Online References Administrator User Guide

Hicom Technology
Version 1.1

February 2015
 Oriel - User Guide - Administrator - References

Table of Contents
1 Introduction ........................................................................................................................................................................... 3

1.1 Background.............................................................................................................................................................. 3

2 Document Change Control ............................................................................................................................................. 4

4 Online References ............................................................................................................................................................... 5

5 Vacancy Setup for Online References ......................................................................................................................... 5

5.1 Reference Notifications ....................................................................................................................................... 7

6 Requesting a reference ..................................................................................................................................................... 8

7 Tracking References ........................................................................................................................................................... 9

7.1 Sending ad-hoc reminders ............................................................................................................................10

7.2 Reference Request Detail .................................................................................................................................11

7.2.1 Reference Details ............................................................................................................................................12

7.2.2 Reference request History ...........................................................................................................................13

7.2.3 Communication History ...............................................................................................................................13

7.2.4 Pending Notifications ...................................................................................................................................13

7.2.5 Actions ................................................................................................................................................................13

7.2.6 Manual Override of Reference Request .................................................................................................14

Distribution
Although this user guide is expected to be distributed across the Oriel user base as an aid to
managing the recruitment process, this document is confidential and must not be made available
publically or distributed to persons outside of your organisation.

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 Oriel - User Guide - Administrator - References

1 Introduction
1.1 Background
Pathway is an online system designed to manage medical and dental recruitment and forms part of
the Intrepid HR software suite supplied by Hicom Technology which is used to administer training,
education and career progression in the healthcare sector.
This user guide is specific to the Oriel offers process contained within Pathway only.
The term Oriel refers to the recruitment solution commissioned as part of the Medical & Dental
Recruitment Selection programme (MDRS) by Health Education England (HEE).

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2 Document Change Control

Guide System Section Area Description
Version Version
1.1 7.18 7.1 Sending ad-hoc Detail added for how to send ad-hoc
reminders reminders

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4 Online References
Oriel offers a facility to allow administrators to request and collect applicant references online via the
system. Depending on the vacancy settings, the system will automatically send a reference request to
the nominated referees for all appointed applicants (at the status of accepted and accepted with
upgrades) from a date set in the vacancy and will continue to send reminders to any referees who
have not returned their reference until an end date specified in the vacancy.

Applicants provide their reference details on application, but are able to change their referee details
until a date set in the vacancy.

Once references have been requested applicants are able to monitor the progress of their references
via a tab in the applicant dashboard.

Referees access the reference forms via their own referee portal. They access the portal using their
email address (if they have been nominated with more than one, via their preferred email) and
complete the form online. If the referee has been nominated by more than one appointed applicant,
the referee portal will show all reference requests within one portal where:
Email addresses match
If the email address is different, where the GMC number and first two letters of the referees
last name match
In the event that the referee has been nominated with multiple email addresses, the referee will be
able to determine which they would like to use as their primary email address, which they will use to
login to the portal.

5 Vacancy Setup for Online References

The vacancy main page contains a section for setting up online references. This section allows you to
set up the vacancy for either online references where referees will be asked to complete and submit a
reference online through a user specific referee portal, or offline where the system is not used to
collect references.

To enable online references set online references active? To yes. To disable this function, select no
By setting yes you are telling the system to create a referee portal for each nominated referee for
applicants at Offer Accepted and Offer accepted with upgrades and to send reference requests to
their nominated referees at the reference submission opening date discussed below.

Once you have select Yes, additional fields are displayed, as shown below.

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During the application process, applicants are required to provide references. By default, they are NOT
able to amend their references following application submission.

To allow applicants to edit their references after application submission, enter a submission opening
and closing date for referees, select Yes from the Online references active drop down.

Complete the fields as follows:

FIELD DESCRIPTION
Applicant Leaving blank will ensure an applicant cannot amend references following
References - Close submission of an application.
Date Entering a date/time beyond the closing date will ensure applicants are able
to amend reference information until the specified reference closing date
through their application summary screen.
Reference Leaving blank will ensure that no referees receive their account credentials to
submission open begin completing references.
date Provided the vacancy is active (i.e. the records status is current), at the point
the reference submission date and time is reached, the system issues
reference request notifications for the vacancy.
Reference request notifications are only sent for applicants who have a status
of Offer Accepted, or Offer Accepted with upgrades
Note: if you enter an opening date in the past the following message is
displayed Warning! This action will open the reference window for this
vacancy. X number of reference requests will be initiated. Please confirm you
wish to continue.
Reference After the reference submission closing date passes, referees are still able to
submission closing see active reference requests, and submit references. However, after this date,
date notification reminders are no longer sent.
This does NOT control access to the referee interface referees are still able
to access the system beyond this date.

Below the settings, the following read only details are displayed. These allow you to monitor the
current status of your vacancy.

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NOTE: If you open the reference submission window, the closing date passes, and then you re-open
the submission window (while the vacancy is still active), only new requests will be sent by the system.
Any outstanding reference requests will not initiate a new request.

NOTE: Referee accounts are created automatically by the system and credentials sent to the referee,
when the reference submission opening date passes, and only for applicants with a status of Offer
Accepted, or Offer Accepted with upgrades (if the vacancy is active). Where a referee is required to
give a reference for more than on applicant, they will only be provided with one set of log in details
(provided the same email address is given).

5.1 Reference Notifications

As a recruitment lead, you can control when the reference notifications (to referees and applicants) are
sent by the system for your vacancy. To manage this, click View Notifications, beneath the Online
References section. You will see a list here of all notifications that are due to be sent by the system.

The Online Reference Notifications screen is displayed, allowing you to select the notification method.

Select from one of the following notification methods:

1. Standard auto communications only
a. Referees will receive the initial reference request when the submission window opens and
then a reminder (if the referee has incomplete reference requests) 2 weeks later, and every
week thereafter until Reference window closing date.
b. Applicants will not receive any automated message
c. System will provide a preview option of the standard communications that will be sent
(note the preview will display a sample only, not actual applicant/referee data)

2. Standard auto + manual communications

a. System will send the standard auto comms (as detailed above), as well as any manual
notification events configured by the administrator
b. You will be given the option to add additional notifications, by clicking on Add
Notification Event (which is now displayed as per the image below)

c. Once you click add notification event, you are presented with a comms template screen.

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The following fields are available:

FIELD DESCRIPTION
Name The name which will be visible on the Comms template drop-down.
Send date The date that this notification is sent
Recipient Select who this notification is sent to, the Referee, the Applicant, or both the
Referee and the Applicant
Rec. office Denotes the recruitment office the message will be sent on the behalf of. This
drop-down will be populated with ROs that your administrator account is
assigned to.
Template You can select a previously created templates. These are sourced for the
Comms Templates
Subject The subject of the communication as will be seen in the subject of the email
communication that is sent.
Body An area for you to enter the text to be sent in the email.
Merge fields A complete list of merge fields available for use with this template. Clicking a
field on the Merge Fields section will display it in the Field in clip section.
Copy and paste from here to the body of your message (using Ctrl + C and
then Ctrl + V).
Field in clip Populated with the merge
Preview Use the preview button to preview the email as it will appear to the applicant
when sent. Appropriate dummy data is displayed in the preview where
merge fields have been used.

6 Requesting a reference
Once you have set up the vacancy with the date and time from which reference requests will be sent
out, there is no more for you to do.

On reference submission opening date and time, the system will automatically send out a reference
request notifications and login details to all references for applications with the status Offer Accepted
or Offer Accepted with Upgrades. As offers are recycled, the system will continue to send out
requests as the application statuses update. The system will stop sending notifications when the
reference submission close date and time is reached. Referees however, will continue to be able to
submit references after the close date has been reached. Only when the vacancy is archived will
referees no longer be able to submit references.

At two week intervals from the initial notification email, the system will send out reminders to any
referees who have not yet submitted a reference. These notifications will be sent until the reference
submission close date and time is reached.

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7 Tracking References

To view the status of reference requests go to the Processes>References

page in the vacancy. This displays the reference requests for your vacancy,
or if you are an administrator for a devolved vacancy, the reference requests
for your preference.

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The page shows the following information:

FIELD DESCRIPTION
Referee Name Name of referee as recorded in application form
Applicant Name Name of applicant who has nominated this referee
Vacancy Specialty to which applicant for which applicant has requested a reference
Application Status of application record.
Status
Flag? This field is used to indicate that the referee has raised some concerns
Reference status The status of the reference request.
Active the reference has been requested, but the referee has not started to
complete the reference
In Progress the referee has started to complete the reference
Complete the referee has submitted a reference.
Reference Date reference request was sent
request on
Last reminder Date that the latest reminder was sent
date
Last log on date The date that the referee last logged in
Send Select the reference requests to send reminders to. See section 7.1 for more
details.

7.1 Sending ad-hoc reminders

From the References page within your vacancy, you can send ad-hoc reminders to referees, or
applicants, or both, in the Reference Requests section

To do this, first you need to select the relevant reference requests, using the options displayed
alongside Select applicants. There are 3 options to do this:
1. Click All listed. This selects all applicants, and you will see a read only tick displayed
alongside each reference request in the list (this is the default view, as shown above)
2. Click Select (all). This selects all applicants, and you will see an editable checkbox displayed
alongside each reference request allowing you to de-select any applicants where reminders
are not required

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3. Click Select (none). This displays an editable checkbox alongside each reference request,
allowing you to select the applicants where reminders are required

Once you have selected the reference requests, choose who to send reminders to the referee, the
applicant, or both. You are asked to confirm that you wish to send these reminders, and once you click
OK the emails are sent.

The Oustanding reference request notification is then sent to referees are sent to the referees
nominated email address.

7.2 Reference Request Detail

Clicking on a reference request on the references request page displays the reference request details,
as shown below.

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The subsequent sections of this document outline the details you can see on this screen and the
actions you can perform.

7.2.1 Reference Details

This section of the page shows:

FIELD DESCRIPTION
Name Name of referee
Last logon date Date referee last logged into referee portal
Nominated The email address that the applicant recorded on the referees page in their
email address application form
Primary email The primary email address that the referee has selected for accessing the portal.
address

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7.2.2 Reference request History

This section shows the date the reference was requested and the date the reference was submitted by
the referee.

7.2.3 Communication History

This section shows the history of all communications sent to the referee and/or the applicant using
the standard and manual reference communications templates (see section 5.1), sending ad-hoc
reminders (see section 7.1) or send message functions (see section section 7.2.5 below).

7.2.4 Pending Notifications

This section lists all the pending communications due to be sent to the referee and /or applicant in
connection with the reference.

7.2.5 Actions
This section contains several actions depending on the status of the reference

FIELD DESCRIPTION
View submitted Click on this to view the submitted reference. This is only visible once the
reference reference has been submitted by the referee.
Send message Click on this to send a message to the referee. The message template screen is
to referee displayed, into which you can enter a message subject and body text, using
merge fields as with other communications areas within Oriel.
Send message Click on this to send a message to the applicant. The message template screen is
to applicant displayed, into which you can enter a message subject and body text, using
merge fields as with other communications areas within Oriel.

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7.2.6 Manual Override of Reference Request

Ticking the override of reference request allows you to set a submission opening and closing date and
time which will override those set in the vacancy.

NOTE: The system will NOT send automated emails between these dates, but you are able to use the
manual ad-hoc reminder to send reference requests and reminders as needed. Please refer to section
7.1 for more information on sending a manual ad-hoc reference reminder.

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