Human Resources
M350
The University of Western Australia35
Stirling Highway
CRAWLEY WA 6009
http://www.hr.uwa.edu.au
eRecruitment: Frequently Asked Questions
CRICOS Provider Code. 00126G
1. About eRecruitment
1.1. What is eRecruitment?
1.2. Why has eRecruitment been implemented?
1.3. When was eRecruitment implemented?
1.4. Who is the provider?
2. When should I use eRecruitment?
2.1. Is eRecruitment used for all advertised positions?
2.2. Is eRecruitment used for positions advertised only internally?
2.3. Is eRecruitment used for casual positions?
2.4. Is eRecruitment used for non-advertised positions?
3. Accessing eRecruitment
3.1. How do I log in?
3.2. I am asked for a security keyword when I try to login, how do I login?
3.3. Who has access to eRecruitment?
3.4. What do I have access to in eRecruitment?
3.5. How do I request to change my level of access?
4.Users support
4.1. Where can I find users documentation?
4.2 Who can I contact for help?
5. eRecruitment process
5.1. Request to Advertise and Executive approval
5.1.1. What documents do I need before starting the Request to Advertise in eRecruitment?
5.1.2. Do I need to submit a business case for Executive approval separately?
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5.1.3. Once I have submitted the Request to Advertise, can I check where the approval is at?
5.1.4. I no longer wish to proceed with the Request to Advertise, how can I stop the approval process?
5.1.5. Will I be notified once the request to Advertise has been approved?
5.2. Shortlisting
5.2.1. Will I be notified when the advertising period ends?
5.2.2. How can I access the applications?
5.2.3. Can I access the applications before the advertising period ends?
5.2.4. What do I do about applications that show as “incomplete”?
5.2.5. Why can I see fewer applications than the total number received?
5.2.6 How is shortlisting done in eRecruitment?
5.3 Interviews
4.3.1. Can I use eRecruitment to organise interviews?
5.4. Appointment
5.4.1. How do I proceed with appointing a candidate?
5.4.2. Does the Recommendation to offer have to be filled and approved in eRecruitment?
5.4.3. Will I be notified once an offer has been made?
5.4.4. How are offer documents sent to successful candidates?
5.4.5. Are successful candidates required to return a signed hard copy of the contract?
5.4.6. What documents are successful candidates required to return to Human Resources?
5.4.7. Will I be notified once the successful candidate has accepted the offer?
6. Candidates management
6.1. What do I do if applicants email me their resumes directly?
6.2. Can we accept late applications and have them entered in eRecruitment?
6.3 Can applicants make changes to their applications once submitted?
6.4. Can applicants make changes to their applications once submitted?
6.5. How are unsuccessful candidates notified?
6.6. When are unsuccessful candidates notified?
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1. About eRecruitment
1.1. What is eRecruitment?
eRecruitment is a term coined to describe online end-to-end recruitment system. eRecruitment at UWA means that:
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Request to advertise are filled and approved online
Applicants submit their applications online
Hiring Managers can access applications and shortlist online
Recommendation to offers are filled and approved online
Offers are made to applicants online and they can accept or decline online
1.2. Why has eRecruitment been implemented?
eRecruitment has been implemented to improve and streamline recruitment processes across the University. In addition,
initial benefits expected are:
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Improved applicant experience
Enhanced communication
Increased recruitment productivity
Ability to capture and analyse recruitment data
1.3. When was eRecruitment implemented?
eRecruitment went live on 12 February 2013. From this date ‘Request to Advertise’ a position needs to be completed
through the eRecruitment system.
1.4. Who is the provider?
Page Up People is the selected provider for the online recruitment system. Further information about Page Up People can
be found on their website www.pageuppeople.com.
Page Up is used by many large organisations including several Australian universities: University of Melbourne, Griffith
University, Ballarat University, University of Queensland, and Macquarie University.
2. When should I use eRecruitment?
2.1. Is eRecruitment used for all advertised positions?
eRecruitment is used for all advertised positions except level E roles at this stage.
2.2. Is eRecruitment used for positions advertised only internally?
Yes, eRecruitment is used for positions advertised only internally.
2.3. Is eRecruitment used for casual positions?
At this stage, eRecruitment is not used for casual positions. For information about recruiting casual staff, please go to
http://www.hr.uwa.edu.au/policies/policies/appointment/casual.
2.4. Is eRecruitment used for non-advertised positions?
No, eRecruitment is not used for non-advertised positions at this stage. For information about appointments, please go to
http://www.hr.uwa.edu.au/policies/policies/appointment.
3. Accessing eRecruitment
3.1. How do I log in?
Access to eRecruitment is available under the HR Systems drop down menu on the Human Resources website. You will be
prompted for your Staff ID No. and your pheme password to log-on to eRecruitment.
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3.2. I am asked for a security keyword when I try to login, how do I login?
Logging in without the security keyword is available under the HR Systems drop down menu on the Human Resources
website. You will be prompted for your Staff ID No. and your pheme password to log-on to eRecruitment.
If you do not have a pheme account and must enter a security keyword, please contact HR Services.
3.3. Who has access to eRecruitment?
All permanent and fixed-term staff have access to eRecruitment automatically. eRecruitment access for casual staff can be
requested to HR Services.
3.4. What do I have access to in eRecruitment?
Depending on your level of access, eRecruitment allows you to:
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Submit a Request to Advertise (including business case) for approval (including Executive Approval).
Access applications and conduct shortlisting if you are a panel member or chair of a panel.
Organise interviews using the “events” functionality (optional).
Submit a Recommendation to Offer for approval and to Human Resources for processing.
3.5. How do I request to change my level of access?
To change your level of access, please contact HR Services. Depending on the access requested, an email from your
supervisor may be required.
4. Users support
4.1. Where can I find users documentation?
Users documentation and video tutorials are available on the eRecruitment website.
4.2. Who can I contact for help?
Please contact the eRecruitment support team or HR Services.
5. eRecruitment process
5.1. Request to Advertise and Executive approval
5.1.1. What documents do I need before starting the Request to Advertise in eRecruitment?
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Position description needs to be current and on TRIM (new positions and changes must be approved by
Classifications)
List of relevant approvers for the role
All relevant information about the position including cost centre (BU-ACC-PG), funding information and
advertising text.
5.1.2. Do I need to submit a business case for Executive approval separately?
No, the business case for Executive approval is done in the same time as the Request to Advertise in eRecruitment.
5.1.3. Once I have submitted the Request to Advertise, can I check where the approval is at?
Yes, if you are the owner of the job (hiring manager), you can login and go back to the job after submitting it by clicking on
“manage jobs”.
5.1.4. I no longer wish to proceed with the Request to Advertise, how can I stop the approval process?
If you wish to stop the approval process, please contact HR Services.
5.1.5. Will I be notified once the request to Advertise has been approved?
Yes, the owner of the job (hiring manager) will receive a notification email to let them know that the job has been
approved and the HR Advertising Officer will be in touch shortly.
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5.2. Shortlisting
5.2.1. Will I be notified when the advertising period ends?
Yes, once the advertising period, you will receive guidelines about how to access the applications and about the
recruitment process.
5.2.2. How can I access the applications?
You can access the applications by logging in to eRecruitment. If you have been nominated as a panel member in the
online Request to advertise, you will see a link called “jobs requiring panel review”. If you cannot see the link, please
contact the chair of the selection panel to request access to the applications.
5.2.3. Can I access the applications before the advertising period ends?
Yes, you can access the applications as soon as “new” applications get submitted.
5.2.4. What do I do about applications that show as “incomplete”?
Incomplete applications can be disregarded as applicants receive a reminder to complete their applications before the
closing date.
5.2.5. Why can I see fewer applications than the total number received?
Panel members only see applications that they need to comment on. “Withdrawn”, “ineligible” and “incomplete”
applications will only be visible to the chair of the panel.
5.2.6. How is shortlisting done in eRecruitment?
The “panel review” tool in eRecruitment allows you to view applications online and sort them into “yes”, “no” or
“maybe”, no printing is required. The “panel review” tool is designed for a first level of screening; a more thorough
assessment of selected candidates can be done using a selection matrix outside the system if required.
There is also the possibility to compile applications into a PDF for printing purposes.
For more information about the panel review tool, please watch the short tutorial video available on the eRecruitment
website: “How to access applications in eRecruitment”.
5.3. Interviews
5.3.1. Can I use eRecruitment to organise interviews?
Yes, eRecruitment is equipped with an “event” functionality to organise interviews. Information about using the “event”
functionality is available in the “Hiring Manager” documentation available on the eRecruitment website.
5.4. Appointment
5.4.1. How do I proceed with appointing a candidate?
Once you are ready to make an offer, please contact HR Services. Your HR Officer will ask you to provide the selection
report and confidentiality statement signed by all panel members. They will also send you a link to fill the
“Recommendation to offer” online.
5.4.2. Does the Recommendation to offer have to be filled and approved in eRecruitment?
Yes, it is essential to fill the “Recommendation to offer” online as Human Resources will need the information in the
system in order to be able to make the offer.
5.4.3. Will I be notified once an offer has been made?
Yes, once the offer has been made, you will receive a copy of the contract via email.
5.4.4. How are offer documents sent to successful candidates?
The successful candidate will receive an email prompting them to login to their secured applicant portal, where they will
be able to view the offer documents and accept or decline the offer online.
5.4.5. Are successful candidates required to return a signed hard copy of the contract?
No, the online acceptance is sufficient and a hard copy of the contract is not required.
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5.4.6. What documents are successful candidates required to return to Human Resources?
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The tax file number declaration
The superannuation form
The “Commencement” of appointment form
5.4.7. Will I be notified once the successful candidate has accepted the offer?
Yes, the owner of the job (hiring manager) will receive a notification email once the candidate has accepted the offer
online.
6. Candidates management
6.1. What do I do if applicants email me their resumes directly?
If the advertising period is still open, it is recommended to advise the candidates to apply online as instructed in the
advertisement. This will ensure that no application is missed during shortlisting, that all applicants receive
communications and that all essential questions (visa requirements for example) are answered.
If the advertising period has closed and you wish to accept a late application, please contact HR Services. A private link to
the application form can be sent to the candidate.
6.2. Can we accept late applications and have them entered in eRecruitment?
Yes, please contact HR Services to be emailed a private link to the application form that can be forwarded to the
candidate. This will enable the late application to be captured in eRecruitment.
6.3. Can applicants make changes to their applications once submitted?
No, applicants cannot make changes to their applications once submitted. This allows the selection panel to start
shortlisting submitted applications as soon as they appear as “new” as opposed to “incomplete”.
6.4. How are unsuccessful candidates notified?
Unsuccessful candidates are notified via email. Please advise HR Services once you are ready to notify unsuccessful
applicants.
6.5. When are unsuccessful candidates notified?
It is recommended to contact applicants within 10 days after the end of the advertising period. Please contact HR Services
for assistance once you are ready to notify unsuccessful applicants.
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