Recruitment reports

These tracking reports have been designed for use on screen or export to Excel as required, to support your recruitment exercises:

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Summary description 

This group of reports allows you to identify details of all your vacancies. 

Why run these reports? 

  • To check the status of vacancies. 
  • To check vacancy dates. 

When should you run these reports? 

Run regularly to ensure that the status of vacancies is being correctly updated as they progress and that all completed vacancies are closed. 

Hints & tips 

  • The status of ‘Filled’ should not be used – for accuracy of data you should update vacancy records where results show this status has been used. Such vacancies should generally have a status of ‘Closed’. 
  • Vacancy Status of ‘-' – this indicates no vacancy status has been selected. For accuracy of data you should update vacancy records to the relevant status. 
Available filters 
Filter Mandatory? Notes 
NB Remember to untick ‘<All [filter label]>’ selection when narrowing down the options within a filter – see the HR Reporting How-to Guide.
Division N Select a specific division, if required.
Vacancy ID N Enter a specific vacancy ID or leave blank for 'all' records.
Status N Select a particular vacancy status, eg 'CLOSED', if required.
Department code N If you have access to more than one department and you wish to report on only one of those departments, select the relevant department code. Multiple values can be selected.
Department N

 
As above, select the department name if required.
Grade N Select a particular grade(s), if required.
Details of paginated reports within RECDEP40 folder
Report Notes
Vacancy List Details of all vacancies for your department, including statuses, dates etc.
Vacancy Count by Vacancy Status Count of vacancies by Vacancy Status (advertising, shortlisting, interview etc). 
Vacancy Count by Status Count of vacancies by Status (open, closed, etc) 

Summary description 

This group of reports allows you to identify all applicants for your vacancies. 

Why run these reports? 

  • To check the status of applicants and vacancies. 
  • To check status dates. 
  • To analyse applicants and vacancies over a particular time period. 
  • To analyse applicants by sex and grade for recruitment monitoring purposes. 

When should you run these reports?

Run regularly to ensure that the status of applicants is being correctly updated as they progress. 

Hints & tips

  • Applicant status – where worksheets return summary data, note that this is based on current applicant status. To see a total number of applicants, refer to the last column on the worksheets. 
  • Date filters – some worksheets enable date filters to be entered. Note, these dates are based on the Recruit External Open and Close Dates on the vacancy. 
  • The vacancy status of ‘Filled’ should not be used – for accuracy of data, update vacancy records where this status has been used. Such vacancies should generally have a status of ‘Closed’. 

Available filters 

Filter Mandatory? Notes
NB Remember to untick ‘<All [filter label]>’ selection when narrowing down the options within a filter – see the HR Reporting How-to Guide.
Vacancy ID N Enter a specific vacancy ID or leave blank for ‘all’ records
Vacancy status N Select a particular vacancy status, if required.
Applicant ID  N

Enter a specific applicant ID or leave blank for ‘all’ records
Applicant status  N Select a specific applicant status, if required.
Department code N

If you have access to more than one department, but wish to report on only one of those departments, select the relevant department code. Multiple values can be selected.
Department N As above, select a specific department name, if required.
Applicant surname  N Enter an applicant’s surname or leave blank for ‘all’ records
Period Start Date* Y

*Only for the reports with '(Date Parameters)' in the title.

Returns vacancies where either the Recruit External Open Date or the Recruit External Close Date falls between these dates
Period End Date* Y
Details of paginated reports within the RECDEP41 folder
Report Notes
Current Applicant Status Returns all applicants for vacancies sorted by status
Current Applicant Status (Date Parameters)  As above, for the date range selected
Applicant Status History  Sorted by status, this details the dates for the different applicant statuses
Successful Applicants List of details of successful (appointed) applicants 
Vacancy Summary by Applicant Status Summary count of applicants at each applicant status
Vacancy Summary by Applicant Status (Date Parameters)  As above, for the date range selected
Vacancy Summary by Applicant Status and Sex   Summary count of applicants at each applicant status by sex
Vacancy Summary by Applicant Status, Grade and Sex  Summary count of applicants at each applicant status by grade and sex
Vacancy Summary by Applicant Status, Grade and Sex (Date Parameters) As above, for the recruitment open date range selected

 

Summary description 

This group of reports allows you to identify all adverts that have been placed for your vacancies. 

Why run these reports? 

To check where a vacancy has been advertised and when. 

When should you run these reports? 

As and when required. 

Hints & tips 

  • The status of ‘Filled’ should not be used: for accuracy of data you should update vacancy records where results show this status has been used. Such vacancies should generally have a status of ‘Closed’. 
  • Vacancy Status of '-': where this is returned this indicates no vacancy status has been selected. For accuracy of data you should update vacancy records to the relevant status. 

Available filters

Filter Mandatory? Notes
NB Remember to untick ‘<All [filter label]>’ selection when narrowing down the options within a filter – see the HR Reporting How-to Guide.
Vacancy ID  N Enter a specific vacancy ID or leave blank for ‘all’ records.
Department code N

If you have access to more than one department, but wish to report on only one, select the relevant department code. Multiple values can be selected. 
Department N As above, select the department name, if required.

 

Details of paginated reports within RECDEP42 folder

Report Notes
Advertising by Vacancy Returns details and dates of all advertisements for vacancies (including the University website).

 

Summary description 

This group of reports allows you to identify details of referees by vacancy. 

Why run these reports? 

  • To check referee details. 
  • To check where references have been requested/received. 

When should you run these reports? 

As required during the recruitment process. 

Hints & tips 

  • The status of ‘Filled’ should not be used: for accuracy of data you should update vacancy records where results show this status has been used. Such vacancies should generally have a status of ‘Closed’. 

Available filters

Filter Mandatory? Notes
NB Remember to untick ‘<All [filter label]>’ selection when narrowing down the options within a filter – see the HR Reporting How-to Guide.

Vacancy ID

 N Enter a specific vacancy ID or leave blank for ‘all’ records.
Applicant ID N Enter a specific applicant ID or leave blank for ‘all’ records.
Applicant surname N Enter an applicant’s surname or leave blank for ‘all’ records.
Department code N

If you have access to more than one department, but wish to report on only one, select the relevant department code. Multiple values can be selected.
Department N As above, select the department name if required.

Details of paginated reports within RECDEP43 folder

Report Notes
Referee Details Applicant details, and contact/other information for referees by vacancy. 
Reference Events By vacancy, shows which reference related events have been completed and when.

 

Summary description 

This group of reports shows you, by vacancy, the advertising source for each applicant (ie where they saw the job advertised). 

Why run these reports? 

To review applicant and advert data as required. 

When should you run these reports? 

As required during the recruitment process. 

Hints & tips 

  • Note: The status of ‘Filled’ should not be used – for accuracy of data you should update vacancy records where results show this status has been used. Such vacancies should generally have a status of ‘Closed’. 

Available filters 

Filter Mandatory? Notes

NB Remember to untick ‘<All [filter label]>’ selection when narrowing down the options within a filter – see the HR Reporting How-to Guide.

This report has primarily been designed to run per vacancy, however date parameters have been added to return data between a date range.  If using, it is advisable to restrict the date range by monthly periods owing to the volume of data, which may result in performance related problems.  
Period Start Date N Enter or select a vacancy opened date period from.
Period End Date N Enter or select a vacancy closed date period to.
Vacancy status N Select a specific vacancy status (eg CLOSED), if required.
Recruitment stage N Select a specific recruitment stage (eg ADVERTISED), if required.
Vacancy ID N

Enter a specific vacancy ID or leave blank for ‘all’ records. 
Applicant ID N Enter a specific applicant ID or leave blank for ‘all’ records. 
Surname N

Enter an applicant’s surname or leave blank for ‘all’ records. 

 

Details of paginated reports within RECDEP44 folder

Report Notes
Applicant List By vacancy, shows advertising source for each applicant.
By Advert Source Applicant data sorted by advertising source.

 

Summary description 

This report allows you to identify details of qualifications for applicants by vacancy (where the long application form has been used). 

Why run this report?

To check that details of qualifications have been captured. 

When should you run this reports? 

As and when required during a recruitment exercise. 

Available filters

Filter Mandatory? Notes
NB Remember to untick ‘<All [filter label]>’ selection when narrowing down the options within a filter – see the HR Reporting How-to Guide.
Vacancy ID N Enter a specific vacancy ID or leave blank for 'all' records. 
Applicant ID N Enter a specific applicant ID or leave blank for ‘all’ records.
Applicant surname N Enter an applicant’s surname or leave blank for ‘all’ records.
Applicant status N Enter specific status or leave blank for ‘all’ records. 
Department code N

If you have access to more than one department, but wish to report on only one, select the relevant department code. Multiple values can be selected.
Department  N

As above, enter/select the department name if required. 

 

Details of paginated reports within RECDEP46

Applicant List Applicant details and qualification information, by vacancy. Includes applicant status.

 

Summary description 

This report outputs the answers (if any) for 'private questions' on the application form. 'Private questions' are not included in the PDF application pack; either because they are irrelevant to the selection decision or it would be inappropriate for the panel to be influenced by these details at this stage. 'Private questions' include those relating to the applicant's University connections, details of upheld allegations of bullying and harassment or research misconduct, details of unspent criminal convictions, disciplinary record, and how they heard about the vacancy. 

Note that questions will only be included in the report if the applicant has provided a response that requires some action or further consideration by the employing department. 

Why run this report? 

This report must be run as part of every recruitment exercise to ensure that any issues that may affect the recruitment process and/or offer of employment are identified as early in the process as possible. It is intended for use by the Recruitment Administrator who should alert the Panel Chair to any issues that are relevant to the recruitment decision where it is appropriate to do so. Each case will require individual assessment and in some cases it may be appropriate to alert the Panel Chair of the disclosed details before the interview. However, where possible the information should only be disclosed once the preferred candidate has been identified but before a conditional offer is made.  

Advice should be sought from the relevant HR Business Partner if it is anticipated that information provided in the private questions may have an impact on the recruitment outcome. 

When should this report be run? 

This report must be run for each recruitment exercise, after shortlisting and before the interviews take place.

Hints & tips 

  • Results: A positive response must have been entered onto the application form by the applicant in order to be included in this report. 
  • The status of ‘Filled’ should not be used: Any records with this status should be updated accordingly. They should generally have a status of ‘Closed’. 

Available filters

Filter Mandatory? Notes
NB Remember to untick ‘<All [filter label]>’ selection when narrowing down the options within a filter – see the HR Reporting How-to Guide.
Vacancy status N Select a specific vacancy status (eg CLOSED), if required.
Vacancy ID N Enter a specific vacancy ID or leave blank for 'all' records.
Department code N

If you have access to more than one department, but wish to report on only one, select the relevant department code. Multiple values can be selected.
Department N As above, select the department name, if required. 

 

Details of paginated reports within RECDEP47 folder

Applicant details By vacancy, shows responses given by applicants to ‘private questions’.

 

Summary description 

These are tracking reports which identify pre-employment information that has been entered into Recruitment for an appointed candidate. Includes, where applicable, GMC registration details from application data. 

Why run these reports? 

  • To check details of which pre-employment checks have been completed and when. 
  • To identify where checks are still to be made. 

When should you run these reports? 

Run regularly to ensure that checks for new starters are initiated and completed in a timely manner. 

Hints & tips 

  • Results: Data is reported for each appointed candidate, whether the required checks listed have been made will only show if the details have been recorded in the event section in PeopleXD. 
  • Note: The initiation of checks should be recorded in Recruitment (and hence show on this report), but the completion of the checks should be recorded within Personnel. 
  • See also PERDEP42_ Pre-Employment Checks for the checks recorded in Personnel. 

 Available filters

Filter Mandatory? Notes
NB Remember to untick ‘<All [filter label]>’ selection when narrowing down the options within a filter – see the HR Reporting How-to Guide.
Applicant ID N

Enter a specific applicant ID or leave blank for ‘all’ records.
Applicant surname N

Enter an applicant’s surname or leave blank for ‘all’ records. 
Vacancy ID N Enter a specific vacancy ID or leave blank for 'all' records.
Department code N If you have access to more than one department, but wish to report on only one, select the relevant department code. Multiple values can be selected. 
Department N As above, select the department name, if required. 

Details of paginated reports within RECDEP48 folder

Person and appointment details with dates (where completed) for a range of pre-employment checks (events) for new appointees:

Report Notes
Security Security-related pre-employment checks such as Disclosure Scotland checks. 
ID Proof of ID requested and proof checked.
 
Employment History  Gaps in employment checked. 
Qualifications Proof of qualification initiated and proof confirmed. 
References References requested and references checked.
Contract Honorary Contract check initiated and checked, and/or contract signed. 
Right to Work Right to work evidence requested and checked. 
Right to Return Checks made to ensure that previous employees are allowed to return. 
GMC Registration Lists the GMC Registration number for the applicant where this question has been asked on the online application form.

 

Summary description 

This group of reports checks vacancy and applicant data for the current reporting year (1 Aug - 31 Jul), and is split over 4 paginated reports.

These reports check that you are using the mandatory applicant status stages (Applied, Shortlisted, Offer Made – Personnel, Offer Accepted – Personnel) to allow cross-departmental comparability in recruitment outcomes. 

Why run these reports? 

Accurate recruitment data is required for University-wide recruitment monitoring and for Athena Swan applications. Running this report regularly will ensure you are managing vacancies correctly in PeopleXD and using the required mandatory stages for applicants. 

When should you run these reports? 

At least monthly when you are either in the process of recruiting or have recently recruited. You may also find it helpful to run these reports and spot-check recent data entry for selected vacancies. 

Hints & tips 

  • Address all 'Step 1' report errors before moving on to 'Step 2' report or running the "Data View and Export Applicants" report.
  • Use the "Data View and Export Applicants" report specifically for 'Step 2' errors.
  • 'Step 3' report errors are lower priority and can be handled separately from 'Steps 1 and 2'. 
  • Non-advertised vacancies do not contribute to recruitment monitoring but still need to be closed.

Available filters

Filter Mandatory? Notes
NB Remember to untick ‘<All [filter label]>’ selection when narrowing down the options within a filter – see the HR Reporting How-to Guide.
Department N Select the department name if required.
Department code N If you have access to more than one department, but wish to report on only one, select the relevant department code. Multiple values can be selected. 
Vacancy ID N Enter a specific vacancy ID or leave blank for 'all' records.

Details of paginated reports within HRINF021 folder

The order in which you run and action the reports matters:

Report

Notes
Step 1 - Advertised vacancy validation
  1. Run this first, before any others.
  2. Action all red error messages.
  3. Re-run this report to check the changes have been entered correctly.
  • Returns one row per vacancy.
  • Highlights vacancies open for 4 months or more.
Step 2 - Applicant status validation  
  1. Run this report once you have cleared all the red errors from Step 1 report.
  2. Action all red error messages.
  3. Action the orange advisory messages (this is not mandatory for recruitment monitoring).
  4. Re-run report to check the changes have been entered correctly.
  • Returns one row per vacancy.
  • Checks all vacancies advertised from the start of the reporting year, ie 1 August to date, that are closed, and have recruitment status set to ‘Appointment Made’ or ‘No Appointment Made'
Step 3 - Non-advertised vacancy validation  
  1. Run this report last.
  2. Action all red error messages.
  3. Re-run this report to check the changes have been entered correctly.
  • Returns one row per vacancy.
  • Checks all vacancies created on or after the start of the reporting year, ie 1 August to date that were not advertised.
  • Includes vacancies created for administrative purposes such as regrading, direct appointments or new contracts.
Data view and export - applicant status
  • Returns one row per applicant, which may result in multiple rows for each vacancy.
  • Checks all applicant data for vacancies advertised from the start of the reporting year, ie 1 August to date, that are closed, and have recruitment status set to ‘Appointment Made’ or ‘No Appointment Made'

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