Cornerstone - Training for University of Illinois Springfield

• Logging Into CSOD
• Editing and Approving a Job Requisition
• Reviewing and Managing Candidates
• Requesting References
• Managing the Offer Letter
• Hiring Candidate

Logging Into CSOD

Cornerstone (CSOD) is the new applicant tracking system that is replacing HireTouch. The enhanced functionality of Cornerstone provides administrative efficiencies and will modernize the applicant experience, aiding in our efforts to recruit the most highly skilled and talented candidates. To access Cornerstone, please visit the Cornerstone login portal to provide a Single Sign-on (SSO) account to log into the system. Ensure that you are logged onto the VPN.

Editing and Approving a Job Requisition

Editing a Job Requisition

1. Go to the Navigation Menu.
2. Select Hiring Dashboard under Requisitions.
3. Under Approvals, select the job requisition you would like to approve.
4. Scroll down to the bottom of the job requisition and change the Requisition Status to Draft.
5. Click Save and you will be taken back to the Hiring Dashboard.
6. Go to the Navigation Menu in the upper-right corner of the page.
7. Select Create & Manage Requisitions under Requisitions.
8. Select the job requisition you were just working on.
   NOTE: If you are the hiring manager, the job requisition will be in the My Jobs tab. If you are not the hiring manager, you will find the job requisition in the All Jobs tab.
9. Review the fields to ensure that all the information is accurate.
   NOTE: If there is an error or a major change that needs to be made on the job requisition, please contact your division liaison before moving forward.

Application Deadline

10. Under the Details section on the General tab, insert the desired Application Deadline.
    NOTE: This is the date that you want the application to close.

Hiring Team

11. Scroll down to the Hiring Team section.
12. Under Applicant Reviewer(s), click Add Reviewer(s) to add additional reviewers besides the Hiring Manager.
13. Use the search fields to look up the names of your desired reviewers.
14. Select the reviewer’s name on the list.
    NOTE: The reviewer will appear in the Selected Reviewer(s) list. You may use the search fields to find and select more reviewers.
15. Once all the reviewers are selected, click Add.
16. Next to Applicant Interviewer(s), click Copy from Applicant Reviewers (copy icon) to assign the reviewers as interviewers.
    NOTE: You may also click Add Interviewer(s) to manually select interviewers who are not assigned as Reviewers.

Attachments

17. Scroll down to the Attachments section.
    NOTE: This is where the Search Plan should be attached for the job requisition. The Search Plan requirements are determined by the Office of Access and Equity.
18. Click Add Attachment.
19. Enter the title of the attachment.
    1. Example: Search Plan
20. Click Choose File.
21. Select the document you want to attach and click Open.
22. Click Next to go to the next page (Job Ad).
23. No action is required for this page. Click Next to go to the next page (Applicant Workflow).
24. No action is required for this page. Click Next to go to the next page (Applicant Review).
25. Click Submit.

Approving a Job Requisition

Once the requisition owner is satisfied with the finalized job requisition, they can start the approval process. If any changes still need to be made, please contact the division liaison to make the changes before approving.

NOTE: For Civil Service jobs, the requisition owner is the Search Chair. For Academic Professional and Faculty jobs, the requisition owner is the Department User.

1. Go to the Hiring Dashboard.
2. Under Approvals, click the Approve Requisition icon (checkmark icon) next to the job requisition you would like to approve.
   NOTE: Do NOT click the Deny Requisition icon (X icon) because that would require the job requisition to be recreated. If any changes still need to be made, please contact the division liaison to make the changes before approving.
3. Insert any comments, if needed.
4. Click Approve.
   NOTE: The job requisition will now be sent to Central HR for approval.

 

 

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Reviewing and Managing Candidates

Reviewing Candidate Information

Finding a Candidate

Option 1:

1. On the Hiring Dashboard, scroll to the bottom of the page to the Requisitions section.
2. Locate the requisition you want to review and click on the Active Applicants column.

Option 2:

1. Go to the Navigation Menu.
2. Select Review Applicants under Recruit.
3. Locate the requisition you want to review and click on the number in the Applicants column.

Viewing Single Candidate Information via Applicant Profile Page

1. Click on a candidate’s name.
2. On the Summary tab, click the Resume/CV and Application icons to view the files.
3. Review the other tabs within the profile. 
   NOTE: Access to information on each tab is based on your security access.
4. Click the Back button at the bottom of the page to return to the Manage Candidates page.

Viewing Multiple Candidates via View Profile Button

1. Return to the Manage Candidates page.
2. Select the checkbox next to multiple candidates from your list.
3. Click the View Profile button.
4. Review the information provided in the carousel view.

Managing Candidate Statuses

Changing the Status of a Single Candidate

1. Return to the Manage Candidates page.
2. Select a candidate from your list.
3. Under the Status column, click the current status of the candidate.
4. In the Change Status screen, select a new status from the list.
   NOTE: Statuses with an asterisk next to them must be selected to proceed forward. The exception to this is the Closed status which can be selected at any time.
5. Click Save.

Changing the Status of Multiple Candidates

1. Select the checkbox(s) next to multiple candidates in your list.
2. Click Change Status at the top of the list.
3. In the Change Status screen, select the Interview status from the Change all statuses to list.
   NOTE: Statuses with an asterisk next to them must be selected to proceed forward.  The exception to this is the Closed/Dispositioned status which can be selected at any time.
4. Click Save.

Sending Emails to Candidates

Sending a Manual Customizable Email

1. Click on the name of a candidate in your list.
2. On the Summary tab, click Send Customizable Email.
3. Create your email message. 
   NOTE: Use the View Tags button to locate fields to enter into the body of your message. When the email is sent, Cornerstone will replace these fields with actual information. The tags must be entered exactly as they are listed and are case sensitive.
4. Click Send.
5. Click the Email tab on the Applicant Profile to view the log of the email just sent.
   NOTE: This is the only email type you can view on this tab.

 

 

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Requesting References

Assigning a Reference Form to Candidate(s)

1. Click the Navigation Menu.
2. Select Manage Candidates under Candidates.
3. Use the Filters on the left to view candidates based on your job requisition.
4. Select the checkbox(s) next to one or more candidates.
5. Click the More button.
6. Select Request Reference Letter.
7. Select the form to assign to the candidate(s).
   1. Reference Information Form
   2. Reference Letter Request
8. Click Submit.
   NOTE: The candidate(s) will receive a Reference Letter Request email to input information about their references. Once completed, the selected forms will be sent  to the identified references for completion via the Reference Letter Request (to external references) email.

 

 

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Managing the Offer Letter

Configuring the Offer Letter for the Candidate

For Civil Service positions, the HR recruitment team will configure the offer letter. For Academic Professionals and Faculty positions, the Department User will configure the offer letter.

1. Go to the Navigation Menu.
2. Select Manage Candidates under Candidates.
3. Using the Filters on the left side of the page, enter the job requisition title in the Search Requisition field.
4. Select the checkbox next to the appropriate job requisition.
5. Locate the candidate from the Candidates list to whom you want to extend the offer.
   NOTE: Enter the candidate’s name in the Search Candidates and Resume field to locate the specific candidate.
6. Under the Status column, click the current status of the candidate.
7. In the Change Status screen, select the Offer Letter status from the list.
8. Click Save.
9. Click the Create Offer Letter button under the Status column.
10. On the Applicant Profile page under the Statuses tab, scroll to the Offer Letter section and click the Create New Letter button.
11. The Offer Letter screen appears. If a template was assigned during the requisition review/approval process, it defaults here. You can select a new template if desired. 
12. Complete the sections to build the letter.
    1. Section 1: Hiring Department and Template
       1. Verify that the selected Hiring Department is correct.
          NOTE: The Hiring Department defaults to the department on the requisition. Click the title to change the department, if necessary.
       2. Verify that the selected Template is correct.
          NOTE: The Template defaults to the one tied to the workflow.
       3. Click Next.
    2. Section 2: Add Sections (optional)
       1. Verify that the sections listed on the template are appropriate.
       2. If needed, click Add Existing to add from a list of existing sections built by the admins. Once selected, click Add.
          NOTE: Do not use Add Custom. If you cannot use an existing section and need to create a new section, please contact Central HR.
       3. Click Next.
    3. Section 3: Complete Fields
       1. Complete the fields as appropriate.
       2. Click Preview Letter at the top of the page to see a PDF preview of the completed letter with the data populated from the completed fields.
       3. Review the letter to ensure accuracy.
       4. Go back to Cornerstone and click Next at the end of the Section 3 fields.
    4. Section 4: Generate Letter
       1. Click Generate Letter to finalize letter.
       2. Once generated, you will return to the candidate’s profile.
       3. Under the Offer Letter section, click the Refresh button if the letter doesn’t immediately appear.

Assigning Approvers for the Offer Letter

For Civil Service positions, the hiring manager must approve the offer letter before the offer letter can be sent to the candidate.

For Academic Professionals and Faculty, the hiring manager and Natalie Taylor must approve the offer letter before the offer letter can be sent to the candidate.

1. Click the View/Edit Approval link to verify the list of approvers.
   NOTE: If there needs to be a change to an approver, please contact Central HR.
2. Click Save.
3. Once you have verified the approval queue, click Submit for Approval.
   NOTE: An email is sent to the approver to notify them of the pending approval.
4. Once submitted for approval, you can click the View Details to review the queue and status of the approvals.

Approving the Offer Letter

Approvers will receive an email with a link to the Recruiting Approvals page in Cornerstone. In addition to the email received, the approver can also see the pending approval on their Hiring Dashboard or go to the Navigation Menu and click Requisition & Offer Approvals under Approvals.

1. Find the requisition you need to approve in the Pending tab.
2. Click the Review Offer Letter (magnifying glass) icon in the Offer column.
3. Review the content of the letter.
   NOTE: Click the PDF icon next to the Offer Letter to see a print version.
4. Add Comments, if needed, to your approval decision.
5. Below the Comments section, select your approval decision.
   1. To approve, click the Approve button to submit your approval.
   2. To deny, click the Deny button with added comments on why the offer letter was denied and what to change so that it can be approved.
   3. NOTE: This will bring you back to the Pending tab and highlight your approval decision. The approval decision has not been submitted yet.
6. Click Submit.
   1. For approved offer letters, an email is sent to the requisition Owner and Hiring Manager with the decision.
   2. For denied offer letters, an email is sent to the requisition Owner and Hiring Manager with this decision. In this case, a new letter can be generated on the candidate’s profile and resent for approval.
      NOTE: Now the offer letter approval requisition can be found in the Past tab.

Sending the Offer Letter to the Candidate

The requisition Owner will receive an email that the offer letter was approved. There will be a link that takes them directly to the Candidate Profile.

1. On the Statuses tab, scroll down to the Offer Letter section to see the approval decision.
   NOTE: You may click View Details to see who and when the decision was made.
2. Click Send Offer.
   NOTE: A copy of the Offer Letter is attached and can be reviewed.
3. Add Additional Attachments, if needed.
   1. Click Choose File to find the attachment file.
   2. Once selected, click Upload to save it to the offer.
4. Select Candidate Profile as the Send Method to ensure that everything is done digitally. Do not select any other methods.
   NOTE: The offer letter will appear in the candidate’s profile on the career site. Do not include instructions because a formatted email will automatically be sent to the candidate notifying them about the offer letter and a link to their Candidate Profile where they can view their offer letter.
5. Click Send to Candidate Profile.
6. Click View Details under the Send to Candidate column to see how and when the offer was sent.

 Reviewing the Details of the Offer Acceptance or Denial as a Recruiter or Department User

1. On the Manage Candidates page, click the View Response button below the status for your candidate.
2. Under the Offer Extended status, the Candidate Response column now displays the reply. Click View Details to see additional information about the offer acceptance or denial.
3. Return to the Manage Candidates page and update the candidate’s status based on the response.

 

 

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Hiring Candidate

Once the candidate you want to hire has been selected, make sure to disposition all the other remaining candidates first so that each candidate can be dispositioned with individualized reasons. Any candidates that are not dispositioned before the desired candidate is marked as hired will all receive the same dispositioning reason.  

Dispositioning Candidates

1. Go to the Navigation Menu.
2. Select Manage Candidates under Candidates.
3. Locate the requisition and candidate you want to hire using the Search fields.
4. Select the candidate(s) you want to disposition by clicking the checkbox next to their name.
5. Click Change Status.
6. On the Change Status screen, assign a new status for each candidate or all the candidates.
   1. Select the Closed/Dispositioned status from the Change all statuses to drop-down list under New Status.
   2. Select a reason for the disposition from the Please select a disposition drop-down list.
      NOTE: You can disposition the candidates with the same disposition or with different dispositions.
7. Click Save.
   NOTE: To see the dispositioned candidate, turn off the Show only active candidates toggle on the left under Current Status.

Selecting the Hired Candidate

For Civil Service and Extra Help positions, Central HR will complete this task. For Academic Professionals and Faculty positions, the Search Chair will complete this task.

1. Go to the Navigation Menu.
2. Select Manage Candidates under Candidates.
3. Locate the requisition and candidate you want to hire.
4. Select the candidate you want to hire by clicking the checkbox next to their name.
5. Click Change Status.
6. In the Change Status screen, select the Hired status from the list.
7. Click Save.
   NOTE: Changing the status to Hired automatically triggers three actions:
   1. Sends an email to the department indicating the hired candidate.
   2. Changes the requisition status to Closed (if the number of hired candidates equals the number of openings on the requisition).
   3. Prompts the user with the option of closing all remaining candidates on the requisition.
8. Select an option for how to close the remaining candidates.
   1. Don’t Change: leave the applicants at their current status and close them manually
      NOTE: If you select Don’t Change, when you return to the Manage Candidates view, the list will show the status of the Hired candidate while the remaining candidates remain at the same status.
   2. Close All: close all the remaining candidates with the same selected disposition
      NOTE: If you select Close All, when you return to the Manage Candidates view, the list may appear blank. This most likely is because your requisition and candidate filters are set to display only active requisitions and/or candidates. On the Filters menu on the left, toggle to Show only open reqs under Requisition, and Show only active candidates under Current Status.
9. Click Save.