changing applicant dispositions - omni...

Changing Applicant Dispositions Created on 3/8/2013 12:04:00 PM

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Table of Contents Changing Applicant Dispositions .................................................................................... 1

Changing Applicant Dispositions Overview:

Understanding the Applicant Disposition Process

For compliance and reporting purposes, FSU must demonstrate where applicants fall out of

consideration for a position. Since audits sometimes occur two to three years following a hiring

decision, this will provide a history of the selection process. Disposition codes were created that

must be used by departments to document this information for each applicant in Route status in a

job opening pool.

In this topic, you will learn the steps to change disposition codes for applicants in a job opening.

You will learn how to indicate a duplicate applicant, change an applicant's status from route to the

appropriate review disposition, and create the interview evaluation and disposition. At the end of

this topic, you will learn how to run a query in OMNI to generate an Excel spreadsheet with

disposition codes and applicant names from a pool to aid the department in keeping track of the

applicant disposition code information.

Estimated Length: 7 Minutes

Procedure

Scenario: In this topic, you will learn the steps to change applicant dispositions.

Key Information: Job Opening ID

Applicant Disposition Query - FSU_ERS_DISP_CODE_REPORT

Applicant Disposition XML Report - DISPCODE_RPT

Applicant Disposition Matrix

(http://www.hr.fsu.edu/PDF/publications/employment/Applicant%20Disposition%20Matrix.pdf)

http://www.hr.fsu.edu/PDF/publications/employment/Applicant%20Disposition%20Matrix.pdf

Step Action

1. Click the Human Resources 9.1 link.

Step Action

2. Click the Recruiting link.

Step Action

3. Click the Find Job Openings link.

NOTE: You may also use the Browse Job Openings page to pull up the job

opening.

Step Action

4. Enter the appropriate Job Opening ID.

Step Action

5. Click the Search button.

Step Action

6. Click the Job Opening link.

Step Action

7. Once the position closes, your recruiter will run the screening tool on the pool and

will place the applicants that screened through into Route status. At this stage you

will see the following applicant disposition codes:

- Route (050-Route): indicates the applicant has been marked as qualified and is

eligible for an interview.

- Screen Reject (031-ScrRej): indicates the applicant did not pass the screening tool

and is not qualified for the position or eligible for an interview.

- Applied (020-Appl): at this stage, indicates the applicant has already applied to the

job opening and is a duplicate applicant.

Step Action

8. Do not change applicant disposition codes until the applicants have been

routed.

NOTE: Your recruiter will also inform you of any applicants who are required to be

interviewed based on Veterans' Preference and/or a Collective Bargaining Unit.

Step Action

9. Click the View All link to view the first 100 applicants in the pool.

If there are over 100 applicants in the pool, click the next arrow button to view the

additional pages.

Step Action

10. In the next several screens, we will cover the steps needed to identify duplicate

applicants in the pool.

Step Action

11. Disposition codes can be changed on multiple applicants by using the Group Action

drop down menu at the bottom of the page.

Step Action

12. Click the Group Action drop down menu.

Step Action

13. Select Change Disposition from the drop down list.

Step Action

14. Click the Go button.

Step Action

15. Click the Change Status To drop down menu.

Step Action

16. Select REV-Duplicate Applicant from the drop down list.

This is the only disposition code available for applicants in Applied status.

Step Action

17. Click the Submit button.

Step Action

18. In the next several screens, we will cover the steps needed to identify applicants who

fell out of consideration at the Review stage.

Examples will be provided on updating individual applicants as well as updating

multiple applicants.

Step Action

19. Disposition codes can be changed on individual applicants by using the Take

Action drop down menu for a specific applicant.

Step Action


Step Action


Step Action

22. When an applicant is in Route status, the only "Change Status To" disposition codes

available are REV (review) codes.

For the purpose of this example, select REV-Did Not Meet Min Quals from the

drop down list. This indicates that the applicant does not meet the minimum

qualifications of the job opening.

For additional details and explanations of applicant disposition codes, see Applicant

Disposition Matrix

(http://www.hr.fsu.edu/PDF/publications/employment/Applicant%20Disposition%2

0Matrix.pdf).



Step Action


Step Action


Step Action


Step Action


Step Action


Step Action

28. For the purpose of this example, select REV-Not As Qualified:Education from the

drop down list. This indicates that the applicants are a close match for the position,

but not as qualified as those selected for an interview where Education is a better

fit.


Disposition Matrix


0Matrix.pdf).



Step Action


Step Action

30. In the next several screens, we will cover the steps needed to create an interview

evaluation.

Before creating the interview evaluation, you will need:

Interview Date(s)

Interview Type

Applicant's Category & Overall Ratings

NOTE: An applicant must be in Route status before being contacted for an

interview.

Step Action

31. For the purpose of this example, click the Take Action drop down menu for

applicant, Henry Hoffman.

Step Action

32. Select Create Interview Evaluation from the drop down list.

Step Action

33. You may use the calendar icon to specify the interview date or key the information

into the Interview Date field.

For the purpose of this example, click the Calendar Icon button.

Step Action

34. Click the Interview Type drop down menu.

Step Action

35.

NOTE: Inhouse 1, 2 & 3 can be used when recording multiple interview evaluations

for the same applicant.

Step Action

36. Click the Interview Rating drop down menu for Communication Skills.

Step Action

37. Click the Interview Rating drop down menu for Education/Training.

Step Action

38. Click the Interview Rating drop down menu for Technical Skills.

Step Action

39. Click the Interview Rating drop down menu for Work Experience.

Step Action

40. Comments can be added to the individual category ratings by clicking

the Comments icon.

Comments regarding the overall evaluation can be added in the General Comments

box below.

Step Action

41. Enter comments as needed, however, do not make any comments that may be

interpreted as discriminatory. For additional guidance regarding appropriate

comments, see Search and Screening Guide

(http://diversity.fsu.edu/index.cfm?page=searchscreening).

Click the OK button to save your comments and return to the Interview Evaluation

page.

http://diversity.fsu.edu/index.cfm?page=searchscreening

Step Action

42. Click the Overall Rating drop down menu.

Step Action

43. Select the applicant's Overall Rating.

Step Action

44. The interview evaluation must be submitted in order to be considered complete. The

Save button can be used to save evaluations that are not ready to be submitted.

Click the Submit Evaluation button

Step Action

45. Click the Return to previous page link.

Step Action

46. In the next several screens, we will cover the steps needed to identify an applicant

who fell out of consideration at the Interview stage.

Step Action


Step Action


Step Action

49. Once an interview evaluation has been submitted, the only "Change Status To"

disposition codes available are Int (interview) or Offer Made codes.

For the purpose of this example, select Int-Not As Qualified:Experienc from the

drop down list. This indicates that the applicant is not the best qualified because

another applicant has Experience that would be a better fit.


Disposition Matrix


0Matrix.pdf).

Step Action




Step Action

51. In the next several screens, we will cover the steps needed to identify an applicant

who was interviewed and received an offer, but fell out of consideration because

he/she withdrew.

Step Action


Step Action


Step Action

54. Select Offer Made-CandidateWithdr from the drop down list. This indicates that

an offer was made to an applicant, but the applicant is no longer interested in the

position offered or the applicant accepted the offer and retracted before hire.


Disposition Matrix


0Matrix.pdf).



Step Action


Step Action

56. Applicants must be in the same disposition status in order to update them through

the "Group Action" function.

In the next several screens, we will see a sample of the message received when

attempting to update applicants in various dispositions.

Step Action


Step Action


Step Action


Step Action

60. Read the error message that popped up.

Click the OK button.

Step Action

61. You must assign a final disposition code to each applicant who was not selected for

the position.

Once pre-employment checks have been completed, the department will complete

the pre-employment checklist and job offer on the applicant selected for the

position.

Step Action

62. Click the Home link.

Step Action

63. Navigate to the Query Viewer page to run the following query to return the names of

the applicants in a pool as well as a list of all the disposition codes:

FSU_ERS_DISP_CODE_REPORT.

This can be used by the hiring department to keep track of the applicant disposition

codes outside of OMNI while the search is ongoing. Once the search is finalized, the

codes can be recorded in OMNI accordingly. This query should only be run after

your Recruiter has screened and routed the applicant pool.

NOTE: An XML version can also be run if you would like to retrieve this

information in a report format. The XML report name is DISPCODE_RPT.

Click the Reporting Tools link.

Step Action

64. Click the Query Viewer link.

Step Action

65. Enter the Query Name in the begins with field.

For the purpose of this example, enter "FSU_ERS_DISP_CODE_REPORT".

Step Action

66. Click the Search button.

Step Action

67. For the purpose of this example, click the Excel link.

NOTE: The query can be saved to your favorites by clicking on the Favorite link

under the Add to Favorites heading.

Step Action

68. Enter the appropriate Job Opening ID into the Job Opening field.

Step Action

69. Click the View Results button.

Step Action

70. Click the Open button.

Step Action

71. An excel spreadsheet returns which displays the applicants' names and the

disposition code options.

In this example, the hiring manager has already marked the disposition codes for

applicants 1, 2 & 3.

Step Action

72. Congratulations! You have completed this topic.

End of Procedure.

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