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Preparing for Applicant Tracking

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Recruiting and Attracting Highly Qualified Talent for Your School District

• Establishing clear goals and objectives for the application tracking system.

• Identifying candidates to effectively fill vacancies.

• Designing effective communication messages.

• Reaching targeted highly qualified candidates.

• Managing the entire recruitment operation and process.

• Determining the best timing for recruitment.

• Evaluating past recruitment efforts.

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Begin with the end in mind!��Dr. Stephen Covey

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Planning

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Planning for Change

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Current ATS

Plan timing of current job postings

When to close them
When to post in Applicant Tracking

Communication

Informing others of Change

Candidates using your previous ATS
Staff members who are part of the hiring process
Internal candidates

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Identify Your HR Team and Hiring Managers

Need the names your district’s HR department who will have direct impact with the hiring process.
Need to know the job functions of the HR department of the recruiters, hiring managers, specialists, and support technicians.
Need to know the roles of everyone from the department, district administration, and school leaders who will be interviewing and hiring candidates.

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3 Main Areas to Prepare

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Systems Users	Locations	Candidate Portal
HR Personnel	Schools	District’s Logo
District Personnel	District Office(s)	District’s Color Scheme
School Administrators	Food Services	Policy Statements
Superintendents	Transportation	District’s Email & Snail Mail Addresses
School Board?	Facilities	Application Instructions

Who Reviews?

Where are the jobs located?

What does candidates see on the web?

Security Groups

Candidate Facing

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Job Applications
Certified/Classified/�Admin/Internal – �- Decide on application types
Information Data Points �from Candidates
Reference Questions
Interview Questions
Screening Questions
Certification Areas
Education Institutions
Background Questions
Workflows – Who Approves!!
Job Word Documents - Certified, Classified, Admin, Other
Offer Templates

What do you use in Applications?

Pull Your Word Documents

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Candidate Emails
Application Submissions
Employment History
Reference Check
Background Check
Interview
Job Offer Message(s)
Status Change

Staff/System
Incomplete Application
Recommend to Hire
Regret Letter

What Communication Used?

Pull Your Email Examples

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Selection Criteria

Specific Look Fors
Interview Questions
Scores/Ratings

Personnel Involvement

Who?
What?
When?

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Candidate Screening

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District Reporting

Application Reports
Hire Reports
Customize Reports

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Identify Data Points

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Resource Tools To Use

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Checklist

Systems Users	Locations	Candidate Portal
HR Personnel €	Schools €	District’s Logo €
District Personnel €	District Office(s) €	District’s Color Scheme €
School Administrators €	Food Services €	Policy Statements €
Superintendents €	Transportation €	District’s Email & Snail Mail Addresses €
School Board? € (opt)	Facilities €	Application Instructions €

Job Applications
Certified/Classified/�Admin/Internal – �- Decide on application types	€
Information Data Points �from Candidates	€
Reference Questions	€
Interview Questions	€
Screening Questions	€
Certification Areas	€
Education Institutions	€
Background Questions	€
Workflows – Who Approves!!	€
Job Word Documents - Certified, Classified, Admin, Other	€
Offer Templates	€

Candidate Emails
Application Submissions	€
Employment History	€
Reference Check	€
Background Check	€
Interview	€
Job Offer Message(s)	€
Status Change	€

Staff/System
Incomplete Application	€
Recommend to Hire	€
Regret Letter	€

Notes: ______________________________________________________�___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

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Workflows

Notes: ______________________________________________________�__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Who

Position

Certified

Classified

Admin

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Title	Name	Role/Function

Your HR Department

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Training Implementation Timeframe	Resources to Have Ready	Who Will Be Responsible?	Target Training Group or Personnel
Week 1
Week 2
Week 3
Week 4
Week 5
Close-Out

Our District’s Training Goals
1.	3.	5.
2.	4.	6.

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Assessing Progress and Impact

Keep a document log of issues and solutions to each issue
Track metrics of who, how many, timelines and results

Identify value �added benefits
Evaluate the �impact of the project

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