Administrators (Group Managers) FAQ's
| Setting passwords and
How do I let other faculty and staff get into Mathjobs?
NEVER share your identity with a colleague; each user must
have their own login. The original group manager can create all other group manager
and faculty identities. Remember that group managers and faculty have different
choices and utilities in Mathjobs. Any group manager can use the "AsFac" link on the Admin menu to switch to faculty mode.
As group manager you can provided access for your department faculty by opening the
Config screen and scrolling down to the box entitled
List of email addresses and passwords of faculty who can
review all job applications to your job postings. To add new group managers,
enter those identities in the box above that, called Enter
email addresses and passwords of Group Managers.
You can either assign passwords
emailaddress : : newpassword
and submit the screen (if you assign the passwords, be sure to encourage your faculty
members to change it to something of their choosing when they first access
OR, you can let mathjobs set the password. To let the system set the password
emailaddress : :
then submit the screen. Mathjobs will automatically email a password to the faculty
In either case, when you next return to the Config screen you will see that the
password has encoded itself and now sits between the two colons. The password will never be viewable again; if problems develop, assign a new password using the instructions above.
Can I limit which applications a faculty member can see?
Yes, it is
possible to limit access to job applications by some or all of your faculty. Click
on this link:
and scroll down to number 3. This will provide you with all the information you need
to set access permissions for faculty access to job applications. Full access is the default already set in your account. IF all faculty in
your faculty box should have unlimited access, please do not use the limit access
How do I post a job?
Use the NewJob
function on the admin menu. Note that there is a section on your Config screen where
certain questions can be set up for ALL of your job listings. Use the question section of the job screen for questions that only apply to that job.
How do I edit a job posting?
Log in as a group manager and go to
JOBS. Next to each job is an EDIT button. That takes you to the job entry screen.
Make any changes, and submit.
NEVER edit an old posting to use it again in the current
year, this will keep all old applicants in place. If needed, you can
DUPLICATE an old listing to create a new job listing.
How do I change my job listing and/or job deadline date?
Jobs, and click the edit button for that job. Then scroll down to either List this job or Deadline,
change the date(s) and hit submit.
Note there are three date boxes on each job screen:
List this job shows the dates between which you want
this job to be visible to applicants. This controls when the ad is seen publicly.
Deadline shows the last date a new application should be
submitted through Mathjobs (plus a box right there which you should only check if you
DO NOT want late applications).
Can I send email to all the applicants who have applied for a job all at
Yes, just go to the Mail function in
the Admin menu (you must be logged in as a group
manager). In the Query section of that screen select
the appropriate criteria. After selecting the recipients, you type in your message
and send. Separate emails are sent to each. Previously sent messages are saved at
the bottom of the screen.
How do I get all applicants to answer a question when applying?
Use the Ask Applicants this question boxes on the Config screen, being sure to checkmark them. A question suitable for one job only should be asked on the job entry screen.
How do I use the Required Material box?
First of all, remember
that the text of your ad is the place to notify applicants about your requirements.
The boxes in Required Materials should only be used for
separate documents that need to be individually entered into Mathjobs. So it would
be inappropriate to enter an item such as (Be sure all materials are received by
November 12) since that, itself, is not a document that an applicant can upload to
satisfy the requirement.
NEVER ASK FOR THE COVERSHEET because that is already included in every applicant
account. You will always see the coversheet each time you click on an applicant
In the Required Materials box:
- the check box means yes, require this item
- the number means the minimum you require for that item. 0 (zero) means they MAY submit some of that item but it is
not required, and a + (plus sign) after your number means that you are giving a
minimum but will allow additional uploads.
- If you do not want any of a certain item named in the list, simply do not
- If you need an additional document name, just type it in to an empty box and
checkmark that line. NEVER ask for the coversheet.
- OnLine and PostalMail
refer to whether you expect the item to be submitted through Mathjobs (that is
normal) or sent, for some reason, by postal mail instead. If you want something by
postal mail, be sure you have given a mailing address in the text box that contains
the complete job description.
- Writers contact info only refers to a case where
you are NOT asking for reference letters at this time (for instance, a more senior
position) but you need contact info in order to be able to contact the reference
How do I download/export data?
Download data onto your own computer
in two ways:
- Labels is where you select fields for
downloading onto your own computer, for use in producing labels, lists or merge
letters from your own software.
- Snaps allows
you to download, in one zip file, all current application materials. You can store
this large file on your own computer system for safekeeping or viewing. It's best to
do a snapshot when the hiring is done and you need to store a record of the
applications for a few years. The screen will tell you when previous snapshots were
taken. Snapshots CANNOT be made a year or two later; you need to take them when the
job is current, before applicants have a chance to delete materials.
| EOE Data|
EOE data can be collected by
marking the EOE question on the CONFIG screen at the time the job is posted. Applicants will be asked the questions that appear in the box. These questions can be edited by someone who understands some basics of perl scripting and follows all the rules mentioned there. The EOE data collected is available, in summary form, to group managers. To create special access for an institutional EOE officer, a login identity can be created in the box List of email addresses which can access raw EOE
data When that person logs in, fuller data will be available. Questions about using the EOE functions should be sent to Mathjobs.org or call 800-321-4267 ext. 4105 or 4124.
| Applicant list and
How do I search/sort this list?
Any column heading can be clicked
to sort by that column. For more sophisticated searching, use the SEARCH feature on
the menu to create and save specific searches. These search
filters will then start appearing as options on your List.
What does the + sign next to an applicant name mean?
click on the + sign next to an applicant name, it opens a text box which allows you
enter comments regarding the applicant.
What does the + sign next to a reference writer name mean?
you click on the + sign next to a reference writer name, you are able to upload a
scanned reference letter.
What can I do with a paper application, or reference letter?
paper applications come in, use the NEW APP form to
enter an email into the Mathjobs system and generate an email message which will
advise the applicant to go to Mathjobs and apply there. You can see any names you
already entered, and their status, by looking at the No
Cover list under the ADMIN menu.
When you receive a paper reference
letter, you can scan the letter and upload it into that applicants file. Be sure to
set the scanner to black & white, and use a fairly low resolution. Always enter
reference letters onto the proper line for that writers name; use the green + button
to pull up the upload screen. After uploading, the pdf of the document should show
in that line. Applicants cannot access any document that you put into the reference
section. If you do not need to scan and upload the letter, you may want to just
mark it as received.
What does Processed and Complete mean on
Processed can be automatically
marked when you use the Labels function. Otherwise, the group manager can mark these
two columns as they like.
My job is now finished; where did my LIST go?
control the status of each job by using the status line at the bottom of each job
- Current the correct setting for a
job where you are accepting applications, or still reviewing applications. Deadlines
and public-display dates are set using the date fields mentioned above.
- Withdrawn rarely used; appropriate for a short-lived job
posting which received some applications before you had to stop your search.
- Filled this shows a Filled status to all who see
the job listing, but your LIST remains in place. Appropriate for the period after
hiring, while some contact and record storage is still needed.
- Finished the normal status after the hiring is complete. The
LIST for that job will no longer be accessible on the list screen. A job listing
which is six months past its deadline or six months past the list until date (whichever is earlier) will roll
automatically to Finished status.
- Deleted (danger!)
-- almost never used, this is appropriate only for a listing that was created in
error and received no applications.
Are the faculty seeing the same screens that a group manager sees?
Not exactly. Use the AsFac choice on the Admin menu to
see what the faculty view is like. Faculty cannot access the Config screen, or
change any job listings. They have extra options for ranking applications.
Call AMS staff at 800-321-4267, ext, 4096 or ext.