I Recruitment Manager

RIT Human Resources iRecruitment Reference Information for Managers updated November 2011
iRecruitment Manager
Reference Guide
Updated 11-2-11
Please send any errors or questions related to this user guide to careers@rit.edu .
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RIT iRecruitment Manager Instructions

In order to search within this document, you can use Ctrl-F to invoke the find function
General Tips and Information .................................................................................................4
To Get Help: ........................................................................................................................................................................4
Recruitment Website and Manuals ................................................................................................................................4
User Guide for Applicants: ..............................................................................................................................................4
How should new/incremental positions be handled? ....................................................................................................4
How Do I Gain Access to the iRecruitment Application? ................................................................................................4
How do I Access the RIT iRecruitment Manager Program? ............................................................................................4
Accessing RIT iRecruitment Reports from off-campus ...................................................................................................5
What can I do using my RIT iRecruitment Manager responsibility?...............................................................................5
What happens if I forget my password? .........................................................................................................................5
Your iRecruitment Dashboard ........................................................................................................................................5
Creating a vacancy .................................................................................................................7
How do I get started creating a new requisition/vacancy? ................................................................................................7
Create a Vacancy Page ....................................................................................................................................................7
Enter Requisition Information ........................................................................................................................................9
Field by Field Descriptions on Create Vacancy Overview Screen ...................................................................................9
Position title or other position related changes ...........................................................................................................10
Internal Only Postings ...................................................................................................................................................12
Budgeted Salary Values ................................................................................................................................................12
General Tips and Information ...........................................................................................................................................12
When posting a job what information is mandatory? ..................................................................................................12
I am unable to find my position when I look in the position combination field. What should I do? ..........................12
Who do I contact if the position type, organization or job title for my position is incorrect? .....................................12
Qualifications and Skills.....................................................................................................................................................12
What are the Min and Max Education Qualifications and how does it help me? ....................................................13
How do I add skills to the Skill List? ...........................................................................................................................13
General Tips and Information ............................................................................................... 13
Assigning and Creating Recruiting Teams .........................................................................................................................13
How do I set up a team? ...............................................................................................................................................13
Team member email alerts and addition of RIT iRecruitment Manager ......................................................................13
What do I do if I forget to include myself in the viewing and editing team? ...............................................................14
Are there different Oracle responsibilities for people who only need to review applicants? .....................................14
I have someone in my department who handles our recruitment processes (or sits on a Search Committee), but
they do not work for RIT directly and dont have access to Oracle. How can they work with the applicant data in
the iRecruitment program? ..........................................................................................................................................15
Format Job Posting............................................................................................................................................................15
Recruitment Sites..........................................................................................................................................................17
Approvals ..........................................................................................................................................................................17
Standard Approval Process: ..........................................................................................................................................17
How do I add an approver that is not in the default list? .............................................................................................18
Can I remove Default approvers? .................................................................................................................................18
How will the approvers in the chain know they need to approve the vacancy?..........................................................18
What happens if my Workflow notifications are going into my email Junk Folder?....................................................18
As an approver, what do my approval options mean?.................................................................................................18
I would like to provide additional information to approvers for my vacancy. Where do I communicate that
information? .................................................................................................................................................................19
As the initiator of the requisition/vacancy, how do I know who is next to approve the vacancy? .............................19
Vacation Rules ..................................................................................................................... 19
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What happens if I am not here to approve? ................................................................................................................19
General Tips and Information .......................................................................................................................................20
What type of email notifications are generated by iRecruitment? ..............................................................................20
What happens if I get an error when I create the job description on page five?.........................................................21
How do I set posting dates for the external and internal sites?...................................................................................21
Retrieving, Editing, Searching for and Updating a Vacancy .................................................... 21
How do I find a vacancy? ..............................................................................................................................................21
Editing a Vacancy or Posting .........................................................................................................................................22
Approvals for Vacancy Updates ....................................................................................................................................22
Closing out your vacancy ..............................................................................................................................................22
Can I edit other peoples postings? ..............................................................................................................................22
Viewing Applicants .............................................................................................................. 23
Using the Search Screen ....................................................................................................... 24
Viewing Inactive or Terminated Applicants ........................................................................... 24
Updating (Dispositioning) Your Applicants-IMPORTANT ........................................................ 26
To do a mass update of applicants: ..................................................................................................................................26
Other Options When Reviewing Applicants......................................................................................................................27
REPORTING .......................................................................................................................... 28
Reports General .............................................................................................................................................................28
Applicants with Job Source: ..........................................................................................................................................28
Vacancy Listing with Team Members: ..........................................................................................................................28
Applicants with Current Status: ....................................................................................................................................28
Terminated Applicant Dispositions:..............................................................................................................................28
Detailed Vacancy Listing: ..............................................................................................................................................28
Applicant Address Listing: .............................................................................................................................................28
Applicant Pool Summary: .............................................................................................................................................28
Terminated applicants no disposition code: ................................................................................................................28
Closed and filled vacancies with active applicants: ......................................................................................................28
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General Tips and Information

To Get Help:
Recruitment Website and Manuals

Many answers to questions around general recruitment processes can be found by referring to the
Recruitment, Hiring and Interviewing website located at http://finweb.rit.edu/humanresources/recruitment/. On
this site you will find links to:
The Staff Recruitment Manual ,
Faculty Recruitment assistance and
Steps for Pre-Hire, Offer-Hire and Post Hire Processes.
If your question is not addressed within this document; please send an email to Careers@rit.edu or
click the Need Help link on the home page of CareerZone and we will assist you via email. You can also call
Voice:(585)475-2424 .
One-on-one training for individuals and search committees is offered by contacting Human Resources.
Note: Additional information is available on the HR website at the following links:

http://careers.rit.edu
http://finweb.rit.edu/humanresources/policies/
User Guide for Applicants:

http://finweb.rit.edu/humanresources/employment/forms/applicantinstructions.pdf
How should new/incremental positions be handled?

All new incremental positions (positions for which no PC number has been assigned yet), whether they are midyear requests or
through the budget hearing, still need to be on a paper requisition. They will be routed to the Divisional Vice President for approval.
The form can be found at: http://finweb.rit.edu/humanresources/forms/staffrequisition.pdf
How Do I Gain Access to the iRecruitment Application?

If you need to create a requisition in iRecruitment and you havent already been assigned the RIT iRecruitment Manager
responsibility in Oracle, you can request it online using the instructions at
http://finweb.rit.edu/humanresources/forms/onlinerequests.pdf . The online process will forward your request to your supervisor
for approval. If you are added to a vacancy as a search committee member so that you can review applicants, RIT iRecruitment
Manager will be assigned to you within 24 hours of being added to an approved requisition.
How do I Access the RIT iRecruitment Manager Program?

In order to access RIT iRecruitment Manager after it has been assigned to you, login to either https://myinfo.rit.edu or
https://mybiz.rit.edu using your current RIT self service username and password.
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Accessing RIT iRecruitment Reports from off-campus

If you are trying to access the iRecruitment reports from outside of the RIT network, you will need to first install and log in to VPN.
The information related to VPN can be found at: http://www.rit.edu/its/services/vpn/. After you have installed and logged in to
VPN, you can access your reports by going to https://mybiz.rit.edu . You will then see your reports listed under the RIT
iRecruitment Reports responsibility.
What can I do using my RIT iRecruitment Manager responsibility?

You can create a new job requisition which once submitted will be routed for electronic approval to a custom approval group
based upon your department and reporting hierarchy.
Once approved, your requisition will turn into a vacancy and be posted on our online job site, CareerZone for external
candidates and on iRecruitment Employee Candidate (accessed through https://mybiz.rit.edu or https://myinfo.rit.edu )
Managers can set up recruiting teams to give access to other people either within their department or on search committees to
review applicants for posted jobs.
You can review applicant profiles and documents for people who apply for vacancies which you either have created or to which
you have been added to the recruiting team.
You can modify existing vacancies online (with a single additional approver).
You can copy previous vacancies to re-post again.
What happens if I forget my password?

If you forget your password, you can use the password reset functionality on the main login page of https://mybiz.rit.edu or
https://myinfo.rit.edu .
Your iRecruitment Dashboard

The first place to go when you enter the RIT iRecruitment Manager responsibility is your Dashboard.
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All of the functions that you need as a manager are accessible from the dashboard or one of the dashboard
tabs.
Dashboard Items
Your most recent applicants appear at the top along with a link to view and download their documents. From
this section you can also click on the applicant name to drill down into their details.
A listing of your vacancies is in the next section. This region can be sorted by status type and creation date.
The last section shows any vacancies that are out for approval, the number of remaining approvers and who
the next approver is.
Tab on the top of the dashboard for searching for and creating vacancies
Tab on the top for Notifications such as saved for later vacancies and vacancies that you need to act on
You can always return to your dashboard from other pages by clicking the MY DASHBOARD tab at the top of
most pages
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Creating a vacancy
How do I get started creating a new requisition/vacancy?
Login to your RIT iRecruitment Manager responsibility in Oracle (see above).
Select the RIT iRecruitment Manager responsibility on the left side of the Oracle Home page.
You will then see your menu of functions.
To Create a Vacancy, you can either click on the Search and Create Vacancies link and then click on the
CREATE A VACANCY button -or-
you can go to the iRecruitment Dashboard Quick Launch link and click on the tab that says Search and
Create Vacancies.
Clicking on Search and Create Vacancies brings you to this page.
Create a Vacancy Page

When creating a vacancy, the default organization from your own position will auto-fill the organization field. To select a position to
post from that organization, you can use the % wildcard character in the position combination field.
Example: Enter Bus% and

click the magnifying glass to
search for the position
Business Analyst
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Example: Enter %Bus% in the position combination field for a Human Resources organization, would bring back the following
positions in Human Resources:
You can click on the quick select icon to have it autofill the position combination field.
IMPORTANT: In order to create a vacancy from an organization other than the one you are in, you first need to CLEAR the current
organization and RIT job category before you can use the % wildcard to search for another position.
HINT: Any time you see a flashlight next to a field , you can use the % wildcard to search.
After the position field is auto filled, you need to complete the remaining fields and click next when you are done to fill in all of
the pages of the requisition creation process.
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Enter Requisition Information
Select the correct salary

band for staff positions
The College/Division,
Position Title, Position
Control Number and
Department in the Other
Vacation information
section will be used by
candidates and managers
to search for the
vacancies.
Field by Field Descriptions on Create Vacancy Overview Screen
Some data (such as the default Organization) has already been entered for you according to your security model. The list of available
position combinations is based upon the name of the Organization. If you change the name of the Organization, the list of associated
positions will also change.
If you clear the Organization name field, all RIT position combinations will appear in the list. In this case, you may wish to use the %
wildcard character to search for your position. EXAMPLE: If you are searching for PC Number 001234, you can enter %1234% in the
position combination field and hit the flashlight to find your position combination.
Oracle auto-assigns this number to each individual job opening.
The HR organization that the Position Control number (PC#) belongs to.
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The position control number is a number that is pre-designated to a position in order to track and keep records. This number is
directly linked to the position title and department to make it easier for managers to track current vacant and filled positions.
Position Control Number Fields:

Note: All position control (PC) numbers must contain six digits; put zeros in place of nonexistent characters. Ex. 348 should be
000348
The Position Combination is made up of four different segments:
1. Position Title
2. Position Control Number (6 digits 00xxxx)
3. Version (the version is incremented each time something about a position changes)
4. Funding Type (for example: 00 is general operating, 0G is grant funded.)
Position title or other position related changes

If any of the position related information is incorrect or needs to be changed, please your Human Resources
Services Manager prior to creating your requisition. This helps to minimize errors that might occur in the vacancy
approval process and allow you to pick the correct position in the position combination field.
The category that is related to the PC #. This field is automatically filled in when the PC# is entered.
This is the date the job requisition is to be posted not the candidate start date.
This is a further breakdown of the RIT Job Category used for candidate searches.
This field is automatically filled in when the PC# is entered.
Staff Salary Band assigned to the position. The band number is a three digit number-(i.e. if the band number is 40, this field
should be 040). A search option may be performed by clicking on the flashlight icon. Faculty positions do not have salary
bands.
To be chosen from drop down menu indicates their employment status for benefits purposes.
Examples-grant funding-using funds from another available position.
This field is initially system assigned and not manually changeable. It will update to approved after the approval process has been
completed.
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After your vacancy is closed or filled, you can update your vacancy to reflect the status change (see updating your vacancy below).
Choose Yes or No from drop down menu.
Choose Yes or No from drop down menu.
Choose Yes or No from drop down menu. Indicate YES if a position has not been
given permanent funding by the budget office (RIT).
Budgeted FTE relates to the actual position itself.

Ex. Budgeted FTE = 1 would be fulltime, and Current FTE = .6 would mean that the person is part-time, but requires 60% of the forty
hour work week. You would have an available FTE of .4
Input previous employee's name.
Examples: resignation, transferetc.
Choose Global, Local, National or Regional from the dropdown.
The budget account line which will be funding your position. You can only enter one budget account number here. If you want to
indicate additional funding information, you can enter it under the approval comments on the last page of the requisition creation
process.
The minimum salary for the salary/wage band. It populates when the salary/wage band is entered above. Although it is best to
keep the entry salary in the posting, you can CLEAR this field out if you do not want the candidates to see the salary information.
The next set of fields is additional information about the posting. The College/Division field will populate from the information
on the position after the vacancy is approved. If you want to override the default college/division, you can do so in this field:
Choose from drop down menu.
This field is for faculty postings only. It should include the Rank, discipline or other important information about the faculty position.
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Internal Only Postings

Choose Yes or No from the drop down menu.
If you select YES, you should also delete the external posting site from the job posting detail page. The posting will then not show
up on CareerZone . It will only show up on the Employee Candidate Searches.
Choose Yes or No from the drop down menu and delete
Choose from drop down menu.
Budgeted Salary Values

In order to protect the privacy of salary related information, Position Budget and Intended Offer no longer appear on the
vacancy creation/update screen. Information related to position budget and intended offer must be entered in the
comments on the last page of the requisition creation process. You can find the budgeted salary information from
running the Manager Self Service report called: Open and Filled Positions.
When posting a job what information is mandatory?

When posting a job all the fields marked with an asterisk (*) are mandatory and must be completed in order to move on to the next
page. Even if a field is not mandatory, it is strongly recommended that you enter data. All fields are important to the process and
not filling in a field could cause a requisition to be rejected or sent back in the approval chain.
I am unable to find my position when I look in the position combination field. What should I do?
Make sure that you have entered the correct Organization name in the Organization field then search for your position number
again using the wildcard character. For instance, if your position number is 001234, you can enter %1234% in the Position
combination field and click on the flashlight icon. This will allow you to search for it without knowing the version number. Select
your position combination from the list. You can check the RIT Organization Chart if you are unsure of the Organization name. The
supervisor reporting chart can be found at: http://finweb.rit.edu/humanresources/orgcharts/supervisory.html and the
Organizational hierarchy chart can be found at: http://finweb.rit.edu/humanresources/orgcharts/department.html .
If you still cannot find the correct name to fill the field while searching, please contact the Human Resources Department. You will
only find existing positions. If this is a NEW incremental position which does not yet have a PC number assigned, you will need to
contact Human Resources and submit a paper Requisition form.
Who do I contact if the position type, organization or job title for my position is incorrect?
Contact your HRSM. In cases where you are changing a position title or job category, you will need to complete a new Job
Description Questionnaire and send it to HR.
Qualifications and Skills

This section of the vacancy setup is optional if you are entering posting verbiage. The benefits of entering the information is to allow
better internal search capabilities long term and matching between applicants and jobs based upon certain criteria. THE APPLICANT
WILL NOT SEE THESE FIELDS.
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What are the Min and Max Education Qualifications and how does it help me?
The minimum and maximum fields are used to set a desired qualifications range, so HR can search the systems applicant data base
for qualified candidates to fill current vacancies. By entering this field it will make matching registered applicants with vacancies
considerably easier in the future.
How do I add skills to the Skill List?

To add a skill to the list of desired skills, you have to click the Add Another Row button at the bottom of the skills set box.
Once you have added a new row you can enter the skill and change the desirability options.
Note: In the skills box you can use the wild card to perform a database search. If there are skills that you need that do not appear in
the list, please email Careers@rit.edu to have them added.

Assigning and Creating Recruiting Teams
How do I set up a team?

To setup a recruiting team you must determine who you would like to have access to your posting and add them to the recruiting
team list. ONLY the people listed on the team will have access to viewing applicants.
TEAM security is the only option for creating a recruitment team because it is the most secure. Every person who will have access
to viewing applicants needs to be added to the team (including the creator and area manager if they will be accessing the
vacancies).
When you get to the ENTER TEAM MEMBERS page of the requisition setup, you must click the Add Another Row button located
at the bottom of recruiting team box. After you have done this a row should appear with fields that you can enter information into.
Once you select a person you can set their security level as: Update, Update/Delete, and read only. (Refer to the picture below)
You can use the wildcard % to search for peoples names: Williams%Gina% and click the flashlight.
Team member email alerts and addition of RIT iRecruitment Manager

When a person is added to a recruiting team in iRecruitment, they will receive an email notification the next day letting them know
they have been added and how to access the applicants. If they did not previously have RIT iRecruitment access, a system process
will automatically add the responsibility to their Oracle account within 24 hours.
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What do I do if I forget to include myself in the viewing and editing team?

If you forget to include yourself on the team, and you select TEAM as the type; you will not be able to access the vacancy that you
have posted. You will need to contact the Human Resources Recruitment department (careers@rit.edu )in order for them to add
you to the editing team for Staff jobs. For faculty jobs, you should contact the Office of Faculty Recruitment.
Are there different Oracle responsibilities for people who only need to review applicants?
No, the same Oracle responsibility called RIT IRecruitment Manager will be given to anyone who initiates, approves, or views
vacancies or applicants. Very little harm can come from a person having the responsibility since all vacancy creation transactions
must go through an approval chain before they are processed. If you find someone does not need the responsibility any longer,
please contact careers@rit.edu and we can notify ITS to remove that individuals access.
Note: Once a requisition has been sent out for approval it cannot be accessed again until all the approvers have made their
appropriate action on it. This is intentional functionality to ensure that someone does not make changes to a vacancy when it is
in route for approval and to ensure that something has not been changed after a person has approved it.
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I have someone in my department who handles our recruitment processes (or sits on a Search
Committee), but they do not work for RIT directly and dont have access to Oracle. How can they
work with the applicant data in the iRecruitment program?
Since each situation is different, for now, we recommend that you contact careers@rit.edu to determine the best method for setting
up the person with their appropriate level of access if you want to give them the ability to review applications directly.
Format Job Posting

PLEASE USE INTERNET EXPLORER FOR CREATING VACANCIES IN IRECRUITMENT
Type your posting information into the appropriate regions of the posting form. If this is a do not post vacancy, then you must
complete the posting reason, posting comments and for faculty positions, a Faculty Search Waiver form at:
(https://www.rit.edu/academicaffairs/facultyrecruitment/forms/waiverrequest.xls )
If you are having trouble with the job posting form, make sure you are using INTERNET EXPLORER to create your vacancy.
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If you are creating a do not post vacancy, please remove the recruiting sites at the bottom of the page by
clicking on the garbage pail icons.
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Recruitment Sites
Vacancies posted on the iRecruitment External Site will be posted to CareerZone http://careers.rit.edu and the internal site which is
accessed through https://myinfo.rit.edu using iRecruitment Employee Candidate. Jobs posted only to the iRecruitment Internal Site
are only accessible from iRecruitment Employee Candidate.
After you have completed entering information on each page, click the NEXT button at the bottom. In this case, after you have
completed the posting screen, you will be brought to a review page. You can go BACK to make changes from the view screen as
needed.
Approvals
In the approval notes section at the bottom of the final review page, there is an area where you MUST enter the BUDGETED SALARY
AND INTENDED OFFER information and any other approval notes which will allow future approvers to understand your request.
If you do not know your budget for the position, you can run the Manager Self Service report called Open and Filled Positions.
Enter budgeted salary information here.
The approvals for each person are unique. The first approver is always your direct supervisor. You can determine who your direct
supervisor is in Oracle, by reviewing the Organization Charts at http://finweb.rit.edu/humanresources/orgcharts/supervisory.html
(Internet Explorer version) or http://finweb.rit.edu/humanresources/orgcharts/supervisory/Supervisory_Org_Chart.htm (Mac users)
Additional approvers depend upon the type of vacancy and the division/college in which you work. Each Dean and Vice President is
an approver on his or her vacancies. There are also default approvals by Human Resources, Budget Office, and the Recruiting
Offices.
Once all approvers have approved your requisition, a vacancy will automatically be posted on CareerZone http://careers.rit.edu/
and the iRecruitment Employee Candidate site and it will be ready to accept applicants.
TIP: As your vacancy moves through the approval process, you will receive email notifications indicating who has approved the
vacancy so that you know where it is in the approval chain.
Standard Approval Process:

All requisitions must pass through the standard approval process. Certain colleges/departments may have additional
approvals over and above the standard process.
By default, the following is the approval chain:
Staff Jobs: The initiators Supervisor, the HRSM, the Divisional VP, Budget (Christine Monaco) and Staff Recruitment Manager
(Kathy Carcaci).
Faculty Jobs: The initiators Supervisor, the Dean, the HRSM, the Provost Budget Office, the Provost, the Budget Office (Christine
Monaco), and the Faculty Recruitment Office (Charity Bontadelli).
For 0G (Grant Positions) the Sponsored Programs Group will also be in the approval group.
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How do I add an approver that is not in the default list?
You can add additional approvers at the bottom of page five (review page). If you scroll to the bottom of page five you will see a box
titled Approver. Click below the box where it says Add Adhoc Approver. This will generate a new row where you can enter
additional approver names to satisfy the business requirements of your department, college or division. To add another approver
follow the same procedure, this can be done as many times as necessary.
In order to delete an approver that you have entered you can simply click the garbage can located in the same row as their name.
Can I remove Default approvers?

No, default approvers cannot be deleted (indicated below by transparent garbage can in the delete column). If your supervisors
name is incorrect, HR can change your supervisor on your employee assignment record.
How will the approvers in the chain know they need to approve the vacancy?
Each approver will receive an email notification with a link to view the vacancy information and various options for handling it. If
they accidentally delete the email, they can login to Oracle at https://myinfo.rit.edu to view their worklist and approve the vacancy.
If someone does not receive an email notification that they are expecting, they should check their Junk email folder. Certain email
clients have a higher security level set which sometimes sends automated email notifications to their junk email box. If this is
happening to you, contact your department system administrator.
What happens if my Workflow notifications are going into my email Junk Folder?
To insure this does not occur you can add wfpritxi@AtOracle.com to your Safe Senders list.
To do that in Outlook go to Tools - Options - Click the junk e-mail button - Click OK if you get a warning message - Click the Safe
Senders tab - Click Add and enter wfpritxi@AtOracle.com and click OK. That should stop any future Workflow messages from going
to your junk mail.
As an approver, what do my approval options mean?

When you access requisitions waiting for your approval, you will see the following Options:
1. Approve--sends item to the next person in the chain to approve the vacancy. Once the requisition has been approved by
everyone, the vacancy will post
2. Return for Correction--You can ask the initial submitter of the approval chain to make a correction to the item and
resubmit the item for approval. Whoever asked for the correction will receive an email notification, and the person who
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needs to make the correction will receive a notification as well. Once they make their change, it will go back through the
approval chain again.
3. Reject--Once an item is rejected, it is gone forever. It must be recreated by the originator. This is a good way to get rid of a
vacancy that was created in error.
4. Request Information--A person who receives a notification can ask for more information, yet simultaneously still approve
the requisition if they would like. Even if the person they requested information from never responds.
5. Re-assign--You can delegate your authority to approve to another person for this vacancy only.
I would like to provide additional information to approvers for my vacancy. Where do I

communicate that information?
It is VERY HELPFUL to use the approval documentation box to add additional comments or notes to approvers in the
chain. There is an approval comments section right above the list of recruiters on the review page of the vacancy setup
screen. If you type information in that section, it will be communicated to approvers up the chain. Each approver can
also use the comments section to convey notes or comments to others in the chain. Each approver can also request
additional information from others in the chain or outside of the chain. This is also the region where you must put the
position budget.
As the initiator of the requisition/vacancy, how do I know who is next to approve the vacancy?
On your iRecruitment Dashboard, you will find a section at the bottom showing all outstanding vacancies that are out for
approval and who the next approver is.
You will also receive an email notification each time someone has approved your requisition.
Vacation Rules
What happens if I am not here to approve?
If you are not going to be in the office or are going on vacation, vacancies that need your approval may be held up. To avoid this,
every time you go on vacation you can set the vacation rules. By doing this you can delegate your approver responsibility to another
colleague for a designated time period. All the approver emails will be sent to that person during the designated dates.
To set this up do the following:

1. Log in to Oracle
2. Click on the Vacation Rules Link in the lower left corner

3. Click Create Rule Button to create a new vacation rule
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4. Select Item Type of All to create a rule that will forward all of your Oracle Workflow notifications to an
alternate party. Then click the Next button
5. Enter a Start and End Date for the vacation rule
6. Enter a brief text message that will appear on all forwarded notifications
7. Use the List of Values flashlight to select the employee that you want to forward your Notifications to. (for
example: to select Julie Hawk, I would type Hawk%, then hit the flashlight to find her name in the list.)
8. Check Delegate your response then click apply.
9. Go back to the Vacation Rules screen to Delete or Update the Vacation Rule if needed (update with the
pencil or delete with the garbage can.)
What type of email notifications are generated by iRecruitment?

There will be numerous notification generated. Examples are:
1. Workflow approval notification to managers and others in the workflow
2. Notification to applicant that application was received
3. Notifications to Employees for new job postings
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4. Notifications for password resets for external applicants
5. Notifications for passwords for ex-employee applicants
What happens if I get an error when I create the job description on page five?
The Oracle job posting doesnt accept certain special characters. To minimize problems of this kind, it is best
to refrain from directly copying and pasting off of the internet. We recommend you first create your
description in Word, Notepad or similar program and then cut and paste into iRecruitment. It also helps to do
your spell checking in another program before posting it to iRecruitment.
How do I set posting dates for the external and internal sites?
You can set the post dates for the vacancy at the bottom of page four. To set the date click the calendar icon next to the field and
select the date for the calendar provided. By using these, you can forward date and back date vacancies. If you would like to delete a
date, simply click the garbage can located in its row.
Note: You must enter dates for both the internal and external sites. If the dates are the same post them accordingly.
Note: If the position is a Do Not Post please get the approval first from Human Resources, then use the
delete button to delete both internal and external posting dates.
If it is an internal only posting, by deleting the external site the vacancy will only be viewable on the Employee
Candidate search site, NOT through http://careers.rit.edu/ (CareerZone).
If you see a default posting date of 31-DEC-4712, that means that the site does not have an end date. You can
either enter an end date, or change the status of the vacancy to CLOSED when you no longer want the vacancy
to be posted.
Retrieving, Editing, Searching for and Updating a Vacancy

How do I find a vacancy?
To find a posted vacancy go to your iRecruitment Dashboard or to the Search and Create Vacancies link
through RIT iRecruitment Manager.
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If you are on the Search and Create Vacancies page, the fastest way to retrieve ALL your vacancies is to simply
click the GO button.
If you want to minimize the number of rows returned in your search, you can enter search criteria before hitting the GO
button.
You can combine search criteria such as the vacancy status (ex: maybe you just want to see approved positions posted
within the last 5 days).
Editing a Vacancy or Posting

Once your vacancy is fully approved and posted, you can edit the vacancy (provided you have been given UPDATE access). To do
this, select the vacancy of your choice from the search results. Click on the Vacancy name or the pencil icon. This should bring you
to an overview page. If you have permission to change the vacancy an Update button should appear in the upper right hand
corner; clicking this will enable you to make revisions to the vacancy. Revisions can be performed through the same process that was
used when creating the vacancy.
Approvals for Vacancy Updates

THE APPROVAL FLOW FOR UPDATES to existing vacancies IS FROM THE INITIATIOR OF THE CHANGE TO AN HR ASSISTANT IN Human
Resources FOR STAFF and the FACULTY RECRUITMENTOFFICE in Academic Affairs for FACULTY. The approver will forward the
vacancy for further approvals if deemed necessary.
You can also email HR at careers@rit.edu to make changes for you.
Closing out your vacancy

Once you are no longer accepting applications for your vacancy, you should change the vacancy status to closed (if no one is
being hired) or filled (if a candidate has been selected.)
Any changes you make to any field, will go to Human Resources for approval. Changes will not go back through the entire
approval chain. Vacancies that are in the system as closed or filled will not be viewable by candidates.
There is no need to enter a vacancy end date.
Once the status is changed to closed or filled, it will no longer be searchable by candidates.
Can I edit other peoples postings?

You must have permission in order to edit vacancies posted by other people. If you have this permission (via being on the recruiting
team for the position with update access), you can edit their posts as you would normally do your own (refer to the Editing a
Vacancy/Posting section). If you need to be added to the editing team, contact the person who created the vacancy. The creator
can either add you to the team or they can contact HR or faculty recruitment to have you added.
Page 22 of 28
Viewing Applicants
How do I get started with reviewing applicants either for vacancies for which I am the manager or on a search
committee for?
Through your RIT iRecruitment Manager responsibility DASHBOARD, you have easy access to drill down in to your
applicant data.
You can click on applicant names and download documents directly from the Dashboard
You can also click on the number of Active Applicants to bring you to the list of applicants for that Vacancy.
Page 23 of 28
Using the Search Screen

If you choose to access your vacancy using the Search and Create Vacancies Screen, follow the instructions below:
Click on the blue underlined number under active applicants to see the list of your active applicants.
Viewing Inactive or Terminated Applicants

If you want to see the list of your terminated applicants, you can click on the number in the total applicants column.
After clicking on the applicant number, you can then click on the applicants name to view more information on them.
Applicants whose status you change to First Interview or Second Interview will remain showing as an active applicant. It is only
when their application is terminated that they no longer show in the Active Applicants count.
List of Active Applicants returned when the number in the active column is clicked:
Tip: the only documents that appear on this page are the ones tagged as resume or curriculum vitae. The applicant may have
other documents on their profile. All documents that an applicant uploads to their profile appear in their list of documents, but not
on the applicant list page.
Page 24 of 28
When you click on the applicant name, you can then review the information contained on each tab.
On each applicant, you will see multiple tabs:

Candidate Profile
o Phone Numbers
o Address
o Standard Application Assessment Questions (you may have to hit the + button to open up the full
list of questions.)
Qualifications (optional if they upload a resume)
o Qualifications
o Skills
o Education
o Employment History
Resumes and Documents
To review an applicants resume, curriculum vitae and other documents, click on the resumes and
documents tab. You can review each document by clicking on the file name
You can move to your next applicant by clicking the NEXT button at the top right side of the page.
Applications Tab--Used to update dispositions on individual applicants and VIEW application SOURCE
Page 25 of 28
Updating (Dispositioning) Your Applicants-IMPORTANT
After you have reviewed your candidates, you need to disposition (assign a reason code to) them.
In order to comply with Federal Regulations, once you have determined that you will not hire an applicant, you must
update their status and assign a reason. In order to do a mass update of applicants with the same reason, follow the
directions below:
Applicants will NOT see the reason code you select, but they WILL see their status changed to Application
No Longer Being Considered. They will also see their other status changes such as those to track
interviews. Applicants also will NOT receive an email when their status is changed. They will need to refer
to their iRecruitment Home page to view their current status.
As a courtesy, if you interviewed a candidate, make sure you contact them either by phone, email or letter.
All internal candidates, whether they were interviewed or not, should also be contacted. Do not handle
these situations by just updating their status.
To do a mass update of applicants:

Search for your vacancy and return to your master list of ACTIVE applicants. If you have several applicants
with the same reason code, you can select several at once for update.
Click the box next to each name, then click the button that says Update Applicant Status and Enter
Disposition
Select the new status (there are other statuses for people in the interview phase that can be used for tracking), but the
final status is Application No Longer being Considered. Make sure you click SUBMIT after selecting your code.
After you return to your Dashboard or your search page, you will then see that your number of Active
applicants number decreased by the number of people whose status you changed.
Page 26 of 28
Now, if you click on the Total Applicants, you will see that the status of the terminated applicants has changed:
Other Options When Reviewing Applicants

While you are on the list of applicants, or on the individual applicants Candidate Profile Tab, you can:
Disposition the Candidate and indicate if the candidate meets the minimum job qualifications
Assign a Rating If you wish to rate your applicant, you can do so. This rating is for your own use or the use of the search
committee and will not be seen by the applicant.
ONCE YOU CHANGE AN APPLICANT TO APPLICATION NO LONGER BEING CONSIDERED, YOU CAN NOT CHANGE
THEM BACK. If this happens in error, contact HR to change the person back.
You can do a update of a status on just ONE candidate on the profile tab (which will have this information on it: )
If the search team has decided to rate candidates, the rating can be assigned in the rating field below:
Page 27 of 28
REPORTING
You have been provided with a series of reports that you can run to assist you in reviewing your HR data. The
reports are listed on the first page after your select the RIT iRecruitment Reports responsibility (accessible
from https://mybiz.rit.edu ). They are as follows:
Reports General
Applicants with Job Source: Allows you to run a report to determine where applicants found out about your job.
This is helpful to target your recruiting efforts and advertising to make them the most effective.
Vacancy Listing with Team Members: This report will show who the current team members are for your vacancy.
Applicants with Current Status: This is a quick report that you can run which lists each vacancy status, vacancy
name, vacancy position flexfield name, organization name, applicant name, application status. It does not list the
applicant disposition. Use this report to determine applicants which still need to be dispositioned. All terminated
applicants need to have disposition reasons associated with them.
Terminated Applicant Dispositions: This report gives the detailed disposition reason for any applicants that have
been terminated. Vacancy name, applicant name, position name, disposition reason, organization name, status and
change date.
Detailed Vacancy Listing: List each vacancy to which you have access and specific details regarding the vacancy.
Applicant Address Listing: Lists all your job applicants and their addresses and emails so that you can export their
information for mailings or other contacts.
Applicant Pool Summary: Summarizes the ethnic and gender makeup of the applicant pool without specific applicant
names. Separate reports can be run for Ethnic Summary, Gender Summary and Ethnic and Gender Summary.
Terminated applicants no disposition code: All applicants must have a disposition code when they are terminated.
If you have items showing in this report, you need to export the data and send the dispositions to HR to use for
Affirmative Action Reporting.
Closed and filled vacancies with active applicants: This report will tell you if you have active applicants on closed
or filled vacancies. Please review this report periodically to determine if you have outstanding applicants to disposition.
Page 28 of 28

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RIT Human Resources iRecruitment Reference Information for Managers updated November 2011

RIT iRecruitment Manager Instructions

General Tips and Information

Recruitment Website and Manuals

Note: Additional information is available on the HR website at the following links:

User Guide for Applicants:

How should new/incremental positions be handled?

How Do I Gain Access to the iRecruitment Application?

How do I Access the RIT iRecruitment Manager Program?

Accessing RIT iRecruitment Reports from off-campus

What can I do using my RIT iRecruitment Manager responsibility?

What happens if I forget my password?

Your iRecruitment Dashboard

Clicking on Search and Create Vacancies brings you to this page.

Create a Vacancy Page

Example: Enter Bus% and

Enter Requisition Information

Select the correct salary

Field by Field Descriptions on Create Vacancy Overview Screen

Oracle auto-assigns this number to each individual job opening.

Position Control Number Fields:

Position title or other position related changes

This field is automatically filled in when the PC# is entered.

Examples-grant funding-using funds from another available position.

Choose Yes or No from drop down menu.

Choose Yes or No from drop down menu.

Budgeted FTE relates to the actual position itself.

Input previous employee's name.

Examples: resignation, transferetc.

Choose Global, Local, National or Regional from the dropdown.

Choose from drop down menu.

Internal Only Postings

Choose Yes or No from the drop down menu and delete

Choose from drop down menu.

Budgeted Salary Values

General Tips and Information

When posting a job what information is mandatory?

Qualifications and Skills

How do I add skills to the Skill List?

General Tips and Information

How do I set up a team?

Team member email alerts and addition of RIT iRecruitment Manager

What do I do if I forget to include myself in the viewing and editing team?

Format Job Posting

Enter budgeted salary information here.

Standard Approval Process:

By default, the following is the approval chain:

Can I remove Default approvers?

As an approver, what do my approval options mean?

I would like to provide additional information to approvers for my vacancy. Where do I

To set this up do the following:

2. Click on the Vacation Rules Link in the lower left corner

General Tips and Information

What type of email notifications are generated by iRecruitment?

Retrieving, Editing, Searching for and Updating a Vacancy

Editing a Vacancy or Posting

Approvals for Vacancy Updates

You can also email HR at careers@rit.edu to make changes for you.

Closing out your vacancy

Can I edit other peoples postings?

Using the Search Screen

Viewing Inactive or Terminated Applicants

On each applicant, you will see multiple tabs: