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Managing Applicant Self-Service

Applicant Self-Service is an interface that offers you the option to view, filter, and search for active Job Postings. The main login page provides three options to access the portal. The three tabs are as follows:

  • Sign In
  • Register
  • Redeem Invitation

Existing Applicant Sign In

If you already are a user in the system you will use your credentials to sign in.

To sign in as an existing user:

  1. Navigate to Applicant Self-Service.
  2. Select Sign In tab.
  3. Enter your Username.
  4. Enter your Password.
  5. You may checkmark Remember me to cache your credentials.
  6. Click Sign In.
  7. The Job Postings page will open.
    NOTE: If you have misplaced your password, click Forgot Your Password to recover.

New Applicant Registration

To register as a new applicant:

  1. Navigate to Applicant Self-Service.
  2. Select Register tab.
  3. Enter an email address.
  4. Enter a password.
  5. Confirm the password.
  6. Click Register.
  7. The Profile page will open.
    NOTE: Passwords must be at least 8 characters. Passwords must contain characters from at least three of the following four classes: uppercase, lowercase, digit, and non-alphanumeric (special).

Redeem Invitation

To Redeem an Invitation:

  1. Navigate to Applicant Self-Service.
  2. Select Redeem Invitation tab.
  3. Enter Invitation Code.
  4. Click Register.

Managing the Applicant's Profile

The Applicant Self-Service menu on the left panel offers applicants the ability to add or update your contact and career details at any time.

To Manage your profile:

  1. In the navigation menu select the dropdown arrow beside your name and select Information. 

 

Adding Information

Upon registering, the Profile page will open by default displaying the Information section of your profile. For convenience, you can update this information at any time. 

To add information:

  1. Select Information from the Applicant Self-Service menu.
    Any information that exist will display.
  2. Add or adjust your information using the guidelines in the table below.
Information Field Name Field Type
First Name* Text
Last Name* Text
E-Mail Default
Phone Number Text
Preferred Language Lookup
Title Text
Website Text
How may we contact you? Select all that apply. Checkbox
  1. Click the Update button.

Adding Profiles

As an applicant, a profile enables you to create a summary of your career and educational details as it pertains to a specific type of role. You can create and manage multiple profiles to select from when applying for a job posting. 

Step 1 – APPLICANT PROFILE

To create a specific applicant profile:

  1. Select Profiles from the Applicant Self-Service menu.
  2. The list view will display any Profiles that exist.
  3. Click Create to add a new Profile.
  4. Applicant Profile Create form appears open to the General section.
  5. Complete the fields using the guidelines in the table below. 
    NOTE: Any mandatory field is denoted by a red asterisk*.
Applicant Profile Field Name Field Type
Eligible to work in United States  Toggle 
Willing to work – Day Toggle 
Willing to work – Evening Toggle 
Willing to work – Overnight Toggle 
Willing to work – Per Required Need Toggle 
Willing to work – Weekend Day Toggle 
Willing to work – Part Time Toggle 
Willing to work – Full Time Toggle 
When available to start Option Set
Available Start Date Date Picker 
Have vehicle? Toggle 
Have Driver License Toggle
Driver License Number Text
Driver License State Text 
Driver License Expiry Date Date Picker 
Convicted in motor vehicle violation? Toggle 
Motor vehicle violation details Text
Convicted in criminal violation? Toggle 
Criminal violation details:  Text
Under investigation for felony charges? Toggle 
  1. Click the Next button.

Step 2 – QUALIFICATIONS

To add Qualifications:

  1. Click Create.
  2. There are three types of Qualifications. By selecting a Qualification Type from the list, the fields in the dialog will update to reflect the appropriate fields.
  3. Complete the fields as required using the information in the table below. 
    NOTE: Any mandatory field is denoted by a red asterisk*.
Qualifications Field Name Field Type
Name* Text
Qualification Type Option Set
From Date Date Picker
To Date Date Picker
Description Text
Comments Text
  1. Click the Add button.

Step 3 - EMPLOYMENT HISTORY

To add Employment History: 

  1. Click Next at the bottom of the Qualifications table.
  2. Click Create from the Employment History table.
  3. Complete the fields as required, using the information in the table below.
    NOTE: Any mandatory field is denoted by a red asterisk*.
Employment History Field Name Field Type
Employer Name* Text
Job Position  
City  Text
Province/ State Text
Country Text
Start Date Date Picker
End Date Date Picker
Reason For Leaving Text
Supervisor Name  Text
Supervisor Phone Number Text
Supervisor Email Text
Duties Text
Can Contact Employer if Final Candidate? Radio Button
  1. Click the Add button.

Step 4 - REFERENCES

  1. Click Next at the bottom of the Employment History table.
  2. To add References click Create.
  3. Complete the fields as required using the information in the table below. 
    NOTE: Any mandatory field is denoted by a red asterisk*
Reference Field Name Field Type
Name* Text
Reference Name Text
Relationship to You Text
Reference Phone Number Text
Reference Email Text
  1. Click the Add button.
  2. Click Submit at the bottom of the References table. 

View My Active Job Applications

As an applicants you can monitor the status of submitted job applications.

To monitor the status of a submitted job application:

  1. On the Applicant Self-Service menu select My Active Job Applications.
  2. A list view will display all job applications.
  3. Clicking on a specific job application will provide read-only summary of the application.

Change Password

There are cases where you may want to change your existing applicant password and this can be done. 

To change you password:

  1. On the Applicant Self-Service menu select Change Password.
  2. The existing email will be displayed by default.
  3. Enter the old password.
  4. Enter a new password.
  5. Confirm the password.
  6. Click the Change Password button to commit the update.

Change Email

You many need to update your existing applicant email.

To update your email:

  1. On the Applicant Self-Service menu select Change Email.
  2. The existing email will be displayed.
  3. Enter a new email.
  4. Click the Change and Confirm Email button to commit the update.

Manage External Authentication

The Applicant Self-Service external authentication setting allows you to authenticate the log in through Azure.

To authenticate this external authentication:

  1. On the Applicant Self-Service menu select Manage External Authentication.
  2. On the Azure AD panel located to the right select +Connect.
  3. You will be connected to the external account.
  4. If you wish to disconnect from the external account on the Azure AD panel select +Disconnect.
    NOTE: External authentication through Azure is optional. 

Search Job Postings

You are able to search for job postings.

To search for job postings:

  1. In the Applicant Self-Service navigation bar select Job Postings.
  2. The Job Postings page opens displaying all active job postings.
  3. Using the Search box at the top of the list applicants can filter the job postings.
    NOTE: To search on partial text use the asterisk (*) wildcard character.

Applying to a Job Posting

You may want to apply for one particular job posting.

To apply:

  1. Click on the name of a job posting from the list.
  2. The Job Posting View page opens displaying all details regarding the posting.
  3. Click the Apply button.
  4. Select the profile from the lookup that is best suited for the job posting.
  5. Click Continue.
  6. A Job Application Wizard opens to guide the applicant through the job application process that includes:
  • Applicant Profile Details
  • Qualifications
  • Employment History
  • References
  • Supporting Documents (e.g. cover letters, resumes, certifications, transcripts)
    NOTE: The applicant can amend or include any additional details to the profile during this process.
  1. Once completed an application summary will be available for review and any changes can be made at this time.
  2. If all content is satisfactory select the Confirmation checkbox.
  3. To apply for the job posting select the Submit Application button.
  4. The system will confirm that the application has been successfully submitted.
  5. A Thank You email will be sent to the your email address by the system once the Job Application has been submitted. 

Applying to a Job Posting from the Applicant Tracking Work Area

Traditionally, a job application is submitted by you, the applicant, through the Applicant Self-Service based upon your search.  However, there are instances where as an internal user, you may want to submit an application on behalf of a colleague or applicant. In this case the application can be added by you through the following process.

To apply for a job posting for someone else:

  1. Select the Applicant Tracking work area from the navigation bar.
  2. Click on the Job Postings item.
  3. The Job Postings view displays a list of all Active Job Postings by default.
  4. Click +New in the command bar to create a job posting.
  5. The New Job Posting form opens.
  6. Complete the fields as required.
  7. Once fields have been entered, select Save or Save & Close from the command bar.
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