TalentEd Hire Manual

Table of ContentsOverview........................................................................................................................................2

Security Access/ Authorization......................................................................................................2

Getting Started.............................................................................................................................. 3

Submit a Requisition to Post..........................................................................................................3

Requisition Form........................................................................................................................4

Posting Time...............................................................................................................................5

Reviewing Applications..................................................................................................................5

Searching Applications...............................................................................................................6

Sorting Applications................................................................................................................... 7

Bulk Actions................................................................................................................................8

How to Build Custom Views.......................................................................................................9

Reference Checks.........................................................................................................................10

Managing Interviews/Schedules..................................................................................................11

Scheduling the Interview..........................................................................................................13

Allow the applicant(s) to choose from a range of dates and times..........................................13

Schedule Later..........................................................................................................................15

Interview Emails.......................................................................................................................15

View who has accepted or declined your interview invitations...............................................17

Add Interview Results (not required for all positions)..............................................................18

Manage your Interview Availability..........................................................................................18

Hiring a Candidate....................................................................................................................... 18

Starting the Hiring Process:......................................................................................................18

Steps to Complete Hire............................................................................................................19

Support........................................................................................................................................ 22

Training Videos.........................................................................................................................22

Feedback and Chat Support.....................................................................................................23

TalentEd Hire Manual

Overview In October 2013, Albemarle County Public Schools and Government switched from our in-house created application system to a third-party vendor maintained application system called TalentEd Recruit and Hire (TalentEd Hire) which is run by Netchemia. Applications for all school positions and most local government positions are now posted at https://albemarleva.cloud.talentedk12.com/hire/index.aspx (www.albemarle.org/jobs routes to this site). The Blue Ridge Juvenile Detention, Albemarle-Charlottesville Regional Jail, and the Albemarle Social Services department require the use of a different application. These jobs are posted separately at http://www.albemarle.org/jobs.asp?department=hr.

Security Access/ Authorization 1. Click here to request user access to TalentEd Hire. Click the “Click for form” link on the

right hand side.

2. Fill in all required fields. Click Save.

3. Notification will be sent to the Generalist chosen on the form. Once your Generalist has approved the request, an HR administrator will set up your profile.

4. User Name will be your email address. 5. To Log-in visit https://albemarleva.cloud.talentedk12.com/hire/login.aspx

a. You can also access this by going to the job postings page www.albemarle.org/jobs and click “admin” at the top of the page

6. Go to “I forgot my password” to receive your initial password.a. After you sign-in you can change your password at any time. Please change your

password after the first time you log-in.i. If you ever forget your password you can click on the link “I forgot my

password.” You will be sent an email with your password.

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7. To Change Your Password:a. Click on the multi-colored lines on the top right-hand corner of the webpage

b. Click on Account Settings at the bottom left of the pop-up

c. Change Password link will be on the bottom of the screen

Getting StartedTalentEd Hire has a good 30-minute video designed to show principals and hiring managers the basics of the application system. The video is a good way to get a basic overview on how to

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navigate through the screens and the basic functions you will perform to post a position and hire a candidate. You can watch the video here.

Prior to managing an application pool, Hiring Managers are required to attend training. This training is provided by Human Resources through the Learning Catalog as well as on a one-on-one basis. The following training is required:

Interviewing Guidelines Introduction TalentEd Hire

For Local Government, all interviewers are required to attend interviewing guidelines training, either through the Learning Catalog or as a one-on-one session, including third-party interviewers/those not employed by the County.

Submit a Requisition to Post1. To submit a requisition, navigate to the Tools tab and click on the Requisitions link on the

left-hand side of your screen.

2. To create a new requisition, click the New Requisition button in the bottom right-hand of the page. There are many fields on this form. You must complete those marked with a red asterisk. Other fields may or may not be appropriate depending on the position you are filling.

This form allows you to enter basic job information about the position you want to fill. It will also allow you to enter any notes or comments to HR that you may have about the position. You can either save the requisition as a draft and come back to it later, or save and submit

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the requisition. If you save and submit the requisition, then the form will be sent through the approval workflow to HR for their review.

The Requisitions page also shows the status of all requisitions that you have already created.

Requisition Form

1. To begin completing the New Requisition form, enter the job title for the position that needs to be filled. For Classroom Teachers, specify the grade and/or subject area of the position (e.g. "Second Grade Teacher" or "Chemistry Teacher"). This will allow you to search and filter applications more easily.

2. You may skip "Shift Type", "Salary Code", and "Job Category" if it is not relevant or you do not have that information.

3. Select your Location/Department.

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4. The next two sections, Notes to HR and Requisition Form allow you to enter additional information about the position. You must complete only those fields marked with a red asterisk.

5. At the bottom, select the appropriate Approval Workflow. Requisitions must be approved prior to posting.

6. Finally, click either Save Draft if you are not yet ready to submit to HR or click Save and Submit if you are ready to submit to HR.

Posting Time

According to School Board Policy GCDR and Local Government Board Policy §P-24 (Recruitment and Selection of Personnel)

Publicity for job vacancies shall be conducted for a sufficient amount of time to insure reasonable opportunity for persons to apply and be considered for employment. Job vacancies shall be formally announced at least ten (10) working days prior to the closing date for filing applications. In case of emergency need, exceptions to this time limit may be authorized by the Director of Human Resources.

Reviewing Applications1. When you are ready to review the applications that have been submitted for your posting,

click on the Tools tab and then on Application Manager.

This page lists all the applications for positions that you have posted. The default view shows all active applications. When you hire a candidate, their application is automatically moved to the deactivated tab and their application status is updated to Hired. Once all vacancy(s) affiliated with a posting are filled, all other applications are also automatically moved to the deactivated tab and their application status is updated to Position Filled/Closed.

2. To view an applicant's information, click on the blue folder icon on the right.

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The application screen has several tabs across the top that allow you to view information about the candidate and perform different actions.

3. To view the most recent application the candidate has submitted, click the paper icon on the right. (You can also view the application from the application manager by clicking on the same image next to the blue folder.) To view the application along with any attachments click the multiple paper icon next to the paper icon.

4. To view the applicant's resume and any other documents that they have attached to their application, click on the DOCS tab. (You can also view documents that the applicant submitted with their application by scrolling to the bottom of the application and clicking the imbedded hyperlink. You can also view documents that the applicant submitted by clicking the multiple paper icon next to the paper icon.)

5. The INTERVIEW tab allows you to schedule an interview with the candidate as well as view previously scheduled interviews and their results (more details on scheduling interviews below).

6. To view any references that they have included, click the REFERENCE tab. For additional information on the Reference feature, see below.

7. The TASK and SCREENING tabs are not being used at this time, so you can ignore those for now.

8. Above the tabs, the EMAIL icon will allow you to email the applicant.9. The INTERNAL checkmark denotes someone who has been hired through the system or told

the system that they are internal.10. The BEGIN HIRE icon begins the hire process (more information below).11. The PROFILE icon shows the most up-to-date information submitted by the applicant. If an

applicant submits an application and later updates information or belatedly realizes information was incorrect, he/she can update their profile. This will not update the PDF attached to their application (the paper icon) but will update information pulled through the Views tool (described below) and in the PROFILE section.

12. To return to the main Application Manager screen, click the blue magnifying glass icon at the top left, next to the candidate's name.

Searching Applications

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1. To search for a specific application or to filter applications, click on Start New Search.

You can search by one or more criteria. Select the field you want to search on from the drop-down list, and then enter the specific value you want to search for.

2. If you have more than one job currently posted, you can search by Job Title to filter your view to the applications for a particular position. You can also add additional search criteria to filter your visible applications further by clicking the + Add Criteria button.

3. You can save your search for easy access in the future by clicking the Save As button. When you want to use that search again, just select it from the Select a Saved Search drop-down menu.

4. To go back to seeing all your applications again, click Clear to remove all filters.

To view an instructional video on conducting searches click here.

Sorting Applications

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You can highlight your list of applications using four different colors, allowing you to sort your list of applications into groups of your choosing. For example, you may want to highlight your top candidates with yellow and your second-choice group with blue. Highlights are only visible to the person making the highlights (i.e. each Hiring Manager can apply different highlights).

1. Click on the solid gray box to the left of the candidates' name and select one of the four colors. (you can also do this for multiple candidates at once, see bulk actions below)

2. To view only the candidates highlighted with a certain color, click that colored tab at the top of the candidate list.

3. To remove the highlight from a candidate, click the solid gray box again and then click the long gray box below the four colored squares. (you can also do this for multiple candidates at once, see bulk actions below)

Bulk Actions

You can perform a number of actions on multiple applications at once. 1. Check the box next to the candidates’ names. 2. Select the action you'd like to perform from the Bulk Actions drop-down menu at the

bottom right of your screen. You can add highlights (colors), send emails, schedule interviews, and other functions.

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a. Activate – Will activate an application if it has been deactivatedb. Deactivate – Will deactivate an application (if you can’t find an application you

may want to check the “Deactivated” Tab to ensure it wasn’t accidently deactivated. Applicants can see that an application has been “withdrawn” or deactivated if they check their application status, this does not generate an email.) Once a position has been filled, any remaining active applications are automatically deactivated. Applicants who no longer wish to be considered for a position can “withdraw” their application which deactivates their application (if they do this accidently, changing them back to active will fix this).

c. Add Highlights – Will Highlight selected applications to help you sortd. Application Status – Only those with hire authority will have this option. It

updates the application status that the Applicant sees. Be aware that if you change an applicant’s status it will automatically generate an email to the applicant stating “your application status has changed” with what the status has been changed to.

e. Application Prescreen Rating – Only those with hire authority will have this option. We are not currently using this tool.

f. Archive Application – DO NOT USE. If you accidently archive an application you will have to contact Human Resources to reverse.

g. Print – This will print the selected applications to a compiled PDF. It will not print attachments (resumes, cover letters, etc) at this time; those must be accessed and printed individually at this time.

h. Interview – Use this action to schedule an interview with multiple applicants at the same time. More information below.

i. Email – This will bulk email applicants. Applicants will be BCC-ed from each other. You can use mail merge like shortcuts listed at the bottom of the Email

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page. Ex. “Dear [Applicant_FirstName] [Applicant_LastName]” will read “Dear John Doe” “Dear Jane Smith” etc for all selected applicants.

j. Invite to Career Day – Sends email to interview at a career day event. Not currently being used.

k. Make Internal – marks the applicant as an internal candidate. This feature is not currently being used.

l. Remove Internal – marks applicant as external candidate. This feature is not currently being used.

m. Reference Check Survey – Will automatically email the selected reference check to all of the candidate’s listed references. To only send to one reference or to remind a reference to complete a previously sent survey, go into the candidate’s blue folder to the Reference section.

3. Click the Go button.

How to Build Custom Views

A View is the horizontal listing of application fields that appears in the blue row in your Application Manager. The Default View is shown below.

1. To create a new View, click on the drop-down menu and select New View. 2. Give your View a name. 3. You can remove any of the default fields by clicking Remove.4. To add a field to your new View, click Add Column. 5. Select the Section of the application that has the information you want, and then choose

the particular question from the list that appears. You can also search for questions using the search box.

6. You can change the name of the field, i.e. how it appears on your blue View bar, by editing the value in the Column Field box.

7. Once you've added all the fields you want in your new View, click Save. Once the View is saved, you can click Cancel to return to your Application Manager.

8. Your new custom View will now appear in the View drop-down menu.

For more on creating custom views, click here. Note the View tool lists all available columns including questions that are not being asked in certain applications. You can also share views that you’ve created. If you need help creating a custom view please contact your Generalist.

Reference Checks

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Hiring managers can email reference check surveys to references listed by candidates to be electronically completed. Hiring managers may also manually enter reference check information or attach a reference letter/note. Some application processes require a reference, when a reference is required the applicant must provide an email contact (ask your generalist if a reference(s) is required and if a reference check survey is automatically sent). Additional references added through an applicant’s profile outside of the application process do not require an email. You can find references and completed reference checks in an applicant’s blue folder under the Reference tab.

We have pre-created the following reference check surveys. These reference check surveys have been created based on our performance management competencies.

Local Government: https://albemarleva.cloud.talentedk12.com/hire/FormBuilder/FormTemplates/SurveyPage.aspx?FormID=22

School Licensed: https://albemarleva.cloud.talentedk12.com/hire/FormBuilder/FormTemplates/SurveyPage.aspx?FormID=20

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School Support:

https://albemarleva.cloud.talentedk12.com/hire/FormBuilder/FormTemplates/SurveyPage.aspx?FormID=32

Managing Interviews/SchedulesYou can use TalentEd Hire to schedule interviews with a single candidate or multiple candidates at once.

1. To schedule an interview with a single candidate, go to Tools and then Application Manager. Click the checkbox next to the candidate's name. Scroll down to the bottom of the screen and select Interview in the Bulk Actions dropdown menu. Then click Go.

Alternately, in Application Manager click the blue folder icon of the candidate you wish to interview. Then click the Interview tab and then click the Schedule Interview button.

To schedule interviews with multiple candidates click the checkboxes next to their names in Application Manager, scroll down to the bottom of the screen and select Interview in the Bulk Actions dropdown menu. Then click Go.

2. The candidate's name(s) and email address(es) will already be filled in the Selected Applicant(s) window.

3. If you would like to send notification to additional interviewers, such as your assistant principal or other staff members serving on an interview panel, click the Add Interviewers button on the right under Additional Interviewers. Note that interviewers must be added to the system prior to being able to add them to an interview invitation (to add an interviewer, see Getting Started above to request user access). Interviewers assigned through the add interviewers button can see the applicant’s application and any submitted documentation through the My Interviews tool, even if they would otherwise not have access to these

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materials.

4. Under Interview Details select the job posting you are interviewing for and the department/location of the interview.

5. (Schools only) If you want to send a copy of the interview questions to the other interviewer(s), select the form from the Interview Survey dropdown menu.

6. You can compose a message that will be sent only to the interviewers and a separate message that will be sent to the applicants. The invitation to interview along with any additional message that the hiring manager adds, will be sent as BCC (blind carbon copy) to applicant’s email addresses from “Albemarle County Public Schools and Government [do_not_reply@talentedk12.com]” (example emails below). Note: to spell check you have to physically click the spell checker. We recommend writing any messages in Word or similar first and then copy/paste it into this system.

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Scheduling the Interview

The Scheduling section allows you to send the applicant a specific date and time when the interview will occur or allow the applicant(s) to choose from a range of dates and times that you specify. If you prefer to call applicants to schedule interviews, you can set the Scheduling Status to Accepted or Declined as appropriate. If you prefer to have applicants self-select an available time, set the Scheduling Status to No Response. If the scheduling status is set to No Response, which allows applicants to self-select, the interview date will appear as TBD on the email sent to applicants.

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Allow the applicant(s) to choose from a range of dates and times

1. To allow the candidate(s) to choose a date and time, select the option marked Applicant self-schedules by selecting from the interviewer's available times.

2. Enter the date by which the interview must occur and the interview length. This is the last (or only) day of interviews.

3. Click the Add Availability button to enter the date(s) and time(s) you are available for the interview. You can add additional dates and times by clicking the button again. The system will automatically parse out the selected time based on your selected interview length. (In the example below the applicants will be able to select one of the following time slots on 1/9/2014: 2-2:15pm, 2:15-2:30pm, 2:30-2:45pm, 2:45-3pm). If scheduling a large block of interviews be mindful of any breaks you’d like to set throughout the day, the system does not account for breaks. (for example, if you’re interviewing all day remember to set a lunch break by listing two different available blocks of time. i.e. 9-12pm and 1-5pm).

a. Note: to remove availability please see instructions on how to manage availability below.

b. Important: if you are managing more than one process at a time, the system does not differentiate availability based on position/posting. If in this situation, have another individual schedule the meetings for you and/or contact your generalist. (for example if you are hiring for two different teachers in your school and you want to complete interviews for Teacher Position 1 on Monday and Teacher Position 2 on Tuesday but you want to schedule both two weeks before, availability for both Positions 1 and 2 will be listed to all candidates.)

4. When you are ready to send the email, click the Save button at the bottom. This will send the email to the candidate(s). If you have selected more than one candidate, they will be able to choose interview times on a first-come, first-served basis. Once one candidate chooses an interview time, that slot will be removed from the schedule to prevent another candidate from double-booking. All candidates are emailed BCC (blind carbon copy).

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Schedule an interview at a specific date and time (only use for one candidate at a time).

1. Select the option marked Schedule a specific date and time. 2. Fill in the date and time and then click Save to send the email to the candidate.

Schedule Later

This option will allow you to give access to applications to additional interviewer(s) who would not otherwise have access to these applications without using the system to actually track and/or schedule with applicants.

Interview Emails

Below you’ll find examples of the initial emails that the system sends out.

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Additional Interviewer(s) will receive an email for every applicant selected for interview (for example if you have 4 candidates, your listed interviewer(s) will receive 4 initial emails). Applicant(s) and interviewer(s) also receive a confirmation/update email at every change (for example if you have allowed applicants to self-select, when they select their interview time, applicant(s) will receive a confirmation email and interviewer(s) will receive an update email)

Example of initial email to invited applicant(s)

Example of initial email to additional interviewer(s)

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View who has accepted or declined your interview invitations

1. Click on the Tools tab.

2. Select the My Interviews link.

3. In the My Interviews section, interviews are sorted according to whether the applicant has been invited, accepted, denied or has already completed an interview. Note that interviews are considered complete by the system when a result is added; this is not a required step for all interviews. If you need/want to move a past interview from your accepted/denied tabs and the position does not require that a result be uploaded to this system, you may archive the interview by selecting the checkbox next to it and clicking on bulk actions and archive.

4. From here, edits can be made to the interview details and results can be added about each interview. Note that changes to interview details may generate an update email to the applicant(s) and/or interviewer(s).

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1. To add an interview result, go to Tools and select My Interviews. 2. After each interview that is listed there will be an Add Result button. When you click on this

button, the details of the interview will be listed and you will be prompted to enter your interview rating from a drop down list. You will also be prompted to enter your hiring recommendation and any additional comments you may have for HR.

3. You can also add a result from the actual applicant’s folder. Click on the Interview tab within their folder and navigate to the same Results form by clicking the Add Result link for the specified interview. The number of results for the particular interview will be reported in the Results Count column under Scheduling. The individual result will also be populated under the results section within the Interview tab of the applicant’s folder.

Manage your Interview Availability

1. Click on the Tools tab. 2. Select My Interviews. 3. At the top right-hand corner of the My Interviews screen, click on "Manage Availability." This will allow you to manage your scheduled interviews and availability.4. To add new availability, click on the Add Availability button. You will be able to enter new available times and dates and save that block of time.5. If your availability changes you also have the option to Remove Availability with a similar button.

For more information on scheduling interviews, click here.

Hiring a Candidate

Starting the Hiring Process

(Local Government Only) Request a salary recommendation prior to making an offer from HR

File away all of the interview notes and the names of those that applied for at least 3 years (you can also send a packet to HR for filing)

Notify all interviewed applicants that were not selected prior to completing steps below. The hire process will automatically change all applicants’ status to “position filled/closed” and an email is sent.

Steps to Complete Hire

1. Click on the selected applicant’s folder from the application manager

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2. Select Begin Hire

3. The Job Posting and Candidate sections auto-populate from the posting information. Check that you are hiring the correct individual for the correct job posting. No other action needed, skip this section.

4. Complete Hire Information as appropriate. Items with a red asterisk are required, but please fill out as much information as possible.

a. Hire Date – The date the applicant accepted the position

b. Start Date – The date this new hire will begin work

c. New Applicant Employee ID – we are not currently using this field, skip this field

d. Hire Candidate for Job Pool – If you are hiring only one person from this job posting, select Default (should be pre-selected). If you are hiring multiple individuals from this job posting, select the other pool listed (example in image

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below the other listed pool is labeled Test). If you are hiring multiple individuals and you only see the Default pool, please contact your Generalist before proceeding.

e. Division – Select the appropriate division from the drop down. This must match what will be entered into the system (GP).

f. Department Name – Select the appropriate department/school from the drop down. This must match what will be entered into the system (GP).

g. Check Location – Select the appropriate check location from the drop down. This must match what will be entered into the system (GP).

h. Position Status – Select the appropriate position status from the drop down. This must match what will be entered into the system (GP), unless your Generalist has directed you otherwise.

i. Employment Type – Select the appropriate employment type from the drop down. This must match what will be entered into the system (GP), unless your Generalist has directed you otherwise.

j. Hours Per Day – This is the hours per day as listed within GP. Example an employee who works Monday through Friday for 8 hours each day would be listed as “8”. Example a part-time employee who works Saturday through Tuesday for 5 hours each day would be listed as “4” (because they work 20 hours per week divided by 5 average working days).

k. Months Per Year - Select the appropriate months per year the employee is employed from the drop down. This must match what will be entered into the system (GP),

l. FTE – Stands for Full-Time Employee and denotes what percent of full-time a position fills. Ex: If employee is a full-time employee enter “1”. If employee is a 20 hour per week employee, enter “0.50”.

m. Contract Days (For Schools only) – List the appropriate contract days or if not applicable write “not applicable” or “N/A”

n. Paygrade, or Teacher Step and Degree, Substitute – Please list the appropriate paygrade or write substitute if applicable. If you know the teacher step and degree please list.

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o. Hourly Rate – List the hourly rate up to the 5th decimal (ex. $19.00000). For Local Government, this number must match the approved salary recommendation.

p. Annual Rate – List the annual rate (Ex. $39520.00). For Local Government, this number must match the approved salary recommendation.

q. Probation – Select the appropriate response from the drop down. For Local Government, if a new hire, this is always “yes”.

r. Probation Length – Generally, 6 months unless stated as 12 months in policy.

s. Budget Code 1 – Please select the appropriate budget code. If it is not listed, select Temp/Other/Not Listed.

t. Budget Code 1 Percentage – List what percent of salary should come from Budget Code 1. Ex. if all list 100%. If the budget code was not listed in the drop down menu above, also write out the full 26 number code in the Budget Code in this space.

u. Budget Code 2 – 5 and Percentage 2 – 5 – Continue to list budget codes and percentages as needed until percentages add up to 100%.

v. Rationale for Hire and other Notes to HR – Please list why this candidate was selected (ex: Most qualified). You may also list a summary of education and experience in this space. Classified Only: If approved for a salary offer above 20% you must list a summary of education/experience and state why an offer above 20% is justified. If there are any special circumstances that must be recorded list them here as well.

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5. Aesop integration – Skip this section

6. Hire Actions – Skip this section, it should auto-select the appropriate items.

7. Set Approval Workflow to appropriate workflow and click Submit. Example for a local government position select LG Position

Support

Training Videos

At the top right hand corner of the screen (under Log out) is the Support section, click on Support and then Support Portal. This will bring you to another affiliated site that lists training videos and other helpful tools to walk you through this system. This portal is provided to all users/localities by TalentEd Hire.

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Feedback and Chat Support

On the bottom left hand side of the screen you can access the Feedback and Support areas. This Support area provides you with immediate chat help from TalentEd Hire (Chat) and allows you to submit any issues/problems to TalentEd Hire as needed (Help). We ask that you contact your Generalist prior to utilizing this feature as an issue may have already been addressed.

We encourage our users to access the Feedback area if they interested. Under Ideas you can submit ideas for improvement to TalentEd Hire and vote on your favorite ideas that others have submitted. The highest scoring/most votes are forwarded to TalentEd Hire’s research and development group for consideration. All improvements are shared by all TalentEd Hire users across localities. You can also submit your favorite features to the Love section.

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