OF CONTENTS GETTING STARTED 4 Login Page 4 Applicant Tracking Module 5 INITIATING FACULTY POSTING 6 New Posting Page 7 Position Title 8 Organizational Unit 8 Applicant Workflow: Workflow State 8 Reference Notification 9 Recommendation Workflow 9 Recommendation Document Type 9 Posting Information 10 Activating Guest Users 10 Search Committee Members 12 Applicant Documents 13 Reference Letter Settings 14 Navigation Menu 15 Summary Page 15 Take Action on Posting 15 Faculty Posting Workflow 15 SEARCHING POSTINGS 16 Searching for items on a page 16 Viewing applicants who reside in a specific 17 Searching for a specific applicant 17 Exporting search results 17 Saving a search 18 Execute a search 18 Deleting a saved search 18 REVIEWING APPLICANTS 18 Viewing applicants for a posting 19 Viewing all submitted documents for one applicant 19 Viewing collection of applicant documents 19 Viewing Veteran’s Preference 20 APPLICANT STATES 20 Changing Applicants Status 20 Changing Multiple Applicant Statuses: Bulk Move 21 Moving a of applicants to a new workflow state 21 Not selected Statuses 23 Alternate Status 24 Recommendation Letter Request 24 RECOMMENDED FOR INTERVIEW 26 Interview 26 On Campus Interview 26 Outside the System Notification Instructions 27
Recommendation Letter Requests An automated email will be sent out to the individuals the applicant has identified as a reference. The email will include a link to a basic form and a place for them to upload documents. The status of the applicant’s recommendation letters can be viewed by the search committee chair. To view: Go to the list of applicants in the job posting section and on the name of the applicant to view references. When viewing the tabs at the top of the application, select the Recommendations tab. Select the Recommendations Tab to view the names of the references and whether or not they responded to your request. If reference has been completed, click on the reference name to view. RECOMMENDED FOR INTERVIEW The committee must be able to support its decision to interview each candidate selected. The reasons an applicant was selected for an interview must be specific and relate to the qualifications for the position. It is not acceptable to simply note generalizations such as "met screening criteria", "best candidate" or "best fit". The evaluation form and committee members’ notes provide a permanent record of committee discussions should the selection process be challenged. Through a series of meetings and or Skype interview, as appropriate, the list of initial applicants will be narrowed down to the top three or four candidates to be interviewed on campus. The committee may interview in one of two ways (AA/PPS 04.04.01, Paragraph 7.03): interview the top two, three, or more candidates; or interview one candidate at a time, reaching a decision about whether to recommend appointment after each interview. If this method is chosen, applicants must be ranked. A disposition code must be marked describing the reason why an unaccepted candidate is not selected or advanced to the next stage. Skype/Phone Interviews Typically committees conduct phone and/or skype interviews with their top candidates prior to bringing candidates on campus. Approval is not needed for phone/Skype interviews. All candidates must be asked the same questions during this process.