North Carolina Department of Public Instruction: Applicant Tracking System Training Introduction, Agenda, and Quick Tips

Agenda TeacherMatch Overview Hiring Process and System: Learning Goals Additional Features and Tips with IntelliGlance 2

About TeacherMatch 3 Founded by a team of K-12 leaders interested in solving three problems – The need for a valid, research-based instrument backed by universities to screen teacher candidates for success in the classroom – A tool that helps new teacher induction succeed with a personalized PD pathway that identifies a teacher’s strengths and opportunities for improvement – A system to provide an innovative, new way to advance, streamline, and facilitate talent management recruiting and hiring

NC SchoolJobs powered by TeacherMatch Job Categories LicensedClassifiedSubstituteBus Driver Portfolio SLC (Work flow) QQ (legal) JSI (essay) Communication Reference Checks School Districts configured their system to meet their requirements. Some school districts opted out of some of the system functionality. Portfolio SLC (Work flow) QQ (legal) JSI (essay) Communication Reference Checks Portfolio SLC (Work flow) QQ (legal) JSI (essay) Communication Reference Checks Portfolio SLC (Work flow) QQ (legal) JSI (essay) Communication Reference Checks Question: What is SLC (Status Life Cycle)? Answer: A series of nodes and decision points that track applicants through the selection process. 4 Question: What is SLC (Status Life Cycle)? Answer: A series of nodes and decision points that track applicants through the selection process.

Candidate application process NOTE: Districts had the flexibility to choose the steps that candidates must follow to complete the application process. Your school district may not have implemented all steps. Custom portfolio questions General application questions such as demographic information, work experience, education, license areas, references Qualification questions Legal questions to be asked to the candidate at the point of application Job specific inventory (JSI) Customized questions presented to a candidate as part of the application Application Completed Candidate initial applica tion completed 5

Points of Integration HRMS – Positions created in HRMS are the basis for Job Orders that exist in NC SchoolJobs powered by TeacherMatch – Hired candidates are imported into HRMS using the New Hire Form – Do Not Hire lists Licensure (If SSN provided) – Certifications – Education – Revocations – National Board certifications Dismissed Teachers DescriptionIcon Do Not Hire Revoked License NBPTS Dismissed 6

Agenda TeacherMatch Overview Hiring Process and System: Learning Goals Additional Features and Tips with IntelliGlance 7

Hiring Process and System: Learning Goals LG1: Understand the steps of the hiring process LG2: Access and understand the Candidate Grid LG3: Learn how to move candidates through the hiring process LG4: Learn how to search for individual candidates 8

LG1. Applicant/Candidate Process 9 Note: Not all districts have chosen to utilize the Qualification Questions or Job Specific Inventory.

LG1. Applicant/Candidate Process 10 Qualification Questions= The legal type questions a candidate can be asked

LG1. Applicant/Candidate Process 11 Job Specific Inventory= Additional questions that can be asked of candidates

Hiring Process and System: Learning Goals LG1: Understand the steps of the hiring process LG2: Access and understand the Candidate Grid LG3: Learn how to move candidates through the hiring process LG4: Learn how to search for individual candidates 12

Log into Applicant System 13

14 The Navigation Bar

Accessing Candidate Grid 15

LG2. Accessing the Candidate Grid 16

LG2. Viewing the Candidate Grid 17 Click on the candidate’s name to open the Candidate Profile, and candidate information such as Academic History, Reference Information, and more. Number of years of teaching experience Number of jobs applied to. 1 st number within district, 2 nd number on T.M. system Candidate’s status in process

LG2. Viewing the Candidate Grid 18 Resume Cover Letter Qualification Questions Result RED thumbs down = negative response BLUE thumbs up = previous red thumbs down authorized by District Admin GREEN thumbs up = all responses correct Qualification Questions Result RED thumbs down = negative response BLUE thumbs up = previous red thumbs down authorized by District Admin GREEN thumbs up = all responses correct Job Specific Inventory responses GRAY = no JSI response BLUE = JSI Response Job Specific Inventory responses GRAY = no JSI response BLUE = JSI Response e-Reference Status RED= Not sent yet GREY=Sent but none received YELLOW= Partial responses received BLUE= All received e-Reference Status RED= Not sent yet GREY=Sent but none received YELLOW= Partial responses received BLUE= All received Note: Districts have made configuration decisions that determine icons displayed in the Candidate Grid.

LG2. NCDPI Icons 19 Revoked License NBPTS Dismissed Do Not Hire

LG2. NCDPI Icons Candidate has been dismissed. Candidate is on Do Not Hire list NBPTS National Board for Professional Teaching Standards NBPTS National Board for Professional Teaching Standards Candidate has revoked license. 20

At the bottom of the candidate profile, users will find these functions: Communications Review all interactions between users and a candidate. Send messages to the candidate. A timeline is built/saved of the interactions and name of the user who interacted with the candidate or candidate profile. Save - Selecting Save opens a new window with options to save candidates via a folder system. Each user has his or her own set of folders which can be uniquely named and used for individual purposes. Share - Selecting Share from the candidate profile allows users to share the profile with other district users. Shared candidates will display in the recipients’ “Received” folder. Tag – Selecting Tag opens to a set of customizable tabs that can be used to apply district-specific attributes to a candidate on the candidate grid or across the system. Tags are searchable at Users  Candidates. LG2: Candidate Profile Communications 21

22 LG2: Candidate Profile Communications: Accessing Templates

Hiring Process and System: Learning Goals LG1: Understand the steps of the hiring process LG2: Access and understand the Candidate Grid LG3: Learn how to move candidates through the hiring process LG4: Learn how to search for individual candidates 23

LG3. Candidate Status 24 Note: Districts have made configuration decisions that are seen in the Status Life Cycle. For example, in some districts, the set up is such that schools see candidates only once “Screening Complete” has been finalized.

LG3. How to Finalize a Status 25 Note: Districts have made decisions on which statuses can be finalized by school admins.

Candidate Processing 26

Candidate Processing 27

Hiring Process and System: Learning Goals LG1: Understand the steps of the hiring process LG2: Access and understand the Candidate Grid, EPI Norm Score, and Professional Development Profile LG3: Learn how to move candidates through the hiring process LG4: Learn how to search for individual candidates 28

LG4. Searching for Candidates 29

Agenda TeacherMatch Overview and the NCDPI Project Posting Jobs Hiring Process and System: Learning Goals Additional Features and Tip 30

Logging on and Resetting Password Receiving Access Notification and Log-in Info Once system access has been granted, an will be received. This message will indicate your Login and will also include a link to set your password. NOTE: Receiving this access notification is the first step in logging onto the system. Attempting to create an account by accessing the site URL first will result in an improper level of access. 31

Logging on and Resetting Password Changing/Retrieving Your Password On the login page next to the blank Password field, click “I forgot”. The user is redirected to the “Forgot your password?” screen and prompted to enter the address (used in initial account setup) and sum of numbers for the human verification process. After clicking Submit, users will receive an from the system with steps to reset the system password. 32

Users  Candidates Adding Candidates to Other Job Orders 33

Reports 34

Acronyms and Definitions 35 Candidate – refers to the TeacherMatch IntelliGlance applicant. Candidate Grid – the central management of candidates by position. Candidate grid provides access to the candidate profile along with a wealth of other candidate and position-related information. District Admin (DA) – a person granted district control for IntelliGlance. District Admins may update the district account information and create District Job Orders for the district, District Job Orders for schools, and Batch Job Orders. District Admins may add District Admins, District Analysts, School Admins, and School Analysts. District Analyst (DT) – person granted view-only access to the district activity in IntelliGlance. District Job Order – a type of Job Order a district can create either for the district itself, or for individual schools. A District Admin always has creation and edit control. A District Admin has editing and hiring control until the District Admin attaches a school to the Job Order. At this point the School Admin of that school controls the editing and hiring for the Job Order. Job Order – job posting or job description that candidates can view and apply for in IntelliGlance. School Admin (SA) - a person granted school control for IntelliGlance. School Admins may update the school account information and create School Job Orders for an individual school. School Admins may add School Admins and School Analysts to the school account. School Analyst (ST) – a person granted view-only access to the specific school in IntelliGlance. Status Life Cycle (SLC) – series of nodes and decision points that track applicants through the selection process(es). Qualification Questions (QQ)—legal questions to be asked to the candidate at the point of application. Job Specific Inventory (JSI)– customized questions presented to a candidate as part of the application