1. Hiring Process for Site Administrators (SAs)

2. Learning Objectives Hiring Process Reports Applicant/Candidate Process
Candidate Grid
Moving candidates through the Status Life Cycle
Searching for Candidates
Reports

3. Acronyms and Definitions

4. Acronyms and Definitions
Candidate – refers to the PeopleAdmin 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. 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.

5. Acronyms and Definitions…
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. School Admin (SA) - a person granted school control. School Admins may update the school account information as well as add School Admins and School Analysts to the school account. School Analyst (ST) – a person granted view-only access to a specific school.

6. Acronyms and Definitions…
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.

7. Job Categories

8. NC SchoolJobs powered by PeopleAdmin
Job Categories
Licensed
Classified
Substitute
Bus Driver
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
Portfolio
SLC (Work flow)
QQ (legal)
JSI (essay)
Communication
Reference Checks
NC SchoolJobs powered by PeopleAdmin provides the same job categories as the old SchoolJobs.
Applicants can apply for licensed, classified, substitute and bus driver positions within the system as configured by your school district. Each job category configured specifically to address the requirements of that category.
The system provides the following:
Applicant Portfolio
SLC (status life cycle) – process for tracking applicants through the hiring process
QQ qualifying questions
JSI job specific inventory
Communications
Reference checks
Question: What is SLC (Status Life Cycle)?
Answer: A series of nodes and decision points that track applicants through the selection process.

9. Custom Configuration
School districts have the flexibility to configure their system to meet the needs and requirements of their district. Some have opted out of some of the system functionality in both the Status Life Cycle (SLC) nodes and the candidate application process.
In the candidate application process, each district implements the steps candidates must follow when applying for jobs in their district. Not every district will have the same steps.
Question: What is SLC (Status Life Cycle)?
Answer: A series of nodes and decision points that track applicants through the selection process.

10. Points of Integration HRMS Licensure (if SSN is provided)
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 is provided)
Certifications
Education
Revocations
National Board certifications
Dismissed Teachers
Positions created in HRMS are imported to NC SchoolJobs powered by PeopleAdmin.
Positions (Vacant, Staffed Fully, Staffed Partially, Pending Vacant) in HRMS will be available to post as job orders in NC SchoolJobs powered by PeopleAdmin.
Positions in HRMS marked as Inactive will move to PA, but will not be visible (they will be available to use once the status has been changed from Inactive in HRMS and they then update in PA). Positions in HRMS marked as Purge or Archive will not move to PA.
Hired individuals in NC SchoolJobs powered by PeopleAdmin can be imported into HRMS using the New Hire form. The new hire form will allow you to add demographics, position assignment, contract, benefits, and local forms if applicable. You will be required to complete the demographics then select the employment status and change hiring status to “hired” to complete the new hire process.
Icons
Do Not Hire - Internal LEA list of applicants and former employees designated as ineligible for hire or rehire
Revoked License List - State-wide list of individuals whose License has been revoked
NBPTS - National Board for Professional Teaching Standards
Dismissed Teachers List - State-wide list of dismissed teachers

11. Candidate Application Process

12. Candidate Application Process
Custom portfolio questions
General application questions such as demographic information, work experience, education, license areas, references
Qualification questions
Legal questions to be asked of the candidate at the point of application
Job Specific Inventory (JSI)
Customized questions presented to a candidate as part of the application process
Application Completed
Candidate initial application completed. The candidate can now be tracked through the SLC
The candidate application process is based on the individual school districts system configuration.
Applicant 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 such as: “Have you ever been terminated from a job?”
Job specific inventory (JSI)
Customized questions presented to a candidate as part of the application such as: “Can you please provide a writing sample?”
Application Completed
Candidate initial application completed and the candidate can now be tracked through the status life cycle.

13. Applicant/Candidate Process
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.

14. Preferences
Select the desired geographic categories for schools within a district
When prospective candidates create an account, they are prompted to complete the Preferences screen.
There are 6 main sections to this screen:
Optional: Enter keywords that describe job interests
Select the desired types of schools within a district
Select the desired U.S. Geographic region. Clicking on the South region will allow North Carolina to be selected, and will display state regions.
Optional: Upload Resume
Select whether any district fitting preferences selected can view candidate/prospect profile

15. Preferences…
In the Regions portion of the Preferences screen, a user can specify down the the school-level, if desired
Select the U.S. South region to display a more detailed regions
Select the U.S. South Atlantic region to display state-level
Select the North Carolina to display state region-level
Select desired state-region(s) to display county-level
Select desired county(ies) to display school-level
Select desired school(s)

16. Candidate Grid

17. Candidate Grid
Path: Sign In > Job Orders > District Job Orders Candidates/Applicants can be viewed through the candidate grid. 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

18. Accessing the Candidate Grid
The system defaults the Status to Active Job Orders.
Active Job Orders are the jobs that are posted on your job board.
To view the candidates you click the Candidate Grid icon.

19. Viewing the Candidate Grid - Sections
Available
Hired Candidates
Timed Out Candidates
Rejected Candidates
Incomplete EPI/JSI Candidates
Withdrawn Candidates
Once the candidate grid appears you can view candidate information.
The Candidate Grid will show Available, Hired Candidates, Timed Out Candidates, Rejected Candidates, Incomplete JSI Candidates, and Withdrawn Candidates.
To view any section just click the dropdown arrow beside the heading.
Candidate’s name - click to open the candidate profile
Candidate status – click to open the SLC
Job applied (number of jobs applied to your school and number applied to other schools/depts)
Teaching Years (number of years of teaching experience)

20. Viewing the Candidate Grid – Available Applicants
In the Available Applicants section, the following information is displayed:
Applicant name and address
Icons for Cover Letter, Resume, Qualification Issues and References
Status
Jobs Applied
Teaching Years
JSI

21. Viewing the Candidate Grid – Available…
Cover Letter
Resume
Qualification Questions
Green thumbs up – all responses correct
Red thumbs down – at least one negative response
Blue thumbs up – previous red thumbs down, manually authorized by District Admin

22. Viewing the Candidate Grid - Available
References
Red – not sent yet
Grey - sent but none received
Yellow – partial responses received
Blue – all received
Status
Displays where in the SLC the candidate is (e.g. Available, Interview, Reference Check, etc)
Jobs Applied
# of jobs applied for in your district / # of jobs applied outside your district
Teaching Years
# of years of teaching experience
JSI (Job Specific Inventory)
Grey – no JSI responses
Blue – JSI responses

23. NCDPI Icons
Revoked License
NBPTS
Dismissed
Do Not Hire

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

25. Internal Applicants
When a candidate applies to a position, they are able to designate themselves as an internal applicant.
An Internal candidate checks “I am currently an employee of this District”

26. Internal Applicants
Candidates that successfully complete an internal application will be displayed in the job specific candidate grid with a green rocket ship icon
Clicking on this icon will display the candidate’s supervisor, availability date and any added comments.

27. Internal Hire Icon

28. E-References Status Red – Not sent yet Grey – sent but none received
Yellow – some responses received
Blue – all responses received
e-Reference Status
RED= Not sent yet
GREY=Sent but none received
YELLOW= Partial responses received
BLUE= All received
Click the e-Reference Icon
Select the references to be sent
Click Send
Note: District configurations will determine what a Site Admin can do with regard to references. Some districts allow the Site Admin to send the references, others do not.

29. E-References – Send Click e-Reference icon
Select references to be sent
Click Send
e-Reference Status
RED= Not sent yet
GREY=Sent but none received
YELLOW= Partial responses received
BLUE= All received
Click the e-Reference Icon
Select the references to be sent
Click Send

30. E-References – View Click e-Reference icon
Click Status icon to display
e-Reference Status
RED= Not sent yet
GREY=Sent but none received
YELLOW= Partial responses received
BLUE= All received
Click the e-Reference Icon
Select the references to be sent
Click Send

31. E-References – View Click Cancel to close e-Reference Status
RED= Not sent yet
GREY=Sent but none received
YELLOW= Partial responses received
BLUE= All received
Click the e-Reference Icon
Select the references to be sent
Click Send

32. E-References – Manual Entry of References
After clicking e- Reference icon to open reference evaluation, click the District Entry icon in the Action column
District have the option to enter reference responses instead of sending.
Select the District Entry
Once the form appears complete the responses from the reference and Click Continue.
A blue icon will appear in the Status column. You can click the icon to view the reference.
You can also Print the references by clicking the Print button.

33. E-References – Manual Entry of References
Complete e-Reference fields
Click Continue when complete
Districts have the option to enter reference responses instead of sending.
Select the District Entry
Once the form appears complete the responses from the reference and click Continue.
A blue icon will appear in the Status column - click the icon to view the reference.
Print the references by clicking the Print button.

34. Candidate Profile 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.
Show examples of adding communications (phone, message, note), saving, sharing, adding a tag
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.

35. Candidate Profile Communications – Accessing Templates
Click Communications at the bottom of the Candidate Profile
Click the desired icon (Phone, Message, Notes)
Select the desired template and enter applicable information
Click Save or Send
Communicate with the candidates by clicking on Communications at the Bottom of the Candidate Profile.
Send a message to a candidate by clicking the blue envelope icon (send messages to the candidate). The first icon is to add phone call details and the last icon is to add notes on the candidate.
Once you click the blue envelope icon, the Post a message to the Candidate form will appear - then select a template which will populate the form and then you click Send.

36. Moving Candidates through the Status Life Cycle

37. Candidate Processing
Once candidates have applied for available jobs, the process of moving them through the Status Life Cycle begins. This process consists of various stages in four areas:
Screening
Interview
Vetting
Hiring
These processes are configurable by district and determine when Site Administrators see candidates and what steps they can take in the SLC process (e.g. some districts opted to only allow SAs to see candidates once a District Admin has finalized “Screening Complete”).
To move a candidate through the hiring process, click the status of the candidate from the candidate grid.
The Status Life Cycle window for the candidate will appear and users will be able to see where the candidate is in the hiring process.

38. Accessing the Candidate Status Life Cycle
On the Candidate Grid, click the Status of the desired applicant to open the SLC

39. Accessing the Candidate Status Life Cycle…
To complete a node in the SLC, click on the node.
Follow your district’s workflow until the selected candidate is hired.
Note: Nodes are configurable by district, so access will be dependent upon district setup.
To complete another node in the status life cycle for the candidate, click on the node. For example, click on Reference Checks to bring up the Reference form. You can add notes indicate it is in progress or finalize this node. Once you click finalize the node’s color will change to green thus moving the candidate along in the hiring process.
Once the required nodes are completed and you have received approvals then you would click the Hired node and finalize the hire. You can check the candidate’s status in the candidate grid and it should indicate “Hired” in the status column.

40. Finalizing a Candidate
Once the Hired node has been finalized for the desired candidate, the Status Life Cycle will show Hired and the candidate will display in the Hired section on the Candidate Grid.

41. Hired Candidate
The candidate status will show as Hired on the Candidate grid

42. Searching for Individual Candidates

43. Candidate Search Path: Users > Candidates
Users can search for candidates using the Candidate Search option as well as perform an Advanced Search to search for candidates meeting a specific criteria.

44. Candidate Search…
Enter desired criteria to search on and click Search.
To use Advance Search, click Open Advanced Search

45. Advanced Search

46. Engaging Candidates Path: Users > Candidates
You can add candidates to other job orders. From the navigation bar under Users select candidates.
Click the blue plus symbol icon to add candidate to other job orders.
Once the Apply/Add Candidate to Other Jobs appears, select the job orders to add the candidate to and click Apply to Jobs.
You will get a Job Applied Successfully message.

47. Prospects
Prospects are people who have not yet applied for a position in your district, but have indicated they are interested in working in your district.

48. Prospects Search Path: Users > Prospects
Users can view those who have created a PeopleAdmin applicant account and have indicated they are interested in working in your district.
Prospects have not yet applied for any jobs in your district.
Prospects are people who have not yet applied for a position in your district, but have indicated they are interested in working in your district.

49. Prospect Search…
Click Name to view profile
If searching for a specific name, enter desired criteria to search on and click Search.
To use Advance Search, click Open Advanced Search

50. Prospect Search… Users can View Profile information
view Resume, if included
Send/View Communications
Save
Share with others

51. Reports

52. Standard Report Path: Reports > Standard Reports
To use the Standard Reports contained in the system,
Click on the report title (a description will display upon hover over)
Report results will display on screen. User can Export to Excel, Export to PDF or Print using icons in upper right
Click on Reports
Select Standard Reports
Click on report title (a brief description will display when you place your cursor (mouse) over the title
Report results will display on screen

53. Applicants Profile Visit
Count of administrator and analyst visits to candidate profile screens as well as first and last activity date for each of these users
Click on Reports
Select Standard Reports
Click on report title (a brief description will display when you place your cursor (mouse) over the title
Report results will display on screen

54. Applicants Not Contacted by School
List of candidate profiles with no communication activity that includes job order, application date and job status
Click on Reports
Select Standard Reports
Click on report title (a brief description will display when you place your cursor (mouse) over the title
Report results will display on screen

55. Candidate Status Report
Candidate status and scores for each job order including application date, internal candidate indicator and available verses total candidate counts
Click on Reports
Select Standard Reports
Click on report title (a brief description will display when you place your cursor (mouse) over the title
Report results will display on screen

56. Questions?
Note: PeopleAdmin contains functionality that is not currently used by NC. NC DPI has only been trained on the components we are utilizing at this time. If a district determines they would like to utilize additional existing functionality, please experiment with it in Cloud and know we are unable to support functionality on which we have not been trained.

57. HRMS Support Contact Information
HRMS Help Desk: (919) 807-HELP ( , option 3, then option 2)
HRMS Communication Site:
SchoolJobs Communication Site: