Closing a vacancy in the Advertising, Shortlisting or Interview Stage prior to the interview taking place
If you decide you no longer wish to recruit to a role that is currently in the advertising or shortlisting stage, one of the below named people will need to email the HR Shared Services (HRSS) Query team to request that we close the vacancy within Trac and move it to outcome:
- Recruiting Manager (RM) named on the vacancy, known as the 'Appointing Manager' in Trac
- a named Delegate for the RM
- Business Services Authority's (BSA) Corporate HR team
The requestor will need to provide relevant wording to HRSS to enable the Recruitment team to let the candidates know their applications will not be taken forward.
Closing the vacancy when in Interview stage after the interview has taken place
Due to the interviews taken place and the candidates being able to request feedback it would be the responsibility of the RM, their Delegate, or Lead Interviewer (LI) to contact the candidate and explain the application will not be taken forward. One of the above will then need to email HRSS confirming they have spoken to the candidate and are happy for the vacancy to be closed down and moved to outcome.
Closing the vacancy when in Offer stage
It would be the responsibility of the RM or their Delegate to contact the candidate verbally and explain the application will not be taken forward. The RM or delegate will then need to email HRSS confirming they have spoken to the candidate and are happy for the vacancy to be closed down and moved to outcome.
Closing Vacancies in draft stage
It is not possible to close vacancies in Authorisation: Draft; however, all vacancies will be removed from Trac after 30 calendar days of inactivity.
Why is a Recruiting Manager still receiving a Trac Managers Update Report after their candidate(s) have started in post?
A Recruiting Manager (RM) will continue to receive a weekly Managers Update Report from Trac until all vacancies for which they are the named RM for are moved to ‘Outcome’ by HR Shared Services (HRSS).
Vacancies are moved to outcome as part of the Application Pack (App pack) process once all recruitment actions have been completed.
As the App pack process does not have a Key Performance Indicator (KPI) for this task to be completed by HRSS, RM’s may continue to receive a Manager Update Report after all candidates on the vacancy have been sent their contract and moved to ‘Starting’ on Trac.
What should you do if an RM Queries why they are still receiving a Trac Managers update report?
Should an RM query why they are continuing to receive a Manager Update Report when all candidates they have are in Starting, they should be advised of the app pack process and informed that once this is complete, they will no longer receive a report.