9.2 Add Applicant Eligibility and Identity Information

Purpose: Use this document to add applicant eligibility and identity information in ctcLink.

Audience: Human Resources/Recruiting Specialists, Hiring Managers, and Supervisors.

You must have at least one of these local college managed security roles:

  • ZZ HCM Manager
  • ZZ Hiring Manager
  • ZZ Recruiter
  • ZZ Recruiting Admin Local

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Use the Search Applicants page to locate the record for a specific applicant.

Applicants that you enter into the system are not considered your applicants unless they are associated with a job opening where you are either the originator or part of the hiring team.

Add Applicant Eligibility and Identity Information

Navigation: Recruiting > Search Applicants

  1. The Search Applicants page displays.
  2. In the Search Criteria section, uncheck the Search My Applicants checkbox.
  3. Enter any desired information into the search fields.
  4. NOTE:  The Search Criteria section collapses after the search is executed.  To edit your search, select the arrow next to the word Search Criteria to expand the section.
  5. Select the Search button.
  6. The Search Results display.
  7. The Search Results grid includes at least one row for each applicant that meets your search criteria. If the applicant has applied for multiple jobs, a row exists for each job. If the applicant has submitted an application that is not associated with a job opening, a row exists for that as well.
  8. Locate the row for the job opening for which you are entering eligibility and identity information, and select the applicant's name.
  9. The Manage Applicant page displays.  Use the Manage Applicant page to view and update many types of information about job applicants.
  10. Initially, the lower part of the page displays the Applicant Activity grid, where you can see the applicant's current disposition for all job applications.
  11. Select the Applicant Data tab.
  1. The Applicant Data tab displays.  There are three sections for different types of applicant data.
    • Personal Information
    • References
    • Eligibility & Identify
  2. The Personal Information section is the defaulted view.
  3. Select the Eligibility & Identity link.
  4. The Eligibility & Identity page displays.
  5. In the Personal Information section, enter the desired information into the Date of Birth field.
  6. Select the Gender from the drop-down menu.
  7. Different countries have different requirements for verifying eligibility and identity. Expand the section for the relevant country.
  8. Expand the USA section by selecting the Expand Section arrow link.
  9. The Ethnic Group box enables you to record one or more ethnic groups for the applicant.
  10. Enter the desired information into the Ethnic Group field.
  11. If you enter any ethnic groups, at least one must be marked primary. Select the Primary option.
  12. In the Veteran section, data in the Eligibility group box is effective-dated. The current date is the default effective date.
  13. Select the Military Status from the drop-down menu.
  14. Select the  Eligible to Work in the U.S. checkbox if it is not already checked.
  15. Select the Add National Identification button.
Eligibility & Identity page
  1. The National Identification pagelet displays.
  2. Use the National Identification page to enter data about the applicant's country-specific national IDs. Although an applicant can have multiple national IDs, only one national ID per country is allowed.
  3. Enter the desired information into the Country field.
  4. The only valid type of national ID for the USA is a Social Security Number. When you select the USA as the Country, the National ID Type field populates the code for Social Security Number.
  5. Enter the desired information into the National ID Expiry field if applicable.
  6. The Primary ID check box is selected by default any time you enter a new national ID. Clear the check box if this is not the applicant's primary national ID. You will not be able to save the applicant's data if multiple primary IDs exist.
  7. Select the OK button.
  8. The Manage Applicant button displays.
  9. Select the Add Citizenship button. Use the Citizenship page to enter citizenship information for an applicant.
  10. The Citizenship pagelet displays.
  11. Enter the desired information into the Country field.
  12. Select the Citizenship Status field. The possible values in the Citizenship Status field depend on the country you entered.
  13. Enter the desired information into the Citizenship Status field.
  14. Press your Tab key or select any field, for example the Passport Number field, to refresh the screen and see the description for the citizenship status.
  15. Add Passport Details if applicable.
  16. Select the OK button.
  17. The Manage Applicant page displays.
  18. The newly added citizenship information now appears in the Citizenship grid. To correct citizenship information, select the Edit Citizenship Details pencil icon.
  19. Select the Add Visa Permit button. Use the Visa Permit page to enter visa permit information for an applicant.
  20. Select the Add Bank Account button. Use the Bank Account page to enter bank account information for an applicant.
  21. To enter data related to an applicant's disability status, expand the Applicant Disability section. Select the Expand Section button.
  22. Select the Disabled check box if the applicant is disabled. Different countries have different requirements for tracking additional disability information. In the USA, the only additional information to track is whether the applicant is a disabled veteran. Expand the section for the relevant country.
  23. To track information about a disabled applicant's accommodation requests, expand the Accommodation Request section. Select the Expand Section button.
  24. To track information about accommodation options for a disabled applicant, expand the Accommodation Option section. Select the Expand Section button.
  25. Select the Save button.

You have successfully entered eligibility and identity information for an applicant.

End of procedure.


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