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

Updated: 11/19/2012

Hire Touch Applicant Tracking

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

Hire Touch Login Screen

1. Enter your user name (firstname.lastname) 2. Enter your password 3. Sign in 4. You should bookmark (add to favorites) this page

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My Dashboard – Home Page

1. Go to the jobs tab – or you can choose from “viewed jobs” 2. You may also update your display preferences 3. All pages have the “logout” tab in the top right hand corner

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Jobs Listing Page

1. This screen shows all your positions and the status of each (closed means it’s no longer being advertised on our site)

2. How many applicants you have (incomplete applications are not considered)

3. Click on position you wish to review

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Applicant Listing

1. List of applicants - where they are in the process 2. Job announcement is listed under “properties” 3. Under “activity” you will be able to see -

1. Correspondence 2. Notes

4. Forms will take you to the PJF 5. Always make sure you are seeing all applicants – see page info

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Applicant Details

1. Applicant materials are reviewed for minimum qualifications 2. You can see what has been sent for correspondence 3. You will schedule the “evaluation” (rating sheet for those meeting minimums) 4. You can return to applicant list by going to “view applicants by job”

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Applicant Details pt. 2

1. Applicant materials may be reviewed for minimum qualifications – or you may move to search committee to review –

1. No review - go back to listing of all applicants, click on green circle under “search committee”, click on “qualified: proceed” and save

2. Minimum qualification review – read applicant materials then under “search committee not started” choose either “qualified: proceed” so the search committee will have a chance to review, or “less qualified/no interview” which will remove them from the process, or “undecided” which will hold the materials till you decide to move on or the remove from process

2. You will notice that committee has changed to “qualified and “score” is “not started 3. Now you will need to schedule an “evaluation” (rating sheet)

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Applicant Listing after sent to committee

1. Black dots mean completed 2. Partially filled dots mean partially completed 3. Green dots with white arrow means not started 4. Let’s schedule an evaluation for King Kong

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Evaluation Scheduler (Rating Sheets)

1. You will first be on the applicant detail page and you will select the evaluation tab 2. Schedule rating (evaluation)

1. You can do individual applicants or go to next page to see how to do them in “bulk” 3. Choose the evaluation – Linda will tell you which one (BE VERY CAREFUL TO CHOOSE THE

CORRECT ONE) 4. Give a timeframe in which to complete 5. Status remains “open” 6. Assign to those who need to complete (ctrl click to highlight everyone who needs to complete the rating (do

not include the generic titles “administrative assistant, chair, etc. only assign to specific names) 7. Save evaluation

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Scheduling Evaluations in bulk

1. Check each applicant that you want the committee to rate or you can check the box next to “name” to highlight all applicants

2. Click on bulk actions arrow and a drop down box will open – choose “schedule evaluation”

3. Now follow the process for scheduling on the previous page starting at step 3

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Evaluation email

1. Once an evaluation (rating sheet) has been scheduled, each person you indicated needing to do the evaluation will receive this email

2. They can then use this link to go to the login screen, once there, they will follow the “search committee training”.

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Evaluation (Rating Sheet)

1. You can track the status of the rating sheets (evaluations) 1. Who has been notified 2. Has it been completed 3. Average score

2. The next 2 pages will show you what the evaluation (rating) process is for the committee in case they have questions

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Evaluation (Rating Sheet)

1. The sheet will have yes/no/not applicable questions 2. It will have sliding scale questions 3. When they have completed the rating they may “save” if they want to be able

to make changes, or 4. Submit – no changes will be able to be made to the form once it is “submitted”.

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Saving Evaluation (Rating Sheet)

1. When you click ‘submit” you will be taken to a screen to digitally sign, verifying you are done with this evaluation (firstname lastname)

2. When you are sure you don’t want to make any changes, click “confirm and complete”

3. You will be taken to a screen thanking you for completing the survey, and you can click “close”

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Moving applicant to phone interview stage

1. The committee will decide who to ask for interviews – if not reflected by the top scores, we will need a narrative explaining why not – this can be done through correspondence (this sends email through HireTouch so we can document)

2. Click on the “score” circle and a new box will open 3. If moving to phone interview, choose “qualified”, if not, choose another

appropriate classification, save 4. When all applicants have been screened and you’re ready for HR to approve for

phone interview you will send correspondence letting us know (see arrow 2 – go to next page)

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Phone interview notification

1. Choose phone interview template from the drop down box, hit go 2. From will be filled in with your email address 3. The “To”, “Subject” and “Message” fields will be filled in. 4. You may add ccs if you wish. 5. Scroll to the bottom and hit send 6. HR will review those who you have moved forward for phone interview

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Move to phone interview scheduler

1. Once HR has approved, you will receive an email with that approval 1. You will see that the green circle is now under “phone” for those HR has approved

2. You will schedule your phone interviews, but then record them under the green phone circle 1. Click on green “phone” circle to open new “event” window

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Schedule phone interview

1. Once you have scheduled the phone interview, everyone is notified through an “event” 2. Enter start and end time for interview 3. Send email to applicant and attendees (this is confirmation) 4. Add attachments if necessary (full job description, university information, etc.) 5. You can schedule a reminder to be sent 6. Enter a brief description if necessary 7. Add attendees 8. Leave as “does not recur” 9. Scroll to bottom and hit save 10. All attendees will get an email and they will be able to add to calendar

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Move from phone interview

1. Click on phone circle and new window will open 2. If you want to move forward to campus interview choose “completed”,

otherwise choose another appropriate description 3. Hit save 4. You now need HR approval for campus interview

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Campus interview approval

1. Follow same process as for phone interview approval

1. Send correspondence to HR requesting campus interview approval – use “campus interview” template

2. Schedule 1. Same as phone interview process

Reference Checking

1. This is done outside of HireTouch, but when complete you will mark as such within HireTouch

2. Click on references for process window 3. Choose ‘approved” if satisfactory, “choose “reference check unsatisfactory”

if references are poor and you no longer want to consider the candidate 4. Save

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HR Final Review of Process

1. Send correspondence (narrative of how the finalist was chosen) to HR indicating who you wish to make the offer to

2. HR will review and approve 3. Get salary approval – click on green arrow and you will be taken

to forms page to fill out salary approval

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Salary Approval Form

1. Click on start 2. This opens up the salary approval form

1. Request to hire above 1st quartile 2. Faculty salary approval

3. When complete, hit save and continue

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Salary Approval Form – assign approver

1. Click on approver box 2. Always choose “job approver” then choose M.A. Watson for salaried positions and Daryl

McIlwain for faculty positions) 3. Hit Save 4. M.A. and/or Daryl will automatically be notified they have a salary to approve

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Verbal Offer and Appointment Letter

1. You will be notified via email that the salary request has been approved and the circle will be black

2. You may now make a verbal offer 3. Once you’ve received verbal acceptance we will need some final info that you may

send via “send correspondence” to HR using “verbal acceptance” template 1. Start Date 2. Birth Date 3. Social Security Number

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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 or viewed jobs Choose job you wish to review Choose step you wish to complete Review materials (resume, cover letter, application, other docs, etc.) Move to committee Schedule evaluation (rating sheet) Committee meets to decide who will have a phone interview Notify HR (correspondence template) you are ready for phone interviews 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 Notify HR (correspondence template) you are ready for campus interviews HR will approve Schedule campus interviews then record date and time so that correspondence can be sent to parties

involved

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

Conduct campus interviews Record outcome of campus interview Check references Record reference check – approved moves it to HR for final review Send narrative of process to HR (send correspondence or upload a document) HR will do final review of process Submit salary approval request (request to hire above first quartile or faculty approval request) Once you have approval of salary, make verbal offer When verbal offer is accepted, notify employment services of start date , birthdate and ss# of finalist Appointment letter will be generated If committee members made any written notes, they will need to be collected, scanned and uploaded