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					   I-Track For Interviewers

                    <http://itrack.dartmouth.edu>



    Dartmouth’s web-based Interview Tracking
          Tool for Alumni Interviewers

    Produced by Dartmouth’s Technical Services Group

This manual includes the following:

   1. A quick introduction to I-Track.                          Page 2
   2. A simple guide for basic use (in one page).               Page 3
   3. Detailed instructions for more advanced use.
         a. Logging in and logging out                          Page 4
         b. The Applicant List page                             Page 5
         c. The Applicant View page                             Page 6
         d. Setting up an interview and submitting a report     Page 7
         e. Tracking an applicant                               Page 8
         f. Team interviewing                                   Page 9
   4. Abbreviations and codes explained.                        Page 10


If you have any questions as you read this manual or use I-Track, please e-mail us
at admissions.enrollment@dartmouth.edu and we’ll get back to you as soon as
we can.
                                         1
A quick introduction…



              Welcome to I-Track for Interviewers!



The Dartmouth Admissions Office, in collaboration with Dartmouth’s Technical
Services Group, is pleased to present this web-based tool that will help you to
schedule your interviews, submit your interview reports and keep track of the
applicants with whom you’ve been matched. It was developed with consistent and
critical input from some of our most experienced District Enrollment Directors
(DEDs) and interviewers. With their help, we believe that we’ve developed a tool
that is a significant improvement over our previous paper, email and web methods
of communicating and managing interview reports.

At its core, I-Track is composed of two databases--one for interviewers and one for
applicants--and a set of functions based upon the interaction among the entries in
each of them. The DED builds the interviewer database, and matches interviewers
with applicants using the DED version of I-Track. The Admissions Office builds
the applicant database, and regularly updates it with new information.

Here’s what you can do:

   1. Use I-Track to get information about the applicants with whom you have
      been matched, and contact them directly via email.
   2. If your area is one in which interviewing is conducted in teams, you can find
      out about your teammates and contact them directly via email.
   3. Submit your interview reports via I-Track. Once submitted, you can view
      and print your reports for your records.
   4. Check I-Track to see the Admissions decisions for your applicants, once
      they are available. You can, once again, use I-Track to contact any admitted
      students you have interviewed.
   5. Check I-Track to see the response of any admitted student(s) to their offer(s)
      of admission.
                                         2
The Basics…(in one page)…

A brief note: We hate to say it, but the most important thing you can do is read
the instructions on each page of I-Track. We’ve boiled down the words to the
absolute minimum because we hate reading instructions on the web too. If you
read them, you should be able to operate I-Track without difficulty.

Getting started:
  1. Your DED will send you one or more emails notifying you of the
      applicant(s) who need to be interviewed.
  2. Use the url in the email to go to I-Track’s Login Page.
  3. Start by entering your email address and clicking the Login button. Your
      password will be sent to you via email.
  4. With your password, you can then return to the login page and log in.

Once you’re logged in:
  1. You will see one or more applicants on the Applicant List page.
  2. Click on the name of an applicant for more information about him/her.
  3. The Applicant View page will contain contact information and other
     information about the applicant. Also, if you are a part of a team this page
     will have information about other team members; if this is the case, be sure
     to coordinate with other team members before contacting the applicant.
  4. Click on the applicant’s email link to contact him/her with an invitation to
     interview.

After the interview:
   1. Log in to I-Track and go to the Applicant View page for the applicant you
       have interviewed.
   2. Click on the Submit Form 6 link in the lower right section of the page to go
       to the online interview report form.
   3. Enter your interview report. We recommend preparing your comments
       ahead of time and then cut & pasting them into the appropriate fields.
   4. Once you are done entering your report, click on the Submit button. You
       will now be able to view and print your report from I-Track.
   5. Your report will be available online for two weeks, after which it will be
       archived to preserve space on the I-Track server.

Once admissions decisions are available:
  1. Log in to I-Track and check the Decision column for each of the applicants.
     We encourage you to follow up with any admitted students.
  2. You can return to I-Track again to see how any admitted students respond to
     the offer of admission.
                                         3
Detailed Instructions, with notes for advanced use…

This section includes detailed information about I-Track. While you may not need
or wish to read through this entire section at first, it will serve as an in-depth
reference as you use I-Track to help manage your interviews.


                        Logging In & Logging Out

Logging in:

   1. Go to <http://itrack.dartmouth.edu>.
   2. Log in using your email address and password.
   3. If you do not have your password, type in your email address and click on
      the Login button. I-Track will immediately send your password to your
      email address.

Once you log in, you’ll see the Applicant List page.


Logging out:

   1. All pages include a link for logging out in the upper right-hand corner.
   2. Click on this link to log out.
   3. When you are done logging out, shut down your browser for added security.




                                         4
Detailed Instructions, continued…

                          The Applicant List Page

Once you have logged in, you will be on the Applicant List page. From this page,
you can click through to view the details about any of the applicants with whom
you have been matched.

Viewing the applicant list:

   1. The Applicants List page contains all applicants with whom you have been
      matched. Data included on this page are as follows:
        a. Applicant name.
        b. City, state/province, zip/postal code.
        c. Secondary school.
        d. Gender; titled “G”.
        e. Race/ethnicity; titled “E”.
        f. Application date.
        g. Early/Regular decision indicator; titled “E/R”.
        h. Campus interview indicator; titled “OC”.
        i. Likely letter indicator; titled “LL”.
        j. Admission decision; titled “Dec”.
        k. Alumni interview submitted indicator; titled “F6”.
   2. You can click on any applicant’s name to see his/her Applicant View page.




                                        5
Detailed Instructions, continued…

                          The Applicant View Page
On this page, you will be able to view all of the details about the applicant that
have been available to you in past years. In addition, in the event that your district
is one in which team interviewing takes place, information about other
interviewers will be available. Finally, there is a link on this page to submit an
online interview report. Once submitted, the report may be viewed and printed.

   1. You can get to this page by clicking on an applicant’s name on the Applicant
      List page.
   2. The page contains the following information:
         a. In the upper left section, Personal Info…
                 i. Date of Birth.
                ii. Email Address.
              iii. Postal address.
               iv. School.
                v. Phone number.
               vi. Gender.
              vii. Ethnicity.
         b. In the lower left section, Application Info…
                 i. Application date.
                ii. Decision code.
              iii. Early/regular decision indicator.
               iv. On campus interview indicator.
                v. Likely letter indicator.
         c. In the upper right section, Assignments…
                 i. Your name and contact information.
                ii. If it is a team interviewing situation, other interviewer(s)
                    information will also be here (see Page 9 for details).
         d. In the lower right section, Form 6…
                 i. Applicants for whom an interview report has not been
                    submitted will have a “Submit Form 6” link.
                ii. Applicants for whom an interview report has been submitted
                    will have the name of the interviewer who filed the report and a
                    “View Form 6” link. This link will be available for two
                    weeks from the date of the report’s submission, after which
                    the report will be archived to preserve space on the I-Track
                    server.

                                          6
Detailed Instructions, continued…

                  Using I-Track to Set Up an Interview
With the built in email function, you can use I-Track to contact the applicants with
whom you’ve been matched.

   1. Click on the email link on the Applicant View page.
   2. This will open a new message in your computer’s email software. You can
      then draft and send an interview invitation message to the applicant.
   3. If I-Track is not compatible with your computer’s email software, you will
      need to open your email software manually, cut & paste the email address
      into a new message window, and proceed with drafting and sending an
      invitation to interview message to the applicant.


             Using I-Track to Submit an Interview Report
With the online interview report function, you can use I-Track to submit, view and
print your interview report. Please note: the Admissions Office refers to the
Interview Report as the Form 6. The reason for this is that it is the 6 th form to be
included in the application file.

   1. Click on the Submit Form 6 link on the Applicant View page.
   2. This will open an online interview report form for the applicant.
   3. Enter your comments in each field as appropriate.
         a. If you have not been able to schedule an interview, please indicate this
            along with the reason that the interview could not be scheduled.
         b. If you have conducted the interview, please enter the date, your
            comments for each section of the report, and your overall rating of the
            applicant’s performance.
         Please Note: we strongly encourage you to prepare your comments before
         opening the online interview report form. You can then cut & paste your
         comments into the appropriate fields.
   4. When you have completed the report, click the Submit button.
   5. Once submitted, you can view and print your work.
   6. The report will continue to be available online for two weeks. After
      that, the report will be archived to preserve space on the I-Track server.



                                          7
Detailed Instructions, continued…

                  Using I-Track to Track an Applicant
With regular updates from Admissions, you can use I-Track to follow the progress
of the applicants with whom you’ve been matched.

   1. Once an interview report has been submitted for an applicant, you will see
      an “S” in the F6 column on the Applicant List page.
   2. From time to time, an applicant will withdraw his/her application. Once the
      Admissions Office receives this notice from the applicant, this information
      will be loaded into I-Track and you will see a WD in the decision column for
      the applicant.
   3. Shortly after admissions decisions are released to the applicants, they will be
      loaded into I-Track. Admissions decisions will appear in the Decision
      column of the applicant list, and in the lower left section of the Applicant
      View page. We encourage you to follow up with any admitted applicants
      whom you have interviewed to congratulate them and answer any questions
      they may have.
   4. After receiving their offers of admission, applicants will reply to the
      Admissions Office. These replies will be loaded into I-Track as they
      become available.




                                         8
Detailed Instructions, continued…

                 Using I-Track for Team Interviewing
In some areas, interviews are conducted in teams. If you are unsure about whether
team interviewing is utilized in your area, contact your DED.

More than one interviewer can be matched with a single applicant by the DED. In
this case, all interviewers are listed on the Applicant View page. Only one
interviewer can submit the interview report, but all interviewers can view and print
the report once it has been submitted.

   1. If you are in a district where interviews are conducted in teams, be sure to
      check the Applicant View to see if other interviewers have been matched
      with the applicant.
   2. Coordinate with the other interviewers to determine who will contact the
      applicant.
   3. If you are the person responsible for arranging the interview, you can do so
      using I-Track (see page 7).
   4. Once the interview is complete, one interviewer should be designated as the
      person who will submit the interview report.
   5. If you are the person responsible for submitting the interview report, you can
      do so using I-Track (see page 7).
   6. Once the interview report has been submitted, all interviewers can view and
      print the report.
   7. The report will continue to be available online for two weeks. After
      that, the report will be archived to preserve space on the I-Track server.




                                         9
Abbreviations and Codes Explained…

Some abbreviations & codes are not intuitively obvious. Below, you will find
listings to de-code any information that may, at first, be confusing.

Applicant List Column/Category Labels:

            Name = Applicant name.
            City, State, Zip = The applicant’s city, state/province, and zip/postal
             code information.
            School = The applicant’s secondary school name.
            G = The applicant’s gender.
            E = The applicant’s race/ethnicity information, as reported to us by
             the applicant.
            App Date = The date upon which an application is recorded as
             received by the Admissions Office.
            E/R = Indicates whether an applicant has applied under the Early
             Decision plan or Regular Decision plan.
            OC = Indicates whether or not the applicant has been interviewed on
             campus (Y for yes, N for no).
            LL = Indicates whether or not an applicant has been sent a Likely
             Letter (if yes, L will appear).
            Dec = Decision. Once available, the applicant’s decision will be
             posted here (e.g., if an applicant withdraws, WD will appear).
            F6 = Indicates whether an interview report has been submitted; Form
             6 is the title of the interview report form. Once a report has been
             submitted for a particular applicant, an “S” will appear in this column.
             After a report has been archived, an “O” (for off-line) will appear.




                                         10
Abbreviations and Codes Explained, continued…

Gender Abbreviations:

      F = Female
      M = Male


Ethnicity/Race Codes:

      A = Asian, Asian American, Pacific Islander
      B = African American, Black
      C = Caucasian, Non-Hispanic White
      H = Hispanic, Latino/Latina
      I = Native American, Alaska Native, American Indian, Native Hawaiian
      M = Multi-Racial
      N = No data. The student has not reported race/ethnicity information.
      O = Other. The student has reported information other than what is
       available in this section of the application.


E/R Abbreviations:

      ED = Early Decision, Nov. 1 application deadline.
      RD = Regular Decision, Jan. 1 application deadline.


On Campus Interview Codes:

      N = No. The applicant has not been interviewed on campus.
      Y = Yes. The applicant has been interviewed on campus.


Likely Letter Code:

      L = Yes. If an applicant has been sent a likely letter, this indicator will
       appear. If not, no indicator will appear.




                                           11
Abbreviations and Codes Explained, continued…

Decision Codes:

     Admit = The applicant has been offered admission to Dartmouth.
     Defer = The student’s Early Decision application has been deferred. The
      application will be considered again with the Regular Decision pool.
     Deny = The student’s application to Dartmouth has been denied.
     Inco = The student did not complete the application. The application has
      been declared “incomplete” and the student is ineligible for admission.
     Matric = The applicant has decided to matriculate at Dartmouth.
     NC = The applicant has decided not to matriculate at Dartmouth.
     Post = The student has decided to postpone enrollment at Dartmouth.
      Typically, students who postpone enrollment do so for one year.
     WD = The student has withdrawn his/her application to Dartmouth.
     WL = The student has been placed on the waiting list.


F6 Code:

     S = Yes. An interview report been submitted for the applicant. If a report
      has not been submitted, no indicator will appear.
     O = Off-line. Two weeks after a report has been submitted, it will be
      archived to preserve space on the I-Track server.




                                        12

				
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