Recruitment reports

Expand All

Summary description 

This report allows you to identify details of all your vacancies. 

Why run this report? 

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

When should you run this report? 

It is recommended that this report is 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 

  • Filters: Several tabs include a Page Items button to allow you to further filter results by status. 
  • 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 parameters 
Parameter Mandatory? Notes 
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 in the back office and you wish to report on only one of those departments, enter/select the relevant department code here. Multiple values can be selected.
Department Description N

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

 

Details of tabs
Tab 1 Vacancy List Details of all vacancies for your department, including statuses, dates etc. Includes Page Item to allow filter by Status – open, closed etc. 
Tab 2 Vacancy Count by Vacancy Status Count of vacancies by Vacancy Status (advertising, shortlisting, interview etc). Includes Page Item to allow filter by Status (open, closed, etc). 
Tab 3 Vacancy Count by Status Count of vacancies by Status (open, closed, etc) 

Summary description 

This report allows you to identify all applicants for your vacancies. 

Why run this report? 

  • 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 this report?

It is recommended that this report is 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 (i.e. tabs 5-8), 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 parameters – some worksheets enable date parameters to be entered (i.e. tabs 2& 6).  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 you should update vacancy records where results show this status has been used. Such vacancies should generally have a status of ‘Closed’. 

Available parameters 

Parameter Mandatory? Notes
Vacancy ID N Enter a specific vacancy ID or leave blank for ‘all’ records
Vacancy Status N Enter O for Open, C for Closed, F for Filled, H for On-Hold 
Applicant ID  N

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

Applicant status  N Select a specific applicant status using the torch or leave blank for ‘all’ records
Department Code N

If you have access to more than one department in the back office and you wish to report on only one of those departments, enter/select the relevant department code here. Multiple values can be selected

Department Description  N As above, enter/select the department name if required
Applicant surname  N Enter an applicant’s surname or leave blank for ‘all’ records
Period Start Date Y 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 tabs
Tab 1 Current Applicant Status Returns all applicants for vacancies sorted by status
Tab 2 Current Applicant Status (date parameters)  As above, for the date range selected
Tab 3 Applicant Status History  Sorted by status, this details the dates for the different applicant statuses
Tab 4 Successful Applicants List of details of successful (appointed) applicants 
Tab 5 Vacancy Summary by Applicant Status Summary count of applicants at each applicant status
Tab 6 Vacancy Summary by Applicant Status (date parameters)  As above, for the date range selected
Tab 7 Vacancy Summary by Applicant Status and Legal Sex   Summary count of applicants at each applicant status by legal sex
Tab 8 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 report allows you to identify all adverts that have been placed for your vacancies. 

Why run this report? 

To check where a vacancy has been advertised and when. 

When should you run this report? 

As and when required. 

Hints & tips 

  • Filters: tab includes a Page Items button to allow you to further filter results by status. 
  • 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 parameters

Parameter Mandatory? Notes
Vacancy ID  N Enter a specific vacancy ID or leave blank for ‘all’ records.
Department Code N

If you have access to more than 1 department in the back office and you wish to report on only 1 of those departments, enter/select the relevant department code here. Multiple values can be selected. 

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

 

Details of tab

Tab 1 Advertising by Vacancy Returns details and dates of all advertisements for vacancies (including the University website). Includes Page Item to allow filter by Status – open,closed etc, and Vacancy Status  - advertising, shortlisting, interview etc. 

 

Summary description 

This report allows you to identify details of referees by vacancy. 

Why run this report? 

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

When should you run this report? 

As required during the recruitment process. 

Hints & tips 

  • Results: data must have be enentered into the relevant section in Core before someone will be returned by this report. 
  • Filters: tabs include Page Items buttons to allow you to further filter results. 
  • 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 parameters

Parameter Mandatory? Notes

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 in the back office and you wish to report on only one of those departments, enter/select the relevant department code here. Multiple values can be selected.

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

 

Details of tabs

Tab 1 Referee Details Applicant details, and contact/other information for referees by vacancy. Includes Page Item to allow filter by Status (Closed, Filled, Open, All). See note re ‘Filled’ above. 
Tab 2 Reference Events By vacancy, shows which reference related events have been completed and when. Includes Page Items to allow filter by Status (Closed, Filled, Open, All) and Applicant Status (Shortlisted, Rejected after interview etc). 

 

Summary description 

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

Why run this report? 

To review applicant and advert data as required. 

When should you run this report? 

As required during the recruitment process. 

Hints & tips 

  • Filters: Tabs include Page Items buttons to allow you to further filter results. 
  • 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 parameters 

Parameter Mandatory? Notes
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. 

 

Details of tabs

Tab 1 Applicant List By vacancy, shows advertising source for each applicant. Includes Page Items to allow filter by Status (Closed, Filled, Open, All) and Vacancy Status (advertising, shortlisting, interview etc). See note re ‘Filled’ above. 
Tab 2 By Advert Source Applicant data sorted by advertising source. Includes Page Items to allow filter by Status (Closed, Filled, Open, All) and Vacancy Status (advertising, shortlisting, interview etc). See note re ‘Filled’ above. 

 

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 report? 

As and when required during a recruitment exercise. 

Hints & tips 

  • Results: data must have been entered into the relevant section in Core before someone will be returned by this report. 

Available parameters 

Parameter Mandatory? Notes
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 in the back office and you wish to report on only one of those departments, enter/select the relevant department code here. Multiple values can be selected.

Department Description N

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

 

Details of tab

Tab 1 Applicant List Applicant details, and qualification information by vacancy. Includes applicant status.

 

Summary description 

This report will output 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. 

The report defaults to return details for open vacancies.  Note that it will only include positive responses - i.e. 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? 

The 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 processas possible.   

When run this report? 

This report MUST be run for each recruitment exercise after shortlisting and BEFORE the interviews take place.  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 HR Business Partner if it is anticipated that information provided in the private questions may have an impact on the recruitment outcome. 

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. 
  • Filters: Includes a Page Items button to allow you to further filter results by status. 
  • 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 parameters

Parameter Mandatory? Notes
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 in the back office and you wish to report on only one of those departments, enter/select the relevant department code here. Multiple values can be selected.

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

 

Details of tab

Tab 1 Applicant details By vacancy, shows responses given by applicants to ‘private questions’. Includes Page Item to allow filter by Status – open, closed etc. 

 

Summary description 

This is a tracking report which identifies pre-employment information that has been entered into the Recruitment module for an appointed candidate. Includes, where applicable, GMC registration details from application data. 

Why run this report? 

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

When should you run this report? 

It is recommended that this report is run regularly to ensure that checks for new starters are initiated and completed on a timely basis. 

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 Core. 
  • NOTE: Recommended guidance is that the initiation of checks should be recorded in the Recruitment module (and hence show on this report), but that the completion of the checks should be recorded within Personnel. 
  • See also PERDEP42_ Pre-Employment Checks for the checks recorded in the Personnel module. 

 Available parameters

Parameter Mandatory? Notes
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 in the back office and you wish to report on only one of those departments, enter/select the relevant department code here. Multiple values can be selected. 
Department Description N As above, enter/select the department name if required. 

 

Details of tabs

Tabs 1-8: Person and appointment details with dates (where completed) for a range of pre-employment checks (events) for new appointees:

Tab 1 Security Security-related pre-employment checks such as Disclosure Scotland checks. 
Tab 2 ID Proof of ID requested and proof checked.

 
Tab 3 Employment History  Gaps in employment checked. 
Tab 4 Qualifications Proof of qualification initiated and proof confirmed. 
Tab 5 References References requested and references checked.
Tab 6 Contract Honorary Contract check initiated and checked, and/or contract signed. 
Tab 7 Right to Work Right to work evidence requested and checked. 
Tab 8 Right to Return Checks made to ensure that previous employees are allowed to return. 
Tab 9 GMC Registration Lists the GMC Registration number for the applicant where this question has been asked on the online application form.

 

Summary description 

This report checks vacancy and applicant data for the current reporting year. The report is split over three data-checking tabs and provides two data view/export tabs. 

This report checks 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 this report? 

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 Core and using the required mandatory stages for applicants. 

When should you run this report? 

Run this report at least every month. You may also find it helpful to run the report and spot-check recent data entry for selected vacancies. 

Hints & tips 

Ensure you are following the most up-to-date quick reference guides for the Core data entry steps and requirements. Particularly noting the mandatory applicant statuses in the REC00 Recruitment Basics quick reference guide on page 2. 

Available parameters 

Parameter Mandatory? Notes
Department Description N Enter/select the department name if required.
Department Code N If you have access to more than one department in the back office and you wish to report on only one of those departments, enter/select the relevant department code here. Multiple values can be selected. 
Vacancy ID N Enter a specific vacancy ID or leave blank for 'all' records.

Details of tabs

The order that you run and action the tabs matters:

Tab 1 Step 1 - Advertised vacancy validation
  • Run this tab first, before any others.
  • Action all red message in the recruitment module back office.
  • Re-run this tab to check the changes have been entered correctly.
Tab 2 Step 2 - Applicant status validation  
  • Run this second tab once you have cleared all the red errors from the advertised vacancy checking tab (Step 1).
  • Action all red error messages.
  • Action the orange advisory messages if you wish.
  • Re-run tab to check the changes have been entered correctly.
Tab 3 Step 3 - Non-advertised vacancy validation  
  • Run this tab last of all.
  • Action all red error messages in the in the recruitment module back office.
  • Re-run this tab to check the changes have been entered correctly.
Tab 4 DATA VIEW - applicant status   This tab is formatted using 'group sort' to provide an on-screen view of applicant statuses.
Tab 5 DATA EXPORT - applicant status This tab is formatted to provide a dataset for export and use in Excel (can be used to create Pivot Tables).

Contact us


01865 (2)87900

hr.systems@admin.ox.ac.uk

Book a place at the next Reporting workshop

Login to Reporting


LOGIN

Documents


IP4 Running Reports (PDF)