Common Workflow Options for Managing JOE Applications

Administrator Sharing Online Access with a Hiring Committee:

This section is for an administrator or agent who wants to make the application materials for a listing available to one or more persons on a hiring committee. This option provides online access for all hiring committee members, and requires no downloading or printing by the administrator. Note that to add a person to a hiring committee, that person will need to set up a (free) AEA website account if they are not already an AEA member.

Create a hiring committee for your published listing from the employer dashboard. If desired, choose a type of applicant rating scale, whether all committee members will have access to all applicants, a deadline for submitting ratings, and further instructions.

Once you provide access to the hiring committee, each committee member will be able to view and/or download and print the materials.

Administrator Downloading and/or Printing Applications to share with committee:

This section is for an administrator who will be managing the applications by downloading or printing the materials and giving them directly to committee members. Go to “View Applicants and Materials” and select the JOE listing. There are two options to choose from:

A) To download materials for just a few applicants, locate the applicant or applicants in the list and select Download ZIP/PDF depending on your preference. (ZIP option will download a zip file containing a manifest and the application materials for that candidate. PDF option will download a single PDF file containing a manifest and the merged application materials for that candidate.)

B) To download materials for all or a large set of applicants, choose the Batch Download Manager option. Then follow the steps to use filters to select the desired set of candidates and choose the option for downloading materials:

• All current files – will download a zip file with a folder for each candidate containing a manifest and that candidate’s application materials.
• All files (current and deprecated) – will download a zip file with a folder for each candidate containing a manifest and all files a candidate uploaded, including ones that were subsequently replaced.
• Applicant metadata spreadsheet – will download an excel spreadsheet with metadata, contact information, other (optional) demographic information, and application files fulfilled for the result set of applicants.
• Merge all docs into a single PDF – will download a single PDF file per applicant containing a manifest and all merged application materials for that applicant.