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Create and Manage Position and Application Statuses

If permissions allow, Administrators and Committee Managers can create positions and application statuses in the program. Position statuses such as Accepting Applications or Under Review indicate the current state of a position in the search process and can be used to set permissions for committee members and applicants. Application statuses such as Longlist, Shortlist, or Removed From Consideration indicate where an individual application is in the review process and can be used to set permissions for applicants. Position and application statuses are created and controlled on the Statuses tab of the Administration page of Faculty Search (FS). When creating or editing statuses a user has the option to enable or disable the ability to create position and/or application statuses for all administrative units below the unit they are currently editing. Users also have the option of making the position and application statuses they create available for units below the unit they are currently editing. Finally, Administrators can choose to send the entire set of position statuses down to administrative units that are lower in the hierarchy. This article explains how to create and manage position and application statuses in FS.

 

Note that the option to create statuses may appear as locked if an Administrator from a higher unit has disabled position and/or application status creation.  

 

Position Statuses

The process for creating and managing Position Statuses is the same as the process for Applications Statuses, but the actions must be done under the Position Status section on the Statuses page.

 

Create

1. Navigate to Statuses under Administration

Navigation: Administration > Statuses

  1. Click Administration on the navigation bar.
    Administration selected under Faculty Search
  2. Ensure the desired unit is selected under Settings for: at the top of the page.
    Settings for section with dropdown shown
  3. Ensure the Statuses tab is selected.
    Statuses selected at the top of the navigation

    If position status is disabled by a higher unit, a notice will appear saying “Changes to position statuses have been locked by [a higher unit]”

     
 
 

2. Add new status

  1. Select Add new status from the Actions dropdown adjacent to the Position Status section.
    Add new status selected under the Actions dropdown adjacent to Position Status
  2. Enter the status Name and indicate the permissions associated with the status.
    • Set permissions by indicating whether Evaluators can review applications, applicants can update materials, and applicants can view the status when it is applied to a position.
  3. Click Save when finished.
  4. The Confirm dialog box will appear asking if it is desired to make that new status available to lower administrative units. Click Yes or No.
 
 
 
 

Edit

1. Navigate to Statuses under Administration

Navigation: Administration > Statuses

  1. Click Administration on the navigation bar.
    Administration selected under Faculty Search
  2. Ensure the desired unit is selected under Settings for: at the top of the page.
    Settings for section with dropdown shown
  3. Ensure the Statuses tab is selected.
    Statuses selected at the top of the navigation

    If position status is disabled by a higher unit, a notice will appear saying “Changes to position statuses have been locked by [a higher unit]”

     
 
 

2. Edit position status

  1. Click the Edit (pencil) icon adjacent to the desired status under the Position Status section.
  2. Make desired changes.
  3. Click Save when finished.
 
 
 
 

Send to Lower Units

When choosing to send an entire set of position statuses down to the lower units, any statuses already created at the lower units will be replaced.

 

1. Navigate to Statuses under Administration

Navigation: Administration > Statuses

  1. Click Administration on the navigation bar.
    Administration selected under Faculty Search
  2. Ensure the desired unit is selected under Settings for: at the top of the page.
    Settings for section with dropdown shown
  3. Ensure the Statuses tab is selected.
    Statuses selected at the top of the navigation

    If position status is disabled by a higher unit, a notice will appear saying “Changes to position statuses have been locked by [a higher unit]”

     
 
 

2. Send statuses to lower units

  1. Select Send statuses to lower units from the Actions dropdown adjacent to the Position Status section.
    Send statuses to lower units selected under the Actions dropdown adjacent to the Positions Status section
  2. Click Yes to confirm decision.
 
 
 

Enable/Disable Creation

1. Navigate to Statuses under Administration

Navigation: Administration > Statuses

  1. Click Administration on the navigation bar.
    Administration selected under Faculty Search
  2. Ensure the desired unit is selected under Settings for: at the top of the page.
    Settings for section with dropdown shown
  3. Ensure the Statuses tab is selected.
    Statuses selected at the top of the navigation

    If position status is disabled by a higher unit, a notice will appear saying “Changes to position statuses have been locked by [a higher unit]”

     
 
 

2. Enable or Disable

Select the Enable or Disable Position Status Creation radio buttons under the Position Status section based on desired action to take.
Enable Position Status Creation and Disable Position Status Creation radio buttons below the Position Status section

When disabled, units below the current administrative unit cannot create, edit or delete statuses.

 
 
 
 
 

Application Statuses

The process for creating and managing Position Statuses is the same as the process for Applications Statuses, but the actions must be done under the Position Status section on the Statuses page.

 

Create

1. Navigate to Statuses under Administration

Navigation: Administration > Statuses

  1. Click Administration on the navigation bar.
    Administration selected under Faculty Search
  2. Ensure the desired unit is selected under Settings for: at the top of the page.
    Settings for section with dropdown shown
  3. Ensure the Statuses tab is selected.
    Statuses selected at the top of the navigation

    If application status is disabled by a higher unit, a notice will appear saying “Changes to application statuses have been locked by [a higher unit]”

     
 
 

2. Add new status

  1. Select Add new status from the Actions dropdown adjacent to the Application Status section.
    Add new status selected under the Actions dropdown adjacent to Application Status
  2. Enter the status Name and indicate the permissions associated with the status.
    • Set permissions by indicating whether applicants can update materials or applicants can view the status when it is applied to a position.
  3. Click Save when finished.
  4. The Confirm dialog box will appear asking if it is desired to make that new status available to lower administrative units. Click Yes or No.
 
 
 
 

Edit

1. Navigate to Statuses under Administration

Navigation: Administration > Statuses

  1. Click Administration on the navigation bar.
    Administration selected under Faculty Search
  2. Ensure the desired unit is selected under Settings for: at the top of the page.
    Settings for section with dropdown shown
  3. Ensure the Statuses tab is selected.
    Statuses selected at the top of the navigation

    If application status is disabled by a higher unit, a notice will appear saying “Changes to position statuses have been locked by [a higher unit]”

     
 
 

2. Edit position status

  1. Click the Edit (pencil) icon adjacent to the desired status under the Application Status section.
  2. Make desired changes.
  3. Click Save when finished.
 
 
 
 

Send to Lower Units

When choosing to send an entire set of application statuses down to the lower units, any statuses already created at the lower units will be replaced.

 

1. Navigate to Statuses under Administration

Navigation: Administration > Statuses

  1. Click Administration on the navigation bar.
    Administration selected under Faculty Search
  2. Ensure the desired unit is selected under Settings for: at the top of the page.
    Settings for section with dropdown shown
  3. Ensure the Statuses tab is selected.
    Statuses selected at the top of the navigation

    If application status is disabled by a higher unit, a notice will appear saying “Changes to application statuses have been locked by [a higher unit]”

     
 
 

2. Send statuses to lower units

  1. Select Send statuses to lower units from the Actions dropdown adjacent to the Application Status section.
    Send statuses to lower units selected under the Actions dropdown adjacent to the Application Status section
  2. Click Yes to confirm decision.
 
 
 

Enable/Disable Creation

1. Navigate to Statuses under Administration

Navigation: Administration > Statuses

  1. Click Administration on the navigation bar.
    Administration selected under Faculty Search
  2. Ensure the desired unit is selected under Settings for: at the top of the page.
    Settings for section with dropdown shown
  3. Ensure the Statuses tab is selected.
    Statuses selected at the top of the navigation

    If application status is disabled by a higher unit, a notice will appear saying “Changes to application statuses have been locked by [a higher unit]”

     
 
 

2. Enable or Disable

Select the Enable or Disable Application Status Creation radio buttons under the Application Status section based on desired action to take.
Enable Position Status Creation and Disable Position Status Creation radio buttons below the Application Status section

When disabled, units below the current administrative unit cannot create, edit or delete statuses.