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

4. 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

5. 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?)

6. 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

7. After the Hiring is Complete
Notify candidates that the position has been filled through WECAN system 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

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

9. Recent Releases

10. Recent Releases Released as of 03/29/2018
Created “Copy 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.

11. Remembered Candidates

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

13. Degree Option/Notes Box

14. 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

15. User Management Updated

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

17. 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.

18. 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

19. Reports Available

20. District Level Reports in csv format

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

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

23. Applicant Help guide found on WECAN login page

24. Common Help Questions
Internal vacancies- see employer name and 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 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

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

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

30. 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?

31. Presenters: Vickie Adkins WASPA Executive Director
Tabatha Gundrum WASPA member on WECAN Advisory Committee
Middleton-Cross Plains School District
Charlene Walker WECAN Director of Operations