In UGAJobs, you move applicants through workflow states throughout the hiring process.
In this article, you will learn the steps to manage the status of applications for a position after you have reviewed each applicant. You will see how to update each applicant's status through the application process.
First, log into UGAJobs.
On the UGAJobs homepage, click the Postings link.
Click the type of posting for which you want to manage applicant status.
Example shown here: Staff link.
To find the appropriate posting, enter keyword(s) into the Search Keyword field.
Check the box to the left of the appropriate position.
The selected position posting page is displayed.
On the UGAJobs homepage, the User Group field displays a default role for the user who is performing the review.
Note: The Applicant Manager role is assigned when the posting is created. An Applicant Manager can view postings and applicants for their department(s). It is recommended that this role be assigned to either the initiator, the hiring authority and/or to the person to whom the Search Chair delegates this responsibility.
To select the Applicant Manager role to manage applicant status, click the User Group drop-down list.
Click the Applicant Manager list option.
To view the applications, click the Applicants tab.
The Active Applicants section is displayed at the bottom of the page.
The Active Applicants section displays all applicants who have completed their applications for the position and remain active in the application process.
Select the applicant(s) to update the status of the application(s) for the position.
Example shown here: Roosevelt option.
The selected applicant's job application page is displayed.
The current status is shown under the applicant's name. In this example, the applicant is "Under Review by Department".
Note: When a candidate applies for a posting, he or she will automatically by placed in the “Under Review by Department” workflow stop.
Once the departmental review of the applicant is complete, you are ready to move them to the next step in the process. All applicants in the pool must be moved into the Reviewed by Department workflow status, unless the applicant has withdrawn his or her application.
Click the Take Action On Job Application button.
Click the Select (move to Reviewed by Department) link.
The Take Action window is displayed with the Select (move to Reviewed by Department) option.
Click the Submit button.
You are returned to the application details page. The current status has been updated to "Reviewed by Department".
To continue moving the applicant through workflow, you will see several options listed under the Take Action on Job Application button.
If you want to advance the candidate to an interview, click the Select (move to Selected for Interview) link.
The Take Action window is displayed.
Click the Reason (required) drop-down button to select an appropriate reason.
Example shown here: "Candidate Meets Minimum Qualifications" list item is selected.
The applicant's status is now updated to "Selected for Interview".
Once the applicant has completed the interview, click the Select (move to Interviewed) link.
Click the Reason drop-down button to select the appropriate reason.
Note: There are two reasons under "Selected for Interview":
1 .Selected for 1st or only interview: Choose this option if (a) the candidate selected for a first round interview and not selected for a second round interview or (b) the unit only conducted one round of interviews.
2 .Selected for 2nd or more interviews: Choose this option if the candidate is selected for multiple rounds of interviews. If selected for the second or more rounds of interviews, it is inferred that the candidate was interviewed in an earlier round(s) and selected for the next round of interviews.
Example shown here: Selected for 1st or only interview list item.
After selecting the appropriate reason, click the Submit button.
The current status is now updated to "Interviewed".
If a hiring decision is made after the interview, click the Recommend (move to Recommended for Hire) link.
Note: Remember that HR recommends you have a signed offer letter prior to moving your candidates into the Recommended for Hire state in the workflow.
The current status is updated to "Recommended for Hire".
To update the status of the other applicant(s) for the position, click the Applicant Review link.
The position posting page is displayed.
On the Active Applicants page, select the applicant(s) to update the status of the application(s) for the position.
Note: You have the ability to move multiple applicants in the workflow in bulk.
Example shown here: Washington option.
Continue selecting applicants as appropriate.
Example shown here: the Fillmore option.
Click the Move in Workflow link in the BULK section of the Actions list.
The Editing: Workflow States page is displayed with a list of the selected applicants.
If moving individual applicants, select a new workflow state individually by clicking on the appropriate drop-down list.
If moving all applicants to the same state, use the Change for all applicants box to select the workflow state for all the applicants you selected.
Example shown here: the Reviewed by Department list item to move both applicants to this status.
After choosing the appropriate application status for all the selected applicants, click the Save changes button.
Click the Actions drop-down menu in the Active Applicants section.
Click the Reload menu option.
The Active Applicants section is updated.
Select the appropriate applicant(s) to move to the next workflow stop.
Example shown here: the Washington applicant.
Example shown here: Fillmore applicant.
The Workflow States for the selected applicants page is displayed.
To select the appropriate change for all of the applicants, click the Change for all applicants drop-down list.
Click the appropriate workflow state.
Example shown here: Selected for Interview.
A selection box is displayed. Select the appropriate reason or the change from the list.
Example shown here: Candidate Meets Minimum Qualifications list item.
Click the Save changes button.
You are returned to the Applicant Review page.
Right-click the page and click the Reload icon.
Example shown here: Washington.
Continue selecting applicants as needed.
Example shown here: Fillmore.
The Workflow States for the selected applicants page are displayed again.
To select an appropriate change for all of the applicants, click the Change for all applicants drop-down list.
Click the Interviewed list item.
Another selection box is presented.
Click to open the drop-down menu and select the appropriate list item.
Example shown here: Selected for 1st or only interview .
You are returned to the Applicant Review page again.
Right-click the page and then click the Reload icon.
Continue to select applicants if needed.
Click the Move in Workflow link under the BULK section of the Actions list.
The Workflow States for the selected Applicants page is displayed again.
Click the Change for all applicants drop-down button.
When you move candidates into an inactive state, such as “Candidate does NOT meet Minimum Qualifications,” you will be asked to select the appropriate reason that best explains why you are moving the applicants in the workflow.
Click the Interviewed, Not Selected to receive offer list item.
You can select a reason for each candidate even if you moved all of them in the workflow together.
Click the Reason drop-down button to select the appropriate reason for each applicant.
For Washington, click the Experience not as strong as that of candidate selected to receive offer option.
For Fillmore, click the Did not present favorably option.
The Applicant Review page is displayed again.
Example shown here: Lincoln.
Example shown here: Jefferson.
You are returned to the Workflow States page.
Click the Change for all applicants drop-down list.
Click the Reviewed by Department list item.
You are again returned to the Applicant Review page.
Select the appropriate applicants to move the applicants to the next workflow stop.
The Workflow States for the selected applicants are displayed again.
Click Met minimum qualifications, Not Interviewed.
Another selection box is opened.
Click the Reason drop-down button to select the appropriate reason for all the selected applicants.
Click Experience not as strong as that of candidates selected for interview.
You can also select the appropriate reason for each applicant.
For both Lincoln and Jefferson, "Experience not as strong as that of candidates selected for interview" list item is selected.
The Applicant Review page is displayed.