Admin Job Training Manual by vsh20797

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									CCC Registry Plus
                     Training Manual




              Beth Au, Director
    Nancy Holmes, Program Representative
               October 2007


                                           0
Table of Contents
Overview                                Page 2
Logging In                              Page 4
Your Administration Page                Page 5
Helpful Links (Manual, Log Off, etc.)   Page 6
     View Chat Rooms                    Page 7
System Users
 Add A User                             Page 9
 Manage User                            Page 10
 Posting Options                        Page 11
 Applicant Tracking Options             Page 12
 District Profile                       Page 13
 Colleges                               Page 14
Job Postings
 Add/Edit Job Postings                  Page 16
    Editing/Archiving Job Postings
    Editi /A hi i J b P ti              P
                                        Page 22
 Posting Report                         Page 23
 Posting Statistics                     Page 24
App Tracking
 Advanced Tracking                      Page 26
    Applicant Tracking Page             Page 27
        App Tracking-Process            Page 28
        App Tracking-Add Apps           Page 45
        App Tracking-Download           Page 49
 Manage Reference Question Sets         Page 51
 Search My Applicants                   Page 53
 Archived Postings                      Page 57
 App Tracking Report                    Page 58
App Bank
 Search Applicant Bank                  Page 60
    Download to Excel                   Page 61
    Email these Jobseekers              Page 62
Libraries
 Custom Application Library             Page 64
 Link Library                           Page 65
 Masthead Library                       Page 66
 Email Library                          Page 67
 Attachment Library                     Page 68
Events
 Add/Edit Events                        Page 70
 New Events                             Page 70
Contact Information                     Page 71
                                                  1
Overview




             y
           System Users
           Job Postings
           App Tracking
           Applicant Bank
           Libraries
           Events




                            2
The CCC Registry Plus
system              of
s stem is comprised of:



   Job Posting
   Job Searching
   Applicant Tracking
   Records Retention




                          3
     Logging In
     Access to all CCC Registry Plus features
     can be found at www.registryadmin.org




To access the CCC Registry Plus system from www.registryadmin.org follow these
    steps:

1.    Double-click on your web browser. Please use Internet Explorer when using
      Registry Plus.
2.    In the address bar, type in www.registryadmin.org and hit return key.
3.    Place cursor in username box, type in your username.
4.
4     Press the TAB key to place cursor in password b and t
      P      th      k t l              i                         in
                                                   d box d type i your password.d
5.    Click the Sign-in icon to log-on.


                                                                                 4
     Your Administration Page




Navigation
Na igation Bar

      After logging in, CCC Registry Plus welcomes you, describes the system, and
      gives you your main navigational tool--the navigation bar. To access features,
      click any underlined text, known as a link or a hypertext link, on the navigation
      bar.

      CCC Registry Plus News and Announcements is provided to keep users
      abreast of what is happening with the CCC Registry Plus system. The
      messages here will change each time you access this page.
                                                                                          5
     Helpful Links




Helpful Links



      •    Privacy Statement: Click on this link to read the privacy
                                              system
          statement for use the CCC Registry system.

      •    Admin Home: Click on this link at any page to go back to
          the page where you first started after logging in.

      •       Off                        exit     system.
          Log Off: Click on this link to e it the s stem

      •    View Chat Rooms: Click this link to use the CCC Registry
          chat rooms (See Page 7.)

      •   Training Manual: Download this training manual in PDF.


                                                                       6
     View Chat Rooms
        Chat rooms are created to communicate live with job seekers. District
        users may use the main room to chat with job seekers/applicants or
        create a private chat room within the main chat room.

• Start by clicking
View Chat Rooms




• Click [Join Now]
                             www.cccconfer.org
• You will be transferred to www cccconfer org
  website.
• Click to enter the chat room as Presenter.
• Enter required information to login:
     Screen Name: Di t i tR
   • S      N     DistrictRep
   • Internet Password: districtrep
• You may also use your phone to call in to speak to
  applicants/job seekers:
   • Telephone Conference Line: 1-866-316-1517
   • Telephone Pass Code: 779359


                                               • Click Create Chat Room to create a
                                               private chat room for job seekers to
                                               chat only with your district.
                                               • Enter a name for your chat room
                                               (preferably, your district name), then
                                               click the Save button.



 NOTE: A Chat room must be activated by the CCC Registry staff before a
 room is displayed. Call or Email the CCC Registry to schedule a chat.  7
System Users



                            Add a User
                            Manage Users
                            Posting Options
                            App Tracking Options
                            District Profile
                            C ll
                            Colleges




NOTE: There should be only one CCC Registry Plus
administrator for each district. This user has access to
all features of the CCC Registry Plus system. Access
is restricted for security purposes.



                                                           8
 Add a User

To add a user for your district
follow these steps:
 1.   Click on Add a User under
      SYSTEM USERS on the
                 bar.
      navigation bar

 2.   Enter data for user. You
      must complete all required
      data fields marked with * to
      add a user.

 3.   After typing in a username,
      click Check Username to
      check if the user name is
      available. If it’s not
      available, you may type
      another username.

 4.   Type in your name, title,
      phone or other information,    • Is Administrator: Able to add/edit
      and the Email Signature will   system users and configure system
      automatically add your
      signature to any email sent    settings (i.e. Positing Options,
      from the system
               system.                                     Options).
                                     Advanced Tracking Options)
 5.   Click one or more of the       • Is Director: If checked, this user
      boxes to allow function        account cannot be deleted.
      accessibility to the user.
                                     • PaperScreening/Reviewer: This
 6.
 6    Select the type of account
      for the user.                          t            l
                                     account user can only screen
                                     applications for an assigned
 7.   Click Add User icon to add     position(s).
      user and complete the
      process.                       • Interview Panel: This account user
                                     can track the whole process of
                                     application tracking only for
                                     assigned position(s).
                                                                            9
Manage Users




Once a user is added, you can edit the information at any time.

To edit a user for your district follow these steps:

       1.       On the Manage Users page, click on user’s name.
       2.       Edit user profile, i.e., change password, email
                signature, etc.
       3.       Click on Update User button to save your changes.

To delete the user click the [Delete] link next to the user’s name
on the Manage Users page .

Users are not permanently deleted. To retrieve a user, contact
the CCC Registry office.




                                                                     10
  Posting Options




   To edit your district’s posting options:

    1.   Read the instructions on the top of the page.

    2.   Type in up to 7 optional fields to be associated with your district’s
         job postings.

    3.   Click the Save button to save your changes.


IMPORTANT: IN ORDER FOR THE POSTING REPORTS TO WORK CORRECTLY
YOU MUST NOT CHANGE OPTIONAL FIELDS AFTER YOU PUT THEM IN.

                                                                                 11
Applicant Tracking Options




To customize your district’s advanced applicant tracking page, follow
these steps:

1.   Click App Tracking Options under SYSTEM USERS on the navigation
     bar.

2.   Read the instructions on the page.

3.   Click the checkboxes to specify the columns to appear on your app
     tracking page.

4.   (Optional) Complete up to 7 additional columns to appear on your app
     tracking page.

5.   Click Save icon to save your settings.                              12
District Profile




 To edit your district profile follow these steps:

  1. Click on District Profile under the SYSTEM USERS on
     the navigation bar.

  2. Click on the “Region” drop down menu to select the
     region for your district.

  3. Continue to add information about your district.

  4. Click Save to save your information about your District.

                                                                13
 Colleges
 To add a new college, follow these
 steps:

1.   Click on Colleges under
     SYSTEM USERS on the
     navigation bar.
2.                             g
     Click the Create New College
     link.
3.   Fill in the information.
4.   Click the Save button to save
     your changes.
                                      To edit colleges in your district
                                      follow these steps:


                                      1.   Click on Colleges under the
                                           SYSTEM USERS on the
                                           navigation bar.
                                      2
                                      2.                         college.
                                           Click the name of the college
                                      3.   Change the college profile
                                           information and click the Save
                                           button to save your changes.




                                                                            14
Job Postings




               Add/Edit Job Postings
               Posting Report
               Posting Statistics




                                       15
  Add/Edit Job Postings




To add a job posting for your district follow these
steps:
1. Click on Add/Edit Job Posting under
   JOB POSTINGS on the left navigation menu.

2. Click on the Create New Faculty Job Posting, Create New
   Administrative Job Posting, or Create New Staff Job Posting
   link which will take you to the add a new posting screen (see page
   17).

                                                                  16
   Add/Edit Job Postings                      – continued
You must complete all required data fields (*).

Note: Within the system, the “Until Filled” option automatically sets the
deadline to 6 months from the posting date; and “Continuous”
automatically sets the deadline to one year from the posting date.




• To create a new posting based on a previous posting that has been
  archived, use the Base Posting On drop down list. When y select
            ,                       g        p                  you
  one of these postings, the information in the new job posting form will
  be filled in with the information from the posting you selected. The
  original posting will not change.

• If you wish to limit a posting to only the current employees in your
  district, click the Limited Posting box. Using the pull down menu,
  indicate how many days the posting will be limited to in-house,
  promotional only.                                                         17
Add/Edit Job Postings                              – continued




Select contact from the *Contact Person drop down menu on
the form to select from a list of CCC Registry Plus users in
      district.              so,             Name, Telephone,
your district When you do so the Contact Name Telephone
and Email address of the selected person will be inserted into
the job posting.




  If the contact person is only used with certain posting(s) and
  does not need to access the CCC Registry system, check
  E t Minimal Contact b t add contact information f the
  Enter Mi i l C t t box to dd                t ti f      ti for th
  posting. This user will not be added to system users. He/She
  will only be linked to this posting. It is best used for adjunct/part
  time positions where the posting is decentralized from human
  resources.
  NOTE: Uncheck Email Contact Person if the contact does not
  have an email.
* Contact Person list is generated from the system users list (see p. 9 & 10).   18
  Add/Edit Job Postings                         – continued

  • You may change the Post From date to the date you want the posting to
    display on the CCC Registry website.
  • Select the Application Deadline date and time, OR choose Until Filled
    (displayed for 6 months or until manually removed), Continuous
    (displayed for 1 year or until manually removed), or Do not Display to
    close the posting.




• Select Online Application from the application list. See Custom
  Application Library on how to customize an application page 64.

• Select Email and Attachment to be mailed out to applicants applying for this
  position online. Default email is automatically selected. To add a different
  email that is associated with your district, click New link next to Applicant
  Email to add to Email Library – Page 67.

• Select an Applicant Attachment to automatically be sent to applicants who
  apply for this posting (i.e. Supplemental Questionnaire), or click New to add a
  new attachment to the Attachment Library – Page 68.


                                                                             19
Add/Edit Job Postings                          – continued




• Enter a title for Job Description Title.
• Type or Copy and Paste your job description in the Job Description box.
AND/OR
• Enter a Title for a job announcement attachment to be attached to the
  posting and job seekers can open the attachment to view it.
• Click Browse to locate the file to attach and select it.
• Click Add Attachment button.                                            20
    Add/Edit Job Postings                    – continued

•   Co p e e e equ ed ocu e ts
    Complete the Required Documents
    box typing in all information that is
    required by your district for a
    complete application packet.
•   Click the checkboxes next to any/all
    Required Materials that MUST be
    submitted prior to a candidate’s
                       hiring.
    consideration for hiring NOTE: This
    section only needs to be completed
    if you will be using the REQUIRED
    MATERIALS TRACKING feature in
    ADVANCED APPLICANT
    TRACKING. If you do not require
    additional materials other than the
    application or do not use applicant
    tracking skip to the next posting
    item.


•   Optional Fields can be used as
    unique posting identifiers. (See
    Posting Options under System
                                  fields).
    Users for customizing these fields)




•   The Optional Links are
    independent of the links found in
        p
    your district profile (See Link
    Library under Libraries).


•   Name your tests on a per posting
    basis (The names will appear in the
    overall summary screen and
       li        fil in h Applicant
    applicant profile i the A li
    Tracking system).


•   Optional: Select the job type
    that will be associated with this
                          searches.
    posting in job seeker searches

• Click Add Posting to save posting, OR Add and View Posting to view the
  posting and save (close the posting windows once done viewing it).
                                                                       21
 Editing/Archiving Job Postings
 Once a job posting is added, you can edit, close or archive the information at any time.
 To       j b    ti for      di t i t
 T Edit a job posting f your district:




                                                                      [Archive This Posting]




                                                                               [Close Posting]




1. Click on Add/Edit Job Postings under JOB POSTINGS on the navigation bar.
2. Under Faculty Postings, Administrative Postings or Staff Postings, click on
   the job title to be edited.
3. On the edit screen, update information.
4. Scroll down to the bottom of the page and click Save Posting to save your
   changes or Save and View to save your changes and view the posting as it will
   appear to the applicants. Note: After using Save and View on a new posting,
   please do not use the Back button to make changes and save again; this will
   result in multiple postings.

To Close a Job Posting:
1. Click [Close Posting] for the posting you want to close. To view expired
   postings, select Expired Postings from the Show dropdown box.

To Archive a Job posting:
1 Click on Add/Edit Job Postings under JOB POSTINGS on the navigation bar.
1.                                                                    bar
2. Click Archive This Posting next to the posting title.

   NOTE: Archiving will set that posting to view tracking information only.
   Postings cannot be edited after archiving.                               22
  Posting Report

To create a posting report:

 1. Read the instructions
    on the page.

 2. After choosing a date
                 g
    range and clicking the
    Get Postings button,
    more choices will be
    appended to the
    page.

 3. To select all postings,
                  p      g ,
    click the Check All
    checkbox. Or select
    individual postings
    from the list. NOTE:
    to select multiple
    items from the list,
    hold down the Apple
    key       M
    k on a Mac or th  the
    CTRL key on a PC
    and click on your
    mouse to select.

 4. Choose the columns
    for the report.




 5. Type in text for the
    R       Header.
    Report H d

 6. Click Get Report.

 7. Click Open or Save
    on the window’s
    popup request. The
    reports will open or
    save in Excel format.


                               23
  Posting Statistics
  Posting Statistics is a newly added feature, as of October 1,
2003.

  By clicking on this feature, you can view a list of your postings in
                          faculty administrative
each of the three areas: faculty, administrative, and classified; see the
date the position posted; who posted it; how many days the position
has been posted; and how many times it has been searched or viewed
by job seekers.

  Information under “searched” and “viewed” will display data as of
October 1, 2003 since that is the date of implementation on this
feature.




                                                                            24
App Tracking




 Advanced Tracking g
 Manage Reference Question Sets
 Search My Applicants
 Archived Postings
 App Tracking Report




                                  25
   Advanced Tracking




To track applicants by job posting follow these steps:

 1. Click    Advanced T ki under APP TRACKING on th
 1 Cli k on Ad      d Tracking d                 the
    navigation bar.

 2. You will see the Job Posting List for each position and the number of
    applicants who have applied online to date as well as the number of
    applicants being considered as you move through the hiring process.

 3. Select the positions you want to show using the Show list box. The
    list will re-display accordingly.

 4. Click on the position title to go to the Applicant Tracking Page.

                                                                    26
  Applicant Tracking Page
 The applicant tracking page allows you to process applicants with ease. There
 are four headings: View, Process, Add Apps and Download.
                 g                             pp
 VIEW:
 •Select the candidates you wish to view from the Being Considered drop down
 list.
 •Select the sort for the list of candidates from the Sort By Applicant Name drop
 down list.
   S l th                li     t         t to i
 •Select how many applicants you want t view per screen.
 •You can use the Change and To list boxes to change information about
 candidates on the list that follows.
 PROCESS: Click on the
 links to move through a
 process.
 ADD APPS: Click on the
 link to add an applicant
 for this position, find
        candidates,
 more candidates or
 move applicants from
 this posting to another
 posting.
 DOWNLOAD: Download
          Excel
 apps to E cel or email
 applicants.
                                                            Save
 This page also allows you to:
 •View applications     and applicant’s profile.
                                  applications.
 •Add documents as attachments to applications
 •Indicate whether the application has been pre-screened.
 •Check references.
 •View other information that you checked in System Users-App Tracking Options.

 Remember to click the Save button or your changes will be lost!      Save

NOTE: Users who are designated as Reviewers (who are not designated as paper
screeners for the posting) will only be able to view the applicant’s application. They
will not be able to perform any applicant tracking functions.                        27
    Applicant Tracking Page – View Profile




                                                                          Add Note

You can go to an Applicant’s Profile by clicking on the profile icon       next to an
  individual’s name on the applicant tracking page. Here you can:

•                                    applicant
    View contact information for the applicant.

•   Update status information by checking the appropriate checkbox .

•   Add or edit test score information by clicking the Add/Edit Scores link.

•                               information.
    View the required materials information You will be able to track the required
    materials by applicant.

•   Add notes regarding this applicant. The note, the author of note, and the time
    and date the note is entered will be saved once you click [Add Note] button
    under Applicant Notes box.

The applicant profile page shows all of the jobs he/she has applied for in your
  district. By clicking on the position, the CCC Registry Plus will take you to the
  applicant profile page for that specific position.
                                                                                  28
Applicant Tracking Page – All Docs In




You can check if the applicant turned in all required documents by
       g
clicking on the Document icon       next to an individual’s name
on the applicant tracking page.
Here you can:

  On the right side of the page, you can view what the applicant
 as tu ed          e e a p e above s o s       that the applicant
has turned in. The example abo e shows you t at t e app ca t
turned in his/her resume.

 Check the boxes according to what the applicant has turned in.

                                                       Page.
 Click Submit to save and return to Applicant Tracking Page




                                                                    29
Applicant Tracking Page - Reference
Check
Before you begin a reference check,
select a reference question set (by
clicking Reference Check under the
PROCESS column on the Applicant
Tracking Page).

To create a question set see Manage
Reference Question Set.
To begin a reference check, follow these
instructions:
  1. After selecting the desired position,
      click the phone icon in the Check
      Refs column.
  2. At the Reference Check Summary
     screen for the candidate, click on a
     reference name/title.
  3 Fill in the responses for each of the
  3.
     questions listed and score the
     applicant according to reference
     responses. Continue this process
     for each of the references provided
     for the candidate.
  4.
  4 The person selected to input the
     information must certify that the
     information is accurate by
     checking/clicking the box at the
     bottom of the screen.
  5. To complete the process, click the
     Record Responses button.
 6. For each reference completed, click the Completed box at the
    Reference Check Summary screen.




                                                               30
PROCESS - App Reviewers




 To add or edit a list of reviewers who can prescreen applicants for your
 district follow these steps:

 1.   On the applicant tracking page click the App Reviewers link under the
      PROCESS column to choose which users can view the applications for
      this posting.
 2.   Select available reviewer’s names and click the “ ” button to move the
      selected names to the right-hand column. Do the reverse to remove
                                   reviewers.
      names from list of selected reviewers (Any users with administrative
      privileges or who are designated as an online paper screener for this
      posting will be able to see the applications for the posting regardless of
      whether they are on the list of reviewers or not.)
 3.   Users who are designated as “Reviewers” for this posting will only be
                        pp                                            p
      able to see the applications of the candidates that the HR Dept has
      marked “prescreened.”
 4.   Once reviewers are selected, HR can notify reviewers via email by
      clicking the Notify Reviewers by Email link located on the top right corner
      of the page. Choose an email library or begin a new email (Follow similar
      instruction as on page 34).

 Note: Once a person is removed from the list of reviewers, all
     information for that person (notes, scores) is deleted from the
     system. Therefore, do not remove screeners once the screening
                                                                               31
     process has been started.
PROCESS - Paper Screening Questions




 To set up Online Paper Screening follow these steps:

 1.   Click on Advanced Tracking under APP TRACKING on the
      navigation bar.
 2.   Click on the desired position.
 3.           pp              g   g ,            p           g
      At the Applicant Tracking Page, click on Paper Screening
      Questions under the PROCESS column.
 4.   Follow the instructions on the page for assigning points per
      criteria.
 5.   To add a question/criteria, place your cursor in the box in the
      Questions/Criteria section. Type your question and click th
      Q    ti   /C it i       ti     T              ti      d li k the
      Add icon.
 6.   You may add as many questions as you like. If you decide
      not to use a question, just click the Delete button next to the
      numbered question you wish to delete.
 7.   To edit a question, place the cursor in the box and retype the
      question or make changes and then click the Update icon.
NOTE: To use previously developed questions/criteria, select
questions/criteria from Copy Questions From pull down menu.              32
 PROCESS - Paper Screeners




To choose screeners for the position follow these steps:

 1.   Click on Advanced Tracking under APP TRACKING on the
      navigation bar.
 2.   Click on the desired position.

 3.   On the applicant tracking page click the Paper Screeners link in
      PROCESS column.

 4.   Select available screener’s names and click the“ ” button to
      move the selected names to the right-hand column.

 5.   Do the reverse to remove names from the list of selected
      screeners.

 6.   To allow screeners to view applicant profiles and add notes, click
      the appropriate link on the bottom of this page.

Note: Once a person is removed from the list of reviewers, all
                         p      (     ,       )
    information for that person (notes, scores) is deleted from
    the system. Therefore, do not remove screeners once the
    screening process has been started.

                                                                       33
PROCESS - Paper Screeners                       -   continued




 To notify screeners they have been selected, click the Notify
 Paper Screeners by Email link on the top right hand corner of
 the screen. Select an email from the email library or begin a new
 email. To notify all screeners check the box next to all screeners.
 Or select recipients individually. If new email, type in the subject
 and message.
 To add Screener’s username and password to the end of the
 email, check the first checkbox.
 To add a link to Applicant Tracking Page to the email, check the
      d h kb          d the bj t
 second checkbox under th subject.
 Click the Send button to send or Test to send the email to your
 email address first before sending it to screeners/reviewers.
                                                                   34
PROCESS - Paper Screeners                      -   continued




 A screener receives an email with a list of candidates to screen.

 The screening criteria is in the left hand corner of the page. The
 candidate’s application and attachments are in the upper right
 hand corner of the page.

 A screener scores the candidate based on the criteria and review
 of the application. Once completed, the screener clicks the Yes or
 No button to recommend the candidate for an interview.

 Click the Record button to complete the p
                               p         process.




                                                                  35
 PROCESS - Materials Tracking




     If you have utilized the Required Materials section on the posting page
     when you posted your job, you can track the Required Materials of
     applicants in the Advanced Applicant Tracking section of the CCC
     Registry Plus system.
     Follow these steps to track required materials for applicants:

1.   Click on Advanced Tracking under APP TRACKING on the
                bar
     navigation bar.

2.   On the Advanced Applicant Tracking screen, click on the desired
     position.

3.   On the Applicant Tracking page, click on Materials Tracking under
     PROCESS.

4.   On the Required Materials screen click the check box for materials
     that have been received.

5.   This information will appear on the candidate’s applicant profile page.

6.   Click the Save button to save your changes.

7.   Return to the Applicant Tracking Page by clicking Back to App
     Tracking.
     Tracking
Note: You can show applicants by First Name Last Name or Last
   Name First Name by clicking on the appropriate link.
                                                                               36
PROCESS – Reference Check




To use reference check questions follow these steps:

  1. Click on Advanced Tracking under APP TRACKING on
     the navigation bar.

  2. On the applicant tracking page, click the desired position.

  3. Click Reference Check under PROCESS column.

  4. Select question set for the position or input a question set.




                                                                     37
 PROCESS - Interview System > Setup




                                                             Add/Edit Interview Question Set Download
                                                             Add/Edit Rating Sheet Download



     You can choose an interview panel, add or edit interview questions and add or
     edit rating sheets from this page by clicking those links. To get to your Interview
     System follow these steps:

1.  Click on Advanced Tracking under APP TRACKING on the navigation bar.
2
2.  Cli k on th d i d position.
    Click     the desired     iti
3.  On the Applicant Tracking page, click on Interview System under
    PROCESS column.
4. Select interviewers ( hold CTRL key for PC or the Apple key for MAC to select
    more than one name).
5. Click the “ ” button to move the selected names to the right-hand column.
6. Do the reverse to remove names from the list of panelists.
7. Continue completing Interview Session Details.
8. Select a presiding HR staff member or person responsible for the process.
9. Add questions for the interview. (Once questions are in the system, a library of
    questions will be available for you to select in the future from the pull down
    menu).
10. Add a rating sheet for the interview. (Once rating sheets are in the system, a
    library of rating sheets will be available for you to select in the future from the
    pull down menu).
11. Click the Save icon to complete the process.                                       38
PROCESS - Interview System >
Schedule Interviews




To use Schedule Interviews follow these steps:

    1. Click Schedule Interviews from any Interview System
       page.
       page
    2. Select available names and click the“ ” button to move
       the selected names to the right-hand column.
    3. Do the reverse to remove names from the list of selected
       candidates.
    4. Once candidates are selected, you may select the begin
       and end time for the interview.
    5. Click Save Schedule to save your changes.
                                                                  39
  PROCESS - Interview System >
  Interview Scores




To use Interview Scores follow these steps:

 1. Click Interview Scores from any Interview System page.

 2. Enter scores for eac ca d date co c d g with t e interview pa e
      te sco es o each candidate coinciding t the te e panel
    member (see above) in the boxes provided.

 3. Click the box next to the name of the person entering the scores to
    certify scores.

 4. Click the Save icon to complete the process.

                                                                  40
PROCESS - Interview System >
Print Interview Schedule




After scheduling an interview, you may print the interview
    schedule:

    1. Click Print Interview Schedule from any Interview
       System page.

    2. Use your browser’s File/Print to print the page.

    3. Use your browser’s Back button to return.




                                                             41
PROCESS - Interview System >
Notify Interviewers by Email




To notify interviewers of the interview via email:
    1. Click Notify Interviewers by Email from any Interview
        y      p g
       System page.

    2. Read the instructions on the top of the page.

    3. Click the Test button to send the email to yourself first to
               it.
       review it

    4. Click the Send button to send your email to selected
       applicants.                                                    42
PROCESS - Add Test Scores




To add test scores for candidates follow these steps :

1. Click on Advanced Tracking under APP TRACKING on the
   navigation bar.

2. At the Advanced Applicant Tracking screen, click on the
   desired position.

3. At the Applicant Tracking Page, click on Add Test Scores under
   PROCESS.

4. Enter numerical test scores for each candidate.

5. Click the Save button to save your changes.

   Note: You can show applicants by First Name Last Name or
   Last Name First Name by clicking on the appropriate link.

                                                               43
PROCESS - Scores Summary




To view the Scores Summary Screen follow these steps:

1. Click on Advanced Tracking under APP TRACKING located
on the navigation bar.

2 Click on the desired job posting
2.                         posting.

3. On the applicant tracking page, click the Scores - Summary
under the PROCESS column.

A list of applicants is shown with scores given by the individual
screeners.

Once paper screening has been completed for an applicant, the
      eg st y us syste gives the applicant      ea score.
CCC Registry Plus system g es t e app ca t a “mean” sco e

Clicking on the applicant’s name will display the applicant’s
profile.                                                            44
 ADD APPS - Add New Apps

To add an applicant to the
applicant tracking page for
a particular position, follow
these steps:

 1. Click on Advanced
    Tracking under APP
    TRACKING on the
    navigation bar.
 2. Click on the desired
    position.
 3. On the Applicant
    Tracking Page, click on
    Add New Apps under
    the ADD APPS column.
 4. On the Add Applicant
    page, follow the
    directions listed on the
    page.
    page
 5. Once the data fields have
    been completed, scroll
    down to the bottom of the
    screen and click the Add
    button to save the new
    applicant information.




                                45
ADD APPS - Find More Candidates




 To Find More Candidates for a job posting follow these steps:

   1. Click on Advanced Tracking under APP TRACKING on the
                 bar.
      navigation bar

   2. Click on the desired posting. On the Applicant Tracking
      page, click “Find More Candidates” in the ADD APPS
      column.

   3. Enter search word(s) to search for.

   4. Select “First Last Name” or “All fields form profile” from the
      dropdown box.

   5. Click the Search b tt
   5 Cli k th S      h button.


   NOTE: To search for more than one word, leave a space
     between each word then click the Require Any Word
     radio button.



                                                                       46
 ADD APPS – Find More Candidates -
 Continued




To add candidates to your applicants list follow these steps:

 1.
 1 Conduct a search using the Find More Candidates feature
    discussed in applicant tracking on the previous page.

 2. On the Search Results page, click on the applicant’s name to
    view application and any attachments for the candidate.

 3. To add candidate(s) to your list, click Add Candidate. The status
    will change to Applied. At this point, an email is automatically
    sent by the system asking the candidate if he/she would like to be
    considered for the position. The candidate has an opportunity to
    decline by responding to the email.

 4. Click Next>> or <<Previous link to go 10 pages ahead or back.
    Click the Arrows to go back or forth one page at a time.
                                                                   47
 ADD APPS - Copy Apps
 The Copy App feature enables district/college users to copy
                                                          anting
 applications from one posting to another for applicants wanting to
 apply for more than one position and would like to submit the
 same application and materials.




  To add copy applicants from one posting to another follow these
     p
  steps:
1.Click Advanced Tracking under APP TRACKING on your navigation
  bar.
2.Click on the desired position.
3 Cli k on C
3.Click         Apps under th ADD APPS column.
           Copy A      d the             l
4.Read the instructions on the page.
5.Select the types of applicants to copy, applicants names OR (a) click the
  All Applicants checkbox, (b) the posting to copy these applicants to, and
  (c) select whether to copy just the applicants or the applicants and all
  tracking info by clicking the appropriate radio button.
6.Click the Copy button to copy the applicants to the selected posting or
  Reset to clear your selections.                                      48
DOWNLOAD - Apps to Excel




      This utility allows you to download applicant information to a
      comma-delimited file that can be opened in Excel. Follow
                                         p
      these steps:

 1.   Click Advanced Tracking under APP TRACKING on your
      navigation bar.

 2.   Click on the desired position.

 3.   Click on Apps to Excel under the DOWNLOAD column.

 4.   Read the instructions on the page.

 5.   Select the applicants names or click the All Applicants
      checkbox.

 6.   Select which fields you would like to download by clicking one of
      the radio buttons.

 7.
 7                       button.
      Click the Download button



                                                                          49
DOWNLOAD - Email Applicants




 To email applicants follow these steps:

 1.   Click Advanced Tracking under APP TRACKING on your navigation bar.

 2.                        p
      Click on the desired position.

 3.   Click on E-Mail Applicants under the DOWNLOAD column on the main
      Advanced Tracking Page (see page 27).

 4.   Select an email from your email library or write a new email.

 5.   Select the applicants (hold CTRL key on PC or the apple key on MAC to select
      more than one applicant) or click All Applicants checkbox.

 6.   Do not type in the applicant name or words such as “applicant” after the
      greeting. The CCC Registry Plus system auto-populates this for you.

 7.
 7    Put th
      P t the cursor in the large b and t
                      i th l                               il       l t        il from
                                    box d type your email. If you select an email f
      your library, the email will appear in the box for you.

 8.   Click the Send button or Test button to send the email to your email address
      first to review it before sending .                                                50
 Manage Reference Question Sets




To manage reference check questions, follow these steps:
  1. Click on Manage
     Reference Question
     Sets under APP TRACKING
     on the navigation bar.

  2. Click on the Add a New
     Question Set link located in
     the top right hand corner
     of the screen.

  3 Type in the question set name or choose a question set from your
  3.
     library.

  4. Type in questions.

  5. Click on the Update Question Set button to save your changes.

    You can edit questions at any time by clicking the [EDIT] link.


NOTE: If a question set has already been used in advanced applicant
tracking, the [EDIT] link will change to [VIEW] and you may only view the
question set by clicking the [VIEW] link.                              51
  Edit/Delete Question Sets




To edit/manage reference
question sets follow these
   p
steps:

  1. At the Reference Check
     Questionnaire screen,
     click on the [EDIT] link
     next to the question set
                 q
     name.

  2. At the Manage Questions
     screen, edit your question
     set.

  3. Click on the Update
     Question Set button to
     save your changes.

To delete reference question sets click the [DELETE] link next to
the question set to be deleted.


NOTE: If a question set has already been used in advanced
applicant tracking, the [EDIT] link will change to [VIEW] and you
may only view the question set by clicking the [VIEW] link.
                                                                    52
       Search My Applicants




 (1)



 (2)




 (3)




     To search for applicants in your applicant tracking files follow
      these steps:

1.   Click Search My Applicants under APP TRACKING on the navigation bar.
2.   Select search criteria. You can search by (1) keywords, (2) job posting
     information, and/or (3) applicant tracking information.
3
3.   You can use the Customize Search Results section to choose which fields
     you would like shown in the search results (Only if you want to print labels.
     You do not have to do this if you want to send emails).
4.   Click the Search button to complete the process.
                                                                                     53
Search My Applicants - Results




                                                    comma
   You may download applicant search results to a comma-
   delimited file which can be opened in Excel by clicking
   Download to EXCEL (refer to page 55 for downloading
   instructions) or email applicants by clicking Email these
   Applicants (refer to page 56 for emailing instructions).

   Type a name for your search and click Save Search to
   save your search criteria.

   Click Revise Search to change your search criteria.

You may click the column name link to sort by that column.




                                                               54
Search My Applicants – Results >
Download to Excel




   Once you click Download to EXCEL from the search results page
   (see page 54).

1. Select the name or names of applicants that you would like to
   download. You may select more than one by holding the Control
   key [CTRL] on your keyboard and click on the names in the list
   box. You may also select ALL by checking “All Applicants” check
   box by the list box.

2. Select “Contact info only” or “All fields on application”.

3. Click Download button.

                                                                     55
   Search My Applicants – Results >
   Email These Applicants




  Once you click Email these Applicants from the search results page (see
  page 54).
1. Select Applicant Type.
2 Select an email from the Email Library to auto-fill the form or continue with this
2.                                                         form,
   form to type a new email.
3. Select Attachment from the Attachment Library if you would like to attach a file
   to the email to be sent, i.e. announcement flyer, equivalency form.
4. Type a subject if typing a new email. This field is auto filled if an email is
   selected from the Email Library.
5. Type the message in the last box. This field is auto filled if an email is selected
   from the Email Library.
6. Click Test to have the email sent to the email address in the From field to review
   it before sending it out. Repeat this step after any changes are made.
7. Click Send to email all of the job seekers in the search result list.

NOTE: You do not need to enter a signature at the end of the message if the
  Email signature is completed in the User Profile (see Add User or Manage
  Users), this is automatically added when you send the message.
                                                                               56
Archived Postings




To see postings that have been archived:

 1.Click on Archived Posting under APPS TRACKING on
   the navigation bar.

 2.You may change the date range of the listing by using the
   “Show Postings Archived within last” list box.

 3.Click the job title to go to the applicant tracking page for
   that position.


                                     archived,
   NOTE: Once a posting has been archived all
   information related to that posting is read only; it
   cannot be updated.
                                                                  57
App Tracking Report




         You may view Applicant Tracking Report by clicking
         App Tracking Report link under APP TRACKING
         menu.

         The Report displays the following information:
        • Position: The title of the posting accepting an online
          application on the CCC Registry.
        • Screeners: Names of screeners assigned to screen
          applications for this posting.
        • Interviewers: Names of interviewers assigned to this
          position.
        • Reviewers: Names of reviewers assigned to review
          applications and materials for this position.    58
APP BANK


 Search Applicant Bank




                         59
      Search Applicant Bank



(2)




(3)




       To search for applicants in the CCC Registry’s applicant bank follow
       these steps:
1.     Click Search Applicant Bank under APP BANK on the navigation bar.

2.     Select search criteria. You can search by keywords, job type preference,
       years of experience, degree, zip code and/or date. (2)

3.     You can use the Customize Search Results section to choose which fields
       you would like shown in the search results. (3)

4.     Click the Search button to complete the process.

NOTE: You may choose more than one category by holding down the CTRL
   key (Option Key on MAC) and click each category to select.    60
App Bank – Download to Excel




1.   You
     Y may d  download applicant search results t a comma-
                     l d     li   t    h      lt to
     delimited file which can be opened in Excel by clicking
     Download to EXCEL or email applicants by clicking Email
     these Applicants,

2.   Type a name for your search and click S
     T            f                           Search t
                                h d li k Save S    h to
     save your search criteria.

3.   Click Revise Search to change your search criteria.

You may click the column name link to sort by that column.




                                                               61
   App Bank - Search Results >
   Email These Job Seekers




   Once you click Email these Job Seekers from the search results page (see
   page 54).
1. Select an email from the Email Library to auto-fill the form, or continue with this
                        email.
   form to type a new email
2. Select Attachment from the Attachment Library if you would like to attach a file
   to the email to be sent, i.e. announcement flyer, equivalency form.
3. Type a subject if typing a new email. This field is auto filled if an email is
   selected from the Email Library.
4. Type t e message in t e last bo This field is auto filled if a e a is se ected
     ype the essage the ast box.           s ed s           ed an email s selected
   from the Email Library.
5. Click Test to have the email sent to the email address in the From field to
   review it before sending it out. Repeat this step after any changes are made.
6. Click Send to the email to all of the job seekers in the search result list.
7. You may Also Click Add to Library to save the email in your Email Library for
   future use.
NOTE: You do not need to enter a signature at the end of the message if the Email
   signature is completed in the User Profile (See Add User or Manage Users),
   this is automatically added when you send the message.
                                                                               62
    LIBRARIES


Custom Application Library
Link Library
Masthead Library
Email Library
Attachment Library




                        63
Custom Application Library
To add a custom application, follow these steps:


    1.     Click Application Library under LIBRARIES on the
          navigation bar.

    2
    2.     Select an existing application to base the new application on or
          click Add New…Application.
NOTE: Standard Applications
   cannot be changed. Basing an
   application on the standard
   Faculty/Administrative or Staff
   application will only add fields to a
   custom application.


3.              pp
         Enter application name.
•        Click Add Text/Question next to
         the appropriate category. The
         section for that category will open
         up and allow you to type in the
         question and options.
•        Select the Text/Question Style.
•        Click [Add] to save, [Delete] to
         delete the question, or click Insert
         Text/Question Here to add
                      q
         another text/question to that
         category.
•        Click Save button at the bottom of
         the page.


                  Options
    NOTE: The ‘Options’ box is used to enter values for a list of
    checkboxes of a list of radio buttons. For example: If the “Radio
    Button List” for “Style” is selected and the question requires a yes
    or no answer, type YES, hit the Enter key, then type NO.          64
 Link Library
     Click Link Library under LIBRARIES on the navigation bar.




 From the Manage Link Library page you may save website links to include in
 postings for job seekers to click and be redirected to the website easily.

                                             1.   Click Add a new Link.
                                                  Type in a name for the link
                                                  and its URL (location on the
                                                  Web, for example:
                                                  http://www.cccregistry.com

                                             2.   Click Save to save your
                                                  changes.
                                                       g

From the Manage Link Library page you may also upload your own web
page to the CCC Registry server. Once saved it can be included in a posting,
and the job seeker is able to click on a hyperlink.


1.     Click Create Page.
2.     Type the link name and click
       Browse to locate the page on
       your computer.
3.     Click Save to save your web
       page.

                                                                            65
Masthead Library




   To add mastheads, follow these steps:
 1. Click Masthead Library under LIBRARIES on the
            bar.
 navigation bar


 2. To set the use of the image, select from the Image Usage
 list boxes.


 3. To add a masthead, type in a name and click Browse to
 locate the masthead on your computer.


 4. Click Add Image.

                                                               66
 Email Library




To add an email message to the library follow these steps:
1. Click Add Email. Once an email is added to your library, you can edit the
     information at anytime.
               j                                                          (i.e., p p
2. The subject of the email will be used as the name of the stored email. (      paper
     screening).
3. Type your message in the multi-line box. You do not need to add your signature if
     it has already been completed in your account under User Management.
4. Click on the Add button to save your email.

NOTE: Clicking the reset icon will clear the email. Clicking the test icon sends
   you an email allowing you to see what the candidate will see prior to
   sending the email to candidates.

To edit an existing email for your district follow these steps:
       1.   Click on the subject of the email.
       2.
       2          information
            Edit information.
       3.   Click on the Update button to save your changes.

      Click the [Delete] link next to the email to delete the email.
                                                                                         67
Attachment Library
To add email attachments to your library follow these steps:

   1. Click on Add Attachment.




   2. Type a name for the attachment and click Browse to
      locate the file on your computer.

   3. Click the Add icon to complete the process.




                                                               68
EVENTS



          E   t
 Add/Edit Events
 New Event




                   69
 Add/Edit Event and New Event

Applicants can view upcoming
     events. To add or edit
     events:

 1.   Click on Add/Edit
      Events under EVENTS
      on the navigation bar.

 2.   To add an event, click
      Add an Event or click
      New Event on the
      navigation bar.

 3.   Type in the event
      information and click
      Add to save the event.

 4.
 4    To dit       i ti      t
      T edit an existing event,
      click the event name on
      the List of Events.

 To delete an event, click
      DELETE.

 You may also click Get Map
     on this page to get a map
     to the event from
     mapquest.com.




                                  70
CCC Registry Plus Contact
      Information


            Beth Au, Director
  Nancy Holmes, Program Representative

   Yosemite Community College District
             P.O. Box 4065
                 ,
        Modesto, CA 95352
        registry@yosemite.edu
             (800) 245-4157
          (209) 575-7797 FAX




                                         71

								
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