SUPPORT STAFF TRAINING B Y

L I N D A B O O D Y E M P L O Y M E N T M A N A G E R

3/11/13

Hire Touch Applicant Tracking

If you have questions, contact boody@usm.maine.edu

My Dashboard – Home Page

1. Go to the jobs tab (your page may look slightly different based on your role)

Jobs Listing Page

1. This screen shows all your positions and the status of each 2. Lists how many applicants you have (you will not see your

“incomplete applicants, but they are listed as part of the total) 3. Click on position you wish to review

Applicant Listing

1. List of applicants - where they are in the process 1. Black dots mean the step is complete 2. ½ filled dots mean step is in process (not shown) 3. Green arrows mean that is the next step to take

2. Job announcement is listed under “properties” 3. Under “activity” you will be able to see complete listing of documents, notes,

correspondence, etc. 4. Forms will take you to the PJF 5. Click on the applicant whose materials you wish to review

Applicant Details pt. 2

1. Applicant materials should be pre-screened for minimum qualifications

1. After reviewed, go to “search committee: not started” click on not started and a box will open - if required qualifications are met, click “qualified: proceed”, if not met, click “DNMM…”

Applicant Listing after sent to committee

1. Let’s schedule an evaluation for King Kong 2. Click on applicant name

Evaluations

You are now on the applicant demographic page - click on evaluation tab

Evaluation Scheduler (Rating Sheets)

1. Schedule rating (evaluation) (this can also be done as a bulk action on the applicant listing page) 2. Choose the evaluation – Michelle will tell you when your evaluation (rating sheet is ready) – MAKE SURE

TO CHOOSE THE CORRECT EVALUATION FOR YOUR SEARCH 3. Give a timeframe in which to complete 4. Status remains “open” 5. Assign to those who need to complete (ctrl click to highlite everyone you want to complete a rating – you must

not schedule an evaluation until all committee members have been chosen) 6. Save evaluation 7. An email will go out to all committee members indicating they have a rating to complete

Evaluation (Rating Sheet)

1. You can track who has completed the rating sheets (evaluations) on this screen – all evaluators names will be listed

2. Once an evaluation is complete, you will see the individual score 3. As evaluations are completed, you will see an average score

Moving to phone interview

1. Once all evaluations are done, you will see the average score 2. To move an applicant forward for phone interview approval

1. Click on dot under “score” (which will now be black) and choose “qualified: proceed” for those you’d like to phone interview

2. An email will automatically go to Michelle for her to review and approve, once she approves, you will receive an email

Phone Interview

1. Once you have scheduled the phone interview, you need to record it here (this must be done prior to the interview as you won’t be able to enter if the date has passed)

2. Choose type of interview 3. The name of the applicant will be filled in automatically 4. Enter start and end date and time 5. You can email the applicant and attendees the date and time, it’s your call 6. Sender name and email will populate 7. You can add attachments 8. You can send reminder 9. Add a description or leave blank 10. Add who will be attending 11. You will leave “recurrence” as “does not recur”

Moving to campus interview

1. Once you’ve completed the phone interview you will click on the ½ filled circle and choose “completed” for those you want to move to campus interview

2. The same process will happen as did for the phone interview 3. You will need to record the date/time etc. for campus interview

Checking references and final review

1. Once you’ve completed the campus interview you will need to check references of your top applicant/s

1. When complete you will choose “approved” when you click the green arrow under “references”

2. For final HR review, the Chair will send an email to Michelle describing the final process for selecting the top applicant

Salary approval

1. Before an offer can be made (for faculty and salaried positions) you must get the salary approved (M.A. Watson for salaried and Daryl McIlwain for faculty)

2. The Chair will click on the green arrow under salary approval and it will take you to the “forms” screen

3. Choose start under “salary approval forms…” 1. When the form is complete, assign “USM HR” as the approver

Step by Step List of HireTouch Applicant Tracking for Support Staff

Go to login screen, enter your username (firstname.lastname), enter your password From your ‘dashboard’ (home page), go to jobs tab Choose job you wish to review Choose step you wish to complete Review materials (resume, cover letter, application, other docs, etc.) Screen for minimums and/or move to committee for screening Schedule evaluation (rating sheet) Complete rating sheets Committee meets to decide who will have a phone interview – move to next step HR will approve Schedule phone interviews then record date and time so that correspondence can be sent to parties

involved Record outcome of phone interview Committee decides who to move forward for campus interview – same steps as phone interview HR will approve

Step by Step List of HireTouch (cont.) Applicant Tracking for Support Staff

Schedule campus interviews then record date and time so that correspondence can be sent to parties involved (if you choose to)

Record outcome of campus interview Check references of your finalist Move forward for HR final approval – (chair should send email at this time outlining why the

finalist was chosen) HR will approve Faculty and salaried positions need salary approval Once salary is approved HR will do appointment letter – email finalist’s birthdate to Michelle

Nadeau so a background check can be completed Scan and upload and handwritten notes that the committee members may have taken The search is complete