Like many U.S. schools and districts, Park Hill’s HR team has managed teacher applications electronically for years. In fact, in 2002 the district piloted the solution that eventually became Recruit & Hire — PeopleAdmin’s automated applicant tracking solution — and have seamlessly managed teacher job postings, applications, interview schedules and job offers ever since.
Until recently, however, administrator applications were still processed manually.
“Before I started using Recruit & Hire for our administrator applications, I would post a job on our web page, but it was essentially an announcement — there wasn’t a way to apply online,” said Judith Perry, human resources administrative assistant at Park Hill. “The directions were to contact me by phone.”
Perhaps unsurprisingly, this led to overwhelming call volumes.
“I would get upwards of 30 or 40 applicants individually calling me for each administrative position,” Judith said. “Then, I’d have to document on a spreadsheet their name, their phone number, their email address, whether they held a doctorate or not, and more.
“After that, I’d send them an email and attach the application, the job description, and the timeline piece,” Judith said. “They would email me back with the completed application and all the different documents that we needed, which would include a certificate, transcripts, three letters of recommendation … that kind of thing.”
But because applicants weren’t always organized, Judith struggled to manage the process manually.
“Sometimes, the applicants didn’t send all of their required documents at once,” Judith said. “The first email they sent might just have the application. Later, I might get an email with two of their three required letters of recommendation. A couple of days later, I might get another email with the last recommendation. It was up to me to compile all these applications manually, print and paper-clip everything together, then make a copy of the entire packet for my supervisor to screen.”
After all that work just to prepare applications for screening, supervisors then began the time-consuming task of reading each application and filling out rubrics to score each applicant and document who was qualified and why.
With Recruit & Hire, the entire applicant tracking process has been much simpler.
“You can’t imagine the time-savings that online applications have awarded me,” Judith said. “I just post the position, and it stays active within Recruit & Hire for the specified amount of time. The applications and all their attachments come in online, and my supervisor can view them online, as well.”
The solution even allows for a customized screening process and well-defined visibility permissions.
“We have new screening scores that we set up within Recruit & Hire for administrator applicants only,” Judith explained. “I also put in global filters that allow only my supervisor to see these candidates because he doesn’t want anyone else in the district to be able to view them until he’s screened them.”
Recruit & Hire also integrates with Records, allowing Park Hill leaders to easily transfer vital information gathered during the application process into their recordkeeping solution, provided by PeopleAdmin.
“We just hit the Begin Hire button in Recruit & Hire, fill out a little form, and it draws their application right into their online personnel file,” Judith said.