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Liaison

Managing Interviews

Video Overview

Overview

WebAdMIT for AMCAS allows you to create and assign Interviews for reviewers. Interviews appear on a user's Dashboard until completed.

Once interview types are created, they can be enabled in the Applicant Gateway; applicants can then select interview dates and times.

Creating Interview Types

  1. Using the Menu Bar, open the Management panel, then click Interviewing.

    interiewing-menu.png
  2. Click New Interview Type.

    new-interview-button.png
  3. Enter a name and select the associated programs. If you don't select programs when you create your Interview, your template is marked as deactivated. Once you reactivate it, the template will automatically have all programs selected. Additionally, if you deselect all remaining activated programs, the template is marked as deactivated.
  4. Add schedule information, if applicable. When adding schedule information, use the add icon to add dates and times. Additionally, if applicable, select a Maximum Seat number. This prevents you from over-assigning this date/time.

    add-interview-times.png
  5. Select if you want to use locations. This allows you to record where Interviews take place, such as Room 121B or North Campus.

    interview-setup.png
  6. Select if you want to use questions. If adding questions for the reviewer, enter a question name. This can be used to indicate what items should be reviewed. Then indicate if you want to use scores and/or comments with the questions. Additionally, select whether the question is active.

    assignment-questions.png
  7. Select if you want to use overall scores. If adding overall scores when using questions:
    • Select Average of Questions to provide an average score across all question scores.
    • Select Sum of Questions to provide a sum of all question scores.
    • Select Enter by User to allow the user to enter a score; use this option if you are not using questions or if the overall score is not a direct calculation of the questions.

      overall-scores-assignment.png
  8. Select if you want to use overall comments. Allowing Overall Comments enables a text box for reviewers to enter comments.
  9. Select if you want to use overall remarks. If adding overall remarks, enter the items that you want to appear in a drop-down list for users.

    overall-remarks-assignment.png
  10. Enter instructions if desired, then click Submit.

If you deactivate an Interviewing template after it has been assigned and/or completed for applicants, all instances of the template are removed from the Interviews panel on the Applicant Details page. If you reactivate the template, all information including any completed fields reappears on the Applicant Details page.

Working with Interviewer Availability

WebAdMIT allows you to configure which time slots are available for each user to conduct Interviews.

  1. Using the Menu Bar, open the Management panel, then click Admissions Users.

    admissions-users-menu.png
  2. Click the calendar icon for the applicable user. Note that this icon only appears if Interviews were created/enabled, and availability cannot be edited for previous cycles.

    admissions-users-interview-availability.png
  3. Click the pencil icon for the applicable Interview type.

    interview-availability-page.png
  4. Select the days and times the user is available to conduct Interviews, then click Submit.

    editing-availability.png

The user becomes grayed out for any dates/times that are unchecked here.

Assigning Interviews

Assigning Individual Interview Types

  1. To assign an interview to an applicant, go to the applicant's Interviews panel and click New Interview (note that applicants can also use the Applicant Gateway to select an interview date and time.)
  2. Select the Interview type and date/time.
  3. Assign an Interviewer and location and click Submit. To select multiple interviewers, press and hold down the control key (Command on Mac) while selecting the applicable Interviewers. Only the Interviewers available on this date/time are visible in the drop-down list.

Assigning Multiple Interview Types to a Single Applicant

You may also assign multiple Interview Types at once to an individual applicant. To do so:

  1.  Go to the desired applicant's Interviews panel and click Schedule Multiple Interviews.

    multiple-interview-button.jpg
  2. On the Schedule Multiple Interview Types page, select your desired Interviews, Dates & Times, Locations, Interviewers, and applicable Programs. Then click Next.

    multiple-interview-screen-2.jpg
  3. If you've selected multiple interviewers, a window appears allowing you to designate which of the selected interviewers will handle each interview.

    mmi-interviewer-select.jpg

When assigning multiple Interview types using this method, remember:

  • The Interview types listed are all interview types you have access to.
  • The dates, times, and locations displayed are those that exist for all Interview types chosen.
  • You can only pick Interview slots that have available seats.
  • You're not required to pick a date/time, interviewer, or location. If desired, you can return to the applicant later to make those selections.
  • The same interviewer cannot be assigned to more than one interview type. Scheduling an interviewer for different interview types can be done by assigning the interviews without using the Schedule Multiple Interviews button, or by returning to the applicant and using the edit pencil to adjust the interviewers as desired.

Assigning Interviews in Batch

If you need to dispense several Interviews at once, this can be accomplished through List Actions, Search Actions, and Clipboard Actions. To do this:

  1. Navigate to your desired Search, List, or Clipboard.
  2. Click Search Actions (or List Actions, or Clipboard Actions where applicable) and select Interview Checked Applicants.

    batch-interview-2.jpg
  3. Select which Interview Type you want to assign, and which users you want to assign to complete the Interview. If desired, you can select multiple users. To do so, press and hold down the control key (Command on Mac) while selecting the desired users. Lastly, select which programs this Interview should apply to, and click Submit.

You can also assign multiple Interview Types at once by selecting Schedule Multiple Interview Types to Checked Applicants.

multiple-interview.jpg

Then, follow the steps listed above to assign the Interviews as desired. Since Interviews are enabled for applicants based on the program they applied to, an Interview type only displays here if it is available to all of the included applicants. WebAdMIT Administrators may check the Interview settings to confirm what programs each Interview type is enabled for.

Note that if the applicants included in a batch Interview-assignment outnumber the available seats for a given date/time slot, that date/time slot is grayed out to prevent overbooking. If an Interview Type is created without a maximum seat number, the Seats Open field shows N/A. This means an unlimited number of applicants can be assigned to that date/time slot.

Date and Time Interview selection old UI.jpg

Submitting Interview Results

Once an Interview has been assigned, you will have an Interviews panel on your Dashboard. Clicking the applicant's name takes you to the Applicant Details page, where the Interview results can be submitted.

interview-panel.png

  1. To complete an Interview, click Submit Results from the Interviews panel.

    submit-results-interview.png
  2. Enter scores and comments, where applicable. If scores are enabled, the individual score field is required. Depending on the Interview's configuration, overall scores are calculated by a sum or average of the question scores, or they can be entered independently by the interviewer.

  3. Enter overall comments and overall remarks, then click Complete Interview to submit your responses or Save without Completing to save your input for future edits.

Updating Completed Interviews

If you have the View Other User's Assignment/Interview Results permission enabled in your Work Group, you can view the results of other user's completed Interviews. If you have the Manage Assignments and Interviews permission, you can edit completed Interviews.

  1. To update a completed Interview, navigate to the Interview and click the Date link.

    update-completed-interview.png
  2. Edit the Interview, then click Update Results.

    update-interview-results.png

Searching for Interviews

If you have the View Other User's Assignment/Interview Results permission enabled in your Work Group, you can view the results of other user's completed Interviews. If you have the Manage Assignments and Interviews permission, you can edit completed Interviews.

  1. To update a completed Interview, navigate to the Interview and click the Date link.

    update-completed-interview.png
  2. Edit the Interview, then click Update Results.

    update-interview-results.png
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