Finalist presentation pages

DoIT's procedure

The following is DoIT Communications and DoIT Human resources procedure. Occasionally we must follow the procedure set forth by the Office of the Provost which varies from ours in some particulars. Those variations follow in a separate section.

Posting

When we're asked to post a new finalist candidate page, the requester may not know exactly what we need. Refer them to our Information needed for finalist pages KB doc for a list of information DoIT Communications needs to publish finalist web pages.

By prior agreement with HR, we typically require NetID login to view such pages. There are exceptions, such as C-level executive positions such as CIO, CISO, etc. for which candidate presentations may be of interest to people at other Universities of Wisconsin institutions. 

1. Search the IT site's page listing for finalist template.
2. Copy the template post to a new draft.
3. Add the information from the above list into the template post, but don't only reveal the candidates names at the dates/times specified by the search & screen committee. Some committees reveal all candidates at once, others announce names 48 hours prior to each candidate's presentation, adding their name then. In the later case, simply refer to candidates as "Finalist #1" etc.
4. When adding links to resumes, don't link to files in cloud drives like Box - most people viewing the page won't have access. Upload them to the Media Library in the relevant WordPress instance and link to them there.

Recordings

The finalist presentations are typically recorded for the convenience of those unable to attend the presentation and for accessibility. To meet accessibility requirements, the recording videos must have both professional captions and audio descriptions. If you don't now how to procure these, contact Erik Geiger or Laurel Belman.

It takes time to procure both professional captions and audio descriptions, yet search & screen committees often wish to conclude the feedback period within a day or two of the last presentation. Inform the person making the request that unless we pay extra for rush service for audio descriptions, we need 5-7 business days to get them. Add to that at least a day for those who need AD to make use of them and leave their feedback and suggest that as the closing time for the feedback period. To make the videos available to those who don't need them or who can make do with auto-captions:

1. Upload each video to Kaltura
2. Order machine captions
3. Add the videos to the DoIT channel and publish

Announcing the finalists

Create stub posts on the DoITnet and IT sites, linking to the page to help promote the presentations and drive traffic to the page.

Announcing the selected finalist

1. Add a news post similar to this one, announcing the selected finalist.
2. Make note of its URL, then proceed to removing the finalist page.

Removing the finalist page and candidate information

On or soon after the agreed-upon date, remove information about the finalists from the IT site. Failure to do so in a timely manner may draw the ire of HR, directors and C-level leaders.

1. Remove the finalist page and redirect its URL to that of the selected finalist announcement post.
2. Remove any news posts announcing the finalists, and redirect their URLs to the finalist announcement post.
3. Remove the resumes from the media library.
4. Make the finalist video private on Kaltura. See the KB on changing publication settings.

 Important: if the search fails, we must remove the finalist page AND associated news articles as soon as possible. 

Provost's procedure

Posting candidate materials online

• Put the materials (CVs, presentations recordings) in Box and restrict the files for NetID access or “People in your company” and “Can view only”.
• Add links to those individual files to the website or post about the search.  We post links to CVs 48 hours prior to the presentation time and recordings as they are available. 
• Pull all the links down after the feedback period ends and restrict the Box access.

Here is an example of an archived post after the first candidate’s presentation, but before the other candidates.  Here is an example of an archived post after all the presentations are complete but before the feedback period ends.