Yes, in this case, please select “Switch to latest Applicant Workbench” on the top right of your window.
Once you do it once, you should not need to switch to the new version again, and your screen will update to the following layout:
Accessing Information
No, but you can put in several assistants. Access is identical.
By default, the system only displays the first 10 recruitment requests, but you can choose to display 25, or simply display the recruitment requests in anti-chronological order.
You can access the comments other members of the recruitment committee have made under the candidate’s profile, under the Comments tab (next to CV and Documents).
We recommend publishing in only one language, as having job posts in both languages can be confusing for candidates. Additionally, when candidates visit the careers page in either English or French, they see all the job ads, regardless of the language they have been posted in.
Yes, the system creates recruitment requests according to your login language. You can either log in in English:
or create the recruitment request in French, add English, set it as the default language and uncheck French:
If you are connected to the VPN, you will have access to all positions, both external & internal, and you will view on our careers page on the top right the title “internal jobboard” when looking at specific job openings:
To be recognized as an internal candidate, make sure to apply using your EPFL email
Reporting and dashboards is a feature that is being worked on currently and should be available soon.
Process
The new recruitment module will include all positions (with the exception of professors).
Doctoral students may also be included, but at a later stage this year.
Interns are not included (the rules for temporary staff are available here).
Once the job requisition has been sent to HR for approval and publication, you will no longer be able to modify it. If you wish to modify the job requisition, please contact your HR assistant (ARH).
Yes, the system sends a grouped notification (if you have requested several publications, you will receive a single email) each night to the hiring manager and the hiring assistant.
The system provides a quick/simplified application experience and candidates are initially requested to upload only their CV and cover letter. The aim is to limit the “drop rate” from reading a job posting and applying to it. Alternatively, they can upload their CV and any other requested document as a single pdf file within the “CV (and other requested documents)” section. Once they apply, an account will be created for them & they will be able to upload additional documents and certificates if needed. Hiring Managers and their assistants can also use the “Request for additional documents / data” e-mail template to request further information/documents.
No. Applicants must be tracked in the platform. The system clearly indicates new applicants in the dashboard.
One person needs to define whether each candidate is Top, A, B or C (usually the hiring manager or its assistant), she/he can do this by also looking at the comments added into the candiddate’s profile by other members of the recruitment committee.
No, status needs to be changed manually by the hiring manager/ assistant or in certain statuses by the HR team. The only automated messages are the ones triggered when a candidate applies which confirms receipt of their application and the automated rejection email sent to candidates that have given the wrong answer to a disqualifying question (if set previously within the job requisition as such).
Both are possible. However, for follow-up purposes, particularly in the event of absence, we recommend that you use the platform to send communications to candidates. Please note that the platform is not integrated with Outlook.
No, this is not mandatory. However, you do need to change the status of the application in the tool to be able to progress in the process.
Other
No. Except for system emails for account creation, password reset, or the initial application confirmation email, all emails manually triggered in the email sending interface to candidates will be sent with the email address of the person performing the action whether they are the recruitment manager, their assistant, or an HR person (ARH/RRH/GRH).
Each editable field within the job posting has a limit of 4000 characters which is equivalent to several pages of content. However, please note you will need to type the job post or copy and paste it from Notepad (not Word) to ensure no additional characters are counted and reach the content limit.
In this case, the solution is to click on the “Download” button to have access to the document. The system uses an online viewer, a third-party tool that converts CVs and cover letters into images. It’s impossible for the conversion software to implement all possible fonts from all document creation software. The document types that can be viewed are: .CSV, .DOC, .DOCX, .GIF, .JPG, .JPEG, .PDF, .PNG, .TXT, so if it’s in another format, the document won’t be directly viewable on the platform.
The platform will be available until 31 July 2024 to ensure we can finalise all current positions advertised on the platform. However, from 23rd April 2024 all new job requisitions will need to be created on the new platform.
You are free to apply but the contract remains a fixed-term contract, unless re-discussed again with the unit.
In order for a colleague or other line manager to have access to the applications, this person must have been a member of the selection committee when the job requisition was submitted. Please note that sending applications by e-mail is not permitted, as this practice does not comply with the new federal data protection act.