University of Minnesota
Office of Human Resources
http://www.umn.edu/ohr
612-625-2016

Applicants

View Applicants to a Posting | Sorting and Viewing | Viewing and Printing Applications | View and Print Attachments | Changing the Status | Moving a Position to Historical Status | Copy from Pool

 View Applicants to a Posting

There are several methods to view applicants in the system. You may view an applicant by clicking “View Active” under “Job Postings” on the left. After clicking, search for the requisition for which you would like to view applicants.. 

Click “View” below the position title to bring up the following screen:

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The first tab labeled “Applicants” lists all applicants associated with the requisition you chose to view. The “Applicants” tab allows for viewing documents or applications associated with a certain applicant. (e.g., resume, cover letter, etc.). Columns may be sorted by the arrows next to each column heading.

From this screen, you may perform a number of tasks, including:

  • Sort and view applicants by different criteria
  • View and print applications
  • View and print attached documents
  • Add notes to a applicant’s  history/notes information
  • Change an applicant’s status

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 Sorting and Viewing

To sort columns on the “Applicants” tab (e.g., Name, Date Applied, etc.), click the arrow next to the corresponding column heading.  Note: Clicking the arrow reverses the sort order of the column information to ascending or descending.

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You may choose to show active applicants, inactive applicants, or both.  This is performed by checking the boxes next to “Active Applicants” (active applicants have not been disqualified and still under review) and “Inactive Applicants” (inactive applicants are no longer under review).  Click “Refresh to clear any previously used search criteria.

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 Viewing and Printing Applications

To view and print a single application perform the following steps:

  1. Click "View Application" under an applicant’s name from the "Active Applicants" screen (shown on the previous page). The applicant’s application will open with Adobe Acrobat Reader in new browser window.
  2. Select File > Print from your browser’s menu to print the application. A signature line is provided at the bottom of the application page for an applicant's signature, if necessary.
  3. To close the application window, click "Close Window”, or click the X in the upper right corner of the window. This will not log you out of the system; it will simply return you to the list of applicants on the “View Posting” screen.

To view and print multiple applications at the same time, perform the following steps:

  1. Check the boxes next to the corresponding applicants you wish to print (or click “All"). These boxes are located on the right side of the page.
  2. Click “View Multiple Applications.
  3. A new window will appear containing all the applicant information you selected to print. 
  4. Select File > Print from your browser’s menu to print the application(s). A signature line is provided at the bottom of the application page for an applicant's signature, if necessary.

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 View and Print Attachments

This process is very similar to printing applications, except the

To view and print a single attachment perform the following steps:

  1. Click the attachment you wish to view under the “Documents” column. The applicant’s attachment will open with Adobe Acrobat Reader in new browser window.
  2. Select File > Print from your browser’s menu to print the attachment.
  3. To close the attachment window, click "Close Window”, or click the X in the upper right corner of the window. This will not log you out of the system; it will simply return you to the list of applicants on the “View Posting” screen.

To view and print multiple attachments at the same time, perform the following steps:

  1. Check the boxes on the far right to view attachments of applicants you have selected (or click “All").
  2. Click “View Multiple Documents.
  3. A new window will appear containing all the applicant information you selected to print. 
  4. Select File > Print from your browser’s menu to print the attachment(s).

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 Changing the Status

University employment practices require that you change the status of applicants as you review their applications, interview them, and decide on your final applicant(s). Changing the status is a form of communicating to applicants and a means to track qualified applicants for reporting and EOAA purposes. Change the status of one applicant, while in the "Active Applicant" display screen, by clicking "Change Status" under the "Status" column heading.

To change the status of multiple applicants at the same time, check the box under the "All/None" column for each applicant you wish to change. Then "Change Multiple Applicant Statuses" (Click “All” in the “All/None” column to select all applicants. To deselect all applicants, click “None”).

Note: You must change the status of all active applicants in order for the Employment Team to designate your position as filled. Please refer to Appendix E for the Office of Human Resources' Applicant Status Requirements.

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After clicking the “Change Multiple Applicant Statuses,” a screen similar to the following will appear:

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Under the “Status” column a drop down menu of the statuses an applicant could be changed to appears. Select the status to which you wish to change each applicant. Next, click “Continue to Confirm Page.” To reset the statuses to their original values, click the “Reset to Original Status” button. To return to the previous screen, click “Cancel.”

You may also change all selected applicants’ statuses to the same status at the same time by using the “Change For All Applicants” feature at the top of the screen. After setting all applicants’ statuses using the “Change For All Applicants” feature, you can change individual applicant statuses below. 

After clicking “Continue to Confirm Page,” you will come to a confirmation page. Select “Save Status Changes” to complete the action. Select “Cancel” to return to the previous screen to edit your changes.

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 Moving a Position to Historical Status

After you have changed the status of all your applicants, you can either "Designate the Position as Filled" or "Cancel" the posting in the system. If you have hired someone, you will fill the position in the system; if you are not hiring at this time and need to close the position, choose "Cancel". You can do this in one of two ways.

The first method is to click on the link in the Posting Status column of your active positions ("View Active").

After clicking on the link, the system will ask you to cancel or confirm your choice. After clicking on confirm, the position will either be Filled or Cancelled and move to your "View Historical" section.

You can also choose to view the requisition from your "View Active." Click on the view link underneath the requisition number to pull up the position. You will be taken to the applicants page, though you will have the ability to navigate through the requisition and make any notes. Once you are done, click on the "View Posting Summary" button at the bottom of any page on the requisition. This will take you to the Posting Summary for the requisition, with status options at the top and the bottom of the requisition.

Choose either to Designate Position as Filled or to Cancel, depending on your needs for the position. After clicking continue, you will be asked to confirm whether you want to take your action. Click confirm and the position will be moved to your historical section.

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 Copy from Pool

The system allows some users to copy applicant pool information from one requisition to another.  To begin, open a requisition that has active applicants in it.

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To copy multiple applicants at the same time, check the box under the “All/None” column for each applicant you wish to copy. Click “Copy from Pool (Click “All” in the “All/None” column to select all applicants. To deselect all applicants, click “None”).

After clicking “Copy from Pool”, a screen similar to the following will appear.

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After reviewing the list of applicant pool information you wish to copy, click ”Continue”.

Once you click “Continue” a screen similar to the following will appear. Locate the specific requisition you wish to copy applicant pool information to. Click “Apply Pool” under the requisition number.

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A summary screen similar to the following will show after selecting the requisition number for applicant pool information to be copied to.

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Click ”Confirm”, and you will see a screen similar to the following.

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After you click ”OK”, you will be taken back to the original requisition. Under the “Applicants” tab, note the applicant status has been changed to “Copied from Pool” for applicants you selected to copy to another pool summary.

NOTE:  You should contact any applicants prior to applying them to a posting, as any action you take will be reflected on their Applicant Status page.

Next Section: Appendix A - Roles (User Types)