Academic Personnel Systems: RECRUIT Please silence cell-phones. There will be a question and answer session at the end o

1. Academic Personnel Systems: RECRUIT Please silence cell-phones. There will be a question and answer session at the end of the presentation. Please hold your questions until that time.

2. Academic Personnel Systems (APS) RECRUITOverview Academic Personnel Systems (APS) Network & Academic Computer Services (NACS) Donald Bren School of Information and Computer Sciences McDonnell Douglas Engineering Auditorium November 29, 2005 1:00pm - 3:00pm Academic Personnel Systems http://www.ap.uci.edu/

3. Contents Section 1: Introduction Section 2: Staff Administrator’s Perspective Section 3: Applicant’s Perspective Section 4: Reviewer’s Perspective Next Steps Acknowledgements Academic Personnel Systems http://www.ap.uci.edu/

4. Section 1: Introduction Section Contents: • What is RECRUIT? • What will RECRUIT do for me? • Why should I use RECRUIT? • RECRUIT Allows Staff Administrators to… • RECRUIT Allows Applicants to… • RECRUIT Allows Faculty to… Academic Personnel Systems http://www.ap.uci.edu/

5. Section 1: Introduction What is RECRUIT? • RECRUIT is a program for managing the faculty recruitment process that allows candidates to apply electronically and enables reviewers to see candidate files online

6. Section 1: Introduction What will RECRUIT do for me? Why should I use it? • RECRUIT greatly reduces time spent coordinating the faculty recruitment process • RECRUIT links applicants directly to the FAST OEOD survey and significantly increases survey response rates • RECRUIT incorporates other helpful features, such as printable colloquia announcements and visit schedules • RECRUIT allows you to print an applicant list for the search documents • RECRUIT saves a lot of paper and reduces the need to retain paper files

7. Section 1: Introduction RECRUIT allows Staff Administrators to… • Create recruitment positions and assign users and access levels • Set and extend deadlines for accepting applications and modifying file information • Easily view candidate files and documents • Easily upload candidate materials to the file when not uploaded directly by the candidate or reference • Designate candidate short list or decision status • Cut and paste candidate biographies and colloquia abstracts into a viewable and printable format • Input visit day schedules into a viewable and printable format • Print file documents for the appointment dossier • Download data for reports and mail merges • Archive applicant files electronically

8. Section 1: Introduction RECRUIT allows Applicants to… • Apply electronically, using a direct link from your posted web advertisement • Upload and revise application materials • Be linked directly to the FAST OEOD survey • Check on the status of their application and the receipt of letters of recommendation • Request help via an email link from the program

9. Section 1: Introduction RECRUIT allows Faculty Reviewers to… • Review electronic candidate files online 24/7 • Print their own candidate documents (if necessary) • Post their comments to the file • Conduct fewer search committee meetings • View colloquia information and visit schedules online

10. Section 2: Staff Administrator’s Perspective Section Contents: Login RECRUIT Administrator’s Homepage Create/Edit Position Screen Access Control for a Position Review Position Members Screen Position page and Field Customization box Applicant File Applicant Documents Manage Applicant Files Status Screen with Menu Visit/Seminar Information and Create Visit/Colloquium Information Screens Comments Academic Personnel Systems http://www.ap.uci.edu/

11. Section 2: Administrator’s Perspective Login • Use UCI network ID & password to login

12. Section 2: Administrator’s Perspective RECRUIT Administrator’s Homepage • Staff administrators can perform a variety of functions by clicking on the underlined listings on the homepage

13. Section 2: Administrator’s Perspective Create/Edit Position Screen • Staff Administrators create positions and enter information to manage the recruitments

14. Section 2: Administrator’s Perspective Access Control for a Position • Chairs and Editors have departmental access and can perform limited functions • Reviewers have view-only access, but can also post comments to the file

15. Section 2: Administrator’s Perspective Review Position Members Screen • It is easy to check user access for each position

16. Section 2: Administrator’s Perspective Position page and Field Customization box • All Applicants are listed on the position page • Users can customize the page to show only those fields that are relevant to them • Users can sort the Applicant list by field • Staff Administrators can hide certain files from view or move Applicants from one position to another

17. Section 2: Administrator’s Perspective Applicant File • Each Applicant file shows basic information and supporting documents • Applicant can include URL pointer to a web site for additional publications or supplemental materials

18. Section 2: Administrator’s Perspective Applicant Documents • Selecting a document allows you to view the document without leaving the RECRUIT system

19. Section 2: Administrator’s Perspective Manage Applicant Files • Staff Administrators can easily upload electronic documents

20. Section 2: Administrator’s Perspective Status Screen with Menu • Candidate status can be designated by the Administrator, Chair, or Editor

21. Section 2: Administrator’s Perspective Visit/Seminar Information and Create Visit/Colloquium Information Screens • Staff Administrators or Editors can input the visit date • Candidate abstracts and biographies can be cut and pasted into the program • Staff Administrators or Editors can create and edit a candidate visit schedule • Both the visit schedule and colloquium flyer can be viewed online or as a formatted, printable page

22. Section 4: Reviewer’s Perspective Comments • Comments can be added regarding the candidate’s file status

23. Section 3: Applicant’s Perspective Section Contents: • Applicant Login • Applicant Information • Applicant Status/Main Menu • Application File Management • Applicant References • Application Completion & Assistance • Requesting Letters of Reference • Adding References • Application Complete • FAST OEOD Survey Academic Personnel Systems http://www.ap.uci.edu/

24. Section 3: Applicant’s Perspective Applicant Login • Applicant views faculty position on the department website • Clicks “Apply now” • Applicant creates own “Username” & “Password,” then selects position to apply for

25. Section 3: Applicant’s Perspective Applicant Information • Applicant completes basic required information Contact Information Current Affiliation Current Job Title Degree Information

26. Section 3: Applicant’s Perspective Applicant Status/Main Menu • Menu displays current status of application • Provides access to edit or obtain help • Application status is current as data is added or deleted

27. Section 3: Applicant’s Perspective Applicant File Management • Applicant uploads: • CV • Cover Letter • Statements of Research & Teaching • Optional publications or supplemental materials

28. Section 3: Applicant’s Perspective Applicant References • Applicant provides names of references • Applicant can look to see when letters have been received

29. Section 3: Applicant’s Perspective Application Completion & Assistance • Once all required materials are submitted, application status is complete • Simple web format for requesting assistance

30. Section 3: Applicant’s Perspective Requesting Letters of Reference • Applicant must request letters of reference • Instructions, URL, & “Token” provided

31. Section 3: Applicant’s Perspective Adding References • To provide a letter of recommendation, the Applicant’s Reference logs in • Uploads letter from instructions Applicant sent via email • Confirmation is provided once letter is uploaded

32. Section 3: Applicant’s Perspective Application Complete • Applicant receives instructions to click on URL for FAST OEOD survey once application is complete.

33. FAST Survey

34. Section 4: Reviewer’s Perspective Section Contents: • Main Menu • Position Details • Applicant Information • Application Documents • Application References • Application Status & Visit Details • Viewing Comments Academic Personnel Systems http://www.ap.uci.edu/

35. Section 4: Reviewer’s Perspective Main Menu • Listing of open positions is displayed • Clicks on position to view Applicants

36. Section 4: Reviewer’s Perspective Position Details • Basic applicant information is displayed

37. Section 4: Reviewer’s Perspective Applicant Information • Select an applicant • Background information appears first

38. Section 4: Reviewer’s Perspective Applicant Documents • Applicant documents are displayed on the Applicant info page • Click on “Filename” to view a particular document

39. Section 4: Reviewer’s Perspective Applicant References • Letters of reference displayed • Click on “Filename” to view

40. Section 4: Reviewer’s Perspective Applicant Status & Visit Details • Reviewers can see Applicant’s status • Visit date & details are available

41. Section 4: Reviewer’s Perspective Viewing Comments • Reviewers can add comments • Comments from other reviewers are viewable

42. Next Steps • Timeline for next steps: • Unveiling • Training • Phase II • Attaching FAST OEOD Survey & Search Activities Statement Academic Personnel Systems http://www.ap.uci.edu/

43. Acknowledgements Linda Halsey Arias - Coby Bassett - Bill Cohen - Peggy Munhall John Clark - Deborah Heck - Gabor Mester - Thuy Thirawankanok

44. Thank you! Thank you for attending this presentation. Stay tuned for more information in Winter 2006! Academic Personnel Systems http://www.ap.uci.edu/