1. Sending email batches to multiple applicants
To avoid issues, when emailing multiple applicants at the same time, please only send up to 25 emails at a time (ie emailing up to 25 applicants at a time).
2. 'Sent from' email address
All system emails are sent from a ‘no reply’ central account: HRIS.MAILRETURN@IT.OX.AC.UK. If applicants reply to the email, they will receive an automatic reply, which includes:
‘Please do not reply to this email, the mailbox it has been sent from is not monitored.’
Some email templates also have a prompt for departments to enter their own email address in the body text. You will need to update each email sent in that batch (please remember to 'Save' each email individually, before proceeding to the next one).
3. Generating applicant packs - up to 50 applicants at a time only - UPDATED 13 April 2021
When generating applicant packs (ie creating one PDF document), please only select up to 50 applicants at a time, eg if you have 150 applicants, create three merged packs of 50 applicants in each one. You could then use specific software, eg Kofax Power PDF Advanced or Adobe Acrobat DC to convert the three PDF packs into one.
Update 13 April 2021: Please note that advert text is now included in the application packs and may impact on the successful generation of the document. Please see item below.
4. Advert text - character limit - UPDATED 13 April 2021
The Advert Text screen displays character limit in percentages. The percentage remaining after inputting your advert text must be no less than 87%. This is equivalent to around 3,340 characters (ie about 500 words). Following this format will create consistency across the University, comply with many external job boards, and help to avoid issues when generating merged application packs in the system.
5. Copying vacancy URL link
If you need your vacancy URL link, in order to post on another site or to share in an email, simply open your live vacancy on the Jobs website and copy the full link (which should end with the number of your vacancy ID), eg:
6. Questionnaire cannot be previewed in the Portal
Please pay close attention to the Current Questions menu to see which questions are included and in which order, as you cannot preview this screen.
7. Notifications - slow to appear
You should see a notification each time a document is created in the system, eg University Card form. However, these can be slow to appear, and we suggest you go to the 'Download Centre' and refresh your screen until your document appears.
8. 'Unsubmitting' web applicants
Occasionally candidates may request for their application to be reinstated after they have already submitted it, but this is not possible in CoreHR. Please follow your usual processes in case this arises, or contact HRIS Support for guidance.