring manager assistant
or a collaborator in the requisition PLUS
having IRIS access.
PDF Application
A general introductory page will appear.
To see the application, scroll through the
document.
PDF Application Sections
Note: The PDF applications
will be separated into these
sections.
This is the screen you will see if you
click the login link in the email and
are not logged into the UT Network.
Log in using your
netid and password.
To view your
applications, click
on Recruiting.
On the Main Menu,
click View Candidates
to view and manage
your applications.
A list of your active requisitions appears. Entering a
date in the Since field, enables viewing of candidates
who have applied since the specified date.
Click on the right arrow next to the
requisition title to see the list of candidates
to be reviewed.
Once an applicant is chosen from the list
by clicking on their name, the first screen
that may appear is a history of the
activities related to the candidate’s
application process for the requisition.
If the History of the
applicant appears, click on
the Job Submission tab to
see the candidate’s data.
The Candidate Personal Information will appear. Scroll
through the applicant information to see additional data. To
view the resume that was originally attached, click the
Attachments tab. To view the attachment, click on the title of
the converted file. Note: You may have to allow pop-ups from
ut.taleo.net in the web browser you are using to enable this
functionality.
Hint: Anytime you are reviewing an individual
candidate and want to return to the candidate
list, click the Up to the Candidate List button.
Managing
Candidates
Managing Candidates
• Each candidate goes through a series of steps
and statuses during the hiring process.
– See Appendix A for Steps and Statuses
• As a hiring manager or assistant, you will be
moving your candidates through these steps
and statuses.
• Once the HR recruiter reviews the incoming
applications, they will release them for
further review and the candidates will then
be listed among the UT-Search Committee
Review step with a To Be Reviewed status.
Managing your Candidates
• In the To Be Reviewed status of the Search
Committee Review step, each committee will
further review the candidates and select a
pool to be interviewed.
• Prior to establishing an interview pool, all
applications should be requested for review
and release by HR . The job posting can be
removed at any time the hiring department
informs HR of a sufficient applicant pool.
Managing your Candidates
• An important step in the exempt hiring
process is the approval of the primary and
secondary interview pools by the Office of
Equity and Diversity (OED). This MUST be
completed before interviews are scheduled.
Note: This step is not required for a non exempt
position. Non exempt instructions continue on
Slide #61.
Equity and
Diversity
Approval
The following slides will demonstrate step-by-step
instructions for moving a candidate through the OED step
and status approval process.
• You may change the step or status of multiple
applicants at the same time ONLY if all
selected applicants are moving to the same
step/status.
• As an example of changing multiple
applicants at the same time, this demo will
show the process for identifying the primary
and secondary interview pools for OED
approval.
• OED requests that each hiring department
submits both a primary and secondary
interview pool for approval. Primary pools
will consist of top candidates intended to be
interviewed and secondary pools consist of
alternate interview possibilities.
Equity and Diversity Approval
• To access the employment Applicant
Tracking System directly and not via an
email link, enter the following URL in
the search window of your web
browser:
– https://ut.taleo.net
Accessing your Candidate
List
If you are not logged into
the UT Network, you will
be asked to log in using
your netid and password.
To view your
candidates, click on
Recruiting.
On the Main Menu,
click View Candidates
to view and manage
the candidates for your
requisition.
A list of your active requisitions appears.
Click on the right arrow next to the
requisition title to see the list of candidates
to be reviewed.
From this display, you may choose multiple candidates and
change their status to ask for OED approval to interview.
Choose candidates by
checking the box to the
left of the names.
To change the status of all chosen
applicants, click More Actions, then
Change Step/Status among the dropdown menu.
Click the drop-down arrow to
choose the New Status Primary
Pool for OED Approval.
Check the Send Correspondence box. This
will send an email to OED that a candidate
has been placed in one of the interview
pools. There will be an email sent for each
of the candidates chosen.
Click Save and
Continue.
Click the Selector button
to be presented a list of
correspondence.
Click the Select button for the UTReady for OED Approval
correspondence.
Notice the
correspondence is
now listed.
You may enter
comments if you
wish, but it is not
required.
Click Next to
continue.
A template email will appear with an error.
The error is to ensure that the “To:” field is
complete. To complete, click the Edit button.
The “To:” field is highlighted. Please send all
correspondences to Bryan-Samuel@utc.edu for OED
approval.
If you would like to
preview the email,
click Preview.
Click Send and Close to
send the approval email.
Perform the same
process for the
alternate pool
group, choosing
Secondary Pool
for OED Approval
as the New Status.
OED requests for each hiring department to email a
copy of interview questions and evaluation
rubrics/tools at the time the Primary and Secondary
Interview Pools are submitted for approval. All
communications should be sent to BryanSamuel@utc.edu.
Required Steps & Statuses
• Once interview pools receive OED approval,
the New Status will read as Primary Pool
Approved by OED and Secondary Pool
Approved by OED for each presented
candidate. Note: Non exempt candidates
should still be in the To Be Reviewed status of
the Search Committee Review Step.
• Steps and statuses must be changed to
further move the candidates through the
interview and selection process. There are
several statuses among each step that can be
utilized by the hiring department (See
Appendix A), however, candidates can be
moved through the process more quickly by
only utilizing the required statuses needed to
advance them to the next step.
Required Steps & Statuses
• From the exempt Primary/Secondary Pool
Approved by OED status or non exempt To Be
Reviewed status, one or multiple candidates
can be advanced to the Search Committee
Interview step and Present to Hiring
Manager status by repeating the More
Actions>Change Step/Status action after
selecting the individual candidate(s).
For the remainder of this demo, we will be following
Jackson Hodge through the hiring process.
From the More
Actions menu, choose
Change Step/Status.
Choose Present to Hiring
Manager from the drop-down
list.
Click Save and Close to
return to the candidate
list.
+
To send an email to the Hiring Manager notifying him/her of
the pending candidate to review, check the box next to
Jackson’s name, click on More Actions, then Change
Step/Status.
Choose Present to Hiring
Manager from the drop-down
list.
Check the box next to Send
Correspondence to notify the Hiring
Manager of pending candidates to
review. Note: This is only necessary if
the hiring manager is not part of the
larger search committee and has not
already reviewed the applications.
Click Save and Continue to
finish the correspondence
step.
Click the Selector button
to choose a
correspondence template.
Click the Select button for
the UT-Hiring Manager
Applications Ready to
Review template.
Click the Next
button to continue.
The template will appear. When the email goes to the
Hiring Manager, the “variable fields” will be replaced by
actual requisition and candidate data.
Click Send and Close to
generate the email and
return to the candidate list.
The Hiring Manager will receive
an email. Open the email as
usual for information.
Required Steps & Statuses
• Next, the one or multiple candidates can be
advanced to the Hire Manager Review step
and Schedule Interview status for anyone
wishing to receive a final interview by the
search committee and hiring manager.
For this demo, the Hiring Manager or Assistant
has logged into the Taleo System and will
continue the process.
The Hiring Manager will interview
Jackson. Choose Jackson from the
list. Click on More Actions, then
Change Step/Status.
Change the status to Schedule
Interview.
Click Save and Close to
return to the candidate list.
Required Steps & Statuses
• Next, each final candidate must be advanced
to the Hire Manager Interview step and
Interview Scheduled status.
• Once a candidate is moved to this step and
status, an automated email will be sent to
the candidate asking them to log into the UT
Jobs/Taleo System and complete the
necessary forms consenting for the university
to complete a background check.
Note: The background check will only be
completed on the individual selected for hire.
The automated messages only instruct the
candidate to complete the forms, the hiring
department must contact them to schedule
the interview.
Once an interview has been scheduled, it is time to
move Jackson to the next step; Hire Manager Interview.
Select Jackson. Click More Actions, then Change
Step/Status.
The next status in this step is Interview
Scheduled. Choose this status.
The comments section is a good place
to document interview or
communication information.
Click Save and Close
to return to the
candidate list.
Note: Because this step and status triggers a message to the
candidate, it is recommended for the department to contact
and schedule the interviews prior to initiating this
automated message , ensuring that each candidate is still
interested in the position.
Required Steps & Statuses
• Once final interviews have been completed,
the candidate selected for hire will need to be
moved through one more step and status, as
shown below. Note: At this point, do not reject
any of the unsuccessful candidates.
Jackson has been chosen by the Hiring Manager as the
successful candidate. To change his status, select
Jackson. Click More Actions, then Change Step/Status.
From the drop-down list, choose Ready
for Offer/Bkgrnd Chk.
Click Save and
Continue to move
Jackson to the
Offer step.
Notice that the status is prepopulated to Offer to be Made.
To accept the new step and
status, click Save and Close.
Job Offer
• Before a Job Offer can be made to
the candidate, the proposed offer
MUST be approved.
• The approval is initiated in the
Taleo System and completed in
IRIS.
• The Hiring Department will start
the process by providing job offer
information in Taleo as shown
among the next few slides.
Continuing with our demo, we will begin the job offer
process for Jackson. The process will be somewhat
different from changing a step or status.
To begin the submission of the job offer
request, click on the successful candidate’s
name to access his/her Candidate Record.
Making sure you are in the Job
Submission tab, click More
Actions, then Create Offer.
You will be presented a job offer
worksheet. Note: Contact
Melanie Sadler/ext.4221 for
assistance with completing the
worksheet as some fields
require very specific choices.
It is permissible to
enter information that
is different than what
is provided from the
requisition.
When you have
completed the
appropriate fields,
click the Save and
Close button.
You will be presented a
summary of your job
offer request. From the
summary screen, click
More Actions, then
Request Approval.
You will be presented a screen to assign a Recruiter to the
next task so he/she can access the request in IRIS.
To identify the Recruiter, type his/her
name (Melanie Sadler) in the Name field
and click the Refresh button.
Click the Select button to
assign your recruiter to
the approval process.
Enter comments about the job
offer here. You can simply state
that you are submitting a
request if specific information is
not needed. Note that this field
is required.
Click Done to end the Taleo
portion of the Job Offer Request.
Remember
to Sign Out.
The job offer approval will be processed through IRIS. The
person authorized in IRIS for the account paying the salary
will be part of the approval path. After full approval for the
job offer has been received, Melanie Sadler will work with
you regarding extending the official job offer to the
candidate , scheduling intake (first day of employment),
and orientation.
Rejecting Unsuccessful Candidates
• Once the successful candidate job offer has
been approved, extended, and accepted, the
hiring department must now reject the
remaining unsuccessful candidates to
complete the UT Jobs/Taleo process for a
requisition.
• You can enter individual applicant profiles by
clicking directly on their name or click the
box next to the applicants name to select
that individual. Next, click More Actions (as
previously done when changing steps and
statuses), and then choose Reject Candidate.
If the action to be taken is to
reject the applicant, click on
Reject Candidate. Note: This
view is within the applicant’s
profile.
At the time you reject an
applicant, you must give the
reason for rejection. Scroll to
see the entire list of rejection
reasons. Note: Each rejected
applicant will receive an
automated notification.
Check the appropriate
reason for rejecting
applicant.
Click Save and Close.
HINT: You may reject multiple applicants at the same
time ONLY if the reject reason is the same for all selected
applicants.
If at anytime during the hiring
process, a candidate indicates
he/she is no longer interested
in the position, you may
indicate so by changing the
status to Has Declined.
You will be presented a set of
reasons why a candidate may no
longer be interested. Please choose
a reason by checking the box next to
the reason.
Click Save and Close to
return to the candidate
list.
Congratulations!
Once all unsuccessful applicants
have been rejected, you have
completed the hiring process in
the UT Jobs/Taleo System!
Appendix A
Steps and Statuses
Appendix A: Steps and Statuses - 1
Step
New/Recruiter
Review
Status
Completed By
To be Evaluated
Default Status
Waiting for
Additional Info
Recruiter
Under
Consideration
Recruiter
Conduct Prescreening
Recruiter
Selected*
Recruiter
Rejected
Recruiter
Has Declined
Recruiter
*Indicates candidate may be moved to next step.
Appendix A: Steps and Statuses - 2
Step
Search Committee
Review
Status
Completed By
To be Evaluated
Default Status
Waiting for
Response
Search Committee
Hiring Asst or Mgr
Secondary Pool for
OED Approval
Search Committee
Hiring Asst or Mgr
Primary Pool for
OED Approval
Search Committee
Hiring Asst or Mgr
Secondary Pool
Approved by OED*
Affirmative Action
Officer
Primary Pool
Approved by OED*
Affirmative Action
Officer
Rejected
Search Committee
Hiring Asst or Mgr
Has Declined
Search Committee
Hiring Asst or Mgr
*Indicates candidate may be moved to next step.
Appendix A: Steps and Statuses – 3
Step
Hiring Manager
Review
Status
Completed By
To be Reviewed
Default Status
Waiting for
Additional Info
Hiring Asst or Mgr
Under
Consideration
Hiring Asst or Mgr
Schedule
Interview*
Hiring Asst or Mgr
Rejected
Hiring Asst or Mgr
Has Declined
Hiring Asst or Mgr
*Indicates candidate may be moved to next step.
Appendix A: Steps and Statuses - 4
Step
Hire Manager
Interview
Status
Completed By
Interviewed
Scheduled
Default Status
Waiting for
Response
Hiring Asst or Mgr
Under
Consideration
Hiring Asst or Mgr
Ready for
Offer/Bkgrnd
Check*
Hiring Asst or Mgr
Rejected
Hiring Asst or Mgr
Has Declined
Hiring Asst or Mgr
*Indicates candidate may be moved to next step.
Appendix A: Steps and Statuses - 5
Step
Offer
Status
Completed By
Offer to be Made
Default Status
Rejected
Recruiter
Has Declined
Recruiter
Draft
Recruiter
Canceled
Recruiter
Approval in Process
Recruiter
Approval Rejected
Recruiter
Approved
Recruiter
Extended
Recruiter
Rescinded
Recruiter
In Negotiation
Recruiter
Refused
Recruiter
Accepted*
Recruiter
Reneged
Recruiter
*Indicates candidate may be moved to next step.
Appendix B
Helpful Hints
Appendix B: Helpful Hints
• If you are using IE9 as your web
browser, you will need to put your
browser in “Compatibility Mode”.
• You may need to add
https://ut.taleo.net as a trusted site.
• Any field with a red asterisk (*) is a
required field.
• Only “Regular” and “Term” faculty
and staff are considered internal
applicants. Friends and Student
employees are considered external
applicants.