The Employment module allows staff to manage the process by which people apply for jobs at the school. Job applicants can apply for open positions using the online job application. The school can then manage applicant progress via the application checklist.
Online Job Application
An online job application is included as part of the Employment module and acts as the vehicle by which job applicant and future faculty/staff records are created. A link to the Online Job Application is available under the Other section on the Employment homepage. The school may work with their Account Manager to configure of the application so that it reflects what data they are interested in capturing from their applicants. The online job application includes the following sections: personal (demographic information), employment, education, certifications, languages, references, and attachments.
When submitted, the online job application automatically creates an applicant and application record for the prospective faculty or staff member. There are a number of components that will require attention and follow-up by HR to process the application. These components are outlined in further detail in the Employee Applicant Workflow table below.
The employee application is comprised of multiple components that capture information about the applicant. Most application components are available on the online application itself for data input by the job applicant, while other application components are used internally by school staff to manage applicants’ progress.
Application Record General Tab
The General tab on the application record includes demographic information and presents a basic summary of the applicant’s:
- Position Applying For
- Qualification for Open Position
- Likely Interview Data/Location
- Employment Background
Schools may also use the “Next Communication” and “Application Status” fields to help manage the progress of each application.
Employment Application Checklist
The employment application checklist is populated when the job applicant submits the online job application. This checklist is available from the “Checklist” tab on the application record. HR staff may use this checklist to manage the “To Do” items for applicants such as scheduling interviews and manage follow-up between the school and the applicant (e.g. acknowledgment sent, decision tracking, new hire processing, etc.). The application checklist can be used in conjunction with other tabs on the application record to keep track of where the applicant is in the application process.
When the online job application is submitted, a checklist item record is automatically created for the interview. HR staff can use the “Interviews to be Scheduled” report located under the Today section on the Employment homepage to view which applicants require follow-up for their interviews. Using this report, HR staff can view all interviews that are scheduled or need to be scheduled, but are not yet complete.
Reference records are created automatically at the time the job application is submitted and are available on the “Reference” tab of an application record. References may be viewed from the references tab on the applicant record as well, however, they should only be added from the application record itself. HR staff may use the “References Needing Action” query to view all the applicant references that need to be contacted. Each reference record contains which applicant this reference is for, the type of reference (e.g. character, peer, prior employer, etc.), and contact information. When the reference has been contacted, schools can enter a “Contact Date” to indicate to others that follow-up has been completed with the reference. The notes field pulls in contact and address information from the online job application and can also be used for recording any details from the reference about the applicant.
Applicant Review Management
Once the applicant completes the required application checklist items (e.g. interview) the school will likely review their qualifications and performance. There are two tabs available on the application record that facilitates the review process for a prospect employee.
The Ranking tab provides a place for each school level and the school head to indicate how well they believe the applicant matches or fits for the open position within their particular division. Ranking options include: top quality/match/fit, satisfactory, or low quality/match/fit. The notes field is also available for each school level to explain their ranking.
The Reviews tab allows HR staff to enter faculty, staff, or administration reviews of the applicant using the input grid. This could include reviews from members of the interview committee or faculty members that may have observed a class taught by the prospect faculty member. Scores can also be awarded to the applicant. Applicant reviews can be searched for using the “Find Applicant Reviews” query located under the General section on the Employment homepage.
Employee Applicant Workflow
The workflow for reviewing, processing, and accepting/declining job applications will be slightly different for each school. For example, steps 2-4 below may not be followed in the exact order, but this example workflow process provides a basic outline of the hiring process available through the Employment module.
STEP 1: Application
|Prospect Employee submits Online Job Application|
The Online Job Application is made available on the school website. Applicants apply for the job by submitting the online job application. This application includes basic demographic, employment, education, and certification information. Applicants are also able to include references and attachments (such as a resume or CV) through the online application. Upon submission of the application, the following records are created:
STEP 2: Job Interview is Scheduled
|HR schedules interview|
Using the “Interviews to be Scheduled” report, the HR department can view which applicant’s need interviews scheduled. Because the interview record is an application checklist item, all information entered via the report will update on the applicant’s record.
STEP 3: References contacted
|HR contacts applicant’s references|
When the online job application is submitted Reference records are created for each of the applicant’s references they specified on the form. References requiring action by HR staff can be reviewed from the “References Needing Action” report located under the Today section on the Employment homepage. The “Contact Date” may be recorded to indicate when the reference was contacted by the school.
STEP 4: Applicant Reviews
|School members (e.g. other faculty or administration members) review the applicant|
Members of the interview team or other faculty/staff members may submit reviews of the applicant. Reviews are tracked on the “Review” tab on the applicant’s application record. Applicant rankings per school level can also be recorded on the “Rankings” tab.
STEP 5: Hiring Decision
|School makes hiring decision|
When all the job applicant’s checklist items are completed, the school can make their hiring decision. The hiring decision can be tracked on the application record using the “Application Status” field. When the status is switched to “Offer: Awaiting applicant decision,” the application record will appear in the “Outstanding Offers of Employment” report. HR can use this report to track the offers that are awaiting the applicant’s decision. The application checklist item should also be updated accordingly to reflect the current state of the application (e.g. check “Decision Letter Sent.”)
STEP 6: Job Offer Decision
|Applicant makes job offer decision|
The applicant accepts or declines the job offer. Schools can track this decision by checking the “Decision on Offer” checklist item and recording the applicant’s decision in the notes field for the checklist item.
STEP 7: HR finalizes hiring decision
|HR processes Applicant’s job offer decision|
If the applicant accepts the offer, HR staff may update their “Application Status” to “Offer accepted.”