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Candidates

Once a candidate signs in to their Trac account, they will be able to view their dashboard which provides a full overview of any outstanding tasks, upcoming appointments and recently updated applications.


Employment check tracking

When an application is moved by HR Shared Services (HRSS) into Offer: Conditional and the pre-employment checks are commenced, the candidate will be able to track the progress of the following checks:

  • Identity (ID) check

  • Convictions

  • Occupational health check

  • Reference check(s)

Each check will display the Status and the date and time the check was Last updated. Reference check(s) will also display the name of the referee so that the candidate will know which referee may need chasing.

Each check will display a status colour to indicate its progress:

Status Colour

 

Who is responsible for the check progression?

 

 

When an employment check has the orange colour, the status on display will indicate that the employment check is with the candidate to complete an action.

 

 

When an employment check has the teal colour, the status on display will indicate that the employment check is with a third party. For example, you (the employer).

 

 

When an employment check has reached an end state in the admin system, the check will be marked as complete in the candidate area, designated by the green status colour.

References: A Reference will show as complete when it has one of the following statuses:

  • Success

  • Reference refused

  • Reference Indeterminate

  • Fail

The candidate will need to refer to their pre-employment check update emails for any actions required.


Recruiting Managers

Throughout the recruitment process, the Recruiting Manager (RM) is able to view the status of their candidates pre-employment checks, 24 hours a day, on Trac.

Within the pre-employment check stage, the Business Services Authority (BSA) HR Shared Service (HRSS) will complete chases and the RM will be copied into these emails to ensure they are aware what pre-employment checks are outstanding for their candidate. The chases will take place;

  • 4 days after the offer letter was sent. This is classed as the 1st weekly pre-employment check chase

  • 8 days after the offer letter was sent. This is classed as the 2nd weekly pre-employment check chase.

If pre-employment checks are not received after 12 days from sending the Offer letter, HRSS will then escalate this to the RM and further discussions regarding how to proceed will take place between the RM and the local HR Advisory team.

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