E-recruitment System Manual
- Where to start – How to Access the System
- Home Page - My Current Work
- i-Grasp Icons
- Raising a New Vacancy/Position
- Uploading a Job Description
- Authorising a Vacancy
- Viewing Applications Received
- Changing the Status of Applicants
- How to Exit the System
- Recruitment Team Contacts
E-recruitment System Manual (PDF)
1. Where to Start? - How to Access the System
- The University’s e-recruitment system is accessed through ‘Single Sign On’ via HR website ‘HR Self Service’ or ‘My Glasgow’: https://frontdoor.spa.gla.ac.uk/login/
- Enter your own username and password and click on the login button
- Click on the e-recruitment link to be taken to the home page of i-Grasp
If a link to e-recruitment does not appear you may not have permission to access the system. Please contact the HR Recruitment Section – 0141 330 3758
2. Home Page - My Current Work
Once logged into the system the screen automatically defaults to your ‘Current Work’ which displays your current portfolio of work (all the unfilled vacancies that you are linked to).
If you are not currently linked to any vacancies this screen will show ‘No Records Found’. If your vacancy does not appear please contact your Recruitment Assistant (see here for contact details).
From here you can access information quickly and easily with a single click.
For quick access to details of an individual vacancy click on the appropriate reference number located within your current work.
For quick access to the applications for an individual vacancy click on the blue/red people next to the appropriate reference number within your current work .
‘Current Work’ is made up of the following sections: Positions, Applications, Interviews, Referrals, Approvals, Reference Checks and News. These can be seen on the right hand side of your screen.
Displays all draft, request approval or live positions in which your involvement is needed. HR Recruitment Team will add you to the ‘Team’ of a position in order for your positions to be displayed.
Displays all applications across all positions to which you are attached to the Team.
Displays any of your interviews taking place in the next 7 days and interviews that have taken place and require your action.
Displays a list of any applicants that you have referred, along with the status of their application.
Displays a list of positions requiring your authorisation.
Displays a list of current reference checks across all positions to which you are attached to the Team.
Displays messages from the HR Recruitment Team. If there are any un-read messages, the label will appear as New News and will revert back to News once all messages are read.
Once logged into i-Grasp your left hand navigation column remains static. Use this column to navigate through the i-Grasp menus. Your right hand column allows you to navigate through the pages of your chosen menu.
Your right hand column will change depending on which menu your are in. Don’t worry if you get lost, by clicking ‘Current Work’ on your left hand menu this will take you back to your home page and full list of your activities.
|Avoid using the back button on your internet browser. Only use the back buttons provided within the system.|
The system will automatically sign you out if you leave it inactive for 20 minutes or more.
4. I-Grasp Icons
Shortcut from the Current Work page to your position’s application list.
Displays the applicant’s summary:
|Displays the person's covering letter.|
|Displays the person's CV (if they have been asked to upload one). You can print this document if required by opening it and printing it as a Word doc.|
|Displays the answers for application questions (if applicable).|
|Indicates that the candidate has been scheduled for interview.|
|Displays notes/comments that the Recruitment Team or Appointing Committee have added against the candidate record (if the icon is red , it means it’s a new note/comment). This should be used with caution as the details are disclosable to candidates.|
|This allows you to refresh the current list of applications for the position. Clicking on the refresher icon will update the list of applicants e.g. candidates who may have just submitted their application, applicants' statuses and/or uncheck selected applicants.|
|You can print the applicant’s summary by ticking the check box next to the relevant applicants and then clicking the icon. A new window will open with all summaries merged into one. Go to Print located at the top right of the screen to print.|
|These show and hide options for filtering the applicants.|
|You can paste from plain text using the ‘paste plain text’ icon at the top of each section.|
5. Raising a New Vacancy/Position
All financial clearances will be raised through Core the HR/Payroll system. Vacancies should be raised through the Core system at School/RI/Service/College level and will automatically be forwarded to the HR Recruitment Team once financial clearance has been completed. Please visit the following link for further guidance on Staff Requests within Core:
6. Uploading a Job Description
|If you are aware of a similar vacancy and wish to use a job description that is not available in the Library please contact the Recruitment Assistants within the HR Recruitment Team before progressing further - 0141 330 3758|
You can upload additional information to be published to the web for candidates to access via the additional documents section at the bottom of the Position Details Page. This should always be discussed with your Recruitment Assistant – 0141 330 3758
Once you have completed your Job Description and Position Details sections your vacancy can now be sent to HR for authorisation. Alternatively if you are not yet ready for the vacancy to go through its authorisation process ensure the Status (located at the bottom of the page) on the Position Details page is set to Draft and Save the details. You can then return to the vacancy at a later date to complete the details. The vacancy will appear in your Current Work.
If you are ready to obtain authorisation for your vacancy and have completed all of the required details. Click Position Details page and set Status to Request Approval and click save.
Once you have the set the vacancy to Request Approval this will appear in the Recruitment Assistants workflow within the HR Recruitment Team.
The Recruitment Assistant will set the approval Team for the vacancy which will include a combination of two HR Managers for grading purposes/Director of College Professional Services/Head of School/RI/Service and Finance Office if appropriate. Each Team member will in turn be sent an e-mail and asked to log on to authorise the vacancy.
The Team added to your vacancy will be visible at the bottom of the Position Details page. You will be able to track the position of your vacancy and exactly which Team Member is currently processing this. Once your vacancy has gone through its electronic authorisation process it will automatically be returned to you for final approval. At this stage you should not make any amendments without discussing this with your Recruitment Assistant.
Your Recruitment Assistant will contact you with a draft advert and to discuss where your vacancy should be advertised.
7. Authorising a Vacancy
If you have been added to the Team as an Authoriser for a vacancy you will receive an automatic e-mail asking you to log into the system once it is your turn to authorise. The vacancy will not progress until you have completed your authorisation.
Once logged into i-Grasp the vacancy will appear in your Current Work. The email will have identified the vacancy reference and title to you. Click on the vacancy reference number to open the Position Details. From here you will be able to review all of the information for the position including the job description. To view the job description click Description from your right hand menu.
At the bottom of the Position Details page you can view the audit trail for the authorisation process including any notes added. Once you are ready to progress the vacancy click GO next to your name at the bottom of the Position Details page.
Once the authorisation box is opened you can change the drop down box to Authorised/Awaiting Decision or Rejected. You can also add any notes within the free text box provided. Any notes added will be visible to all Team Members next to your name in the audit trail on the Position Details page.
Any offline communication or documents related to the vacancy can be uploaded at any point using the Internal Documents upload button at the bottom of the Position Details page.
|Do not upload internal documents under Additional information as documents uploaded to this section are visible to applicants on the website|
Once you have authorised the vacancy the system will generate an automatic e-mail to the next Authoriser. If a vacancy is rejected at any stage all previous Authorisers will receive an automatic e-mail confirming this.
8. Viewing Applications Received
You can view applications for your vacancy as they are received. To access the applications click on the icon next to the relevant vacancy reference number in your Current Work. This will take you directly to the current list of applications for your vacancy, if there are any.
If this icon appears in red , it means that there have been changes to the applicants since the last time you looked (e.g. there has been a change of their status, new candidates have just applied, comments to the applicants record have been added, etc.).
|If your vacancy does not appear in your Current Work please contact the HR Recruitment Team – 0141 330 3758|
Once you have clicked the people icon you will be taken to the list of applicants. If there are no applications the next screen will show No Records Found.
Whilst the vacancy is open, each applicant’s status will be shown as NEW, when the closing date has been reached the HR Recruitment Team will change the status to LINE REVIEW.
Members of the Appointing Committee can view applications whilst the vacancy is open but will be unable to change the status of the applications until the closing date has been reached.
Click for the applicant summary, for the applicant CV, for the covering letter and to view the answers to the application questions (if applicable).
The icon will print all applicants summaries.
|Applicants summary, cv and covering letter will open in pop ups. You must temporarily allow pop ups in your browser to access these.|
9. Changing the Status of Applicants
Once the closing date has been reached the HR Recruitment Team will change the status of all applications received to LINE REVIEW. A shortlist assessment form will then be e-mailed to the Appointing Committee. After the short listing discussions have taken place one member of the Appointing Committee (normally the Convener) must be identified to change the status of the applicants within the system and return one competed composite shortlisting form.
To change the status of an applicant click status next to the applicants surname.
|If you have a high volume of applications please contact the HR Recruitment Team. Users within HR have the ability to move the status of applicants in bulk – 0141 330 3758|
Once you have clicked the status of an applicant this will show the application history.
The options given in the drop downs will vary depending which stage the applicant has previously been moved to.
Change the status to Pending Interview or Pending Reject if at short listing stage and click GO. Change the status to Pending Offer or Pending Reject if interviews have taken place and click GO.
Prior to the interviews taking place your Recruitment Assistant will e-mail an interview assessment form to the Appointing Committee. One completed composite interview assessment form for each candidate should be returned to the HR Recruitment Team.
After clicking GO a pop up box will appear asking for a reason e.g. general regret after application review. If you are unsure which reason to select please contact your Recruitment Assistant within the HR Recruitment Team (see section 10).
Once you have changed the status of your applicants, e-mails are not sent instantly, your Recruitment Assistant within HR will be alerted through the system that changes have been made to your vacancy and that mailings are pending. The HR Recruitment Team will control all mailing to applicants.
|If you have changed the status of an applicant in error please contact your Recruitment Assistant within the HR Recruitment Team immediately (See Section 10 for contact details).|
10. How to Exit the System
To exit the e-recruitment system click Logoff, this can be found at the bottom of your left hand menu.