Guidelines for Conveners: Generating Correspondence for the interview Glossary: Requisition - Job Advertisement (open Advertisement or Pool Merit Process) Hiring Manager – Convener Posting - Publication Date Candidate - Applicant HRSO – Human Resources Support Officer jobs.nsw NSW DEPARTMENT OF EDUCATION AND COMMUNITIES 21Oct13 7b

1 Correspondence for interview NSW DEPARTMENT OF EDUCATION AND COMMUNITIES 21Oct13 In previous modules it was advised not to check the ‘send correspondence’ box as it is advisable to send all correspondence to candidates once the process is complete and a recommended applicant has been chosen. The following slides will show you how to send confirming correspondence to a candidate who you have inviting to interview.

Once you move candidates to ‘Interview Scheduled’ you will have the option to send correspondence confirming their interview details. 2 Correspondence for interview NSW DEPARTMENT OF EDUCATION AND COMMUNITIES 21Oct13 Select the candidate you wish to send correspondence to by checking the box on the left hand side of their name, then select more actions and send correspondence.

Select send correspondence, schedule your interview time by selecting on the calendar and indicating how the interview will be conducted. 3 Correspondence for interview NSW DEPARTMENT OF EDUCATION AND COMMUNITIES 21Oct13 Select Save and Continue

The correspondence will automatically default to sending by . Select ‘From template’ and press the selector, then the next button. 4 Correspondence for interview NSW DEPARTMENT OF EDUCATION AND COMMUNITIES 21Oct13

Press the select button against the templates you wish you to use 5 Correspondence for interview NSW DEPARTMENT OF EDUCATION AND COMMUNITIES 21Oct13 You will be brought to this screen where you can select the template you wish to use.

Once you select a template you will be brought back to this screen. The template name will appear in the bar. If this is the template you wish to use, click the next button. If it is not, then select the cancel button and chose again. 6 Correspondence for interview NSW DEPARTMENT OF EDUCATION AND COMMUNITIES 21Oct13

Once the required details have been entered by you, click on the next button. 7 Correspondence for interview NSW DEPARTMENT OF EDUCATION AND COMMUNITIES 21Oct13 The majority of the required information will be auto populated by the system once the interview date and time has been chosen (refer page 3), however some details may still need to be entered and will be requested as per below.

A preview of the letter will be shown as above. At this point you can select the ‘Edit’ button to edit the letter as you wish. It is advisable to ensure the letter has been auto populated correctly to click on the ‘Review All’ button. 8 Correspondence for interview NSW DEPARTMENT OF EDUCATION AND COMMUNITIES 21Oct13

Once you select the ‘Review All’ button you will be shown this screen, with the name of your selected candidate on the left hand side highlighted in blue. If your letter contains any errors, they will be noted on the right hand side under ‘Total Errors’ 9 Correspondence for interview NSW DEPARTMENT OF EDUCATION AND COMMUNITIES 21Oct13 Select the candidate highlighted in blue

In this mode, you able to over type on the yellow highlighted errors and correct them or delete them as necessary. As you amend errors, the alert in the above box will decrease and become ‘0’ when there are no more errors present. 10 Correspondence for interview NSW DEPARTMENT OF EDUCATION AND COMMUNITIES 21Oct13 Once the candidate is selected you will be brought to their correspondence. Note that any errors containing in the letter will be highlighted in yellow and will also be noted in this box Once you are happy with the changes, select ‘Save’

You will be brought back to this screen and will note that there are now no errors showing and you can send the letter electronically to the candidate by selecting the ‘Send’ button. 11 Correspondence for interview NSW DEPARTMENT OF EDUCATION AND COMMUNITIES 21Oct13 If you wish to see the letter as it will be sent to the candidate, you can select the ‘Print’ button

12 Correspondence for interview NSW DEPARTMENT OF EDUCATION AND COMMUNITIES 21Oct13 Once you select the ‘Print’ button you will be shown a preview of the letter. You may select ‘Print’ for your records or ‘Close’ to return to the previous screen (page 11) and proceed to send the correspondence electronically