Trackers: Completing Candidate Forms

Applicable Roles

• HR Admin*
• HR Team*
• Recruiting Administrator
• Recruiting Coordinator
• PPO Assigned Tracker Roles: Tracker Manager, Tracker Coordinator, Add Comments

Prerequisites

Trackers: Create a Tracker, Tracker Reviewer Instructions, *Form Management: Process Form Set-up & Creation

*Note that form creation is completed by those within Human Resources; This article will describe how tracker candidate forms are used after they have been created. 

Contents

Section 1: Forms for Reviewers About Candidates

• Example: How to Complete a Recommendation for Appointment Form

Section 2: Forms for Candidates to Complete - Sent by Reviewers

• Fingerprint Forms
• Written References from Candidates References
• Civil Service Applications

Section 1: Forms for Reviewers About Candidates

Once the interview process has started, Tracker Reviewers may be responsible for completing the following forms in the Tracker. For more details on Tracker Reviewer Roles see, Recruiting: Roles and Terminology

Note: The forms described below may not be used by all districts and form type completion is dictated by the individual district. Tracker Managers may be responsible for completing all forms listed below, however other Tracker Reviewers with the Add Comments role may only be responsible for completing the Assessment Forms. 

• Candidate Assessment Forms/Interview Evaluation Forms
  • These forms may have different names depending on your district
• Phone Reference Checks
• Recommendation for Appointment Form

Completing a Recommendation for Appointment Form

Once a Candidate has been selected for a position, the Recommendation for Appointment Form can be completed if part of the district's hiring process. This form is used to notify the necessary stakeholders which Candidate has been selected and provides the pertinent information for the Board Agenda to all involved.

1. In the Items Requiring Your Attention section of your SchoolFront Dashboard, click the "Active Trackers Pending Review" button

   

2. In Manage My Open Trackers, locate the Tracker and click the magnifying glass

3. Click the Tracker Candidates tab

   

4. Check the box next to the successful Candidate's name

5. Click "Process Forms"

   

6. In the Initiate pop-up, ensure the Form Category is set for Candidate Forms
7. Select a "Recommendation" form from the Form dropdown menu 
8. Select the Form Category 

Tip: Each "Recommendation to Hire" form will vary by district and may be called by a different name; Fields indicated with a * are required

9. Once all fields are entered, click Generate Preview

   

   

10. Review the form, if changes need to be made, click Cancel to go back
11. Click the box to authorize the use of your signature
12. Electronically sign your signature
13. Click Sign and Submit to complete or Save Draft to save and return later to send

Section 2: Forms for Candidates to Complete - Sent by Reviewers

Human Resources or Tracker Managers may be responsible for sending the following forms to the successful Candidate to complete. This is dependent on whether the district chooses to send the Forms through the Tracker itself or as part of the Onboarding Profile of the successful Candidate. 

• Fingerprinting
• Email reference check form for Candidate
• Civil Service Applications

This is an example of what the email notification for the Fingerprinting form looks like upon receipt by the Candidate: 

To complete the form, the candidate will click the "Form Review" link in the email and follow the onscreen instructions to fill out the form and submit it to Human Resources. Once submitted, the form will follow the pre-determined approval routing and can be reviewed by Tracker Reviewers and HR in the "Candidate Forms" tab in the Tracker.