TALEO FOR MANAGERS

Use below hyperlinks to jump to the location that you need to know about:

What is Taleo?

How do I gain access to Taleo?

Where do I go to access Taleo?

What can I access in Taleo?

Who are my “go to” contacts on Taleo?

What is the process for opening a job at Berkshire?

What do I have to do if I am an Approver for a job Requisition?

Where do I see the candidate’s information who applied for my job?

What if a candidate doesn’t have access to a computer, what do I do?

What if I can’t see my open job if I filled out the Job Requisition Form?

Can I set up interviews through Taleo?

Once I have interviewed a candidate, what do I do next?

What do I do once I have found the person I want to hire?

What do I do if the candidate is not a match for my open position?

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I. Introduction to Taleoa. What is Taleo? Taleo is Berkshire’s only recruiting

system for posting jobs, candidate database and centralizing the hiring process in one place.

b. How do I access Taleo? If you have a job open on the system, you will need to be an owner of the job. Request access through your Regional Admin or Caitlin Carmody in HR.

c. Where do I access Taleo? Under the “Employee” tab on www.berkshireapartments.com, under “Internal Job Postings” and “Post/Edit a Job Posting.” You will be redirected to Taleo’s website to enter in your username, password, and company code that you received via email when granted access. You can also make https://tbe.taleo.net/login.jsp as a favorite and go through this via your internet explorer.

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Step 1 – Employee TabStep 2 – Internal Job postingStep 3 – Post/Edit Job posting

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This is the log on screen in Taleo. You are directed here once you complete Step 3 above or go through your favorites on internet explorer.

d. What is my access in Taleo (what can I do)? i. You are able to view all jobs and candidates that you

are an owner of. You are an owner of a job if you are the hiring manager, interviewer, or possibly an approver.

ii. You can add documents, contact candidates via email, provide feedback, and add or remove questions to a job requisitions.

Enter username, password, and company code from email you received.

e. Who is my “go to” person if I have questions?

Region/Position Type Recruiting ContactBoston/All positions Jenn Licciardi or Marlena FedericiNational/All Jobs Allison BassMid-Atlantic Region/All Jobs

Dana Hatch - AdministrationCarol Nathan - Source and Recruit

Southeast Region/All jobs Tony Martinez – AdministrationCarol Nathan - Source and Recruit

Texas Region/All Jobs Kathi Buzan and Jonna Rodriguez – AdministrationStan Gill – Source and Recruit

Florida Region/All Jobs Dynelle Tolbert– AdministrationStan Gill – Source and Recruit

Redevelopment/All locations

Jonna Rodriguez – AdministrationStan Gill – Source and Recruit

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II. Opening and Approving a Position

a. OPENING:i. Fill out the Job Requisition form, either on

www.berkshireapartments.com under new hire forms, or copy the form out of your Interviewing for Top Talent binder.

ii. Send the Job Requisition form to your appropriate Regional Admin for all regions, Carol Nathan for Eastern Division, Stan Gill for Western Division, Jenn Licciardi or Marlena Federici for Boston or Acquisitions.

iii. Position will be entered into the Taleo system by your regional contact and sent for approval by your manager. The position will not be opened to the public until approved! If you don’t see it, connect with your regional contact to verify the stage of the job.

iv. Coordinate with your Regional Admin on advertising for your open job.

b. APPROVING:i. If you are an assigned approver to job requisition on

Taleo, you will receive an email from Careers@bpadv.com with a website link to review and approve or reject. See example below:

SUBJECT: Requisition request for approval | Requisition: (Job Title)

A job requisition has been opened and you are identified as the approver for this position.

Please follow this link to approve or reject this requisition:https://tbe.taleo.net/login.jsp?link=ReqApprove&id=133

-------------------------------Powered by Taleowww.taleo.com

ii. Once you click on the link, log in, and select Approve or Reject. This is the same process for your computer and Treo!

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III. Candidates and Interviewsa. As candidates apply for your job, they will show up under

your job in Taleo. You will get an email if you are an owner. Log onto Taleo (see above on accessing Taleo) and view your open jobs (requisitions) and candidates. You are able to click on the job to open it, or click on candidates (#) to view all candidates.

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Once logged in you will be brought to this page. Below are your jobs that may be open and your candidates attached to your job.

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My Candidate list: Once you click on candidates, if you have any, you will be a provided a list like below:

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When you click on your open job and click on candidates, the list of candidates will show in the above format.

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b. Set up interviews with candidates that you are interested in via the contact log on the candidate’s application or via the telephone. Click on candidates name to open the application. Scroll to the bottom of the application and see below:

c. Provide feedback on the candidate via Taleo using the feedback section on the candidate’s application, or using the Applicant Evaluation form on www.berkshireapartments.com or your Interviewing Top Talent binder and giving it to your Regional Admin or contact. See above on Taleo labeled “Interview Feedback.” It is always important to let us know if the candidate should be flagged for future positions if not filling your current one.

Once you click on a candidate, you will see their application information. When you scroll down you will see the information to the left.

You can contact them via contact log (email)Enter in an interview, which will schedule itProvide interview feedbackAdd attachments

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IV. Hiring and Rejectiona. While you are interviewing and getting candidates applying

for your position, you will want to move them through the system by using the “Next Steps” options at the top of each candidate’s application. Your Regional Admin can do this for you too, if you would like.

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This is the top portion of the candidate’s application. All of their information is stored here that they entered.

Above is the area that you can move the candidate along through the process.

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Candidate workflow: These are the possible stages the candidate can be in. Each step and choices will appear at the top of the candidate’s application as they are moved through the process.

Requisition Specific Status

Requisition Specific Next Steps Main Status when in Requisition Specific Statuses

Where you should be with the candidate.

Available Submit for requisition / Disqualified  Available When not attached to any requisition

Submitted For Requisition  Approve for review / Interview Process / Disqualified

Under Consideration

When attached to requisition(s)

Approved For Review  Interview Process / Disqualified / Reject candidate

Under Consideration

Initial skill match, will connect with

Interview Process  Decision Process / Disqualified / Reject candidate 

Under Consideration

Have connected with, scheduling or scheduled interview

Decision Process  Reference check process / Reject candidate 

Under Consideration

Had interview and deciding next steps

Reference Check Process 

Add reference / Offer process / Reject candidate 

Under Consideration

Made decision to pursue, checking references (At least two professional references needed)

Offer Process  Background check process / Offer declined / Reject candidate 

Under Consideration

Doing Employment offer form, sending out offer letter

Background Check Process 

Add background / Set start date reminder / Reject candidate

Under Consideration

Candidate accepted offer – Intelius Screening process started

Offer Declined  Reject candidate  Available Candidate declined our offer

New Hire Hired Intelius Screening passed, Candidate hired

Rehire Hired Intelius Screening passed, Candidate hired

Transfer Hired Candidate hired

Rejected  Do Not Hire Did not pass Intelius or ID Berkshire no match

Disqualified Submit for requisition  Available Some skill match, but for a different role

b. Once you find the best talent for the position, you would fill out an Employment Offer Form. This form can be found via www.berkshireapartments.com or your Interviewing Top Talent binder. Give form to your Regional Admin or contact for the offer letter to be produced. The offer letter will be sent to you for signature once approved.

c. If you get any applicants who have not applied for the position, have them log into Taleo via www.berkshireapartments.com, “Join Our Team” tab at the office or other computer access ability. All candidates have to come through the Taleo system. Speak with your contact if you have questions or issues.

d. Reject candidates via Taleo if you do not see the match to your job. Click into candidate’s application and select reject on top of page labeled “next steps.” Choose reject,

select reason, check both boxes for main status change and emailing the candidate.

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