A Summer Reads Guide to Navigating egrants

Transcription

1 A Summer Reads Guide to Navigating egrants 1

2 Web address: Site Supervisors use this website to review and select Summer Reads applicants 2

3 Returning Site Supervisors Use your existing User Name and Password. If you can t remember what it is, click on Forgot your password? 3

4 New Site Supervisors Click on Create an account. 4

5 Then 5

6 Add in your info and create a user name and password. Passwords must be 12 characters and include 3 of these 4: - Lowercase letters - Uppercase letters - Numbers - Special characters (!@#$%) *Tip: Write these down somewhere in case you forget! 6

7 Enter the EIN (Employer Identification Number) for the Minnesota Literacy Council, NOT the organization you work for. Minnesota Literacy Council s EIN # is

8 Select the correct organization: Minnesota Literacy Council Saint Paul, MN. 8

9 The next screen should look something like this:

10 Enter YOUR phone number/fax number here. 10

11 The next screen will look something like this (with your info). Click Submit. 11

12 After submitting your information, you will receive a confirmation via that you have created an egrants account and it is pending approval from the grant administrator. The AmeriCorps VISTA Manager will be notified that you have requested access to the grant. You will then be approved for recruiter status. If you cannot access the applications after receiving approval contact Summer Reads staff ASAP! 12

13 Forgot your username or password? Use your existing User Name and Password. If you can t remember what it is, click on Forgot your password? 13

14 You have an egrants account. Now what? Begin reviewing applications! In order to review applications, you will need to have a few documents handy, all of which can be found on the Summer Reads Web. /summer-reads-web/ On the menu, choose Supervisors. You will be asked for your username and password. Use these: Username: mlcvista Password: literacy 14

15 *DO NOT SUBMIT/INPUT ANYTHING ELSE IN EGRANTS* The only purpose for egrants for supervisors is to REVIEW (read) applications. DO NOT submit or input anything else into egrants once your account is set up. Leave this for the Summer Reads Coordinator. This includes reference overrides and candidate selections. 15

16 Summer Reads Web Have the following documents handy for reviewing, interviewing and selecting your Summer Reads VISTA candidates: Summer Reads Recruitment Process and Timeline Summer Reads Application Review Rubric Reference Override Questions Summer Reads Sample Interview Questions Summer Reads Interview Checklist/Questionnaire Summer Reads Background Check Release Form Summer Reads Candidate Selection Form Additional useful documents on the website include: Site Supervisor Handbook Summer Reads Calendar Photo Release Form And more! 16

17 Summer Reads Web forms Summer Reads Recruitment Process and Timeline This document outlines each step for reviewing and selecting candidates, including deadlines. Be sure to follow each step in order: 1. Receive applications on egrants 2. Review applications on egrants 3. Pursue candidates 4. Make conditional offer to your selected candidate, and once they accept send paperwork to MLC (Candidate Selection, Interview Questionnaire, and Background Check Release) 5. MLC reviews candidate and, if approved, selects candidate online 6. Candidate accepts position online 7. CNCS State Office reviews and, if approved, assigns candidate Summer Reads Application Review Checklist Use the first side of this document to make sure that your applicant has completed their application correctly and to verify their eligibility. Use the back side to review/rank applicants. This form is not required but may be helpful. 17

18 Summer Reads Web forms Reference Override Questions Make sure references are appropriate and complete before you interview a candidate. If a reference is missing, you can alternatively contact the reference yourself. Use the Reference Override Questions document as a base (you may ask others in addition), take detailed notes, and then send their detailed responses to the Summer Reads Coordinator. Summer Reads Interview Questions These are suggested questions to use for your interviews. This is not a required form. Use it if you find it helpful, but otherwise you are welcome to come up with your own questions for candidates. Just be sure to use the same questions for each candidate so that you have a common basis for comparison. 18

19 Summer Reads Web forms Summer Reads Interview Checklist/Questionnaire* Any candidate that you interview MUST complete this required form. On the first side the candidate signs off to confirm they understand the expectations/policies of Summer Reads. The second side is a questionnaire that helps us after selection interest in the capstone project, home of record during service, dietary restrictions, emergency contact info, etc. This form has no bearing on their application. Submit this form to the MLC when you are ready to select your candidate. Summer Reads Background Check Release Form* Any candidate that you interview MUST complete this required form. This allows the MLC to run complete background checks on candidates. Submit this to the MLC when you are ready to select your candidate. Summer Reads Candidate Selection Form* When you are ready to select your candidate, you MUST complete this form for each of your selected candidates. Be thorough and detailed. This is your opportunity to sell the MLC and CNCS on why you think this candidate is the best for your site. 19

20 Finding and reviewing applications in egrants This is your homepage when you are logged in. Click on Portal Home.

21 Click on Search Submitted Applications in the lefthand menu to get to this page. You can search by as few/many fields as you want. Pulling up your listing in the Listing drop-down list and then limiting the dates to the current year will provide you with all current applications for your site only.

22 Once you find the applicant you are looking for and click on their name, you are able to view their entire application. There are 7 sections relevant to the selection process, circled in green.

23 Note that the Criminal History tab is NOT a background check. It is simply a space for a candidate to self-disclose any criminal history. 23

24 Applicants MUST have BOTH references complete before you invite them for an interview. References must be a professional or educational supervisor of some kind: job, volunteer, school teacher, professor, coach, clergy. References that identify themselves as friends, neighbors or co-workers are not acceptable.

25 Incomplete references? Do something about it! You can send a reminder to the reference to complete it, and you may want to contact your applicant to remind them to get their references completed. 25

26 Incomplete references: a third option! Reference Override Alternatively, you can complete a Reference Override. Contact the reference by or phone and take detailed notes from your conversation, using the Reference Override Questions document from the Summer Reads Web. Send your detailed notes to the Summer Reads Coordinator, and MLC staff will finalize the reference override. 26

27 Reviewing applications As you look through applications, use the Summer Reads Application Review Checklist to make sure that the application is complete and satisfactory. You have an applicant you are interested in pursuing. Now what? Contact them! Set up an in-person interview or a phone screen. Use the Summer Reads sample interview and phone screen questions from the VISTA Portal as a guide. When you interview a candidate, go over the Summer Reads Interview Checklist/Questionnaire with your candidate and have her or him complete and sign it. Also in the interview, have your candidate complete the Background Check Release Form. 27

28 Ready to select your candidate(s)? 1. Contact your candidate and offer the position to her or him, conditional upon Minnesota Literacy Council approval. 2. Complete the Summer Reads Candidate Selection Form, found on the Summer Reads Web. Be sure to write a clear, specific explanation of why this candidate is a good fit for your VISTA position. Include any information you gained in the interview process that is not apparent from the application. If there are any red flags in the application, be sure to explain how those issues have been addressed or explained by the candidate in the interview process. This is where you advocate to the literacy council and CNCS as to why we should approve your candidate. 3. Scan and (PDF format preferred) or fax the Summer Reads Candidate Selection Form, Summer Reads Interview Checklist/Questionnaire, and Background Check Release Form to the Summer Reads staff and wait for approval. 28