Compliance Enablement Preferences

Compliance Enablement Preferences allow administrators to configure OFCCP compliance settings for job requisitions, Search Candidates, and compliance questions. Administrators can also define the settings to anonymize external applicants and allow applicants to anonymize their own profile.

Compliance Enablement Preferences are configured by Location Organizational Unit (OU). Default settings can also be enabled.

Implementation Note: Configuring Compliance Enablement Preferences settings is a required step for implementation of the OFCCP Compliance functionality.

To access Compliance Enablement Preferences, go to Admin > Tools > Recruit > Compliance Enablement.

Note: All options in Compliance Enablement Preferences are unchecked by default.

OFCCP Default Settings

This section allows you to enable the system's default preference settings. Checking the Require OFCCP Compliance Enablement functionality option enables the default configurations for the Requisition, Candidate Search, and Compliance Questions sections. All options within each section are no longer editable, except the Default minimum Candidate Search option in the Candidate Search section.

Note: If selections were made prior to checking the Require OFCCP Compliance Enablement functionality option, the selections are overwritten by the default settings.

The following are the default settings:

Requisition

  • Record EEO - The Record EEO field is unchecked by default. This field controls the visibility of the EEO Category field on requisition templates. Note: The EEO Category field will always be visible on requisition templates. When this option is checked, the EEO Category field displays on the requisition. When the option is unchecked, the EEO Category field does not display on the requisition. The ability to enable or disable the Record EEO field is dependent upon the Require OFCCP Compliance Enablement functionality field.
    • If the Require OFCCP Compliance Enablement functionality field is checked, then the Record EEO field is checked automatically and cannot be disabled.
    • If the Require OFCCP Compliance Enablement functionality field is unchecked, then the Record EEO field can be enabled or disabled.

    Organizational Units (OU) Note: The visibility of the EEO Category field on requisitions is also dependent upon the Location, Division, or Position OU that is being configured for Compliance Enablement Preferences. If the Record EEO field is disabled in Compliance Enablement Preferences for a specific OU, then the EEO Category field does not display on requisitions that are configured with that OU in the associated OU field on the requisition (e.g., Location field).

  • Require EEO Job Categories when creating requisitions - This option is checked.
  • Allow Minimum Qualifications modification after a Requisition is opened - This option is unchecked.
  • Only submissions that meet Minimum Qualifications count as Applicants in Reports - This option is checked.
    • Display Applicant Warnings:
      • Failed Pre-Screening - This option is checked.
      • Incomplete Application - This option is checked.
      • Unqualified Applicants - This option is checked.

Candidate Search

  • Require 'Reason for Search' when performing Candidate Search - This option is checked.
  • Allow search criteria and filter modification from Candidate Search results - This option is unchecked.
  • Default minimum Candidate Search criteria match percentage - This option has a default value of 100%. This option can be edited to change the default minimum candidate search percentage.

Compliance Questions

  • Gender - This option is checked.
  • Race/Ethnicity - This option is checked.
  • Disability - This option is checked.
  • Veteran Status - This option is checked.
    • Part 4212 - This option is selected.
    • Part 60-250 - This option is not selected.
    • Part 60-300 - This option is not selected.

Applicants

The Applicants section of Compliance Enablement Preferences allows administrators to define the settings for anonymizing applicants by defining a period of inactivity, after which time the applicant's profile is anonymized. The Applicants section also enables administrators to set personal applicant data as anonymous for new submissions and allow external applicants to deactivate their own profile.

The following options are available:

Allow Applicants to Anonymize Profile

This option is unchecked by default. The Allow applicants to anonymize their profiles option enables administrators to allow external applicants to deactivate their own profile. When the option is selected, a Deactivate My Profile checkbox displays under the Edit Profile section on the My Profile page. Applicants can check the box to deactivate their profile. When the option is not selected, the Deactivate My Profile checkbox does not display.

Recruiting GDPR Compliance Features

The GDPR compliance features for Recruiting are divided into the following main components:

  • Anonymization of Applicant Data - Applicant data will be anonymized based on recruiting compliance configurations in the admin portal.
  • Data Deletion of Internal User Profiles - User data will be anonymized and deleted based on configurations done in Core data via Global Product Support (GPS). GPS uses the Legal Entity OU to manage different durations of time.
  • Data Deletion of Applications - Application data will be deleted based on configurations done via GPS. This impacts the deletion of both internal employee and external applicant applications. GPS uses the Location OU to manage different durations of time.

Requisition

The following options are available in the Requisition section:

  • Require EEO Job Categories when creating requisitions - Checking this option enables you to require that the Record EEO option is selected in Requisition and Applicant Preferences. Note: When selected, the Record EEO option enables the EEO Category drop-down to display on the General step when creating a job requisition template or job requisition.
  • Allow Minimum Qualifications modification after a Requisition is opened - Checking this option enables the Minimum Qualifications section on a job requisition to be edited while the requisition is in an Open status. When unchecked, users cannot edit the Minimum Qualifications section once a requisition is in an Open status.
  • Only submissions that meet Minimum Qualifications count as Applicants in Reports - When this option is checked, only submissions on the New Submissions page that are processed are considered applicants and are included in reporting. When unchecked, all submissions are considered applicants in reporting.
    • Display Applicant Warnings:
      • Failed Pre-Screening - This option is checked by default. When checked, a warning message displays on the Manage Applicants and Applicant Profile pages and the New Submissions pop-up. The message indicates that the applicant failed the pre-screening section of their application. When unchecked, the warning message does not display.
      • Incomplete Application - This option is checked by default. When checked, a warning message displays that indicates an application was not submitted electronically. When unchecked, the warning message does not display.
      • Unqualified Applicants - This option is unchecked by default. When checked, this option enables a warning message to display in the Options column on the Manage Applicants page, indicating if an applicant is unqualified.

Candidate Search

The following options are available in the Candidate Search section:

  • Require 'Reason for Search' when performing Candidate Search - Checking this option enables the Reason for Search pop-up to display on the Search Candidates page when the Search button is clicked. The reason selected for the search is stored, along with the search criteria and results. When unchecked, users do not indicate a reason for conducting a search in the Search Candidates feature.
  • Allow search criteria and filter modification from Candidate Search results - Checking this option enables the criteria and filters that are used to create the search results to be modified on the search results page. When unchecked, the criteria and filters cannot be modified on the search results page, and the search must be restarted in order to modify the criteria and filters.
  • Default minimum Candidate Search criteria match percentage - This option enables you to define a default criteria match percentage for the matching criteria threshold functionality on the Search Candidates page. The default value is 100%. To change the default value, enter a whole number between 1 and 100 in the numeric text field.

Compliance Questions

The following options and information are available in the Compliance Questions section:

Add Compliance Question

The Add Compliance Question option enables administrators to add questions from the Compliance Question Bank to the OU.

To add a question from the Compliance Question Bank:

  1. Click the Add Compliance Question link. This opens the Select Compliance Questions pop-up. In the top panel, all questions that have already been added to the OU display. In the bottom panel, all additional questions from the Compliance Question Bank that have not yet been added to the OU display.
  2. Click the Add icon in the Add column for each desired question. This moves the question from the bottom panel to the top panel.
  3. Click Done. This adds the questions to the Compliance Questions table.

Compliance Questions Table

The following information displays for each question:

Column Description
Remove Click the Remove icon to remove the question from the OU.
Question

This column displays the full text of the question.

The following are the default compliance questions:

  • Gender
  • Race/Ethnicity
  • Disability
  • Veteran Status (VET-4212) - Note: Part 4212 option relates to disabled veterans, veterans of the Vietnam Era, recently separated veterans, other protected veterans, and armed forces service medal veterans. This question has the following response selections:
    • I identify with one or more of the categories of protected veteran described above
    • I am not a protected veteran
    • I choose not to self-identify
  • Veteran Status (Part 60-250) - Note: Part 60-250 option relates to disabled veterans, veterans of the Vietnam Era, recently separated veterans, other protected veterans, and armed forces service medal veterans.
  • Veteran Status (Part 60-300) - Note: Part 60-300 option relates to disabled veterans, recently separated veterans, active duty wartime or campaign badge veteran, and armed forces service medal veterans.
  • Voluntary Self-Identification of Disability - When this question is added, the question always displays as the first question in the list and cannot be moved. If the Require OFCCP Compliance Enablement functionality option is checked, then the "Voluntary Self-Identification of Disability" question displays in the Compliance Questions section.
Type This column displays the question type, either Default or Custom.
Required This option is checked by default for default questions. This option is unchecked by default for custom questions. Check or uncheck the Required box to require or not require applicants to complete the question. Note: All questions in the Compliance Questions table appear in the Compliance Questions action item when the action item is included in the application workflow, regardless of whether or not the question is marked as required.
Preview

Click the Preview icon to view the question. This opens the Question Preview pop-up. The language, question text, and responses display. Both default and custom questions can be previewed.

For portals with multiple languages enabled, select the language in the Language field in which to display the question and responses.

Re-Order Questions

The questions in the Response table can be reordered by dragging and dropping the questions into the desired order. The order in which the questions appear in the table is the order in which they appear for applicants.

Require OFCCP Compliance Enablement Functionality

When the Require OFCCP Compliance Enablement functionality option is checked, the Veteran Status (VET-4212) question replaces the Veteran Status (Part 60-250) question.

Applicant responses to the Veteran Status (Part 60-250) question will still display when the Veteran Status (VET-4212) question replaces the Veteran Status (Part 60-250) question. All previous answers to Veteran Status (Part 60-250) will still be accessible on the Applicant Profile > Application tab.

Overwrite Settings

Choose whether to overwrite custom settings for child division OUs. If you choose to overwrite custom settings for child division OUs, the selected settings are applied to both new and existing child OUs. Any previously customized child OUs are updated with the selected settings.

If this option is unselected, then only the child OUs that do not have customized settings will be updated, as well as any OUs that are added in the future.

A child OU that has not been customized always inherits from the parent, regardless of whether this option is selected.

An OU is considered customized if its preferences or settings have been changed.

Once all settings are configured, click Submit to save the settings.