Equal Opportunity Policy

Faculty Applicant Monitor (FAM) Help Resources

Overview
Usage Tips
Main Menu
Data Entry Menu
To Do Lists
Select Applicants
Reports
Export Data
Special Circumstances: Duplicate Pools (filling multiple positions with only one search)
FAQ: How do I add a vacancy?
FAQ: How do I add an applicant?
FAQ: How do I edit an existing vacancy record?
FAQ: How do I edit an existing applicant record?
FAQ: How do I check the authorization status of a vacancy?
FAQ: Why did a vacancy disappear from the selection grids?
FAQ: When should I delete a vacancy versus having it withdrawn?
FAQ: Who should I contact regarding support for FAM?


OVERVIEW

The FAM (Faculty Applicant Monitor) system is a multi-user, menu driven database application that was developed in 2003 by the IUPUI Office of Equal Opportunity in an effort to replace the paper driven system that the campus used for hiring faculty into vacant academic positions. While it should be a substantial improvement over the paper process, it is viewed as a temporary solution. At some point, the PeopleSoft applicant tracking module will be installed and will replace FAM. Until that time, using FAM should improve the hiring process in many ways. FAM is a multi-user database application that manages the actions relative to:

  1. posting a vacant position
  2. authorizing vacant positions
  3. storing applicant data for those who apply
  4. systematically notifying various offices when it's their turn to take an action
  5. electronically selecting applicants for interview and offer
  6. authorizing interview and offers
  7. exporting data for a vacancy to the user's desktop
  8. electronic offer packet management

One thing that FAM is NOT is a document management system in the traditional sense. In other words, users cannot attach, upload or store individual files (Word, WordPerfect, Excel) such as resumes, reference letters, position descriptions, ad plans, etc. into the system. What they CAN do, however, is copy and paste the text from those files into the textboxes provided for those items. In doing so, formatting such as italics, underlining, bolding, and changes in the font will be lost but the data will be stored in the database as unformatted text. Also, there is no limit on the amount of text that can be stored in each text box.

The process that individuals will use to retrieve their data, throughout the FAM system, is via a series of selection grids. A selection grid looks somewhat like a spreadsheet and contains the following columns of information:

  • Currently Opened By
  • Reference Number
  • Withdrawn
  • Department
  • Title
  • Initiation Date
  • Position Number


USAGE TIPS

If you have sign off responsibility for your school (or for the Office of Equal Opportunity or Dean of Faculties Office) it's recommend that you access FAM at least once a day to see if anything is on your ‘To Do’ list.

When entering applicants take extra care when entering their email address. Entering an email address can be difficult to type correctly, but the Office of Equal Opportunity sends the applicant an EEO email message to the address you type in. If you mistype the address, the EEO message will bounce back to the Office of Equal Opportunity and they may ask you to check your files for the correct email address.

When exiting FAM, ALWAYS exit through the Main Menu. Don’t just click the ‘X’ in the red box in the upper right corner of the screen. Many are in the habit of closing applications by clicking the ‘X’, but to ensure that the records you accessed are properly released please exit through the Main Menu.

When entering large amounts of text in FAM (or copying text out of FAM) such as the Position Description, Ad Plan, Vitae, etc. remember the Windows keyboard shortcuts for ‘Select All’, ‘Copy’, and ‘Paste’. It’s a lot easier than using the mouse. They are:

  • Select All: Ctrl A
  • Copy : Ctrl C
  • Paste: Ctrl V


MAIN MENU

The main menu contains the links to the various parts of the system. It also contains a section at the top of the screen which indicates the identity of the user that's logged in, the department(s) that they have access to, whether they have sign-off responsibility for their RC, and whether they can manage the To Do list for the unit. If a user is allowed to manage the RC's To Do list, then they will have access to the data for all departments in the academic unit. Multiple users can have To Do list responsibility.

From the main menu, users can navigate to the following areas:

  • Data Entry
  • To Do Lists
  • Select Applicants
  • Reports
  • Export Data
  • Exit


DATA ENTRY MENU

Much of the work that will be done in FAM will be accomplished by first navigating to the Data Entry Menu. Most users in the academic units will only carry out actions represented as buttons in the 'My Departments' section of the screen (posting vacancies, editing vacancies, deleting vacancies, entering applicants, editing applicants, and managing offer packets). If a user has 'sign-off' privileges, then they will be able to navigate to the Sign-Off menu to and perform those functions. Only the Office of Equal Opportunity staff are allowed to navigate to the 'EEOIR Export' screen. This is because it's the EO staff who will be contacting each applicant in an effort to obtain the applicant's equal employment opportunity statistics regarding race, sex, age, etc.

For a brief explanation of each button, see below:

Post A Vacant Position
A vacancy record is created simply by clicking on the 'Post A Vacant Position' button. Each time a vacant position is created it is assigned a unique reference number that is system generated. A reference number is never reused. If a vacancy was created by mistake, the vacancy can be deleted. The reference number used for the deleted vacancy will not be re-used. Reference numbers are made of three components: RC, Year, Number. For example, IN-MED03045 would indicate that the vacancy is for the school of medicine ('IN-MED'), it was created in 2003 ('03'), and that it is the forty-fifth ('045') vacancy for the school in calendar year 2003.

Edit A Vacant Position
At some point during the search process, information for a vacancy will need to be viewed or edited by the user. To do that, simply click on the 'Edit A Vacant Position' button. A selection grid will appear which contains all the vacancies for the department(s) for which you have access. The vacancies will be listed alphabetically by reference number. Make a selection by clicking anywhere on the record you want to retrieve.

Delete A Vacant Position
It's possible that a user could inadvertently create a vacant position. If that happens, it's recommended that you delete it as soon as possible by clicking on the 'Delete A Vacant Position' button. A selection grid will appear and display all the vacant positions you have access to. Be careful to mark the correct one for deletion. When a record is deleted it is not literally deleted from the database. It is flagged as a deleted vacancy and is filtered out of all the selection grids in the system. So, in the event that the wrong record was deleted, it can be recalled by contacting Rick Morgan in the Office of Equal Opportunity.

Enter A New Applicant
When individuals begin applying to a vacant position, departmental staff will enter the contact information for each applicant into the FAM system by clicking on 'Enter A New Applicant' and filling out the subsequent applicant screen. Each applicant record must have a reference number associated with it. Therefore, a dropdown list of all reference numbers for the given RC is available at the top of the applicant screen. The dropdown list will only contain reference numbers that have been approved by the department, Dean's Office, Office of Equal Opportunity, and Dean of Faculties Office.

Retrieve an Applicant's Record
In the event a user needs to retrieve an applicant's record that has previously been entered into FAM, they will be presented with a selection grid containing applicants that have been entered for positions in the department(s) that the user has security to view. Since it is possible that some applicants have will have the same name, several columns of each applicant will appear in the selection grid. They are as follows:

  • Last Name
  • First Name
  • Address
  • City
  • State
  • Email
  • Phone
  • Position Title
  • Reference Number
  • Department

Manage Offer Packets
A series of screens are available that allow a user to track the requisite materials in an offer packet. The screens are a combination of text boxes that can store an unlimited amount of text per box and a checklist that can be used to simply indicate if certain steps in the offer process have been completed.

Sign-Offs
Authorization from various offices occurs during the process of posting a vacancy, interviewing candidates, and making an offer to the successful candidate. The offices of Equal Opportunity, Dean of Faculties, and school's Dean's office must sign off on the vacancy posting. The Office of Equal Opportunity and school's Dean's Office signs off on each candidate during the interviewing phase.

EEOIR Export (EO Only)
The Office of Equal Opportunity contacts each applicant and requests the applicant's EEO race and gender information. This information is used in the compilation of the IUPUI's annual Affirmative Action Plan. The EEOIR Export button creates an Excel spreadsheet containing contact information from each applicant from the database who hasn't already been contacted.

Main Menu
Returns to Main Menu


TO DO LISTS

The To Do list is the way in which FAM communicates among certain users that they need to pull up a record and provide their authorization. Authorization is required at several points during the process of a search. The Department, the Dean's Office, Office of Equal Opportunity, and Dean of Faculties Office must authorize the initial posting of a vacancy. The Dean's office and the Office of Equal Opportunity signs off on each candidate that's interviewed, as well as which candidate is being offered the position. The Dean of Faculties also must authorize the offer of a position to a candidate. The Chancellor's office and President's office sign's off on offers, depending on the tenure status of the position.

FAM does not utilize Outlook or any other email software to notify users of these activities. It is all handled within FAM. When a user runs the To Do List to see if there are any items on it, the list can be viewed on the screen or sent to the printer. It is dynamically created each time the report is run. It is not stored as a report anywhere between runs.


SELECT APPLICANTS

The Select Applicants grid lists the candidates that have been entered into FAM for a given position. The names are in alphabetical order. There are two scrollable panes on the screen. The large pane on the right has more columns than will fit on the screen, so scroll to the right to view the rest of the columns.

Candidates are selected for interviews and offers by clicking the checkboxes on the row of the desired candidate. A checkmark will appear in the box. The current date should also be provided in the 'Int Req Dt' column and 'Offer Req Dt' column for those candidates selected for interviews and, ultimately, the offer. Rejection codes must be provided for each unsuccessful candidate. A dropdown list of standard reasons is provided. In addition to the standard list you may type your own reason.

Note that the columns designated for EO sign-offs and DOF sign-offs are read-only. All other columns are updatable.


REPORTS

The reports that are currently available are:

VACANCY LIST REPORT (School and Department)

SINGLE VACANCY REPORT

APPLICANT LIST REPORT

OFFERS STATUS REPORT

'TO DO' LISTS FOR DEPARTMENTS, SCHOOLS, Office of Equal Opportunity, AND DEAN OF FACULTIES OFFICE.

Reports are, by default, displayed on the screen instead of being sent directly to the printer. When a report is being viewed on the screen, it can be sent to the printer or simply closed without being printed. The PRINT PREVIEW Toolbar is the way in which a user performs many functions relative to viewing and printing reports. A description of each button will be displayed by hovering the mouse cursor over each button on the toolbar. A report can be closed in one of two ways. First, by pressing the Esc key. Secondly, by clicking the button on the 'Close Preview' button. Other functions represented on the toolbar are:

1. skip to the beginning of the report
2. skip to the end of the report
3. skip to the next page
4. skip to the previous page
5. go to a specific page number
6. resize the display to 100%, 75%, 50%, 25%, 10%
7. send the report to the printer


EXPORT DATA

The Export Data feature allows FAM users to export data for a vacancy to their Windows Desktop in Microsoft Excel format. The purpose of this feature is to allow users to have access to their data in a way that gives them complete flexibility for reporting and analysis. The following is a list of data items included in the exported spreadsheet file:

Reference Number
Position Number
Position Title (General)
Position Title (Specific)
Administrative Title
Salutation
First Name
Last Name
Address 1
Address 2
City
State
Zip
Email Address
Phone
Application Date
Interview Request Date
Rejection Reason


DUPLICATE POOLS

A duplicate pool, by definition, is when multiple vacant positions (usually identical) are to be filled through a single search. The way to accomplish this in FAM is to create a vacancy for each position to be filled. It's possible that all the information on the vacancy will be the same with the exception of the position number and the reference number. The reference number will certainly be different because it is system generated and unique to every vacancy. The position number will be different because it represents a unique line item in the budget.

For each vacant position to be filled through a duplicate pool, the user should indicate that is part of a duplicate pool arrangement by clicking the checkbox next to 'Duplicate Pool'. This can be done on the 'Post A Vacancy' screen at the time a vacancy is posted or from 'Edit A Vacant Position' screen after the vacancy has been posted. Secondly, it's is very important to determine which vacancy in the duplicate pool arrangement will be the 'base' position. This will be the position that the applicants will be entered into. The base position can be indicated by clicking the checkbox next to ' This is the base vacancy for multiple positions. Applicants will be added to this pool.'. For each vacancy associated with a duplicate pool, it's important that the user provide the reference numbers for the other vacancies by clicking on the 'Others' button and typing them into the text box. Finally, since applicants for multiple positions will be entered into FAM under one vacancy (the base vacancy), those that are hired who will fill positions other than the base position will need to have their applicant record edited so that the position number they are hired into can be maintained.

PLEASE NOTE! For duplicate pool positions, only the position that is indicated as the base will appear in the 'Select Applicants' selection grid. This ensures that on only positions with applicants tied to them are displayed. All other selection grids throughout FAM will include the 'non-base' positions in addition to the base position. Also, when adding or editing an applicant's record, the 'non-base' reference numbers will not appear in the drop down list of reference numbers for the user's school. Again, this is to ensure that applicants do not get tied to 'non-base' positions in duplicate pools.

EXAMPLE:

The following three identical faculty positions are to be filled in the school of Nursing:

******** ASSUMPTIONS

Tenured Nursing Professor (reference number 'IN-NURS03001', position 123456) - all applicants WILL be entered into the pool for this search

Tenured Nursing Professor (reference number 'IN-NURS03002', position 987654) - applicants will NOT be entered into the pool for this search

Tenured Nursing Professor (reference number 'IN-NURS03003', position 135790) - applicants will NOT be entered into the pool for this search

*********DUPLICATE POOL CHECKBOX

Tenured Nursing Professor (reference number 'IN-NURS03001', position 123456) - click the checkbox next to 'Duplicate Pool'
Tenured Nursing Professor (reference number 'IN-NURS03002', position 987654) - click the checkbox next to 'Duplicate Pool'
Tenured Nursing Professor (reference number 'IN-NURS03003', position 135790) - click the checkbox next to 'Duplicate Pool'


******* BASE CHECKBOX

Tenured Nursing Professor (reference number 'IN-NURS03001', position 123456) - click the checkbox next to ' This is the base vacancy for multiple positions. Applicants will be added to this pool.'

Tenured Nursing Professor (reference number 'IN-NURS03002', position 987654) - do NOT click the checkbox next to ' This is the base vacancy for multiple positions. Applicants will be added to this pool.'

Tenured Nursing Professor (reference number 'IN-NURS03003', position 135790) - do NOT click the checkbox next to ' This is the base vacancy for multiple positions. Applicants will be added to this pool.'


******* CONTENTS OF 'OTHERS' TEXT BOX

Tenured Nursing Professor (reference number 'IN-NURS03001', position 123456) - IN-NURS03002, IN-NURS03003
Tenured Nursing Professor (reference number 'IN-NURS03002', position 987654) - IN-NURS03001, IN-NURS03003
Tenured Nursing Professor (reference number 'IN-NURS03003', position 135790) - IN-NURS03001, IN-NURS03002


FAQ: How do I add a vacancy?

A vacancy is added (or posted) by simply going to the Data Entry menu and clicking 'Post A Vacant Position'. The system generated reference number that is unique to the new vacancy will be displayed in the upper right part of the 'Add A Vacancy' screen.

FAQ: How do I add an applicant?

To enter a new applicant, simply click on the 'Enter A New Applicant' button on the Data Entry menu. From the 'Enter An Applicant' screen, click on the 'Input new applicant' button. A reference number must be selected for each applicant. However, reference numbers will not appear in the dropdown list until the vacancy has been approved by the department, the school's Dean's Office, the Office of Equal Opportunity, and the Dean of Faculties Office. When finished entering data for EACH applicant, click 'Save to database'. If data for another applicant needs to be entered click 'Input new applicant' and repeat the process. Otherwise, click the 'Return to prior menu' button.

FAQ: How do I edit an existing vacancy record?

To edit a vacant position, click on the 'Edit A Vacant Position' from the Data Entry menu, then select the vacancy from the selection grid. The vacancies are displayed so that the newest postings are at the top, the oldest are at the bottom.

FAQ: How do I edit an existing applicant record?

From the Data Entry menu, click the 'Retrieve an Applicant's Record' button. Select the applicant from the selection grid. Note: the will only see applicants for the departments he/she has authorization for.

FAQ: How do I check the authorization status of a vacancy?

There are two ways to see who has signed off on a vacant position. The first way is to click on 'Edit A Vacant Position' from the Data Entry menu; select the vacancy from the selection grid; and click the Authorization tab that appears on the 'Edit A Vacancy' screen.

The second way is to go the the Reports menu and click 'Position Vacancy Report'. Select the vacancy from the selection grid. A one page report will automatically be displayed on the screen. The authorization information close to the bottom of the page. To print the report, click the printer icon on the 'Print Preview' toolbar.

FAQ: Why did a vacancy disappear from the selection grids?

There are three reasons why a vacancy would disappear from a selection grid. One is that the department code for the vacancy was changed to a department that is outside the scope of departments the user is authorized to see. Another  reason is that a vacancy could have been deleted. Deleted vacancies do not appear in selection grids.  Finally, once a search is finished and a candidate has been hired, all information is pulled out of the FAM system and archived.

FAQ: When should I delete a vacancy versus having it withdrawn?

Vacancies should only be deleted if they were created by mistake. Otherwise, vacancies should be withdrawn. Please contact the Office of Equal Opportunity to withdraw a vacancy. Deleted vacancies will not show up in selection grids. Withdrawn vacancies will continue to be displayed in selection grids with a checkmark displayed in the 'Wthd' column.

FAQ: Who should I call regarding support for FAM?

FAM was designed and developed by Rick Morgan in the IUPUI Office of Equal Opportunity. Technical support issues regarding FAM should be reported to Rick at the following phone number or email address:

(317)274-8876
rlmorgan@iupui.edu
Picture of Rick

back to the top
back to main page