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Employment applications

What happens after someone applies for a job. Adding and editing the listings themselves is on Employment (Job Listings).

The idea first

When an applicant fills in the form at the bottom of a job page, the website hands their resume off to Google Drive so that nothing is stored on the website itself. The resume lands in a private WCA Drive folder, a row is added to a tracking Sheet, the applicant and the hiring group get emails, and the website deletes its own copy of the file.

That keeps applicant files off the website and in a private WCA Drive folder that only admins and Heads of School can open.

Where applications go

  • Resumes: the Employment Applications folder on the WCA Admin shared drive. WCA admins and Heads of School (the hos@ group) can open it.
  • The log: the Employment Applications Log Sheet, an "Applications" table with Status and Reviewer dropdowns and a Notes column, so the hiring team can track each applicant.
  • The full record: the form entry is also kept in the website's form entries (minus the file), as a backstop.

Reading and tracking applications

Work from the Employment Applications Log Sheet. Each new application lands with its Status set to New. Set each row's Status (Screening, Interview, and so on) and Reviewer as you work through it, so nothing sits unseen.

When something looks off

  • An applicant got no confirmation email: check the form's email log first; the applicant address may have been mistyped.
  • A resume did not appear in Drive: the row in the log Sheet is usually still there even so. If neither the file nor the row appears, tell Michael; do not have the applicant resubmit repeatedly.
  • Notifications went to the wrong place: the recipient is a group alias, so the fix is in Google Admin group membership, not the form. See Email routing.