Recruitment Process Guidelines 1

Fresno State Human Resources User Guide Updated 3/2016

RECRUITMENT PROCESS GUIDELINES

Overview This step-by-step guide will show the Search Committee what to do once the applications are routed from Human Resources.

Table of Contents

Sign in to MyFresnoState/PeopleSoft Portal …………….………………………………………………………………................. 2

Manage Recruitments ...……..…………..……………………………………….............…………………………………………........... 3

Viewing Applications ………………………………………………………………………………………………………………………………… 4

Application Rating Sheets ………………………………………………………………………………………………………………………... 5

Updating Applicant Status in e-Recruit ………………………………………………………….............…….………………………. 5

Reference Checks & Hiring Manager Statement …………………………………….............…………………………….……… 7

Initiating a Job Offer in e-Recruit ………………………………………………………………………..............………………………… 7

Final Steps …………………………………………………………………………………….............…………………………….………………… 8

Recruitment Process Guidelines 2

Fresno State Human Resources User Guide Updated 3/2016

Sign in to MyFresnoState/PeopleSoft To review applicants, you must first log in to your MyFresnoState portal.

1. Go to MyFresnoState (http://my.fresnostate.edu/).

2. Click the

MyFresnoState “Sign In” button.

3. The MyFresnoState home page displays.

4. Click the eRecruit link.

.

Recruitment Process Guidelines 3

Fresno State Human Resources User Guide Updated 3/2016

The eRecruit page displays. 5. Select Manage

Recruitments

The Manage Recruitment page displays, showing all recruitments that you have access to.

6. Select the

Recruitment number for the position that you’d like to view

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Fresno State Human Resources User Guide Updated 3/2016

Run a report to view all

applications and attachments

7. Click the “Select All” link

under the candidate

names.

8. In the drop down menu,

select View Applications

and Go.

Viewing Applications

9. Click the refresh button

(top, right) until “View

Applications” becomes a

link.

10. Once it’s a link, the

applications and

supplemental documents

can be downloaded.

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Fresno State Human Resources User Guide Updated 3/2016

Using the Application Rating Sheet that was sent from the HR Analyst, the Search Committee will then review and rate

all applications. HR requires only one Rating Sheet per applicant. Notes must be included on the document and must

justify the score that the applicant was given for each criteria. After applicants have been scored, there will be a “natural

break.”

Applicants that score above the “natural break” become candidates. Applicants that score below the “natural break”

do not receive any further consideration.

Signed Application Rating Sheets and proposed interview questions should then be forwarded to Human Resources.

Questions must be approved by HR before the Committee schedules interviews with candidates.

Committee Chair (or designated Interested Party) must then update e-Recruit to reflect applicant status as either

Interviewed or Rejected.

Updating Applicant Status in e-Recruit 11. Log into my Fresno State,

click e-Recruit and Manage

Recruitments. Pull up the

appropriate Job ID and

select the applicants that

will no longer be

considered by checking the

boxes next to their names.

Then press Go.

12. Enter the appropriate

Disposition Reason and

select OK

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Fresno State Human Resources User Guide Updated 3/2016

13. To change applicant status

to “Interviewed”, check the

boxes next to the

appropriate name and

select “Manage Interviews”

in the drop down box. Then

press Go.

14. On the Interview Schedule

page, please select the

interview date (at least) and

select Save & Submit.

15. Other interview

information (time, please,

type, etc.) can be entered

as desired.

Once the interviews have been conducted, the Committee will deliberate and arrive at a consensus. One Post-Interview

Evaluation Summary (final page of the Application Rating Sheet) is required for each candidate that is interviewed.

Committee Chair then completes the Narrative Statement to summarize the entire recruitment process. The Narrative

Statement and Post-Interview Evaluation Summaries are then forwarded to HR and the appropriate Hiring Manager.

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Fresno State Human Resources User Guide Updated 3/2016

If the Hiring Manager was a part of the first interviews, a Hiring Manager’s Statement that supports the Committee’s

decision on the selection of the hire will then need to be created. If the Hiring Manager was not a part of the first

interviews, a second interview should be conducted with the candidate(s) the Search Committee has chosen to move

forward.

Reference Checks & Hiring Manager Statement

After the Hiring Manager interviews the candidate(s), a final candidate should be chosen. The Hiring Manager (or

designee) must conduct a minimum of three reference checks using the approved questions. One reference must be

the candidate’s current or most recent supervisor. The Hiring Manager will then create a Hiring Manager’s Statement

that describes the strengths and weaknesses of each candidate and justifies the decision to move forward with one.

Notes on the reference checks and the Hiring Manager Statement are then forwarded to HR. The online job offer is

then initiated by the Hiring Manager or designated Interested Party. HR receives the job offer notification and reviews

all of the documentation to this point. HR will approve the job offer or contact the Hiring Manager, if necessary.

Sample Narrative Statements, Hiring Manager Statements and Reference Check Questions can be found on the Fresno

State Human Resources website.

Initiating a Job Offer in e-Recruit

16. Log into my Fresno State,

click e-Recruit and Manage

Recruitments. Pull up the

appropriate Job ID. To the

very right of the candidate,

click the icon titled

“Prepare Job Offer”

17. Under Job Offer

Components, select Base

Salary in the drop down

menu and enter the

monthly salary amount that

you would like to offer.

18. Comments should include

the following:

Desired Start Date

Salary range if there is

room to negotiate

Amount of relocation

expenses to be

reimbursed

Designate if HR or the

Hiring Manager will offer

the job to the candidate

19. Then press Submit

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Fresno State Human Resources User Guide Updated 3/2016

Final Steps

At this point, Human Resources or the Hiring Manager will complete an informal job offer to the candidate. The

candidate will be notified that the position is contingent upon successful clearance of a background check. Human

Resources will initiate the background check through Accurate Background and the candidate will be emailed with the

login information and instructions.

The background check takes approximately ten business days and HR will be notified of any discrepancies. Once the

background is returned and any discrepancies are reviewed with the HR Consultant, the candidate can be contacted

for the formal job offer. The start date is confirmed with the candidate and an orientation is scheduled with the Benefits

Analyst.

Once the position is closed, all applicants are notified via email.