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TIR & RA Selection

Our project for student housing was a way for them to replace piles of paper forms, PDFs and Excel spreadsheets with a series of easy web forms, backed by a database, that handled and compiled all the applicants, applications, interviews and screenings for Resident Assistants and Tutors-in-Residence in one place.

Adding Users

Adding Users

It starts with adding a list of potential applicants. Names are gathered at informational meetings, and then can be dropped into the form. It accepts either SHU ID numbers, or SHU shortnames, looks up each name in turn from the Active Directory system, and adds it to the database.


Search for Names

Search for Names

Alternatively, you can enter a last name and search for people. Then, just drag and drop from one column to the other and submit.

upload_listOnce the names are ready, just click the green button.

These name selectors are a standard tool we’ve developed here at TLTC, and can be incorporated into many kinds of projects.

When the names go in, e-mails go out. To each candidate, with a custom link inviting them to log in and fill out their application. In addition to the form fields, they upload a resume file, which is stored for future reference. We’ll look at the application a little further down.

Once names are in place, and applications start to be worked on, there are ways of tracking progress. This screen shows each applicant’s basic information, and tracks

  • Gender
  • New or returning applicant
  • Whether they want to be an RA or TIR
  • Whether they’ve begin the application
  • If they’re done, when they finished
  • If their essay questions have been scored, what the result is
  • The status of the two references they’re required to get

review_applications

On this screen, as on most of the index screens, the tables are fully sortable. Just click the header row you want to sort on, and click it again to reverse sort. They’re also fully paginated. If you click on one of the “Detail View” links (only available for completed applications) you can view the application as submitted.
application_view

The last tab on this screen lets administrators change the role of people in the system. That way, you can set someone to be an administrator or evaluator for a time, then change them back to another role with fewer permissions.
manage_people

Besides being sortable, you can also filter the results. Different from a search, it just shows you every row that matches what you type in the Search box, in this case, “williams.”
filtered_williams

Interviews

The next stage after the applications are in and the essays are screened is in-person interviews. The interviewers log into the proper screen and begin by selecting the name of the candidate to interview.
interviews_start_screen

They’ll get the interview form, which they fill out as they go and then submit. They can be saved in draft form and completed later if necessary.
interview_screen

Interviewers can recap their interviews from this screen:
your_interviews

Full administrators can run down all of the completed interview results, along with scoring.
completed_interviews

And see the detail view for all.

Group Activities

For applicants who have made it this far, there is the group activity round. Each candidate is assigned an individual scorer, who completes and submits a form.
activities_entry

For these, as well as for the interviews, there is a final tabulation and recommendation section, along with final comments.
save_your_work

As the group activity evaluations are completed, the page is updated to reflect them. Again, the table can be sorted by reviewer, score, activity, etc.
group_evaluations

You’ve probably noticed how the score column here, as well as on other screens, is color-coded. In addition to the numeric score received by the candidate, the recommend/recommend with reservations/do not recommend determination is determined by green/orange/red. This screen composites all the new candidates’ interviews and group activity scores into one table, with totals and subtotals that can all be sorted.
new_candidates_r

Initial reviews are great. It’s saved the department hundreds of man-hours. Plus, the result tables can all be copied-and-pasted directly into the old Excel spreadsheets for even more data manipulation.

Tools Used

Server-side LAMP stack.
Dreamweaver
Photoshop
Twitter’s Bootstrap framework with responsive add-on
Javascript with jQuery modules and add-ons

  • Validate
  • Data Tables
  • UI
  • Uploadify