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Using Box to Collect and Assess Job Applications
Enhance and streamline your department job searches
An increasing number of departments are using the Box "upload by email" option as an effective way to conduct job searches. Apart from making it easy to collect applications, committee members can assess and even “vote” on applications remotely, saving face-to-face meetings for reaching consensus on applications where none exists yet.
For general help on Box see the “Need Help” link at box.umbc.edu, but here are some basic steps DoIT recommends for using Box on a search committee:
Create an "Applications" or "Applicants" folder, anywhere in Box where you’d like to receive applications. Maybe add "Qualified" and "Unqualified" subfolders, too, for sorting the received files.
Give your committee access to the folder(s) you just created.
Find the “upload by email” address function for the "Applications" folder, located under "email options." Note: By default, this address is is NOT enabled for “collaborators only.” This is good, because you want applicants to be able to use the “upload by email” address, too.
Include the “upload by email” address in your formal job posting for how interested parties should apply.
Ideally, ask applicants to submit their materials as a single .pdf file to the “upload by email” address for your Box folder. Why? A single file is preferable so the search committee doesn’t have to hunt and gather multiple files per applicant (e.g., cover letter, resume, references, etc.).
Once you’re ready to begin the review of applications, ask your committee members to add a “Yes, No or Maybe” comment to each applicant’s file in Box before the committee’s first face-to-face meeting. This way, you can spend your time trying to reach consensus on applicants where there clearly is no conensus.
There's really only one intervention that DoIT recommends for step #3 above: create an easy to remember email alias (such as "yourdepartmentjobsearch@umbc.edu") to replace the machine generated, difficult-to-remember email address that is created by default. To do so, submit an RT ticket requesting creation of the alias for your submissions. Your RT request might look like this:
"Please create the email alias: 'yourdepartmentjobsearch@umbc.edu' that points to the following Box folder 'upload by email' address:upload.Applica.ux84095xdjugth9y@u.box.com
This is to support the Theoretical Anatomy Department's search for a guest lecturer position."
If you're still not sure about the "upload by email" function in Box, here's an FAQ (with images) that illustrates this process:
https://wiki.umbc.edu/x/0QAxAg
Finally, here's a quick video created for a DoIT search committee on how they could "vote" on applications by adding a simple "Yes, No or Maybe" comment to each file in the Box folder:
Posted: April 22, 2014, 3:13 PM
Box.com Has Arrived At UMBC!
A new, flexible, high-capacity storage solution for UMBC.
We are living in a world where people work from multiple devices — phone, laptop, and computer – and need access to their files anywhere and anytime. UMBC’s active directory (AD) system serves the campus well but it doesn’t provide the level of flexibility for mobile devices and off-campus access that people need.
The higher education community, through an initiative by Internet2, has worked with a company named Box.com to provide a service that we believe will meet our needs and is secure. Box is an online file sharing system that you can access from multiple devices. Box also allows you to share your files and folders with others easily.
Students, faculty, and staff will now be allowed to have web-based storage that they can use their myUMBC login to access. Files can be easily shared with others on campus and off-campus. You can even send a user a “URL” that allows someone that doesn’t have the Box.com service to access the file.
One of the nice features of Box.com is that is has great support for collaboration. It integrates well with Google Docs and we feel that faculty research groups will love the flexibility this provides in sharing data with other members of their research team.
DoIT will be rolling out this service with a limited launch to departments, faculty and staff that want to be early adopters, after which we will make this service available to everyone, including students.
During the spring we will also identify departments that need more flexibility for shared file storage than AD provides and transition them over to the Box.com offering.
You can access Box by going to box.umbc.edu.
Posted: April 10, 2013, 3:13 PM