1. Principal – Site Admin NC SchoolJobs powered by PeopleAdmin Sirena Hardy HRMS Trainer

2. Learning Objectives System Overview Candidate application process Custom portfolio questions Qualification questions Job Specific Inventory (JSI) Candidate Grid Accessing candidates NCDPI icons Sending/entering references Candidate Profile Communication Hiring Process Additional Features and Tips 2

3. NC SchoolJobs powered by PeopleAdmin 3 Job Categories LicensedClassifiedSubstituteBus Driver Portfolio SLC (Work flow) QQ (legal) JSI (essay) Communication Reference Checks School Districts configured their system to meet their requirements. Some school districts opted out of some of the system functionality. Portfolio SLC (Work flow) QQ (legal) JSI (essay) Communication Reference Checks Portfolio SLC (Work flow) QQ (legal) JSI (essay) Communication Reference Checks Portfolio SLC (Work flow) QQ (legal) JSI (essay) Communication Reference Checks Question: What is SLC (Status Life Cycle)? Answer: A series of nodes and decision points that track applicants through the selection process.

4. Points of Integration HRMS –Positions created in HRMS are the basis for Job Orders that exist in NC SchoolJobs powered by PeopleAdmin –Hired candidates are imported into HRMS using the New Hire Form –Do Not Hire lists Licensure (If SSN provided) –Certifications –Education –Revocations –National Board certifications Dismissed Teachers 4 DescriptionIcon Do Not Hire Revoked License NBPTS Dismissed

5. Candidate application process NOTE: Districts had the flexibility to choose the steps that candidates must follow to complete the application process. Your school district may not have implemented all steps. Custom portfolio questions General application questions such as demographic information, work experience, education, license areas, references Qualification questions Legal questions to be asked to the candidate at the point of application Job specific inventory (JSI) Customized questions presented to a candidate as part of the application Application Completed Candidate initial application completed 5

6. Applicant/Candidate Process 6 Custom Portfolio Questions OPTIONAL: Qualification Questions OPTIONAL: Job Specific inventory Initial Application Complete Note: Not all districts have chosen to utilize the Qualification Questions or Job Specific Inventory.

7. Applicant/Candidate Process 7 Custom Portfolio Questions OPTIONAL: Qualification Questions OPTIONAL: Job Specific inventory Initial Application Complete Qualification Questions= The legal type questions a candidate can be asked

8. Applicant/Candidate Process 8 Job Specific Inventory= Additional questions that can be asked of candidates Custom Portfolio Questions OPTIONAL: Qualification Questions OPTIONAL: Job Specific inventory Initial Application Complete

9. Log into Applicant System 9

10. 10 The Navigation Bar

11. Accessing Candidate Grid 11

12. Accessing the Candidate Grid 12 Question: What is the candidate grid? Answer: The central management location of candidates by position. The candidate grid provides access to the candidate profile along with other candidate and position related information.

13. Viewing the Candidate Grid 13 Click on the candidate’s name to open the Candidate Profile, and candidate information such as Academic History, Reference Information, and more. Number of years of teaching experience Number of jobs applied to. 1 st number within district, 2 nd number on T.M. system Candidate’s status in process

14. Viewing the Candidate Grid 14 Resume Cover Letter Qualification Questions Result RED thumbs down = negative response BLUE thumbs up = previous red thumbs down authorized by District Admin GREEN thumbs up = all responses correct Qualification Questions Result RED thumbs down = negative response BLUE thumbs up = previous red thumbs down authorized by District Admin GREEN thumbs up = all responses correct Job Specific Inventory responses GRAY = no JSI response BLUE = JSI Response Job Specific Inventory responses GRAY = no JSI response BLUE = JSI Response e-Reference Status RED= Not sent yet GREY=Sent but none received YELLOW= Partial responses received BLUE= All received e-Reference Status RED= Not sent yet GREY=Sent but none received YELLOW= Partial responses received BLUE= All received Note: Districts have made configuration decisions that determine icons displayed in the Candidate Grid.

15. NCDPI Icons 15 Revoked License NBPTS Dismissed Do Not Hire

16. NCDPI Icons Candidate has been dismissed. Candidate is on Do Not Hire list NBPTS National Board for Professional Teaching Standards NBPTS National Board for Professional Teaching Standards Candidate has revoked license. 16

17. At the bottom of the candidate profile, users will find these functions: Communications Review all interactions between users and a candidate. Send messages to the candidate. A timeline is built/saved of the interactions and name of the user who interacted with the candidate or candidate profile. Save - Selecting Save opens a new window with options to save candidates via a folder system. Each user has his or her own set of folders which can be uniquely named and used for individual purposes. Share - Selecting Share from the candidate profile allows users to share the profile with other district users. Shared candidates will display in the recipients’ “Received” folder. Tag – Selecting Tag opens to a set of customizable tabs that can be used to apply district-specific attributes to a candidate on the candidate grid or across the system. Tags are searchable at Users  Candidates. Candidate Profile Communications 17

18. 18 Candidate Profile Communications: Accessing Templates

19. Candidate Status 19

20. How to Finalize a Status 20 Note: Districts have made decisions on which statuses can be finalized by school admins.

21. How to Finalize a Status 21

22. How to Finalize a Status 22

23. Candidate Processing 23

24. Candidate Processing 24

25. Search for Candidates 25

26. Logging on and Resetting Password Receiving Access Notification and Log-in Info Once system access has been granted, an email will be received. This message will indicate your Login Email and will also include a link to set your password. NOTE: Receiving this access notification is the first step in logging onto the system. Attempting to create an account by accessing the site URL first will result in an improper level of access. 26

27. Logging on and Resetting Password Changing/Retrieving Your Password On the login page next to the blank Password field, click “I forgot”. The user is redirected to the “Forgot your password?” screen and prompted to enter the email address (used in initial account setup) and sum of numbers for the human verification process. After clicking Submit, users will receive an email from the system with steps to reset the system password. 27

28. Users  Candidates Adding Candidates to Other Job Orders 28

29. Reports 29

30. Acronyms and Definitions 30 Candidate – refers to the PeopleAdmin IntelliGlance applicant. Candidate Grid – the central management of candidates by position. Candidate grid provides access to the candidate profile along with a wealth of other candidate and position-related information. District Admin (DA) – a person granted district control for IntelliGlance. District Admins may update the district account information and create District Job Orders for the district, District Job Orders for schools, and Batch Job Orders. District Admins may add District Admins, District Analysts, School Admins, and School Analysts. District Analyst (DT) – person granted view-only access to the district activity in IntelliGlance. District Job Order – a type of Job Order a district can create either for the district itself, or for individual schools. A District Admin always has creation and edit control. A District Admin has editing and hiring control until the District Admin attaches a school to the Job Order. At this point the School Admin of that school controls the editing and hiring for the Job Order. Job Order – job posting or job description that candidates can view and apply for in IntelliGlance. School Admin (SA) - a person granted school control for IntelliGlance. School Admins may update the school account information and create School Job Orders for an individual school. School Admins may add School Admins and School Analysts to the school account. School Analyst (ST) – a person granted view-only access to the specific school in IntelliGlance. Status Life Cycle (SLC) – series of nodes and decision points that track applicants through the selection process(es). Qualification Questions (QQ)—legal questions to be asked to the candidate at the point of application. Job Specific Inventory (JSI)– customized questions presented to a candidate as part of the application

31. HRMS Help Desk: (919) 807-HELP HRMS Communication Site: http://hrmscomm.wikispaces.com Sirena Hardy, HRMS Trainer, (919) 807-3218, sirena.hardy@dpi.nc.gov HRMS Support Contact Information 31

32. QUESTIONS 32