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ImpelHR is Massey's online recruitment system that is used to obtain approval, advertise and manage vacancies. This system includes an external website for applicants to view vacancies they can apply for, as well as an online application process.
Within ImpelHR this role is known as the Department Recruitment Coordinator.
ImpelHR system tasks commonly performed by the Department Recruitment Coordinators are:
Within ImpelHR this role is known as the Head of School. Heads of School (HoS) or equivalent are able to undertake all tasks that their Department Recruitment Coordinator can. In addition, the HoS undertakes the following tasks:
All tasks that can be performed by Department Recruitment Coordinators and Heads of School can be undertaken by the SLT role. In addition to these authorities, SLT members undertake the following tasks:
When a decision on both of these requests are made, registered school users, Staff Recruitment Team and HR Services receive an email notification to enable the next process to begin.
Vacancies move through a number of different stages during the selection process:
Applicants move through a number of different stages during the selection process:
*Only HR Services puts applicants into these states.
Once the need for either a replacement or new position is identified a New Position Request is raised. This is usually undertaken by the Department Recruitment Coordinator.
Previously, all individual Org Units within a School were grouped under the College and School heading. This has changed to also display both the MU Number and Org Unit Name for each Org Unit as they are currently listed on OrgPublisher.
This means, that when creating a position you will be asked to select the College, School, and the Org Unit that the position will be placed in.
To allow for positions to be managed by HR, please ensure you select the correct Org Unit for the position being advertised.
Detailed information on the Org Units in each School can be found on OrgPublisher. If you are unsure which Org Unit a position should be placed in, please contact the HRHelpdesk.
The Staff Recruitment Advisor will coordinate all aspects of the advertising campaign with the school. This process is detailed in advertising. While positions are advertised, final preparations for the assessment and interview dates can be completed. School users receive an automatic email when the advertising of the position is in place.
All applications for roles are acknowledged via email (or letter if preferred) from the ImpelHR system.
After the closing date has passed, the status of the vacancy will automatically change to "processing', and the Department Recruitment Coordinator will receive an automatic email notification of the close.
Actions for the Department Recruitment Coordinator to take are:
Applicant information must be kept confidential at all times and only be disclosed to members of the Selection Committee.
Keeping the applicant status up to date ensures that both those within the University that are involved with the recruitment process are aware of the status of the vacancy and also applicants are kept as well informed as possible of the progress being made. This is normally done by the Department Recruitment Coordinator.
Actions to take are:
This option is only available when the vacancy is in the “processing” status. When the selection process has progressed to the point when a shortlist has been identified, the shortlisting form is generated. This is useful for the selection committee to view short listed candidates in preparation for the interview process.
Documentation is usually prepared by the Department Recruitment Coordinator. The Selection Pane Convenor then completes the request prior to the request being sent to the SLT member for approval.
Tasks that need to be completed prior to the recommendation being made to the SLT member are:
Approved recommendations are then sent to HR Services who will prepare and a letter offer on behalf of the Vice-Chancellor, signed by the School's HR Advisor. A copy will be sent to the School.
HR Services staff change the state of all applicants when an offer of employment is made and when it is accepted. When this occurs, automatic emails are sent to School users. Once a letter of offer has been accepted, the status of the vacancy can be changed to “Completed” by HR Services.
Three weeks after the position is marked as completed, the position status is changed to archived. Positions with archived status can be reactivated, which can be useful to ‘reuse’ the same information.
Requests for Impel user registration can be made by emailing the Staff Recruitment Team at Recruitment@massey.ac.nz
Each School (or equivalent) will nominate two staff to have access:
Each SLT member also has access to ImpelHR, to approve requests to advertise and to appoint, for all Schools or National Shared Services within their area.
In the banner at the top of the screen, click on your username. In the drop-down menu that appears select "Change password". Users can change their password by entering in their new password and reconfirming.
A new feature of ImpelHR is the "Invite Guests" function which can be used when a position is in the 'Advertised' or 'Processing' stages.
Information from positions prior to February 2011 have not been migrated to the upgraded system.
Positions that have been archived since February 2011 are available to users and can be reactivated by selecting the "Position Archive" link on the right-hand side of the main Positions screen.
At the right-hand side of the Position Details screen, click the “Job description" link. This will generate a word document that can be printed or saved as needed.
Between 1 and 8 questions can be selected by clicking the "Edit rating questions" link.
The Applicant Rating System enables users to select questions from a question bank. The questions selected are added to the application form, and applicant answers can be viewed and ranked on the “Position Options” screen. To use the feature:
Assessing and documenting the requirements and skills needed of the role:
Detailed information regarding the fields the system needs when loading a new role into the ImpelHR system for approval:
Advertising options and available budgets:
Responsibilities of the selection committee and the convenor:
Shortlisting, reference checking, and assessment processes:
Requesting approval to appoint:
Access to the casual talent pool is automatically granted to managers and recruitment coordinators that already have access to ImpelHR. The talent pool search function can be found on the main ImpelHR screen.
If you do not have access to ImpelHR but are hiring casuals, visit the ImpelHR homepage, click the “Request access to the talent pool” link and complete the required fields.
Once your access to the talent pool has been granted, a username and temporary password will be emailed to your Massey email address.
For in-depth information on searching the casual talent pool, please visit the information for hiring managers page on the People and Organisational Development website:
Page authorised by AVC People and Organisational Development
Last updated on Tuesday 16 August 2016