Review and Rank Applicants#
When a candidate applies for a posting, an application record is created. The application can be made through the ‘Application’ tab of the Candidate (IRCA) table. Once the application has been made, the application will be displayed in the IRAP screen. The application will be uniquely identified within an entity by an application code that may be entered manually or automatically generated. A candidate who has applied for a posting is referred to as an “applicant”.Most of the information for an application is derived from the candidate record (IRCA) or the posting record (IRPO). Specific wage and start date information will come from the application tab of either of these tables. Applications are reviewed to ensure that they are complete and applicable.
A candidate may apply for more than one posting and a posting may have more than one candidate apply. Each of these transactions results in a separate application. Applications are only accepted between the posting open and close dates but the hire date may be much later.
Applicants are then put through pre-screening to ensure that they meet the essential requirements of the posting. Those that do not meet the minimum requirements are eliminated. The remaining candidates are ranked by the system (IRGA) based on their qualifications. Applicants are then put through the assessments that are identified in the recruiting stages. Those who fail an assessment are eliminated. Upon completion of each recruiting stage, the applicants are scored and ranked again. Once all of the tests and interviews have been conducted, an overall rating is determined for the remaining applicants for the posting. The final ranking is done manually (IRCA – Assessment tab – Application Rating field). The selection panel establishes a short list of eligible applicants and clearly identifies their order of preference.
During the screening process a number of letters or emails may be sent to the candidates - requests for further information, interview schedules, testing plans, etc. All correspondence is tracked by date, by type, and by person and logged in the IRCS – Recruiting Log tab.
Rejection notifications are sent to all unsuccessful applicants. These may be triggered automatically by certain events or generated on request. Rejection letters are tracked.
Lists are provided to track applications by stage, status, source and time frame.
Obtain Approval to Hire#
When an applicant is chosen, the application enters the hiring approval stage. The job offer details are determined and sent along with all relevant application and posting material to the appropriate personnel for approval or rejection. The recommended wage and start date are determined at this time.
When all of the necessary approvals have been received, the application status in IRCA – Applications tab is marked “Approved For Hire”. Multi-level approvals may be implemented to the extent required by an organization, or not implemented at all.
If the approval is not obtained, the application is closed with a status of “Not Approved” in IRCA. A rejection letter is created and sent to the candidate. All rejection letters are tracked.
Process ‘Pending’ New Hires#
Once hiring approval is obtained, the job offer letter is finalized and given to the successful candidate. Job offer letters are tracked.With the job offer, the candidate is normally given a date that they must respond by. Once this date is past, the application is closed with a status of “Failed To Respond” (IRCA). If the candidate declines the offer, the application is closed with a status of “offer declined”. The recruiting process may then continue with another candidate. A list of open offers can be obtained at any time (RRAN).
Verbal confirmation is normally required for acceptance of a position. This is generally followed by a written acceptance. Once a candidate has accepted a job offer, the application can be completed with the extra information required for employment - government ID, birth date, ethnic classification, etc. A list of other required information and tasks is prepared. The application status is changed to “Ready To Hire” (IRCA).
A job offer may be contingent upon the candidate passing a pre-employment medical, background checking and verification of legal status to work. These checks are done once the candidate accepts the job offer. The candidate may be rejected at this point.
Rank and Hire Applicants#
Upon successful completion of the pre-employment assessments, the applicant is officially hired. Hired applicants are transferred automatically to the HR/PR system as “pending” or “active” employees with all of the relevant data carried forward. The initial employment status is taken from the group definitions. The application stage and status are marked “Hired”.If positions are being used, a warning must be issued if the requested FTE plus the currently filled FTE exceeds the authorized FTE in the system; this warning depends on the Position’s FTE override rule.
Orientation activities for the new hire are identified and scheduled.
Applicants are hired through the Rank and Hire Applicants (IRAP) form.
