Harvard’s Recruitment Management System

Business Manager’s Orientation to ASPIRE

March 2010

New!

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Agenda: what we will discuss today

• ASPIRE is Harvard’s new recruitment management system• Why Harvard is implementing ASPIRE• The candidate experience• What’s new for managers• Preparation for implementation• Questions and answers

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Why is Harvard Implementing ASPIRE?

• More powerful and effective tool to manage the hiring workload – 100,000 applications received annually for ~2,200 staff positions

• Deliver a more positive hiring experience for candidates

• Improve internal mobility/career opportunities for our employees

• Improve ability to share candidates and hiring processes across Harvard

• To compete effectively for the talented people Harvard needs to fulfill its mission.

The Candidate Experience: Internal Candidate View

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View the statuses of jobs applied for

Setup a nightly search that automatically sends an email notification when search criteria are met

Create and edit a profile with updated resumes

Can save jobs to a “cart” and apply later

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The Candidate Experience: External Candidates

Candidate Pre-Screen Questions

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What is your desired salary range?

When are you available to begin work?

Are you legally authorized to work in the US?

What’s New for Managers

• Resumes will be sent in a different format – text and PDF • Manager’s will have access to information via PIN enabled eLink• You may receive system generated emails that update you on the

status of a requisition. • Recruiters will have access to viewable, searchable and reportable

EEO data for better diversity recruiting efforts• Recruiters will have improved ability to search active and passive

candidates in the Aspire data bases for matches to open requisitions• Eureka Training will be available if needed• Eventually managers may be able to login and use the system

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When your recruiter/department facilitator has selected candidates to send you, you will receive an email with a link (eLink) to each candidates’ Talent Record

Hiring Manager eLink

After clicking on the candidate link, you will needPIN-authenticate. This will only need to be done once.

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The Talent Record contains all the information about a candidate including their resume and cover letter. It may also contain a form that you will need to update to indicate your recommended next step for the candidate.

Viewing the Candidate Talent Record

Click the tabs to view a text version or PDF version of the resume.(if PDF is empty – click the Attachments tab [not shown])

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After you have reviewed the candidate, click the Forms tab to open the Hiring Manager Review Form.

Completing the Hiring Manager Review Form

1. Click the Form tab.

2. Click the form link.In the form:• Complete the date• Select a next step

for the candidate.• Click Save.

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After you have met with the candidate, your recruiter/department facilitator may eLink the Interview Evaluation Form to collect your feedback on the candidate. After clicking the link, the form shown below will appear.

Completing the Interview Evaluation Form

Where applicable, rate the candidate’s qualifications.

If necessary, add comments

NOTE: Ensure comments focus on an applicant's abilities, not their appearance. Any notations that feature discriminatory language are forbidden.

More on recording comments

• Harvard has a strong policy of non-discrimination that protects from discrimination on the basis of race, color, sex, gender identity, sexual orientation, religion, creed, national origin, age, ancestry, veteran status, disability unrelated to job requirements, genetic information, military service, or any other legally protected basis is unlawful and intolerable to the University.

• It is important that you not discriminate, and it is important that you not write anything inadvertently that could imply discrimination.

Moving forward with Aspire

• Work with your Recruiter, HR partner or department facilitator to understand the details of the system

• Take the 20 minute Manager’s Aspire simulation• Achieve a balance between the three systems stakeholders;

candidates, hiring managers and recruiters• Recognize and accept that the recruitment process and technology

have changed for the better• Understand that it will take some time to become comfortable with

Aspire• More detailed communication, documentation and interaction with

all stakeholders is imbedded in the system

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Closing Thought

“Harvard is…defined not by buildings or endowments or traditions but by people…we have an overriding interest in attracting to our community the most talented people we can find – as students, as faculty, as staff.”

Drew Gilpin Faust, September, 2007