Understand the ins and outs of posting academic positions using the AHIRE application. Recruitment for DOF positions (faculty and academic professionals) is managed by each individual department, program, the Art Museum, or the University Library. Please contact us by email or at 609-258-8989 if you have any questions or need assistance. Access AHIRE All postings for academic positions at Princeton are listed on AHIRE, our customized academic hiring application site. To login to the system as an administrator/reviewer, go to: AHIRE Login for Managers and Academic Reviewers How-To, Step-by-Step Guides, and Videos The following list contains step-by-step instructions, videos, and quick reference cards that cover how to use the AHIRE system. Adding A New Listing Accessing AHIRE Log in to the AHIRE Application. Depending on your role, you will see either all listings or just listings for your department. If you see no listings, click 'Show Only My Listings.' Adding a New Listing On the listings page, click 'Add New Listing.' Begin entering all of the information for this listing (required fields are marked with a red asterisk): Job Code – choose a job code from the drop down. Position Title – this gets defaulted from the job code chosen but may be changed and entered as a functional title. Description – enter the approved job description. You may cut and paste into this field. Job description is displayed at the top of the page once an applicant clicks 'Apply.' Position Category - choose from the drop down. For visiting positions, choose 'Other.' Department – choose from the drop down. This is the department that owns the listing. Department / Org Override Label – this gets defaulted to the department chosen but may be changed to whichever program/department will have oversight of the position. PPPL Listing – check this box if PPPL listing. Support Email – enter whom to contact for assistance with this listing. Send Email From – automated emails for this listing will be sent from this email address and undeliverable email will be returned to this address. External URL (for external listings) – if the application process is hosted by an external site (namely MAT and ECO), you would enter the site here. Please leave blank if applicants will not be applying via an external discipline site. Listing Start Date – (MM/DD/YYYY) the date on which this listing will become visible to the general public. Applications cannot be submitted before this date. This may be left blank. Expiration Date – (MM/DD/YYYY) the last day this listing will be visible to the general public. Applications cannot be accepted after this date. Typically listings are posted for one (1) calendar year. Disability Accommodation Contact – these fields are defaulted to DOF. Ratings – check box for ‘Ratings Enabled,’ allows reviewers to rate applications, hide ratings from others: - ratings are not visible to other reviewers. Ratings Categories – specify the categories for which a candidate should be rated, click 'Add Category,'. Enter category. To remove, click 'Remove.' Comments – check box to enable comments. If allowing comments, check box to hide comments from others, this restricts reviewers from viewing comments from others. References Required – enter the minimum number of references an applicant is required to provide. References Allowed – enter the maximum number of references an applicant is allowed to provide. Reference Notification Method – choose from the drop down, automatic or manual. If electing automatic, referees will be notified to upload letters. Referees will be notified automatically based on the reference notification deadline days. If electing manual, contact information will be submitted but the hiring manager/department will need solicit the references. This may also be done via the system at a later point in the search. Application Completion Deadline Days – specify the number of days after their initial submission that an applicant may have to modify his/her application. Reference Modification Deadline Days – specify the number of days after initial submission that an applicant may modify reference information on his/her application; this number can be smaller than the application modification deadline. This deadline will trigger automatic emails if notification method is automatic. Check box to ask for advanced degree information, check box to require advanced degree information, check box to ask for current affiliation information, check box to ask if applicant is currently employed at Princeton University, click box to ask for link to representative video of talk, performance, teaching demonstration etc. Areas of Interest – check box to ask for a primary area of interest, check box to ask for a secondary area of interest. Documents – specify documents required from applicants. Click 'Add Document,' choose from the drop down, check box 'Required' if document is required, check box 'Search Admin Only' to hide the document from applicants. If you select 'Other,' the label that you provide will be used on the application form. Only listing administrators will be able to add these documents to an application. Custom Questions - enter a question to be asked of all applicants on the application form, check optional or required. Email and Page Template Customization – to customize emails. Please note that these may not be edited after submission for approval to post. Click 'Save and Send for Approval' for submission to DOF approver. It is possible to 'Copy' an existing listing. Click on the listing you wish to copy in blue under the positions column. Click 'Copy This Listing.' You are now able to edit this copied listing and 'Save and Send for Approval.' Video Link: Add a New Listing Video Printable document: AHIRE Quick Reference Card: Add New Listing Dispositioning Candidates Accessing AHIRE Log in to the AHIRE Application. Depending on your role, you will see either all listings or just listings for your department. If you see no listings, click ‘Show Only My Listings.’ How to Disposition an Applicant On the listings page, click on the blue numbered ‘Applications’ link under the application column of the position you wish to review. On this screen you may disposition the applicants by batch. Click on an individual applicant’s name or check ‘Select All.’ Click ‘Apply Dispositions by Batch,’ choose a disposition from the drop down, click ‘Apply.’ You may also modify the disposition for an individual applicant directly from the applicant’s page. On the listings page, click on the blue numbered ‘Applications’ link under the application column of the position you wish to review. Click on the name of the applicant whose disposition you wish to modify. From the modify disposition drop down, choose the disposition, then click ‘Save Disposition.’ In addition, you may change the disposition from the individual applicant’s page by clicking on the ‘Admin’ tab. Choose the disposition from the drop down, then click ‘Save Disposition.’ You may also view the disposition history for the applicant on this tab. Video Link: Dispositioning Candidates Video Printable document: AHIRE Quick Reference Card: Dispositioning Candidates Bulk Emails Accessing AHIRE Log in to the AHIRE Application. Depending on your role, you will see either all listings or just listings for your department. If you see no listings, click ‘Show Only My Listings.’ How to Send Bulk Emails for a Listing On the listings page, choose one of your listings in blue under the position column by clicking on the position title. This will be the position for which you will be sending bulk emails. The listing is now displayed with tabs. Click the ‘Bulk Emails’ tab to edit emails you wish to send to candidates. There are three options for bulk emails: (a) Email all applicants missing recommendations. Review all applicants that do not have all recommendations completed. When you created the listing and if you selected that referees would be asked to provide letters automatically by the system (vs. manually), you may send reminders via this method. To send a reminder email to all applicants missing letters, decide if you will show the referee name and then select ‘Send Email.’ The applicant will receive the email and be able to follow up with his/her referees. (b) Email all references who have not sent recommendations. Review a list of all references that have not yet responded to the request for a recommendation. Please review the list and select those that you would like to email. When you created the listing and if you selected that the referees would be asked to provide letters automatically by the system (vs. manually), you may send reminders via this method. To send a reminder to all referees who have not yet provided letters, click on ‘Send Email.’ (c) Email all letters of rejection. Review all applicants whose candidacy for the position is no longer active. Please review the list and select those you would like to email (applicants in the list are checked by default and may be unchecked). Certain fail-safes are established for specific disposition codes so that those hired or offered will not receive a rejection. Video Link: Bulk Emails Video Printable document: AHIRE Quick Reference Card: Bulk Emails User Permissions Accessing AHIRE Log in to the AHIRE Application. Depending on your role, you will see either all listings or just listings for your department. If you see no listings, click ‘Show Only My Listings.’ How to Apply Permissions For A Listing On the listings page, choose one of your listings in blue under the position column by clicking on the position title. This will be the position for which you will be applying permissions. The listing is now displayed with tabs. Select the ‘Permissions’ tab. Permissions set on this screen apply to this particular listing only. Depending upon your own security role, you may add permissions for the following roles: (a) Listing Admin – someone to assist in managing all aspects of a particular listing. Click ‘Add Person,’ ensure correct role and enter the NetID of the user you wish to add, click ‘Submit’. To delete a user from a permission click ‘Unassign’ next to the NetID to be unassigned, you will be prompted to ‘Unassign’ the user, click ‘Unassign’ or ‘Cancel’ to complete the process. (b) Reviewer – will have read-only access to all applicant information. This role is for faculty and other members involved in the search to review applicants. Click ‘Add Person,’ ensure correct role and enter the NetID of the user you wish to add, click ‘Submit’. (c) EEO Administrator – this is your search officer who can view EEO Reports. This role will be populated by the Office of the Dean of the Faculty. If changes or updates need to be made, please contact us. (d) Alternate Reviewer – will have read only access to all applicant information. This role is for other users involved in the search to review applicants. This role cannot view comments or references. Click ‘Add Person,’ ensure correct role and enter the netID of the user you wish to add, click ‘Submit’. Video Link: User Permissions Video Printable document: AHIRE Quick Reference Card: User Permissions Sorting Lists Accessing AHIRE Log in to the AHIRE Application. Depending on your role, you will see either all listings or just listings for your department. If you see no listings, click ‘Show Only My Listings.’ How to Create Sort Lists for a Listing On the listings page, choose one of your listings in blue under the position column by clicking on the position title. This will be the position for which you will be creating sort lists. The listing is now displayed with tabs. Select the ‘Sort Lists’ tab. Sort lists allow reviewers to group applications as they narrow their search. To add a sort list, click ‘Add Sort List’. Enter a ‘Label’ for the list (required), a ‘Description’ (required), and a sort order (required – the list will sort multiple options). Included is a check box to restrict sort lists to posting admins only (optional). When you have finished creating sort list, click ‘Save’. Note that you can create multiple sort lists. Once created, a sort list can be edited or deleted. To edit the sort list, click the ‘Edit’ button to the right of the list name. To delete the sort list, click the ‘Delete’ button and follow the prompts. Video Link: Sorting Lists Video Printable document: AHIRE Quick Reference Card: User Permissions Running Reports Accessing AHIRE Log in to the AHIRE Application. Depending on your role, you will see either all listings or just listings for your department. If you see no listings, click ‘Show Only My Listings.’ How To Run Reports On the listings page choose one of your listings in blue under the position column by clicking on the position title. This will be the position for which you will be running the reports. The listing is now displayed with tabs. Select the ‘Reports’ tab. Your report options are ‘Applicant Full Report,’ ‘Applicant Contact Info Report,’ ‘EEO Full Report,’ ‘EEO Summary Report,’ and ‘Applicant Reviewers Report.’ Click on one of the reports. Depending on the report you may also enter a date range. Choose an output type – ‘Online Report (HTML)’ or ‘Download (CSV – Comma Separated Values)’ then click ‘Run Report.’ If you chose ‘Online Report (HTML),’ the report will appear after clicking on ‘Run Report.’ If you chose ‘Download (CSV),’ you will be prompted to ‘Open’ or ‘Save’ the CSV file. This will allow you to manage the report via Excel. Video Link: Running Reports Video Printable document: AHIRE Quick Reference Card: Running Report Quick Reference for Reviewers Accessing the Academic Hiring Application Log in to the AHIRE Application. Depending upon your role you will see either all listings or just listings for your department. If you see no listings, click ‘Show Only My Listings.’ Reviewers for a Listing Listing Page (a) A reviewer has view-only access to individual listings for which they have been granted ‘Reviewer’ permissions. Reviewers may set up filters based on position, owning department, department, status, create date, expiration date, posting date, keyword or listing status (new, approved, disapproved, pending approval or closed). (b) Listings may be sorted by requisition number, position, department, applications, posting date, expiration date or status. Listing Details (a) Click on a listing in blue under the position column. Here you may view the details of the listing and create sort lists. The listing is now displayed with tabs. Select the ‘Sort Lists’ tab to create a list to assist in grouping applications and narrowing your search. (b)To add a sort list click ‘Add Sort List.’ The ‘Label’ for the list (required) may be whatever you choose that will most effectively allow you to sort applicants. The ‘Description’ (required) will be an explanation of your ‘Label.’ ‘Sort Order (required) is an integer number in which order the list will sort; this is particularly useful if you create multiple labels. (c) Once you create a sort list you may edit or delete it by clicking ‘Edit’ on the sort tab or ‘Delete’. (d) To move an applicant to a specific list, click on the + symbol to the left of the applicant name and drag to the specified sort list tab. (e) To remove an applicant from a specific list, click on the list the applicant is to be removed from, click on the ‘minus’ sign to the left of the applicant’s name. Viewing Applicants (a) From the listings page, click on the blue numbered ‘Applications’ link under the ‘Applications’ column. (b) You may toggle filters of the search if desired. Click ‘Toggle Filters’ to search or sort on first name, last name, area of interest, PhD institution, affiliated institution, min rating, max rating, disposition, or status. Enter information into the options and click ‘Search.’ (c) You may also click a letter to return applicants with a last name beginning with that letter. (d) You can download all zip file of applicant documents by clicking ‘Download Zip’ or ‘Export to Excel.’ (e) To sort Applicants by last name, first name, area of interest, secondary area of interest, rating and modified date, please click on the arrow next to the specific column title. (f) Select individual applicants or select all to ‘Apply Dispositions by Batch,’ if choosing to change status of an applicant. Choose a disposition from the drop down, then click 'Apply'. Individual Application Page (a) Click on the name of an individual applicant to view the applicant data. (b) Update Ratings – If the department administrator enables ratings for the listing you would apply a rating for each category, and then click ‘Save Ratings.’ (c) Use check boxes to control which list an applicant is part of. Check the box next to the list, click ‘Save.’ (d) Add or remove from ‘Favorites’ list, by clicking ‘Add to Favorite List;’ to remove, click ‘Remove from Favorite List.’ (e) To download a combined PDF or individual documents scroll down to ‘Documents’ and click ‘Combined PDF’ or ‘Individual Documents.’ (f) To enter or view comments if enabled by the department administrator when the listing was created, click on the ‘Comments’ tab to view and enter comments by reviewers. They will be visible to all reviewers unless they were chosen to be hidden upon listing creation. Video Link: Reviewers for a Listing Video Printable document: AHIRE Quick Reference Card: Reviewers for a Listing Quick Reference for Search Officers Accessing AHIRE Log in to the AHIRE Application. Depending on your role, you will see either all listings or just listings for your department. If you see no listings, click ‘Show Only My Listings.’ Search Officers for a Listing Listing Page (a) A search officer has view-only access to individual listings for which they have been granted ‘EEO Administrator’ permissions. Search officers may set up filters via the ‘Toggle Filters’ button based on position, owning department, department, status, create date, expiration date, posting date, keyword or listing status (new, approved, disapproved, pending approval or closed). (b) Listings may be sorted by requisition number, position, department, applications, posting date, expiration date or status. Reporting (a) Click on Reports on the left side of the listing page. (b) Depending on your role your report options are ‘Applicant Full Report,’ ‘Applicant Contact Info Report,’ ‘EEO Full Report,’ ‘EEO Summary Report,’ and ‘Applicant Reviewers Report.’ Click on one of the reports. Depending on the report you may also enter a date range. Enter the requisition number. (c) Choose an output type – ‘Online Report (HTML)’ or ‘Download (CSV – Comma Separated Values.). Then click ‘Run Report.’ (d) If you chose ‘Online Report (HTML),’ the report will appear upon clicking ‘Run Report.’ If you chose ‘Download (CSV), you will be prompted to ‘Open’ or ‘Save’ the CSV file. This will allow you to manage via Excel. Viewing Applicants (a) From the listings page, click on the blue numbered ‘Applications’ link under the ‘Applications’ column. (b) You may toggle filters of the search if desired. Click ‘Toggle Filters’ to search or sort on first name, last name, area of interest, PhD institution, affiliated institution, min rating, max rating, disposition, or status. Enter information into the options and click ‘Search.’ (c) You may also click a letter to return applicants with a last name beginning with that letter. (d) You can download all zip file of applicant documents by clicking ‘Download Zip’ or ‘Export to Excel.’ (e) To sort Applicants by last name, first name, area of interest, secondary area of interest, rating and modified date, please click on the arrow next to the specific column title. Individual Application Page (a) Click on the name of an individual applicant to view the applicant data. (b) To download a combined PDF or individual documents scroll down to ‘Documents’ and click ‘Combined PDF’ or ‘Individual Documents.’ (c) To view comments if enabled by the department administrator when the listing was created, click on the ‘Comments’ tab to view comments by reviewers. They will be visible to all reviewers unless they were chosen to be hidden upon listing creation. (d) Scroll down to view EEO information. Video Link: Reviewers for a Search Officers Video Printable document: AHIRE Quick Reference Card: Reviewers for Search Officers