Recruitment Online - Hints & Tips (Recruiters)
General Hints & Tips
Using Internet Browser Controls
Recruitment Online (ROL) does not handle the use of your Internet Browser's (e.g. Internet Explorer, Safari, Mozilla...) navigation buttons. It is strongly advised that you do not click the Back or Forward buttons whilst you are in the ROL system.
Problems When Trying to Re-login
After logging out (or if the system has automatically logged you out because you have been inactive), you will be forwarded to the entry page for Recruitment Online. If you experience difficulties when trying to re-log in to the system, you should close your Internet Browser window, and open a new window, then login through the new window.
Sorting Results in Lists
After performing a search, clicking on the 'Look Up Icon' or viewing a list of results, you can always re-sort the result by clicking on the headings atop the results. Click on the heading a second time to change a sort from ascending to descending (or vice-versa).
Refining Search Criteria
On search results screens (e.g. Job Search, Job Opening Search), you can review and refine your search criteria without returning to the search screen and re-entering all criteria. To do this, look for the text 'Click icon to... ' above the search results and click on the > icon, this will display your search criteria for refining your criteria or saving the search.
Time-out / Automatic Logout
To ensure system security, Recruitment Online will automatically log you out after 20 minutes of inactivity. If you plan to be inactive for more than 20 minutes, please ensure you save your work.
Recruitment Online (ROL) Common Look & Feel
Recruitment Online has a common look and feel to applicants (and recruiters). Below is a list of the common links, icons and buttons used throughout ROL Version 8.9.
Hints & Tips for Recruiters
Creating Job Openings
Copy and Paste into Job Opening Fields
When pasting text from other word processing programs into Recruitment Online, some formatting will be lost or appear incorrectly. This is especially important when entering the Job Posting, since it will be presented to prospective applicants. You should avoid copying anything but text, since bullets and other formatting elements will not be saved correctly (the most common problem is that bullets become '?' when displayed to applicants/job seekers). If you wish to include formatting, consider using '*' or '-' to indicate that lines are part of a list.
Creating the Job Posting
The Job Posting part of a new Job Opening is the section which will be shown to prospective applicants and should contain all the relevant information about the position. It is pre-populated with a number of sections. School details included in the first of these sections should be brief, since a school website link should provide prospective applicants with access to further detail. All sections should be filled in appropriately (using predefined text unless otherwise required), since the posting is displayed to prospective applicants. Using the standard choices provided will assist recruiters, principals, applicants and interview panel members. You can remove sections where they are inappropriate for the job by clicking on the Trash Icon.
For SSO/SSP or Family Leave positions, it is essential that the Conditions of Employment section is populated appropriately (this section can be removed for all other positions).
Note: It is no longer departmental policy to require multiple copies of job applications. Using Recruitment Online applicants can only include a single copy, and recruiters can print/distribute the application as required.
Including an End Date
When creating a new job opening in Recruitment Online, it is not mandatory to include an End Date. However, you must include an end date for any position which has a fixed term (because it is tenured, or is an SSP or Family Leave position).
Verifying a Job Has Been Posted/Advertised
Job Openings are only advertised the day after they have been submitted. The easiest way for a recruiter to check that a job opening is advertised is to go to the Job Search/Excess Referral the day after you submitted the job; then include the appropriate job category and your school as a Location Preference in the search criteria.
Job Opening Authorisation
Recruitment Online no longer includes an authorisation step as part of the creation of new Job Openings. If you wish to include authorisation of a job opening, this should be done manually outside of Recruitment Online. The following template is available to assist in recording authorisation of a job opening if required.
Short Term (Non-Advertised) Jobs
A Job Opening must be created in Recruitment Online for any vacancy of more than 30 working days duration. Vacancies of up to six months (for teacher positions) and three months (for SSO positions) are not required to be advertised, these positions can be created as Short Term Non-Advertised Job Openings in Recruitment Online.
Once you have created a non-advertised position, you can progress the job opening immediately after it has been submitted. After submitting the job, you can link an applicant to the job, then select the Prepare Job Offer, Prepare for Hire and Hire Applicant actions for the applicant you have linked immediately.
Creating Job Openings with Clone
If you are about to create job(s) which are similar to a previous job (e.g. you are creating 2 new classroom teacher job openings, and you created a similar position last month), you can use the Clone function to create one or more copies of the previous job, and then update each job’s details.
The specific steps you must follow to clone jobs are:
- Find the Job Opening you wish to clone using Find Job Openings
- Click on the Clone link
- Select the number of new jobs you wish to clone (i.e. create) and click ‘Clone Job Opening’
- Take note of the Job Opening IDs that are listed
- Find the cloned Job Openings (use Find Job Openings with Status set to Draft)
- Click on each Job Opening and go through each screen to validate information is correct
- Ensure that the Job Posting Dates (shown on the Posting Information page) are correct – these are the dates when the new job will be advertised
- For Teacher or SSO jobs, ensure that the Subject/Duties are correct for the new job
- Once you are satisfied a cloned job is complete, you can submit it in the same way as you would a newly created job opening
Managing Job Openings
Finding Job Openings
The Find Job Openings search defaults to look for jobs with an Open status. This does not include Job Openings which you have saved but not submitted or jobs which have been closed/filled (i.e. where an applicant has been hired or the job has been withdrawn or no appointment was made). If you would like to find all the jobs, irrespective of their status, select the blank option in the Status drop-down list. Otherwise, select a status based on the following information:
- Open – will return jobs which are or have been submitted (i.e. advertised) and are yet to be filled.
- Draft – will return jobs which have been saved but not submitted, including cloned jobs.
- No Appoint – will return jobs where No Appointment has been made.
- Withdrawn – will return jobs which have been withdrawn.
- Closed – will return jobs which have been filled as a result of a hire.
Viewing Application Details for Job Openings
You can always view the list of applications for a particular job, however you must wait until the job has ceased to be posted (i.e. advertised) before you view the details of applicants/applications (including any attachments). If you are unsure when a job will stop being posted, go to the Job Opening's Job Posting (i.e. available from Job Opening Details / Job Posting), and scroll to the bottom of the screen to check the posting dates. Additionally, you will not be able to forward applications to interviewers, prepare job offer etc. within the system, until after the job has ceased to be posted.
Warning: Viewing Attachments - Computer Viruses
Attachments provided by applicants as part of their application or Online Resume are automatically scanned for computer viruses. In the case where a virus is detected, the system will not display the file, it will produce an error informing you "The content you just requested... was blocked..." . If an applicant's attachment(s) is not viewable, you should contact the person and advise them of this.
Managing Hard Copy Applications
Applicants who have submitted a hardcopy application do not have to be added to Recruitment Online unless you wish to make them an offer (i.e. Prepare Job Offer). To add the applicant, you must Link Applicant to Job at any time during or after the period the job opening is advertised. Once the applicant is linked to the job, you can progress them.
Reopening Jobs
To reopen a job (e.g. so that you can appoint a second placed candidate or correct a mistake in withdrawing a job) you should use the Change Job Opening Status option from Employee Data Management menu to change the job’s status back to Open. Once a job opening has an Open status, applicants can be managed for the job again but the job is not re-advertised.
Withdrawing a Job
To withdraw a job opening, you should use the Change Job Opening Status option from Employee Data Management menu and change the job’s status to Withdrawn.
Withdrawing a job should only be used when you wish to stop an advertised position because it is no longer required. If no suitable candidates have applied, you should change the status to No Appointment.
Principal Class Positions
Schools are not to take any payroll action for any person appointed to a principal class position. The preparation of contracts and appointment action on HRMS will be done in HR Services.
After performing the Ready for Hire action in Recruitment Online, you will receive a Successful Applicant Notification, you must forward this email to HR Services at schools.recruitment@edumail.vic.gov.au.
Further Tips
Talent Pool (Job Seeker Pool) Search Keywords
Entering Text or Keywords in the Talent Pool (Job Seeker Pool) Search will return applicants where their online resume attachment contains the text or keywords. To include multiple terms separate them using the word ‘and’. For example:
- Keywords ‘First Aid Certificate’ will return any applicant with an attachment including the phrase ‘First Aid Certificate’, but not an applicant with an attachment including the phrase ‘First Aid (Caring for Kids) Certificate’.
- Keywords ‘First Aid and Certificate’ will return any applicant with an attachment including any of the phrases ‘First Aid Certificate’, ‘First Aid (Caring for Kids) Certificate’, ‘First Aid Level II Certificate’ etc.
Applicant Preferences Effect on Searching in the Talent Pool (Job Seeker Pool)
The Talent Pool (Job Seeker Pool) is designed to ensure that applicants do not set up so narrow a Preference Profile that they are over looked for opportunities they may not have considered.
Excess Referral Emails
The excess referral process will generate an email to recruiters (i.e. the creator of a new job opening) where an excess employee has accepted a referral from their principal for the job. If the recruiter (you) is not the principal, then the principal should be alerted and this email should be forwarded to the principal, so that they can take appropriate action.
IDs in Recruitment Online
Recruitment Online has a separate applicant ID and employee ID. You should be careful not to confuse the two when searching for applicants or viewing applications for a job. In these cases an applicant's applicant ID is used, not their employee ID. The only place where you can search for employees by their employee ID (i.e. unique Department identifier) is in the Add New Applicant component.
Accessing Recruitment Online
