User Guide for registered Mathprograms faculty

You will be on the Program List page once you have logged into Mathprograms.Org. The actions available to you are presented as *links* across the top of the page. If you are unfamiliar with what you can do, please first read the information on getting started as MathPrograms faculty. If you have any questions, please contact us. Click below for information on your available options. List ..lists applications received for each program. Viewing, Ranking, Printing, and Downloading applications Search ..for potential applicants. You can access all applicants who have applied for at least one of the listed programs. NoCover ..to view all applicants that are not on your institution's applicant list, perhaps because they need a cover sheet Logout ..logs you out of your MathPrograms.Org account       The main LIST page You will be on the "List" page once you have logged in, or if you click on the "List" link in the header. Let's take a look at the features offered on this page, starting from the top, going down: The *Links* listed in the Mathprograms.Org header are all the actions/options available to you as registered MathPrograms faculty. The first link is "List", which would just reload the List page you are on right now. The other links would take you out of List and into the option associated with the link selected. If you do not have any applications for your program(s) yet, or if you haven't listed any programs yet, the Application List area will be blank. Once you have applicants for your program(s), they will appear in this list and the following documentation may assist you. Clicking on the Application List header will set the applicant list to its default state. You may want to use this feature after you've changed the ordering of the data or number of columns (see details on this below) of the applicant list. Clicking on a letter in the alphabet listing under the Application List header will create a list of only those applicants whose last name begins with that letter. To the right of the alphabetic selection, you will see the acronyms assigned to program listings. Clicking on one of these acronym "nicknames" will bring up all applicants for that program. Clicking on one of the column headings: Name, Received, LastUpdated, Degree, Year, Source will re-order your applicant list based the alpha or numeric ordering of the column. By clicking on the <<<< by the Name column heading, you can increase or decrease the number of columns in your applicant list. To view, rank, or print an application, click on the name of the applicant, in the Name column. This will bring up a window, which is documented below. In the column, AppliedFor is the program(s) the applicant has applied for. These will be the acronyms you've assigned to your program listings. Clicking on one of these acronym "nicknames" will bring up all applicants for that program.       Viewing, Ranking, Printing, and Downloading your applications If you click on the name of the applicant in the Name column, a window with the applicant's cover sheet data will come up, appended by a section that allows you to rank the applicant by program. Let's take a closer look at this page to clarify what actions are available to you: In the first row of data, directly below the applicant's name, you'll see links for Reload, PDF, and All. Reload will reload the page anew, undoing any selections you've made. PDF will bring up the applicant's cover letter in PDF format. Here you will be able to print it out by selecting File | Print... All will bring up all the applicant's materials - cover letter, portfolio items, and reference letters in PDF format. Here you will be able to print it out by selecting File | Print... Approximately the top half of the page supplies the basic information about this application. The References section is about halfway down the page, following the basic information. Once a letter has been received online from the reference letter writers, you can view and print the item received. To the right of a listed reference, the first link will refer to the actual submitted reference letter and the format it was submitted in. This reference letter format link could be Word, PDF, PostScript, DVI, GIF, JPEG, LaTeX, TeX, RTF, HTML, or TEXT. PDF will bring up the data in PDF format, where you can easily print it. The Received Material section is further down the page. Once an item has been received online, you can view and print all the material that has been received for this applicant. For each program applied for, the materials will be listed to the right of the program's acronym designation. To the right of a listed item, the first link will refer to the actual submitted material and the format it was submitted in. This item format link could be Word, PDF, PostScript, DVI, GIF, JPEG, LaTeX, TeX, RTF, HTML, or TEXT. PDF will bring up the data in PDF format, where you can easily print it. You will be able to rank the applicant in the section at the bottom of the page. Registered MathPrograms faculty and staff at your institution will have access to your ratings, recommendations, and comments. Each program that the applicant has applied for is listed at the left. To the right of each program are the actions available to you: The first item is a drop-down box, Rating, which allows you to rank the applicant for this program with a numeric rating. Next is a checkbox Short list. Click to check this box if you wish to place this applicant on the short list for this program. There is a checkbox Interview that you can check if you want to recommend that the applicant be interviewed. Click the checkbox Offer if you want to recommend that an offer to attend the program be made to the applicant. Click the checkbox Not Consider if you want to recommend that an applicant not be considered for acceptance to the program. There is a text box for Your comments. Please type in any comments you would like to make about the applicant. Next is a section, Refer this appl to, where you can choose which other registered faculty you want to refer this application to. Here you'll see a drop-down select box with the names of faculty, a text box for any comments, and an Email notify? checkbox if you want the faculty to be notified by email that you have referred the applicant to them. At My Private Notes, you can make notes to yourself, that only you will be able to see. Lastly, below the text box for your Private Notes, there is a check box Mark this application as: [] read. This is a further note to yourself that you have read the application. Download your applications For a one-time download: You will download your data from the Search page.  On the Search page, you will select the criteria to include or exclude data. Fill in any text boxes with a value if you want to limit your search. An asterisk, *, in an empty text box will include all data for that field in the search results.  To include all data for your program, select your program, and then put an asterisk in each field specific to your program. For more details about searching, refer to the section on Searching below. Click Submit.  Scroll to the bottom and make sure that you've got the full list of the entries you wanted listed here.  If you don't, you'll see links for "next...  all..." -- click on the "all...". You will see a "download" link next to the Search Results title.  Click on this link and either open or save the file. To create a saved view of your data, which can be shared and will continue to be available for download: First you will want to create a "Saved search" in MathPrograms.  This search will contain the data you want save for future viewing or download. To create a saved search, go to Search, set up your search (see above), click Submit. If this gives you the data/columns you want, scroll to the bottom of this search results page.  You'll see "You can save this search as a 'search filter' by entering a name below". Enter a meaningful, SHORT, program-specific name for this search and click Save. This search will now be available to you at the very bottom of the Search page in the Saved Searches area. OR, go to the List page.  You will now see this saved search as an option in the 'Search filter' dropdown. For others to see your Saved Search, go to your saved search on the Search page and click the "Shared" checkbox.  All faculty will now see this listed on their Search page and in their List search filters now.  If program access has been limited to specific faculty for a specific program, only those authorized faculty will see any data. To view the results of the saved search, go to the List page and select the saved search from the dropdown for "Search filters".  Or go to the Search page and click on the linked title of your saved search. Scroll to the bottom and make sure that you've got the full list of the entries you wanted listed here.  If you don't, you'll see links for "next...  all..." -- click on the "all...". To download this data, view your search saved and then click the "download" link next to the title of the page.  Click on this link and either open or save the file. To turn off your search filter on the List page (and go back to the regular default list view), click on the orange saved search title next to the Search Filters dropdown.       Searching the applicants to your programs Clicking on the "Search" link will bring up a window where you can search applicants that have applied for at least one of your programs. Let's look more closely at both the simple and sophisticated searches that you are able to make. At the simplest level, you can type in a word in any of the labeled blank text boxes on the page, click on Send, and you will get back a list of all applicants where there was an exact match for the word you typed in for that data label. Unless requested otherwise (see #3 below), by default you'll get back a table with only the applicants' names. You can then click on a name to get more information. If you do not know all the characters in the word or "text string" you want to search on, you can use the wildcard, *, to help you. For example, you wanted to search for an applicant by last name, but you're not sure whether it's spelled "McDonald", "MacDonald", "McDonell", etc., you can type "m*don*" (upper/lower case doesn't matter) in the text box next to Name. This will retrieve all applicants whose name contains that pattern. You can always also refine your search by using more than one search criteria. You can perform a search where your page of search results (i.e., all matching applicants) have more columns than just the Applicant Name. For each column you'd like to have added to your result list, just type in a wildcard, *, where that item has a text box. Where a search item has a drop-down box, you would need to make a selection for this column to show up on the page of results. You can also see any of this information by clicking on a name. Many of the labeled search text boxes and selections are self-explanatory. Let's examine the more complex search items here: The Program(s) Applied section also has a few subcategories. This search is hierarchical; i.e., you need to have made a selection in the first drop-down box to use the second drop-down box criteria, etc.. The programs listed in the first drop-down box are the programs currently listed with your institution, that candidates can submit an application to. Here you can request a search for all applicants for certain programs. The status listed in the second drop-down box, Withdrawn, Deleted, and Active is where you can, in addition, refine your search to those applicants that have applied to certain programs AND have a particular status. The Comments section allows you to search for applicants where comments have been made by a particular faculty member. Faculty are able to make comments about an applicant. Listed in the drop-down box will be the names of your registered faculty members. Select one to pull up the applications where they have made comments. The Rating section again has subcategories. Faculty are able to rate individual applicants, and here you can narrow your search based on those ratings. You can search based on a particular range of ratings, i.e., ratings BETWEEN [lower end of range] AND [upper end of range]. Faculty are able to place applicants on a short list. In the first down-drop box in this section, On short list by, the names of your registered faculty members will be listed. In selecting one of the names, you will be able to search for all/any applicants that this faculty member has placed on his short list. Faculty are also able to indicate that they recommend that an applicant be interviewed, be made an offer to attend the program, or not be considered. In the remaining drop-down boxes in this section, faculty can narrow their search by their selections made here. The Sort By option allows you to sort your resulting search list according to the recommendations of a selected registered faculty member.        Using the  NoCOVER  option Clicking on the "NoCover" link will bring the List of applicants with no cover sheets. These are candidates that were entered by your institution's MathPrograms administrator. They are either: New applicants that haven't filled out the standard cover sheet here online at Mathprograms yet; Existing Mathprograms applicants that haven't (yet) applied for a program at your institution. These applicants would have been marked as NoCover by your MathPrograms administrator, as a result of receiving a paper application. They won't show up in your List for faculty to see until their MathPrograms standard coversheet is submitted online (for applicants in the first category), or until they've applied online for a program at your institution (for applicants in the second category).       Contact us Please feel free to Contact Us directly with any questions or comments you have! AMS Programs Department