Process Considerations:

• SkillSurvey refers to institutions/campus as Divisions. At UW Madison a division in SkillSurvey is a school.
• UW System policy and best practice dictates a number of requirements set up in SkillSurvey. Only items listed below should be modified.
• SkillSurvey user attestation will occur at least once a year.
• Source is not a section of SkillSurvey that is being used at this time. Please do not make edits to Source settings or use Source functionality.
• If individuals are added as recruiters that are not HR Staff, a Confidentiality Agreement must be completed. Completed forms must be managed by campus HR.

Roles

• Admin:
  • Point of contact for each campus (in SkillSurvey a campus is called a Division), 1-2 staff from each campus or school at UW Madison.
  • Add/delete Recruiters within their Division (campus).
    
  • Access information for their Division (campus). 
• Recruiter:
  • The HR employee working with the Hiring Manager to recruit for their vacancy. 
  • Recruiters are primary SkillSurvey users. 
  • If individuals are added as recruiters that are not HR Staff, a Confidentiality Agreement must be completed. Completed forms must be managed by campus HR.
• Hiring Manager:
  • Request recruiter to run reference check for final candidate(s).
  • Provide the candidate's contact information to the recruiter.
  • Receives the Hiring Manager Report for candidate(s).
• Candidate:
  • Applicant that has been selected to move into the reference checking process.
• Reference:
  • Individual provided by the candidate to complete the reference check.

Adding Recruiters

1. Select Recruiter Management from the Settings drop down on the home page.
2. Click Create Recruiter.
3. Enter required information, name and email.
4. Confirm Assign is checked, in the Division Level Permissions section.
5. Click Save.
6. Click Yes on the pop up.

Recruiters will receive an email from SkillSurvey Customer Service with username and temporary password.
WARNING: If the password is not reset within 24 hours the recruiter will need to be re-added.

Update Recruiter Information

1. Select Recruiter Management from the Settings drop down on the home page.
2. Click the Action icon next to their name on the recruiter list.
3. Make changes to recruiter details.
4. Click Save.

Remove a Recruiter

1. Select Recruiter Management from the Settings drop down on the home page.
2. Click the Action icon next to their name on the recruiter list.
3. Click the Disable User hyperlink.
4. Click OK on the pop up.

Additional information on Adding, updating and removing recruiters can be found on the SkillSurvey resource, How to Manage Recruiters.

Update/View Notifications

Candidate Instructions is the only email that can be edited but all other emails can be viewed.

1. Select Division from the Settings drop down on the home page.
2. Click the Division Name hyperlink.
3. Click Notifications in the left tab list.
4. Click on each section to see the communications sent and click View to see the specific communication.
5. To review/edit the Candidate Instructions, click the Candidate Instructions tab.
6. Make edits to the Body of the email.
   NOTE: Items in square parentheses [x] are fields that pull in from the specific reference request and should not be changed.
7. Click Save at the top of the page.

Force Finalize a Candidate

In rare circumstances it might be necessary to finalize a candidate's reference check before all required references have responded. For example, a recent graduate with no prior work experience may not have 3 professional references and we are allowing just two specific references, not including a supervisor.

1. Select Force Finalize Report from the Candidates drop down on the home page.
2. Place a check mark in the candidate's row.
3. Click Approve.

Additional Resources

Related KBs:

• Reference Checking for Recruiters