SOLAR 2.0 Hiring Manager’s Guide

Authorization in SOLAR

Hiring Managers receive authorization to view only their active recruitments. 

• Hiring managers with no active recruitments may log on to SOLAR’s backend, but will receive a message that says “there are no applications available”. 
• If you know you have an active recruitment, but cannot view it, contact your recruiter to see that you have been properly designated as the hiring manager for that recruitment.
• If you forget your logon or password, do the following:

o       Click Hiring Manager Logon on left menu bar of home page.

o       Click “forgot password?”

o       Enter your ODOT email address.

o       You will receive logon information at your ODOT email address.

Supervisory Hiring Managers receive authorization to view all recruitments assigned to Hiring Managers under their authority.

New SOLAR 2.0 Functionality on the ODOT Job Manager Page

Purpose of features:  To enable users to call up page displays that show only the information they need to see, thus speeding up the page displays for everyone.  When a large page display is called up (i.e. All Jobs, All Applicants) it takes up a huge amount of server space slowing the server down.

(Features beginning from the top of the page:  Left to right.)

Feature

Function

Show/Hide Left Menu button

Allows full page view without scrolling. 

“Complete” job status radio button

Shows jobs that closed 90 days prior to today’s date. (Note: These jobs will not open on the default settings of the Job Manager, thereby speeding up page displays.)

“TMS” job status radio button

Shows TMS jobs. (Note: These jobs will not open on the default settings of the Job Manager, thereby speeding up page displays.)

Job Date Range

View only jobs that opened within the date range selected.

Screened Applicant Status

Select this status for applicants who were screened before a job recruitment was cancelled.

Geo Code

View applicants who selected the geo codes indicated.

Skill Code

View applicants who selected the skill codes indicated.

Applicant Date Range

View applicants who applied for the selected jobs within a particular date range.

Job Category

Same functionality.  The title used to be “Department”

Select All Applicants Appearing Below button

Automatically checks all boxes in the left column of the applicant information rows.  Use for batch printing of applicant documents.

Additional Information upload box

View applicant information in addition to cover letter and resume:  DD214, Transcripts, Professional Licenses…

# Applicants

Now shows only the number of applicants user is authorized to view.

Symbols in right column

“M” –Manual Submission; “E” –No email address; “U”—Underfill candidate;  “V” Applicant selected vet points; 5/10 Number of vet points verified by recruiter; “T” Transfer Ap.

Instructions special to TMS Hiring Managers are shaded below.

1)  Log on to ODOT Job Manager page in SOLAR

• Click the SOLAR link in your SOLAR Applicants Referred Email; OR
• Go to www.odotjobs.com , click the Hiring Managers link. (Add logon page to your favorites.)
• Enter your User Name and Password (emailed by system administrator). 
• Click LOG-IN.
• Only job postings that have a closing date later than 90 days prior to today’s date will be visible.  To see job postings that closed earlier than 90 days ago, select the “complete” radio button on the Job Status menu (top of page).
• When researching your “completed jobs”, you may select a date range to further focus your search.
• If your job posting has a large number of applicants, try listing them in alphabetical order:
• In the sort by drop-down select sort by name.

TMS Hiring Managers:  Select the TMS radiobutton in the Job Status menu at the top of the page in order to view your jobs.  This will convert the page to the ODOT TMS Job Manager Page.  This page is identical to the Standard ODOT Job Manager Page with two exceptions:

• It allows the view of only the six Standing List TMS jobs (OCDT3530, 3550, 5377, 5378, 5379, 5380) and individual-recruitment TMS job postings.  All other recruitments can be viewed on the main ODOT Job Manager page.
• There is no Job Date Range selection as only the six Standing List Jobs are viewed.  They are always open and therefore a job date range does not apply.  However, the applicant date range does apply and is available on this page.

Note to TMS Hiring Managers:  Essentially, SOLAR is giving you an opportunity to view applicant documents for the applicants on the list your recruiter pulled from the Recruitment System Tracking Database. Therefore, it is important that you consider only the applicants on the list pulled by your recruiter as there may be special screening considerations involved. 

• Type the job posting number in the box on the Job Status Menu.
• In the Applicant Status Menu select the Geo Locations and Skill Codes your recruiter pulled for you.  Select the applicant date range indicated by your recruiter.

Select the Apply button.

• The list of referred applicants (TMS “Prequalified”) will populate the screen. 
• Note: if you have multiple active recruitments, click on the “+” to the left of the recruitment you want to open, and its applicant list will appear.

For Full Page View:  Select the “Hide Left Menu” button (top left of page)

2)  View applications:

• Click the NAME field to open the application; and                             
• Click each active icon to view all application materials.
• Icons are: cvr=cover letter, res=resume addl=additional.and supp=supplemental materials          (Note: Active icons are bolded.)

View applications submitted by hard copy:

·         You recruiter will either send these to you by inter-office mail, or will scan them and add them in the “addl” upload box.  Recruiters may scan all applications for a job posting together in one attachment, or individually scan them.  Consult your recruiter for the method used.

3)  To print applications:

• Click the check box to the left of the Status field for each applicant whose materials you wish to print.
• For batch printing of multiple applicant documents use the “Select All Applicants Appearing Below” button located at the top of the page under the Job Category drop-down menu.  
• This will check the applicant check boxes for every applicant showing on the page, so have only one job view open.
• Click the PRINT button:  Bottom left of screen.
• Application and Supplemental Questions/Responses are printed for all applicants on the page whose boxes (left column) are checked.

*********************

Note:  If the application form on your printout has the right margin cut off, here is the fix:

1. With your Internet Explorer open (the web page showing the SOLAR website), click on the 'File' drop-down menu in the upper left.
2. Select 'Page Set-up' from the drop-down.
3. Adjust the left and right margins to 0.25 inches.
4. Click 'OK'

********************

• To print resume, cover letter and “addl” documents click on their paperclip icons and print from document window that appears.
• Quicker method to print attachments (without having to open each attachment):
• Right click on attachment.
• Select “Print Target”

4)  Designate applicants who will be offered interviews:

·         For applicants who will be offered interviews, check TOP box.  This is your “A” list.

·         For applicants who may be offered interviews (“B” list applicants): check PRE box next to the applicant’s names.

·         Click PROCESS button to save notes.

5)  Record notes, observations, etc. about applicants.  (Notes Icon)

• Click Update button in the text window that opens to save notes.
• Notify your recruiter of applicant names who will not be interviewed. 

6)  Interview, make hiring decision, notify recruiter

• Interview selected applicants and make hiring decision
• Notify your recruiter of your hiring decision.
• Notify all other applicants that another applicant has been selected.
• Note in SOLAR that you have done this. Use the job notes icon to the right of the job title on the ODOT Job Manager.

Viewing the Job Posting:

From the ODOT Job Manager page:

• Enter the posting number in the Job Status menu Job posting box.
• The job will appear below.
• Click on the job title.
• This will take you to the Job Add/Edit page where the recruiter is creating the job posting.
• Scroll through the Job Add/Edit page to see the details for your job posting, including the text of the job announcement the recruiter is creating.

Reviewing job announcements and suggesting revisions:

• Written revisions can be made by having the recruiter send you the job announcement as an MS Word attachment.
• (Or)  Discuss edits over the phone with your recruiter while viewing the posting together in “real time” on SOLAR.  Make changes during the phone meeting (best for minor changes like “finishing touches”).

SOLAR Applicants Referred Email

From: odot.solar@odot.state.or.us 

Sent: (Date)

To: (Hiring Manager Name)

Subject: Applicant Referrals

You have applicants awaiting your review.  To view these applicants, please do the following:

1. Go to the SOLAR Logon page:  http://www.odotjobs.com/backend/
• Forget your logon?  Follow Logon page instructions to have your logon sent to your email.
2. When you have successfully logged on, click on the ODOT Job Manager
3. Further questions?  See the SOLAR Hiring Manager’s User Guide.
4. Questions unanswered?  Contact your recruiter.