Create and Manage Position and Application Statuses

If permissions allow, Administrators and Committee Managers can create position 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.

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 Faculty Search.

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.  

Creating and managing position statuses:

1. Select "Administration" from the left hand navigation bar

From your Account Dashboard, click "Manage" and select "Administration"

2. Make sure you are editing settings for the correct unit

The settings you make on this page apply to the unit displayed at the top left of the page. Click the drop down menu to select another unit.

The changes you make here will apply to the current administrative unit, but you can also disable the creation of position statuses for lower units, and send statuses or the set of application statuses down to lower units.

Check to make sure you are editing settings for the correct unit or position

3. On the "Statuses" tab, look for the "Position Status" section at the top of the page

If position status is disabled by a higher unit, you will see a notice that changes to position statuses have been locked by a higher unit, as shown below:

4. Click "Actions"

The "Actions" menu and the option to enable or disable position status creation will not appear if an Administrator of a higher administrative unit has disabled position status creation.

5. Select "Add new status"

6. 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. Click "Save" to apply the changes.

Enter the status name and indicate the permissions associated with the status

7. Once you have created a status you will have the option to make that status available to lower administrative units

To send the entire set of position statuses down to lower units:

NOTE: When you send the new set of statuses to lower units, you will replace any statuses they have created.

1. Click "Action" and select "Send statuses to lower units"

2. Confirm that you want to replace any statuses the lower units have created

To enable or disable position status creation for lower administrative units, click the radio button:

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

To edit existing position statuses:

1. Click the edit pencil next to the status

2. Make your edits and click "Save"

Creating and managing application statuses:

The processes for creating and managing application statuses is the same as position statuses above.

1. Select "Administration" from the left hand navigation bar

From your Account Dashboard, click "Manage" and select "Administration"

2. Make sure you are editing settings for the correct unit

The settings you make on this page apply to the unit displayed at the top left of the page. Click the drop down menu to select another unit.

The changes you make here will apply to the current administrative unit, but you can also disable the creation of application statuses for lower units, and send application statuses or the set of application statuses down to lower units.

Check to make sure you are editing settings for the correct unit or position

3. On the "Statuses" tab, scroll down to "Application Status"

If position status is disabled, you will see a notice that changes to position statuses have been locked by a higher unit, as shown below"

4. Click "Actions"

The "Actions" menu and the option to enable or disable application status creation will not appear if an Administrator of a higher administrative unit has disabled position status creation.

5. Select "Add new status"

6. Enter the status name, set whether or not applicants can update application materials, and view the status when it is applied, and click to save

Enter the status name and set whether or not applicants can update application materials, and view the status when it is applied

7. You will be given the option to provide this status for any units that are below the unit you are editing

To send the entire set of application statuses down to lower units:

When you send the new set of statuses to lower units, you will replace any statuses they have created.

1. Click "Action" and select "Send statuses to lower units"

Confirm that you want to replace any statuses the lower units have created

To enable or disable application status creation for lower administrative units:

Click to disable or enable status creation

When disabled, units below cannot create, edit or delete statuses, but you can still create and edit statuses for the current unit.