Logging Into CSOD

Cornerstone (CSOD) is the new applicant tracking system that has replaced HireTouch. The enhanced functionality of Cornerstone provides administrative efficiencies and a modernized 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

1. Go to the Navigation Menu located on the blue bar in the top right corner.
2. Select Hiring Dashboard under Home.
3. Under Requisitions, select the job requisition you would like to edit.
4. Scroll down to the bottom of the job requisition and change the Requisition Status to Draft.
5. Select 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 or requisition owner, the job requisition will be in the My Jobs tab. If you are not the hiring manager or requisition owner, 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.

 General Tab – Details Section

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.
11. For Academic Professional or Faculty requisitions, select the appropriate Approval Routing Status out of the dropdown list for approval by the Office of Access and Equity.
    NOTE: For a full search, this field will need to be changed again later for the attachment and routing of the Request to Interview

Hiring Team

12. Scroll down to the Hiring Team section.
13. Under Applicant Reviewer(s), select +Add Reviewer(s) to add additional reviewers besides the Hiring Manager.
14. Use the search fields to look up the names of your desired reviewers.
15. 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.
16. Once all the reviewers are selected, select Add.
17. Next to Applicant Interviewer(s), select Copy from Applicant Reviewers (copy icon) to assign all reviewers as interviewers.
    NOTE: You may also select Add Interviewer(s) to manually select interviewers who are not assigned as Reviewers.  Interviewers that are not also marked as Reviewers will not have access to the applicant materials in Cornerstone.

Attachments

18. Scroll down to the Attachments section.
    NOTE: This is where the Search Plan should be attached for Academic Professional and Faculty searches. The Search Plan requirements are determined by the Office of Access and Equity. After applicants have been reviewed, this is also where the Request to Interview should be attached for subsequent approval by the Office of Access and Equity.
19. Select Add Attachment.
20. Enter the title of the attachment.
    1. Examples: Search Plan, Search Waiver, Request to Interview, Memo, Resume for Waiver
21. Select Choose File.
22. Select the document you want to attach and select Open.
23. Select Next to go to the next page (Job Ad).
24. No action is required for this page. Select Next to go to the next page (Application Workflow).
25. No action is required for this page. Select Next to go to the next page (Applicant Review).
26. Select Submit.

NOTE: Once the Search Plan is approved, the application period has passed, and applications have been reviewed, return to this process to submit the Request to Interview.

Approving a Job Requisition

Once the department user is satisfied with the finalized job requisition and has attached any applicable documents, 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.

1. Go to the Hiring Dashboard under Home.
2. Under Approvals, select the Approve Requisition icon (checkmark icon) next to the job requisition you would like to approve.
   NOTE: Do NOT select 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. Select Approve.
   NOTE: The job requisition will now be sent to Central HR for further approval(s) and posting.

Reviewing and Managing Candidates

Reviewing Candidate Information

Finding a Candidate

NOTE: For Academic Professional or Faculty searches, the Search Chair or Department User must change the status of the applicants from New Submission to In Review after the posting has expired. At that point, other committee members will be able to view them. Performing this step too early will block candidates from continuing to edit their application materials during the posting period.  See the Managing Candidate Statuses section below. This step will be completed by Central HR for Civil Service or Extra Help searches.

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 select the Active Applicants column.

Option 2:

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

Option 3:

1. Some security levels will have access to Manage Candidates.
2. Use the filters on the left side to search for the requisition.

Viewing Single Candidate Information via Applicant Profile Page

1. Select a candidate’s name.
2. On the Summary tab, select 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. Select 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. Select the View Profile button.
4. Review the information provided in the carousel view.

Managing Candidate Statuses

NOTE: Statuses for Civil Service or Extra Help requisitions should only be changed by Central HR until the point that they are in Referred status. After being notified by HR that referrals are ready, candidate statuses may be changed by the Hiring Manager/Department User to any of the following – In Review, Phone Screening, Interview, CS Finalist 1, 2, or 3, Offer Letter, or Closed/Dispositioned. When selecting Closed, an appropriate disposition reason must also be selected.  For Academic Professional and Faculty, statuses may be changed at any point after the posting has expired. 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, select the current status of the candidate.
4. In the Change Status screen, select a new status from the list.
5. Select Save.

Changing the Status of Multiple Candidates

1. Select the checkbox(s) next to multiple candidates in your list.
2. Select Change Status at the top of the list.
3. In the Change Status screen, select the new status from the Change all statuses to list.
4. Select Save.

Sending Emails to Candidates

NOTE: Bulk emails to multiple candidates are not working correctly at this time. When the functionality has been repaired by Cornerstone, HR will update these instructions.

Sending a Manual Customizable Email to a Single Candidate

1. Select the name of a candidate in your list.
2. On the Summary tab, select 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. Select Send.
5. Select 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.

Requesting References

Assigning a Reference Contact Information Form to Candidate(s)

1. Select 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. Select the More button.
6. Select Assign a Form.
7. Select Reference Contact Information – Step 1 to assign to the candidate(s).
8. Select Submit.

NOTE: The candidate(s) will receive an email with a link to the form to input information about their references. Alternatively, the candidate can also find this form in their My Profile section on the Career Site.

Viewing the Completed Reference Contact Information form

9. Select the Navigation Menu.
10. Select Manage Candidates under Candidates.
11. Use the Filters on the left to view candidates based on your job requisition.
12. Select the Candidate name.
13. Select the Application tab.
14. Select the arrow to the right of Recruiting Forms.
15. Select View Form under Options.

Contacting References

16. Hiring Managers/Department Users may utilize one of several methods to contact references.
    1. Contact the reference via telephone.
    2. Select the Reference Letter Request – Step 2 in the Assign a Form section.
       NOTE: See Assigning the Reference Letter Request below.  It is not customizable to specific questions but will allow the reference to upload a letter of reference document.
    3. Contact the reference via email with a list of questions.

Assigning the Reference Letter Request Form

NOTE: This process is only used with Step 16b.

17. After the Reference Contact Information Form has been completed by the candidate and verified in steps 9-15, go back to Manage Candidates under Candidates.
18. Use the Filters on the left to view candidates based on your job requisition.
19. Select the checkbox(s) next to one or more candidates.
20. Select the More button.
21. Select Assign a Form.
22. Select Reference Letter Request – Step 2.
23. Select Submit.

Documenting Manual Reference Checks

For Reference Checks that are completed outside of the Cornerstone System, create a document that includes information about the completed checks.  This should include a short description of who was contacted, how and when they were contacted, and what information was collected about the candidate.

NOTE: This process is only used with Step 16a or 16c to document the completion of the checks.

24. Select the Navigation Menu.
25. Select Manage Candidates under Candidates.
26. Use the Filters on the left to view candidates based on your job requisition.
27. Select the Candidate name.
28. Select the Documents tab.
29. Select +Add Attachments under the Attachments section.
30. Select the Applicant Status to Attach To.
    1. Example: Finalist.
31. Add a Title.
    1. Example: Jane Smith Reference Checks.
32. Choose the File Path of the previously saved document.
33. Select Save.

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 positions, the Department User or Search Chair will configure the offer letter.  For 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, select the current status of the candidate.
7. In the Change Status screen, select the Offer Letter status from the list.
8. Select Save.
9. Select 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 select 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.
       2. Verify that the selected Template is correct.
       3. Select Next.
    2. Section 2: Add Sections (optional)
       1. Verify that the sections listed on the template are appropriate.
       2. If needed, select Add Existing to add from a list of existing sections built by the admins. Once selected, select 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. Select Next.
    3. Section 3: Complete Fields
       1. Complete the fields as appropriate.
       2. Select 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 select Next at the end of the Section 3 fields.
    4. Section 4: Generate Letter
       1. Select Generate Letter to finalize letter.
       2. Once generated, you will return to the candidate’s profile.
       3. Under the Offer Letter section, select 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, the hiring manager must approve the offer letter before the offer letter can be sent to the candidate. For Academic Professionals in the Division of Academic Affairs and for full-time Faculty positions, Allison Decker must also approve the offer letter.

1. Select 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. Select Save.
3. Once you have verified the approval queue, select 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 select 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 select Requisition & Offer Approvals under Approvals.

1. Find the requisition you need to approve in the Pending tab.
2. Select the Review Offer Letter (magnifying glass) icon in the Offer column.
3. Review the content of the letter.
   NOTE: Select 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, select the Approve button to submit your approval.
   2. To deny, select the Deny button with added comments on why the offer letter was denied and what to change so that it can be approved.
   3. This may bring you back to the Pending tab and highlight your approval decision. If so, the approval decision has not been submitted yet. Select Submit.
6. For approved offer letters, an email is sent to the requisition Owner and Hiring Manager with the decision.
7. 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 can be found in the History tab or in the Status 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 select View Details to see when the decision was made.
2. Select Send Offer.
   NOTE: A copy of the Offer Letter is attached and can be reviewed.
3. Add Additional Attachments, if needed.
   1. Select Choose File to find the attachment file.
   2. Once selected, select Upload to save it to the offer.
4. Select Candidate Profileas 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. Select Send to Candidate Profile.
6. Select 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, select the View Response button below the status for your candidate.
2. Under the Offer Extended status, the Candidate Response column now displays the reply. Select 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. Once an offer is accepted, contact Central HR so they can begin the pre-employment screening process.

Hiring Candidate

Once the candidate you want to hire has been selected and an offer has been accepted, the department, Search Chair, or HR may disposition all the other remaining candidates with individualized reasons. Any candidates that are not dispositioned before the desired candidate is marked as hired by Central HR will all receive a dispositioning reason of “More Qualified Candidate Selected”.  

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 selecting the checkbox next to their name.
5. Select 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. Select 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

1. 1. For all positions (Civil Service, Extra Help, Academic Professionals, and Faculty) Central HR will complete this task.
      NOTE: Human Resources 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. If closed, sends a non-selection email to the remaining candidates.