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How do I create a works council hearing form?

Updated

It is possible to conduct the works council hearing through your d.vinci system.

There are two ways to implement this. We recommend using screening questions. This ensures that all steps are represented in a data protection-compliant manner within the system. The works council can view the information relevant to the hearing on the first page of the application. Through a status change, the works council can approve or reject the application. Another advantage is that the works council can receive a daily email about applications they need to process. The email includes a link to the application, and after logging into the system, they are taken directly to the relevant page of the application.

Implementation via Screening Questions

Before setting this up, you need to make a decision.
Do you want to allow the works council to view the job posting so they can directly review its details, or should the fields from the job posting be repeated in the screening questions? These would need to be filled out again and would then also be available under Screening Questions in the Data tab of the application.
If the works council should see the job postings, you must also add the permission "View job postings according to user group" to their role and assign the works council's user group to the job posting.

1. Create Permission

  1. Open the Permissions page.
  2. Click on +Permission. An input form will appear.
    Fill out the form:
    Display Name: For example, "Screening Questions Works Council Hearing".
  3. Click on  Create.

2. Add Permission to Roles

  1. Open the Roles page.
    Click on the roles that should see the screening questions. The details page will be displayed.
  2. Click on the pencil icon  . An input form will appear.
    Add the created permission under Permissions.
  3. Click on  Update.

3. Create Screening Question

We recommend prefixing the questions with (WC) or [WC], so the works council can immediately identify what needs to be considered during the hearing. 

  1. Open the Screening Questions page.
  2. Click on +Screening Question. An input form will open.
    Fill out the input form:
    • Question: [WC] ...
    • Organizational Unit: Global
    • Restricted Access: Yes
    • Required Permission: The permission from step 1
    • Screening Question Collections: No
    • Usable in Correspondences: No
    • Type: The question type appropriate for your screening question
    • Mandatory Field: Yes
    • Preselected: No
    • Show in Reports: No
    • Visible in Questionnaire: No
    • Relevant for Ranking: No
  3. Click on the button  Create.
  4. Open the Answers tab.
  5. Click on the button +Answer. An input form will appear.
  6. Enter the answers.
  7. Click on the  Create or  Create and Add Another button.

4. Sort

After creating all screening questions, sort them by dragging and dropping. They will be displayed in this order in the Data tab of the application.

  1. Open the Application Status page.
  2. Click on the status where you want to involve the works council. Often, this is "With Works Council". The details page will open.
  3. Click on the pencil icon  . An input form will appear.
  4. Select the screening questions that should be filled out under Screening Questions.
  5. Click on the  Update button.

6. Edit the Status for Works Council Rejection

  1. Click on the status where the works council should communicate their rejection.
  2. Click on the pencil icon  . An input form will appear.
  3. Select the screening questions that include a free text field for justification.
  4. Click on the  Update button.

7. Test the Setup

In a test application, perform a status change to the status where you want to involve the works council.
You should now see all the screening questions linked to the status. Fill out the questions and click on Change Status. The application page with the open Data tab will be displayed, and in the Screening Questions section, you will find the questions you just filled out.
Log in as the works council (you may need to create a test account with the works council role) and test what happens when you change the status to approval or rejection. 

Attachment in the Application

Fill out your hearing forms in paper form and send them via email to the candidate email address of the applicant to add them to the applicant's file. The works council can open the document in the attachments and then approve or reject the application through the status. 

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