Community College Applicant Tracking System

Transcription

1 Community College Applicant Tracking System 2005 SunGard SCT Technology Award Recipient (Medium Budget Category) Nominee: Susan Weber, Director, Human Resources Aims Community College Cover Letter We are pleased to present for your consideration Aims Community College s Applicant Tracking System as a possible recipient of the SunGard SCT Technology Award. We have found our innovative applicant tracking program, implemented Spring 2004, to be successful and we believe it can benefit other human resource departments. Aims applicant tracking system is a method for reviewing qualifications of applicants in pooled positions. This allows for accurate tracking and efficient hiring. Additionally, the system alerts HR personnel to advertise for targeted recruitment of specific disciplines. We have seen an increased interest by our department chairs in responding to applications forwarded to them as well as an increasing use of the system by department chairs in calling Human Resources for part-time instructors. We feel that this program has improved our institution s service to students and human resources service to our institution. What is the purpose of the innovation? This system was implemented because Aims lacked a comprehensive method for timely assignment of part-time instructors when a need arose. Often needs arise when a current parttime instructor declines a course assignment, or when last minute additions are made to the class schedule in response to institutional demands. While the impetus for this program lay with a need to populate our part-time instructor applicant pool, it is worth noting that this system was additionally adopted as it is universally applicable to any pooled position(s). The challenge for Human Resources was to deal with last-minute instructor assignment demands exacerbated by the irregular submission of applications as well as the varying nature of applicant qualifications, available times to work as well as disparate disciplines As a result, the following was implemented. Banner Implemented Program (see attached Part-time Instructor Screening/Hiring Process): Applications for pooled positions are received by the HR office HR conducts a brief review of qualifications for requested assignments Data-entry of the application into Banner Applicant Tracking Screen (PAAAPPL) Part-time instructor verification form is attached to the application and forwarded to the appropriate department chair(s) Applications are reviewed by the department chair. Chair notes on the verification form whether to hire the applicant, keep the applicant in Banner as qualified for future opportunities, or to denote the applicant as not qualified. Why was the innovation implemented? The Applicant Tracking innovation was implemented to streamline department chair access to qualified candidates for PT instruction positions by giving them immediate access to a listing of all applications that they have reviewed over the last two years. At the time of hire, each application has previously been reviewed and deemed qualified. As a result time is saved and last minute class additions are filled quickly. Human Resources is able to advertise for and forward on appropriate candidates to departments that have a limited number of qualified applicants to choose from. We are beginning the roll-out process that will enable department chairs to monitor pools of qualified PT instructor candidates for their departments.

2 How does the innovation operationalize a Human Resource practice in a unique way? Applicant tracking operationalizes the HR practice of advertising for qualified candidates in a unique way because the need to advertise for the hiring pool can be accurately monitored by department staff, thus reducing untargeted advertising for positions. The applicant tracking system also addresses both hiring and credentialing of applicants for an appropriate hire. Banner s applicant tracking coupled with the institution s PT instructor verification form, ensures that the department chair, as well as the dean, have reviewed and verified that the hired individuals are qualified. The benefit of this system to institutional stakeholders is unique because the initial review of these applicants has been conducted. With a listing of possible courses that each applicant is qualified to teach as well as limiting the applicant pool to a few highly qualified candidates, department chairs can quickly review those applications and determine who best fits the need at the time. What are the outcomes of implementation of the innovation? The applicant tracking method has been successfully implemented. Human Resources, upon request, is able to pull qualified candidates for review by department chairs the same day. HR is able to readily identify which applicants are able to teach any particular course. Oftentimes, we are able to distinguish whether someone is qualified to teach developmental courses or whether that person can teach transferable courses (or both). The next phase of implementation of Applicant Tracking will be to begin training department chairs on how to use the appropriate screens in Banner to access qualified applicants. Once this phase of the process is complete, it will further the efficacy of this process by giving department chairs access to Banner screens, rather than relying on Human Resources to pull the information from Banner. HR will continue the service of sending applicant files as requested by department chairs for review. In conjunction with the common course numbering system, requests for instructors are tied to the common course numbering system, making it easy for the Biology chair to access qualified biology applicants (BIO, as listed in the course catalog). How long has the innovation been in place at the Institution? We have been populating the applicant tracking pools for approximately a year. HR has been accessing data to share with department chairs for approximately 9 months. We are in the process of completing the population of the pool. In addition, we are preparing the rollout of database access to our department chairs. That rollout will involve Banner training for department chairs. Chairs will be able to access the applicant pool for a list of qualified applicants in the pool. What evidence confirms that the innovation has been received in a positive manner? Generally, department chairs are great about returning applications with the completed part-time instructor verification form complete. Applicant tracking serves both the department chairs as well as the Human Resources office. In addition, department chairs contact the Human Resources office on a regular basis because they know that, unlike before the implementation of applicant tracking, that applications for qualified part-time instructors are readily available. Has the innovation been recognized either by the institution or other pertinent groups as a leading-edge practice and as one that addresses a critical human resource administration issue? Applicant tracking has been recognized by department chairs on campus, as well as the academic council as a beneficial practice that serves faculty, students and staff. In addition, the Colorado Community College System plans on implementing Banner and will be reviewing our applicant tracking system for possible implementation on a wider basis.

3 How does the innovation benefit the institution and the human resources profession? Applicant tracking benefits Aims Community College by efficiently responding to faculty and student needs in a very timely manner. Because an application that was received and reviewed in October, is on file, and in the database as a potential part-time instructor, the department chair is able to review that application, contact the applicant, and get someone into a teaching position as soon as possible sometimes the next day. Applicant tracking benefits the human resources profession by addressing the concerns of efficient placement of applicants into pooled positions. Applicant tracking has the ability to improve relationships with people in the organization who are pressed to get qualified applicants into positions quickly when HR meets their needs in supplying applicants. In addition, by removing the monitoring of adequate applicant pools from HR, and placing it in the hands of department chairs, the applicant tracking system allows for Human Resources energy to be expended on other demands. Other Documents 1. Part-time Instructor Screening/Hiring Process 2. Part-time Instructor Verification Form

4 UPA-HR National Recognition Awards Program Please use this form to send all nomination materials or them to the National Office at Please Select Institution's Budget Size: X Small (less than $15 million) Medium ($15 million to $50 million) Nominee s Name: Title: Large (more than $50 million) Susan Weber HR Director Name of Institution: Address: Aims Community College 5401 W 20th St. City: State: Greeley CO Zip: Telephone: Fax: susan.w eber@aims.edu Please enter your contact info: Nominator's Name: Title: Brianna Cole HR office staff Name of Institution: Address: Aims Community College 5401 W 20th St. City: State: Greeley CO Zip: Telephone: Fax: brianna.cole@aims.edu

5 April 1, ed to: RE: Applicant Tracking-Aims Community College Dear Screening Committee: We are pleased to present for your consideration Aims Community College s Applicant Tracking System as a possible recipient of the SunGard SCT Technology Award. We have found our innovative applicant tracking program, implemented Spring 2004, to be successful and we believe it can benefit other human resource departments. Aims applicant tracking system is a method for reviewing qualifications of applicants in pooled positions. This allows for accurate tracking and efficient hiring. Additionally, the system alerts HR personnel to advertise for targeted recruitment of specific disciplines. We have seen an increased interest by our department chairs in responding to applications forwarded to them as well as an increasing use of the system by department chairs in calling Human Resources for part-time instructors. We feel that this program has improved our institution s service to students and human resources service to our institution. Thank you for the opportunity to present our applicant tracking program to you for review. Please do not hesitate contacting us with any questions. Sincerely, Brianna Cole Human Resources, Aims Community College

6 Question 1: What is the purpose of the innovation? This system was implemented because Aims lacked a comprehensive method for timely assignment of part-time instructors when a need arose. Often needs arise when a current part-time instructor declines a course assignment, or when last minute additions are made to the class schedule in response to institutional demands. While the impetus for this program lay with a need to populate our part-time instructor applicant pool, it is worth noting that this system was additionally adopted as it is universally applicable to any pooled position(s). The challenge for Human Resources was to deal with last-minute instructor assignment demands exacerbated by the irregular submission of applications as well as the varying nature of applicant qualifications, available times to work as well as disparate disciplines As a result, the following was implemented. Banner Implemented Program (see attached Part-time Instructor Screening/Hiring Process): Applications for pooled positions are received by the HR office HR conducts a brief review of qualifications for requested assignments Data-entry of the application into Banner Applicant Tracking Screen (PAAAPPL) Part-time instructor verification form is attached to the application and forwarded to the appropriate department chair(s) Applications are reviewed by the department chair. Chair notes on the verification form whether to hire the applicant, keep the applicant in Banner as qualified for future opportunities, or to denote the applicant as not qualified. Why was the innovation implemented? The Applicant Tracking innovation was implemented to streamline department chair access to qualified candidates for PT instruction positions by giving them immediate access to a listing of all applications that they have reviewed over the last two years. At the time of hire, each application has previously been reviewed and deemed qualified. As a result time is saved and last minute class additions are filled quickly. Human Resources is able to advertise for and forward on appropriate candidates to departments that have a limited number of qualified applicants to choose from. We are beginning the roll-out process that will enable department chairs to monitor pools of qualified PT instructor candidates for their departments. How does the innovation operationalize a Human Resource practice in a unique way? Applicant tracking operationalizes the HR practice of advertising for qualified candidates in a unique way because the need to advertise for the hiring pool can be accurately monitored by department staff, thus reducing untargeted advertising for positions. The applicant tracking system also addresses both hiring and credentialing of applicants for an appropriate hire. Banner s applicant tracking coupled with the institution s PT instructor verification form, ensures that the department chair, as well as the dean, have reviewed and verified that the hired individuals are qualified. The benefit of this system to institutional stakeholders is unique because the initial review of these applicants has been conducted. With a listing of possible courses that each applicant is qualified to teach as well as limiting the applicant pool to a few highly qualified candidates, department chairs can quickly review those applications and determine who best fits the need at the time. What are the outcomes of implementation of the innovation? The applicant tracking method has been successfully implemented. Human Resources, upon request, is able to pull qualified candidates for review by department chairs the same day. HR is able to readily identify which applicants are able to teach any particular course. Oftentimes, we are able to distinguish whether someone is qualified to teach developmental courses or whether that person can teach transferable courses (or both). The next phase of implementation of Applicant Tracking will be to begin training department chairs on how to use the appropriate screens in Banner to access qualified applicants. Once this phase of the process is complete, it will further the efficacy of this process by giving department chairs access to Banner screens, rather than relying on Human Resources to pull the information from Banner. HR will continue the service of sending applicant files as requested by department chairs for review. In conjunction with the common course numbering system, requests for instructors are tied to the common course numbering system, making it easy for the Biology chair to access qualified biology applicants (BIO, as listed in the course catalog).

7 Question 2: How long has the innovation been in place at the Institution? We have been populating the applicant tracking pools for approximately a year. HR has been accessing data to share with department chairs for approximately 9 months. We are in the process of completing the population of the pool. In addition, we are preparing the rollout of database access to our department chairs. That rollout will involve Banner training for department chairs. Chairs will be able to access the applicant pool for a list of qualified applicants in the pool. What evidence confirms that the innovation has been received in a positive manner? Generally, department chairs are great about returning applications with the completed part-time instructor verification form complete. Applicant tracking serves both the department chairs as well as the Human Resources office. In addition, department chairs contact the Human Resources office on a regular basis because they know that, unlike before the implementation of applicant tracking, that applications for qualified part-time instructors are readily available. Question 3: Has the innovation been recognized either by the institution or other pertinent groups as a leading-edge practice and as one that addresses a critical human resource administration issue? Applicant tracking has been recognized by department chairs on campus, as well as the academic council as a beneficial practice that serves faculty, students and staff. In addition, the Colorado Community College System plans on implementing Banner and will be reviewing our applicant tracking system for possible implementation on a wider basis. How does the innovation benefit the institution and the human resources profession? Applicant tracking benefits Aims Community College by efficiently responding to faculty and student needs in a very timely manner. Because an application that was received and reviewed in October, is on file, and in the database as a potential part-time instructor, the department chair is able to review that application, contact the applicant, and get someone into a teaching position as soon as possible sometimes the next day. Applicant tracking benefits the human resources profession by addressing the concerns of efficient placement of applicants into pooled positions. Applicant tracking has the ability to improve relationships with people in the organization who are pressed to get qualified applicants into positions quickly when HR meets their needs in supplying applicants. In addition, by removing the monitoring of adequate applicant pools from HR, and placing it in the hands of department chairs, the applicant tracking system allows for Human Resources energy to be expended on other demands. ATTACHMENTS (See below): 1. Part-time Instructor Screening/Hiring Process 2. Part-time Instructor Verification Form

8 Part-time Instructor Screening/Hiring Process I. Recruitment HR will solicit Deans and/or Chairs for part-time instructor program area needs on a regular basis typically 6 weeks prior to start of the next quarter/semester. 1-2 weeks response to solicitation will be expected. HR will generate an ad and promote the need for part-time instructor(s). Display ad is preferable with program areas listed in alphabetical order. HR will accept applications for part-time instructors on a continual basis. HR will create an individual folder for each part-time instructor applicant. This folder will contain all original documents provided by the applicant along with a blank Part-time Verification/Assignment Sheet. HR will enter all part-time instructor applicants into BANNER. BANNER screens/information entered by HR are: o PPAIDEN (applicant contact info) o PAAAPPL (ties applicant to requisition #; requisition # ties to program area) HR will forward part-time instructor applicant folders (originals) to Chairs for screening after HR s initial entry into BANNER. Applicant folder will include Part-time Verification/Assignment sheet indicating requisition # applicant has been tied to. II. Screening Chair will screen applicants based on application materials provided. Chair will verify qualifications of applicant relative to potential teaching assignment(s) in their program area(s). Chair will complete Verification/Assignment Sheet as appropriate: New Hire, Re-hire (not an Aims employee during current year), Qualified/Keep for future opportunities, or Not Qualified/Not Interested. If decision is NOT to hire for upcoming semester (or immediately) the Chair will return part-time instructor applicant folder (original) promptly (preferably within two weeks) to Human Resources along with the completed Verification/Assignment Sheet. Chairs are encouraged to provide reference to other potential area(s) for possible employment (i.e. Continuing Education). III. Decision to Hire Chair will contact candidate to confirm availability to teach designated course/s. Chair will provide completed forms (Verification/Assignment Sheet and Payroll Action Form) to department support staff for processing. Chairs may also elect to keep a copy of the Verification/Assignment Sheet for their own future reference (Chair may elect to use space on the form to write additional information on the Sheet for future referral. Department support staff will process Verification/Assignment Sheet and Payroll Action forms to Dean for signature/approval. Department support staff will forward applicant file and completed Verification/ Assignment Sheet to HR. Department support staff will conduct data entry in BANNER screen: IV. o o SIAINST (new part-time instructor) SSASECT (ties part-time to course) Update SIAINST Department support staff will the Call Center to notify of entry into SSASECT, so Web Services log-in access can be sent to candidates home address. Call Center Notification Includes: Employee Name, SS#, and Department. Department support staff will forward to Payroll completed Payroll Action form when class is confirmed a go. Applicant File - Return HR will take appropriate action, based on information Chair provided on Verification/Assignment Sheet. o Decision to Hire: HR will contact candidate to request completion of new hire paperwork as needed. Upon completion of all required new hire paperwork, HR will complete data entry into BANNER. BANNER screens/information entered by HR: o o PEAEMPL o NBAJOBS HR will provide employee completed payroll forms (i.e. W-4) to Payroll Decision NOT to Hire: HR will update BANNER applicant tracking information: o PAAAPPL Chair will be able to access applicant pool for list of qualified applicants in pool. If/when needed, Chair can obtain applicant file from HR for review. Information provided in BANNER is

9 confidential and Chairs are expected to access applicant pool directly related to their program area only. o PAIPOSN (lists applicant pool) o PAAAPL (individual applicant info) HR will maintain an open pool of part-time instructor application screening materials for two years. If applicant is not hired within two year period, application materials will be destroyed. Requisition Number This number connects applicants for a particular program area together. This is the number Chairs will use when accessing the applicant pool (PAIPOSN). The number will be the standard course code along with the start of the academic year the applicant applied during. For example: All Mathematics part-time instructor applicants for academic year will have the requisition # MAT0407 (MAT for Mathematics, 04 for 2004, 07 for July). Position Number This number connects the course assignment to the associated budget code. 01/29/04

10 Part-time Instructor Verification Req#: Req#: Req#: Req#: Applicant s Name: Address: City/State/Zip (First) (M.I.) (Last) Date Aim s ID # Phone: Department: I. Verification of Applicant s Qualification: Review of completed Aims Application and transcripts is required in order to complete this section. (Transcripts are required for accreditation purposes. Resume and/or Curriculum Vitae are not acceptable for verification of qualifications. Hiring process cannot commence without transcripts. If applicable, Vocational Credential or proof of application must be shown before teaching begins.) Associate s Yes Degree: No Program Area w/18 Graduate Credit Hours: Courses Qualified to Teach: Bachelor s Degree: Yes No Master s Degree: Yes No Current CO Vocational Yes Credentials: No Program Area w/ Vocational Credentials: II. Action to be Taken: *(Chair & Dean must sign below) New Hire* (Start Date: ) Re-hire (Not Aims employee during current year)* (Start Date: ) Not Qualified (Chair Signature Only) New Assignment* Qualified/Keep for future opportunities (Chair Signature Only) Not Interested (Chair Signature Only) III. Course Assignment: Complete a Part-time Instructor Assignment form, as appropriate, for persons selected as New Hire, New Assignment or Re-Hire. Please provide referral to Continuing Education contact if applicable: Comments: Reviewed/Approved By: Type/Print Chair s Name Chair s Signature Date Type/Print Dean s Name Dean s Signature Date NOTE: RETURN ALL APPLICANT FILES/DOCUMENTS TO THE HUMAN RESOURCES DEPARTMENT WITHIN TWO WEEKS. Human Resources Use: All forms on file for candidate: Yes No. If no, indicate missing documentation: Called candidate for missing forms: Yes N/A P-t Instructor Verification. doc 9/16/04