Human ResourcesE-recruitment project

• significantly improved candidate experience through the provision of an intuitive interface that allows the University and the candidate to actively manage the recruitment process
• significantly improved recruiter experience, delivering time savings and ease of use. Key features that support this include the ability to start viewing and assessing applications received before the post has closed; transparent information on applications and stage of the recruitment process - the ability to proactively engage with candidates through the recruitment period
• streamlined business processes within HR, allowing attention to be focused on the quality of the candidate and recruiter experiences
• new and enhanced management information to help identify availability of talent and the most effective mechanisms for recruiting

• one portal for submitting and receiving recruitment information, including online submission of further particulars and recruitment schedule information
• the ability to view and assess candidate applications as they are submitted rather than waiting until the closing date
• online scheduling of interview dates
• minor changes to shortlisting and interview assessment formats and mechanisms for returning scores to HR

Accessing and using the system

Where can I find out more about using the system?

Please refer to Recruiting at Strathclyde, which includes links to guidance documents. Or, expand the 'Further Guidance' section below.

What if I can't log in through Pegasus?

Please email operationalsupporthhr@strath.ac.uk so that we can check your account.

Initiating a vacancy

I've completed the Approval to Appoint (ATA) process - does the ATA system 'talk to' Engage ATS?

No. The separate ATA system is concerned with securing the financial authority to appoint, whereas Engage ATS is concerned with advertising the post and processing applications.

I'm completing a 'Vacancy Initiation' form on behalf of the panel convener. How do I keep informed on progress and applications?

When completing the form, please include your name in the 'Panel Members' field and identify yourself as an 'admin convener'; HR will then assign you a role to act on the convener's behalf.

I have uploaded the Further Particulars (FPs) document - do I have to fill in the 'Job Advert' field?

Yes, this is a mandatory field. Sometimes, the advert text will simply involve cutting and pasting from the FPs. Other times, a more succinct, punchy advert text will be appropriate to catch the audience's attention.

Shortlisting and Interviewing

Where can I find applicants' cover letters?

Covering letters must be submitted for Grades 6 and above. However, the supporting documentation displayed by default is limited to an application and Curriculum Vitae (CV). To show covering letters (individually or for all applicants), use one of the 'Print' or 'Bulk Print' options. Please note that these functions generate PDFs that are viewable on-screen, you do not need to print them.

Where can I find references when they've been submitted?

Conveners can view references in the same way as for covering letters (described above). They will normally be requested for those candidates invited to interview (for Grade 6 and above; later for Grade 5 and below).

I tried to 'Select All' then 'Bulk Print' - but I only saw documents for the first 25 candidates. Do I have to view documents in groups of 25 applicants?

No. The default view is 25 per page. If you enter '999' in the 'Page size' field, all applications will be displayed. Then, when you 'Select All', you will be able to perform bulk actions for every applicant.

Please note that you will be given the 'collation option' to prepare a PDF for each candidate, rather than a single PDF for all candidates.

I'm a panel member and have tried to submit shortlisting scores but the fields are greyed out. Why can I not save or submit scores?

The convener has the final say in scoring. Once the convener has hit 'Submit', all other panel members are locked out of scoring because this is the trigger for HR to progress candidates to the stages recommended by the convener. If this has happened by mistake, please contact your HR team so we can rewind the process.

I'm a convener and want to start my scoring. However, I do not want to lock out the rest of the panel - what can I do?

Conveners can 'save' their scores and recommendations. However, they should 'submit' only after the shortlisting meeting.

At that stage, the convener can tick those to be interviewed and use the 'Bulk recommend decisions' function to move all potential interviewees to that stage. The same can be done for reserves and, finally, for regrets. You can only bulk process to one stage at a time (for example, recommend all to interview).

I have a huge number of applications. What are my core obligations for taking shortlisting forward?

Ultimately, HR requires a single set of scores and recommendations to be submitted to evidence that applicants have been assessed concerning the essential and desirable criteria for the vacancy.

If any essential criterion is not met and it is clear why the individual has not been selected for an interview, it is not essential to enter a score for every criteria in all cases.

The shortlisting functionality allows all panel members to score, which will normally make it easier to discuss outcomes at the shortlisting meeting. However, scores do not need to be entered for all panel members.

If a panel member enters scores on behalf of the convener, the convener will still need to submit recommendations (but not scores). This is because the convener's submissions trigger the next step in the process.

Can I use a spreadsheet and the 'Upload scores' function?

Yes, the convener has this option. However, the Excel spreadsheet needs to be in a particular format. If you wish to use this option, please liaise with HR. Once uploaded, the system both saves and submits.

How can I advise of changes to interview arrangements?

Please contact your HR team directly. This is not currently handled via the system.

I do not like the idea of scoring interviews online. What else can I do?

Please liaise with your HR team, who will be able to prepare a print-friendly interview scoring grid for you to print and populate by hand.

 Having completed an interview scoring grid by hand, do I have to go in and update the system as well?

No. However, the convener will need to submit recommendations. This is because the submission of recommendations is the trigger for HR to progress to the next stage. HR will require completed assessments from the interview. Please email a scanned copy to your HR team. This will be uploaded against the vacancy.

Having identified a preferred candidate, how can I communicate the desired appointment grade, etc.?

Please use the single-page, eRecruitment version of the Interview Schedule and Decision Form. This will have been made available to you prior to the interview. This can be emailed directly to your HR team.

• Engage ATS: Vacancy Initiation
• Engage ATS: Shortlisting and Interviewing

When raising Financial ATA, recruiting managers are also encouraged to log in to the Engage ATS recruitment system and raise a Vacancy Initiation Request (replacing the previous Recruitment Schedule). They must also upload the Further Particulars for the post. Further guidance is provided in the Standard Operating Procedures for Managers.

Training for individuals or groups is available from the Operational Support Team in HR. Email: operationalsupporthr@strath.ac.uk. Or telephone extension 4709. Alternatively, contact your usual HR team.