Instructions for Using the Online Reference Feature
for a Faculty Position
Quick Steps for Using HireTouch Online Employment System
When you are ready to generate the requests for Letters of Recommendation from the references provided by an applicant, follow the steps outlined below. 1. Click the green circle/arrow under the Department Review‐Faculty column and select Request Reference. 2. Click Save. The Department Review‐Faculty status will be updated to Request Reference, which triggers an email to each person listed as a reference by that applicant. The green circle in the Department Review Faculty column will change to a half‐
filled circle. The email notification will be titled “Employment Reference for <first name> < last name>” and the “From” address on the email will be whoever is generating the requests through HireTouch. The email signature will also merge the name of the person generating the requests. The email will include a link to a page where they can upload their letter of recommendation for the applicant. A sample of the email to the reference is shown below. This request was generated by Celia so her name is merged into the signature line. 1 The step to trigger the emails to the references to request letters of recommendation can also be done as a “Bulk Action” by following these steps: 1. Click to select the applicants for whom you want to request letters of recommendation. 2. From the Bulk Action drop‐down menu, select Request Reference, located under Department Review – Faculty – Process Status. After making the selection in the bulk action menu, the screen will turn grey and dots will go across your screen, indicating the bulk action is working. When the screen is no longer grey, the requests for letters of recommendation have been sent. The screen will refresh to show a half‐filled circle under the Department Review Faculty column. NOTE: Alternatively, you can select Send Reference Notification from the Bulk Actions menu. This method will also generate the requests for letters of recommendation but will not update the Department Review Faculty status. If this method is used, you will need to click the red Activity tab to see which applicants had letters of recommendation requested for them since you won’t be able to tell from the icon in the Department Review Faculty column. 2 3. To see a saved copy of the correspondence that was sent, locate the row of red tabs and select Activity. 4. To check the “Tracking” information to see if the email was delivered successfully, click the blue Correspondence link under the row of red tabs. A “Dropped” or “Bounced” email could indicate an invalid email address was entered for the reference. If you determine this is the case, contact Academic Personnel to get this corrected. 5. To check for letters of recommendation that have been submitted by references, locate the row of red tabs and click Activity, and then click the blue Documents link. If the list of documents is long, you can select “Letter of Recommendation” from the Document Type drop‐down menu and click GO. 3 The letters of recommendation that have been submitted will be listed there. 6. After you have confirmed the receipt of the desired number of letters of recommendation for an applicant, change the Department Review Faculty status to Reference Letters Received: Proceed. This also can be done by individual applicant or through a bulk action. Changing the Department Review Faculty status to Reference Letters Received: Proceed will advance the applicant in the review process. Continuing Faculty will advance to the Committee Selection review level. Temporary Faculty will advance to the Department Interview column. Manually Triggering Requests for Letters of Recommendation On an Individual Basis There may be times when you want to manually trigger a request for a letter of recommendation from just one of the references listed by an applicant. This can be useful to send a second request to a reference if they don’t respond to the first. This can also be used to trigger a request for a letter of recommendation for an applicant who is already past the Department Review Faculty step, where requests for letters of recommendation are normally triggered. To manually trigger a request for a Letter of Recommendation from references: 1. Click on the name of the applicant for whom you want to generate a request for a letter of recommendation. 2. From the Demographics tab, click the blue References link. The list of references for this applicant will be displayed. 4 3. Click the boxes to select the references to whom you want to send a request for a letter of recommendation for the applicant. 4. With the references selected, click Send Notifications. 5. Click OK on the confirmation window that pops up. A confirmation message will appear when the requests for letters of recommendation have been sent. Updated April 20, 2016 5