TAM - Create a Job Opening - Screening
Screening is available when setting up a job opening. It is the process that can be used to evaluate a list of potential candidates and narrow the list to a few qualified candidates to be interviewed or hired.
Two screening levels exist in TAM: Minimum Qualifications and Preferred Qualifications. Screening criteria can be set up for each level when creating a job opening. Once applicants apply (applicants answer the questions when completing their on-line application), you can run a screening process to group the applicants in the levels for that particular job opening. Screening levels can be grouped according to how well an applicant meets the screening criteria.
The goal of a screening process is to take the requirements of the job opening and:
- Compare them with the qualifications of applicants.
- Create a group list of qualified applicants.
Using the Minimum and Preferred Qualifications screening levels enables you to screen applicants based on different criteria. For example, you might initially screen candidates for basic eligibility (Minimum Qualifications) based on whether the applicant has completed the minimum education requirement, or whether the applicant is willing to work full-time. A separate screening level (Preferred Qualifications) then enables you to screen based on qualifications such as years of experience or amount of training.
1. This step is generally completed prior to approval for the initial job opening. To set up screening criteria, navigate to HRS Main Menu » Recruiting » Find Job Openings. Use the search criteria to find your job opening.
2. Click on the Screening tab on the job opening.
3. Enter screening levels for the job opening as desired.
Job Code: Under the Additional Job Specifications section, all the job codes will be listed for the Job Opening. To view additional Job Codes, click to advance the row (arrow).
Degree: this field not used. If you'd like to add a degree to your screening criteria, add it within the Screening Questions section.
Screening Question: select Screening Questions from the magnifying glass/look up from the Screening Library. These questions are added to the posted job opening and applicants must answer the questions before being able to submit their application.
4. Click on the "Add Screening Questions" to add more questions from the Screening Library. To narrow your screening question search, you can use the search criteria fields (i.e. in the description field, type in Masters, which will narrow the search for Masters degree questions). The screening questions are categorized into 8 question types. Questions can also be searched by entering their two letter code into the Question Code look up option:
- ED= Education
- EX= Experience
- CR= Certificates
- LS= Leadership
- TR= Training
- TW= Teamwork
- BR= Broadcast
- OT= Other
- RS= Research
5. Continue to add more questions, as required for this job opening.
To assist with identifying screening questions, use the TAM Screening Question Query. This is a public query accessible to those with Recruiter and TA Affirmative Action security roles. It can be found by navigating to: Reporting Tools>Query>Query Viewer. Enter UW_TA_SCR_QSTNS in the "begins with" field and click Search. Reference KB TAM - Screening Question Query.
6. Under the Applicant Screening section, click on the Minimum Qualifications link under the Screening Levels column.
The Must Pass Previous Levels checkbox tells TAM that an applicant must pass the previous (Minimum Qualifications) screening level before being evaluated by the next screening level.
During the screening process, if this checkbox is selected and an applicant fails a screening level that applicant will not appear as a candidate on the subsequent (Preferred Qualifications) screening level.
7. The Job Opening Screening Criteria page appears. Use this page to set up the Minimum Qualifications questions.
8. Under the Screening Option Description section:
Leave the Pass Status and the Pass Reason defaulted to "Screen" and "Met Min", this will ensure screen results return correctly.
The Fail Status/Fail Reason fields default. These fields are used by the system, but should NOT be changed.
Letters can be manually sent after the screening processes are complete using the Send Correspondence functionality. Letters in the Screening Criteria section will not work.
9. Under the Scoring Definition section, enter the Percent Needed to Pass field, this number can be any number up to 100. Most times for the Minimum Qualifications level, 100% is used to reflect that these are the "must have" qualifications to be considered. The other fields are not required/used.
The Percent Needed to Pass defines the percentage of point(s) needed to pass this level. TAM calculates this by using the points achieved by the applicant and dividing it by the total possible points.
The percent is determined according to how the screening points and scores are set up on the Job Opening Screening Tab. When setting up screening, each question is assigned a point value. The system figures the applicants' percentage based on the number of points that were assigned for that screening level. Also if you click on the % score for a specific applicant the system will take you to a page where you can view the details of how an applicant responded to each question. Or, to view all applicants answers, the Applicant Screening Report can be used (Navigation: Recruiting > UW Reports > Applicant Screening Report).
The Maximum Points to Assign, Points Assigned for Pass and Points Assigned for Fail are NOT used.
10. Under the Screening Requirements section, the screening requirements grid is displayed.
The Screening Requirements grid is used to identify whether the screening criteria should be used for a given screening level and if the criteria is required. If the criteria is marked as required, the applicant will not pass the screening level if they don't meet the specified criteria.
For any criteria marked as Required on a screening level, applicants who do not possess those criteria will fail the screening level and the screening process.
You will see a general listing of various General Requirement Screening Types, in addition to any Screening Questions that you have added previously. General Requirements do not produce actual screening questions. Instead this area is located in the Preferences section of the online application and require very specific answers. Usage of the General Requirements sections should be done with caution. It is recommended to use actual screening questions instead of the General Requirements section.
Check the Use in Screening checkbox and/or the Required checkbox for any of the questions that you'd like to add to the Minimum Qualifications. Use in Screening makes the Screening Question visible to the applicant and requires the applicant to answer the question before they can submit their application. Required will require the applicant to answer the screening question correctly in order to pass the screening level. Points should be added for each of the questions that you are using in screening.
Points are allocated under the Edit Details section. Click OK, once you have added the points.
In the example below assign points to the Yes answer and leave the No answer at zero points. This, along with the 100% needed to pass entry above will only pass the applicant if they answer Yes to the screening question.
11. Once you have completed the Screening Requirements section for the Minimum Qualifications, click the OK button at the bottom of the page.
12. If you have elected to use the Preferred Qualifications screening, follow steps 5-10.
13. After completing your screening question set up, either click the Save button or move onto the next step and set up Approvals for the Job Opening.
Related Job Aids: