The Application Workflow Template

The Application Workflow defines the steps that each applicant takes to submit their application. Each page of the workflow has a different section that the applicant will need to complete in order to submit their application. These steps are displayed in the section where you can edit them, if needed.

The Application workflow should default to the "Staff V5" workflow. V5 is the template that must be used as it adds the questions around military spouse to the workflow.

2. Required and Optional Documents

Collecting References: If you need applicants to provide a list of references with their application, then you will need to edit the first section of the workflow “Upload Resume, Update contact, experience and upload Cover letter”

Edit this section to add an additional attachment for References and mark it as required. Doing so will ensure applicants must provide a document containing references with their application.

3. Adding a Prescreening Question

To add a prescreen question at the time you are creating the requisition, under the second section of the workflow click the Add Action Item dropdown menu and select Prescreen Questions.

This will bring up the prescreen question bank, which houses all active prescreen questions available to add to a requisition.

You are encouraged to search for the question you’ll be using first before creating a new one. If you need to create a new one, click “Create Question”, then click the type of question and then fill out the question. Set the category as HRP created. This will help keep the questions organized. After you create the question, you can move the question around by dragging it. You can also add a follow up question if needed.

User-created pre-screening questions will not be approved by HR before being added to the pre-screening question bank. If a user has the permissions to create a requisition, they also have permission to create new prescreen questions. All user created prescreen questions will be reviewed on a regular basis for usage, style, grammar and duplicates.

To add the question you just created to the posting, search for it using the search tool. The question should show up, and then click the “plus” sign next to it to add it to the application.

Also, you can remove questions by clicking the trashcan on the far right.

Below is a list of existing prescreening questions on the Staff V-5 Application Workflow:

How did you hear about this position?
Are you legally authorized to work in the United States for VCU?
Are you currently subject to priority hiring rights as a result of a layoff?
Are you a veteran of the armed forces of the United States?
Are you a military spouse?
For purposes of compliance with Section 2.2-2903 of the Code of Virginia, are you the surviving spouse, or child, of a veteran who was killed in the line of duty?

Note: Do not delete any of the prescreening or compliance questions that load with the application workflow. These are essential for compliance and reporting purposes.

4. Use Prescreen Questions to Automatically Disposition Candidates

You can set up prescreen questions to automatically disposition applicants based on their response. In order to add and edit a prescreen question, follow the steps below.

After all prescreen questions are added, click on the cog wheel next to the question that you want to filter applicants out of consideration depending on their answers.

You will need to set the weight of the question and make the question required. Where you set the score depends on what answer will screen applicants out. In the example below, the recruiter wants applicants to be removed from consideration if they do not have a working knowledge of Microsoft Excel and Word. Therefore, the recruiter makes the question required so all applicants must respond and sets the score on the "correct" answer so that applicants with a score less than 1 will be automatically dispositioned. Click Save when done.

Clicking Save on the above pop-up will take you back to the application workflow screen.

Then, click on the cog wheel at the top of the prescreen question section.

You will need to select the screen out option and set the maximum score. In the example below, applicants will be automatically dispositioned if they score less than 1 on the prescreening section; meaning, if they answer "No" to the question the recruiter added they will be dispositioned. Click Save when done.

Note: You can edit an application workflow (add and remove prescreen questions, etc.) until an applicant applies for the requisition. As soon as an applicant applies to the requisition, the application workflow is locked, and if changes are needed, you will need to Copy the Requisition (to create a new one) and move the applicants via Manage Requisition and Manage Candidates, respectively.

5. Click Preview to view the application workflow or click Next.

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