Cornerstone - Add Applicant to a Requisition

This job aid explains how to add existing or new applicants to a requisition in the Cornerstone system when a standard application process is not used. It covers accessing requisitions, attaching applicants and documents, and completing the hiring process through candidate status updates.

Cornerstone Add Applicant to Requisition Overview:

  • Various employment transactions don’t currently require a search, so applicants do not apply directly to a requisition.
  • Transactions typically include Academic Hourly, Search Waivers, and Non-Clerical Extra Help
  • Use this job aid to learn how to attach a person to a requisition, whether they are a current applicant, employee, or someone that is not currently in Cornerstone and how to attach a CV/Resume for the applicant.
  • Requisitions for these employment scenarios will feed from JDXpert and will be completed and submitted as described in the Editing a Requisition job aid.
  • If you have any questions, please contact ihr-hrais@illinois.edu.

How to Access the Cornerstone System

  1. Open internet browser and go to: apps.uillinois.edu
  2. Select Cornerstone - Urbana (found on the Human Resources card)
  3. Log in to Cornerstone using your net ID and password

Access the Requisition

  1. From any page in Cornerstone, access the main menu in the upper right corner of the page and choose Recruit, Manage Requisitions

    1. Select the menu:
      Cornerstone navigation menu bar.
    2. Select Recruit, Manage Requisitions:
      Cornerstone navigation menu with 'Recruit' expanded to show 'Manage Requisitions' highlighted.

    3. On the Manage Requisition page, enter search criteria to find your requisition:
      Manage Requisitions screen with annotations on the ReqID column and the search bar at the top.

Open the Requisition

  1. Requisitions must be in an Open status to be able to add an applicant. If the status is not Open, click on the name of the requisition under the Job column.


    Manage Requisitions screen with annotations on the ReqID column and the search bar at the top

  2. The first page of the requisition is the general tab. On this tab, you may complete as much information as needed (see Editing a Requisition job aid for assistance); however,be sure to complete the information for the background check.


    Form field containing contact name, email, CFOAPAL for Background Check.

  3. If this a requisition that is not being posted on the job board, you can press Submit atthe bottom of the general tab page. If this is a position that will be posted, refer to theEditing a Requisition job aid for further assistance in completing the requisition.


    Four buttons: ‘Cancel’, ‘Submit', 'Submit and Manage Postings' and Next.

Access the Requisition Snapshot:

  1. From the Manage Requisitions page, under the Actions column, use the pull-down menu to find Snapshot and then click on Snapshot:

    Requisition Results view showing the Actions dropdown menu with options: Edit, Copy, Edit Postings, Snapshot, View History, and Message Users.

  2. From the Requisition Snapshot Page, choose Add Submission. If you do not have anAdd Submission link, your requisition is not in an Open status. Please refer to earlierinstructions on how to open a requisition.

    Requisition Snapshot page showing the ‘Add Submission’ link. If the link is missing, the requisition is not open. Instructions provided for opening a requisition.

Add a Current Employee or Applicant to the Requisition:

  1. The first section of the Add Submission page is to Add Existing Applicants:

    Add Submission page showing the first section titled 'Add Existing Applicants.'

  2. If the person you are going to add is a current employee, then choose the current employee link. If they are potentially an applicant in the Cornerstone, choose Applicant Bank.

    Add submissions page with an arrow applicant bank.
  3. The first section of the Add Submission page is to Add Existing Applicants:

    Select Applicant Bank interface with last name, first name, id, username, email fields and a serach button.

  4. If the person you are going to add is a current employee, then choose the current employee link. If they are potentially an applicant in the Cornerstone, choose Applicant Bank.

    An arrow pointing to the searched applicant in the Select Applicant Bank interface.
  5. The first section of the Add Submission page is to Add Existing Applicants:

    Arrow pointing to the applicant name appearing at the top of the 'Add Submission' interface.

  6. If the person you are going to add is a current employee, then choose the current employee link. If they are potentially an applicant in the Cornerstone, choose Applicant Bank.

    Arrow pointing to the ‘Send Email to Potential Applicant(s)’ and ‘Requisition Owner(s)’ checkboxes, with Source set to ‘Added Manually,’ and a ‘Submit to Requisition’ button.

Add a New Applicant to the Requisition:

  1. If the person was not found in the applicant or employee search, you will need to manually add the applicant under the Create New Applicant section.

    Create New Applicant section for when an applicant does not show up in the employee search.

  2. Field that are required to add an applicant are First Name, Last Name, Phone, and Email Address. Other information can be entered if desired; it is recommended to attach the resume/CV at this time, though it can be attached later. NOTE: all email addresses must be unique in Cornerstone. An error will be received if the email address is already in use by another candidate.

    Required applicant fields: First Name, Last Name, Phone, and Email Address. Optional fields available; resume/CV upload which is recommended.

  3. Once the information is entered, uncheck the Send Email to: Potential Applicant and Requisition Owner. Leave Source as Added Manually. Then choose the Create and Submit to Requisition button.

    Create new applicant interface showing filled out applicant contact information.

Adding Documentation:

  1. After adding the applicant to the requisition, you will be returned to the Requisition Snapshot page where you can see the added applicant(s). Click on the applicant’s name to go to the Applicant Profile page.

    Arrow pointing to the newly created applicant name.

  2. On the Applicant Profile page, you will select the Documents tab.

    Applicant profile page showing applicant information and 7 tabs with the arrow pointing to the documents tab.

  3. If you did not upload a resume/cv and this is a new applicant, you can upload a resume using the Upload Resume/CV link.

    Document tab section showing a tab with links under the Title table header and an arrow pointing to the Upload Resume/CV link.

  4. A window will open where you will give the document a name and choose the file to upload. Press Save when Finished.

    Upload Resume section with the Title and File path field.

  5. The resume/CV will now appear in the documents section.

    Arrow pointing to the uploaded documents showing under the Options table header in the Documents tab section.

  6. For current employees or current applicants, the resume/cv will be populated either from the last job they applied to, or it will create a resume with some employee data. To upload a new resume, follow the same steps as adding a Resume/CV, except choose Upload Other Document.

    Arrow pointing to the Upload Other Document link under the Title table header in the documents tab section.

Finishing the Transaction:

  1. After adding the applicant to the requisition and uploading the resume/CV, you will now go to the Manage Candidates to finish the transaction. To navigate to this page, goto the Main Menu, Recruit, Manage Candidates:

    Cornerstone navigation menu with 'Recruit' expanded to show 'Manage Candidates' highlighted.

  2. Filter your applicants to find the applicant(s) that you just added by using the filter on the side or the candidate search by name:

    Manage candidates interface.

  3. Typically, the next step would be to change the status of the applicant to Offer Letter or to Background Check as appropriate. To change the status, choose the checkbox beside the applicant and choose Change Status.

    Two arrows pointing to a selected candidate checkbox and the highlighted Change Status button.

  4. Choose the appropriate status and press Save. If the next step is offer letter, please refer to the offer letter job aid, webinar, or video training (as available).

    A dropdown showing a lists of appropriate statuses.

  5. If you choose Background Check as the next status, you will see that status on the Manage Candidates page:

    'Assign Background check' now showing as the candidates status.

  6. IHR will then process the background check and notify you when it is complete. At the point, you can then change the status of the applicant(s) to Hired. If the number of applicants added equals the number of openings on the requisition will close.

    A change status interface to select a new status when the background check is complete.

Last Modified: February 8, 2024

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Keywords:
cornerstone, add applicant, requisition, job aid, academic hourly, manage requisitions, manage candidates, search waivers, non-clerical extra help 
Doc ID:
160659
Owned by:
Anisat A. in University of Illinois Human Resources
Created:
2026-04-13
Updated:
2026-04-13
Sites:
University of Illinois Human Resources