LOUIE Applicant Communication and Status User’s Guide

Table of Contents

Introduction ..................................................................................... 1

Getting Started ................................................................................. 2

Communicating with Applicants without Changing Statuses ........... 6

Sending Communications to ALL Applicants .................................... 6

Sending an Email from a Provided Template ................................... 7

Communicating with Applicants when Changing Statuses ............. 11

Sending Communications to SOME Applicants ............................... 11

Changing Applicant Statuses without Sending Communications ... 14

Changing the Status of One Applicant ............................................ 17

Sending Email Communications without Using a Template .............. 20

Sending Printable Communications Using Provided Templates ........ 24

1

Introduction

Objective To use this LOUIE functionality to collect and record required recruiting information regarding applicant rejection and withdrawal status codes and to allow streamlined, mass communications with applicants.

Transactions The applicant communication and status tracking functionality will be used for all jobs posted on the NAU Careers site where the applicants apply online. After reviewing this user guide, if you have any questions about this process, please contact your Employment & Compensation Analyst.

2

Getting Started

If you would like to send communications to multiple applicants without updating the applicant status, you can do so in a couple of different ways. (i.e. you can send an “Application Acknowledgement” letter to all applicants, or you can send a communication to a few applicants at a time).

Log in to your LOUIE account. Select Recruiting from the main menu.

Next, click Search Job Openings.

3

Enter your Job Opening ID and then click Search.

Select your vacancy from the search results by clicking on the Job Opening title link.

4

Select the Applicants tab to view the list of applicants.

The list of applicants will appear.

The applicants with Wdraw App showing as their disposition are applicants who have withdrawn themselves from the application process using the online application tool.

5

To view only those applicants who are in an Applied status (and who have not withdrawn), click on the Applied tab at the top of the page. This will make it easier to communicate with those who are active applicants.

6

Communicating with Applicants Without Changing Applicant Statuses

If you would like to send communications to your applicants without changing their status, you can do so. However, it is required that the statuses be changed prior to the conclusion of the hiring process. The statuses should be updated before the Hire ePAR is initiated.

Sending Communications to ALL Applicants

To send communications to all applicants, scroll to the bottom of the page and choose Select All.

Then, select Group Actions > Applicant Actions > Send Correspondence.

You will be directed to a new page where you can choose the type of correspondence to send. You can choose to send an email (recommended) or you can choose printable letters.

7

Sending an Email from a Provided Template

To send an email, select Email from the Contact Method drop-down menu. (Email is the default choice).

Then, choose the Letter template you wish to use. These templates are the same templates that are found on the HR Website, and are auto-filled based on information from the ePOST (title, department, etc.). In this example, we will select Acknowledgement Letter Staff to let applicants know that their application has been received and is being reviewed.

The applicant names will show in the To box. Note that the applicants will receive individual emails and will not see the names of the other recipients. You cannot change the name of the individual from whom the email is sent.

8

Enter the email Subject line (this is a required field).

If you would like to add an attachment, select Add Attachment, then Browse to find the correct document and Upload.

To view the correspondence before you send, click on Preview.

9

A preview of the letter will show so that you can ensure that the correct information is being sent. The templates cannot be changed.

10

If your email is to your satisfaction, click Send.

You will receive a message confirming that your correspondence has been sent. Click OK.

11

Communicating with Applicants When Changing Statuses

It is required that the statuses be changed prior to the conclusion of the hiring process. The statuses should be updated before the Hire ePAR is initiated.

From the Applied tab, you will be able to see all of the applicants that need to have status code updates.

Sending Communications to SOME Applicants

Use the Select check boxes to choose the applicants you wish to update and with which you want to communicate. In this example, we will be selecting some applicants who were rejected in the initial review because they did not meet the minimum qualification education requirement.

12

Then select Group Actions > Recruiting Actions > Reject Applicant.

A new window will open up where you will select the appropriate Rejection code for the applicants. In the drop-down menu for Reason, select the appropriate rejection code.

13

Next, select Reject and Correspond.

You can choose from various options for sending your correspondence:

Send correspondence via email using a provided template. (Recommended) Instructions can be found on page 7.

Send correspondence via email and write your own communication. Instructions can be found on page 20.

Send correspondence via printable letter using a provided template. Instructions can be found on page 24.

After you have sent your chosen communication, you will received the following confirmation that your applicants have been rejected.

14

Changing Applicant Statuses Without Sending Communications

You may choose to change the applicants’ statuses without sending communications through the PeopleSoft system. For instance, you may want to mark an applicant as rejected, but wait to send communications until later in the process.

From the Applied tab, you will be able to see all of the applicants that need to have status code updates.

Use the Select check boxes to choose the applicants you wish to update and with which you want to communicate. In this example, we will be selecting some applicants who were rejected after the phone interview because they were not the best qualified because of their skill level.

15

Then select Group Actions > Recruiting Actions > Reject Applicant.

A new window will open up where you will select the appropriate Rejection code for the applicants. In the drop-down menu for Reason, select the appropriate rejection code.

16

Next, select Reject.

After you have rejected your applicants, you will received the following confirmation that your applicants have been rejected.

17

Changing the Status of One Applicant

From the Applied tab, you will be able to see all of the applicants that need to have status code updates.

You may need to change the status of one applicant at a time. If this is the case, select Other Actions in the far-most right column as it corresponds to the applicant you are intending to reject.

Select Recruiting Actions > Edit Disposition.

18

A new window will open where you will mark the applicant as rejected or withdrawn, and then select the more specific status reason.

In the drop-down menu for New Disposition, you can select Applied, Reviewed, Reject, or Withdrawn. In this example, we will select Withdrawn.

19

In the drop-down menu for Status Reason, you can select the appropriate more specific status reason.

After you have selected the appropriate status and status reason, select Save.

Note: You will not receive a confirmation of rejecting the applicant.

20

Sending Email Communication without Using a Template

To send an email, select Email from the Contact Method drop-down menu. (Email is the default choice and is recommended).

Then, do not make a selection from the Letter drop-down menu. Letter templates can be found on the HR Website.

The applicant names will show in the To box. Note that the applicants will receive individual emails and will not see the names of the other recipients.

You cannot change the name of the individual from whom the email is sent. The individual sending the email will be automatically Cc’d on the emails that are send. The sender will received one email for every email that is sent (i.e. if communications are sent to 24 applicants, the sender will receive 24 emails). If you would not like to

receive all of the emails, you may remove yourself from the Cc field.

21

Enter the email Subject line (this is a required field).

Type, or copy and paste your email message in the Message field.

22

If you would like to add an attachment, select Add Attachment, then Browse to find the correct document and Upload.

To view the correspondence before you send, click on Preview.

A preview of the letter will show so that you can ensure that the correct information is being sent.

If your email is to your satisfaction, click Send.

23

You will receive a message confirming that your correspondence has been sent. Click OK.

24

Sending Printable Communications Using Provided Templates

To send a printable communication, select Letter from the Contact Method drop-down menu. (Email is the default choice).

Then, choose the Letter template you wish to use. These templates are the same templates that are found on the HR Website, and are auto-filled based on information from the ePOST (title, department, etc.). In this example, we will select Not Meeting MQs to let applicants know that they were not selected because their qualifications did not match with those of the position.

The applicant names will show in the To box. Note that the system will generate individual letters and applicants will not see the names of the other recipients.

25

To view the correspondence before you send, select Preview.

A preview of the letter will show so that you can ensure that the correct information is being sent. The templates cannot be changed.

26

If you are satisfied with your communication, select Generate.

When you select Generate, the system will open a single word document for each respective applicant. Make sure that your pop-up blocker will allow for the documents to open.

Finally, you will receive a message confirming that your correspondence has been sent. Select OK.