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  1. jobs.nsw Guide for conveners

  2. Index • Accessing your job requisitions Pages 1 – 5 Preparing your advertisement Pages 6 – 20 • Managing your requisition Pages 21 – 23 • Review Applicants for Short Listing Pages 24 – 31 • Short List Referee Check Outcome Pages 33 – 40 • Submit Short List to HRSO Pages 42 – 46 • Interview Scheduling Pages 48 – 53 • Interview Outcome pre-referee check Pages 54 – 60 • Selection Process Outcome Pages 62 – 68 • Submit Selection Report to HRSO Pages 70 – 74 • Position Offer Pages 75 – 79 • e-Learning Materials Page 81

  3. Accessing your job requisitions Add Jobs.NSW (eRecruitment Pilot) to your Essentials by clicking on My applications 1.

  4. Accessing your job requisitions Click on Add to my Essentials 2.

  5. Accessing your job requisitions The NSW Department of Education and Communities jobs.NSW home page will open Click on Requisitions 3.

  6. Accessing your job requisitions The requisition list page will open Click on the vacancy / requisition matching the ID and title of the job for which you are creating the advertisement Convener / Hiring Manager for this requisition 4.

  7. Accessing your job requisitions Job Title and reference number of requisition. This must include the full school name at the end Click the Edit button to add information – this will automatically open all fields Click on the arrow to expand and view each section Note: all sections will be expanded when in edit mode Click on this button and select ‘Request Contribution’ if you wish to correspond via email with Staffing Services regarding this requistion 5.

  8. Preparing your advertisement • . Position Details • . Administration • . Vacancy Information • . Compensation and Panel Details • . Submit for Approval 6.

  9. Preparing your advertisement • The pre-set fields which can’t be changed include: • Schools details • Position details • Approved subjects • Willing to teach subjects • General Selection Criteria • As Hiring Manager / convener you need to check the accuracy of all information This field must be completed as it is the title that will be used by the system in correspondance Add the title of the role, for example: Teacher, Assistant Principal, Deputy Principal You may wish to change the title for teacher position and Head Teacher positions to include the KLA in the title, examples: Head Teacher Mathematics – Test High School Teacher Librarian – Test Public School 7.

  10. Preparing your advertisement As Hiring Manager / convener you need to check the accuracy of all information If you are nominating another teacher to be the convener, you need to change the details in these fields This will always say “Teacher” You need to select a “Publish Date” for your advertisement 8.

  11. Preparing your advertisement Click on the calendar icon to see a large date pad. Select Wednesday in the week you would like to advertise the position 9.

  12. Preparing your advertisement • In this section there are four fields to complete: • Position Information • Specific Selection Criteria • Conditions (as necessary) • Special Notes (as necessary) • As Hiring Manager / convener you need to enter this information • Enter information about the school including: • School name • Student enrolment • Relevant student background (do not use acronyms) and number or percentage • Any relevant programs (do not use acronyms) 10.

  13. Preparing your advertisement • Sample completed field • You may cut and paste from Notepad • Some format errors may occur if you copy • and paste from other applications • The first sentence must state the full name • of the school and enrolment details 11.

  14. Preparing your advertisement • Enter appropriate information, noting that it must align with the Position Details in Section 1 • Approval to teach … must reflect subjects in Subjects – Approved in Position Details • Willingness to teach … must reflect subjects in Subjects – Not Approved in Position Details • Other selection criteria relating to the curriculum needs of the school should also be included General Selection Criteria is prepopulated into executive positions 12.

  15. Preparing your advertisement It is not mandatory to enter anything in this field For some specialist positions this field will auto-populate 13.

  16. Preparing your advertisement It is not mandatory to enter anything in this field For some specialist positions this field will auto-populate You may include a link to the local government website or school website. This is particularly useful for schools in rural or remote areas 14.

  17. Preparing your advertisement Underneath these four fields you are required to add a contact name and phone number This will be the person a potential applicant will contact for package information and could be you or someone else 15.

  18. Preparing your advertisement This information will auto-populate 16.

  19. Preparing your advertisement Complete details for the convener and each panel member Add name and select from drop-down menus 17.

  20. Preparing your advertisement If the school has a significant enrolment of students with a language background other than English (60%), the selection panel will include a representative from the local ethnic community If the school has more than 20 Aboriginal students or 20% of enrolments, the selection panel will include an AECG representative For further information about selection panel procedures see: Selection Panel Procedures for School Teachers 2012 http://www.teach.nsw.edu.au/documents/sel_panelproc12.pdf 18.

  21. Preparing your advertisement At the bottom of this section you will need to complete further information about the panel members from drop-down menus It is critical that these certifications are completed to allow the requisition / advertisement to be approved 19.

  22. Preparing your advertisement When you are ready to submit the requisition to Staffing for approval, select ‘Yes’ from the drop-down menu Return to the top of the requisition and click ‘Save and Close’ 20.

  23. Take a break You now need to wait until your advertisement closes

  24. Managing your requisition Candidate Selection Workflow (CSW) Yellow = Hiring Manager Green = Staffing Services 21.

  25. Managing your requisition Once the advertisement has closed, it will be available for the Hiring Manager / convener to manage the candidates Use this button to change what you can see in this window, eg. include the school name column or remove the ID column from view or move the Applicant Number column to be after the Title column Select the requisition required and commence the merit selection process 22.

  26. Managing your requisition Status of the requisition Number of candidates / applicants Click on the number next to “Candidates for this requisition” to gain access to the candidates’ applications 23.

  27. Managing your requisition - Review Applicants for Short Listing Click on “Review Applicants for Short Listing” to start the short listing process 24.

  28. Managing your requisition - Review Applicants for Short Listing • In the step “Review Applicants for Short Listing”, the Hiring Manager moves the candidates from “Select Step Outcome” to either: • “Actively Considering For Short Listing“ • OR • “Not Considering For Short Listing” • OR • “Candidate Withdrawn” where an applicant has advised you they wish to withdraw their application 25.

  29. Managing your requisition - Review Applicants for Short Listing Select each candidate, one at a time, to select them to be Short List for interview After the candidate has been selected, click on the green arrow to move them to the “Actively Considering For Short Listing” status 26.

  30. Managing your requisition - Review Applicants for Short Listing Double check the “New Step” and “New Status” are correct If you wish to see the details of the candidate you are currently moving through the Candidate Selection Process use this link Comments are mandatory. These should reflect the merit of the written application against the criteria Instructions for this Step/Status can be accessed at any Step/Status Do not check the “Send correspondence” box Check the selection criteria boxes as appropriate Select “Save and Close” when you are finished with this candidate 27.

  31. Managing your requisition - Review Applicants for Short Listing One candidate has been moved This process needs to be repeated for each candidate to be short listed 28.

  32. Managing your requisition - Review Applicants for Short Listing Select the candidates, one at a time, to add them to the “Not Considering For Short Listing” status Click “More Actions” and then click “Change Step/status” to select the “Not Considering For Short Listing” status 29.

  33. Managing your requisition - Review Applicants for Short Listing Use the drop-down box to select “Not Considering For Short Listing” Comments are mandatory. These should reflect the reason/s for not considering for interview based on the selection criteria for the position Do not check the “Send correspondence” box Check the selection criteria boxes as appropriate Select “Save and Close” when you are finished with this candidate 30.

  34. Managing your requisition - Review Applicants for Short Listing Check all candidates have been moved to one of the other three statuses in this step Once all candidates have been moved to another status, you are ready to progress to the next step of the Merit Selection process 31.

  35. Managing your requisition A total of 9 candidates applied for this position 4 candidates have been culled and referees would not need to be contacted 5 candidates have progressed in the short listing process and two referees need to be contacted for each candidate before a final decision regarding an interview is made 32.

  36. Managing your requisition - Short List Referee Check Outcome Click on “Short List Referee Check Outcome” to start the referee process Two referees for each candidate being considered for the short list for interview should now be contacted 33.

  37. Managing your requisition - Short List Referee Check Outcome • In the step “Short List Referee Check Outcome”, the Hiring Manager moves the candidates from “Select Step Outcome” to either: • “Recommended for Short Listing“ • OR • “Not Short Listed (Unsuccessful)” • OR • “Candidate Withdrawn” where an applicant has advised you they wish to withdraw their application 34.

  38. Managing your requisition - Short List Referee Check Outcome Select each candidate, one at a time, to move them to the Short List for interview status After the candidate has been selected, click on the green arrow to move them to the “Recommended for Short Listing” status 35.

  39. Managing your requisition - Short List Referee Check Outcome Double check the “New Step” and “New Status” are correct Do not check the “Send correspondence” box Comments are mandatory. These should reflect the referee comments against the criteria Select “Save and Close” when you are finished with this candidate 36.

  40. Managing your requisition - Short List Referee Check Outcome This process needs to be repeated for each candidate to be short listed One candidate has been moved The green tick is confirmation that they have been successfully moved to the next status 37.

  41. Managing your requisition - Short List Referee Check Outcome Select each candidate, one at a time, to move them to the “Not Short Listed (Unsuccessful)” status or “Candidate Withdrawn” Click “More Actions” and then click “Change Step/status” to select the “Not Short Listed (Unsuccessful)” status 38.

  42. Managing your requisition - Short List Referee Check Outcome Use the drop-down box to select the “Not Short Listed (Unsuccessful)” Do not check the “Send correspondence” box Comments are mandatory. These should reflect the reason/s for not considering for interview Select “Save and Close” when you are finished with this candidate 39.

  43. Managing your requisition - Short List Referee Check Outcome Check all candidates have been moved to one of the other status groups in this step Once all candidates have been moved to another status, you are ready to progress to the next step of the Merit Selection process 40.

  44. Managing your requisition A total of 9 candidates applied for this position 4 candidates have been culled and referees would not need to be contacted – “Review Applicants for Short Listing” 2 candidates have been culled following contact with referees – “Short List Referee Check Outcome” 3 candidates have been moved to the short list step to be reviewed by Staffing Services – “Submit Short List to HRSO” 41.

  45. Managing your requisition - Submit Short List to HRSO Click on “Submit Short List HRSO” to release the requisition to Staffing for review and approval of the candidates short listed 42.

  46. Managing your requisition - Submit Short List to HRSO In the step “Submit Short List to HRSO”, the Hiring Manager moves the candidates from “Select Step Outcome” to “All Panel Part of Process” to allow Staffing to consider and approve the Short Listed candidates 43.

  47. Managing your requisition - Submit Short List to HRSO This is one of the times you can ‘bulk’ select all candidates to move them to the next status After all candidates have been selected, click on the green arrow to move them to the “All Panel Part of Process” status 44.

  48. Managing your requisition - Submit Short List to HRSO Double check the “New Step” and “New Status” are correct Do not check the “Send correspondence” box Comments are optional. Please note: any notes made when you are ‘bulk’ moving candidates will only be entered by the system on the first candidate’s application. So if you need to make comments on specific candidates you should move candidates individually instead of using the ‘bulk’ move function Check this box to certify that all panel members have participated fully in the Short Listing process Select “Save and Close” when you are finished 45.

  49. Managing your requisition - Submit Short List to HRSO The green ticks are confirmation that the candidates have been successfully moved to the next status Check all candidates have been moved to the “All Panel Part of Process” status 46.

  50. Managing your requisition Staffing now need to review and approve the Short List prior to any further action by the Hiring Manager / Convener or contact being made with the candidates to schedule the interviews 47.