The "applicant dashboard" is a tool located on the "Applicants" page where you can search for applicants, see recent activity on a timeline, and see overall statistics.

Search

The large box in the top part of the page allows you to search for applicants. 

You can search by name, vacancy, job category, pipeline stage, folder name, and interview series. 

Simply fill out the text boxes and check the boxes you want to filter your search by.

Tip: You can also use the Search bar at the top of the page to locate an applicant.

Checking the box beside: 

• "Submitted Only" will search for only applicants who have applied. 

• "Active Only" will search for only active applicants. 

• "Limit to last 45 days" will search for only applicants who have applied within the last 45 days. 

Once you are finished, click the Search button.

Activity Timeline

The middle part of the page shows a timeline of activity sorted by type of activity and dates. 

The type of activity appears on the left while the dates are located on the bottom. 

The size of the circles represents how much of that specific activity occurred on that day. 

For instance, a day that has 5 jobs posted will have a larger circle than a day that has 1 job posted.

Overall Statistics

The bottom part of the dashboard contains overall statistics. 

You can see statistics for a certain date range by typing the dates into the text boxes and clicking Update, or by using the slider.

Pipelines are a series of stages that move applicants from the initial application toward interview and hire. 

Once these pipelines are set up, you can use two alternate methods to manually place an applicant into additional hiring stages.

Viewing a List of Applicants in a Vacancy Pipeline

Option 1:

From Vacancies by Category, find the category you wish to view and select the job.

From here, you can see all applicants associated with the JobID and also view any affiliated pipeline stages that contain applicants.

Click Not in any pipeline stage and select Open beside the applicant you wish to view.

This selection will open the user's Quick Look profile. 

From here, click the Notes icon in the upper right corner of the page.

Select the Vacancy Pipelines and/or the Category Pipelines tab to move the applicant to a different pipeline stage.

Click Save when you are finished.

Option 2:

You can also access the pipelines by clicking Employment Desired on the Quick Look. 

Select Change Stage beside the job you wish to progress. A pop-up box will appear. 

Click the radio button beside a stage, and click the checkbox beside any applicable reasons beneath the stage. 

Click Save or Save and Close when you are finished.

Moving Multiple Applicants at Once

As outlined above, navigate to the list of applicants associated with a JobID and select Not in any pipeline stage.

From here, click the checkbox beside the name(s) of any number of applicants you wish to advance and select Mark them with notes from the side navigation bar. 

Click Currently Checked Applicants. A pop-up box will appear. 

Select the Vacancy Pipelines or Category Pipelines tab. 

The system will recognize the JobID of the applicants you are currently viewing. 

Choose the desired stage and any reasons that apply to advance your selected applicants into that stage. 

Click Save when you are finished.

Automated Pipeline Tasks

Some pipeline workflows have automated tasks that occur when an applicant is moved to the stage.

For example, selecting "Interview" will automatically bring up the Interview Series window, while selecting "Recommend for Hire" will automatically bring up the Fill Out a New Form window.

"My Folders" allows you to view and work with applications you are currently monitoring. 

Viewing Applicants in My Folders

Your folders indicate the number of applicants within the "Count" column and include a direct link via the "Folder Name" column where you can view all the applicants included in each folder. 

Click on the folder name to view the applicants. 

The applicant list will appear, and you can view or manage the applicants associated with that folder, as needed.

Removing Applicants from a Folder

It is quick and simple to remove applicants from a folder! 

You have two options to suit your needs: 

• Removing applicants from a folder (looking in a folder to search for applicants to remove)

• Removing folders from applicants (searching for folders to remove them from an applicant)

Removing Applicants from a Folder

Click on the folder from which you want to remove applicants.

Check the boxes beside the applicants you want to remove. 

Then, click Remove them from a folder.

A new window will pop up with a list of folders. 

Determine which folder(s) the user(s) need to be removed, and make adjustments, as needed. 

Then, click Save and Close.

Removing Folders from Applicants

In some instances, you may want to locate an applicant and remove them from any affiliated folders.

Use the Applicant Dashboard to search for the applicant in question.

Check the boxes beside the applicants you want to remove. 

Then, click Remove them from a folder.

​A new window will pop up with a list of folders. 

Check the boxes beside the folders from which you want to remove the applicant(s). 

Then, click Save and Close.

Whether you find yourself creating an interview series or editing a series, the following outlines the interview workflow, starting from the "Start" tab and progressing toward the "Summary" tab.

"Start" Tab

The "Start" tab allows you to edit an existing interview series or create a new one.

If you select "Edit existing," you must choose a current, active Interview Series from the dropdown.

To create a new series, click the radio button beside one of the three following options:

• General Recruiting: This option does not associate the interview series with any specific job posting or hiring pool.

• Specific Posting: This option allows the Administrator to select a specific job posting from the dropdown menu.

• Position Pool: This option allows the Administrator to select a specific position pool from the dropdown menu.

Once you are finished, click Next to proceed.

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Series Details" Tab

The "Series Details" tab includes the general details for the series, such as the title, location, and session information.

• Title: Enter a title for the interview series in the text box.
  Note: The provided title should reflect the exact JobID, Position Type, and/or interview session details.

• Location: Click the dropdown menu and select a default location for the interviews.

• Options: 

  • Choose whether to allow an applicant to reschedule the interview.

  • When do sessions become available: Determine the session's timeframe. The first dropdown serves as a reminder that sessions become available once created. 

  • When do sessions become unavailable: You can then decide the duration of time an applicant has to select, deselect, schedule, or reschedule an individual interview time slot.

• Series Status: This option will only be seen when editing a series.
  Choose whether to deactivate or delete the series, as needed.

  • Deactivation causes the series to not appear for applicants who are associated with it.
    Note: Completed questionnaires remain visible for an inactive series.

  • Deletion causes the series to not be recoverable.
    Note: Applicants must be removed from a series before it can be deleted, and completed questionnaires from a deleted series will also be deleted.

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"Sessions" Tab

The "Sessions" tab allows you to manage the interview's time/location details. 

Click Add New Session to include additional sessions to the series. 

Note: A "session" represents individual interview time slots.

The creation of a new series causes a pop-up window to appear where you can fill out the session details. 

Click the radio button beside "Single Occurrence" or "Multiple Occurrences."

Option 1: Single Occurrence

Use the "Single Occurrence" option to create a single, new interview session.

• Date/Time/Duration: Select the Start Date from the calendar, select a session Start time, and list the Duration of the interview (in minutes).

• Max # of Applicants: Select the number of applicants for this time slot or click the radio button beside "Unlimited" to leave the session open to any number of people.

• Interview Location: Choose an interview location from the dropdown. The address will automatically populate in the box beneath the selected dropdown.

• Invitation Email Subject: Your system auto-fills invite information, as seen in the example above. Review and make changes as needed.

• Additional Instructions: Include any additional instructions in the space provided.

When you have filled out the session's information, click the Save Session button.

Option 2: Multiple Occurrences

Use the "Multiple Occurrences" option to create multiple interview time slots.  

• Interview Session Every: Click the checkbox beside each day you will host your interview(s).

• Date/Time/Duration: Select a Start and End Date for this range of interview sessions. Choose a daily Start Time. Then, list the Duration of the interview in minutes.

Note: The Duration is the total time between the start of one meeting and the beginning of the next. If you wish to have a break between sessions, you will need to adjust this preference in the Duration section. For example, if you would like to have 15-minute intervals between each interview, add 15 minutes to your total planned meeting time.

• Sessions Per Day: Choose the number of sessions you wish to host per day.

• Max # of Applicants: Select the number of applicants you want to interview during each time slot or click the radio button beside "Unlimited" to leave the session open to any number of people.

• Interview Location: Choose an Interview Location from the dropdown box. The address will automatically populate in the box beneath the selected dropdown.

• Invitation Email Subject: Your system auto-fills invite information, as seen in the example above. Review and make changes as needed.

• Additional Instructions: Include any additional instructions in the space provided.

When you have filled out the session's information, click the Save Session button.

You can add as many sessions as you like by clicking the Add New Session link.

To edit or delete a session, click the radio button beside the session you want to edit or delete. 

Then, click the Edit Selected Session or Delete Selected Session link.

When you are ready to move on, click Next to proceed.

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"Participants" Tab

You must determine who will assist in the interview process, and the system provides a list of potential users. 

Simply check the boxes beside the names of the participants you wish to include.

You can also allow participants to edit the series and/or be notified when changes are made. 

Click the checkbox beneath the "Can Edit" and "Notifications" categories.

Note: You can also list additional individuals within the "Other participants" section who are involved in the interview process but are not users within Recruiting & Hiring. This section is commonly used for record-keeping purposes only.

When you are ready, click Next to continue to proceed.

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Questionnaires" Tab

You can add or create a questionnaire to be used specifically for this interview series.

Note: This form is designed for interview committee members and is used to record insight about the assigned applicants. The form becomes attached to this series, and once added, members can also view this form directly from the interviewed applicant's profile.

Click the Add or Create a New Questionnaire link to view your options.

• Selecting a Questionnaire: A pop-up window will appear where you can select a previous questionnaire or create a new one. To use an existing form, click the dropdown menu and make a selection from the list provided. Then, click the Submit button.

• Creating a Questionnaire: If you cannot find an applicable interview questionnaire, you can also create one. Click the radio button beside "Create a new interview questionnaire for this series" and click Submit.

The system redirects you to a forms page where you will select to start from a blank form or use an existing interview questionnaire.

Once you are finished, select the option to Complete and Return to Interview Series.

If you are unsatisfied with your selection, you can remove any unwanted questionnaires by clicking Remove in the applicable row.

Once you are finished, click Next to proceed.

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"Summary" Tab

This tab offers an overall summation of your work. 

You can view the title, assigned applicants, scheduled sessions, interview participants, and questionnaires.

To save your series, click the Save and Finish button at the bottom of the page or click Previous to further adjust your series' settings.

 Note: The system performs autosaves as you progress through each tab, so even if you fail to click "save," your work remains intact. This final save simply completes the form and finalizes the data.

Forms are a vital tool which help streamline your current processes and workflows. 

Storing Info: E-forms & Public Library

Electronic Forms: Forms have a series of functions. We use electronic forms to:

• Onboard applicants

• Collect and store applicant information for staff members to reference/review

• Use with system recruiting for web-based hiring

• Use for paperless employee management

These forms can include Onboarding Packets, Recommendation for Hires, and New Hire Checklists, just to name a few!

Form Types

• Standard Forms: Standard Forms/Packets are the most common form type and include any form that is not a Reference Survey or Interview Questionnaire (e.g., Onboarding paperwork, Intent-to-hire letters, Contracts, etc.)

• Reference Surveys: A Reference Survey allows you to email reference checks to the references that applicants provide.

• Interview Questionnaires: You can edit Interview Questionnaires or create a new questionnaire from the Interview Question Library. These forms can be associated with Job Postings and accessed by interviewers to record information during interviews. All members of an interview committee can complete a form to record their own, individual thoughts.

A Recommendation for Hire form provides a paperless and efficient method to quickly communicate and relay hiring data with your staff.

Instructions for Filling out the Recommendation for Offer of Employment forms 

Note: These actionable steps are assigned within the applicant profile or the "My Account" section. 

Applicant Profile ("Quick Look" Profile)

As a first option, you can access the applicant profile, click Fill out a New Form, and select the Recommendation For Hire form.

My Account

You can also alternately select My Account from the side navigation, click Fill Out a New Form, and select the Recommendation For Hire form.

Available Recommendation For Hire Forms

APS uses "Recommendation for Offer of Employment (ROE)" forms to initiate the hiring process. 

These forms fall under two categories (Certified and Classified) with each version having an additional approver workflow for Special Education (SPED) positions. 

List of Recommendation for Offer of Employment (ROE) forms for SY 2024-2025:

• SY 2024-2025 ROE CERTIFIED (NON-SPED)

• SY 2024-2025 ROE CERTIFIED (SPED)

• SY 2024-2025 ROE CLASSIFIED (NON-SPED)

• SY 2024-2025 ROE CLASSIFIED (SPED)

• SY 2024-2025 ROE ATHLETICS

• SY 2024-2025 SUBSTITUTE HIRE

Once you have selected the applicable form for the applicant, the system causes the form manager to open as soon as this stage of the applicant's progression is saved to further streamline the process.  

Complete the Form

The Hiring Manager will complete Workflow Step 1 for all Recommendations for Offers of Employment (ROE). 

This section serves as an alert to future Workflow approvers that all steps have been completed in the hiring process (i.e., Interview, Interview Rating, Comparison to other applicants in the interview series, Reference Checks).

You will provide your name, school/department, and date of the recommendation.

The form will auto-fill the applicant's name, the position JobID, and the job posting title.

Then, you will provide the requested work hours (schedule) and whether the position is new, a replacement, or temporary. 

Note: You must provide the name of the previous employee who held the position if you select "Replacement." You must provide the purpose and length of the hire if you select "Temporary."

Affirm you have successfully received feedback from the applicant's references by entering in the references' names and dates contacted. 

Then, select all checkboxes that apply to the "The above candidate was recommended because of" statement. 

• Recommendations
  This option refers to external endorsements or references provided by individuals who know the candidate professionally or personally.

• Background Experience
  This refers to the candidate's professional history, including their previous jobs, roles, responsibilities, and accomplishments.

• Due consideration to other qualified applicants
  This indicates that the Hiring Manager has carefully evaluated the candidate against other applicants who were also qualified for the position.

• Qualifications
  This refers to the candidate's specific skills, education, certifications, and other credentials that make them qualified for the position.

• Conduct and reaction to interview
  This refers to the candidate's behavior, demeanor, and responses during the interview process.

If the applicant's position meets the criteria for New Hire Compensation, you will select from the available drop-down stipend or increments and calculate and enter the compensation amount.

(Optional) Include any comments for the Superintendent or other approvers in future workflows.

Enter your name and press Click to Digitally Sign.

Select your School/Department from the dropdown and press the Submit button.

Note: You may save your work and come back to complete it at a later time by clicking the Save as Draft button.

What's next? The form will begin a multi-step workflow that will include the following approvals:

• HR Review: Human Resources personnel will review all entries in the ROE and supporting documentation for completion, accuracy, and adherence to labor law and district policies.

• Business & Finance Review: Business & Finance personnel will confirm that the position's salary and benefits align with the department's and district's budget.

• Director of Special Education Review: If the position involves working with students with special needs, the Special Education Director ensures that the candidate has the necessary qualifications and experience.

• Teaching & Learning Review: A representative from Teaching & Learning will assess whether the candidate's qualifications and experience align with the district's educational goals and curriculum.

• HR Director: The Human Resources Direction will confirm that the position's salary and benefits align with the department's and district's budget. 

• Superintendent: The Superintendent has the ultimate authority to approve or deny a hiring recommendation. 

Once all approvals have been met, the Human Resources staff will contact the applicant to verbally offer them the position and complete the terms of the hire. 

The applicant will complete their required Background Check and references noted in the HB-128 form will be verified by Human Resources personnel. 

Upon successful completion of the Background Check, they will confirm start date availability, confirm onboarding availability, and enter the applicant into the payroll system.

Business & Finance personnel will then complete the applicant's position setup and get them prepared for payroll.

The final step, Contract Issuance & Signing, occurs when Human Resources personnel issue the applicant their contract from Frontline Central.

The new employee will be equipped with a district email account and device access as well as systems access to complete onboarding documentation in Frontline Central. 

Certified Positions

All Certified staff positions must include:

• Interview Questionnaire
  Either one document per interviewer, or multiple commentaries attributed to multiple interviewers

• Interview Rating Form
  Either one document per interviewer, or multiple commentaries attributed to multiple interviewers

• Reference Surveys
  3 total; One of the professional references should be the last supervisor of the applicant

• Recommendation for Offer of Employment (ROE)
  Note: Must choose whether a SPED or Non-SPED position

• Applicants Interview for Position

Classified Positions

All Classified staff positions must include:

• Interview Questionnaire
  Either one document per interviewer, or multiple commentaries attributed to multiple interviewers)

• Interview Rating Form
  Either one document per interviewer, or multiple commentaries attributed to multiple interviewers

• Reference Surveys

• Recommendation for Offer of Employment (ROE)
  Note: Must choose whether a SPED or Non-SPED position

• Applicants Interview for Position