e-Recruitment Applicant Detail {PERA-1}

This menu is used to store Applicant’s details, as captured by the Applicant, when registering as a user on eRecruitment or applying for a position through the Institution’s website using the eRecruitment functionality. 

The information is gathered when the applicant registers as a user on eRecruitment and where applicable, completes some or all of the Standard Application form details.  The Applicants may partially capture information, save the details and continue with the process later, therefore not all details viewed may be complete.  Applicants complete the standard Application Form once and thereafter update their details, as applicable, when applying for positions through eRecruitment.  Where the applicant is an existing staff member, still in service, Standard Application details are defaulted from the existing information stored on the system.  These details are displayed to the applicant and may not be updated by the Applicant through eRecruitment.

When logging onto eRecruitment, the user is validated to the details stored on this table, in addition to the password entered.  Applicant’s details may only be entered and updated through the eRecruitment functionality by the applicants and not by the Human Resources Department from the Menu Option, except for the Applicant’s email address which is updateable.  The supporting documentation submitted by the Applicant may be viewed from the Biographical Tab, by clicking on the ‘Document and Storage’ Button, per applicant queried.  Document Storage Category used is ‘ERECRUIT’.

Applicant’s may be Archived individually manually on this Menu Option or in Bulk {PERAR-1}.  The Applicant’s details are not deleted, instead an Archive Indicator is set to ‘Yes’ which will exclude the Applicant when running reports.  Should the Applicant log back onto e-Recruitment, the Indicator will be set back to Null.

Should the applicant be appointed, these details may be used to populate the newly appointed employee’s details using {PBOP-1} functionality, Import Applicant’s Details, to eliminate unnecessary capturing.  The following details are populated:

- Post Number (Linked to Advert code)
- Start date - System date will be inserted, this may be updated by the user
- Title, Initials, Surname
- Date of Birth
- Gender
- Ethnic Group
- Marital Status
- ID number/Passport Details
- Residence Status
- Communication Details
- Address Details

The user will be prompted to complete the other mandatory Biographical fields that could not be obtained from the Applicant's Details. When saving the record, the standard validations are applied to ensure the correctness of the data.

On successful commit of the record the following details are updated/records are created:

- A Service Record is created {PBOP-2}
- Pre-institution Records {PBOP-6}
- Qualifications {PBOP-8}
- Work Permit Details {PBOP-23}
- Physical Disabilities {PBOP-24}
- The Personnel Number is populated on the Applicants Details for future reference

Applicant’s Details are stored in the following Tabs:

Biographical Details

Contact Details

Address Details

Employment History

Qualifications

Referees

Positions Applied for {the history of all positions that the applicant has applied for through the e-Recruitment functionality is displayed)

Document Storage is used extensively and the Categories below exist:

          ERECRUIT – documents uploaded by the Applicant, accessed from the Biographical Tab

        ERAPPPOL – Police Clearance Certificate received and uploaded by HR, accessed from the Biographical Tab
 ERAPPQAL – Verification of Qualifications received and uploaded by HR, accessed from the Qualifications Tab  

       ERAPPREF – Referee reports received and uploaded by HR, accessed from the Referee Tab

To upload documents or view existing documents, the applicant must be queried.  The user will click on the ‘Document and Notes’ Button displayed from the applicable Tabs.

This panel lists the eRecruitment Applicant Details relevant to your Search parameters above. The Search Results may be exported into Excel.  To access the details of each applicant, highlight the row and click on the ‘Maintain Records’ Button

Example 1:

c) Maintain Records 

Tab 1: Biographical
Panel Box 1:  Biographical Details

Panel Box 2:  Disability

Disability Information will be displayed if completed by the Applicant

Example

d) Tab 2: Contact Details
Panel Box 1: Contact Details

The information as submitted by the applicant will display.  HR may update the email address. 

Panel Box 1: Address Details

The information as submitted by the Applicant will display

Example:

f) Tab 4: Employment History
Panel Box 1: Employment History

The information as submitted by the Applicant.

f) Tab 5: Qualifications
Panel Box 1: Qualifications

The information as submitted by the Applicant will display. 

HR may update ‘Document Viewed Date’ and ‘Verification Date’ for each Qualification submitted.  In addition, the Verification documentation may be stored per applicant, per qualification by using Document Storage Category ‘ERAPPQAL’

Example:

g) Tab 6: Referee
Panel Box 1: Referees

The information as submitted by the Applicant will display.

HR may update ‘Request Date’ and ‘Feedback Received Date’ and add Comments for each Referee submitted.  In addition, the Referee Report may be store per applicant, per referee by using Document Storage Category ‘ERAPPREF’

Example:

f) Tab 7: Position Applied For
Panel Box 1: Position Applied For

All positions that the applicant has applied for, through the e-Recruitment functionality, is displayed for easy reference.

Example:

• Procedures:
• None