1. Guidelines for Conveners: Review applicants for short listing Glossary: Requisition - Job Advertisement (Open Advertisement or Pool Merit Process) Hiring Manager – Convener Posting - Publication Date Candidate - Applicant jobs.nsw NSW DEPARTMENT OF EDUCATION AND COMMUNITIES WWW.DEC.NSW.GOV.AUV4. 21Oct13 4

2. Review Applicants for Short Listing Click on ‘Review Applicants for Short Listing’ to start the short listing process. 1 NSW DEPARTMENT OF EDUCATION AND COMMUNITIES WWW.DEC.NSW.GOV.AUV4. 21Oct13 There are a number of way to access applications to record outcomes. The following is the most common method.

3. In the step ‘Review Applicants for Short Listing’, the Hiring Manager/Hiring Manager Assistant moves the candidates from ‘Select Step Outcome’ to either: ‘Actively Considering For Short Listing’ OR ‘Not Considering For Short Listing’ OR ‘Candidate Withdrawn’ where an applicant has advised you they wish to withdraw their application. 2 Review Applicants for Short Listing NSW DEPARTMENT OF EDUCATION AND COMMUNITIES WWW.DEC.NSW.GOV.AUV4. 21Oct13 To complete this step, the number in brackets against ‘Select Step Outcome’ must be ‘0’. If this figure is greater than ‘0’ then a candidate has not been reviewed and this step has not been completed.

4. Select each candidate, one at a time, to select them to be Short List for interview. After the candidate has been selected, click on the green arrow to move them to the ‘Actively Considering For Short Listing’ status. 3 Review Applicants for Short Listing NSW DEPARTMENT OF EDUCATION AND COMMUNITIES WWW.DEC.NSW.GOV.AUV4. 21Oct13

5. Check the ‘New Status’ is correct. ‘Actively Considering for Short Listing’ Do not check the ‘Send correspondence’ box. You will send correspondence to candidates at the end of the merit selection process through ‘More Actions’. Check the selection criteria boxes as appropriate. Comments are mandatory. These should reflect the merit of the written application against the criteria. Select ‘Save and Close’ when you are finished with this candidate. 4 If you wish to see the details of the candidate you are currently moving through the Candidate Selection Process use this link. There are instructions at each Step/Status that you can access using this hyperlink. Review Applicants for Short Listing You will then be provided with a grey pop-up box to complete information for the candidate you have chosen. NSW DEPARTMENT OF EDUCATION AND COMMUNITIES WWW.DEC.NSW.GOV.AUV4. 21Oct13

6. You will the be returned to the ‘Review Applicants for Short Listing’ screen where you will see one One candidate has been moved. This process needs to be repeated for each candidate to be short listed (refer again to pages 3-4 for the process). 5 Review Applicants for Short Listing NSW DEPARTMENT OF EDUCATION AND COMMUNITIES WWW.DEC.NSW.GOV.AUV4. 21Oct13

7. Step 1. Select the candidates, to add them to the ‘Not Considering For Short Listing’ status. You can only complete this process for 1 candidate at a time. Step 2. Click on the red circle with a diagonal line through it to move them to the ‘Not Considering For Short Listing’ status. 6 Review Applicants for Short Listing NSW DEPARTMENT OF EDUCATION AND COMMUNITIES WWW.DEC.NSW.GOV.AUV4. 21Oct13 To Move candidates to the other statuses in the Step......

8. 7 Check the ‘New Status’ is correct ‘Not Considering For Short Listing’. Check the selection criteria boxes as appropriate. Comments are mandatory. These should reflect the reason/s for not considering for interview based on the selection criteria for the position. Select ‘Save and Close’ when you are finished with this candidate. Review Applicants for Short Listing For the candidate you have chosen you will be provided with a grey pop-up box to complete. Do not check the ‘Send correspondence’ box. You will send correspondence to candidates at the end of the merit selection process. The system will return you to the ‘Review Applications for Short Listing’ screen (refer to page 5) There are instructions at each Step/Status that you can access using this hyperlink. If you wish to see the details of the candidate you are currently moving through the Candidate Selection Process use this link. NSW DEPARTMENT OF EDUCATION AND COMMUNITIES WWW.DEC.NSW.GOV.AUV4. 21Oct13

9. Step 1. Select the candidates, to add them to the ‘Candidate withdrawn’ status. You can only complete this process for 1 candidate at a time. Step 2. Click on the ‘More Actions button to reveal options. 8 Review Applicants for Short Listing NSW DEPARTMENT OF EDUCATION AND COMMUNITIES WWW.DEC.NSW.GOV.AUV4. 21Oct13 To move applicants to the ‘Candidate Withdrawn’ status you will need to use the ‘More Actions’ button. Step 3. Click on ‘Change Step/Status’ option. You will then be presented with the same screen that is on page 7 of this module which you need to complete indicating ‘Candidate Withdrawn’ from the process.

10. Check all candidates have been moved to one of the other three statuses in this step. Once all candidates have been moved to another status, you are ready to progress to the next step of the Merit Selection process. To do that click here to move all the candidates under ‘Actively Considering for Short Listing’ status to the next step. 9 Review Applicants for Short Listing NSW DEPARTMENT OF EDUCATION AND COMMUNITIES WWW.DEC.NSW.GOV.AUV4. 21Oct13 You have completed the Review of ‘Applicants for Short Listing’ step when the number against the ‘Select Step Outcome’ status is ‘0’. Now click on the ‘x’ to return to the full ‘CSW’ listing (next page).

11. A total of 9 candidates applied for this position. 4 candidates have been culled and referees do not need to be contacted. 5 candidates have progressed in the short listing process and two referees need to be contacted for each candidate before a final decision regarding short listing is made. 10 Review Applicants for Short Listing NSW DEPARTMENT OF EDUCATION AND COMMUNITIES WWW.DEC.NSW.GOV.AUV4. 21Oct13 Module summary.