USING MICROSOFT SHAREPOINT FOR A CANDIDATE...

BW Information Technology Quick Card

1/15/2013 For more information, please call the IT HelpDesk at (440) 826-7000 or e-mail [email protected]. Page 1

USING MICROSOFT SHAREPOINT FOR A CANDIDATE SEARCH

To assist in your job search, a Microsoft SharePoint 2010 site has been assigned to your area for collecting and reviewing application materials. As the owner/administrator of this site, you will be able to add your committee members and customize some of its features. Your search team will have online access to the site from on or off campus to review all candidate documents.

WELCOME TO SHAREPOINT 2010!

Type the address of your SharePoint site in the URL line of your search engine (IE, Safari, Firefox, etc.). The address was sent to you via email by the SharePoint Administrator. (Network Services in IT)

Your customized site will open on the “Home” page, where you will see a navigation menu on the left and 3 web parts in the body of the page: The “Shared Documents” section (which features a link to these instructions as well as guidelines for interviewing), the “Calendar” section for scheduling events such as meetings, deadlines, or interviews, and the “Announcements” section for posting messages. Typically, the search committee chair will take responsibility for posting announcements and scheduling the calendar.

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STEP ONE: ADDING YOUR SEARCH COMMITTEE MEMBERS

From the Home screen, click on “Site Actions” to expand the drop-down menu needed for adding users to your SharePoint search committee site.

From the list, choose the “Site Permissions” option to you’re your search committee members access to this site.

Different permission levels are available (members, owners, visitors, etc.).

In most cases, your seach committee participants will be categorized as “Members.”

Click on that sub-heading to reach the Members screen.




Click on the drop down arrow next to “New.”

Choose the “Add Users” option.

Type BW usernames, separated by a semicolon, in the “Users/Groups” box.

Click the “check person” icon to confirm user names you’ve entered or click on the “book” icon to search by name.

Check this box to have SharePoint auto-generate an email to new users with the site address.

Type a personal message to your group participants. Click “OK.”

dgutschm; gflanik; mbauer; ckitko; vmol

Thank you for being part of the search committee to select our new faculty member. We will be using Microsoft SharePoint to review candidate materials and collaborate. You can access the site from a link in this email. There is a Quick Card on the homepage with instructions.




ADDING CONTENT TO THE HOME SCREEN WEB PARTS

ADDING A NEW ANNOUNCEMENT

In the Announcements section on the Home screen, click on “Add new announcement” to launch the popup box displayed here. Enter a title and message. Add an expiration date if you choose. Click “Save” and your announcement will then show on the Home screen.

MODIFY or DELETE AN ANNOUNCEMENT

On the Home screen, click on the title of an announcement in order to launch the “Modify Announcement Screen.”

Click “Delete Item” to remove that announcement. Click “Edit Item” to launch the edit screen that follows.

EDIT AN ANNOUNCEMENT

Highlight desired text in the body of the message and make necessary changes. Standard Microsoft editing tools are also located on the toolbar for other formatting changes. Click “Save” when finished. You will be re-directed back to the Home screen.




ADD CALENDAR EVENT

Click in any date field on the calendar

to display the icon.

Calendar events might include group meetings, interviews, or deadlines.

Add your new item information:

Title, Location, Start & End Time, and a description of the event. (Other items optional)

Click “Save” to add your event to the group calendar.




ADD SHARED DOCUMENTS

This SharePoint Quick Card was added to the “Shared Documents” on your site by default. If you wish, you can add other documents that may be useful to your search committee.

Click “Add document” to launch the Upload Document dialogue box.

Click on the “Browse” button to locate the file you want to share with your committee.

Click “OK” to complete this step.

REVIEWING APPLICANTS

From the Home screen, you are now ready to work on the applicants section of your site.

Click on “Review Applicants.”




Because all BW job applicants are required to apply online, IT has the ability to forward the responses directly to your site. It is a dynamic process which will automatically update your site each time a new application is received by HR. Applicants are instructed to attach/upload ONE file (word document or pdf) which should be a compilation of all their applicantion materials (cover letter, resume/CV, references, etc.). All files you receive are re-named (as shown below) with “last name, first name” and will be displayed alphabetically. A total count of applicants is displayed.

REVIEWING DOCUMENTS: To open a candidate’s file and view their application, simply click on their name.

NOTE: After reviewing a file, use your browser’s back button to return to the full list of applicants.

MANUALLY ADDING OTHER APPLICANTS OR OTHER DOCUMENTS

If you have other files you need to manually add to one of your libraries (Review Applicants, Letters of Reference, or Other Documents), first select that library and then click on the “Add Document” icon to launch the uploader. Locate the saved file on your computer by clicking “Browse” and then click “OK” and it will appear in the library.

When finished, click “OK” to upload selected document. dl




CRITICAL: VERIFY THE FINAL NUMBER OF APPLICANTS WITH HUMAN RESOURCES

Because you pre-selected SharePoint to coordinate your job search, all online applications will be sent directly to your SP site and a copy to HR for record-keeping. (NOTE: You may also choose to have HR email copies of the files to an additional person, such as the search chair.)

Once your search has closed and prior to reviewing your final list of applicants, it is imparative that you contact HR to confirm that ALL applications have been successfully uploaded to your SharePoint site. Ask how many applications they received for your position and compare that number to the number of files displayed in the “Review Applicants” section of your SP site. The totals should match. If, however, the numbers do not match, you will need to compare names with HR and verify which applications you did not receive. Inconsistencies can occasionaly happen due to factors such as: temporary network outages, multiple submissions by one applicant, uploading errors made by an applicant, and size or type of attchment. Always perform this important cross-check.

OPTIONAL: SCORE & TRACK YOUR APPLICANTS

If your search committee is stictly interested in using this site to share and review applicant files, this tutorial is complete and you are ready to proceed. You can disregard all the other columns displayed on the review screen. k If you would like to use and customize the additional columns displayed to assign scores and share additional information about your applicants, please continue with the instructions below.

MODIFYING THE NUMBER OF REVIEWER COLUMNS

By default, there are 5 reviewer columns displayed. These can be assigned to each of your search committee members. You can add or subtract the number of columns and also rename the columns to show the reviewer’s name.

Click on the “Library” tab in Library Tools section to display the toolbar below. Then click on the “Modify View” icon.




As you can see, the boxes for Reviewer 01-05 have a check in the Display column.

If you have fewer than 5 reviewers, uncheck the columns you wish to exclude.

If you have more than 5 reviewers, there are up to 12 reviewer boxes you can select to display. Check the boxes you wish to add. (NOTE: You may need to scroll to the bottom of the list of column names to find Reviewers 06-12, as they are alphabetically sorted.)

You may also need to re-number the order of the columns you have selected so they will display properly on the Review Applicants screen by using the drop-down boxes.

CHANGING THE NAMES OF THE REVIEWER COLUMNS

Click on “Site Actions” to expand the menu, then choose “Site Settings.”

On the “Site Settings” menu, locate the “Site Administration” section and select the “Site libraries and lists” option.

Select to customize the “Review Applicants” content.




In the Columns sections, you can re-name the “Reviewer 01” column by clicking on the title.

In the Column name field, highlight the text that says “Reviewer 01” and retype the name you want.

Click on the “OK” button at the bottom of the screen to save your changes.

Repeat the process to make all necessary column changes. NOTE: Do not change radio button settings here!

The “Review Applicants” section will now display the names of your search committee reviewers.

SCORING CANDIDATES

Clicking on a candidate’s name will open their file for you to

review. (Remember to use your browser’s back button when you are finished reading and want to return to the full list of candidates.)

To enter a score for that candidate, click on the “Edit” icon to the right of their name. This will launch the scoring sheet.




The default settings for scores are as follows: 2 = YES 1 = MAYBE 0 = NO

Enter a value between 0 – 2 in the field next to your name.

BE SURE TO CLICK THE SAVE ICON AFTER SCORING!

You will return to the home screen and be ready to review and score another candidate.

NOTE: Only enter scores in the fields next to your own name. Because this software is intended for collaboration, you will be able to see the scores that all reviewers have entered.

If you need to expand your scoring range beyond 0 – 2, please contact the BW HelpDesk at (440) 826-7000 or by email at: [email protected] and request SharePoint assistance.

As scores are entered by each reviewer, a grand total is tabulated in the “Score” column, allowing your committee a visual ranking of the candidates.

You can also click on the word “Score” to display a drop down menu that will allow you to re-sort the candidate scores from highest to lowest.

SENDING AN EMAIL MESSAGE TO YOUR SEARCH COMMITTEE MEMBERS

Rather than create a distribution list in Outlook with your search committee member names, you can send an email through SharePoint to any/all of your group members.

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From the Home Screen, click on “Site Actions” in the upper left corner to display the drop-down menu.

Choose “Site Settings.”

Under the “Users & Permissions” category, select “People and Groups.”

A list of your search committee members will be displayed. Check the boxes in front of the members you wish to include in your email.

NOTE: You can also check the box at the top of the list to select all.

Next, click on “Actions” to exand the drop-down menu.

Select “E-Mail Users.”

This will launch an Outlook mail message that includes any of the names you selected in the check boxes from your SharePoint site.

Contine as you would for any other email message you send.




MOBILE ACCESSIBILITY

Your SharePoint site is available by mobile access with your iPad, iPhone, or Android device. There are two options: 1. Access your site from your mobile device web browser (typically Safari for Apple devices or the Android browser) by entering your site name (e.g., “https://sp.bw.edu/sites/job1234) in the URL line. You will need to provide authentication with your BW user name and network password to access your site.

2. Search for and download the following app: SharePlus Lite (free version) The app is available for iPad, iPhone, and Android. It will allow you direct access to your SP site.

NOTE: Android users may also need to download “Adobe AIR” for the SharePlus Lite App to function.

Once you have successfully downloaded the app, launch it and click on “Add site…”

Add Account

Alias = can be any name Domain = bw.edu Username = your username Password = your password

Click “Done” in the upper right.

Add Your SP Site

Name = Your Search Name URL = site address from IT Mode = Windows Based Account = should show up as the name you provided in the Alias field on the previous screen

Click “Test Connection” to see if you connect. You should receive an “Authentication Success” message and can click “Done.”

Use Your Site

Click on any section to display content.

NEED ADDITIONAL HELP?

If you have other questions not covered in this tutorial or would like to make additional modifications to your site, please call the IT HelpDesk at (440) 826-7000 or contact by email at: [email protected]. When logging your help ticket, please advise the call center technician that you are requesting assistance from the SharePoint trainer.



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