| The main LIST page|
The "List" option will bring up a window similar to the one below as its first, main window.
Let's take a look at the features offered on this page, starting from the top, going down:
- The *Links* listed in the Mathjobs.Org header are all the actions/options available to you as the departmental MathJobs administrator. The first link is "List", which would just reload the List page you are on right now. The other links would take you out of List and into the option associated with the link selected.
If you do not have any applications for your job(s) yet, or if you haven't listed any jobs yet, the Application List area will be blank. Once you have applicants for your job(s), they will appear in this list and the following documentation may assist you. Later, when you mark your jobs as "finished" the names of applicants for those positions will no longer appear on this list.
Clicking on a letter in the alphabet listing under the Application List header will create a list of only those applicants whose last name begins with that letter. Clicking All places the current application set all on one long screen.
To the right of the alphabetic selection, you will see the acronyms you've assigned to your job listings. (e.g., Research Asst. Professor might be "RAP"). Initially, all your job acronyms will appear as bright green. Clicking on one or more of them will make the acronym show as gray and only applicants for the remaining jobs will appear on the list. To see applicants for one position only, make sure only that acronym is selected in bright green and all the others show as gray.
Clicking on one of the column headings: Name, Received, LastUpdated, Degree, Year, Source, Research will re-order your applicant list based on the alpha or numeric ordering of the column. Using the x hides a column. By clicking on the <<<< by the Name column heading, you can recall those columns to your applicant list.
To print, update, or process an application, click on the name of the applicant, in the Name column. This will bring up a window, which is documented below.
Once all required items have been received for an application, check the box in the Complete? column and click on the Submit button at the button of the page.
| Printing, Processing, and Updating your applications|
- In the first row of data, directly below the applicant's name, you'll see links for Reload, PDF, All, and Edit.
- Reload will reload the page anew, undoing any selections you've made.
- PDF will bring up the applicant's AMS cover sheet in PDF format. Here you will be able to print it out by selecting File | Print...
- All will bring up all the applicant's materials - AMS cover letter, portfolio items, and reference letters in PDF format. Here you will be able to print it out by selecting File | Print...
- Edit will bring up the AMS cover sheet for the applicant. You will be able to edit any of these fields. Refer to the Applicant's AMS cover sheet documentation for details.
- There is no way to print a full set of applications at once. To download a large set of PDF's, use the snaps page.
- Approximately halfway down the page you'll find Position(s) applied. In the rare event that an applicant asks you to withdraw an application (normally applicants perform that function themselves) you can de-select a position on this screen.
Now let's examine the lower half of this form, similar to the screen below:
- The References section is the next item. When reference letters have not been received online (yet), there will be a checkbox with Received?. Check the box to indicate that you have received the item.
Once a letter has been received online from the reference letter writers, a date of receipt will appear and you can view and print the item received.
- If you see a checkmark before the reference's name, this means that this person has agreed to be a reference. If you see (teaching) at the right of the reference's information, this means that this person is a teaching reference.
- In the box to the right of a listed reference, the first link will refer to the actual submitted reference letter and the format it was submitted in. This reference letter format link could be Word, PDF, PostScript, DVI, GIF, JPEG, LaTeX, TeX, RTF, HTML, or TEXT.
- PDF will bring up the same document in PDF format.
- The Processed? checkbox is where you can indicate that you have taken the necessary steps to complete initial processing at your institution. There is no system-wide definition for this; use it as you like.
- Mark the Complete? checkbox if all the required material has been received for that applicant. The Complete? notation also appears on the Application List (documented above).
- The Received Material section is toward the bottom of the page. When items have not been received online (yet), there will be a checkbox with Received?. Check the box to indicate that you have received the item. For each position applied for, the materials will be listed to the right of the position's acronym designation.
- To the right of a listed item, the first link will refer to the actual submitted material and the format it was submitted in. This item format link could be Word, PDF, PostScript, DVI, GIF, JPEG, LaTeX, TeX, RTF, HTML, or TEXT.
- PDF will bring up the data in PDF format, where you can easily read or print it.
- The very last item, Staff Log, is where staff can keep notes about the progress of the application. Once written and submitted, the note will appear in this area, with the date and username automatically appended. A new, blank Staff Log box will appear, ready for the next note. For example, if the user with email address email@example.com submits the following log note "Called applicant", the note will appear as
- 2011/10/30, jsmith; Called applicant.
The old note sits above the box and may be made viewable to faculty by checking "fac view" or deleted by checking "del" and submitting the screen.
If you are tracking paper folders, you may use the last box to indicate which faculty member has taken the folder, and use the "check in" box (which will appear later) to check the folder back in.
Lastly, one individual application can have special access set, in special circumstances like a personal conflict. Normally, access control is set on the Config Screen.