Faculty Applicant Monitor
(FAM)
Developed by the IUPUI
Office of Equal Opportunity
Instructions Adapted for Use by the
School of Medicine
January 2005
Revised May 2010; December 2011
The Faculty Applicant Monitor (FAM) program was developed in the IUPUI Office of Equal
Opportunity (OEO).
The Equal Opportunity Procedural Checklist for Academic Appointees can be found on the Office of Academic Administration website, http://medicine.iu.edu/administration/, under Faculty
and Other Academics Recruitment. Although FAM supports an offer letter process, the School
of Medicine does not use it. When ready to prepare an offer letter, please follow the instructions on the Checklist.
All items in the Data Entry and Select Applicants areas of the FAM will automatically route
through the Office of Academic Administration for review and/or approval. When the first request to interview an applicant for a vacancy is received, Academic Administration will e-mail
instructions on how to proceed, which will include the link to the correct offer letter and other
documentation which is necessary to submit a proposed offer when the department is ready to
do so.
A listserv has been created by Rick Morgan of OEO, who developed FAM, as a place for users
to share tips and tricks, ask questions, or make suggestions, as well as for learning of system
difficulties which affect the use of FAM. To use the listserv, simply address e-mail messages:
FAMUSERS-L@LISTSERV.IUPUI.EDU
If you have affirmative action process questions, please contact Tabatha Massingille
(tmassing@iu.edu or 274-1139) or Amy-Jeanne Sayre (asayre@iu.edu or 274-7214); if you
have technical questions regarding FAM, please call Rick Morgan (rlmorgan@iupui.edu or 274
-8876).
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Table of Contents
Entering the Faculty Applicant Monitor (FAM) Program ......... 4
Main Menu ...................................................................................................... 6
Data Entry ............................................................................................... 6
Post A Vacant Position .................................................................... 6
Post A Vacancy Tab .................................................................. 7
Ad Plan & Position Desc Button .................................................. 8
Search Committee Tab ............................................................. 10
Edit A Vacant Position ................................................................... 12
Delete A Vacant Position ............................................................... 13
Enter A New Applicant .................................................................. 14
Retrieve an Applicant’s Record ..................................................... 17
Select Applicants for Interview ........................................................ 18
Reports ................................................................................................... 20
Vacancy List Report (Dpt) ............................................................. 21
Single Vacancy Report ................................................................... 22
Applicant List Report .................................................................... 23
Exiting FAM.................................................................................................. 23
Administrative Functions ....................................................................... 24
Adding a New User to FAM ............................................................. 24
Approvals .............................................................................................. 24
Checking ‘To Do’ Lists .................................................................. 24
Approving Vacancies at the Departmental Level .......................... 26
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Entering the Faculty Applicant Monitor (FAM)
To begin, click on the FAM icon on your desktop to open the blank screen below:
Click on Start in the upper left-hand corner and select Login to see the screen below. The first time
you enter FAM, you must enter your IUPUI network ID; thereafter the ID will automatically appear
each time you open FAM. Click on Log On.
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The Main Menu (below) will appear.
These are the options with which you will work:
Data Entry
Post, Edit, or Delete a Vacant Position
Enter A New Applicant
Retrieve An Applicant’s Record
Select Applicants
Reports
Vacancy List Report (Dpt)
Single Vacancy Report
Applicant List Report
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Main Menu
Data Entry
Post a Vacant Position
On the Main Menu, click on Data Entry and then select Post A Vacant Position. Each time
you select Post A Vacant Position you will be opening a new recruitment file. If you open a
new recruitment file in error, see Delete a Vacant Position on page 13.
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Post a Vacancy Tab
When you select Post a Vacant Position, it opens the Add A Vacancy screen where a reference number for use by the Office of Equal Opportunity is automatically assigned. All School
of Medicine reference numbers begin with “IN-MED”; the first two numbers indicate the year
and the last three numbers are a simple tally of the number of recruitment files opened by the
School in the particular calendar year (IN-MED 12XXX).
Move through the screen using your tab key. To use today’s date when entering the Init Date,
simply click on the gray box located between Init Date and the empty date box.
Be careful when identifying your department and school using the pull-down menu: You can
mistakenly create a recruitment file in the wrong department or school.
Be sure to click on Save any time you make changes or move from one screen to the next. (This
is true of any screen on which a Save button appears.)
Use the General Title pull-down menu to select the type of position and then type the Specific
Title. If there is an additional administrative title, please be sure to enter it in the Admin Title
box.
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Ad Plan & Position Desc Button
Ad Plan & Position Desc
While the checkboxes under Advertising Sources Used For This Position will allow you to
identify generally the ways in which you will reach potential candidates, specific information is
to be entered under Ad Plan. For example, list the names of specific journals, listservs, and/or
websites. If you plan to use a nominations solicitation letter, identify the recipients with a
group description (e.g. directors of all cardiology sections at academic medical centers in the
Midwest) and paste the recruitment letter text in the Position Description box.
Enter ad text under Position Description. The information under Position Description is the
information which appears on the website listing academic positions available at IUPUI,
http://www.iupui.edu/~oeo/academicjobs/acad_jobs.htm.
In order to cut and paste text into or between boxes in FAM, you must use Windows keyboard
shortcuts:
Ctrl-A = Select All
Ctrl-C = Copy
Ctrl-V = Paste
Once you’ve provided the information required, click on Return to save your entry and return
to the Post a Vacancy tab.
An example of a completed Ad Plan & Position Desc screen follows.
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Search Committee Tab
List all members of the search and screen committee here, by tabbing through the form. On
those occasions when you have more members than spaces, enter the additional names and information in the Notes box.
Use the following codes to identify the race of the committee members: Asian (A), Black/
African American (B), Hispanic/Latino (H), White (W), or Unknown (U). When identifying
individuals of American Indian/Alaska Native (NAI) or Native Hawaiian/Pacific Islander (NPI)
heritage, insert an asterisk under Race and reference the appropriate code in the Notes section.
Please be sure to identify the search and screen committee chair in the Title box.
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Final Notes on Posting a Vacant Position
Duplicate Pools
Duplicate pool positions are frequently used when you are using the same ad for more
than one position. When you open the first vacancy of a duplicate pool, click on the box
identifying it as the base vacancy. As you enter additional vacancies to
be included in the pool, be sure to click on the button Duplicate Pool Position
for each. When adding applicants, you will only add applicants to the base
position. When hiring, the base position should be the last vacancy filled so that
the applicant pool remains open until no longer needed.
Old Reference Number
This box is no longer used.
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Edit A Vacant Position
Before a vacancy has been routed for approval, in order to edit and revise it, click on the Edit A
Vacant Position button on the Data Entry Menu for a list of current vacancies. Select the
vacancy and then click on Select Vacancy; the vacancy will open. Make any changes needed,
click on Save Changes (or Ignore Changes if you’ve made a mistake), and then return to the
Data Entry Menu.
If a vacancy has already been routed and approved but changes are needed, please send an email to Tabatha Massingille (tmassing@iu.edu). She will work with you to make the changes
and arrange for approvals.
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Delete a Vacant Position
Delete vacancies only before they have been routed for approval. To do so, click on the Delete
A Vacant Position button on the Data Entry Menu for a list of current vacancies. Select the
vacancy to be deleted by clicking in the box to the left of the Ref Number and click on Continue; you will return to the Data Entry Menu. If a vacancy has already been routed for approval, please contact Tabatha Massingille or Amy-Jeanne Sayre, who will arrange to have the vacancy withdrawn or deleted, whichever is appropriate.
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Enter A New Applicant
At the Data Entry Menu, click on Enter A New Applicant. Before entering an applicant, first
check to see if they already appear in the database by entering at least the last name in the
search box (in yellow, at the bottom of the screen) and clicking Check Now. Anyone who has
that last name will show up on a list—if it is a common last name, there may be dozens of applicants on the list, so try to include the first name when searching as well.
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If the individual is listed in the database, click in the box to the left of their name and then click
Copy applicant data to a new position. The information currently contained in the database
will copy into a new record. Select the appropriate Reference Number from the pull-down
menu and make any changes needed in the record. Click on Save and then Return to prior
menu.
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If the individual is not already in the database, click on Input new applicant and then fill in the
information on the Enter An Applicant screen. After data entry is complete, click on Save to
database and then Return to prior menu. If for some reason you need to cancel the applicant
entry, click on Don’t save to database.
The Office of Equal Opportunity will be responsible for sending EEOIR forms to applicants, by
e-mail if possible, so be sure to provide accurate information.
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Retrieve An Applicant’s Record
At the Data Entry Menu, click on Retrieve an Applicant’s Record.
Scroll down to find the record to be opened, click in the box at the left and then on Continue.
The record will open, allowing additional information to be added or corrections to be made.
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Select Applicants for Interview
On the Main Menu, click on Select Applicants.
Select the position for which you are requesting interviews and then click on Select Vacancy.
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To select applicants for interview, click in the box located in the column labeled Intrvw (the
fifth column from the left); add the date on which the request is made in the Int Req Dt column.
If there are individuals for whom interviews will not be requested, select a reason from the pulldown menu in the column Rej Cd. If none of the codes are applicable, type in a rejection reason in the next column. For those applicants whose disposition has yet to be determined, leave
the pull-down menu and the rejection reason blank.
Click on “Save” to return to the Main Menu. Interviews may then be scheduled immediately, at
the department’s convenience.
The first time an interview is requested for a position, Tabatha Massingille will e-mail the department contact detailing the items which will be required in the offer letter packet, with a link
to the Office of Academic Administration website where the forms reside. When the candidate
to be hired is identified, an offer letter packet must be prepared and sent to the Office of Academic Administration for approval by the dean and campus administration.
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Reports
At the Main Menu, select the Reports Menu.
There are three reports which will be useful to you: the Vacancy List Report (Dpt), Single
Vacancy Report, and Applicant List Report.
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Vacancy List Report (Dpt)
At the Reports menu, click on Vacancy List Report (Dpt) to see a list of departmental vacancies.
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Single Vacancy Report
At the Reports menu, click on Single Vacancy Report.
Select the desired vacancy and then click on Select Vacancy.
The Single Vacancy Report generates three pages of information concerning the selected vacancy. As each page appears, you may print it by clicking on the printer icon at the top or you
may close that screen using the ‘X’ in the upper-right hand corner. As a page is printed or
closed, the next page will appear. After the report is finished, you will be returned to the Reports Menu.
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Applicant List Report
To see a list of applicants for a position, go to the Reports Menu and select Applicant List Report.
Select the vacancy for which you desire the applicant list and click on Select Vacancy. The
report generated includes each applicant’s name, city/state/zip, phone/e-mail, whether or not an
individual has been selected for an interview and a rejection reason, if there is one.
Exiting FAM
Always exit FAM through the Main Menu to ensure that any records you accessed are properly
released to other users.
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Administrative Functions
Adding a New User to FAM
To add a new user to FAM, contact the School of Medicine’s Office of Information Services
and Technology Management (ISTM) at 274-5336 with the new user’s name, user ID, and the
name of the department or list of departmental sections to which the individual needs access.
Approvals
Newly entered vacant positions must be approved at the departmental level before they will
route to the Office of Academic Administration and subsequently the Office of Equal Opportunity. Those individuals who have responsibility for sign-offs should be sure to frequently
check FAM’s Main Menu for a system-generated ‘To Do’ list.
Checking ‘To Do’ Lists
On the Main Menu, select ‘To Do’ Lists; on that menu, click on Department. If there is anything to do, a list will appear. If there is nothing to do, the ’To Do’ Lists menu will reappear.
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The Department Head ‘To Do’ List provides a list of vacancies which need approval at the
department level; the list shows the position and reference numbers, the position title, the date
the vacancy was first entered, and a column headed Dept Approval, which will not
contain any information.
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Immediately after the ‘To Do’ list prints, the ‘To Do’ Lists menu will reappear; select Return
to the Main Menu.
Approving Vacancies at the Departmental Level
At the Main Menu, select Data Entry.
Select Sign-Offs on the Data Entry Menu.
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On the Sign-Off menu, select Department (Vacant Positions).
Select a vacancy and click on Select Vacancy, at the bottom of the screen.
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On the Vacancy Authorization Screen for Dept, the details of the vacancy, the advertising
plan, and the search committee can be reviewed but not edited. (If changes are necessary, administrators may return to the Main Menu, select the Data Entry button, select Edit
A Vacant Position, and make any necessary revisions.)
If the vacancy details are satisfactory, select the Authorization tab and complete the Dept Signature and Department Signature Date, then click on Save Changes. Both boxes must be
completed in order for the position to route.
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A decision should be made within the department as to what will constitute a signature so that
sign-offs will be uniform. In the example, the approval signature consists of the department
chair’s name preceded by the initials of the individual authorized to make the approval.
Once the department has successfully signed off on a position, it will appear on the Office of
Academic Administration ‘To Do’ List. Once signed off on by the Office of Academic Administration for the dean, the position will be reviewed by the Office of Equal Opportunity and the
Dean of the Faculties Office. You will need to check your newly-created positions regularly for
the authorizations necessary to place ads or send recruitment letters, etc.
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