WECAN Exploring Features and Maximizing Functionality WiRSA Conference October 30, 2018

HR Best Practices for Posting/Screening Goal is legal Compliance - selection of the most qualified candidate Internal candidates -- should use same WECAN process as external candidates for consistency Unsolicited applicants or resumes -- don’t accept, Offer computer support in submitting applications for support roles? (Increase pool vs screening for tech skill) Consistent Hiring Process -- fair, objective, legal

Tips for Posting Posting - clear, concise, timely and legal -- non-discrimination Clear job title that people will recognize Determine who is qualified - “must have” skills that relate directly to the performance of the job (see job description) Hard to Fill Positions -- link ads in professional associations or online ads to WECAN posting Sell your school district (what do you have to offer them? Culture?)

Tips for Screening Collaborative screening process in the system User set up categories Scoring calibration among screeners Marking applicants for interview selection Stay interactive with candidates you are interested in interviewing -- keep them aware of timelines/progress

After the Hiring is Complete Notify candidates that the position has been filled through WECAN system email process Document hire and prep records for retention Records retention of applications: EEOC guidelines require retention for one year DPI Records Retention Schedule requires retention for three years

School District User Guide: Navigation, User Set Up, and Vacancy Set Up, Candidate Review & More See additional handout materials

Recent Releases

Recent Releases Released as of 03/29/2018 Created “Copy Email Addresses” button to move addresses to clipboard. Added “Remember Candidate” option for employers; creates list of remembered candidates. Added search filters within the candidate pools. Added text regarding search to candidate application form. Added degree option, “Certification Program” and moved “Other” to top of candidate degree list. Created a “notes box” allowing an explanation for non-renewed certified candidates.

Remembered Candidates

Search Filters Added Years of Experience and how it works Licenses Keyword Search – Personal Statement

Degree Option/Notes Box

Recent Releases Released as of 04/12/2018 Established the Vacancy Manager Limited & Principal/Admin roles and permissions Addressed the conflict between Exempting a license and a complete application with no license entry Increased number of characters in the job description field to 5000 Housekeeping: Allowed WECAN Support Team to approve new districts Made sure user role names are consistent throughout the application

User Management Updated

Vacancy and Applicant with no license Vacancy Posting - Employer View Candidate Submitted Application - No license

Recent Releases Housekeeping Release on 04/26/2018 Consolidated district data into one downloadable table for WECAN Support Team. Created centralized school system notes for WECAN Support Team.

Recent Releases Released as of 06/14/2018 Employer Reports are accessible on the Employer Dashboard; a date range needs to be entered: Vacancy List Vacancy Breakdown Count Distinct Applicants Count of Applicants by Vacancy Applicant Breakdown Supply and Demand Total - defaults to the last 6 months rather than adding a date range Vacancy Manager Limited can archive and close the vacancies they created

Reports Available

District Level Reports in csv format

User Guides Employer Guide - Currently 11 pages Applicant Guide – Currently 6 pages

User Guide -- Where to find it online on the dashboard --Provides visual examples

Applicant Help guide found on WECAN login page

Common Help Questions Internal vacancies- see employer name and email address in profile Applicant vacancy searches-need to remove defaults carried forward Vacancy Manager Limited & Principal/Administrator – Search candidate pool – use Hiring on tool bar Finding comments about applicant Non-discrimination statements Features and Functions— Internal vacancies- see employer name and email address in profile Non-discrimination statements Job searches and removing defaults carried forward Vacancy Manager Limited & Principal/Administrator – Search candidate pool What is working for you

Comments and Ratings carried forward on bottom of application and also is found within Applicant Look Up.

https://docs.google.com/forms/d/e/1FAIpQLSe9pAGXO6DEyhfoTonmsw0DqHPoJ-WMRUY3UywMDMlTrGPTHw/viewform

Discussion Questions What WECAN task is the most challenging for you or your staff? How are others at your table tackling the issue. Do others have suggestions for improvement? What questions do you have regarding use of WECAN?

Presenters: Vickie Adkins WASPA Executive Director WASPAVickie@gmail.com Tabatha Gundrum WASPA member on WECAN Advisory Committee Middleton-Cross Plains School District tgundrum@mcpsd.k12.wi.us Charlene Walker WECAN Director of Operations Charlene.walker@wisc.edu