Candidate Management

About Candidate Management

UTORecruit's online application function means that candidate materials are received and securely stored within the system for review by the Search Committee.  Normally the ASA manages the applications within the system and candidates are moved within the Candidate Selection Workflow (CSW) to different steps of the hiring process.

Unsuccessful applicants can be rejected in the system and email correspondence can be sent automatically through UTORecruit  to inform these people that their application was not successful.

Reference letters can be uploaded and attached to the candidate's application for view by the Search Committee.  Search committee members can also comment on candidates and these comments can be viewed by all members of the search committee.  The system also identifies candidates who indicate they are Canadian or a permanent resident to facilitate the review of these applications to comply with the "Canadians First" government policy.

Accepting applications outside UTORecruit and uploading them into the system is not recommended.  

If, for technical reasons, applications must be uploaded, we STRONGLY advise that the materials are uploaded before the closing date.  This automatically generates an email to the applicant notifying him/her that a profile has been created on our system. 

This section outlines how to access and manage candidate applications, upload reference letters and move candidates through the selection process in UTORecruit.   

Key Navigation Features Used in Candidate Management

Steps and Statuses

UTORecruit structures the management of candidate applications through what is termed STEPS and STATUSES.  

STEPS are the main points along the recruitment process:

  1. Department Review
  2. Search Committee Review
  3. Interview
  4. Offer
  5. Hire

At each STEP, a candidate can have a particular STATUS:

Department Review:

  • To be Reviewed
  • Under Consideration
  • Proceed to Search Committee Review
  • Rejected by UofT
  • Candidate has Declined

Search Committee Review:

  • Under Search Committee Review
  • Proceed to Interview
  • Rejected by UofT
  • Candidate has Declined

Interview:

  • Additional Evaluation
  • Proceed to Offer
  • Rejected by UofT
  • Candidate has Declined

Offer: 

  • Offer to be made
  • Rejected
  • Has declined

Hire:

  • To be hired
  • Hired
  • Rejected by UofT
  • Candidate has Declined

ASAs can use these STEPS and STATUSES to track applicants within the requisition.  It allows you to note things like when an application has been reviewed and is ready to be forwarded to the Search Committee, or whether candidates have been rejected or have declined to go forward with the application process. 

Accessing Candidate Applications

recruiting centre

  • Find the requisition you wish to view applications for and click on the candidate number hyperlink

candidate number hyperlink

  • All candidates are listed in this view.  
  • The STEP of the Candidate Selection Workflow (CSW) they are at is indicated in the STEP field. 

candidates and their steps

  • You can choose to filter which candidates you view by selecting the appropriate STEP from the pane on the left

Search For Candidates

All candidates have a unique ID number in UTORecruit. This number should be used when requesting help for that candidate within the system.  This number or the candidate's name can also be used to search for the candidate's profile.

  • The search bar is located at the top right of your screen.
  • When searching for a candidate there is an icon of a figure to the left of the search box.  Click on this icon to change options
  • To search, type the candidate's ID number or name into the search bar
  • Click the magnifying glass button

  • If you wish to search for a specific candidate and don't know the ID number, click the icon to the left of the bar and choose "Specific candidate".  This opens a "Specific Candidate Search" box
  • Type in as much information as you have available.  Remember there could be multiple candidates with the same information.  Only the email address and ID number are unique to candidates
  • Click Search. Results will appear in the main window

specific candidate search box

  • If more than one candidate appears in the search results, check or uncheck search filters in the left window to refine your search 

Navigation in the Candidate Record

Once a candidate has been selected, the following navigation options are available.

a. To move from one application to another:

b. Options within a candidate record (from Left to Right on the bar just below the Requisition Title).  

NOTE: Hovering your mouse over each icon activates an information bubble indicating the function of the icon.

  • Add comments
  • Match candidate to another requisition
  • Add attachment to the candidate file
  • Print the candidate file
  • Share candidate information by email
  • Reject Candidate
  • Change status

Managing Canadidate Applications

This is the process of moving applications through the STEPS in the Candidate Selection Workflow (CSW)– from Department Review to the Hire.

How to Changes STEPS and STATUSES

  • Moving applicants through STEPS in the Candidate Selection Workflow (CSW) is a two-stage process
  • STATUSES with an Asterisk* represent the completion of a STEP and the path to the next STEP in the CSW
  • The process of moving candidates is the same for each step of the CSW (the examples below explain moving candidates to the Search Committee Review Step)
  • Candidates can either be moved individually or in groups. Instructions for each method are below.

Candidates can either be moved individually or in groups. Instructions for each method are below.

Moving a candidate within his/her profile:

a. More Actions Method

  • Within a candidate profile, click on "More Actions"
  • Select "Change Step/status" from the pick list
  • This opens the Change Step and Status selection box

More actions change step/status option

  • Under "New Status" select the STATUS you wish to move the candidate to.  In this example it is: "Proceed to Search Committee Review*" 
  • Click "Save and Continue"

proceed to search committee review step

  • The candidate's STATUS is now changed to "Under Search Committee Review" within the "Search Committee Review" STEP
  • Click "Save and Close"

under search committee review

  • The candidate is now at the Search Committee Review STEP
  • This can be verified in the History section 

status shows in the history tab

  • The candidate count will change in the Selection Workflow navigation window on the left side of the screen
  • The STEP and STATUS change in the list beside the candidate's name.

candidate screen showing status change

NOTE: The More Actions Method is the same for all STEP and STATUS changes in the CSW.

b. Checkmark Method 

  • In the candidate profile screen click the green checkmark

click green checkmark

Changing the STEP is a two click process:

  • First click turns the checkmark to a blue with a red arrow (changes STATUS to Proceed to Search Committee Review in this example)

blue check mark

  • Second click moves the candidate to the next STEP (in this example, Search Committee Review)
  • The candidate's STATUS and STEP are indicated in the Job Submission box on the left side of the screen

new status job submission window

NOTE: The Checkmark Method is the same for all step changes in the CSW

Moving Multiple Candidates

The instructions below explain how to select and move multiple candidates through the CSW in one process

  • Navigate to the list of candidates in your requisition
  • Under STEP in the the Selection Workflow on the left of the screen click the STEP you wish to view. You may also filter further and choose candidates under a particular STATUS within that STEP

NOTE: All candidates you wish to move must be at the same STEP

choose department review

  • To select multiple candidates hover your mouse near the left side of the screen to activate the checkbox
  • Click the boxes beside the candidates you wish to move

hover to select check box

  • To select ALL candidates on the screen, click the checkbox in the header line

select all checkbox

  • Once multiple candidates are selected, proceed to the instructions above to move candidates to the appropriate STEP and/or STATUS by using with the More Actions Method or the Checkmark Method

Now that you understand how to move candidates within the Candidate Selection Workflow (CSW), what follows is information pertinent to each STEP.

Rejecting Candidates

Applications can be rejected at any stage of the CSW.  Hiring a candidate automatically rejects all other applicants to a requisition.  

There are a number of points at which it is good practice to reject candidates to:

  • manage the search more efficiently and
  • to ensure that unsuccessful candidates are informed of their status in a timely manner.  

When candidates are rejected in the system, there is an option to send correspondence.  This can be done in batches to save time.

When To Reject

1. The Search Committee Chair, in conjunction with the ASA may wish to reject candidates at the Department Review STEP for the following reasons:

  • Incomplete applications (particularly after the candidate has been contacted to provide more information)
  • Candidates who do not meet the minimum qualitications for the position (e.g. lack of educational qualifications, not in same discipline as the posting etc.)
  • Nuisance applications (e.g. spammers, applicants who apply to all jobs on the UofT Career site etc.) and duplicate applications

Rejecting applicants at this stage means their applications cannot be viewed by the Search Committee.

2. The Search Committee can ask that either the Chair or ASA reject candidates they do not wish to interview.  

3. Once a candidate accepts an offer of employment he/she should be hired in the system which rejects all remaining applicants.  

It is best practice to notify all candidates that their application was not successful.  However for some candidates the automatic correspondence may not be appropriate (e.g. for those who were interviewed, graduate students in the department, senior-level searches etc.).  Please review the Correspondence instructions for more information.

How to Reject Individual Candidates

  • Navigate to the candidate's profile
  • Click the red circle in the bar above the tabs
  • This opens the Change Step and Status window

reject candidate circle

  • In the "Additional Information" section, indicate why the application is being rejected (required)
  • If you wish to send correspondence through the system check the "Send Correspondence" box
  • Add comments if you wish
  • Click Save and Continue

reject change step status box

If the "Send Correspondence" box was not checked the following message should appear:

reject final message

If correspondence is required the Send Correspondence box will open

Proceed with the instructions for correspondence found here.

Note: Correspondence can be sent at a later time using the "Send Correspondence" function under "More Actions".

If the position has not been filled, the status of rejected candidates can be reverted using the instructions here.

How to reject multiple candidates

  • Navigate to the list of candidates in your requisition (see instructions for selecting multiple candidates here)
  • Under STEP in the the Selection Workflow on the left of the screen click the STEP you wish to view. You may also filter further and choose candidates under a particular STATUS within that STEP

NOTE: All candidates you wish to move must be at the same STEP

  • To select multiple candidates hover your mouse near the left side of the screen to activate the checkbox
  • Click the boxes beside the candidates you wish to reject - or-
  • To select ALL candidates on the screen, click the checkbox in the header line
  • Once candidates are selected, click the red circle with the slash in the menu bar
  • This opens the Change Step and Status window
  • Follow the instructions for rejecting a single candidate above

Revert

The Revert option is used when:

  • A candidate's STEP or STATUS is changed in error (for example, you moved the wrong candidate)
  • You wish to move a candidate back a STEP or STATUS (for example, if the Search Committee includes him/her on a long list but then decides not to interview this candidate)

How to Revert:

  • Locate the candidate or candidates you wish to revert
  • Click the checkbox beside the name(s)
  • Click More Actions
  • Select Revert

revert selection

  • This opens the "Revert the Process" box
  • Add comments (mandatory)
  • Click "Save and Continue" to Revert a candidate another STEP
  • Click "Save and Close" when the candidate is in the correct STEP

revert the process box

  • All details are in the History

1. Department To Be Reviewed Step

All applications start at this STEP.  Best practice is for the ASA to review all applications for completeness (including the receipt of reference letters, even if they are not going to be uploaded to the system).  At this stage, the Chair of the Search Committee may also wish to reject applications that clearly do not meet the minimum requirements for the position.  

Exclamation pointRemember, the search committee cannot view applications at this step.

The statuses within the Department Review Step can be used to help you manage candidates’ applications. Some suggestions:

  • The status of all incoming applications is “To be reviewed”
  • Once you’ve begun viewing and working with a candidate’s submission change the status to “Under consideration”
  • When the application is ready for the Search Committee change the status to “Proceed to Search Committee Review”
  • Applications can be filtered by selecting the appropriate Step and then Status in the Selection Workflow window on the left

step selector

department review filter

IMPORTANT: Candidates can change their application any time up until the job closing date.

It is best practice to wait until after the closing date to send candidate applications to the Search Committee Review STEP.

Applications from Canadians and Permanent Residents

All applicants who use the UTORecruit online application process are required to indicate if they are Canadian/Permanent Resident.  Those who are not Canadian/Permanent Resident have a yellow triangle beside their name in the candidate list.

  • Applications can be sorted based on citizenship status by clicking the circle with the "x" on the top row

sort for canadians

Viewing an Application

  • To view a candidate's application locate the candidate within the requisition and click on his/her name
  • This will take you to the Attachments area with files uploaded by the applicant (e.g. CV, cover letter, research statement).  This is also where uploaded materials like reference letters will appear.
  • A summary of information about the applicant can be found in the Job Submission area

Attachments

Attachments added by candidates during the application process AND any files you attach to the candidate's submission are found in this section.

  • To view attachments, click on the attachments tab.
  • Note the different sections for Submission-specific Attachments and Other Attachments.
  • Submission-specific Attachments are located In the top box.  If the candidate indicates particular files are part his/her application for your position, they show up here.
  • Any files you attach will also be found in this section

  • Clicking on a link under “converted file” opens a new window with the attachment

Attaching a File

Normally the only files you would attach to the candidate's application are letters of reference.  Please review the section on Reference Letters before proceeding.

  • To attach a file click "+Add" under Submission-specific Attachments

  • In the Add a File window, select the file by pressing Browse
  • Add a note about the file you've selected to help the Search Committee identify the file more easily (e.g. Reference Letter from Sarita White)
  • Click Done

  • The attached file should now be in the list

IMPORTANT: Reference letters are confidential and must not be viewed by the candidate. 

DO NOT check the "Visible by candidates" button in the Add a File window. 

Verify that any attached reference letters are marked No in the "Visible by candidate" section of the attachment list.

 

Job Submission

Each section in the Job Submission area appears by clicking the arrow to the left of the section (e.g. Resume, Profile etc.) to expand that selection

Job submission tab

  • The same material can be accessed by clicking the arrow beside Job Submission which expands to show a selection of links.

job submission list

Job Submission - Prescreening

This section will display the candidate's answer to the question about whether he/she is a Canadian or permanent resident and answers to any other prescreening questions included in your requisition.

Job Submission - Resume

  • Candidate personal information which is asked as part of the online application process is also included in the Resume section.  This includes name and contact information, education, and the names and addresses of referees.

Resume area image

Job Submission - Profile

  • This section has information about source tracking, the job preferences of the candidate (for which they might choose to receive alerts) and other parts of their profile in the system

History

Click on the History tab to view all changes to the application and any actions such as attachments being added to the submission

history screen shot

Missing Information

It is important to remember that applicants can add to or modify their profile and application until your requisition is closed and removed from the University of Toronto Career Site.  However you may wish to monitor incoming applications and upload reference letters as they are received (click here for more information about reference letters). If there are missing application materials, you may want to use the Correspondence features of the system to request more information directly from within UTORecruit. 

Please consult the directions for sending correspondence below.

The following template letters are available to request missing information:

  • Application Missing Information allows you indicate which materials are required and provides instructions for submission (through UTORecruit if the posting is open or through alternative means if it is past the closing date).
  • Application Missing Referee Information sends a message ot the applicant reminding them that one or more of their letters of reference have not been received.
  • Letter for Referees informs the recipient that he/she has been listed as a referee and indicates the date by which a letter of reference is required.

Moving Candidates to Search Committee Review Step

Once all applications have been reviewed at the Department Review STEP, they are ready to be moved to the Search Committee Review STEP so they can be assessed by the Search Committee.

Instructions for moving candidates either individually or in groups can be found above.

ASAs and Search Committee Chairs can help filter applications by changing the STATUS of candidates at or after a first search committee meeting.  Some examples:

  • Unsuitable candidates can be rejected or left in the current STATUS
  • Possible candidates for interview can be moved to the Proceed to Interview STATUS. 
  • All STEPS and STATUSES can be changed as required.

Filtering candidates in this manner allows the search committee to only view the most relevant applications from the Selection Workflow. 

search committee review status selector

For example the above requisition has 155 candidates in the Search Committee Review STEP.  At or after the first meeting the ASA or Search Committee Chair can change the status of applications to narrow down those who may be interviewed by rejecting some candidates and moving others to the Proceed to Interview STATUS.  The Search Committee can then choose to only view a “long” shortlist in the Proceed to Interview STATUS to decide who will proceed to the Interview STEP.

Moving Candidates to the Interview Step

Once the Search Committee has determined which candidates they wish to invite for an interview, you can move these applicants to the Interview STEP. You may wish to use the system correspondence features to inform candidates of their interview details or you may choose to contact them outside of UTORecruit.  

ASAs may also wish to speak with the Search Committee Chair about rejecting unsuitable candidate applications at this point of the search.  It is important to let these people know their applications were not successful. You can use the correspondence features of UTORecruit to send out rejection letters in batches.

Moving candidates to the Interview STEP is the same process as moving people from Department Review to Search Committee Review.

  • Navigate to the candidate list
  • Under Status in the Selection Workflow on the left of the screen, click "Search Committee Review" to view candidates at this STEP

candidates under search committee review

  • Select the candidates who will be moved to the Interview step as described in the instructions above by changing their STEP and STATUS to "Interview"

change step status interview

proceed to interview box

interview step status

Moving Candidates to the Offer Step

If the Search Committee chooses to make an offer of employment to a candidate, this person can be moved to the Offer STEP.  

Moving a candidate to the Offer Step is the same process as for other steps in the CSW.

  • Navigate to the candidate list
  • Under Status in the Selection Workflow on the left of the screen, click "Interview" to view candidates at this step
  • Select the candidate who will be moved to the Offer Step as described in the instructions above by changing their status to "Offer"

offer step

proceed to offer

Moving Candidates to the Hire Step

If the candidate accepts the offer of employment and is hired, this person can be moved to the Hire STEP. Moving a candidate to Hired will also close the requisition.  If the search concludes without a hire, it is still important to close the requistion by following these instructions.

Moving a candidate to the Hire STEP is the same process as for other steps in the CSW.

  • Select the candidate who will be moved to the Hire Step
  • Click the box beside the candidate's name 
  • Click "More Actions"
  • Select "Change Step/status" from the pick list
  • This opens the Change Step and Status selection box
  • Change the "New Step" to "Hire" and "New Status" to "Hired"
  • Enter the Start Date and any comments
  • Click "Save and Continue"

hire selection box

The following warning box will appear:

hire warning box

By choosing yes, this action will:

  • Hire the candidate
  • Mark the requisition as filled
  • Unpost the requisition from the UofT Career Site if it was not already unposted

Congratulations! You have hired an applicant using the candidate management functions

Sending Correspondence Using UTORecruit

At various stages of the Candidate Selection Workflow (CSW), there is the option to send correspondence to applicants either by email, or by generating a letter to print and send.

The types of correspondence available are dependent on what STEP the candidate is at in the CSW.

Department Review:

  • Application Missing Information
  • Application Missing Referee Information
  • Letter for Referees

Search Committee Review:

  • Application Missing Information
  • Application Missing Referee Information
  • Letter for Referees
  • Interview Details/Confirmation
  • 2nd Interview Details/Confirmation

Interview:

  • Posting Cancelled
  • 2nd Interview Details/Confirmation
  • Application Missing Information

Reject Candidates:

  • Academic Not Short listed
  • Academic Short listed, Not Successful

All STEPS:

  • Blank Template
  • Fax Cover Sheet option
  • Interview Details/Confirmation
  • Posting Cancelled

The process of selecting, reviewing and sending correspondence is the same for all forms at all STEPS.

  • Select a candidate or multiple candidates in your requisition
  • Remember: Multiple candidates must be at the same STEP to process batch correspondence.
  • Click "More Actions"
  • Choose "Send Correspondence"
  • This opens the Send Correspondence window
  • Select the type of message: email or printed letter
  • Click the selector button to choose the message you wish to send
  • This opens the Template Selector window

correspondence window

  • Click "Select" beside the template correspondence you require
  • You are now back at the Send Correspondence window

template selector window

  • Note the additional information on the right and your template selection on the left

IMPORTANT: Do not modify this information

  • Click "Next"

  • This opens the Message Preview window
  • Correspondence in UTORecruit uses fields (similar to mail merge in MS Word) which pull information from the candidate profile into the letter
  • If you wish to edit the letter click Edit

message preview window

  • This opens an Edit window
  • The number of recipients is at the top right
  • If you wish to add an attachment click Browse to locate the relelvant file, then click Attach
  • Note the Enlarge view button in the text editor.  This will open the message in a new window for easier editing
  • When the message is complete, click Send

edit message window

A record of the correspondence is in the History

correspondence history

Click the link to view the message, print or resend

message preview from history