Setup Guide for the ACSI Applicant Tracking System
Is this the only system of its kind? ACSI does provide a career center (careers.acsi.org), which is a great option for potential teachers to look for job openings at your school. The strength of the Career Center is in the reach to potential candidates with any ACSI connection. The strength of this Tracking System is in the organization, tracking and communication with candidates through the integrated web forms. This Tracking System was created specifically for the needs of international schools but serves as a strong compliment to ACSI's Career Center. We have posted a short comparison of the 2 systems here. Another interesting option is CATS - catsone.com - but is $69 / month per user for an annual subscription.
How do I start (or change) my school set up? There is some basic (static) school information that must be entered by Paul when setting up a school. This information includes: the name and address of the school, a school logo, a short discription (for use on reference requests), the Statement of Faith and a notice about the volunteer/mission nature of your school. All other school specific information can be edited by you in the system on the 'Home' or 'Manage' page.
How can I enter my teacher contact list quickly? Contacts can be entered one at a time from the 'List' page or we can get your potential teachers into the system very quickly if you set up a .csv file and send it to Paul. Please follow these instructions:
1. Set up a .csv or .xls file with fields: first, last, email1, email2, DOB, phone, cell, street, zip, city, state, country, citizenship, marital, pass, position, status, note, fcontact, lcontact, school
2. Leave any missing information blank and leave everything after 'citizenship' empty unless you have specific terms or formatting as required by this system.
3. Date Of Birth must be formatted mm/dd/yyyy
4. All 'status' fields will be saved as 'interested'
5. You can save personal notes in 'note' field
6. 'fcontact' and 'lcontact' represent first and last contact dates respectively. The format here is yyyy/mm/dd
7. We will enter the 'pass' and 'school' fields as required by the system. (Excel format template)
Is it possible to edit or use our own application forms? Yes, we can provide for this. The easiest way is to use the application form you have developed and send it to the applicant automatically when you change their status to "app requested". If you want to use the automated reference requests and forms, the applicant must still get into the system and enter the related information. There is a disadvantage in that the completed application must be sent and uploaded by you as "Other Document". We suggest, however, that you use our contact and profile forms as is. This will provide you with valuable information about the applicant before you request that they complete an application. It is also possible to do minor editing to the service application but that must be done in our office at this time. Write to Paul with any related questions.
How do I add other administrators for my school? Any function related to mail templates, administrator manangement, personal settings or the layout of the home page can be done on the 'Manage' page. If you do not see what you want, you may not have the correct access level. Contact your school personnel director/recruiter for help.
Is it possible to edit or delete status levels for applicants? No, not at this time. However, it is possible to simply skip a level for your applicants if you decide that it is unnecessary. The most essential levels are:
- interested (otherwise they are not in the system as a contact)
- profile (this shows their interest and basic qualifications)
- app requested (when you initiate an application request)
- app complete (automatic)
- # references (automatic)
- file compete (this sends notice to the other administrators in the system for review of the file)
How do I find a specific applicant easily? One way is to use the sorting functions on the 'List' page. At the top of the table you will see how the data is being sorted. You can also sort by Name (Last, First), by Status or First Contact or Last Contact. You can also use the search box for any of the data in the visible columns.
What are the legal considerations of using this system and who is responsible for security and privacy? We hope that this system serves your needs are pleased that we can provide this valuable service to you as an optional extention of ACSI Global's Member Services to international schools. This product is provided as a service of ACSI Europe under the direction and authority of the Association of Christian Schools International, Colorado Springs, CO (USA) to its member schools. The terms of the contract and liability are subject to the End User License Agreement, which you agree to by your use of this Software Product.
If you need further help, write to Paul Madsen at paul_madsen@acsi.org