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1. Timeslots 3 30 PM 4 00 PM Timeslot Information 4 30 PM email packet to self Ghemp Interview Time 10 26 2009 12 00 AM Remove Selected Timeslots Create Packet Mass Email Reserved Slot To add a timeslot to a session 1 Click the Add Timeslot link 2 The Timeslot Information screen appears 3 Inthe Interview Time field enter the interview time that you would like to add 4 Click the Save button To remove a timeslot from a session 1 Click the check box next to the timeslot s that you would like to remove 2 Click the Remove Selected Timeslots button To change a timeslot 1 Click the interview time link The Timeslot Information screen appears 2 Inthe Interview Time field change the interview time 3 Click the Change Time Reserved button Enter the new interview time and click Change 12 15 PM Time Reserved 1 15 PM 1 45 PM Timeslot Information 2 15 PM Interview Time 3 30 PM Reserved Slot Change Time Reserved 4 30 PM 41 To reserve a timeslot 1 Click the interview time link The Timeslot Information screen appears 2 Enter the name of the reserved slot that is Reserved or Break in the Reserved Slot field 3 Click the Change Time Reserved button Enter the name of the Reserved Slot and click Change 1 15 PM Time Reserved 12 15 PM 1 45 PM Timeslot Information 2 15 PM 3 30 PM Interview Time 3 30 PM Reserved Slot 4 00 PM AFTERNOON BREAK
2. Click the icon in the Action column to instantaneously generate one of these reports The custom report will open in a new window and you can then export the results to among others a PDF or Excel spreadsheet 62 STUDENT SCHEDULES A student can search for schedules by highlighting the Schedules menu The following is the submenu for the Schedules menu Home Home My Account Employer Directory Job amp Internship Search On Campus Interview Schedules Ca Sign up for interviews I qualify form View amp apply to schedules a student qualifies for VIEW ALL Upcoming Schedules gt View all future schedules Qualifying and Non Qualifying Note Main menu and submenu items can and may have been renamed however the functionality for these menus will remain the same QUALIFIED SCHEDULES Only schedules that a student qualifies for will be displayed under the Qualified Schedules menu A student will be able to Sign up or request an interview from this menu Once the student clicks on the Sign up for interview qualify for hereafter referred to as the Qualified Schedules menu they will see the schedule search criteria page Qualified Schedule Search Keyword s Interview Date Organization Name Classification Graduation Range Degrees Majors click Add Alumni Freshman Graduate Program Phd Bachelor s Certification Da WW Schedule ID Job Category Position Type
3. You can change the Signup Method Add Click Update once Weeks Before and Target Day for any of the entries in the timeline templates changes you have made all Click Add to create another entry for this template 6 Click Save once you have made all changes to the template 56 Creating Timeline Templates 1 Goto Tools gt Setup gt Schedule Timelines Templates This is the page you will see next Manage Timeline Edit Timeline 1 Open Monday Interview Timeline Name 1 Open Monday Interviews 2 Highlight and delete the contents of the Timeline Name field Type the name of the new timeline template in this field 3 Using the Schedule Type dropdown select whether this will be an Open Preselect Preselect Continuous or Resume Collection schedule 4 Click Create as New 5 You will now see timeline entries Signup methods in the lower part of the screen Make any changes to the Signup Methods see Editing Timeline Templates above 57 PACKET AND SYSTEM EVENT EMAIL TEMPLATES There are two types of templates Packet and System Events To ensure that your automated schedule processes for admin student and employers runs smoothly you will want to review the Packet and System Event Templates in your system PACKET TEMPLATES Packet templates include the cover pages for resume packets There is a separate template for each type of packet in the system To access these Templates go to Too
4. Note Any system event noted as nightly is not generated by a user action They are generated every night at midnight based on certain dates that relate to the event The e mails sent for these events will always use the e mail address in the From Default field BCC Any e mail address entered here will be entered as a BCC on any e mail generated for an event Subject This is the default subject that will be used for the generated e mail Enabled Check this to turn on a system event If Enabled is not checked no e mail will be generated for a given event Any system event that is Enabled will have an asterisk next to it s name Lag Days Some nightly system events have a Lag Days option This option determines how many days prior to an event occurring will the e mail for this event be sent For example in the graphic above the Student Schedule Approaching Interview system event sends a reminder e mail to students signed up on an interview schedule when the interview date is approaching The lag days setting in this example it s 2 tells Interfase to send this reminder e mail 2 days prior to the interview date Note The body text for a system event e mail is the contents of the Word doc template associated with a system event This Word doc is a merge document as the e mail can contain data merged in from Interfase However system event e mails are sent as text only e mails therefore you should not include any formatting bold i
5. C 399999999 Harry Clapham Tt EN Trainer Remove garcia Isabel Garcia Er d r Remove K asis Walker l cunningham Laura Cunningham Er deit Remove Walker eee Johnson_Lori_439 Lori Johnson EN Walker Remove S BS ZE ix E Dog Adamemj Mary Jo Adams Tt Walker Remove C Anderson_Nancy_679 Nancy Anderson Eu SE Remove rainer rsherre Rachel Sherrell T Eh ee Remove Trainer CREATING A PRESELECT CONTINUOUS SCHEDULE A Preselect Continuous Schedule involves a system AND Employer screening process Students who meet the requirements can request an interview but the employer ultimately chooses which students can sign up for an interview timeslot With Preselect Continuous Schedules the employer needs to be aware that they must continuously make decisions on students In creating a Preselect Continuous Schedule you control the different periods of time when things will happen This schedule is different from the Preselect Schedule because some periods are combined 28 1 Preselect Continuous Open To Requests This is the first day students who meet the requirements can request an interview They will need to submit their resume and any other required documents The request period opens at 12 05 AM Central Time 2 Preselect Continuous Closed To Requests This is the last day students can request an interview The request period closes at 11 59 PM Central Time 3 Sign up Closed This is the last day Accepted student
6. CREATING A RESUME COLLECTION SCHEDULE ci EE 32 ACCESSING PENDING SCHEDULE S rerema Soraa reir 34 APPROVING PENDING SHCEUDLES usara de 35 SCHEDULE CALENDAR e e e Leo 37 ACCESSING AND MODIFYING AN INTERVIEW SESSION ccoconncccconononcnonononinonono nono nono nono nono nono nono nono nnnnncnonnnos 40 DELETING AN INTERVIEW GEGSGION ccecccccccccceccencceceeceeeeeceesecneeeeesseennaeeeeesennaaeeeessunnaeeeeseenieaeesens 44 DELETING AN INFORMATION GEGSGION non cnononnn nono onnnn ocn nc cnnnnn nn nr cnnnnnnnanccnns 44 Riga lee EBI EE 45 SCHEDULES TOOLS AND SETUP cccsssssscccssscccssssssecccssssssssssssssssscsssseceeeessssesssssssssssscsssseeeeeseesesseseen 47 TIMESLOT AND TIMELINE TEMPLATES ooocccccococonncnonononononononononcnnnconono nono connnnnn cnn connnnn corro naar nn nr rrnnnnn nc nccnnnnnss 47 PACKET AND SYSTEM EVENT EMAIL TEMPLATES ENEE 58 O RE 61 DY RE A E A A E A A NE A 62 STUDENT SCHEDULES csscccssccssccsccccsssssssssssssssesssssececsssssssssssssssssscsssecceseesssssssssssssscssessseeeeesstsssseseee 63 CUT Me VE os SS EDILES vege eG cee 63 VIEWING AND APPLYING FOR QUALIFIED SCHEDULES wooo cee ceceecceseneeeesenaeeeeseneeeesenneeeeeeas 64 FUTURE SOE RN RER 67 ACCESSING SCHEDULES THROUGH A JOB SEARCH ooocccccconononinonononcnonononinonono nono nono nono nonn nn no nnnn naco nan ncccnnnos 69 EMPLOYER SCHEDULE Sd 70 SCRE DULELIS E 70 CREATING A NEW SCHEDULE REQUES Eure oeeacdda 12 MANAGING A PRESELECT LIST FOR A PRESELECT S
7. Classification Job Category Degrees Position Type Majors click Add Schedule Type On this page students can specify any criteria they wish to use in searching for interview schedules They could also leave this page blank not specify any criteria to see all future schedules In either case the student will click Search This will bring up the schedule search results page Schedule Search Results Change Criteria Save Search W 1 2 gt gt Page 1 of 2 items 1 to 10 of 13 Schedule ID Organization Name Linked Jobs Interview Date Schedule Type Current Signup Method 594 Adam s Bicycle Shop 1912 Store Manager 11 07 2009 Preselect Accepted Students Sign up 1913 Bike Repair Wo Open man Caring for Kids 1843 Foster Parent 11 07 2009 Preselect Accepted Students Sign up 1844 Social Worker Open 1845 Care Worker AP Green Industries 1924 test 11 07 2009 Open Sign up Open Chris O s Steakhouse 1926 Brisket Slicer 11 07 2009 Open Sign up Open 11 07 2009 CSO Research Inc 1916 schedule filled 11 06 2009 Open Sign up Open message test A student can access a schedule profile by clicking on the Schedule ID Organization Name or Linked Jobs in the search results page O Do you want students to be able to view all active schedules with past and future interview sessions By default students only see schedules with future interview sessions NOTES 68 ACCESSING SCHEDULES THROUGH A JOB SEARCH If you have
8. Click Save Picks Employers can click C First Name Last Name Status Selection Submitted Docum on any of these PDF icons to view individual student s Jewel Cummins cepted Not Accepted submitted documents Anthony Covalli ccepted Not Accepted C Lynn Berger ccepted Not Accepted Mary Jo Adams pted Not Accepted Or they can click Create C Nancy Anderson Accepted Not Accepted Packet to have a packet of all documents emailed to them Dl check to email packet to se Create Packet Mass Email To Accepted Ke Employers Geer these columns to make selections By default an Employer can NOT mass email students in the Or if they are accepting all students they can click Preselect Activity List However you may wish to turn this option Accept All under Page Functions on to your employers 73 If the employer wants to accept all of the students in the preselect activity list they can click Accept All on the left side of the page under Page Functions The employer would still need to click Save Picks A Accept All toggles the Accepted status for each student The next prompts will depend on whether this is a Preselect or a Preselect Continuous Schedule Preselect Schedule Preselection Process 1 After making status selections and clicking Save Picks the following page will appear Viewing Schedule 615 Chris 0 s Steakhouse Linked Jobs 1929 Apprentice Butcher Click Submit P
9. Spring 2009 Resume we References Once a student has selected the documents he she should click the Save button to submit the information The student then receives a confirmation message You have successfully submitted a request to interview PRESELECT amp PRESELECT CONTINUOUS SCHEDULES Accepted A Alternate Candidates Signup When a student is accepted to interview he she must follow the same sign up procedures as an Open schedule In other words they will need to sign up for an interview timeslot students will not need to choose documents to submit however they may change the documents that they submitted when they requested to be interviewed NOTE If in your system you have the system event automatic emails enabled for the preselect process then students will receive an email once the employer makes their decisions chooses students as Accepted Not Accepted or Alternates NOTES FUTURE SCHEDULES Students will be able to see all future schedules under this menu whether or not they qualify for the schedule However they will not be able to sign up or request an interview from this menu To access all future schedules the student would click on VIEW ALL Upcoming Schedules under the On campus Interview Schedules menu They would then see the Future Schedules search page 67 Schedule Advanced Search Keyword s Schedule ID Interview Date et i Schedule Reference a Organization Name Status
10. Year Year Schedule Type Account Management Planning Accounting Accounting Auditing Actuarial Co op Full time Entry Level Full time Experienced Internship hos Open Preselect Preselect Continuous Resume Collection On this page students can specify any criteria they wish to use in searching for interview schedules They could also leave this page blank not specify any criteria to see all schedules that they qualify for In either case the student will click search This will bring up the schedule search results page A student can access a schedule profile by clicking on the schedule ID Organization Name or Linked Jobs in the search results page 63 The clickable column headers can be used to sort the search results Schedules Change Criteria Schedule ID Organization Name Linked Jobs Interview Date Current Signup Method che pe Cy S p 594 Adam s Bicycle Shop Store Manager 11 07 2009 Accepted Students Sign up Preselect Bike Repair Wojman Open 611 AP Green Industries test 11 07 2009 Sign up Open Open 602 Caring for Kids Foster Parent 11 07 2009 Accepted Students Sign up Preselect Social Worker Open are Works A schedule ID with a black arrow next to it indicates that Students can view their Schedule Activity by going to My Account gt My Activity Schedule Activity tab the student has performed an action on the schedule des REVIEW When creating a schedule the admi
11. ae Change Time Reserved 4 30 PM Adding a student to a timeslot Page Functions Timeslot Information After you click on Add Student From Wait the appropriate timeslot these Interview Time 10 15 AM are the buttons you can use to Reserved Slot add students to Add etude e the timeslot Change Time Reserved There are 4 ways you can add students to timeslots though only three of them are usually recommended The recommended ways to add a student are 1 Adding a student who is on the Waiting List to a timeslot e Click the interview time link for the slot you want to add the student to The Timeslot Information screen appears e Under Page Functions click Add Student From Wait List e Click the Add Student link under the Action column Waiting List User Name First Name Last Name Primary Email csostudent Berger Retail Management Trainee Add Student vern Roberts Retail Management Trainee Add Student Chen_Susan Sus Chen Retail Management Trainee Add Student 42 2 Adding a student who is on the Preselect Activity List to a timeslot e Click the interview time link for the slot you want to add the student to The Timeslot Information screen appears e Under Page Functions click Add Student From Preselect Activity e Click the Add Student link under the Action column Preselect Activity Primary Email Name Job Retail Management Trainee Add Student User Name jroberts John Roberts f Che
12. section was completed in STEP SIX Profile View Session Information ession Information Edit Session 1D 531 Organization Name Chris 0 s Steakhouse Interview Date 12 5 2009 Interview Duration 30 Interview Location Bldg 326 a Interview RM 70 Session Information Bring an updated copy of your resume Status Active Created 9 21 2009 11 18 AM Modified 9 21 2009 11 19 AM By default the system will fill in the Contact person s name that is linked to this schedule Recruiters Edit Billy Bob tucker Click the Edit to change the Recruiter or to add additional Recruiters for this interview session Timeline For Schedule 558 Schedule Type Preselections Due Date Freeze Date Time Current Signup Method Allow Waiting List Allow Alternates Scheduled Timeline Changes 13 No No No timeline has been created for this schedule Edit The Timeline section will be completed in the next step s Here is an interview session with the timeslots added You will need to add in a lunch break and or any reserved breaks if necessary Timeslots Add Timeslot Interview Time Student Submitted Documents Change Documents Check in Date Time Reference Schedule ID Job Action 9 00 9 30 10 0 10 3 11 0 11 3 12 0 12 3 1 00 1 30 2 00 2 30 3 00 poa Fe Fe DD o 0 4 AM AM 0 AM 0 AM 0 AM 0 AM 0 PM 0 PM PM PM PM PM PM Don t forget to add your reserved timeslot
13. Changes Date Signup Method 7 13 2009 Sign up Open 9 18 2009 Sign up Closed STEP TEN Complete the Control Information section Control Information Schedules MUST be active for students to see them 1 Click Edit in the Control Information section 2 Schedule Filled This field will automatically set to Yes once all timeslots have been filled This will prevent other students from signing up for timeslots and will activate the waiting list if in use You can also manually set this to Yes if necessary For example if an employer decides that there are enough students on the schedule and would like to interview only those students then you could set this to Yes 3 Status should be set to Active once the schedule is ready IMPORTANT Schedules must be Active for students to see them 4 Created this field reflects the date and time that the schedule was originally created and it cannot be edited Modified this field shows the date and time that the schedule was last modified and it cannot be edited 6 Click Save once you have made all changes Schedule Filled No Status Created 9 21 2009 4 19 PM Modified 9 21 2009 4 20 PM Will automatically change to Yes when all slots are filled can also be manually set on OPEN SCHEDULES MANAGING THE WAITING LIST STEP ELEVEN OPTIONAL Managing the Waiting List If you decided to turn on the Waiting List in STEP EIGHT then the Waiting List funct
14. End Date Session Interview ID Date Interview Location Interview Room Recruiter Session Information Status Link to Schedule 563 10 29 2009 Billy Bob Tucker Add Session A e Only future sessions with an Active status will appear in the Future Sessions section e Under the Link to Schedule column click Add Session next to the session you want to link this new session to e You will be taken back to the schedule profile NOTE If you choose the Link to Existing Session option there is no need to configure the timeslots This has already been done on the existing session and will be copied over to the new session 3 Complete the Session Information section a Under the Session Information section use the calendar picker to select the Interview Date You can also use the Room Calendar icon to choose the Interview Room provide more location details in the Interview Location field and specify other important information in the Session Information field You also need to give the session a Status Remember only schedules with Active sessions can be seen by students b Click Edit next to the Session Information section to specify the Interview Duration Interview Location and Room Assignment 4 Create the timeslots IMPORTANT This step only needs to be completed if you chose to Create New Session in Step 1 above There are two different options you can follow to create the Timeslots for an Interview Session Option 1 Configure t
15. Inter new name of the timeline Timeline Name 05 Preselect Monday Interview template here Signup Method Sign up Closed 1 Saturday Edit Remove Request Period Open k Update Cancel Request Period Closed 2 Monday Edit Remove Accepted Students Sign up Open 1 Monday Edit Remove Remove Timeline use this button to delete Edit Timeline use this dropdown to choose the timeline template you want to edit timelines that you will not use Manage Timeline You can edit the schedule type here You can also remove entries Preselect wi Signup Method Weeks Before Target Day Action Schedule Type Sign up Closed 1 Saturday Edit Remove Request Period Open 4 Monday Edit Remove Request Period Closed 2 Monday Edit Remove Accepted Students Sign up Open 1 Monday Edit Remowe Go to Tools gt Setup gt Schedule Timelines Templates Use the Edit Timeline dropdown to choose the template you wish to edit see screenshot above The template will To edit the name of the timeline template type the new name in the Timeline Name field You can also use the dropdown to change the Schedule Type To change any of the Signup Methods click Edit next to it For example in the above screenshot can click Edit next to Request Period Open if want to change the Target Day to Sunday This is what would see next Weeks Before Target Day Action
16. and the timeslots will be displayed Timeslots e View student profile and resume click the student name e Sort the list of students click on any column heading e Create a resume packet click Create Packet to include resumes for all Interview Time Student Submitted Documents 9 00 AM Anthony Covalli 9 30 AM Lynn Berger El s By default an 10 00 AM Morning Break Employer can NOT mass 10 15 AM Mary Jo Adams E BECHET EE Employers can aa Interview Session create their Interview ae However you may wish Session packet or SE SE to turn this option on to email the packet An silt your employers Interview Session 2 00 PM Nancy Anderson T Packet contains the 2 30 PM Afternoon Break interview session uae cover page and the 3 15 PM Jewel Cummins student resumes of E those signed up for a 4 15 PM timeslot on the Dl check to email packet to self interview session 76
17. dav enter the earliest date first Once you click Save this is a portion of the screen you will see Timeline Schedule Type Preselect Continuous Preselections Due Date These are the timeline Freeze Date Time entries that were Current Signup Method Click Edit to automatically added Allow Waiting List No make changes to when you completed Allow Alternates No this section the Timeline Name and Schedule Date Scheduled Timeline Changes fields in the previous Date Signup Method step 10 5 2009 11 20 2009 Preselect Continuous Open To Requests Preselect Continuous Closed To Requests 12 16 2009 Sign up Closed STEP NINE Edit the Timeline section 1 Click Edit next to the Timeline section This is the screen you will see next Preselections Due Date optional this is the date by which the employer should have made their Timeline preselect choices Viewing Schedule 581 Chris O s Steakhouse Linked Jobs 1904 Head Butcher Complete the Freeze schedule Type Preselect CorMinuous Date Time field if applicable See notes Preselections Due Date m These are the timeline Freeze Date Time SS changes thatwere Current Signup Method Current Signup Method automatically added Allow Waiting List Click Edit if you would S EE like to change them SE Choose Preselect Une ie Requests if this schedule s request period should open Scheduled Time
18. e mailed You can used the HTML editor controls to add formatting such as bold and italics bulleted lists or inserting web links SYSTEM EVENTS EMAILS The events listed in the Manage System Events section are system emails Each event listed is an email that is sent by the system based on when that event occurs and certain options in that event To access these Templates go to Tools gt Setup gt Templates gt Manage System Events Here are the system event email templates you will want to review possibly customize and enable when working with Interview Schedules ADMIN Employer Submitted Schedule Preselect Picks Occurs when an employer submits preselection picks Edit Occurs if preselect picks have not been completed It is oe Presciects FHecOmpices sent when the preselect due date is the number of lag Edit nightly d ays away ADMIN Schedule Full Occurs once all sessions for a schedule are full Edit ADMIN Student Cancelled Occurs when a student cancels an information session Edit Infosession RSVP RSVP ADMIN Student Cancelled Occurs when a student cancels off an interview Edit Interview timeslot AD S EE Changed Occurs when a student changes an interview timeslot Edit Interview Time Occurs if preselect picks have not been completed It is eee rleccice sent when the preselect due date is the number of lag Edit Incomplete nightly d ays away EMPLOYER Schedule Occurs to notify an emplo
19. example let s say that today is 8 31 2009 If created this schedule today then the Request Period Open entry will not take affect until tomorrow since all Open signup methods begin at 12 05am CST If want students to be able to request an interview now would change the Current Signup Method to be Request Period Open If you want the first Scheduled Timeline Change to take place like it is scheduled to leave this field blank scheduled Timeline Changes these are automatically populated based on the selections you made in the Timeline Name and Schedule Date fields in STEP SEVEN However you can edit them if you wish Click Edit next to the entry you want to modify make the changes and click Update You can also click Remove to delete the entry If you chose Yes to Allow Alternates remember to add an entry to the Timeline for Alternate Students Sign up Open To do this click Edit in the Timeline section then click Add Event next to Scheduled Timeline Changes Under Add New Event choose the date you want to allow alternate students to be able to sign up for a timeslot choose Alternate Students Sign up Open and Click Add Event Click Save once you have made all changes and you will be taken back to the schedule profile Here is the completed timeline for a Preselect schedule without Alternates 21 Timeline Schedule Type Preselect Preselections Due Date 9 14 2009 Freeze Date Time 9 26 2009 9 00 AM Current Signup Method
20. if selections you would like to make Parker Thomas 218 Thomas Parker more selections 22 STEP FOUR Either click Submit Picks or Return see below for details 1 If you click Submit Picks If any students are still marked as Requested they will be changed to Not Accepted if you click OK on the below message Microsoft Internet Explorer y Click OK to Finalize your selections For this schedule Any students currently marked Requested will be marked as Mot bh a 2 Accepted Once your selections are Finalized an automatic e mail will be sent to each student Click CONCEL to continue making your selections After clicking on the OK button the system returns back to the Manage Preselect Activity list and this message will show Preselects picks have been submitted for this schedule This indicates that final picks are complete 2 Ifyou click Return This will save any selections decisions that were made and the system will return to the Manage Preselect Activity list The system also notifies the employer admin that Selection has begun for this schedule This indicates that picks have been started but are not complete 2 Mass Email students in the Preselect list STEP ONE Click Manage Preselects under Page Functions in the schedule profile STEP TWO Next to the Mass Email To button choose which group of students you wish to mass email STEP THREE Click the Mass Email To button email packet to s
21. is set up you may or may not allow employers to edit a schedule If you do allow employers to edit their schedules they can click Edit next to any sections that they have permissions to change NOTE Employers can now also access their existing schedules through the My Jobs menu button if they have any jobs that are linked to schedules 71 Home My Profile Student Search Resume Books My Jobs My Interview Schedules Career Events Sign Out New Job In the job search results any jobs that are linked to schedules will have a blue icon next to them Clicking on this icon wil expand the job listing and information about the linked schedule will display Employers can then click on the or the schedule ID to access the linked schedule Page 1 of 1 items 1 to 6 of 6 Job Title Status Activity ly Head Butcher Brisket Smoker asdfasdf Brisket Smoker Brisket Slicer Apprentice Butcher Page 1 of 1 items 1 to 6 of 6 CREATING A NEW SCHEDULE REQUEST If enabled in your site employer contacts can submit a new schedule request by clicking on New Schedule Request under My Interview Schedules on the menu bar Posting Information You can require employer Organization Name CSO Research Inc contacts to link d job to this Link Jobs Select existing job s below or click Add New Job new schedule request C JobID Job Title Contact Name F 1922 Bobbi s Schedule Test Evan Robert Document Categories Document Categories so
22. it enabled in your site students can also access schedules through the job search function This is especially advantageous if you have turned off the Schedules menu to students see the Advanced Options section of this manual When students click on Job Search they will then see the Job Search criteria screen and the Related Schedule Search Criteria screen if turned on to students in Permissions Related Schedule Search Criteria Schedule Type Open Preselect Preselect Continuous Resume Collection Interview Date Only Jobs With Interview Schedules From this screen students can search for jobs linked to schedules based upon the schedule type or interview date They can also specify to ONLY see jobs that are linked to interview schedules Once students have made their criteria selections they should click Search They will then see the job search results page Job Search Results Change Criteria Save Search Create Job Agent If lt i gt gt Page 1 of i items i to 3 of 3 The O icon next to a Job ID indicates ral yl y sy that the job Apprentice Chris O s Steakhouse 10 9 2009 11 5 2009 E e Butcher is linked to a Bike Repair Adam s Bicycle Shop 10 5 2009 11 1 2009 Wollman schedule 1912 Store Adam s Bicycle Shop 10 5 2009 11 1 2009 Manager gt Page 1 of 1 items 1 to 3 of 3 Job ID Y Job Title Organization Name Position Type Job Location City Stat In the job search resul
23. last interview for this template will start Be sure to change the radio button to PM if the last interview for this template starts in the afternoon IMPORTANT You must enter the First and Last Timeslot Start Times as hh mm or the template won t be created 7 Click Add Timeslot Your timeslots are now created SS Time Reserved Slot Action 12 00 AM Edit Remove 9 00 AM Edit Remove 9 30 AM Edit Remove 10 00 AM Edit Remove D D 10 30 AM Edit Remove Click Edit next to any TEOT remove Click Remove to timeslot to change the 11 30 AM Edit Remove delete a timeslot time or to reserve that 12 00 PM Edit Remove timeslot 12 30 PM Edit Remove 1 00 PM Edit Remove 1 30 PM Edit Remove 2 00 PM Edit Remove 2 30 PM Edit Remove 3 00 PM Edit Remove 8 You can also reserve timeslots if you would like For example to add a noon lunch period to the above timeslots click Edit next to 12 00 PM type Lunch in the Reserved Slot field and click Update 9 To remove any timeslot click Remove next to that slot 49 TIMELINE TEMPLATES When your Interfase site was created some timeline templates were preloaded into it You can use these templates as they are or edit them if you need to You can also delete them and or create new templates Please see the Default Timeline Templates section below for more information on the preloaded templates Default Timeline Templates By default you
24. or month depending on the view you are in am Qam 10am e To open an event in the calendar double click the event Double clicking an Interview Session will take you directly to the schedule that the session is linked to unless there are multiple schedules linked to the session In this case you will see a window that lets you click on the schedule you would like to go to Double clicking an Information Session will take you to the info session profile Double clicking a Scheduled Timeline Change will take you to the day view and you will see a clickable link to the schedule as well as the specific timeline change that will take place on that day Double clicking a Schedules Preselects Due entry will take you to the day view with a clickable link to the schedule 39 ACCESSING AND MODIFYING AN INTERVIEW SESSION To access an Interview Session in the Schedule Profile click the Session s interview date link under the Interview Date column Posting Information Schedule ID Schedule Reference a Organization Name Chris O s Steakhouse Linked Contact gt Billy Bob Tucker Linked Jobs To select existing job s click Add Existing Job or click Add New Job Job ID Job Title Action 1904 Head Butcher Unlink Linked Info Session amp Chris Info Session 10 3 2009 1 00 PM Sessions Interview Location Interview Room Recruiter Session Information Status Billy Bob Tucker Active
25. to use in your schedule search such as Organization Name Classification and Majors To make multiple selections for one field hold down the Ctrl key as you click each value Schedules Search Criteria Schedule Advanced Search Cear 7 Keyword s Schedule ID Interview Date Ha THE Session ID Organization Name Schedule Reference First Name Applicant Type Co op Intern Full time and Part time Last Name Classification Status Graduate Program 3 Phd ka Degrees Bachelor s Certification Picks Submitted Master s Other Job Category Majors click Add Position Type Full time Entry Level Full time Experienced Qualifiers Internship Schedule Type Open Preselect Preselect Continuous Resume Collection Once you have chosen your criteria click Search to see the results You can also click Search without entering any criteria to see all schedules in your site Schedule Search Results Y Picks Not Started Y Picks Started Not Complete Schedule Search Results Change Criteria Save Search Current Signup Method Status Activity IK lt gt gt Page 1 of 35 items 1 to 10 of 343 Schedule ID Organization Name Linked Jobs Interview Date Schedule Type vr Yv Yv Y Y 469 General Capital 7 7 2010 Sari CHANGE SEARCH CRITERIA 459 American National 10 14 2009 i itarial li Gene deng Click the Change Criteria link to 496 CSO Res
26. CHEDULE A 13 ACCESSING AN INTERVIEW SESSION variada 19 SCHEDULES DATABASE What is a schedule A schedule is an Interfase component that allows administrators to manage on campus interviews In this section of the manual we will cover the different types of schedules as well as go through examples of how to create each type TYPES OF INTERVIEW SCHEDULES Currently an admin can create four Schedule Types in Interfase and each type has a coordinating timeline These types and their coordinating timelines will automate how and when the students employers view perform action on the schedule 1 OPEN Involves a system screening process ONLY Students who meet the requirements can sign up for an interview timeslot Je PRESELECT Involves a system AND Employer screening process Students who meet the requirements of the job that is linked to the schedule can submit an interview request Once the deadline is reached employers review interview requests and make decisions on all interview candidates Alternate interview candidates may be selected Accepted candidates must wait to sign up for an interview until the sign up date is reached Alternate candidates must wait to sign up for an interview until the alternate sign up date is reached e PRESELECT CONTINUOUS Involves a system AND employer screening process Students who meet the requirements can submit an interview request The employer reviews interview requests and makes intervi
27. Request Period Open Allow Waiting List No Allow Alternates No Scheduled Timeline Changes Date Signup Method 6 31 2009 Request Period Open 9 7 2009 Request Period Closed 9 15 2009 Accepted Students Sign up Open 9 27 2009 Sign up Closed STEP TEN Complete the Control Information section Control Information Schedules MUST be active for students to see them Schedule Filled No Will automatically change to Yes Status when all slots are filled can also Created 9 21 2009 4 19 PM be manually set Modified 9 21 2009 4 20 PM 1 Click Edit in the Control Information section 2 Schedule Filled This field will automatically set to Yes once all timeslots have been filled This will prevent other students from signing up for timeslots and will activate the waiting list if in use You can also manually set this to Yes if necessary For example if an employer decides that there are enough students on the schedule and would like to interview only those students then you could set this to Yes 3 Status should be set to Active once the schedule is ready IMPORTANT Schedules must be Active for students to see them 4 Created this field reflects the date and time that the schedule was originally created and it cannot be edited Modified this field shows the date and time that the schedule was last modified and it cannot be edited 6 Click Save once you have made all changes a PRESELECT SCHED
28. The Session Information Recruiters Timeline and Timeslots sections are displayed To edit the Session Information Recruiters or Timeline sections click the Edit link Profile View Session Information Recruiters Session Information Edit Session ID 558 Linked To Schedules 5g3 chris O s Steakhouse Organization Name Chris O s Steakhouse Interview Date 10 26 2009 Interview Duration 0 Click Edit Interview Location to make any Room Assignment Un assigned changes Session Information to these 3 Status Active Created 10 1 2009 11 26 AM Modified 10 1 2009 11 26 AM sections Recruiters Edit Billy Bob Tucker Timeline For Schedule 592 Edit Schedule Type Open Preselections Due Date Freeze Date Time Current Signup Method Allow Waiting List No Allow Alternates No Scheduled Timeline Changes Date Signup Method 8 17 2009 Sign up Open 10 23 2009 Sign up Closed 40 Timeslots Add Timeslot Mo Interview Time Student Submitted Documents Change Documents Check in Date Time Reference Schedule ID Job fAction 8 30 AM 9 00 AM 9 30 AM 10 00 AM Break Edit Reserved Slot Place a check in the box next mo 7 to the Click an interview time 11 15 AM timeslot s you PRP link to change a timeslot wish to delete EEE 10 15 AM Edit Reserved Slot Lunch and click ee An Admin can Mass Remove E Email students on the Selected Bees E interview timeslots Edit Reserved Slot
29. This is the last day Accepted and Alternate students can sign up for an interview timeslot students can sign up until 11 59 PM Central Time EXAMPLE The employer Patty s Boutique will have 1 recruiter come on campus to interview for their Retail Management Trainee position Note that this example would be the same if more than one recruiter will be coming to interview for this position Refer to the CREATE A NEW SCHEDULE section for STEPS ONE through SEVEN of this process STEP EIGHT Complete the Timeline section The Timeline controls the progress of the schedule and is determined by the type of Schedule you are creating 1 Under Schedule Type use the dropdown to select the type of schedule you are creating In this example we are creating a Preselect Schedule 2 If you choose to you can complete the Preselections Due Date Freeze Date Time and Current Signup Method at this point However it is recommended that you wait until the next step to do so This way you can view all of the scheduled timeline changes and decide on the dates for these fields 3 The Allow Waiting List is NOT for use with Preselect schedules 19 4 Make your selection for Allow Alternates If you select Yes then the employer will be able to select alternate students in case one of the preselected students is unable to make their interview If you choose No the employer won t be able to select alternates IMPORTANT If you wish to allow alternate
30. ULES MANAGING PRESELECT ACTIVITY An Administrator will be able to manage the preselect activity section for any schedule There are several tasks that the administrator may wish to do from time to time 1 Make the Preselect Selections Although this task is intended for the employer an administrator may find that they need to perform this task for the employer Below you would choose which students are Accepted or Not Accepted if you are viewing a Preselect schedule with Alternates there will be a third option of Alternate You can also choose Student Declined if necessary STEP ONE Click Manage Preselects under Page Functions in the schedule profile 22 Click Manage Preselects to view ction Viewing Schedule 476 CS0O Research Inc the students who Linked Jobs 1898 Marketing Coordinator have submitted their me Disable Required Fields resume to this Se schedule STEP TWO Next to each student select Accepted Not Accepted or Alternate if available Student Declined this option is for the Student to decline an Page Functions A Viewing Schedule 476 CS0O Research Inc Accep ted status It is Accept All Linked Jobs 1893 Marketing Coordinator not viewable to Back To Schedule C User Name First Name Last Name Status Selection employers during the selection process Quick Search gt gt McEvoy_Mariah_981 Mariah McEvoy Accepted Not Pending w K K Accepted Declined Accept All La
31. all interview sessions Session ID Interview Date Interview Location Interview Room Recruiter Session Information Status assigned to this schedule di 9 16 2009 Old Main 3rd Floor Interview Rm 20 Amy Hester Active Delete Selected Sessions A i Timeline Timeline section contains ge mmm Schedule Type Preselect important schedule dates as Preselections Due Date 9 8 2005 well as all of the scheduled Freeze Date Time timeline changes that will Current Signup Method Request Period Closed Allow Waiting List No automatically take place as Allow Alternates Yes the schedule progresses Scheduled Timeline Changes Date Signup Method 7 6 2009 Request Period Open 7 24 2009 Request Period Closed Document Categories 8 3 2009 Accepted Students Sign up Open section allows for the selection of which documents a student must submit when SS applying for a schedule and for the selection of documents Document Categories Allow Selection Document Categories Require Selection they can submit Resume Resume 8 17 2009 Alternate Students Sign up Open 9 16 2009 Sign up Closed Employer Interview Request Information Edit Requested Schedule Type Preferred Interview Dates Requested Interview Length Employer Interview Request Information section if you allow employers to submit schedule requests First Interview Start Time through Interfase they will fill out this section Last Interview Start Time 12 S No of Rooms d
32. and all records linked to it Clicking OK the second time will remove the Info Session as well as any student RSVPs DELETING A SCHEDULE An administrator has the ability to delete a Schedule This will delete the Schedule the Interview Session s and ALL activity associated with that schedule To delete a Schedule click Delete under Page Functions in the schedule profile Page Functions A gt Viewing Schedule 592 Chris O s Steakhouse Manage Preselects 0 gt Linked Jobs 1904 Head Butcher Add Session Disable Required Fields Copy Schedule Move Preselects Profile View Posting Information Timelir Control Information Qualifiers Posting Information WW WM Ww Ww Ww External Link Schedule ID 592 SR Delete Schedule Options Would you like to delete the schedule and all linked jobs Gi No delete schedule do not delete any job linked to the schedule O Yes delete schedule and all jobs linked to the schedule You will be presented with two options 45 e No delete schedule do not delete any job linked to the schedule this will ONLY delete the schedule not any job s that are linked to it e Yes delete schedule and all jobs linked to the schedule this will delete the schedule AND all job s linked to It Click the radio button for the choice you want and then click Delete You will then see a confirmation message that will display what was deleted NOTE If there
33. applying for this schedule This option is available because for example some employers may want to require resumes and cover letters but also allow for the submission of letters of recommendation and transcripts 3 Click Save and Continue at the bottom of the page or complete the Interview Request Preferences section optional Document Categories Document Categories Allow Selection Document Categories Require Selection All checked documents in this column Resume Resume Cover Letters Cover Letters All checked documents in this column MUST CAN BE References L References BE selected by selected by students when they apply for L Faculty Evaluation Faculty Evaluation L Letters of Recommendation L Letters of Recommendation students when they apply for this schedule this schedule TT Unofficial Transcripts L Unofficial Transcripts STEP FIVE OPTIONAL Complete the Interview Request Preferences Section This section is normally only used by employers when they request an on campus interview However if you would like to use this section to record their preferences this is acceptable as well This section does not exert any control on the schedule It is ONLY for request purposes If you fill out this section click Save and Continue when you are done STEP SIX Create the Interview Session The Interview Session is where the date room and interview timeslots are Stored A Schedule can have more than one Intervi
34. ator has the ability to delete an Information Session STEP ONE Click on the Information Session from within the Schedule profile Posting Information Schedule ID 592 Schedule Reference 17 Organization Name Chris O s Steakhouse Linked Contact Billy Bob Tucker Linked Jobs To select existing job s click Add Existing Job or click Add New Job Job ID Job Title Action 1904 Head Butcher Unlink Linked Info Session amp Chris Info Session 10 3 2009 1 00 PM Click on the info session name STEP TWO Click on the Delete link under Page Functions You will be prompted 44 Page Functions A Viewing Event 287 Chris Info Session Emp Registrations 0 Disable Required Fields Stu Registrations 0 A Profile View Event Information Requirements Document Categories Timelines Materials Request Check Event Fees Customization Control Information Copy Event External Link Event Information Windows Internet Explorer Event Id 287 Event Type Info Session 2 Are you sure you want bo delete this event and all records linked Eo it Career Event Name Chris Info Session Slogan f Location Start Date Time 10 3 2009 1 00 F Pending Last Viewed gt gt gt gt Quick Search gt WM w Quick Links K If you select OK you will be prompted a second time Windows Internet Explorer K LAST CHANCE Are you SURE vou want bo delete this event
35. begin at 12 05am CST If want students to be able to request an interview now would change the Current Signup Method to be Preselect Continuous Open to Requests If you want the first Scheduled Timeline Change to take place like it is scheduled to leave this field blank 5 scheduled Timeline Changes these are automatically populated based on the selections you made in the Timeline Name and Schedule Date fields in STEP SEVEN However you can edit them if you wish Click Edit next to the entry you want to modify make the changes and click Update You can also click Remove to delete the entry 6 Click Save once you have made all changes and you will be taken back to the schedule profile Here is the completed timeline for a Preselect Continuous schedule Timeline Schedule Type Preselect Continuous Preselections Due Date 11 27 2009 Freeze Date Time 12 17 2009 1 00 PM Current Signup Method Allow Waiting List No Allow Alternates No Scheduled Timeline Changes Date Signup Method 10 5 2009 Preselect Continuous Open To Requests 11 20 2009 Preselect Continuous Closed To Requests 12 16 2009 Sign up Closed STEP TEN Complete the Control Information section Control Information Schedule Filled No Will automatically change to Yes Status when all slots are filled can also Created 9 21 2009 4 19 PM be manually set Modified 9 21 2009 4 20 PM Schedules MUST be active for students to see them 1 C
36. ccepted Accepted Anderson Choosing one of these Sherre o will send the resumes to the selected user s Berger s O Ee Wagner On SH Choosing this radio button will not send the resumes it will open a new window and display them Declined email packet to self O employer employer amp self 2 none Create Packet Once you choose the student s and the applicable radio button click Create Packet 26 Mass Email To Accepted 3 Click Create Packet and the resume packet will open in Adobe Reader 4 The first page that you see is the summary page On the left of this page is a list of the students who submitted a resume Below that there are two buttons a Download All This will allow you to download the summary page and the individual resumes to your computer in PDF format for individual viewing and or printing b Print View All Clicking this button will open the summary page and all of the resumes in one continuous form so that you can easily scroll down and view all of the resumes You can also print all of the resumes from this screen Summary 6 Student s Summary Adams Mary Jo Anderson Nancy Berger Lynn Clapham Harry Sherrell Rachel Wagner Chris September 29 2009 Hello Download All lets you quickly download all of the resumes to your computer in PDF format Print View All opens all of the resumes in one form for
37. chedule Approving the Schedule STEP ONE Edit the Timeline section a Click Edit next to the Timeline section b See one of the following sections of this manual depending upon the type of schedule you are approving for instructions on creating the timeline CREATING AN OPEN SCHEDULE CREATING A PRESELECT SCHEDULE CREATING A PRESELECT CONTINUOUS SCHEDULE CREATING A RESUME COLLECTION SCHEDULE STEP TWO Add the desired Interview Session s a Click Add Session under Page Functions on the left side of the page Page Functions A Manage Preselects 0 b Please see STEP SIX on page 10 for instructions on creating the Interview Session s STEP THREE Make sure that you change the schedule status from Pending to Active when finished Schedules MUST be Active for students to see them STEP FOUR Optional Link an existing info session or add a new info session to the schedule Please see STEP SEVEN on page 10 for instructions on linking and adding info sessions to schedules STEP FIVE Optional Link existing jobs to the schedule or add new jobs that will be linked to the schedule Please see STEP THREE on page 9 for instructions on linking jobs to schedules 36 SCHEDULE CALENDAR All events related to Schedules are located on their own calendar the Schedule Calendar This calendar can be accessed in two ways 1 Databases Schedules Schedule Calendar Home My Profile Tools Help Sign Out Students Employers C
38. chedule will display You can then click on the or the Schedule ID to access the linked schedule SCHEDULE PROFILE Access an existing Schedule Profile by clicking on the Schedule ID in the search results page Page Functions A Viewing Schedule 448 CSO Research Inc Page Functions in the schedule Linked Jobs 1559 Job Agent Tester Manage Preselects 3 gt b g profile aes 1835 Dog Walker These are the jobs that are linked copy Bebe 1849 Services Trainer to this schedule View Activity click on this button Move Preselects Disable Required Fields to see the activity associated with View Activity this schedule including placements pa observations and audits Profile View Posting Information Timeline Document Categories Employer Interview Request Information External Link Control Information Qualifiers Quick Search Posting Information Edit Schedule ID 448 Organization Name es CSO Research Inc Delete click here to delete this Last Viewed schedule Quick Links Linked Contact es Linked Jobs To select existing job s click Add Existing Job or click Add New Job activity associate with a schedule if T Pepe geng you delete it 1823 Services Trainer 1835 Dog Walker Unlink This schedule has an 1849 Services Trainer Unlink info session Career Linked Info Session CSO Research Inc Info Session 8 8 2009 1 00 AM Event linked to it Pending lt lt vvvvrvvev Sessions Sessions section shows
39. cker to select the date of the Interview Click Save Use the dropdown to select Open as Viewing Schedule 566 Chris O s Steakhouse the Schedule Type Linked Jobs 1905 Brisket Smoker Timeline Schedule Type Allow Waiting List if you It is recommended that you Preselections Due Date TE want students to be able to wait to complete these Freeze Date Time E sign up on a waiting list once fields in the next step E pp oo all interview timeslots are EE filled choose Yes The a Waiting List is ONLY used for Allow Alternates is ONLY Allow Alternates Open Schedules used for Preselect Timeline Name 1 Open Monday Interviews Schedules and will be Schedule Date 9 21 2009 Here you choose the day of oe a serp the week that the interview falls on This and the Schedule Date field will create the timeline for you PRESELECT SCHEDULE section Use the calendar picker to select the date of the interview If this schedule will soan more than one day enter the earliest date first Once you click Save this is a portion of the screen you will see Timeline Schedule Type These are the 2 entries that Preselections Dec Date were automatically added when you completed the Timeline Name and Schedule Date fields in the previous step Freeze Date Time Click Edit to Current Signup Method Allow Waiting List Allow Alternates make changes to this section Scheduled Timeline Changes Sig
40. click Add New Job select all jobs C Job ID Job Title F 1904 Head Butcher Or select individual jobs by clicking that job s box 1905 Brisket Smoker 1 To link job s to the new schedule you can e Place a check in the box to the left of the Job ID column header which will select all available jobs e Select individual jobs by placing a check mark next to each job you want to link to the schedule or e Click Add New Job to create a job that will then be linked to the schedule NOTE As an administrator you always have the option to link a job s to the new schedule or not However if Employer Schedules Require Job on Schedule Request is set to True under Tools gt Setup gt Settings then employers will have to link a job s before they can continue with their schedule request 10 STEP FOUR Complete the Document Categories Section NOTE All of the Employment Related documents that you have in your site under Tools gt Setup gt Document Categories will appear in this section 1 In the right column Document Categories Require Selection of this section choose which document s will be required of students when they apply for this schedule Each time you make a selection in this column the corresponding document will automatically be selected in the Document Categories Allow Selection column 2 In the left column Document Categories Allow Selection choose which document s students will be able to select when
41. d Click Edit if you would pie eee like to change them e Current Signup Method Allow Waiting List Current Signup Method Choose Request Period Open if this schedule s Scheduled Timeline Changes request period should open Activation Date Signup Method today 6 31 2009 Request Period Open Leave blank if this 9 7 2009 Request Period Closed schedule s request period will open tomorrow or on another future date 9 15 2009 Accepted Students Sign up Open 9 27 2009 Sign up Closed Preselections Due Date this is the date by which the employer should have made their preselect picks Though this field has no control within the schedule it will send out a reminder email to the employer if the email is enabled in your Site The Freeze Date Time optional is the last day and time that a student on a timeslot can move or cancel their interview It only affects students who are already on a timeslot This means that if a student is not on a timeslot and the Freeze Date Time passes the student can still sign up for a timeslot However once the student signs up for a timeslot they are now Frozen to their timeslot and cannot cancel or change it This field is used so that students won t make last minute changes right before the interview date s If you use this field the date time chosen needs to be before the Sign up Closed date The Current Signup Method is used to override the Scheduled Timeline Changes In the above instance for
42. d like all students to ONLY see jobs they meet the requirements on are qualified for settings Go to Tools gt Setup gt Settings and ensure that the following setting is configured as shown e Student Jobs Screen Jobs Upon Job Search true existing setting should they ONLY see jobs with schedules they meet the requirements on are qualified for e Hen ensure that Student Jobs Screen Schedules Upon Job Search is set to true ADDITIONAL RECOMMENDATIONS FOR ALL SCENARIOS Regardless of the scenario you choose above there are some further recommendations below e Turn off the schedules menu now students can search jobs and schedules in one place e Rename the Job Search menu to Jobs and Interview Schedules e Turn the Linked Interview Schedule View ON for students see note NOTE If you would like to keep the Schedules menu ON to students and you do NOT want Jobs with Schedules to appear in the Job Search results then you will need to turn OFF the students permissions for Linked Schedules in the job search This way they won t see any jobs linked to schedules Go to Tools Setup gt Permissions Then click the next to Searches the next to Search Results and then click on Job Locate Linked Interview Schedule View and uncheck all student roles that should not see linked interview schedules Click Update and then Refresh You should also decide if you would you like all students to see all linked ev
43. d must have a selection Select Documents for Schedule 614 Category Document weiss NN Resume spring 2009 Resume we References The student then receives a confirmation message You successfully signed up for the requested timeslot PRESELECT amp PRESELECT CONTINUOUS SCHEDULES Requesting an interview STEP ONE Ifa student would like to submit a resume and other documents if applicable for interview consideration he she must click the one of the 3 Request Interview buttons located in the schedule profile There is Viewing Schedule 615 Chris O s Steakhouse another button Linked Jobs 1929 Apprentice Butcher like this at the You do qualify for job Apprentice Butcher bottom of the Students can utilize any of schedule the 3 Sign Up buttons in profile the schedule proflle Quick Links Ei vi Make Appointment Success Your request has been submitted You may now select documents other A than your defaults if you wish E S After clicking the OK button the student will see the Document Selection window see below and be able to select the documents to submit 66 Document Selection Select the documents below you wish to submit Leave the category blank if you do not wish to select a document fram that category Any category marked with is required and must have a selection Select Documents for Schedule 614 Category Document Cover Letters Resume
44. d with Preselect Continuous schedules Use the dropdown list next to Timeline Name to select the day of the week the interview falls on This will automatically populate the timeline entries for you You will be able to make changes to these entries in the next step NOTE You can edit the existing timeline templates as you see fit and you can create your own as well Please see the CREATING amp EDITING TIMELINE TEMPLATES section for instructions Use the calendar picker to select the date of the Interview Click Save Use the dropdown to choose Preselect Continuous as the Viewing Schedule 531 Chris O s Steakhouse Schedule Type Linked Jobs 1904 Head Butcher Timeline Schedule Type Preselect Continuous Allow Waiting List is only It is recommended that you Preselections Due Date mr used for Open Schedules wait to complete these Freeze Date Time Disregard this field when fields in the next step creating a Preselect schedule Current Signup Method Allow Waiting a Allow Alternates this Allow Alternates E eege ere you choose held is not used for Timeline Name Preselect Continuous Friday Interviews the dav of the week Preselect Continuous eae schedules Schedule Date 12 18 2009 HiH that the interview at falls on This and the Schedule Date field will create the timeline for you Use the calendar picker to select the date of the interview If this schedule will span more than one
45. day use the dropdown for Current Signup Method to choose Request Period Open If the Request Period should open tomorrow or on another future date leave it blank e Click Save in the Timeline section You will be returned to the schedule profile NOTE You can edit the existing timeline templates as you see fit and you can create your own as well Please see the CREATING amp EDITING TIMELINE TEMPLATES section for instructions 33 Here is the completed timeline for a Resume Collection schedule Timeline Schedule Type Resume Collection Preselections Due Date Freeze Date Time Current Signup Method Request Period Open Allow Waiting List No Allow Alternates No Scheduled Timeline Changes Date Signup Method 11 30 2009 Request Period Open 12 27 2009 Request Period Closed STEP NINE Complete the Control Information section Control Information Schedule Filled Schedule Filled No does not apply to Status Resume Collection Created 9 21 2009 4 19 PM schedules Modified 9 21 2009 4 20 PM Schedules MUST be active for students to see them 1 Click Edit in the Control Information section 2 Schedule Filled does not apply to Resume Collection schedules 3 Status should be set to Active once the schedule is ready IMPORTANT Schedules must be Active for students to see them 4 Created this field reflects the date and time that the schedule was originally created and it cannot be edited 5 M
46. ddd Interfase Schedules Manual Revised April 2010 advanced solutions for career services offices Interfase Schedules Manual TRADEMARKS amp REGISTERED PRODUCTS The following products are registered and or trademarked to the listed companies Microsoft is a registered trademark and Internet Information Server Internet Explorer Windows and Windows NT are trademarks of Microsoft Corporation Netscape is a trademark of Netscape Inc All other names are registered trademarks of their respective companies CONVENTIONS The following conventions are used in this manual CSO represents CSO Research Inc WWW represents the World Wide Web URLs and email addresses are printed in blue and underlined LICENSING With your signed contract you are granted an annually renewable nonexclusive non transferable license to use the Interfase software Refer to your purchase agreement for more details SUPPORT Every attempt has been made to make this documentation complete If questions or problems do arise you can get technical support from CSO Research Inc CSO Research Inc P O Box 340819 Austin TX 78734 866 705 4201 toll free Press 1 for Support su pport csoresearch COM Copyright CSO Research Inc CSO Research Inc Support Information For complete information on available support services please visit htto www csoresearch com support There are three main options for obtaining support for Int
47. dule to Employer Contact Information Username Last Name Organization Name Chris Employer ID or Employer Contact Information Username Last Name hill Organization Name Employer ID STEP TWO Choose whether to link this new schedule to a contact person or only to the employer Click on Add Schedule to make your selection e Link to Contact Only the contact linked to the schedule will be able to access the schedule profile and only this contact will receive system event automatic emails e Link to Employer All contacts associated with that employer will be able to access the schedule profile and manage interview candidates No system event automatic emails will be sent if the schedule is only linked to the employer Link to both Link only to Employer amp Contact Employer Employer Contact Information Username Last Name Organization Name chris Employer ID Username Name Organization Name Contact Status Link to Contact Link to Employer bbtucker Billy Bob tucker Chris 0 s Steakhouse Add Schedule Add Schedule Bergauer_Sharon Sharon Bergauer BIC Christian Hospital NE Add Schedule Add Schedule chris csoresearch com Chris Offield ChrisCo Add Schedule Add Schedule STEP THREE Complete the Posting Information section Posting Information Schedule Reference O Organization Name Chris O s Steakhouse Place a check mark here to Link Jobs Select existing job s below or
48. e 0 Need Information Session No Preferred Information Session Date Additional Request Information Control Information Edit Schedule Filled No Status Active The schedule must have an active status for students to see it Created 7 21 2009 12 11 AM Modified 9 1 2009 11 39 4M Qualifiers Edit Stats No of Preselect Studente No of Accepted Students No of Alternate Students No of Not Accepted Students No of Student Declines No of Student Signups No of Waitlist Students The Qualifiers section is only viewable to Administrators This D e he GO is a way to tag schedules for easier searching and reporting The Stats section provides a handy at a glance view of student activity and statuses on this schedule CREATING A NEW SCHEDULE To create a schedule go to Databases gt Schedules gt New Home My Profile Tools Help Sign Out Home Students Employers Quick Search gt Contacts Pending ee Jobs Students 21 schedules Search Jobs 10 Admins Fending Flagged Jobs 2 Mentors New Create a new schedule record Mentors 7 Career Events Schedule Calendar Contacts 11 Faculty Schedules 40 Rooms Placements 98 Room Reservations Room Reservations i Surveys Event Registrations k NOTE STEPS ONE through SEVEN will be the same regardless of the schedule type you are creating with the exception of a Resume Collection STEP ONE Search for an Employer or Contact to link the sche
49. e contact s email address but you can manually change it along with the From Subject and body of the email if you would like 5 Click Send when you are ready to send the email You will then see a message letting you know that the email has been sent 5 General administrator tasks in the Preselect Activity section administrators can also view submitted documents change submitted documents and remove students from the schedule For each of the below tasks you would first click Manage Preselects under Page Functions in the schedule profile View submitted documents click the PDF icon in the Submitted Documents column next to the student s whose document s you wish to see This will open an Adobe Reader and display the document s submitted to this schedule Change submitted documents click the icon in the Change Documents column next to the student s whose documents you wish to change This will open a new window where you will easily be able to change any documents this student submitted Remove student s click Remove in the Action column next to the student s you wish to remove from preselect activity NOTE If you remove a student from the Preselect Activity section of a schedule this will be reflected in the student s schedule activity section as well User Name First Name Last Name Submitted Documents Change Documents Job Action ee ee e Services Johnson_Anita_440 Anita Johnson Trainer Remove Services
50. earch Inc 1528 accountant 10 14 2009 Preselect Pending change the search criteria 504 General Capital 1873 test 9 30 2009 Preselect Request Period Open Active Partners 1874 2nd job SAVE SEARCH CRITERIA 425 CSO Research Inc 1799 Sales Rep 9 24 2009 Preselect Sign up Open Active Click the Save Search link to save 455 CSO Research Inc 1526 Marketing 9 24 2009 Preselect Request Period Open Active the search criteria Intern 529 CSO Research Inc 1886 testtest 9 24 2009 Preselect Pending P 479 General Capital 1852 Associate 9 23 2009 Preselect Request Period Open Active Partners 487 Victoria Advocate 1858 Graphic 8 19 2009 Open Sign up Open Pending POA Designer Intern 9 21 2009 1878 teads When Admins or Employers view the Schedules list they will be able to see how far along the picks are These flags will only show next to the Schedule ID for Preselect or Preselect Continuous Schedules during the preselection period The progress is divided up among the following 1 Picks Not Started Shown on a Preselect or Preselect Continuous when the employer admin has not yet begun making picks 2 Picks Started Not Complete Shown when employers admins have begun picks but not completed them on a Preselect or Preselect Continuous schedule 3 Picks Submitted Shown when employers admins have submitted final picks This applies only to Preselect schedules not Preselect Continuous schedules Another way to access schedules is via t
51. easy printing of all documents Below is a list of students who have submitted an interview request for the following schedule Schedule ID 448 Job Title Dog Walker Job Agent Tester Services Trainer Services Trainer Interview Date s 09 16 2009 Last Name First Name Email Adams Mary Jo Anderson Nancy Berger Lynn Harry support csoresearch com support csoresearch com support csoresearch com support csoresearch com Clapham sherrell Rachel rachel csoresearch com Download All Wagner Chris bryan csoresearch com STEP THREE To email the packet to yourself and or the employer 1 Choose the radio button that applies self employer or employer amp self 2 Follow 1 or 2 in STEP TWO above to choose the students whose resumes you want to email 3 Click Create Packet This is the screen you will see next Email Packet Additional e mail addresses may be manually added in the TO field Use a comma to separate each address To cupport csoresearch com From chris csoresearch com Subject CSO University Here is the requested resume ATK GC A Font Name Rea Paragraph Gn gt Hello Below you will find a link to the resume packet you requested Please click the link to see the resumes for those students that have requested an interview Design gt HTML AL Preview 27 4 The To field is automatically populated with th
52. ect Continuous Pending Open To Requests Page 1 of 5 items 1 to 10 of 42 Which schedules are included in the Pending list The Pending list includes schedule records that an employer created Once an employer completes a schedule request it appears in the Pending list for administrator approval APPROVING PENDING SCHEDULES In the Pending Schedules list click the Schedule ID Organization Name or Linked Jobs link to view the schedule profile All of these links will take you to the schedule profile Once the schedule profile is open scroll down to and review the Employer Interview Request Information section 35 Employer Interview Request Information Requested Schedule Type Preselection Prescreen Students for Signup Preferred Interview Dates January 16th 2010 Determines the Type of These fields determine schedule this will be the Interview The Timeline will be First Interview Start Time 4d Sam Session s that need completed according to Last Interview Start Time 3pm to be set up this Requested Interview Length 30 Min No of Rooms 7 2 Need Information Session Yes These 2 fields will let you Preferred Information Session Date 1 15 2010 7 00 PM know if the employer is Additional Request Information requesting an info session Remember that this section has NO control over the schedule This is only the schedule that the employer has requested You can use this section as a guide in approving the s
53. ee O E Click Add Info Session to link to link an Linked Jobs To select existing job create a new info session existing info Bee 222 that will then automatically session to this cit 2 be linked to this schedule schedule Linked Info Session Add Info Session A A oe a Link an existing info session to this schedule Click the chain link next to Linked Info Session under the Posting Information section li A new dialog box will open EI Schedule record 592 Contact Event If you know the event Currently Linked To Or you can search for ID of the info session Quick Assign to Record i the info session by to link to this schedule ege completing the Career input it in the Quick Event Name box and Assign to Record box egen clicking Search Career Event Name and click Link Close Window lil If you already know the event ID of the information session you can type it in the Quick Assign to Record box and click Link Then click Close Window to return to the schedule profile iv You can also search for the info session by entering search terms in the Career Event Name box and clicking Search In the search results click Link under the Action column next to the correct info session Then click Close Window to return to the schedule profile b Create a new info session i Click Add Info Session next to Linked Info Session li Create the Info Session as a Career Event Please see the Interfase Us
54. ei Edit Preselection 4 resume packet of student requests on a preselect schedule Packet STEP 2 Open the saved Word template Student Packet A resume packet generated from a student search From Default Subject jason csoresearch com Here is the requested resume EEE B 7 U j Hs Fonts Size v AY Paragraph Style Hello Below you will find a link to the resume packet you requested that met your search criteria H Please click the link to see the resumes for those students Al C HTML Mode Upload Update Cancel Clear 58 and connect it to the Excel data source STEP 3 Make necessary changes to the Word template AND save STEP 4 Click the Edit link under the Action column for the applicable template STEP 5 Click the Upload link and upload the saved Word document template STEP 6 The custom icon El now appears next to the template name Each packet template contains the following options e From Default If a packet is e mailed by an administrator or employer the e mail will sent using the e mail address in the administrator s or employer s profile as the From address unless the profile does not contain an e mail address then it will use this address e Subject This is the default subject that will be used if a packet is e mailed e Body This is the default text that will be used in body of the e mail if a packet is
55. elf O employer employer amp self none Create Packet Mass Email To Accepted ae Use the dropdown to select the Once you choose the Not Accepted group of group of students to email On Schedule dess click the Mass Email To Requested students to button Student Declined email STEP FIVE On the next screen you will see the list of students to be emailed You can exclude any student by placing a check mark next to the student s name s Once you have verified the list click Continue You will then be able to choose an email template to use if you have created them as well as decide if you want to include merge fields Make your selections and click Proceed 24 If you chose to include merge fields you will be able to decide which fields to merge on the next screen If not you will be directed to the Create Email for Student Mass Email page On the Create Email for Student Mass Email page you will need to fill in the Email Subject and Body then click send Mass Email NOTE Please see the Interfase Users Manual for more information on sending mass emails 3 Adding Students to the Preselect Activity list Although this task is intended for the student an administrator may find that they need to perform this task for the student Simply search for the student s name and click Add Student next to their name STEP ONE Click Manage Preselects under Page Functions in the schedule profile STEP TWO In the Search for St
56. ended methods you would need to delete the student s name from the Reserved Slot field and click Change Time Reserved You can then use the Page Functions described above to add the Student 43 DELETING AN INTERVIEW SESSION To delete an Interview Session in the Schedule Profile click the check box next to the Session s interview date then click the Delete Selected Sessions button NOTE Instead of deleting a session most schools change the status to Inactive or Cancelled Posting Information Schedule ID 592 Schedule Reference I Organization Name Chris O s Steakhouse Linked Contact amp Billy Bob Tucker Linked Jobs To select existing job s click Add Existing Job or click Add New Job Job ID Job Title Action 1904 Head Butcher Unlink STEP ON E Linked Info Session Check the session s you wish to delete amp Chris Info Session 10 3 2009 1 00 PM STEP TWO Sessions Click the Session ID Interview Date Interview Location Interview Room Recruiter 10 la io Delete Billy Bob Tucker Selected Session button Delete Selected Sessions WARNING BEFORE deleting an interview session verify that you have moved all students on timeslots When you delete an interview session it will delete the timeslots However removing an Interview Session will NOT remove the Preselect Activity associated with the Schedule DELETING AN INFORMATION SESSION An administr
57. ents upon performing a job search e f YES ensure that Student Jobs Screen Events Upon Job Search is set to true 61 e f NO ensure that Student Jobs Screen Events Upon Job Search is set to false SYSTEM REPORTS There are four schedules related custom reports that have been created in your Interfase site These are historically some of the most common reports that schools have generated where schedules are concerned so we created them to run with one click for convenience and ease To generate any of the reports go to Tools gt Reports gt System Reports You will then see this screen System Reports Report Name Description ae EE This report contains the count of resume drops for each active schedule with a Schedule Type of SEENEN Resume Collection It is sorted by Organization Name This reports contains preselect statistics for all active schedules that have at least one active A ees ee session with a future interview date It is sorted by Preselect Due Date then Organization Name SE This reports contains timeslot statistics for all active schedules that have at least one active schedule Timesiot Stats session with a future interview date It is sorted by Organization Name then Schedule ID Schedule This report contains timeslots for each active session where the interview date is within 7 days Sessions Timesiots Weekly from date the report is run It is sorted by Interview Date then Organization Name
58. er s manual for instructions on creating Career Events iii Once you create the info session it will automatically be linked to the schedule 1 In the next pages we will walk you through the remaining steps for creating your schedule Please see the appropriate _ Section according to the type of schedule you are creating 1 Open Schedule refer to the CREATING AN OPEN SCHEDULE section 2 Preselect Schedule refer to the CREATING A PRESELECT SCHEDULE section _ 3 Preselect Continuous Schedule refer to the CREATING A PRESELECT CONTINUOUS SCHEDULE section 4 Resume Collection Schedule refer to the CREATING A RESUME COLLECTION SCHEDULE section E NEMT 15 CREATING AN OPEN SCHEDULE An Open Schedule involves a system screening process ONLY Students who meet the requirements can sign up for an interview In creating an Open Schedule you control the different periods of time when things will happen 1 Sign up Open This is the first day students who meet the Requirements can sign up for an interview timeslot students can start signing up at 12 05 AM Central Time 2 Sign up Closed This is the last day students can sign up for an interview timeslot Students can sign up until 11 59 PM Central Time Example The employer Patty s Boutique will have 1 recruiter come on campus to interview for their Retail Management Trainee position Note that this example will be the same if more than one recruiter wil
59. erfase The CSO Research services team is available Monday through Friday from 8am to 6pm CT e LIVE CHAT To access the Live Chat service please visit http www csoresearch com support go to the Live Chat section and click the Live Chat button e EMAIL support csoresearch com e PHONE 1 866 705 4201 Toll Free Press 1 for support support Helo Menu As an Administrator you will have access to the Help menu option You will find the Help menu in the main menu of your Interfase system Clicking on this menu will load the CSO Support website and display the Support Information All support options are listed there for your convenience CSO Interfase Home MyProfile Databases Tools Help sic Quick Search Welcome Tonna Da IND coco Dao0 225 fofofofafafofojo afro ja CSO EES SUPPOR I Kg SLUPPET Support res d The 250 serdoss team is made up of professionals who were hand picked for their knowledge and d i Gp mgnce in the career senices communir technical savy and dedication to providing the highest d i level of supportto each of our customers dl ml There are several options for obtaining support from he CS0 services team You are welcome lo use any of fhe following options with which you ane most comfanable The 250 Sendces eam is available from am to 4 pm CT Ondine Documentation There are two main support documents available Click each link below to obtain the document o Interfase Tral
60. ew Session or can share an Interview Session with another schedule NOTE Ifthe employer Patty s Boutique had multiple recruiters coming to interview for this position you would add an interview session for each room Simply repeat these steps for each Interview Session that needs to be created 1 In the Add Session Options section choose how you want to add the new session a Create New Session with this option you are creating a new session that will not be linked to an existing session complete steps 2a 3a and 4 below b Link to Existing Session you would select this option when you want to link your new session to one that already exists in the system complete steps 2b and 3b below One example of this is that only one recruiter is coming on campus and she is interviewing for more than one job When you link sessions together there will be a shared set of timeslots that students can sign up for This prevents students from double booking the timeslots 11 Add Session Options Please select how you wish to add a new session to this schedule Link To Existing Session 2 Complete the Future Sessions section if applicable a If you leave Create New Session selected you can proceed to the Session Information section Step 3a below b If you choose to Link to Existing Section the page will reload and you will now see the Future Sessions section Future Sessions Chris O s Steakhouse Session ID Start Date
61. ew decisions on an ongoing basis Alternate interview candidates may NOT be selected Students can sign up as soon as an interview decision has been made for their interview request RESUME COLLECTION This type of schedule does not have an interview date It is only used to collect resumes for employers This is often used when employers will handle the interview scheduling on their own It can also be used to see what type of interest students might have in the job posting If enough resumes are collected the employer might decide to go ahead and come on campus to conduct interviews If this happens the schedule can easily be changed to a Preselect schedule SC To access the Schedules database as an administrator highlight the Schedules menu under Databases The submenus are search Pending New and Schedule Calendar see image below Home My Profile Tools Help Sign Out Students Home Employers Quick Search Contacts Pending A Jobs Students E Schedules Search Search for existing records in the Schedules database Jobs 1 Admins Pending View schedule records that are awaiting administrator approval Flagged Jobs 2 Mentors New Create a new schedule record Mentors Career Events schedule Calendar View the schedule calendar Contacts i Faculty SCHEDULES SEARCH AND SEARCH RESULTS To search the Schedules database go to Databases gt Schedules gt Search on the administrator menu bar On the next page you can enter criteria
62. ext to select the type of schedule you are creating In this example we are creating a Resume Collection Disregard the following fields Preselections Due Date Freeze Date Time Allow Waiting List and Allow Alternates These fields are not used with Resume Collections If you choose to you can complete the Current Signup Method at this point However it is recommended that you wait until the next step to do so This way you can view all of the scheduled timeline changes and decide on the dates for these fields The next step is to add the timeline entries There are 2 ways to do this Add each timeline entry manually e Click Add Event in the Scheduled Timeline Changes section e Under the Add New Event section use the Signup Method dropdown to choose Request Period Open e Use the calendar picker to choose the Activation Date for this entry e Repeat the above steps to add the entry for Request Period Closed Import the timeline from a predefined template e Click Import Events in the Scheduled Timeline Changes section e Under the Add New Event section use the Timeline Name dropdown to choose the template you want to use e Use the calendar picker to choose the Schedule Date While there is no interview for this schedule type there must be a date in this field for the template to work Please see the CREATING amp EDITING TIMELINE TEMPLATES section for more information e Click Add Timeline e lf the Request Period should open to
63. he jobs database When you go to Databases gt Jobs gt Search this is a portion of the screen that you will see Related Schedule Search Criteria Schedule Type Open Preselect Preselect Continuous Resume Collection Interview Date Only Jobs With Interview Schedules The Related Schedule Search Criteria section is at the bottom of the Job Search Criteria page and allows you to search for jobs that are linked to schedules Here you can search by Schedule Type or Interview Date as well as specify that you only want to search for jobs that are linked to schedules Once you specify your criteria and click Search you will be taken to the job search results page Job Search Results A A A 202 Page 1 of 4 items 1 to 10 of 40 Job ID Job Title Organization Name Position Type Job Category Job Location City State Q 1777 Marketing The Green Apple Austin Texas Coordinator 1778 Marketing The Green Apple Austin Texas Assistant 1822 Marketing The Green Apple Austin Texas Coordinator Interview Schedule Schedule ID Schedule Type Interview Date Current Signup Method Q 395 Preselect 11 19 2008 Sign up Closed 1770 Resume The Green Apple tba Collection The Green Apple 0 1759 Apple Eater The Green Apple Bloomington Indiana On this results page any jobs that are linked to schedules will have a blue icon next to them Clicking on this icon will expand the job listing and information about the linked s
64. hem and or create new templates Please see the Default Timeslot Templates section below for more information on the preloaded templates Default Timeslot Templates By default your site most likely came with these 3 timeslot templates e 30 MIN 9 00 4 00PM e 45 MIN 9 00 3 45PM e 60 MIN 9 00 4 00PM We recommend using the naming method that you see here The first part of the timeslot name is the length of time that each interview will take The second part of the timeslot name includes the start time of the first interview as well as the start time of the last interview This naming method will help you to quickly and identify the correct timeslot template to apply when you are creating interview sessions To see how the default templates are configured go to Tools gt Setup gt Schedule Timeslot Templates Use the Edit Timeslot Template dropdown to choose the template that you would like to view As mentioned before you can use the templates as they are or you can edit them to fit your recruiting needs Please see the Editing Timeslot Templates and Creating Timeslot Templates sections below for more information Editing Timeslot Templates To edit a timeslot template you would 1 Goto Tools gt Setup gt Schedule Timeslot Templates This is the screen you will see next 4 Manage Timeslots Choose the template you want Edit Timeslot Template 20 MIN 9 00 4 00 PM Remove Template to edit here New Timeslot Templa
65. i DI El Management Remove 5 42 PM Trainee 2 23 2007 Retail Chen_Susan Susan Chen 5 43 PM T El Management Remove Trainee email packet to O self employer employer amp self none Create Packet CREATING A PRESELECT SCHEDULE A Preselect Schedule involves a system AND Employer screening process Students who meet the job requirements can request an interview but the employer ultimately chooses which students can sign up for an interview timeslot In creating a Preselect Schedule you control the different periods of time when things will happen 1 Request Period Open This is the first day students who meet the job requirements can request an interview They will need to submit their resume and any other required documents The request period opens at 12 05 AM Central Time 2 Request Period Closed This is the last day students can request an interview Once this deadline is reached employers review interview requests and make decisions on all interview candidates The request period closes at 11 59 PM Central Time 3 Accepted Students Sign up Open This is the first day that Accepted students can sign up for an interview timeslot Accepted students can start signing up at 12 05 AM Central 4 Alternate Students Sign up Open optional This is the first day that Alternate students can sign up for an interview timeslot Alternate students can start signing up at 12 05 AM Central Time 5 Sign up Closed
66. icks to finalize your picks Note All students with a status of Requested will automatically be set to Not Accepted upon submission of selections Click Return to make additonal selections or changes to existing selections Confirm Selections StudentBase UserName StudentBase FirstName StudentBase LastName Status acovalli0381 Anthony Covalli Accepted csostudent Lynn Berger Accepted Anderson_Nancy_679 Nancy Anderson Accepted k07 c03 Jewel Cummins Mot Accepted Adamsm Mary Jo Adams Not Accepted 2 On this page the employer will need to confirm the selections that were made He Employer clicks Return then they will see the Manage Preselect Activity screen They have saved but not submitted their selections He Employer clicks Submit Picks then they will get this prompt Microsoft Internet Explorer 2 Click OK to Finalize your selections for this schedule Any students currently marked Requested will be marked as Mot Accepted Once your selections are finalized an automatic e mail will be sent to each student Click CANCEL to continue making your selections Cancel WARNING If a student is not assigned a status the system will default the student s status selection to Not Accepted 3 After clicking OK they have saved and submitted their selections 74 Preselects picks have been submitted for this schedule First Name Last Name Status Submitted Documents Job Anthony Covalli Accepted A
67. iew Open SIGN UP OPEN 12 05AM SIGN UP CLOSED 11 59PM SIGN UP OPEN 12 05AM 52 Friday Interview Open Tue SIGN UP OPEN 12 05AM SIGN UP CLOSED 11 59PM Monday Interview Preselect Wed 1 REQUEST PERIOD OPEN 12 05AM ACCEPTED STUDENTS SIGN UP OPEN 12 05 INTERVIEW Sun m 53 Tuesday Interview Preselect SIGN UP CLOSED 11 59PM REQUEST PERIOD OPEN 12 05AM ACCEPTED STUDENTS SIGN UP OPEN 12 05 REQUEST PERIOD OPEN 12 05AM ACCEPTED STUDENTS SIGN UP OPEN 12 05 Thursday Interview Preselect REQUEST PERIOD OPEN 12 05AM PM ACCEPTED STUDENTS SIGN UP OPEN 12 05 AM 1 SIGN UP INTERVIEW CLOSED 11 59PM Week 4 PERIOD OPEN 12 05AM Week 3 19 Week 2 PERIOD CLOSED 11 59 PM 26 ACCEPTED STUDENTS Week 1 SIGN UP OPEN 12 05 3 Week 0 55 Editing Timeline Templates You can edit any of the default timeline templates so that they fit your on campus interview schedules better If you are going to allow the option of alternates with your Preselect Schedules you will need to add the Alternate Sign up Begins entry to each of the Preselect Alternate Templates 10 Preselect Alternate Monday Interview 11 Preselect Alternate Tuesday Interview etc In general most schools will make Alternate Sign Up 1 2 days before Sign up Closed so accepted students have ample time to sign up for slots Timeline Name type the Edit Timeline 05 Preselect Monday
68. imeslots without a template Option 2 Configure timeslots with an existing template Recommended option Configure Timeslots Interview Duration Timeslot Break Period 0 First Timeslot Start Time Gei ANM O PM Last Timeslot Start Time Gei ANM OPM 12 OPTION 1 Configure your Timeslots without a template Complete the Configure Timeslots section e Interview Duration Enter numbers only This is the length of each interview e Timeslot Break Period Enter numbers only This will insert a break after EACH interview timeslot e First Timeslot Start Time Enter a time only For example 9 00 or 4 30 This will be the when the first interview timeslot starts e Last Timeslot Start Time Enter a time only For example 9 00 or 4 30 This will be the when the last interview timeslot starts e Click Save amp Continue and you will see the Timeline screen next Configure Timeslots Only use this field if you want a break after each timeslot Interview Duration Timeslot Break Period 0 Times must be entered in a format like 9 00 or 4 30 Be sure to choose PM if the last timeslot will Start in the afternoon First Timeslot Start Time am O PM Dam PM Last Timeslot Start Time Import Timeslots Save amp Continue Save amp Close Here is the schedule so far Viewing Schedule 553 Chris Oe Steakhouse Linked Jobs 1904 Head Butcher The Session Information
69. ion is activated for this schedule This means that once all timeslots are filled on the Interview Session any students who wish to sign up will instead be asked if they want to be added to the waiting list The waiting list must be managed manually by an Administrator There is a system event automatic email that can be emailed to an Administrator when a student cancels SITUATION 1 A TIMESLOT BECOMES AVAILABLE BECAUSE A STUDENT CANCELS You must decide how you will manage the waiting list once a student cancels their interview timeslot There are two methods that are typically used when a timeslot opens up because of a cancellation 1 You email the first student in the waiting list that signed up see the Signup Date column below You would either wait until you hear from that student or wait a certain amount of time i e 2 hours 18 2 You email all students in the waiting list The first one that logs in and signs up will fill the open interview timeslot SITUATION 2 THE EMPLOYER DECIDES TO SET UP ANOTHER INTERVIEW ROOM BECAUSE A SIGNIFICANT NUMBER OF STUDENTS ARE ON THE WAITING LIST In this situation you would need to setup another Interview Session and then mass email all students in the waiting list UserName FirstName Last Name Primary Email Signup Date Submitted Documents Change Documents Job Action Ska E Retail csostudent Lynn Berger Sii m Eh Management Remove 5 41 PM Trainee 2 23 2007 Retail vern Vern Roberts AA
70. is an information session linked to the schedule it will not be deleted along with the schedule Also if this schedule is linked to a Shared Interview Session that Interview Session will not be deleted 46 SCHEDULE TOOLS AND SETUP In this section of the manual we will cover important tools and setup options These tools and setup options are fundamental to creating and running successful schedules in Interfase TIMESLOT amp TIMELINE TEMPLATES Timeslot templates are predefined sets of interview times that you can apply to your schedules instead of manually creating each interview time for a schedule s session Timeline templates are predefined sets of scheduled changes that will take place over the course of the schedule s life cycle You can use them instead of manually adding each timeline change It is highly recommended that you create timeslot and timeline templates that can be used in the creation of your on campus interviews This will greatly reduce the amount of work and time involved with the schedules database and will also reduce the chance that timeslot and timeline entries will be accidentally omitted Below are descriptions of the default templates as well as procedures for editing and creating timeslot and timeline templates TIMESLOT TEMPLATES When your Interfase site was created some timeslot templates were preloaded into it You can use these templates as they are or edit them if you need to You can also delete t
71. ive 91 Marketing Coordinator 12 15 2006 Sign up Closed Open Active Marketing Coordinator 03 21 2007 Sign up Closed Open Active Service Rep 04 16 2009 Open Pending Marketing Intern 10 02 2009 Open Pending Marketing Intern 08 04 2008 08 05 2008 Request Period Closed Resume Collection Active Corporate Counsel 05 21 2007 Request Period Closed Preselect Continuous Active NOTE Employer contacts will ONLY see schedules that are linked to them or to their organization When Admins or Employers view the Schedules list they will be able to see how far along the picks are These flags will only show for Preselect or Preselect Continuous Schedules during the preselection period The progress is divided up among 1 Picks Not Started Shown on a Preselect or Preselect Continuous when the employer admin has not yet begun making picks 2 Picks Started Not Complete Shown when employers admins have begun picks but not completed them on a Preselect or Preselect Continuous schedule 3 Picks Submitted Shown when employers admins have submitted final picks This applies only to Preselect schedules not Preselect Continuous schedules To access an interview schedule profile an employer must click on the Schedule ID or Linked Jobs from the search results page 70 Viewing Schedule 589 CS0 Research Inc Linked Jobs 1474 Accountant Profile View Posting Information Document Categories Employer Interview Request Information Po
72. job to their new schedule request go to Tools gt Setup gt Settings Make sure that Employer Schedules Require Job on Schedule Request is set to true Otherwise it should be set to false MANAGING A PRESELECT LIST FOR A PRESELECT SCHEDULE An employer can begin making interview decisions Accepted Alternate or Not Accepted the day after the Request Period Closed date Make the Preselect Selections STEP ONE From the Schedules List page click on the desired schedule Y Picks Not Started Y Picks Sterted Not Complete W Dicks Submitted AAA Page 2 of 2 items 11 to 11 of ii Schedule 1D Linked Jobs Interview Date Current Signup Method Schedule Type Status Apprentice Butcher 11 06 2009 Request Period Closed Preselect gt gt Page 2 of 2 items 11 to 11 of ii STEP TWO Once inside the schedule profile click Manage Preselects on the left side of the page under Page Functions This takes the employer to the Preselect Activity list Viewing Schedule 615 Chris 0 s Steakhouse Linked Jobs 1929 Apprentice Butcher STEP TWO Likely the employer would like to view the resumes and other submitted documents before making their selections They may view each student s documents individually by clicking the PDF icon under the Submitted Documents column Alternately they may wish to view all resumes at once by clicking the Create Packet button Then next to each student select Accepted Not Accepted or Alternate if available
73. l be coming to interview for this position Refer to the CREATE A NEW SCHEDULE section for STEPS ONE through SEVEN of this process STEP EIGHT Complete the Timeline section The Timeline controls the progress of the schedule and is determined by the type of Schedule you are creating 1 Under Schedule Type use the dropdown to select the type of schedule you are creating In this example we are creating an Open Schedule 2 f you choose to you can complete the Freeze Date Time and Current Signup Method at this point However it is recommended that you wait until the next step to do so This way you can view all of the scheduled timeline changes and decide on the dates for these fields 3 Make your selection for Allow Waiting List The waiting list will take effect once all timeslots on this schedule are filled If you select Yes then students will be able to sign up on the waiting list If you select No there will be no waiting list 4 The Allow Alternates field is NOT for use with Open schedules 9 Use the dropdown list next to Timeline Name to select the day of the week the interview falls on This will automatically populate the timeline entries for you You will be able to make changes to these entries in the next step NOTE You can edit the existing timeline templates as you see fit and you can create your own as well Please see the CREATING amp EDITING TIMELINE TEMPLATES section for instructions 6 Use the calendar pi
74. lick Edit in the Control Information section 2 Schedule Filled This field will automatically set to Yes once all timeslots have been filled This will prevent other students from signing up for timeslots and will activate the waiting list if in use You can also manually set this to Yes if necessary For example if an employer decides that there are enough students on the schedule and would like to interview only those students then you could set this to Yes 3 Status should be set to Active once the schedule is ready IMPORTANT Schedules must be Active for students to see them 4 Created this field reflects the date and time that the schedule was originally created and it cannot be edited Modified this field shows the date and time that the schedule was last modified and it cannott be edited 6 Click Save once you ve made all changes En 31 PRESELECT CONTINUOUS SCHEDULES MANAGING PRESELECT ACTIVITY Please see Page 22 Steps to managing preselect activity are the same for both Preselect and Preselect Continuous schedules CREATING A RESUME COLLECTION SCHEDULE A Resume Collection schedule is quite unique as compared to the other types since it does not have an interview date There are no interviews with a resume collection schedule this type of schedule is used to collect resumes for employers who might handle the interview scheduling external to Interfase It can also be used just to see how much interest studen
75. line Changes today Activation Date Signup Method Leave blank if this 10 5 2009 Preselect Continuous Open To Requests schedule s request period 11 20 2009 Preselect Continuous Closed To Requests will open tomorrow or on 12 16 2009 Sign up Closed another future date 2 Preselections Due Date this is the date by which the employer should have made their preselect picks Though this field has no control within the schedule it will send out a reminder email to the employer if the email is enabled in your site 3 The Freeze Date Time optional is the last day and time that a student on a timeslot can move or cancel their interview It only affects students who are already on a timeslot This means that if a student is not on a timeslot and the Freeze Date Time passes the student can still sign up for a timeslot However once the student signs up for a timeslot they are now Frozen to their timeslot and cannot cancel or change it This field is used so that students won t make last 30 minute changes right before the interview date s If you use this field the date time chosen needs to be before the Sign up Closed date 4 The Current Signup Method is used to override the Scheduled Timeline Changes In the above instance for example let s say that today is 8 31 2009 If created this schedule today then the Preselect Continuous Open to Requests entry will not take affect until tomorrow since all Open signup methods
76. ls gt Setup gt Templates gt Manage Packet Templates Here are the packet templates you will want to review and possibly customize when working with Interview Schedules A resume packet of students signed up on a session pater view SESSION Pack This template is for the first page of the packet which Sa J Edit Schedule Data i contains the schedule data Interview Secci n Packet A resume packet of students signed up on a session EH a This template is for the second page of the packet 5 m Edit Timeslot Data i i which contains the timeslots and student data Preselection Packet A resume packet of student requests on a preselect EA Edit schedule Important The Refresh button at the top of every Setup screen is used to apply any changes you make in Setup to your Interfase system Clicking Refresh on any Setup screen applies all changes made in any Setup function All examples listed below include clicking Refresh as a step although if you are making multiple changes in Setup this is only required once when you are finished with all changes Click the Word icon El to view the template D Click the Excel icon 8 to view the data source fields Update System Refresh Setup Options ZS Download CSV Sample File Download Default Template File A Download Custom Template File Manage Packet Templates e Edit CUSTOMIZE A TEMPLATE STEP 1 Click the Word icon YH and then the Excel icon ei and save them both L
77. me schools choose to leave this Document Categories Allow Selection Document Categories Require Selection section off to employers so admins E Cover Letters E Cover Letters can choose the appropriate ae aa documents C References C References Cl Letters of Recommendation Cl Letters of Recommendation F Faculty Evaluation d Faculty Evaluation Cl unofficial Transcripts Cl Unofficial Transcripts Interview Request Preferences SE Requested Schedule Type this section has no control on the e Preferred Interview Dates schedule IS ONLY used to Requested Interview Length capture information on how the e i First Interview Start Time o employer would like the schedule to Last Interview Start Time O look No of Rooms y Need Information Session Preferred Information Session Date Employers click Save to submit this Additional Request Information new Schedule Request An Administrator must approve and finalize this schedule before students will see it Spell Check 72 This function allows employer contacts to complete and submit basic information Posting Information Document Categories some schools choose to leave this section off to employers so the admin can decide which documents are necessary and Interview Request Preferences These requests have a Pending status and need to be approved and finalized by an Admin See section APPROVING PENDING SCHEDULES If you want to require employers to link a
78. n the schedule profile The buttons are located at the top and bottom of the schedule profile as well as on the left under Page Functions There is Page Functions A Viewing Schedule 614 Chris O s Steakhouse another button d Linked Jobs 1926 Brisket Slicer like this at the Quick Links D You do qualify for job Brisket Slicer bottom of the schedule Make Appointment Students can utilize any of BEE profile the 3 Sign Up buttons in the schedule proflle STEP TWO When a student clicks on one of the Sign Up buttons they are taken to a list of available timeslots Sign up for Interview for Schedule 614 Chris O s Steakhouse Job 1926 Brisket Slicer Friday November 06 2009 12 00 PM If the interviews are held on more than one day the 1 00 PM results will be Saturday November 07 2009 grouped by each date as seen here 3 00 PM 2 00 PM STEP THREE From this list the student would need to click Sign up next to the slot that they want to sign up for STEP FOUR When the Sign up link is clicked the student will be able to select the documents to submit A student will be able to do this in the Document Selection window see below Once document selections are made the student clicks Save 65 Document Selection Select the documents below you wish to submit Leave the category blank if you do not wish to select a document fram that category Any category marked with is required an
79. n_Susan Susan Chen 3 Retail Management Trainee Add Student SS Retail Management Trainee Add Student Smith_Traci_i4 Traci Smith 3 Adding a student from the Student Database to a timeslot e Click the interview time link for the slot you want to add the student to The Timeslot Information screen appears e Under Page Functions click Add Student From Student Search e Enter search terms in the User Name First Name and or Last Name to find the student to add to the timeslot e From the search results click Sign Up under the Action column next to the correct student Enter student search terms in these fields Then click Search Search for a Student First Name bobbi Last Name Primary Email First Name Last Name User Name bobbi esu Parmiter Bobbi Click Sign Up next bobbismith Smith to the student to add to the timeslot There is a fourth way to add a student to a timeslot though this method is not generally recommended This is because adding the student with this method does NOT add the student s resume Here are the procedures e Click the interview time link for the slot you want to add the student to The Timeslot Information screen appears e Inthe Reserved Slot field type the name of the student to add to the timeslot e Click Change Time Reserved NOTE You can use this method as a placeholder if you wish If you later want to add a student using one of the 3 recomm
80. ning User Guide his document provides comprehensive information on how lo use Interfase o Interfase Super sor Guide this document provides comprehensive informaban op setup options and advanced capabilites in Interfase Live Chat Live Chal is fhe quickest and most efficient opion for working directly with a member othe CSO Senices team on a suppon issue This opon is best for questions and how to bpe issues as you Will be directly connected with the mest available senices member O OO GO GO OO O OO GO O OO O GO O O O O GO GO GO O GO GO O GO GO OO GOO GO GO OO GOO O GO GO OO GO OOO TABLE OF CONTENTS TABLE OF CONTENTS cccccccccssscscccssssssssssssssccsssssceesessssssssssssssssscesseseeceessessssssssssssscseseeseeeessesssssssssssssses 3 SCHEDULES DATABASE cccecccssscccccssssssssssssscscssssceccessssssssssssssscesssseeceeessssssssssssssscessceeeeeesesssessssssccssees 5 IPES OFINTERVIEW EES 5 SCHEDULES SEARCH AND SEARCH E Da 6 SCHEDULE Cl RE 8 CREATING ANEW SCHEDULE EE EE 9 CREATING AN OPEN SCHEDULE e E o 16 MANAGING THE WAITING LIST occccononinoccconnonocononinonanono nono nononn nono nononn cnn nc cono nn nn co onnnn nn nro naar nn nn rc rnnnnnnnns 18 CREATING A PRESELECT SCHEDULE oO 19 PRESELECT SCHEDULES MANAGING DRESGELECTACTIWIIN 22 CREATING A PRESELECT CONTINUOUS SCHEDULE ooococococcccconononinonononinonanonononono nono nonn nono nnnn nn nono nnncnnnnnnno 28 PRESELECT SCHEDULES MANAGING DRESGELECTACTIWIIN 22
81. nistrator defines the schedule s requirements and whether any of those requirements are also screening requirements If an administrator checks any of the screening options the student is REQUIRED to meet those in order to be able to sign up for the interview NOTES VIEWING AND APPLYING FOR A QUALIFIED SCHEDULE A student can access a schedule profile by clicking on the schedule ID or the job title in the search results page A student must have a resume in order to apply for an interview schedule If a student does not have a resume on file the following message is displayed at the top of the schedule profile You cannot perform activity on this schedule as you do not currently have all the required documents on file Upload documents for the following categories Resume 64 In addition students must also have any of the document types that are checked as Document Categories Require Selection in the Document Categories section of the schedule If not the above message could include References Cover Letters Transcripts etc lf a student has all of the required documents on file the application procedures will depend on the schedule type The following are the procedures a student should follow for Open Preselect and Preselect Continuous schedules OPEN SCHEDULES Signing up for an Interview STEP ONE To access the interview sessions that are available for that schedule a student must click one of the three sign Up buttons located i
82. nt BCC name to Subject REMINDER Approaching Interview indicate that Enabled Manage System Events Templates Action ADMIN Employer Submitted Occurs when an employer submits preselection SI Edit Schedule Preselect Picks picks KIIIUIILIE y SSosiVil 13 LIE MIMO UI lay Uayo away STUDENT Schedule Occurs to remind a student of an upcoming Upload Update Approaching Interview nightly interview It is sent when the interview is the Clear Cancel number of lag days away Did jason csoresearch com To turn on a system event email check the box next the system Lag Days 2 to the Enabled field email is STUDENT Schedule Occurs to remind an accepted student that the FCFS ZS Approaching Sign up for FCFS sign up period for a schedule is approaching It is nightly sent when the sign up period is the number of lag Each system event template contains the following options From Default If the system event is triggered by a user action the e mail will sent using the e mail address in the user s profile as the From address unless the profile does not contain an e mail address then it will use this address For example if a student submits a Job Referral for a job and the Employer Job Referral Submitted system event is active then a e mail will be sent to the applicable employer and the From address will be the student s e mail address from their profile unless they do not have one
83. nup Method Sign up Open Sign up Closed STEP NINE Edit the Timeline section 1 Click Edit next to the Timeline section This is the screen you will see next Preselections Due Date should NOT be filled out for an Open schedule Viewing Schedule 568 Chris 0 s Steakhouse Linked Jobs 1905 Brisket Smoker Timeline Complete the Freeze Schedule Type Date Time field if applicable Preselections Due Date E TH See notes below Freeze Date Time These are the timeline changes that were at ato Mahad automatically added on Maaa No w Current Signup Method Click Edit if you would Allow Alternates No Ch e Oven if like to change them AEE 00S sign Up Ypen Les JL oe this schedule sign up period should open today Leave blank if this schedule s sign up period 7 13 2009 Sign up Open Edit will open tomorrow or on 9 18 2009 Sign up Closed Edit another future date Scheduled Timeline Changes Activation Date Signup Method Action 2 Preselections Due Date should not be completed for an Open Schedule 3 The Freeze Date Time optional is the last day and time that a student on a timeslot can move or cancel their interview It only affects students who are already on a timeslot This means that if a student is not on a timeslot and the Freeze Date Time passes the student can still sign up for a timeslot However once the student signs up for a timeslot they are n
84. odified this field shows the date and time that the schedule was last modified and it cannot be edited 6 Click Save once you ve made all changes ACCESSING PENDING SCHEDULES The schedule records that are pending administrator approval can be accessed in two ways 1 Administrator Home Page Pending Pending Students Jobs Flagged Jobs Mentors Contacts Schedules Placements Room Reservations Event Registrations 2 Databases gt Schedules gt Pending Databases Tools Help Sign Out Students Employers Contacts Jobs Schedules Admins Mentors New Career Events Schedule Calendar Faculty Pending Schedule List Pending Schedules FAE ee ee H Page 1 of 5 items 1 to 10 of 42 Schedule ID Organization Name Linked Jobs Interview Date Schedule Type Current Signup Method Status Activity 98 CSO Research Inc 1634 Service Rep 04 16 2009 Pending 101 C50 Research Inc 1635 Marketing Pending Intern 133 The Knot Inc 1641 Software 07 24 2008 Pending Engineer 15 CSGO Research Inc 1649 Analyst 05 09 2008 Pending 172 The Knot Inc 1657 Editor 08 01 2007 Pending 08 01 2007 CSO Research Inc 1672 test Open Sign up Closed Pending CSO Research Inc 1675 Professional 02 25 2009 Sign up Closed Pending Typist CSO Conference 1683 Student 08 15 2007 Preselect Sign up Closed Pending POA Worker 08 15 2007 CSO Conference 1684 Accountant Open Pending CSO Conference 1685 Sales Preselect Presel
85. on the screen or you can email the packet to yourself and or the employer STEP ONE Click Manage Preselects under Page Functions in the schedule profile STEP TWO To generate the packet for viewing in another window leave the none radio button selected Then choose the student s whose resumes you would like to view There are two ways to select the students 1 Choose all of the preselect students in the schedule click the checkbox to the left of the User Name column header 2 Choose students individually click the checkbox to the left of the student s whose resumes you would like to view User Name Johnson_Anita_44 Use this checkbox to select all students on the schedule cunningham Johnson_Lori_439 Adamemj Anderson_Nancy_679 rsherre csostudent cwagner Use these checkboxes to select individual student s Anita Harry Isabel Laura Lori Mary Jo Nancy Rachel Lynn Chris First Name Last Name Status Selection Submi Johnson Gei Accepted Not alternate stude nt Accepted Declined Clapham Accepted O not Alternate student Accepted Declined Garcia Accepted O Net Alternate O SES Accepted Declined Cunningham Accepted O Not Alternate O Geer Accepted Declined 10H After making the student selections on the left side use the radio buttons to choose whether to email the resumes or just display na them Not A A
86. ontacts Jobs Schedules Search Admins Pending Mentors New Career Events Faculty Rooms Room Reservations Surveys 2 Administrator Home Page Schedule Calendar link Calendar Schedule Calendar gt O TE 9 27 2009 10 3 2009 Month all day Schedule Calendar The Schedule Calendar can be viewed in month week and day view It will give Administrators a glimpse of any Schedule related activity for a given period Interview Sessi Yellow Information Session Purple KEY These are the four types of events that will display on the Schedule Calendar Green Orange 37 MONTH VIEW can use these sees 9 buttons to toggle between views Click on the number to open that day s schedule activities Clicking on a day s number in month view will open that day in the day view see below All schedule activity for that day will be displayed WEEK VIEW Use these buttons to move between days weeks or months depending on the view you are in DAY VIEW This button takes today st Friday October 23 2009 are ee ou to today if A EE Pa i all day you are in day view or to the The Sign up period for this week or month schedule will end tonight today is in if you are in week or PRESELECHS DUE month view You can use the calendar picker to quickly jump to a specific day week
87. ow frozen to their timeslot and cannot cancel or change it This field is used so that students won t make last minute changes right before the interview date s If you use this field the date time chosen needs to be before the Sign up Closed date 4 The Current Signup Method is used to override the Scheduled Timeline Changes In the above instance for example let s say that today is 7 13 2009 If created this schedule today then the Sign up Open entry will not take affect until tomorrow since all Open signup methods begin at 12 05am CST If want students to be able to sign up on a timeslot now would change the Current Signup Method to be Sign up Open If you want the first Scheduled Timeline Change to take place like it s schedule to leave this field blank 17 5 Scheduled Timeline Changes these are automatically populated based on the selections you made in the Timeline Name and Schedule Date fields in STEP SEVEN However you can edit them if you wish Click Edit next to the entry you want to modify make the changes and click Update You can also click Remove to delete the entry 6 Click Save once you have made all changes and you will be taken back to the schedule profile Here is the completed timeline for an open schedule Timeline Schedule Type Open Preselections Due Date Freeze Date Time 9 17 2009 3 00 PM Current Signup Method Sign up Open Allow Waiting List No Allow Alternates No Scheduled Timeline
88. pprentice Butcher Lynn Berger Accepted TJ Apprentice Butcher O d Nancy Anderson Accepted Tt Apprentice Butcher Jewel Cummins Not Accepted Apprentice Butcher Mary Jo Adams Not Accepted Apprentice Butcher LI check to email packet to self Create Packet Mass Email To Acce pted Preselect Continuous Schedule Preselection Process 1 After making your status selections and clicking Save Picks you will see the following Microsoft Internet Explorer Do Saving picks will notify each student of the selection made For this schedule Any students without status selections will remain without a selection and u7 will mot be notified until a selection is made Press OK to continue or Cancel to stop and review these selections i Cancel 2 After clicking OK they will get another prompt to verify this Now their selections have been saved The employer will still need to continuously make selections through the time period of this schedule Microsoft Internet Explorer 2 The schedule selections will now be saved Are the selections For this schedule correct i Cancel ACCESSING AN INTERVIEW SESSION To view the students on an interview session and to create the Interview Session Packet click the Session ID or Interview Date link in the Sessions section of the schedule profile Sessions Session ID rvie i i Interview Location Recruiter Session Information Status Active 75 The interview session information
89. r site most likely came with sets of timeline templates for these 3 schedule types e Open these templates are fully completed with all scheduled timeline changes though you can edit them as you see fit e Preselect these templates are also fully completed and can be edited to meet your needs e Preselect with Alternates these templates contain all of the scheduled timeline changes except the entry for Alternate Sign up Begins This is the day that students who were selected as alternates can sign up for timeslots if any are available Please see the Editing Timeline Templates section below for instructions on adding this or any other entry We have created calendars to visually demonstrate how the default timelines are configured Here are some tips to help you interpret them e Week 0 is the week in which the interview takes place Week 1 is the week before the interview Week 2 is two weeks before the interview and so on All times on the calendar are Central Standard Time Opening entries Sign up Open Request Period Open etc occur at roughly 12 05am CST Closing entries Sign up Closed Request Period Closed etc occur at roughly 11 59pm CST HINT You can also use these calendars to assist you in the creation editing of your own templates if you would like 50 These are the timeline entries for the default Open Monday Interview timeline template Sign up Open Sign up Closed OPEN 12 05AM 51 Wednesday Interv
90. rences students when students when C Letters of Recommendation C Letters of Recommendation they apply for this they apply for schedule this schedule L Faculty Evaluation LJ Faculty Evaluation Unofficial Transcripts Unofficial Transcripts STEP FIVE OPTIONAL Complete the Interview Request Preferences Section This section is normally only used by employers when they request an on campus interview However if you would like to use this section to record their preferences this is acceptable as well This section does not exert any control on the schedule It is ONLY for request purposes If you fill out this section click Save and Close when you are done STEP SIX Complete the Timeline section 32 Click Edit next to the Timeline section The following screen will appear These fields Preselections Due Date ur are not used Freeze Date Time for a Resume Collection Viewing Schedule 587 Chris 0 s Steakhouse Linked Jobs 1905 Brisket Smoker Use the dropdown to choose Resume Schedule Type Resume Collection B Collection as the schedule Type Timeline Current Signup Method Allow Waiting List Allow Alternates No Scheduled Timeline Changes Add Event Import Events Activation Date Signup Method Action Click Add Event Click Import Events if to manually add you have created a each of the timeline template for timeline entries Resume Collections Use the dropdown n
91. s can sign up for an interview timeslot Students can sign up until 11 59 PM Central Time IMPORTANT During ANY of the periods of time the Employer can review interview requests and makes interview decisions on an ongoing basis Alternate interview candidates may NOT be selected After the Sign up Closed date is reached the employer will no longer be able to make interview decisions EXAMPLE The employer Patty s Boutique will have 1 recruiter come on campus to interview for their Retail Management Trainee position Note that this example would be the same if more than one recruiter will be coming to interview for this position Refer to the CREATE A NEW SCHEDULE section for STEPS ONE through SEVEN of this process STEP EIGHT Complete the Timeline section The Timeline controls the progress of the schedule and is determined by the type of Schedule you are creating 1 2 D Under Schedule Type use the dropdown to select the type of schedule you are creating In this example we are creating a Preselect Continuous schedule If you choose to you can complete the Preselections Due Date Freeze Date Time and Current Signup Method at this point However it is recommended that you wait until the next step to do so This way you can view all of the scheduled timeline changes and decide on the dates for these fields The Allow Waiting List is NOT for use with Preselect Continuous schedules Allow Alternates is not use
92. s for lunch etc The Timeslot Template we selected was customized this way You can modify this Interview Session s timeslots It will not affect the default Template that was used to create this interview session email packet to O self O employer O employer amp self none Remove Selected Timeslots Create Packet OPTION 2 Automatically add Timeslots with a Timeslot Template e Complete the Import Timeslots section e Click the Timeslot Template dropdown e Select the timeslot template that best fits the interview session s schedule you can make adjustments later if necessary e Click Save amp Continue and you will see the Timeline screen next NOTE You may want to create your own timeslot templates for use in your site Please see the CREATING amp EDITING TIMESLOT TEMPLATES section for further instructions Import Timeslots Timeslot Template These are the timeslot templates that have been created in the site STEP SEVEN Optional Link or add an Info Session PM 2 breaks PM 2 breaks If the employer will give an information session in conjunction with the on campus interview you can create an info session as a career event You can then link the existing info session to the schedule or add a new info session that will automatically be linked upon its creation 14 Posting Information Schedule ID 592 Schedule Reference I Organization Name Chris 0 s Steakhouse Click the chain
93. s for a schedule in addition to choosing Yes in the Allow Alternates field you will need to create an Alternate Students Sign up Open entry on the Timeline 9 Use the dropdown list next to Timeline Name to select the day of the week the interview falls on This will automatically populate the timeline entries for you You will be able to make changes to these entries in the next step NOTE You can edit the existing timeline templates as you see fit and you can create your own as well Please see the CREATING amp EDITING TIMELINE TEMPLATES section for instructions 6 Use the calendar picker to select the date of the Interview Click Save Use the dropdown to choose Preselect as the Schedule Type Viewing Schedule 573 Chris 0 s Steakhouse Linked Jobs 1904 Head Butcher Timeline a a It is recommended that you Preselections Due Date wait to complete these Allow Waiting List is only E Freeze Date Time ay fields in the next step ai used for Open Schedules Current Signup Method E Disregard this field when Allow Waiting List creating a Preselect schedule Allow Alternates set to Allow Alternates Yes the employer will be Timeline Name 6 Preselect Monday Interviews able to choose alternate Schedule Date 8 26 2010 students to interview in case a preselect student Cancel Here you choose the day of the week that the interview falls on This and the can t make the interview U
94. se the calendar picker to select the date of the interview If this schedule Schedule Date field will create will span more than one day enter the the timeline for you earliest date first Once you click Save this is a portion of the screen you will see Timeline Schedule Type Preselect Preselections Due Date Freeze Date Time These are the Current Signup Method timeline entries that Allow Waiting List No Click Edit to were automatically Allow Alternates make changes to this section added when you Scheduled Timeline Changes completed the Date Signup Method Timeline Name and Schedule Date fields 8 31 2009 Request Period Open 0 7 2009 Request Period Closed in the previous step 9 15 2009 Accepted Students Sign up Open 9 27 2009 Sign up Closed 20 STEP NINE Edit the Timeline section 1 Click Edit next to the Timeline section This is the screen you will see next Preselections Due Date optional this is the date by which the employer should have made their preselect choices Tip most admin set this date 1 to 2 days Viewing Schedule 574 Chris O s Steakhouse before the Accepted Student Sign up Linked Jobs 1904 Head Butcher Open date Timeline Complete the Freeze Schedule Type Preselect E l Date Time field if applicable Preselections Due Date See notes below Freeze Date Time These are the timeline changes that were automatically adde
95. slot 7 Once you are done making changes click Update and you will be taken back to the timeslot template Or you can click Cancel if you do not wish to make changes Creating Timeslot Templates 1 Goto Tools gt Setup gt Schedule Timeslot Templates This is the page you will see next 48 Manage Timeslots Enter the name for the new Edit Timeslot Template 20 MIN 8 00 AM 4 40 PM template New Timeslot Template Click Create Time Reserved Slot Action 12 00 AM Edit Remove Timeslot Break i Confi Ti slot i i i Period optional a Interview Duration is the use this to specify BEE length of each interview the length of the Timeslot Break Period 0 break after each First Timeslot Start Time Gei AM O PM interview if applicable Last Timeslot Start Time Dam OPM 2 Inthe New Timeslot Template field enter the name of the template and click Create You will now see the name you created in the Edit Timeslot Template field Fill in the Interview Duration field This is the length of time of each interview slot 4 Complete the Timeslot Break Period field optional if you would like a break after each interview enter the duration of the break here 9 First Timeslot Start Time this is the time that the first interview for this template will start Be sure to change the radio button to PM if the first interview for this template starts in the afternoon 6 Last Timeslot Start Time this is the time that the
96. st Viewed toggles the Quick Links Accepted C rsherre Rachel Sherrell Accepted Ono O Student 7 status for Accepted Declined each student sjohnson Scott Johnson Accepted Ont O student Accepted Declined C kdpelletier PJ Pelletier Accepted O Naot O Student E Accepted Declined O Not O Student Robertson_Stacy_620 Stacy Robertson Acce pted Accepted Declined Not 2 Student Parker_Thomas_218 Thomas Parker Acce pted Accepted Declined Save Picks click this once email packet to self O employer employer amp self none EE Mass Email To STEP THREE Click Save Picks Below is the next screen you will see Viewing Schedule 476 CS0 Research Inc Linked Jobs 1898 Marketing Coordinator Click Submit Picks to finalize your picks Note All students with a status of Requested will automatically be set to Not Accepted upon submission of selections Click Return to make additonal selections or changes to existing selections Contirm Selections StudentBase UserName StudentBase FirstName StudentBase LastName Status k edpelletier FJ Felletier Accepted rsherre Rachel Sherrell Accepted sjohnson Scott Johnson Accepted Robertson_Stacy_620 Stacy Robertson Accepted McEvoy Mariah_981 Mariah McEvoy Not Accepted Student Declined Submit Picks ___________ Return takes you back finalizes the to the previous screen
97. sting Information pedir Below is the detailed information for this interview schedule e View sign up activity click the desired interview date in the Session box e View an information session associated with this interview click the date next to Information Session to review attendees if available e View requests on a preselect schedule click Manage List in the Preselect Activity box if available to review student requests and to submit selections when necessary Schedule ID 589 Organization Name C50 Research Inc Linked Jobs To select existing job s click Add Existing Job or click Add New Job Job ID Job Title Contact Name Action 1474 Accountant Sessions Session 1D Interview Date Interview Location Recruiter Session Information Status 561 10 26 2009 Evan Robert Active Timeline Preselections Due Date Current Signup Method Sign up Open Allow Waiting List No Scheduled Timeline Changes Date Signup Method 8 17 2009 Sign up Open 10 23 2009 Sign up Closed Document Categories real Document Categories Allow Selection Document Categories Require Selection Resume Resume Employer Interview Request Information edit Requested Schedule Type Preferred Interview Dates Requested Interview Length First Interview Start Time a Last Interview Start Time a No of Rooms de Need Information Session No Preferred Information Session Date Additional Request Information Depending on how your system
98. talics etc in the Word doc as it will not appear in the e mail that is generated for an event 60 ADVANCED OPTIONS With the recent changes to the way schedules relate to jobs there have also been some changes in the settings that control these relationships Following are some scenarios that you will want to consider as well as instructions for implementing those scenarios in your site Please call us if you need any assistance with this process NOTE If a schedule is NOT Active then the job linked to it will NOT appear to students This is regardless of the scenario that you are using SCENARIO 1 You would like for your students to be able to see all jobs including jobs with schedules but only be able apply to ones they meet the requirements on are qualified for settings Go to Tools gt Setup gt Settings and ensure that the following settings are configured as shown e Student Jobs Screen Jobs Upon Job Search false existing setting e Student Jobs Screen Schedules Upon Job Search false new setting SCENARIO 2 You would like all students to see all jobs but NOT the schedules part of jobs they are not qualified for settings Go to Tools gt Setup gt Settings and ensure that the following settings are configured as shown e Student Jobs Screen Jobs Upon Job Search false existing setting e Student Jobs Screen Schedules Upon Job Search true new setting SCENARIO 3 You woul
99. te Time Reserved Slot Action 9 00 AM Edit Remove 9 30 AM Edit Remove 10 00 AM Edit LE EES 10 30 AM Edit Remove 11 00 AM Edit Remove 11 30 AM Edit Remove 12 00 PM LUNCH Edit Remove ia PN Edit ect Use the Remove button 1 30 PM Edit Remove to delete a timeslot entry 2 00 PM Edit Remove 2 30 PM Edit Remove 3 00 PM Edit Remove 3 30 PM Edit Remove 4 00 PM Edit Remove Choose this button to add another timeslot Use the Edit button to change a timeslot entry 2 Use the Edit Timeslot Template dropdown to select the template that you wish to edit 3 Once the template loads you can click Edit next to an entry to make changes to it Using the image above as an example clicking Edit next to the 9 00 AM slot would produce this screen Reserved Slot After you click Edit these fields will be in Edit mode so that you can type in them st d jup Cancel 4 You could then make changes to the Time and Reserved Slot fields For example you could change this slot s time to 9 05 AM You could also type Lunch or Break into the Reserved Slot field This would reserve the slot for a break or lunch and would not allow students to sign up for an interview at this time 9 Click Remove next to any timeslot s that you wish to delete D Click Add New Timeslot if you want to insert another timeslot Follow the instructions in step 4 above to create the
100. ts have in a job If there is a lot of interest the Resume Collection can be turned into a Preselect schedule Refer to the CREATE A NEW SCHEDULE section for STEPS ONE through THREE of this process STEP FOUR Complete the Document Categories Section NOTE All of the Employment Related documents that you have in your site under Tools gt Setup gt Document Categories will appear in this section 1 Inthe right column Document Categories Require Selection of this section choose which document s will be required of students when they apply for this schedule Each time you make a selection in this column the corresponding document will automatically be selected in the Document Categories Allow Selection column 2 Inthe left column Document Categories Allow Selection choose which document s students will be able to select when applying for this schedule This option is available because for example some employers may want to require resumes and cover letters but also allow for the submission of letters of recommendation and transcripts 3 Click Save and Close at the bottom of the page or complete the Interview Request Preferences section optional Document Categories All checked Document Categories Allow Selection Document Categories Reguire Selection All checked documents in E Wi r Wi documents in this e Cc ove d EE ove d EE this column EE ill E column MUST CAN BE De nee BE selected by selected by LI References LI Refe
101. ts screen any jobs that are linked to a schedule will have a blue O next to the Job ID Clicking on this icon expands the job listing as shown here dh 1929 Apprentice Chris O s Steakhouse 10 9 2009 11 5 2009 Butcher Interview Schedule Schedule ID Schedule Type Interview Date Current Signup Method Q 615 Preselect 11 06 2009 Request Period Open To access the schedule this job is linked to the student can click on either the or the Schedule ID Either of these actions will take the student to the schedule profile From here they can take action on the schedule as described in the previous sections 69 EMPLOYER SCHEDULES An employer can view an existing schedule or create a new Schedule request from the Schedules menu My Profile Student Search Resume Books My Jobs My Interview Schedules Schedule List View amp manage existing schedules New Schedule Request Create a new schedule request SCHEDULE LIST Clicking on Schedule List under the My Interview Schedules menu will lead to the schedule search results page Schedules Y Dicks Not Started Y Dicks Started Not Complete Y Dicks Submitted K 4 7 8 10 gt gt Pagel of 10 items 1 to 10 of 93 Schedule ID Linked Jobs Interview Date Current Signup Method Schedule Type Status 8 Credit Analyst 06 03 2008 Sign up Closed Preselect Active 17 Account Manager 05 16 2008 Sign up Closed Preselect Active 83 Registered Nurse 11 16 2006 Sign up Closed Open Inact
102. udent to add to Preselect Activity section complete any combination of the User Name First Name and or Last Name to search for students to add to the Preselect Activity list Click search STEP THREE From the student search results click Add Student Next to each student you want to add Click Search to see the student results Search for Student toladd to Preselect Activity User Name First Name Last Name brown User Name First Name Last Name Primary Email kbrown Katie Brown Add Student grace Grace Brown Add Student brown124 Danielle Brown Add Student beh Henry Brown Add Student barrybrown1il Barry Brown Add Student rachelbrown Rachel Brown Add Student Click Add Student for each student you want to add to Preselect Activity NOTE If you add a student who does not meet the requirements set in the job you will see a message similar to the one below As an administrator you can override the job requirements of any schedule by clicking Continue with sign Up Note If the student does not have a resume in the system it is highly advisable that they upload one otherwise their resume cannot be included in the Preselect or Interview Session resume packets 25 Student Not Qualified The following schedule criteria were not met by Mary Jo Adams Degrees Majors click Add Continue with Sign Up 4 Creating and sending preselection resume packets as an administrator you can generate preselection packets to view
103. yer that a preselect schedule Approaching PRS Closed is about to close to allow pick submission It is sent Edit nightly when the closed period is the number of lag days away EMPLOYER Schedule Occurs to remind an employer when preselect picks are Approaching PRS Pick Date due on a schedule It is sent when the due date is the Edit nightly number of lag days away S Occurs when a schedule is changed from a pending to EMPLOYER Schedule Approved ve sus Edit EMPLOYER Schedule Full Occurs once all sessions for a schedule are full Edit Occurs to remind a student of an upcoming interview EE Secta It is sent when the interview is the number of lag days Edit Approaching Interview nightly away STUDENT Schedule Eeer E Approaching In a FCPS when the sign up period is the number of lag days Edit nightly away STUDENT Schedule BEE Approaching Soap Ter EES when the sign up period is the number of lag days Edit Alt nightly away STUDENT Schedule Picks Occurs when preselect picks are submitted It is sent to Edit Submitted Alternate those students that are accepted as alternates STUDENT Schedule Picks Occurs when preselect picks are submitted It is sent to Edit Submitted Approved those students that are accepted Edit STUDENT Schedule Picks Occurs when preselect picks are submitted It is sent to Edit Submitted Not Accepted those students that are rejected Edit 59 An asterisk appears next to the eve

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