What if the position I need does not come up in ERecruit?
The position must be marked "vacant" in BEACON in order to display in ERecruit. If you are trying to post a position while someone is still holding that position, the copy or change function will not work; go to SAP PO13, Infotype 1007, and create the vacancy with the desired effective date & select “open.”
Why is there no hiring manager on my requisition?
From the Hiring Manager dropdown on the requisition, you must select the appropriate name, and click the right arrow to complete the selection of hiring manager for the requisition.
Multiple names appear in the approvals windows on my requisition. Will the record, then, go to multiple people?
No. Your division/facility list of approvers in each category will appear to the right in a selection window. Click ONCE on the appropriate name in each category, and the record will go to that one highlighted name.
When a work screen asks for "job #", is that the same as a position number?
No it is not the same. Job Number in ERecruit is referring to a record number in that system only. You will never want to manually add an exam plan number or job # when you are setting up a requisition or creating a posting. The system will supply this for you.
I have a position for which I want to hire more than one applicant. Can I do that?
Yes. In the "vacancies" field on the requisition, you will want to put the number of openings you have for a particular position.
Postings
I've sent my posting through the approval process. How do I find out where it is?
The first place to check for a posting is on My HR where you have a Draft Postings and Active Postings section. If you don't see it in either place, then you need to check the "assigned to" field on the posting itself. No records will show on your My HR unless you are the assigned analyst.
I've completed and saved my posting, but it's not in My HR. Where is it?
The first place to check for a posting is on My HR where you have a Draft Postings and Active Postings section. If you don't see it in either place, then you need to check the "assigned to" field on the posting itself. No records will show on your My HR unless you are the assigned analyst.
I've completed and saved my posting, so why is it still in the Draft Postings list?
If you want the posting to be active, make sure the "draft" box is not checked.
How do I repost a position?
One way is to "copy" the old posting and change the dates and pertinent information. A second way is to create a new requisition and exam plan. We recommend the second way because simply making a copy of the old posting will impact reporting possibilities down the line.
NeoGov Help and Support has an active discussion about reposting. Go to My HR, click Help and Support, and type "repost" as your search keyword.
Can I use Supplemental Questions to "weed out" applications?
Supplemental Questions can be used to gather more specific information about an applicant. You might use the questions to help sort or filter applications in the early evaluation steps, but be very careful that any "weeding" of applications is based on the absolute requirements of the position and NOT on the management preferences.
Exam Plans
My exam plan has only one evaluation step. What do I do?
Go to Candidate Track > Exam Plan > and locate your record. In the Exam Plan screen under Evaluation Steps, click Add Steps and follow the training manual for adding any additional steps.
In recent weeks, attempts to do this have generated an "oops" screen from NeoGov. OSP is working with the vendor to determine the problem, but no fix has yet been announced.
I need to add extra evaluation steps in my exam plan. Can I do that?
Yes. Whatever your screening process, you may add steps to capture that.
In recent weeks, attempts to do this have generated an "oops" screen from NeoGov. OSP is working with the vendor to determine the problem, but no fix has yet been announced.
Under the Job Posting section of my Exam Plan, I don't have the "Add New" link. What do I do?
This may be a momentary system glitch. Try logging out and back into the system. If the link does not appear, let Central HR know.
For "rejection reasons" and "comments", what details can I fill in?
Some facilities and divisions are using the Rejection Codes from the old system, and for consistency, that is fine.
Be careful NOT to put comments about an applicant's known work habits or other personal details as a rejection comment. ONLY put job-related facts in that space.
Referred Lists
I referred the list to my hiring manager, but she only got a part of it. What happened?
The eligible list is HR's version of the Referred List, so they should both have the same information. If the candidates are not on the Eligible List, then you must go back to the last evaluation step of the exam plan and rebuild your Eligible List to include everyone. When everything on the Eligible List is accurate, then you can refer them.
There is no requisition to refer my list against. Where did it go?
If there is no requisition associated with your list, you will have to retrace your steps to reassociate them. The best place to start is in making sure the requisition is still listed as "open."
If the requisition is "open", then you'll want to make sure it is associated with the correct exam plan. Go back to the requisition list, locate your record, click "authorize" in the far right column, and select the appropriate exam plan for the record.
I've referred the list of most qualified candidates to the hiring manager, but she didn't receive anything.
Make sure that the requisition is associated with the correct hiring manager. Go back to the requisition list, locate your record, click the position title, and check the "hiring manager" field. If the name is incorrect, click "edit" at the top right of the screen, and put in the correct hiring manager name.
My hiring manager says he's selected someone for hiring, but it didn't show up in My HR.
First, make sure the hiring manager has hit "save and release" and not just "save" on the hiring decision. Secondly, make sure it has not gone anywhere else for approval prior to HR's final authorization of the hire.
When and how do I put in the promotional priority and preference details on an applicant's record?
You will want to verify the priorities and preferences before you assemble the Referred List.
Follow these steps: View Exam Plan > View Applicants > Edit (under Actions) > Standard Questions. Answer questions 26, 27, 28 (screen apps for Promo, VET, & RIF priorities) and Save.
I locked my list before I authorized the hire. What do I do?
In order to authorize the hire, the list must be unlocked. Only OSP can unlock a referral list.
Marking a Position as Filled
How do I mark a position as filled?
From Insight: My HR > Edit (next to Step 2 in the Action column) > Change "Display Candidate Status As" to "Position Filled" > Save > Edit (next to Step 3 in the Action Column) > Change "Display Candidate Status As" to "Position Filled" > Save
I'm following the steps to mark a position "filled" but I get an "oops" screen from NeoGov. What do I do?
In recent weeks, attempts to do this have generated an "oops" screen from NeoGov. OSP is working with the vendor to determine the problem, but no fix has yet been announced.
I've marked my position as "filled." Now what do I do?
Follow the steps in your instructions for archiving the posting, requisition, and locking the referred list.
Notice Templates
I have created OHC Notice Templates for my hiring managers, but they do not come up when I try to access them. Where are they?
OHC Notice templates are tied to the candidate disposition. For example, if the hiring manager has moved a candidate to the Rejection Pending section, he/she will select a rejection reason. When HR sets up the OHC template, they must match the rejection reason on the template to the rejection reason on the referral disposition. This is the only way the hiring manager will see the specific template.
Should I send Notice Templates at every stage of the process?
This a process question for your division or facility. There is no policy stipulation for sending notice templates at every step of the hiring process.
Who can send Notice Templates?
Insight users may send notices to applicants at any stage. Hiring managers may be given rights to send OHC Notice Templates. This is a process decision for your division or facility.
Help, Support, and Reporting
Where do I find the user guides for OHC and Insight?
The user guides for OHC and Insight are found under Help and Support on each side of the system. If you wish to use State of North Carolina specific user guides, go to My HR and click My Links in the upper right corner.
Where in the system do I look for summary information on how long my process took from requisition to hire.
You can run a report for summary information across the entire hiring process in ERecruit. To get the processing time information, for example, you would run a Requisition Life Cycle report from the Reports > Reports > Requisitions > Requisition Life Cycle menu.
I still have questions that have not been addressed in these FAQs. Where do I go for more help?
There is a Help and Support link on both the Insight and OHC sides of the NeoGov system. There are ample step-by-step guides for all processes and, in addition, there is a keyword search function for any specific question you may have.