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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.

 

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

 

Job Aids (HR Rep Only)

Topic Description

REQUISITION

Create and Post a Requisition Job Aid (REVISED 04/27/18) 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 04/27/18) 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 04/27/18) 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 04/27/18) 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 Pool - HR Representative Job Aid (REVISED 04/27/18) 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 04/27/18) This job aid provides Hiring Managers and HR Representatives quick steps to disposition your candidates.
Send Correspondence - HR Representative Job Aid (REVISED 04/27/18) 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 04/27/18) 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.
Request a Background Check Job Aid (REVISED 04/27/18) This job aid starts from the Applicant Recruiting and Tracking System, and details how to submit a background check request in HireRight.
Offer and Hire the Candidate Job Aid (REVISED 04/27/18) 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 04/27/18) This job aid guides you through the steps of rescinding or reneging an offer from a candidate.


Additional Resources

Topic Description
Fair Hiring and Applicant Recruiting and Tracking Systems Key Changes Fact Sheet (REVISED 12/19/17) Summary of Applicant Recruiting and Tracking System (Taleo) changes as a result of California laws, Assembly Bill (AB) 1008 and AB 168 effective January 1, 2018.
Roles and Associated Permissions (REVISED 04/27/18) 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.
Create Task Reminders (NEW 04/27/18) This job aid guides you through the steps to create email reminders for tasks or steps throughout the recruitment process.
Granting Authority (NEW 04/06/18) This job aid guides you through the steps to grant the role of Hiring Manager through Authority Manager.
Icons and Definitions FAQ (REVISED 04/06/18)

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

Applicant Recruiting Tracking System - FAQs (REVISED 12/22/17) This job aid provides general questions and answers about the Applicant Recruiting and  Tracking System.
Reporting Job Aid (REVISED 04/27/18) This job aid guides you through the steps of opening, processing, filtering, and exporting a report in the applicant recruiting and tracking system (Taleo).
Web Browser Reset Job Aid (REVISED 04/27/18) This job aid provides information on browser cookies and cache, why they are used and how to clear them.


Automatic Correspondences Samples

Topic Description
Job Posting Notification (REVISED 04/27/17) An email is automatically sent to Owners when a job requisition is first posted. 
Stanford 2nd Pass Invitation to the Candidate (REVISED 12/19/17) An email is automatically sent to the final candidate at the Offer/Extended Status.
Insufficient Authority Alert in Taleo (NEW 04/06/18) An email alert is sent for batched insufficient Hiring Manager Authority.

 

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