Introduction
For adding candidates to the season, removing candidates from the season, changing a candidate's weekend, or changing a candidate's faculty selections.
See Faculty Matrix for how to adjust faculty scenarios.
How to Use: the top row is what activity you wish to perform, and the first column is where you are in the Interview Weekend timeframe (e.g. "I want to change a candidate's weekend, and the candidate selection site is currently open").
Instructions
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ADD (to Season)
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REMOVE (from Season)
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Change Weekend
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Change Faculty Selections
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|---|---|---|---|---|
| Faculty Availability Site Open | - upload candidate to season - change weekend interview slot count (if necessary) |
- upload DELETE candidate csv to season - change weekend interview slot count (if necessary) |
(not applicable) |
(not applicable) |
| Faculty Availability Site Closed | (same as above) | (same as above) | (not applicable) | (not applicable) |
| Candidate Selection Site Open | - upload candidate to season - new candidate can now enter the candidate selection site - change dept allocation slot count, if necessary |
- upload DELETE candidate csv to season - that candidate's previous choices (if any) would "go away" - that candidate no longer takes up a dept slot - change dept allocation slot count, if necessary |
1. Upload a DELETE csv to the candidate faculty choices to REMOVE them from their current weekend. |
- Candidate can just go in and change their faculty selections via the candidate site |
| Candidate Selection Site Closed (but Match has not yet run) | - Upload candidate to season - Adjust dept allocations to one or both weekends, if necessary [Option 1] - Temporarily turn candidate selection site back on - Let the new candidate use the site to make their choices [Option 2] - Communicate with new candidate via email the list of faculty available to each weekend - Get weekend and faculty choices via email from candidate - Upload candidate faculty choices and desired weekend manually via CSV |
(same as above) | 1. Upload a DELETE csv to the candidate faculty choices to REMOVE them from their current weekend. 2. Upload an ADD csv to the Candidate Faculty Choices upload for the NEW weekend (with NO faculty choices) 3. Adjust dept allocations, if necessary. [Option 1] 4. Temporarily turn candidate selection site back on 5. Let the new candidate use the site to make their choices. [Option 2] 4. Communicate with new candidate via email the list of faculty available for the selected weekend 5. Get faculty choices via email from candidate 6. Update the ADD CSV done above with the candidate's faculty choices and re-upload that to the new weekend |
[Option 1] - Temporarily turn Candidate UI back on - Let the new candidate use the candidate UI to make their new choices. [Option 2] - Communicate with new candidate via email the list of faculty available in selected weekend - Get faculty choices via email from candidate - Upload candidate faculty choices to selected weekend manually |
| MATCH has been run | - Upload candidate to season - change dept allocation slot count, if necessary - Communicate with new candidate via email the list of faculty available to each weekend - Get weekend and faculty choices via email from candidate - Upload candidate faculty choices to desired weekend manually - Candidate will appear on Interviews screen - Select candidate and manually assign interviews from the available faculty We do NOT recommend turning the candidate selection site back on, after Match has run; this would affect ability to post-analyze match results since other candidates might sneak in and alter their rankings |
(same as above, except:) - That candidate's interviews would go away - Faculty paired to that candidate for interviews are now available during those time slots. |
- Upload a DELETE csv to the candidate faculty choices to REMOVE them from their current weekend. - Communicate with new candidate via email the list of faculty available to the selected weekend. - Get faculty choices via email from candidate - Upload an ADD csv to the Candidate Faculty Choices upload for the NEW weekend (with their faculty choices) - Candidate will appear on Interviews tab - Select candidate and manually assign interviews from the available faculty (can view their choices in the pop-up on the interview editing screen) - Faculty paired to that candidate for interviews for the previous weekend are now available during those time slots - Change dept allocation slot count, if necessary We do NOT recommend turning the candidate selection site back on, after Match has run; this would affect ability to post-analyze match results since other candidates might sneak in and alter their ranking. |
We recommend NOT allowing changes to faculty selections after Match has run AND we do NOT recommend turning on the candidate selection site after match has run. To do so would allow candidates (theoretically) to go in and change their rankings. Then it would be hard to rationalize about the results of the match algorithm. Lisa/Jim can manually edit interviews to accommodate new candidate-faculty interview preferences/requests. |
| Candidate Itineraries SENT | (same as above, plus:) - Communicate with affected candidates. |
(same as above, plus:) - Communicate with affected candidates. |
(same as above, plus:) - Communicate with affected candidates. |
(same as above, plus:) - Communicate with affected candidates. - Candidate itinerary URL will update automatically, Mailchimp email content would not automatically update (could be edited and resent). |