Online shortlisting - shortlisting assignment

A shortlisting assignment must be created by HR teams to control when panellists can access applications and for how long.
The access is controlled based on applicant statuses.

Set up a shortlisting assignment, as follows:

Navigation: Recruitment Dashboard > Vacancies > Search for the vacancy > Edit Vacancy > Interview Panel > Shortlist Assignment

1. Click the “Add Shortlist” button
2. Add a title (e.g. ‘Shortlisting’)
3. Update the ‘Applicant Status’ field appropriate to the shortlist assignment, eg ‘Sent to shortlisting panel’. 

The system will automatically assign the applicant status you select in this field when you later add an applicant to the relevant shortlist assignment, eg shortlisting. (screenshot needs title of ‘Shortlisting’)

This will make it clear which applicants have already been made visible to the panel, as any new applicant (not added to the shortlisting assignment) will have an applicant status of ‘Applied’ (on the View Applicants screen).

Use the Start Date and End Date fields to control when the panel members will have access to the applicants assigned to the shortlist assignment.

4. Once you have selected the dates some additional options will appear at the bottom of the screen, “Available Applicant Status” and “Selected Applicant Status”. This allows further control over which applicants the panel is allowed to view, otherwise panellists will only see applicants with a status that matches the applicant status above (step 4 eg ‘Sent to shortlisting’)
5. If there are scenarios where you would like the panel to retain access where the individual(s) progresses beyond the applicant status recorded (in step 4) above and depending on local processes, you can use this functionality to add additional statuses into the “Selected Applicant Status” box. 
6. Click “Next” or add additional statuses
    

An example of when you may need to add additional statuses, may include when you have “Sent to Shortlisting Panel” as your status above (step 4) and having “Shortlisted” and “Invited to Interview 1” as the additional statuses. This allows the panel to retain access to the applications up until the interviews are carried out.

To add additional applicant statuses you can either:

1. Select the status(es) and select the > button, or you can drag the statuses over to the right to move them into the selected area. You can do the reverse to remove additional statuses. 
2. Click Next 
    

You will now need to select the applicants which you would like to apply this shortlist assignment to. Note this screen will include all applicants for this vacancy, regardless of their applicant status. 

1. Use the search functionality if required to then add applicants onto the shortlist assignment.  Tick which applicants you wish to include and then either
2. Click the “>” button or drag the applicants into the “Selected Applicants” section.
    
3. To remove applicants you can select the applicants under “Selected Applicants” and either click the “<” button, or drag and drop the applicants into the “Available Applicants” section.
4. Click next
    

Add panellists onto the shortlist assignment, either 

1. click the “>” button 
2. or drag the applicants into the “Selected Panel Members” section.
3. To remove panellists you can select the panellists under “Selected Panel Members” and either click the “<” button, or drag and drop the panellists into the “Available Panel Members” section.
4.  
5. Click Save

Any panel members selected will now have access to the “Interview Panel” screen, via HR Self-Service. They will see any vacancies where:

• They have been recorded as a panel member
• Where they have been added to a shortlist assignment 
• The shortlist assignment is open (based on set-up dates HR have recorded). 
• The shortlist assignment is active  (is this needed)
   

You may need to amend the shortlist assignment once you have set it up, for example, if further applications are received after you have initially set up the shortlist assignment the system will not automatically add applicants to the assignment, this must be done manually in order to retain control over which applicants’ details are shown to which panellists. You may also wish to amend the details of the panellists, if for example a panellist is replaced by another.

Navigation: Recruitment Dashboard > Vacancies > Edit Vacancy > Interview Panel > Shortlist Assignment

Note: The screen will display any current assignments by default, you may need to amend the drop down list to “Completed” to view any shortlist assignments which have passed the “End Date”. 

To edit an existing shortlist assignment follow the steps below:

1. Click on the ellipsis button next to the shortlist assignment
2. Select the “Shortlist Details” option
3. Navigate your way through the three steps and edit as required, eg add new applicants/new panel members
4. Click‘save’