Recruitment reports

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Summary description 

This group of reports allows you to identify details of all your vacancies. 

Why run these reports? 

  • To check the status of vacancies. 
  • To check vacancy dates. 

When should you run these reports? 

Run regularly to ensure that the status of vacancies is being correctly updated as they progress and that all completed vacancies are closed. 

Hints & tips 

  • The status of ‘Filled’ should not be used – for accuracy of data you should update vacancy records where results show this status has been used. Such vacancies should generally have a status of ‘Closed’. 
  • Vacancy Status of ‘-' – this indicates no vacancy status has been selected. For accuracy of data you should update vacancy records to the relevant status. 
Available filters 
Filter Mandatory? Notes 
NB Remember to untick ‘<All [filter label]>’ selection when narrowing down the options within a filter – see the HR Reporting How-to Guide.
Division N Select a specific division, if required.
Vacancy ID N Enter a specific vacancy ID or leave blank for 'all' records.
Status N Select a particular vacancy status, eg 'CLOSED', if required.
Department code N If you have access to more than one department and you wish to report on only one of those departments, select the relevant department code. Multiple values can be selected.
Department N

 
As above, select the department name if required.

Grade N Select a particular grade(s), if required.

 

Details of paginated reports within RECDEP40 folder

Vacancy List Details of all vacancies for your department, including statuses, dates etc.
Vacancy Count by Vacancy Status Count of vacancies by Vacancy Status (advertising, shortlisting, interview etc). 
Vacancy Count by Status Count of vacancies by Status (open, closed, etc) 

Summary description 

This group of reports allows you to identify all applicants for your vacancies. 

Why run these reports? 

  • To check the status of applicants and vacancies. 
  • To check status dates. 
  • To analyse applicants and vacancies over a particular time period. 
  • To analyse applicants by legal sex and grade for recruitment monitoring purposes. 

When should you run these reports?

Run regularly to ensure that the status of applicants is being correctly updated as they progress. 

Hints & tips

  • Applicant status – where worksheets return summary data, note that this is based on current applicant status. To see a total number of applicants, refer to the last column on the worksheets. 
  • Date filters – some worksheets enable date filters to be entered. Note, these dates are based on the Recruit External Open and Close Dates on the vacancy. 
  • The vacancy status of ‘Filled’ should not be used – for accuracy of data, update vacancy records where this status has been used. Such vacancies should generally have a status of ‘Closed’. 

Available filters 

Filter Mandatory? Notes
NB Remember to untick ‘<All [filter label]>’ selection when narrowing down the options within a filter – see the HR Reporting How-to Guide.
Vacancy ID N Enter a specific vacancy ID or leave blank for ‘all’ records
Vacancy status N Select a particular vacancy status, if required.
Applicant ID  N

Enter a specific applicant ID or leave blank for ‘all’ records

Applicant status  N Select a specific applicant status, if required.
Department code N

If you have access to more than one department, but wish to report on only one of those departments, select the relevant department code. Multiple values can be selected.

Department N As above, select a specific department name, if required.
Applicant surname  N Enter an applicant’s surname or leave blank for ‘all’ records
Period Start Date* Y

*Only for the reports with '(Date Parameters)' in the title.

Returns vacancies where either the Recruit External Open Date or the Recruit External Close Date falls between these dates

Period End Date* Y
Details of paginated reports within the RECDEP41 folder
Current Applicant Status Returns all applicants for vacancies sorted by status
Current Applicant Status (Date Parameters)  As above, for the date range selected
Applicant Status History  Sorted by status, this details the dates for the different applicant statuses
Successful Applicants List of details of successful (appointed) applicants 
Vacancy Summary by Applicant Status Summary count of applicants at each applicant status
Vacancy Summary by Applicant Status (Date Parameters)  As above, for the date range selected
Vacancy Summary by Applicant Status and Legal Sex   Summary count of applicants at each applicant status by legal sex
Vacancy Summary by Applicant Status, Grade and Legal Sex  Summary count of applicants at each applicant status by grade and legal sex

 

Summary description 

This group of reports allows you to identify all adverts that have been placed for your vacancies. 

Why run these reports? 

To check where a vacancy has been advertised and when. 

When should you run these reports? 

As and when required. 

Hints & tips 

  • The status of ‘Filled’ should not be used: for accuracy of data you should update vacancy records where results show this status has been used. Such vacancies should generally have a status of ‘Closed’. 
  • Vacancy Status of '-': where this is returned this indicates no vacancy status has been selected. For accuracy of data you should update vacancy records to the relevant status. 

Available filters

Filter Mandatory? Notes
NB Remember to untick ‘<All [filter label]>’ selection when narrowing down the options within a filter – see the HR Reporting How-to Guide.
Vacancy ID  N Enter a specific vacancy ID or leave blank for ‘all’ records.
Department code N

If you have access to more than one department, but wish to report on only one, select the relevant department code. Multiple values can be selected. 

Department N As above, select the department name, if required.

 

Details of paginated reports within RECDEP42 folder

Advertising by Vacancy Returns details and dates of all advertisements for vacancies (including the University website).

 

Summary description 

This group of reports allows you to identify details of referees by vacancy. 

Why run these reports? 

  • To check referee details. 
  • To check where references have been requested/received. 

When should you run these reports? 

As required during the recruitment process. 

Hints & tips 

  • The status of ‘Filled’ should not be used: for accuracy of data you should update vacancy records where results show this status has been used. Such vacancies should generally have a status of ‘Closed’. 

Available filters

Filter Mandatory? Notes
NB Remember to untick ‘<All [filter label]>’ selection when narrowing down the options within a filter – see the HR Reporting How-to Guide.

Vacancy ID

N Enter a specific vacancy ID or leave blank for ‘all’ records.
Applicant ID N Enter a specific applicant ID or leave blank for ‘all’ records.
Applicant surname N Enter an applicant’s surname or leave blank for ‘all’ records.
Department code N

If you have access to more than one department, but wish to report on only one, select the relevant department code. Multiple values can be selected.

Department N As above, select the department name if required.

 

Details of paginated reports within RECDEP43 folder

Referee Details Applicant details, and contact/other information for referees by vacancy. 
Reference Events By vacancy, shows which reference related events have been completed and when.

 

Summary description 

This group of reports shows you, by vacancy, the advertising source for each applicant (ie where they saw the job advertised). 

Why run these reports? 

To review applicant and advert data as required. 

When should you run these reports? 

As required during the recruitment process. 

Hints & tips 

  • Note: The status of ‘Filled’ should not be used – for accuracy of data you should update vacancy records where results show this status has been used. Such vacancies should generally have a status of ‘Closed’. 

Available filters 

Filter Mandatory? Notes
NB Remember to untick ‘<All [filter label]>’ selection when narrowing down the options within a filter – see the HR Reporting How-to Guide.
Vacancy status N Select a specific vacancy status (eg CLOSED), if required.
Recruitment stage N Select a specific recruitment stage (eg ADVERTISED), if required.
Vacancy ID N

Enter a specific vacancy ID or leave blank for ‘all’ records. 

Applicant ID N Enter a specific applicant ID or leave blank for ‘all’ records. 
Surname N

Enter an applicant’s surname or leave blank for ‘all’ records. 

 

Details of paginated reports within RECDEP44 folder

Applicant List By vacancy, shows advertising source for each applicant.
By Advert Source Applicant data sorted by advertising source.

 

Summary description 

This report allows you to identify details of qualifications for applicants by vacancy (where the long application form has been used). 

Why run this report?

To check that details of qualifications have been captured. 

When should you run this reports? 

As and when required during a recruitment exercise. 

Available filters

Filter Mandatory? Notes
NB Remember to untick ‘<All [filter label]>’ selection when narrowing down the options within a filter – see the HR Reporting How-to Guide.
Vacancy ID N Enter a specific vacancy ID or leave blank for 'all' records. 
Applicant ID N Enter a specific applicant ID or leave blank for ‘all’ records.
Applicant surname N Enter an applicant’s surname or leave blank for ‘all’ records.
Applicant status N Enter specific status or leave blank for ‘all’ records. 
Department code N

If you have access to more than one department, but wish to report on only one, select the relevant department code. Multiple values can be selected.

Department  N

As above, enter/select the department name if required. 

 

Details of paginated reports within RECDEP46

Applicant List Applicant details and qualification information, by vacancy. Includes applicant status.

 

Summary description 

This report outputs the answers (if any) for 'private questions' on the application form. 'Private questions' are not included in the PDF application pack; either because they are irrelevant to the selection decision or it would be inappropriate for the panel to be influenced by these details at this stage. 'Private questions' include those relating to the applicant's University connections, details of unspent criminal convictions, disciplinary record, and how they heard about the vacancy. 

Note that questions will only be included in the report if the applicant has provided a response that requires some action or further consideration by the employing department. 

Why run this report? 

This report must be run as part of every recruitment exercise to ensure that any issues that may affect the recruitment process and/or offer of employment are identified as early in the process as possible. It is intended for use by the Recruitment Administrator who should alert the Panel Chair to any issues that are relevant to the recruitment decision where it is appropriate to do so. Each case will require individual assessment and in some cases it may be appropriate to alert the Panel Chair of the disclosed details before the interview. However, where possible the information should only be disclosed once the preferred candidate has been identified but before a conditional offer is made.  

Advice should be sought from the relevant HR Business Partner if it is anticipated that information provided in the private questions may have an impact on the recruitment outcome. 

When should this report be run? 

This report must be run for each recruitment exercise, after shortlisting and before the interviews take place.

Hints & tips 

  • Results: A positive response must have been entered onto the application form by the applicant in order to be included in this report. 
  • The status of ‘Filled’ should not be used: Any records with this status should be updated accordingly. They should generally have a status of ‘Closed’. 

Available filters

Filter Mandatory? Notes
NB Remember to untick ‘<All [filter label]>’ selection when narrowing down the options within a filter – see the HR Reporting How-to Guide.
Vacancy status N Select a specific vacancy status (eg CLOSED), if required.
Vacancy ID N Enter a specific vacancy ID or leave blank for 'all' records.
Department code N

If you have access to more than one department, but wish to report on only one, select the relevant department code. Multiple values can be selected.

Department N As above, select the department name, if required. 

 

Details of paginated reports within RECDEP47 folder

Applicant details By vacancy, shows responses given by applicants to ‘private questions’.

 

Summary description 

These are tracking reports which identify pre-employment information that has been entered into Recruitment, CoreHR for an appointed candidate. Includes, where applicable, GMC registration details from application data. 

Why run these reports? 

  • To check details of which pre-employment checks have been completed and when. 
  • To identify where checks are still to be made. 

When should you run these reports? 

Run regularly to ensure that checks for new starters are initiated and completed in a timely manner. 

Hints & tips 

  • Results: Data is reported for each appointed candidate, whether the required checks listed have been made will only show if the details have been recorded in the event section in CoreHR. 
  • Note: The initiation of checks should be recorded in Recruitment (and hence show on this report), but the completion of the checks should be recorded within Personnel. 
  • See also PERDEP42_ Pre-Employment Checks for the checks recorded in Personnel. 

 Available filters

Filter Mandatory? Notes
NB Remember to untick ‘<All [filter label]>’ selection when narrowing down the options within a filter – see the HR Reporting How-to Guide.
Applicant ID N

Enter a specific applicant ID or leave blank for ‘all’ records.

Applicant surname N

Enter an applicant’s surname or leave blank for ‘all’ records. 

Vacancy ID N Enter a specific vacancy ID or leave blank for 'all' records.
Department code N If you have access to more than one department, but wish to report on only one, select the relevant department code. Multiple values can be selected. 
Department N As above, select the department name, if required. 

 

Details of paginated reports within RECDEP48 folder

Person and appointment details with dates (where completed) for a range of pre-employment checks (events) for new appointees:

Security Security-related pre-employment checks such as Disclosure Scotland checks. 
ID Proof of ID requested and proof checked.
 
Employment History  Gaps in employment checked. 
Qualifications Proof of qualification initiated and proof confirmed. 
References References requested and references checked.
Contract Honorary Contract check initiated and checked, and/or contract signed. 
Right to Work Right to work evidence requested and checked. 
Right to Return Checks made to ensure that previous employees are allowed to return. 
GMC Registration Lists the GMC Registration number for the applicant where this question has been asked on the online application form.

 

Summary description 

This group of reports checks vacancy and applicant data for the current reporting year.  

These reports check that you are using the mandatory applicant status stages (Applied, Shortlisted, Offer Made – Personnel, Offer Accepted – Personnel) to allow cross-departmental comparability in recruitment outcomes. 

Guidance on how to use the report and make data changes is available on the HR Analytics Team’s data quality webpages. 

Why run these reports? 

Accurate recruitment data is required for University-wide recruitment monitoring and for Athena Swan applications. Running this report regularly will ensure you are managing vacancies correctly on CoreHR and using the required mandatory stages for applicants. 

When should you run these reports? 

At least monthly. You may also find it helpful to run these reports and spot-check recent data entry for selected vacancies. 

Hints & tips 

Ensure you are following the most up-to-date guides for the CoreHR data entry steps and requirements, see: https://hrsystems.admin.ox.ac.uk/recruiting-staff

Available filters

Filter Mandatory? Notes
NB Remember to untick ‘<All [filter label]>’ selection when narrowing down the options within a filter – see the HR Reporting How-to Guide.
Department N Select the department name if required.
Department code N If you have access to more than one department, but wish to report on only one, select the relevant department code. Multiple values can be selected. 
Vacancy ID N Enter a specific vacancy ID or leave blank for 'all' records.

Details of paginated reports within HRINF021 folder

The order in which you run and action the reports matters:

Step 1 - Advertised vacancy validation
  • Run this first, before any others.
  • Action all red message in Recruitment, in CoreHR.
  • Re-run this report to check the changes have been entered correctly.
Step 2 - Applicant status validation  
  • Run this report once you have cleared all the red errors from the Advertised vacancy checking report (Step 1).
  • Action all red error messages.
  • Action the orange advisory messages, if you wish.
  • Re-run report to check the changes have been entered correctly.
Step 3 - Non-advertised vacancy validation  
  • Run this report last.
  • Action all red error messages in the in Recruitment, in CoreHR.
  • Re-run this report to check the changes have been entered correctly.
DATA VIEW - applicant status   This report is formatted using 'group sort' to provide an on-screen view of applicant statuses.
DATA EXPORT - applicant status This report is formatted to provide a dataset for export and use in Excel (can be used to create Pivot Tables).

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HR Reporting How-to Guide (PDF)