Academic Recruitment E-learning Tutorial
Contents
1. Many faculty recruitments do not list preferred qualifications You may skip this step for this exercise Selection Process Use this section to document the committee s plan for a screening process interview procedures etc This information can often be found within the position s description Please read Creating the Search Plan Selection Process and Guidelines for Creating an Effective Faculty search Process Departmental Policy for more information on the do s and don ts for selection criteria and evaluation Selection Criteria Page 10 October 1 2015 1 Click Add 2 Type the following example Evidence of outstanding research and the potential for scholarly activity and teaching Please see Appendix E for a Sample Candidate evaluation form 3 Click Save changes Selection Plan 1 Click Add 2 Type the following This is where the detailed evaluation and selection process would be written 3 Click Save changes Use this section to choose who can log in and review the applications Please read Creating the Search Plan Search Committee Move to the Core Committee section Click Add Choose Committee chair from the menu Click your mouse in the box Search by name email or CalNet ID For this exercise enter your own berkeley edu email address Click Add Oy OT Fe WN When adding search committee members only core committee members should be under committ2. Filters can be particularly useful when your applicant list is long 1 Experiment now with the filter panel to fine tune your list of applicants 2 Click Reset in the left hand column to restore the applicant list to the default state Change the Columns Adjust columns to present more information at a glance about the applicants 1 Click the Change Columns button 2 Be sure Status is checked We ll want this column to show up 3 For this exercise put a checkmark beside Flags and Disposition Reasons 4 Click Save Columns Other Features Be aware of the following additional features Working with them won t be necessary for this tutorial e Download This Data Download the applicant list and open it in Excel e Hide applicant Useful if an applicant has applied to the wrong position or applied twice Do not over use this tool e Mark as read Check off which applicants you have reviewed Each committee member also has this feature available to them on their own dashboard Personal notes Jot a personal note about an applicant Add Applicant Manually add an applicant Send Bulk Email Compose one message to send to multiple applicants Applicant log Record of time stamped activity taken on the applicant Progress dots Roll over an applicant s colored dots for an at a glance look at the application s progress Page 14 October 1 2015 Lesson 4 Managing Applicants Prior to beginning this
3. Summary of Overall Requirements and Timelines for Senate Faculty Recruitment Assume that the department unit school college has been given permission to recruit for a faculty position Also have open the Senate Search Plans Checklist as a reference for completing the steps to a successful search plan For an overview of the Academic Recruitment Process for Senate Faculty Searches please see the Senate Flowchart For detailed information about search committee processes and considerations download and read Guidelines for Creating an Effective Faculty Search Process Departmental Policy CREATE A RECRUITMENT PLAN 1 Please read Overview for Creating the Search Plan and Creating the Search Plan Basic Information about the Recruitment 2 In the test site move to the Recruitments page by clicking UC Berkeley Faculty amp Administrators then Recruitments in the top menu bar 3 Click the button Create New Recruitment Plan 4 Fill in the Basic Information section refer to the Search Guide Creating the Search Plan Basic Information about the Recruitment for information on how to correctly interpret and use these fields Recruitment Name eName your recruitment Test Senate Recruitment Chemistry your last name enter your own last name so the recruitment can be identified later In an actual search the recruitment name would be name of position subfield if applicable depar
4. a cover letter 3 Complete the References requirements read Letters of Reference for more information about determining the need for references versus contact information Letters are typically required at the time of application for assistant professor positions while requirements for tenured positions are usually Only contact information Type e For this exercise select Only contact information Number e Select 3 5 This means your applicants would need to provide the contact information of at least three potential referees but not more than five Show References To e This field gives you a chance to restrict reference viewing to certain groups within the search committee For this exercise keep the default setting e Click the Next button to leave the documents amp references set up 4 Fill in the Email Settings e Type in the address where you want to receive questions from applicants The Contact Us email will go here yet the address will not be visible to the applicant e The Thank You email is a fully customizable template that is automatically sent to references when their letters are uploaded into Recruit e For this exercise add your name to the signature line of the letter e Click the Next button 5 Check the Review Recruitment Screen for accuracy Page 7 October 1 2015 e If everything looks satisfactory click Save amp Done Lesson 2 Completing t
5. amp Welfare OFEW is the final approver You as the department analyst will officially publish the recruitment upon approval confirmation e Once published the recruitment becomes available to applicants to apply and to the search committee for review Please remember that OFEW automatically places the advertisement on AP Recruit the Chronicle of Higher Education HERC HigherEd Jobs and America s Job Exchange associated sites All additional locations are up to the hiring unit to coordinate and place Job Elephant is available to help with advertising at no cost See the Search Guide for information on working with Job Elephant e The PDF of the plan is now an historical record of what was approved Congratulations You ve created a recruitment prepared the search plan and submitted it for approval In the following exercises you will work with a recruitment that has applicants You will also create a final Search Report Page 13 October 1 2015 PART Il Lesson 3 Working with the Applicant List Prior to beginning this lesson please read Evaluating Applicants and the AP Recruit User Manual Applicants amp Applications 1 From the Recruitments page locate the JPF you received from OFEW If you do not have a JPF for a specific recruitment to work on contact ofew berkeley edu 2 Click the Applicants link Note the number of applicants is in parenthesis Filtering the Applicant List
6. and edit if necessary your department mailing address e Click the Next button 11 Confirm the basic information is correct e Click Save amp Done e Inthe green box choose Yes Configure for Online Applicant Management CONFIGURE FOR ONLINE APPLICANTS Please read the Creating the Search Plan Applicant Qualifications The basic recruitment set up is done but for your applicants to apply online you will need to enter the requirements Important In an actual recruitment remember to complete this section carefully Most fields become locked after the first applicant has applied and only optional documents may be added as an afterthought 1 Read the Overview screen and click the Next button 2 Complete the Documents requirements section the requirements added and language used to describe them must be exactly the same as in the advertisement Add e Click the Add link e For this exercise name the new document Extra Stuff e Select optional Page 6 October 1 2015 Reorder e Click the Reorder link e Using your mouse click the icon beside Cover Letter and move this requirement to the top of the list This will be the order the applicants will see when they apply e Click Save Delete e Click the Delete link next to Misc Additional e Confirm Yes Delete Edit e Click the Edit link for Cover Letter e Click Required e Click Save Applicants will now be required to provide
7. applicant pool before moving forward with this tutorial Comments Once the applicant pool has been approved please continue to assess the candidates by following the below steps 1 Click on the Applicants tab 2 Click the blue tab Entire pool 3 Locate Margaret Mead and click directly on her name Page 17 October 1 2015 4 In the comment box type Candidate has an article in Science Magazine and click the Add Comment button The search committee reviewers are able to read one another s comments just as they would share comments around a conference table 1 Inthe flag box type Strong teaching and click the Add Flag button The search committee reviewers may read one another s flags when Display to Reviewers remains checked These are a way to divide the applicant pool by desired characteristics or to rate candidates Comments and flags should be written as considerately as words spoken in face to face meetings Please monitor your search committee s comments and flags Remember these are part of the electronic record Managing an Applicant s Documents Only Analysts Editors and Chairs may manage applicant s documents e g Cover letter CV statement of research statement of teaching publications Let s say an applicant needs to send in materials by regular U S mail and now the documents must to be uploaded into Recruit This would require that you scan in the documents beforehand and s
8. candidate disposition reasons See above example from ASSIGN DISPOSITION REASONS PROVIDE COMMENTS REGARDING INDIVIDUALS INTERVIEWED AND PROPOSED CANDIDATE Applicants who were on the short list interviewed require comments in addition to the disposition reason It is important that the statements reflect the strengths weaknesses of the Page 22 October 1 2015 individual applicants and compare their qualifications to the established search criteria set forth at the beginning of the search A statement is also needed for the Selected Candidate do not select a Disposition Reason It is possible to state see search committee narrative for comments next to names of those interviewed or the proposed candidate rather than having the comments in two places Interviewed candidates Go to the Applicants tab and click the left hand column tab Qualified On the top green header look for Assign Reasons in the middle right Click Assign Reasons Look for Winston Burke Click in the Disposition Reason s box and start typing Lacks sufficient depth breadth of research creative excellence or impact 6 Click in the Comment box and type Interview demonstrated lack of depth in current research 7 Click Done to return to the applicants page 8 Check your columns to make sure you can view Disposition Comments on your screen ore Nae Proposed candidates Go to the Applicants tab and click the left hand tab Qua
9. lesson please review the AP Recruit User Manual Basic Qualifications Now you will review a particular application As you work through the next exercise keep in mind that the applicant review screen contains the same functionality for the search committee reviewers Make sure you are on the Entire pool view Click the blue tab Entire pool Click Remove all filters Locate Margaret Mead in the list Click directly on her name There are 3 different methods to viewing Dr Mead s documents a Click the button Download PDF Bundle This downloads a PDF bundle of all an applicant s documents including a cover letter watermarks and interstitial pages in between each document D ere b Click on Download blue link next to a specific document name to download a single document This downloads the file to your computer c Click the button Viewer The document viewer tool may be affected by browser versions and third party PDF readers 6 Click Return to List of Applicants when you are done reviewing MEETS BASIC QUALIFICATIONS An important task is to mark completed applicants as meeting the basic qualifications or not Incomplete applications should not be examined Only analysts can view incomplete applications Analysts Chairs and Editors all have the functionality to mark meets basic qualifications but typically analysts make this assessment before search committee chairs and reviewers begin reviewing
10. name Double check each section clicking on the edit buttons Revisit each of the sections on the Search Info tab and verify submissions On the Details section in the box at the top click the box Submit plan for approval On the confirmation screen click Yes submit for approval On the approval screen click Download the plan This is what your approvers will be reviewing Close the PDF after looking it over Click Specify person and add your own berkeley edu email address Each step must have at least one specified person Click Add Click Add alternate approver for the Department Chair Let s say the Chair is out of town and add the alternate email address for the approved alternate Click Add Click the arrow below next to Comments Click the button Add a comment For this exercise type The plan is ready for review Click Add Comment Click Done In an actual recruitment automatic email requests are sent to each approver who is next in line in the workflow Subject UC Berkeley AP Recruit Approval Request recruitment name JPF Approver s emails include a direct link to the approval screen where they may download the plan comment and approve Finally monitor your approvals Click the Approvals tab at the top of your Recruit window and find Test Senate Recruitment Chemistry your last name Page 12 October 1 2015 PUBLISH THE RECRUITMENT e The Office for Faculty Equity
11. one week past the Close Date This is an optional date for existing applicants to finish their applications a grace period 7 Fill in the Search Information section e Hover your mouse over the tool tip for a description of Search breath e Select Open Search e In the Initial search allocation field select Newly allocated 8 Fill in the Optional Information section e For this exercise type your department s home page URL 9 Click the Next button Fill in the Title Codes amp Specialties Title Codes e Start typing a title code in the box or enter part of a title s name for example Ast Prof The system will provide a menu Page 5 October 1 2015 e For this exercise type 1200 e You may enter up to 10 title codes Put your cursor in the box and add another title code or two that you are familiar with It is important to add all title codes that are applicable for the search no changes can be made after the search launches and individuals can only be hired into the title codes used Specialties e Put your cursor in the specialty box and select from the menu e For this exercise choose Chemistry other e You may add up to 5 specialties Put your cursor in the box and add another specialty or two that you are familiar with e Click the Next button when you are done 10 Verify the Recruitment s Contact information e Verify and edit if necessary your name and email address e Verify
12. October 1 2015 Academic Recruitment E learning Tutorial for Senate Faculty Recruitments Dear Academic Personnel Analyst Thank you for participating in the Academic Recruitment self learning tool The purpose of this tutorial is to teach you how to use AP Recruit to conduct senate academic recruitments Your role in senate academic recruitment is to assist the individual or committee conducting the recruitment by e Setting up the recruitment The Search Plan including assistance in writing the advertisement and ensuring that the search committee understands all required policies and procedures for conducting searches as specified in the Senate Search Guide e Running the search Support with placing advertisements and conducting outreach initial review of candidate basic qualifications submission of the Applicant Pool instructing committee members as needed on how to review candidates and leave comments maintaining up to date AP Recruit statuses for all candidates submission of the Short List supporting logistics with interviews and campus visits uploading evidence of advertisements and outreach entering candidate disposition reasons e Closing the search The Search Report including the search outcome information about the proposed candidate all candidate statuses and disposition reasons advertisement evidences and instructing the committee on the search committee narrative e Making the search inactive Changi
13. a running history of the applicant s status changes on the log Please make sure to carefully update candidate statuses without skipping any steps Should you incorrectly assign a status contact OFEW directly ofew berkeley edu to reset their status to complete for you to update again ASSIGN DISPOSITION REASONS Assign reasons why applicants did not move forward in the hiring process Applicant disposition reasons are an important component to the final Search Report When you initially determine that a candidate Does Not Meet Basic Qualifications you can assign a disposition reason right away After each stage of deselection applicants should Page 20 October 1 2015 have disposition reasons assigned However be sure that you do not wish to consider that applicant any further Assigning disposition reasons as the search committee deselects candidates will help when completing the final search report One or more dispositions or reasons for deselection of a candidate are assigned to individuals who submitted an application for the position One set of reasons are used for individuals deemed unqualified because they did not meet the basic requirements for the position as stated in the advertisement did not provide a complete application did not have the required letters of reference submitted on their behalf or withdrew prior to being invited for an interview Another set of disposition codes are u
14. applications This way reviewers only have to consider individuals who are officially applicants Deciding if applicants meet the basic qualifications must be non comparative objective relevant and verifiable Please refer to what was stated in your advertisement to assess applicants This should be done throughout the application period to avoid having to assess the entire pool at once when the deadline has passed Page 15 October 1 2015 The Office of Federal Contractor Compliance Programs OFCCP Department of Labor requires the assessment of basic qualifications for all academic positions These requirements must be met at the time of application and are necessary for consideration as an applicant for the position What this means Distinguishing applicants who meet the basic qualifications ensures that their diversity data will be included in the Diversity report and is in compliance with the Department of Labor Office of Federal Contract Compliance Programs Meets basic qualifications Click the left hand column blue tab Entire pool Locate Winston Burke Look in the Status column and notice he is Complete Below his name click Manage In an actual recruitment you would click Documents amp References read his CV and determine if he meets the basic qualifications or not In the top row click Basic Qualifications Meets 7 Click Done to return to the list of applicants 8 Click the green tab Qualified a
15. ard with this tutorial UPDATE APPLICANT STATUSES CONTINUED Please resume updating applicant statuses once the shortlist is approved Now imagine that your Search Committee from the Chemistry Senate search you created earlier has selected a candidate Try updating the applicant s status to Proposed Candidate Please review the Applicant status updates for Search Reports For the purposes of this example you will make two status updates to get to Proposed Candidate In an actual search this will not happen all at once Notice that applicant statuses are visible in the status column Find applicant Margaret Mead Below her name click Manage Click Update Status in the box at the top of Dr Mead s application Notice that Dr Mead s current status is Recommend for Interview Click Choose another Status Read through the descriptions of the various statuses Anyone beyond Serious Consideration will be considered shortlisted 7 Choose Interviewed 8 Click Update Status 9 Click Save Changes 10 Click Update Status 11 Choose Proposed Candidate 12 Click Enter Proposed Offer Information This information will be a vital part of the final Search Report Do not enter proposed salary for senate level searches 13 For percentage of time type 100 14 Finish the rest of the offer proposal form and click Save Changes 15 Click Done to return to the applicants screen PON oy Note Recruit keeps
16. ave them as PDFs Return to the list of applicants Locate any applicant with the status Not Completed Below the name click Manage Inside the application move to the section Documents and References Below Curriculum Vitae click Upload Click Choose File and upload any sample PDF file on your computer Click Upload Click Done to return to the list of applicants OO Oy nN Note The applicant s log will record this action If this was the last requirement needed the status of the application will automatically change to Complete UPDATE APPLICANT STATUSES It s time to short list applicants In an actual recruitment you should work with your Chair to update the applicants statuses It is important to keep statuses up to date throughout Page 18 October 1 2015 the recruitment period You should not simply determine which applicants meet basic qualifications and leave the pool further unassessed until a candidate is proposed for hire For instance you will update statuses when a list of candidates under serious consideration is selected long short list when candidates are recommended for interview short list once applicants have been interviewed if they withdraw at any point and when a final proposed candidate is being put forward Keeping the applicant s status up to date will make sure that the search committee is always aware of the current status and is also required for UCOP and diversity offic
17. dd 2 For this exercise choose African American and Women 3 Click Save changes Page 8 October 1 2015 Advertisements Advertisements are a crucial part of the Search Plan and require careful consideration the language chosen affects how candidates are evaluated and who can be hired for the job It is also important to ensure that the proposed advertisement contains all of the required elements before being uploaded Please thoroughly read the Senate Search Guide Creating the Search Plan Advertisement and see Appendix B amp C for advertisement requirements and templates Planned Search amp Recruitment Efforts Click Add For this exercise type Post the advertisement to the American Chemical Society and send personal emails to colleagues letting them know about the position Ask colleagues for recommendations of women and underrepresented minorities Please see our Outreach Email Templates for suggested language Please note that the expectations for outreach for senate recruitments are multiple sources of advertisement and multiple sources of personal additional outreach Click Save changes Actual Search amp Recruitment Efforts Provide this information prior to submitting the Applicant Pool report Advertisement Documents iy Upload your ad drafts and final ad copy here pdf txt or image Click Upload For this exercise Choose File any PDF file on your computer Click Upload
18. e reporting Prior to beginning this section read Applicant Evaluation and the AP Recruit User Manual Statuses and Shortlisting Notice that applicant statuses are visible in the status column Find Winston Burke Below the name click Manage Click Update Status in the box at the top left Notice that the current status is Complete Click Choose another status Read through the descriptions of the various statuses Anyone beyond Serious Consideration will be considered shortlisted 7 Choose Serious Consideration 8 Click Update Status 9 Click Save Changes 10 Click the Update Status button 11 Click Recommend for interview 12 Click Save Changes 13 Click Done to return to the applicants screen iN Oy Note Recruit keeps a running history of the applicant s status changes on the log REVIEW AND SUBMIT THE SHORT LIST Prior to beginning this section please read Short list and the AP Recruit User Manual Applicant Pool and Shortlist Reports 1 Go to the Reports tab 2 Click Create New Shortlist Report 3 Review what is auto populated and click Create Report 4 Under the Date Generated tab find the newly created report and click Submit as new approval 5 Click Yes submit for approval 6 Leave the auto populated approvers for now 7 Click Done Page 19 October 1 2015 Please contact OFEW at this stage to approve the shortlist before moving forw
19. ee roles Everyone else should be under Additional Access Documentation Use this section for any Search Plan documents that are necessary for review of the position or search plan The other headers in the Documentation section are to be used in the Search Report Disposition Reasons This section displays the system s default disposition reasons with one list for individuals who do not meet the basic qualifications to be considered an applicant and a second list for all applicants Up to 5 custom reasons may be added here based on your department s unique business practices but they must be added as part of the Search Plan and approved prior to launching the search Please refer to Creating the Search Plan Disposition Reasons for information about disposition reasons Page 11 Cre al October 1 2015 For this exercise click Add custom disposition reasons Choose Add custom reason Type the following Research is not in inorganic theoretical Chemistry as required Click Add Click Save Changes SUBMIT THE PLAN FOR APPROVALS You will ask for approval of the search plan The system identifies a workflow and fills in the steps for that workflow You may configure the workflow somewhat Please refer to the AP Recruit User Manual Search Plan Approvals for examples 1 Oa 10 11 12 13 14 15 Return to the Details section of Test Senate Recruitment Chemistry your last
20. ee should evaluate the report considering the benchmark statistics and the Affirmative Action goals and decide whether additional outreach efforts are needed or if the pool is sufficiently broad and diverse In order to submit an Applicant Pool report for consideration by OFEW it is necessary to fill in the Actual Search amp Recruitment efforts and assess each person who submitted an application as meeting or not meeting the basic qualifications Go to the Reports tab Click Create new applicant pool report See where it says Actual Search Efforts must be entered and click Add now Enter This is where the actual search and recruitment efforts undertaken to achieve a broad and inclusive applicant pool will go Review what is auto populated and click Create Report 6 Under the Date Generated tab find the newly created report and click Submit as new approval 7 Click Yes submit for approval 8 Leave the auto populated approvers for now 9 Click Done ee O Please note when filling in the Actual Search amp Recruitment Efforts you do not have to restate the efforts you outlined in the original search plan Rather you should state what is different and provide information about why it is different Advertisement Evidences 1 Under the Search Info tab click Advertisements 2 Next to Ad Evidences click Upload and Choose File any PDF file 3 Click Upload file Please contact OFEW at this stage to approve the
21. file HERC Categories Select which category and area of expertise best fits the recruitment from the list of choices 1 Click Add 2 For this exercise choose Physical Sciences 3 Click Save changes Ad Sources List the various places where your recruitment will be advertised 1 Click Add Page 9 October 1 2015 2 For this exercise type American Chemical Society 3 Click Save changes Qualifications Creating the Search Plan Applicant Qualifications Basic additional and preferred qualifications are entered in this section Please read Creating the Search Plan Applicant Qualifications before completing this exercise It is important to carefully consider the application requirements for a particular position as they are locked once the search plan is approved and individuals who apply cannot be considered if they do not meet the Basic Qualifications at the time of application and the Additional Qualifications at the time of employment 1 For this exercise remember we are using a Chemistry Asst Professor decided above with title code 1200 as our example Basic 1 Click Add 2 Type A Ph D or equivalent degree in Chemistry or a related field is required to be considered an applicant for the position 3 Click Save changes Additional 1 Click Add 2 Type Demonstrated excellence in research in inorganic theoretical chemistry 3 Click Save changes Preferred
22. he Search Plan ENTER THE SEARCH PLAN INFORMATION Prior to beginning this lesson please read the Creating the Search Plan 1 Find your draft recruitment on the Recruitments page 2 Click the link below it Search Info Everything you inputted when you created the recruitment plan is on the Details screen To edit use the buttons available or click Edit Basic Recruitment or Update Online Requirements Status indicators Familiarize yourself with the status indicators on the Details screen Note that your plan is Not submitted for approval and your Recruitment is not published It cannot be opened to potential applicants until it is approved by OFEW The URL to include in ads AP Recruit generates a unique address URL This is an important link so be sure to use this URL for your ads electronic postings etc The required elements for the Search Plan are in the tabs on the left of the screen For this exercise complete the information in each tab in order Affirmative Action Goal Indicate which groups are underutilized for the job group by School In an actual recruitment use the link Campus AA Goals for a table that indicates the Affirmative Action goals for the job group Read Diversity Benchmarks and Goals for more information on this section as well as to familiarize yourself with the difference between the diversity benchmark data and the Affirmative Action goals for a search 1 Click A
23. l Please note there is a similar online guide for Non Senate Academic recruitments If you will be supporting both types of recruitments you will also need to review the Non Senate Academic Recruitments tutorial at another time Download the AP Recruit User Manual The Senate Search Guide provides the necessary information to understand the what and why of academic recruitment The AP Recruit User Manual provides the mechanics of using the AP Recruit system Page 2 October 1 2015 Contents PARTI Lesson 1 Setting up a Recruitment e Create a Recruitment Plan e Configure for Online Applicants Lesson 2 Completing the Search Plan e Enter the Search Plan information e Submit Plan for Approvals e Publish the Recruitment PART Il Lesson 3 Working with the Applicants List Lesson 4 Managing the Applicants e Meets Basic Qualifications e Review and Submit the Applicant Pool e Update Applicant Statuses e Assign Disposition Reasons Lesson 5 Completing the Search Report e Verify Statuses and Disposition Reasons e Comments for Interviewed and Proposed Candidate e Documentation Related to the Search e Evidence of Advertisement e Initial Search Outcome e Submit the Report for Approvals Lesson 6 When a Search is Complete e Inactivate the Recruitment Page 3 October 1 2015 PART Lesson 1 Setting Up a Recruitment Prior to beginning this lesson please read Introduction and Purpose and
24. lick Upload file 4 Next to Interview Materials click Upload and choose any PDF file 5 Click Upload file PROVIDE EVIDENCE OF ADVERTISEMENT Review the list of advertising locations specified as part of the Search Plan in the Ad Sources section American Chemical Society Delete any advertisement sources not used as planned and add any additional locations actually used Provide evidence of advertisement publication and payment in the Ad Evidences section Please note If you add additional sources to the list as part of the Search Report refresh your screen before attempting to upload the evidences This section can also be completed earlier in the process prior to submitting the applicant pool report for review to provide evidence that the stated advertising locations were used or stated outreach activities were conducted SELECT THE INITIAL SEARCH OUTCOME On the Search Info Tab click Search Outcome Choose Select the initial outcome of this search For this search of the three choices select Proposed candidate Click Save Changes se ae REVIEW SEARCH REPORT Revisit each tab under Search Info and make sure all blue box Search Report areas are complete As you will notice the Search Plan boxes are now gray when they were initially blue The blue coloring indicates when an action is needed Generate the Search Report Click on the Reports tab Click on the left hand Search Report tab Click Preview
25. lified On the top green header look for Assign Reasons in the middle right Click Assign Reasons Look for Margaret Mead Do not select a disposition reason as she is the proposed candidate Rather type the following into her comment box This is the proposed candidate For an actual Search Report at least a few sentences would be needed about why she is the Proposed Candidate please note this is typically done in depth in the search committee narrative so a comment can simply refer to the narrative 6 Click Done to return to the applicants page UPLOAD DOCUMENTATION RELATED TO THE SEARCH All letters memos written recommendations regarding the search should be uploaded into the Search Report At a minimum there should be a report from the search committee the Search Committee Narrative and all interview materials regarding the search uploaded in this section They will be archived with the search and are not necessary to also save at the department or school level oy ee ae Interview materials include e Questions used for interviews e Evaluation tools used e g rating forms including the completed forms from search committee members Page 23 October 1 2015 e Notes taken during interviews by search committee members e Notes taken from reference checks 1 Under the Search Info tab select Documentation 2 Next to Letters and Memos click Upload and Choose File any PDF file on your computer 3 C
26. nd verify Winston Burke has been added to the list of qualified applicants a ae ee g What the reviewers see Reviewers see only the completed applicants applications They ll see the Qualified Unqualified or Unknown distinctions however reviewers cannot mark or move them between the categories Does not meet basic qualifications 1 Click the left hand column blue tab Entire pool 2 Locate any applicant with the status Complete besides Margaret and Winston and write down their name 3 Below the name click Manage 4 In an actual recruitment you would click Documents amp References read her CV and determine if she meets the basic qualifications or not For purposes of this exercise imagine that something in her CV indicated she does not meet the basic qualifications previously determined and advertised 5 Inthe top row click Basic Qualifications Does Not Meet Click Done to return to the list of applicants 7 Click the gray tab Unqualified and verify that this person has been added to the list of unqualified applicants REVIEW AND SUBMIT THE APPLICANT POOL Please read Applicant pool review and the AP Recruit User Manual Applicant Pool and Shortlist Reports o Page 16 October 1 2015 For Senate Faculty recruitments it is necessary to produce and submit a report of the demographics of the applicant pool as soon as the final deadline date to apply is reached The search committ
27. ng final applicant statuses entering a final search outcome marking the search inactive Please review the list of Reminders and activities for department analysts for Senate faculty searches found in the December 2014 OFEW e newsletter Contact the Office for Faculty Equity amp Welfare ofew berkeley edu to begin the tutorial We will need to set up a fake recruitment in our test site for you to complete the exercises If you already have access to AP Recruit do not use that system for this tutorial How to use this tutorial This tutorial consists of six lessons that cover the major categories for the AP Recruit analyst to know Please allow a total of three hours to complete the entire training It is possible to do the training in multiple sessions After you complete the exercises within the lessons be sure to contact us so we can review your work on the AP Recruit test site and activate your AP Recruit account in the live site Page 1 October 1 2015 Log into AP Recruit Training 1 Navigate to AP Recruit s training site Click the link UC Berkeley Faculty amp Administrators Enter your CalNet ID and password Verify you are logged in by looking for your name at the top right of AP Recruit s home page See the table of contents for the online version of the Search Guide for Senate Faculty Recruitments You will need to refer to the web pages of this guide throughout the tutoria
28. omplete when a candidate has been hired or if no individual ends up being hired At this point Analysts may archive the recruitment which is accomplished by inactivating it This effectively removes the entire recruitment plus the applicants and files from all reviewers Don t worry as Analysts you can always re activate 1 Return to the Recruitments page by clicking Recruitments in the top menu bar 2 Find Test Senate Recruitment Chemistry your last name Page 25 October 1 2015 3 Click link Make inactive in the Actions column Congratulations Contact ofew berkeley edu and your Recruit account will be updated Page 26
29. sed to assign a disposition reason for all applicants who met the basic qualifications Qualified applicants disposition reasons Click the green tab Qualified On the top green header look for Assign Reasons in the middle right Select any applicant in the list and place your cursor in the box Choose this reason from the drop down menu Lacks sufficient research achievement potential Optionally leave a comment 6 Click the Done button to leave the dispositions screen BW Sl wl Unqualified applicants disposition reasons 1 Click the gray tab Unqualified Click Assign Reasons at the top of the list of applicants 3 Find that applicant name you wrote down the one you marked as Does Not Meet Basic Qualifications in the list and place your cursor in the box 4 Choose this reason from the drop down menu Did not meet stated basic research requirements 5 Optionally leave a comment 6 Click the Done button to leave the dispositions screen mN Lesson 5 Completing the Search Report Prior to beginning this lesson read Completing the Search Report and the AP Recruit User Manual Reporting VERIFY STATUSES AND DISPOSITION REASONS Verify that the statuses of all individuals who submitted an application are correct and up to date Page 21 October 1 2015 Click on the Search Info tab Click on Disposition Reasons There you will see a panel that highlights those applicants missing di
30. sposition reasons Under Meets basic qualifications click on the blue text highlighting how many applicants are missing reasons 4 Assign reasons to all applicants by selecting from the dropdown For the purposes of this exercise you may assign any reason s for the candidates To assign bulk reasons check the box next to specific candidates names on the left hand side 1 Click Edit disposition reasons for selected applicants 2 Check the box for Lacks sufficient clinical experience and References were weak 3 Click Apply To assign bulk comments check the box next to specific candidates names on the left hand side 1 Click the dropdown in the upper right hand corner of your screen Edit comments for selected applicants Under New comment write Job talk showed deficiencies Click Append See above examples from UPDATE APPLICANT STATUSES In an actual recruitment you would update the applicants statuses along the way On the Applicants screen under Entire Pool in the left hand column under status deselect Not complete Complete and Withdrawn Click Filter Find applicant Winston Burke Below his name click Manage Click Update Status in the box at the top of Dr Burke s application Notice that Dr Burke s current status is Recommend for Interview Choose Interviewed Click Save Changes 7 Click Done to return to the applicants screen 9 NS gyun Finish assigning
31. tment unit school college name Description e LEAVE THIS FIELD BLANK OFEW will use this field to post the approved advertisement Approved Search Area e Area approved by the EVCP for the faculty FTE Department e Select Chemistry from the menu Please note that the Test site does not have the full list of appropriate departments that are included on the live site Page 4 October 1 2015 Salary Control Number eThe approved number provided to the department by the EVCP or FTE number or salary authorization number 6 Fill in the Application Submission Dates section The open close final option is used in all senate faculty recruitments rather than those that are open until filled or are pools that remain open for at least one year the Initial Review Date open until filled option For this exercise click Open Close Final Open Date e For this exercise select today s date This is the date you want applicants to begin to apply This date should match the advertisement When completing an actual recruitment plan the open date should be about two to three weeks in the future to allow for approval of the Search Plan Close Date e For this exercise select two months from today This is the date when you will no longer accept applications This date should match the advertisement Senate recruitments must be open for at least 30 days Final Date e For this exercise select
32. to review in PDF format Click Create New Search Report Name the report Search Report Margaret Mead GY ego a Page 24 October 1 2015 6 You will be returned to the reports page 7 Find your Search Report and click on the name to Download Close the PDF when done SUBMIT THE REPORT FOR APPROVALS The approvals process should look familiar to you by now 1 Click Submit now beneath Approval 2 On the confirmation screen click Yes submit for approval 3 You may add a step to the workflow or assign alternate approvers Every step must have at least one specified person 4 Click Done Remember in an actual recruitment automatic emails are sent to approvers who are next in line to approve Lesson 7 When the Search is Complete Update the status for the hired applicant s once they are on campus This can sometimes be long after the search report is approved It is critical to remember to complete this step when the candidate is hired or an offer is not made or an offer is declined Return to the applicant list and locate Margaret Mead Click the manage link beneath her name Click Update Status in the box at the top of Dr Mead s application Choose Offered Enter the Offer Information Click Save Changes Click Update Status again and select Accepted offer save changes Click Update Status again and select Hired Click Save Changes 0 CO Sh Ne INACTIVATE THE RECRUITMENT The search is c
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