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Applicant Recruiting & Tracking System

The applicant recruiting and tracking system currently used at Stanford is Oracle's Taleo. Use the tools below to learn HR best practices for system use.

The Human Resources Representative has administrative access in the system to create requisitions and manage candidates for the requisitions assigned to their school or department.

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User Roles

Role Description

Human Resources Representative

School and VP area human resources staff have administrative access to creating requisitions, and candidate management for the requisitions assigned to their school or area.

Hiring Manager

Managers hiring a staff member can view assigned requisitions and can change step and status for candidates up to the interview completion step. See the Hiring Manager tools in the Cardinal at Work website.

Watcher/Collaborator

Others participating in the selection process can view requisitions assigned to them, review and compare candidates, and share resumes with others. See the Watcher/Collaborator tools in the Cardinal at Work website.

Recruiter

Access is limited to HR Directors, HR Managers and Employment Specialists. This optional access enables you to view all requisitions and candidates (excludes confidential requisitions). You must complete pre-requisites to gain access. To learn more about Recruiter Authority, reference the Recruiter Authority FAQs.

HR Representative Authority, Role, and Permissions

If you are unable to complete any of the functions in the applicant recruiting and tracking system as listed in this job aid, connect with your local HR Team to ensure you have HR Representative Authority in Authority Manager.

Special Notes about Authority Manager in the Applicant Recruiting and Tracking System:

  • Collaborator authority is automatically granted to all regular staff. Collaborator role grants you “read only” access. For greater access, HR Representative or Hiring Manager authority must be granted in Authority Manager.
  • Permission must be marked Grantable in Authority Manager in order to receive HR Representative or Hiring Manager access.
  • It takes 24 hours for new permissions in Authority Manager to take effect.
  • Adding an org code in Authority Manager does not give the user access to all requisitions in the org code. Users can access requisitions only when their name has been added to the requisition.

Requisition Owners:

  • Requisitions have three Owners: HR Representative, Recruiter, and Hiring Manager.
  • Adding a name to any of these fields does not grant authority to complete the necessary tasks.
  • Requisition Owners receive certain automated messages at the time the requisition is opened, filled, or an ineligible-for-rehire applicant applies.
  • Adding a Collaborator to a requisition grants access to see the requisition in the applicant recruiting and tracking system. Collaborators can review a candidate’s resume and/or cover letter.

HR Representatives are able to complete the Following:

  • Create and duplicate requisitions
  • Assign a Hiring Manager and Collaborators to a requisition
  • Post requisitions to (and “unpost” from) the Stanford Careers website
  • Launch a background check
  • Compose/extend an offer letter and finalize hire
  • Cancel a requisition
  • “Match” a candidate to another requisition
  • Create a candidate and assign them to a specific requisition
  • Create and access reports

New: Key Changes in Applicant Recruiting & Tracking System (Taleo) (04/10/18)

Job Aids (HR Rep Only)

Topic Description

REQUISITION MANAGEMENT

Hold and Reactivate a Requisition (REVISED 08/12/20) This job aid guides you through the steps of unposting, placing a requisition on hold, and reactivating a requisition inthe applicant recruiting and tracking system after being placed on hold.
Create and Post a Requisition Job Aid (REVISED 08/12/20) This job aid guides you through the steps to create and post a job requisition in the Applicant Recruiting and Tracking System.
Unpost, Cancel, or Duplicate a Requisition Job Aid (REVISED 08/12/20) This job aid guides you through the steps of unposting, duplicating, or cancelling a requisition in the Applicant Recruiting and Tracking System.
Waiver Requisition Job Aid (REVISED 08/12/20) This job aid guides you through the steps of creating a candidate or matching a candidate to your waiver requisition.
Sort by Source, Using Requisition and Candidate Filters Job Aid - (REVISED 08/12/20) This job aid guides you through the steps of using Candidate Quick Filters. Candidate Quick Filters are an easy way of managing your candidate pool.

CANDIDATE MANAGEMENT

Managing Your Candidate List - HR Representative Job Aid (REVISED 08/12/20) This job aid guides an HR Representative through the steps of moving candidates through the recruitment process.
Quick Steps to Disposition Candidates Job Aid (REVISED 08/12/20) This job aid provides Hiring Managers and HR Representatives quick steps to disposition your candidates.
Send Correspondence - HR Representative Job Aid (REVISED 08/12/20) This job aid guides you through the steps of sending correspondence. The mass email feature enables users to send personalized emails to one or multiple candidates in the Applicant Recruiting and Tracking System.
Export Candidate List to Excel - HR Representative Job Aid (REVISED 08/12/20) This job aid guides you through the steps of exporting your candidate pool into an Excel spreadsheet.

BACKGROUND CHECK AND OFFER

View additional information, resources including FAQs about background checks on this website.
Offer and Hire the Candidate Job Aid (REVISED 08/12/20) This job aid guides you through the steps of finalizing the offer and hiring the candidate into the requisition.
Rescind or Renege an Offer Job Aid (REVISED 08/12/20) This job aid guides you through the steps of rescinding or reneging an offer from a candidate.

Additional Resources

Topic Description
Taleo Fluid HR Representative Training Course in STARS (ATS-1008) Taleo Fluid platform will take the place of the existing Flash technology that Taleo is based on. This training video will show users  the new interface and how to navigate within the  applicant recruiting and tracking tool.
Requisition Access for Agencies (REVISED 08/12/20) This job aid guides you through the steps to request requisition access for external recruitment agencies in the applicant recruiting and tracking system (Taleo).
Roles and Associated Permissions (REVISED 08/12/20) This job aid provides definitions, what tasks can and cannot be performed by the various roles in the Applicant Recruiting and Tracking System as well as how to grant permissions and access to requisitions.
Granting Authority (REVISED 08/12/20) This job aid guides you through the steps to grant the role of Hiring Manager through Authority Manager.
Icons and Definitions FAQ (REVISED 08/12/20)

This job aid provides information on the tools and icons for the Applicant Recruiting and Tracking System.

Applicant Recruiting Tracking System - FAQs (REVISED 08/12/20) This job aid provides general questions and answers about the Applicant Recruiting and  Tracking System.
Reporting Job Aid (REVISED 08/12/20) This job aid guides you through the steps of opening, processing, filtering, and exporting a report in the applicant recruiting and tracking system (Taleo).
Java Instructions for Mac Users Provides instructions for Apple Macintosh users on how to verify/and or update the version of Java installed on their machine for Taleo Recruitment Manager.
Web Browser Reset Job Aid (REVISED 08/12/20) This job aid provides information on browser cookies and cache, why they are used and how to clear them.

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