1. RECRUIT Overview November 29, 2005 Academic Personnel Systems http://www.ap.uci.edu/ 1 Academic Personnel Systems: RECRUIT Please silence cell-phones. There will be a question and answer session at the end of the presentation. Please hold your questions until that time.

2. ‘Recruit’ Overview November 29, 2005 Section Contents: 2 Academic Personnel Systems (APS) Network & Academic Computer Services (NACS) Donald Bren School of Information and Computer Sciences McDonnell Douglas Engineering Auditorium November 29, 2005 1:00pm - 3:00pm Academic Personnel Systems (APS) RECRUIT Overview Academic Personnel Systems http://www.ap.uci.edu/

3. ‘Recruit’ Overview November 29, 2005 Section Contents: 3 Contents  Section 1: Introduction  Section 2: Staff Administrator’s Perspective  Section 3: Applicant’s Perspective  Section 4: Reviewer’s Perspective  Next Steps  Acknowledgements Academic Personnel Systems http://www.ap.uci.edu/

4. ‘Recruit’ Overview November 29, 2005 Section Contents: 4 Section 1: Introduction  What is RECRUIT?  What will RECRUIT do for me?  Why should I use RECRUIT?  RECRUIT Allows Staff Administrators to…  RECRUIT Allows Applicants to…  RECRUIT Allows Faculty to… Section Contents: Academic Personnel Systems http://www.ap.uci.edu/

5. RECRUIT Overview November 29, 2005 Academic Personnel Systems http://www.ap.uci.edu/ 5 What is RECRUIT?  RECRUIT is a program for managing the faculty recruitment process that allows candidates to apply electronically and enables reviewers to see candidate files online Section 1: Introduction

6. RECRUIT Overview November 29, 2005 Academic Personnel Systems http://www.ap.uci.edu/ 6 What will RECRUIT do for me? Why should I use it?  RECRUIT greatly reduces time spent coordinating the faculty recruitment process  RECRUIT links applicants directly to the FAST OEOD survey and significantly increases survey response rates  RECRUIT incorporates other helpful features, such as printable colloquia announcements and visit schedules  RECRUIT allows you to print an applicant list for the search documents  RECRUIT saves a lot of paper and reduces the need to retain paper files Section 1: Introduction

7. RECRUIT Overview November 29, 2005 Academic Personnel Systems http://www.ap.uci.edu/ 7 RECRUIT allows Staff Administrators to…  Create recruitment positions and assign users and access levels  Set and extend deadlines for accepting applications and modifying file information  Easily view candidate files and documents  Easily upload candidate materials to the file when not uploaded directly by the candidate or reference  Designate candidate short list or decision status  Cut and paste candidate biographies and colloquia abstracts into a viewable and printable format  Input visit day schedules into a viewable and printable format  Print file documents for the appointment dossier  Download data for reports and mail merges  Archive applicant files electronically Section 1: Introduction

8. RECRUIT Overview November 29, 2005 Academic Personnel Systems http://www.ap.uci.edu/ 8 RECRUIT allows Applicants to…  Apply electronically, using a direct link from your posted web advertisement  Upload and revise application materials  Be linked directly to the FAST OEOD survey  Check on the status of their application and the receipt of letters of recommendation  Request help via an email link from the program Section 1: Introduction

9. RECRUIT Overview November 29, 2005 Academic Personnel Systems http://www.ap.uci.edu/ 9 RECRUIT allows Faculty Reviewers to…  Review electronic candidate files online 24/7  Print their own candidate documents (if necessary)  Post their comments to the file  Conduct fewer search committee meetings  View colloquia information and visit schedules online Section 1: Introduction

10. ‘Recruit’ Overview November 29, 2005 Section Contents: 10 Section 2: Staff Administrator’s Perspective  Login  RECRUIT Administrator’s Homepage  Create/Edit Position Screen  Access Control for a Position  Review Position Members Screen  Position page and Field Customization box  Applicant File  Applicant Documents  Manage Applicant Files  Status Screen with Menu  Visit/Seminar Information and Create Visit/Colloquium Information Screens  Comments Section Contents: Academic Personnel Systems http://www.ap.uci.edu/

11. RECRUIT Overview November 29, 2005 Academic Personnel Systems http://www.ap.uci.edu/ 11 Login  Use UCI network ID & password to login Section 2: Administrator’s Perspective

12. RECRUIT Overview November 29, 2005 Academic Personnel Systems http://www.ap.uci.edu/ 12 RECRUIT Administrator’s Homepage  Staff administrators can perform a variety of functions by clicking on the underlined listings on the homepage Section 2: Administrator’s Perspective

13. RECRUIT Overview November 29, 2005 Academic Personnel Systems http://www.ap.uci.edu/ 13 Create/Edit Position Screen  Staff Administrators create positions and enter information to manage the recruitments Section 2: Administrator’s Perspective

14. RECRUIT Overview November 29, 2005 Academic Personnel Systems http://www.ap.uci.edu/ 14 Access Control for a Position  Chairs and Editors have departmental access and can perform limited functions  Reviewers have view-only access, but can also post comments to the file Section 2: Administrator’s Perspective

15. RECRUIT Overview November 29, 2005 Academic Personnel Systems http://www.ap.uci.edu/ 15 Review Position Members Screen  It is easy to check user access for each position Section 2: Administrator’s Perspective

16. RECRUIT Overview November 29, 2005 Academic Personnel Systems http://www.ap.uci.edu/ 16 Position page and Field Customization box  All Applicants are listed on the position page  Users can customize the page to show only those fields that are relevant to them  Users can sort the Applicant list by field  Staff Administrators can hide certain files from view or move Applicants from one position to another Section 2: Administrator’s Perspective

17. RECRUIT Overview November 29, 2005 Academic Personnel Systems http://www.ap.uci.edu/ 17 Applicant File  Each Applicant file shows basic information and supporting documents  Applicant can include URL pointer to a web site for additional publications or supplemental materials Section 2: Administrator’s Perspective

18. RECRUIT Overview November 29, 2005 Academic Personnel Systems http://www.ap.uci.edu/ 18 Applicant Documents  Selecting a document allows you to view the document without leaving the RECRUIT system Section 2: Administrator’s Perspective

19. RECRUIT Overview November 29, 2005 Academic Personnel Systems http://www.ap.uci.edu/ 19 Manage Applicant Files  Staff Administrators can easily upload electronic documents Section 2: Administrator’s Perspective

20. RECRUIT Overview November 29, 2005 Academic Personnel Systems http://www.ap.uci.edu/ 20 Status Screen with Menu  Candidate status can be designated by the Administrator, Chair, or Editor Section 2: Administrator’s Perspective

21. RECRUIT Overview November 29, 2005 Academic Personnel Systems http://www.ap.uci.edu/ 21 Visit/Seminar Information and Create Visit/Colloquium Information Screens  Staff Administrators or Editors can input the visit date  Candidate abstracts and biographies can be cut and pasted into the program  Staff Administrators or Editors can create and edit a candidate visit schedule  Both the visit schedule and colloquium flyer can be viewed online or as a formatted, printable page Section 2: Administrator’s Perspective

22. RECRUIT Overview November 29, 2005 Academic Personnel Systems http://www.ap.uci.edu/ 22 Comments  Comments can be added regarding the candidate’s file status Section 4: Reviewer’s Perspective

23. ‘Recruit’ Overview November 29, 2005 Section Contents: 23 Section 3: Applicant’s Perspective  Applicant Login  Applicant Information  Applicant Status/Main Menu  Application File Management  Applicant References  Application Completion & Assistance  Requesting Letters of Reference  Adding References  Application Complete  FAST OEOD Survey Section Contents: Academic Personnel Systems http://www.ap.uci.edu/

24. RECRUIT Overview November 29, 2005 Academic Personnel Systems http://www.ap.uci.edu/ 24 Applicant Login  Applicant views faculty position on the department website  Clicks “Apply now”  Applicant creates own “Username” & “Password,” then selects position to apply for Section 3: Applicant’s Perspective

25. RECRUIT Overview November 29, 2005 Academic Personnel Systems http://www.ap.uci.edu/ 25 Applicant Information  Applicant completes basic required information Section 3: Applicant’s Perspective Contact Information Current Affiliation Current Job Title Degree Information

26. RECRUIT Overview November 29, 2005 Academic Personnel Systems http://www.ap.uci.edu/ 26 Applicant Status/Main Menu  Menu displays current status of application  Provides access to edit or obtain help  Application status is current as data is added or deleted Section 3: Applicant’s Perspective

27. RECRUIT Overview November 29, 2005 Academic Personnel Systems http://www.ap.uci.edu/ 27 Applicant File Management  Applicant uploads:  CV  Cover Letter  Statements of Research & Teaching  Optional publications or supplemental materials Section 3: Applicant’s Perspective

28. RECRUIT Overview November 29, 2005 Academic Personnel Systems http://www.ap.uci.edu/ 28 Applicant References  Applicant provides names of references  Applicant can look to see when letters have been received Section 3: Applicant’s Perspective

29. RECRUIT Overview November 29, 2005 Academic Personnel Systems http://www.ap.uci.edu/ 29 Application Completion & Assistance  Once all required materials are submitted, application status is complete  Simple web format for requesting assistance Section 3: Applicant’s Perspective

30. RECRUIT Overview November 29, 2005 Academic Personnel Systems http://www.ap.uci.edu/ 30 Requesting Letters of Reference  Applicant must request letters of reference  Instructions, URL, & “Token” provided Section 3: Applicant’s Perspective

31. RECRUIT Overview November 29, 2005 Academic Personnel Systems http://www.ap.uci.edu/ 31 Adding References  To provide a letter of recommendation, the Applicant’s Reference logs in  Uploads letter from instructions Applicant sent via email  Confirmation is provided once letter is uploaded Section 3: Applicant’s Perspective

32. RECRUIT Overview November 29, 2005 Academic Personnel Systems http://www.ap.uci.edu/ 32 Application Complete Section 3: Applicant’s Perspective  Applicant receives instructions to click on URL for FAST OEOD survey once application is complete.

33. RECRUIT Overview November 29, 2005 Academic Personnel Systems http://www.ap.uci.edu/ 33 FAST Survey

34. ‘Recruit’ Overview November 29, 2005 Section Contents: 34 Section 4: Reviewer’s Perspective  Main Menu  Position Details  Applicant Information  Application Documents  Application References  Application Status & Visit Details  Viewing Comments Section Contents: Academic Personnel Systems http://www.ap.uci.edu/

35. RECRUIT Overview November 29, 2005 Academic Personnel Systems http://www.ap.uci.edu/ 35 Main Menu  Listing of open positions is displayed  Clicks on position to view Applicants Section 4: Reviewer’s Perspective

36. RECRUIT Overview November 29, 2005 Academic Personnel Systems http://www.ap.uci.edu/ 36 Position Details  Basic applicant information is displayed Section 4: Reviewer’s Perspective

37. RECRUIT Overview November 29, 2005 Academic Personnel Systems http://www.ap.uci.edu/ 37 Applicant Information  Select an applicant  Background information appears first Section 4: Reviewer’s Perspective

38. RECRUIT Overview November 29, 2005 Academic Personnel Systems http://www.ap.uci.edu/ 38 Applicant Documents  Applicant documents are displayed on the Applicant info page  Click on “Filename” to view a particular document Section 4: Reviewer’s Perspective

39. RECRUIT Overview November 29, 2005 Academic Personnel Systems http://www.ap.uci.edu/ 39 Applicant References  Letters of reference displayed  Click on “Filename” to view Section 4: Reviewer’s Perspective

40. RECRUIT Overview November 29, 2005 Academic Personnel Systems http://www.ap.uci.edu/ 40 Applicant Status & Visit Details  Reviewers can see Applicant’s status  Visit date & details are available Section 4: Reviewer’s Perspective

41. RECRUIT Overview November 29, 2005 Academic Personnel Systems http://www.ap.uci.edu/ 41 Viewing Comments  Reviewers can add comments  Comments from other reviewers are viewable Section 4: Reviewer’s Perspective

42. ‘Recruit’ Overview November 29, 2005 Section Contents: 42 Next Steps  Timeline for next steps:  Unveiling  Training  Attaching FAST OEOD Survey & Search Activities Statement  Phase II Academic Personnel Systems http://www.ap.uci.edu/

43. RECRUIT Overview November 29, 2005 Academic Personnel Systems http://www.ap.uci.edu/ 43 Acknowledgements Linda Halsey Arias - Coby Bassett - Bill Cohen - Peggy Munhall John Clark - Deborah Heck - Gabor Mester - Thuy Thirawankanok

44. ‘Recruit’ Overview November 29, 2005 Section Contents: 44 Thank you! Thank you for attending this presentation. Stay tuned for more information in Winter 2006! Academic Personnel Systems http://www.ap.uci.edu/