Using Reference Surveys

This document is meant to help you understand the Reference Survey functionality at a high level and provide the information you need to decide if this feature of AppliTrack is right for use in your organization. Additional instructions regarding the Reference Survey functionality are available in the Additional Resources section at the end of this document. As you review this information, consider that Reference Surveys are a special type of form; all information provided here applies to forms as well.

What are Reference Surveys?
How does the Reference Survey Process work in AppliTrack?
    Sending a Reference Survey Invitation
Additional Resources

What are Reference Surveys?

The Reference Survey is a special type of online form in AppliTrack that is used to confidentially solicit feedback from the references listed in an applicant's file. The set of information that is gathered about an applicant can be easily modified, and the responses provided by references are, similarly, easy for AppliTrack users to review. The main goals of the Reference Surveys feature are:

• Simplify the task of verifying applicant references.
• Store and share reference check information in a standard format.

An important consideration with respect to applicant reference information is that the contact information provided is not verified by AppliTrack. While system does track the distinct email addresses to which reference surveys have been delivered, it does not guarantee that the email address provided by the applicant is the correct email address for the listed reference. Because of this, it is recommended that your process for verifying references still include some other form of communication (e.g., telephone conversation) with each contact.

How does the Reference Survey Process work in AppliTrack?

All references provided by the applicant will appear in the Reference Materials section (Fig. 1, #1) of the application materials page. If the applicant uploaded a Reference Letter for any of the references, a link to view the letter appears immediately below the reference's name.

Also appearing for each of the references listed is a button labeled Send Survey (Fig. 1, #2 - note, only AppliTrack users with appropriate permission may send surveys). Clicking the Send Survey button for a given reference will initiate the process of sending a reference survey invitation to that designated reference. If the applicant has not provided an email address for the reference in question, an alert message will appear indicating it is not possible to continue.

Any completed reference surveys will also appear immediately below the references name as a link (Fig. 1, #3) which, when clicked, will display the responses provided to the survey. AppliTrack administrative users have the ability to delete any reference surveys sent (Fig. 1, #4).

Figure 1: Applicant file - emphasis on the "Reference Materials" section.

Sending a Reference Survey Invitation

The process of sending a reference survey invitation takes place in three steps:

1. Select the reference survey (form) you wish to have delivered by clicking the corresponding Select Form button. At least one form must exist in your AppliTrack system, and it is likely that you will have many different forms, each for tracking a specific set of information. To learn about creating and editing your forms (including reference surveys) review the topic Edit Forms.
   
   
   
2. Review and modify the invitation email. The reference survey's default email subject and body will be provided but you are welcome to customize the contents of the email invitation sent to the reference.
   Enabling the checkbox labeled Receive email notification on submission? will configure the AppliTrack system to send you an email notification at the time that this reference survey is submitted.
   Click the Deliver Invitation button to send the invitation by email. The email invitation contains a specially-crafted link that will allow the recipient to access and complete the form online.
   
   
   
3. The confirmation screen appears to indicate a successful delivery or any problems that may have occurred. The most frequent error occurs when the system cannot deliver athe email to the address supplied because it is invalid.
   
   

Additional Resources for Reference Surveys

• Overview of the References page in the online application
• Enable automatic delivery of reference survey invitations for certain categories.
• Understanding Edit Forms - adding and editing both the properties and fields appearing in reference surveys.