Recruit How do I manage a faculty search?

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1 Recruit How do I manage a faculty search? Getting Started All job postings and all actions related to job postings are located in the Hire Module. Once you have logged into Recruit, go to the Module Menu at the top left (three blue dots), and choose Hire. When you have changed to this module, the color of the top bar will be blue. You will also need to change your User Group to Faculty Search Coordinator in the upper right hand corner. To find your job posting, click on the Job Postings tab at the bottom of the color bar, and choose Faculty. The Job Postings page will list all job postings to which you have access, and will include the current status of the posting, the date the posting was last modified, and the number of applicants attached to that posting. To open the posting, click on the job title and then on the Applicants tab. On the Applicants tab, you can view individual applications by clicking on the applicant s last name, which is a link. You can scroll through the application; at the bottom of the page will be the links to the documents the applicant uploaded. You can also click Generate and then View link under Combined Document, which will open a new window that includes the Faculty Profile and all uploaded documents, including reference letters. This may take a minute or two to create. To view multiple applications: Check the box to the left of each record you wish to include. Click on the Actions button at the top right of the Applicants table. Choose Download Applications As PDF. You will be prompted to choose what applicant documents you wish to include in the PDF (Application, CV, Cover Letter, All, etc.). This PDF will open in your browser, and may also be saved to your computer. You can then do a File -> Save to your computer. Use your Back button to navigate back to the applicant list. Updated August 2018

2 The Applicant Workflow When an application is first submitted to a job, it will be begin in the Application Received step of the Workflow. Each step is dependent on the step before it. Some of the steps also include selection reasons, which may be required or optional, depending on the step. If a step includes a selection reason, you ll be prompted to choose one when moving an applicant to this step. To move an applicant individually to a Workflow step: View that application. At the top right of the application page hover over orange Take Action button on Job Application: your options will be listed. Typically you will select one listed in the top section. Use the back button to return to the list of applicant list or you can view the next application by clicking the Next link in the Search Results, which are located just above the Take Action on Job Application button. *Please note the workflow change will take several minutes to appear on the applicants page. You do not need to wait for it to update to continue. To move multiple applicants at once to a Workflow step: You can also move applicants to a Workflow step in a Bulk action. On the Applicant Review page, check the box to the left of all applicant records that you wish to move to a Workflow step, Click on the Actions button to the right, and choose Move in Workflow from the Bulk menu. On the next page, you can change all applicants together by using the Change for All Applicants option at the top, or change each applicant individually via the New State drop-down menu within each applicant record. Your Search Committee will see all Workflow State (internal) changes you make to applicants.

3 Tools Searches One of the many tools available to you in the system is the Search function. This can be used as a simple name search, by typing in the Search field; or, if you click the More Search Options link to the right of the Search field, you can choose from a variety of options relating to the status of the application, job description, or job posting, and from a list of fields found on the form (these will be available under the Add Column field). Once you ve chosen your search parameters, you can choose to Save the search: if you do this, it will be available to you whenever you access that particular area of the site. Click on the Open Saved Search link to the left, and you will find any Saved Search you have created. This is an easy way to organize your applicant pool. Searches are specific to the user: your search will not be visible to others. Note: If you change your User Group to Search Committee View, you will be able to see the view that those members can see. Reports The Saved Search function can in many cases serve as a simple way to build a report including various information about your applicants. You can add any aspect of the application to the search screen and then export that information into excel. When you are in the Applicants tab choose More Search Options. Then, you can add any part of the application to search screen.

4 Tools Reports (continued): Once you have all of the information you need in the search screen, you can export that into excel by hovering over the large Actions button and choosing export results. This will download an excel file you can save to your computer There are also several reports made available to you within the Job Posting, in the Reports tab. These include the standard EEO Report (which is either a full list of applicants, or the Long Short list only); a list of all applicants who have applied to the job; and a list of all in-process (active) applicants who have applied to the job. Click on the title of the report to generate. It may take a few minutes for each report to generate. once you have selected it. You can View these reports within your browser, or Export them to an Excel spreadsheet, by clicking on the Actions menu to the right of each report record. For additional specific reports, contact Human Resources.

5 Tools s to Applicants During and After Search In addition to the Not Selected, Mid Search; Not Selected, Search Closed; Interviewed, Not Selected; and Search Closed s that will be sent automatically when you move an applicant to the appropriate Send status within the Workflow, there are several other system s you can use to communicate with your applicant pool at any stage of an open search. Check the box at the right to select the applicants you wish to , and choose Applicants under the Actions menu at the top of the Applicants table. On the Applicants page, you can choose from a list of available templates, which are marked by Position Type. Select the you wish to send and click the Preview button: you will be able to view the text of the as well as the subject line. The s will be sent soon after you click the Send s button at the bottom of the page. For specific requests, contact Human Resources to request that a new template be created for your search. When you close a search, you will be sending s to all relevant applicants letting them know. When an Applicant Requests to make Changes to his/her application: If an applicant contacts you requesting to make a change to his/her application, you do can unlock various sections of the application, allowing the applicant to make any necessary changes. You access this option from within the View Application page, in the top right menu. You can choose to allow an applicant to edit: 1. His/her uploaded documents 2. Answers to any Supplemental Questions associated with the posting 3. The entire Faculty Profile, including Reference information The applicant will receive an notification when you Reactivate the application, with instructions on how to edit and resubmit the updated information, and when s/he logs into Careers, the areas of the application open to editing will be marked with a. Once the application has been resubmitted, it will once again be locked to the applicant. You will also see that updated applications are returned to the first step in the Applicant Workflow, Application Received.

6 Reference Letters Within every application is a Recommendations tab, which will indicate how many references have been received and how many are outstanding. Within this tab you can View reference letters individually, or Resend reference letter requests. You can also Delete an uploaded letter and resend the reference request via the Actions menu to the far right of the reference record, if a referee has provided a letter in error. If an applicant or reference requests to change information within the references records such as correcting an address or adding/removing a reference, they can do so through Reactivating an application. The applicant will then be able to correct the reference information and recertify the application for him/herself. Once the information has been corrected, you will need to go back to the Recommendations tab to Resend the reference request. If a referee insists on sending a letter via mail or rather than through the Careers reference portal, you can upload a letter of reference on his/ her behalf. Copy the portal link within the Professional References entry and paste it into the URL field of a new tab or browser window. Once within the reference portal, you can upload a document or paste text into a text field, and submit the reference letter. Closing the Search In order to close a search, you will need to send out Search Closed s to those applicants who did not get the position. See instructions for Applicant s under Tools. Note that when you choose to submit your s, the s will go out to applicants immediately. Remember to call Human Resources if you have questions about anything related to Recruit! Contact: Meghan Greco x3468