INSTRUCTIONS FOR SEARCH COMMITTEE MEMBERS AND ADMINISTRATIVE ASSISTANTS

Applicants will apply to positions via the Web at https://jobs.carleton.edu/.  When candidates submit their application materials, they will receive the following automated e-mail:

Logging In

Go to: jobs.carleton.edu/hr/shibboleth.  Log in using your Carleton username and password.

Viewing your Applicants and Reviewing Applicant Materials

Click on “Postings” and then on “Faculty” to see your current postings.   Click on the "Job Title" and then the blue "Applicants" link.  Here you will see all of your applicants and their application materials.  You can customize the way you would like your applicant screen to look.  To add additional columns, click on “More search options” to choose columns you would like to add. Mouse over the column headings to move columns up or down, or side to side, or remove columns from your view.  To save your view, click on “Save this search?” and name your search.

• Note to department assistant:  The system automatically sends e-mail requests to the recommenders the applicant has listed.  If you need to send a reminder to a recommender, click on the applicant's name, then the "Recommendations" tab, and then click on the blue "(Resend)" link next to the recommenders name.

Evaluating Applicants

As you review applicant materials, click on the “Actions” button and choose “Evaluate Applicants.”  Here you can indicate whether or not you recommend an applicant for further consideration, and provide any comments in the “Comments” field.  The only two people who can see your responses are the search committee chair (also called the faculty hiring manager) and your department’s administrative assistant. 

• Note to search committee chair and department assistant:  To see all of your committee's responses, click on the "Actions" button on the main applicant screen, and then choose "Download Applicants Evaluations."  This will give you a spreadsheet showing how all search committee members evaluated the applicants.  Of, if you want to look at the comments for just one particular applicant, you can click on the "Actions" button, choose "Evaluate Applicants," then "View Detailed Entries” and then click on an applicant’s name.

You will need to keep your department’s administrative assistant informed so that she can move your applicants through the various stages in the hiring process.  On the Applicant Review screen, you will see that the workflow for all applicants begins with “Under Review by Committee.”

• After the initial review of applicants, if there are applicants your committee wishes to remove from further consideration (for example, if all search committee members gave the candidate a “no” rating), your administrative assistant can move them in the workflow to “Not Hired” by clicking on the box to the left of the applicant(s) name, going to the “Actions” button, and choosing “Move in Workflow.”  Under “New State,” choose “Not Hired,” enter a reason, and then Save.  These candidates will receive the following automated e-mail and your department won’t need to have any further communication with them: 

• Applicants who continue to be under consideration should be moved in the workflow to “Selected for Pre-Screening.”

• Once your department has approval to bring candidates in for on-campus interviews, those candidates can be moved in the workflow to “Selected for On-Campus Interview.”  The remaining finalists should be moved to “Semi-Finalist.”

• If you have semi-finalists you wish to eliminate from the pool, you have two workflows to choose from.  If you move them in the workflow to “Semi-Finalist – Not Selected for Interview,” they will receive the automated e-mail below. However, there may be candidates in this group you have personally talked with and you don’t want them to receive the automated e-mail.  In this case, move them to “Semi-Finalist – No E-mail” and send them a personal letter.   

• After the campus interviews are completed, move the candidate who was hired to “Hired,” and the other candidates who were interviewed to “Interviewed – Not Hired.”  These workflows do not generate any automated e-mails.