Entering Information in Mass Applicants

Purpose: The purpose of this lesson is to review how to use the Mass Applicant page. You will use this page when associating applicants to requisitions.

Navigation: Recruiting > Mass Applicants

In the ‘Search by:’ criteria box you can search by the Job Opening ID number or you can search for your Job Openings by Department ID.

Associate all applicants that have applied for your job opening using the Mass Applicants page. You may enter the Applicant ID or Employee ID of the individual applying for your vacancy. Once you enter the ID you tab out and their name and SSN will be displayed so you can confirm you entered the correct ID. WARNING: Make sure you Tab from this field rather than pressing Enter or you may inadvertantly save before you have a chance to verify the name and SSN of the applicant are correct.

Next, you will press ‘SAVE’ and the individual is associated to your job opening. Repeat this same process until all of the applicants have been associated to your job opening.

NOTE: If an employee has expressed their right to use their Employee Preference for your job vacancy you will also need to click on the KEPP – Employee Preference flag before pressing ‘SAVE’.

Click each field to view the field definition.

NOTE: If you get an error message on this page when attempting to associate an applicant to your vacancy, first check the following:

1. Verify the Employee ID or Applicant ID number entered is correct.
2. KEPP Rights are active by checking the KEPP table.
3. Verify that the employee is eligible to use their Employee Preference for the vacancy. For KEPP, the pay grade must be the same or lower as the pay grade they were laid off from.

You will receive the error message “Warning –Applicant or Employee ID entered is already associated with this Job Opening. (21000,59)” if you attempt to associate an applicant that has already been associated with the Job Opening.

If you are still unable to determine the problem, contact the Division of Personnel Services.

Note: It is strongly recommended that agencies run the Applicant Summary Report to verify that all applicants requesting to be associated with a job opening have been entered and associated with it. This report also reflects the Veterans’ Preference status of individuals associated to your job opening. Accessing the Applicant Summary Report is explained later in this training course.